Patching Parties

Challenge: Obtaining approval from hospital management may require clear justification, particularly in resource-constrained settings.

Solution:

• Present a strong case: Highlight the benefits of the event, including improved treatment compliance, enhanced patient satisfaction, and positive publicity for the hospital and orthoptic profession. Use ‘Letter to Service Manager’.
• Align with broader goals: Emphasise how the event supports institutional priorities such as patient-centered care and community engagement. It also aligns with public health goals to reduce medical misinformation, as well as NHS recruitment strategies for promotion of Allied Health Professions. 
• Provide data: Use evidence from similar events or studies to demonstrate the effectiveness of such initiatives. See ‘Nicky’s Top Tips and Experience’ . Complete a ‘Patching Party Audit’ for your population group.

Challenge: Budget constraints can limit the scope of the event, affecting the ability to provide materials, activities, and refreshments.

Solution:

• Seek sponsorships: Approach local businesses, charities, or community groups for financial or in-kind support.
  • Approach the charitable departments of local supermarkets or food outlets for donations
  • Contact Guidedogs for large printed books to use for story time https://www.guidedogs.org.uk
  • Contact Starlight Charity for Play Well boxes to be used for games, prizes and party bags https://www.starlight.org.uk
• Utilise hospital resources: Collaborate with other departments to share materials or spaces. Ask for involvement of play specialists within your hospital. See ‘Letter to Play Specialists’.
• Be resourceful: Opt for cost-effective activities like crafts using simple materials or digital resources for education.

Challenge: Hospital staff are often stretched thin, making it challenging to allocate time for event planning and execution.

Solution:

• Plan early: Schedule the event well in advance to accommodate staff availability. 
• Suitable Time: Suggest a suitable time when clinic is quiet or staff are on admin
• Involve volunteers: Engage play specialists, Orthoptic assistants, student orthoptists, or community volunteers to assist.
• Divide responsibilities: Assign specific roles to team members to distribute the workload effectively.

Challenge: Families may be hesitant to participate due to lack of understanding about the event or logistical challenges like transportation.

Solution:

• Clear communication: Send out detailed invitations explaining the purpose and benefits of the event. Put up posters in the waiting area. You can download an editable template poster here and a party invite here.
• Provide incentives: Inform parents of the prizes, games, party bags and food/drinks available to encourage attendance.
• Consider accessibility: Schedule the event at a convenient time and provide directions or assistance with transport if possible. We encourage Patching Parties to occur during the school holiday periods.

Challenge: Taking photos or videos during the event for promotion may raise concerns about patient privacy and consent.

Solution:

• Obtaining consent: Use clear, detailed consent forms to inform families about how the images will be used and why this is important. See BIOS consent forms for children and adults. Check with your Trust or organisation, as you may need permission and they may wish you to use their consent forms as well for their own communications.
• Respect boundaries: Allow families to opt-out of photography or videography without affecting their participation.
• Follow guidelines: Adhere to hospital policies and GDPR (General Data Protection Regulation) requirements.

Challenge: Coordinating all aspects of the event, from venue setup to activity planning, can be overwhelming.

Solution:

• Use checklists: Break down tasks into manageable steps and track progress. See ‘Patching Party Planner’.
• Collaborate: Form a planning committee to share the workload and bring diverse ideas to the table.
• Leverage existing resources: Use resources in our “Patching Party Pack” below.

Challenge: Catering to the varying ages, interests, and needs of children and their families can be challenging.

Solution:

• Plan varied activities: Include a mix of games, crafts, and educational sessions suitable for different age groups. If a Patching Party Audit was completed, use this data to plan for your population.
• Be flexible: Adapt activities to accommodate children with additional needs.
• Engage professionals: Work with play specialists to ensure activities are inclusive and effective.