Standards › Standard 29 › Standard operating procedures (SOPs)
Procedure · HC-SOP-013 · Version 1.0 · Approved by the ASF Expert Committee
Supports: 29.45
At a glance
- When a migrant or refugee client moves, the service prepares a portable care summary they can take (HC-FRM-012).
- Where a new provider is known, the handover is active, not left to the client.
- The client’s consent is recorded before the summary is shared.
- The relocation is recorded.
- Stop and get help straight away if: a refugee family moves across the city and is left without care for a month.
1. Purpose
To keep care continuous when a migrant or refugee client relocates (29.45).
2. Scope
| Applies to | Clinical and support staff in the hospital |
| Locations | All wards, clinics and departments of the facility |
| When | Whenever the activity described is carried out |
| Does not apply to | Activities covered by another document listed in section 15 |
3. Definitions
| Term | Meaning |
|---|---|
| Clinical lead | The doctor or nurse in charge of the area at the time |
4. Background
A migrant or refugee client who moves house must keep their care. Losing a caregiver and a service at a move can leave them without care for weeks.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Home care service lead | Owns the relocation process | Clinician or manager |
| Care coordinator | Prepares the summary and the handover | Staff |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Records and forms named in this document | Current version | Checked before use |
7. Safety
- Stop and call for help if a patient is at immediate risk. Do not delay urgent care to complete paperwork.
8. Before you start
- Confirm the forms and equipment named in this document are available and current.
9. Procedure
Step 1. Prepare the summary.
- Prepare the portable care summary on HC-FRM-012, with the client’s consent.
Key point: Prepared.
Step 2. Hand over.
- Hand over actively to the new provider where it is known.
Key point: Handed over.
Step 3. Confirm.
- Confirm the client has care at the new address, and record it.
Key point: Confirmed.
10. Decision points
- No decision points in this procedure.
11. Special situations
| Situation | Action |
|---|---|
| Out of hours | Follow the same steps. Use the on-call contact on the wall of the area. |
12. Escalation
- Any serious problem goes to the duty clinical lead at once and to the clinical director the same day.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Relocations with a summary and confirmed care | 100% | Quarterly | Home care service lead | Escalate to medical director |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| Record named in this document | Patient record or the area file | the period set by the facility’s records policy years |
15. Training
- Staff are trained in this document at induction and refreshed each year, with a recorded competency check.
16. Related documents
| ID | Title | Use |
|---|---|---|
| HC-FRM-012 | Portable client care summary | Record |
| HMG-FRM-001 | Migration history and trauma-aware assessment record (existing, reused) | Record |
17. Evidence
| Reference | Note |
|---|---|
| E-009 | Based on the WHO Global strategy and action plan on ageing and health 2016-2030, WHO Integrated care for older people (ICOPE) guidelines (2017), and WHO guidance on migrant health. |
| E-006 | ASF Policy Framework v1.2. Adapted. |
| E-009 | ASF Expert Committee consensus. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | set Expert Committee approval |
E-learning for this document
References
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)