Referral process

This applies to anyone who witnesses, suspects, or is told about an adult who may be at risk of harm, mistreatment, or neglect.

If You're With the Adult

Do:

• Seek urgent medical help or call the police if needed
• Listen, offer reassurance, and ask simple open questions to establish the facts
• Be honest that you may not be able to keep what they tell you confidential
• Note any injuries, preserve forensic evidence, and record everything in writing using the adult's own words
• Find out who was involved and what the adult would like to happen next
• Tell your line manager immediately

Don't:

• Dismiss concerns or be judgemental
• Investigate beyond establishing the basic facts
• Make promises you can't keep
• Share information with colleagues if the allegation involves another staff member

Discussing With Your Line Manager

Speak to your line manager as soon as possible. Consider the adult's capacity to consent and whether they've agreed to information being shared.

• If the adult consents, refer to the Adult Services Duty Worker or out of hours social worker
• For physical or sexual abuse, also refer to the police immediately to preserve evidence
• Consider whether emergency action is needed, such as calling an ambulance or NHS 24
• Always record what was discussed and any action taken

If the Adult Doesn't Want Action Taken

Respect their wishes unless:

• There's doubt about their capacity to decide
• They or others may be at risk
• A criminal offence may have been committed
• The law requires action, or they may be under undue pressure

If any of these apply, make the referral anyway and note that consent wasn't given. If a child is also at risk, contact Children and Families Services. If the adult lives in a care home or hospital, suspected harm must be reported regardless of their wishes.

Making a Referral

• Adult Services Duty Worker: 01856 873535 (office hours)
• Out of hours Duty Social Worker: 01856 888000 (Balfour switchboard)
• Police: 101

Include as much detail as possible: the adult's personal details, your role, details of the allegation, information about the alleged abuser, specific incidents, any previous concerns, and the adult's wishes.

What Happens Next

1. Reporting - Contact the duty worker or police with as much detail as possible.
2. Initial Screening - The duty worker assesses whether the adult meets the "three point test" and decides how to proceed.
3. Initial Planning Meeting - Key people meet as soon as possible to decide whether and how to investigate, and allocate a Council Officer if needed.
4. Formal Investigation - The Council Officer investigates through visits, interviews, or protection orders. Staff must cooperate and give access to records; obstruction is an offence.
5. Further Planning Meeting - The group reviews findings and decides next steps, which may include a Case Conference.
6. Adult Protection Case Conference - Brings everyone together, including the adult, to agree a Support and Protection Plan. If asked to attend, prepare your key points in advance and separate fact from opinion in any written report.
7. Support Plan, Core Group, and Review - A Support and Protection Plan is put in place, monitored by a Core Group, and reviewed at least every three months at a Review Case Conference.

Advocacy Referrals

Where an adult at risk has a mental disorder, a referral to Advocacy Orkney should usually be made unless they've declined. Advocacy is confidential and helps adults express their views, understand the process, and make informed decisions, without the advocate making decisions on their behalf.

To refer, download the form from the Advocacy Orkney website, complete and sign it, and post or fax it. All referrals are acknowledged in writing; don't assume a referral has been accepted without confirmation.