Planning Meetings


In preparation of this meeting it may be appropriate to seek the view of the Adult at Risk in relation to where they would like meeting to be held. I.e. they may want this meeting to be held in their home.

In assessing who needs to be involved in the planning meeting, this will depend on the following:-

  1. If the adult wants to attend to contribute and determine how their outcomes will be met.
  2. If the adult does not want to attend and is happy for their views and outcomes to be fed into meeting.
  3. The relationship between the safeguarding and other processes – disciplinary, complaint, etc.
  4. The interface between the safeguarding processes and criminal processes.
  5. If family based issues are present within the concern.
  6. Whether the safeguarding concerns indicate that organisational abuse may need to be investigated.

1. Adult attendance at planning meeting

If the adult is attending the planning meeting, discussion with them is essential to ensure that they are clear about the purpose of the meeting and their role in it, there may be some information that they will legitimately not have access to – e.g.

  • Criminal history of the alleged source of harm.
  • Disciplinary action taken against the alleged source of harm prior to the current concern.
  • Previous Safeguarding concerns involving the alleged source of harm.
  • Personal information about the alleged source of harm relating to mental health, substance misuse and lack of mental capacity to make specific decisions etc.
  • Other areas which impact on the right to confidentiality for either the alleged source of harm or the organisation they work with.

They will need to agree their role in the meeting with regard to:

  • If they wish to be an observer and be supported to input to the meeting as they wish or do the want to be a driving force in directing the conversation and the agreed outcomes and responsibilities for those present at the meeting to realise their outcomes
  • It will need to be made clear to them what information they will not have access to and why
  • It will need to be agreed how they will be kept informed of the progress of the actions agreed – by a representative from each organisation or via a named representatives

2. Where the Adult at Risk does not wish to attend but is happy for their views to be fed into the meeting is to follow the same process as number 1

3 & 4 Interface with other processes

Organisations need to be clear that the adult’s outcomes may or may not include safeguarding, however it is likely that a decision on abuse will be required to support the Partnership Board to monitor abuse and trends to take preventative action and to report onto regulated bodies.

Adults may simply want an apology from the person/organisation – organisations lack of willingness to do this if the abuse has been substantiated may result in the adult making a formal complaint to the organisation where the alleged abuse occurred.

At the planning meeting agreement will be reached about which of the following process may be available to meet their outcomes:

  • Criminal investigation
  • Disciplinary
  • Complaint
  • Safeguarding Abuse definition – balance of probability decision
  • Or a combination of the above

To support the success of the meeting, it is key that the organisation(s) involved:

Support attendance by a relevant/knowledgeable professional who can clearly advise on what can and can’t be achieved by the process to allow the adult to be clear in which options will meet their outcomes.

5. Planning Meetings with Families

These should be considered in cases where:

The alleged source of harm and the adult are in a relationship and both wish to continue in the relationship and accept the need for change

  • The adult lacks capacity to make a decision about involvement in these meetings and they have family members or friends who will provide a more effective advocacy than a paid service.
  • Family members are the alleged source of harm and they accept both their role in causing the harm and the need to change.

Family member/s need to be aware of their responsibilities and the limits to their right to access information.

The following are areas where it is not appropriate to share the information:-

  • Criminal history of the alleged source of harm
  • Disciplinary action taken against the alleged source of harm prior to the current concern
  • Previous Safeguarding concerns involving the alleged source of harm
  • Personal information about the alleged source of harm relating to mental health, substance misuse, lack of mental capacity to make specific decisions etc.

Details of other adults who may have been affected by alleged abuse by the same source of harm

  • Other areas which impact on the right to confidentiality for either the alleged source of harm or the organisation they work with.

6. Organisational Abuse

Due to the duty of all professionals to maintain the confidentiality of individual adults, it is unlikely that the adult or their family will be invited to these planning meetings, however their individual outcome meetings/discussions should be shared at the meeting and inform the attendance of the involved professionals and agreed actions.

It should be agreed by the chair - who will feedback to the adult(s) about;

  • Actions impacting on their individual outcomes
  • Information about other actions relating to the alleged source of harm
  • The adults role in decision making

If a formal outcomes meeting is held at the end of the enquiries the adult(s) or their representative/ advocate should be provided with information gathered via the individual S42 enquiry (reports) their individual outcomes and provided with an opportunity to contribute to the decision making. They will not be given access to information about other adults who may have been involved in an individual S42 enquiry even it is related to the same provider/organisation.

If the adult has indicated that one of their outcomes is a ‘decision on abuse’ (as defined in the Care Act/SY procedures) they must be supported to contribute to this either by attending the conference or providing their views via their agreed link person. If they decline to be involved their link person should provide them feedback from the enquiry and the decision on abuse.

In rare circumstances an outcome meeting may not be required as all of the outcomes agreed at the planning meeting may have been met by the organisation who led on the face to face meeting. In these cases the outcomes should be recorded on the outcome meeting form to maintain a record.

Possible attendees at Planning and Outcome meetings

The list below is not fully inclusive but offers guidance about which individuals/ organisations should be considered as appropriate

  • The Adult at Risk of harm if they have consented to a S42 enquiry
  • The Adults at Risk’s advocate if required
  • The Adult at Risk’s IMCA if they lack capacity and a S42 enquiry has been agreed via a best interest meeting
  • Housing provider
  • Health – GP, nursing services, hospital staff, mental health, physiotherapists etc.
  • Social care – social worker, social care services – domiciliary care etc...
  • Police, safer and sustainable communities, etc.
  • Housing support services
  • Specific support services – age UK etc.
  • CQC – if concerns exist about a registered manager or the organisation if registered with CQC and is subject to enforcement action
  • Commissioning services – health and social care
  • Any other organisations involved to progress the enquiry


In most circumstances the alleged source of harm will be excluded from the meeting unless: -

  • The adult has a relationship with the alleged source of harm and has strongly indicated that they need to be part of the solution
  • The alleged source of harm is either a worker or a manager in an organisation who is implicated in the abuse.

The Adult at Risk will be excluded if they have indicated that they do not agree with the decision to progress the enquiry, but others are at risk and they have maintained a relationship with the alleged source of harm


The adult employs a personal assistant, who has been identified as the alleged source of harm; the personal assistant works with other adults. The adult who has allegedly been harmed does not want any action taking and intends to continue to use the PA.

Planning Meeting Agenda

See the attached document below.

If an overarching safeguarding enquiry is required in a health or social care settings, the guidance set out below will be helpful to assist practitioners to produce a high quality report for the outcome meeting

Dealing with Large Scale Investigations and Service-Level Concerns

The following procedure is for large-scale investigations and service-level concerns.

A large-scale Safeguarding Adults investigation would be indicated when a number of adults have been allegedly abused, or patterns or trends are emerging from data that suggest concerns about poor quality of care:

  • In a particular resource/establishment;
  • Where the same person is suspected of causing the Abuse or Neglect;
  • Where a group of individuals are alleged to be causing the harm.

Documents relating to this question

Planning Meetings options