Clinic: Complete Dermatology Medical Director: Dr Sharon Crichlow – Consultant Dermatologist Address: First floor, 5 Kinsbourne Court, 96-100 Luton Road, Harpenden AL5 3BL, UK Policy owner: Medical Director Version: 0.1 (first draft) Effective from: 6th March 2026 Review date: 6th March 2027

1. Purpose

This policy sets out how Complete Dermatology will offer and provide chaperones during consultations, examinations and procedures. Its purpose is to safeguard patients, support dignity, privacy and informed consent, and protect clinicians and staff by promoting clear, consistent and professional practice.

2. Scope

This policy applies to all clinicians and staff working at Complete Dermatology, including employed, self-employed, sessional and temporary staff. It applies to adult and child patients and to face-to-face and remote consultations where an examination, procedure, clinical photography or discussion may reasonably be experienced as intimate, sensitive or distressing.

3. Definitions

• Chaperone: an impartial person present during a consultation, examination or procedure to support the patient, observe the process and help protect both the patient and clinician.
• Formal chaperone: a member of clinic staff who has been trained for the role and understands confidentiality, dignity, consent and how to raise concerns.
• Intimate examination or procedure: this includes examination of the breasts, genital area or rectum, and may also include any examination or procedure that requires close proximity, touching, exposure, photography or discussion that the patient may reasonably experience as intimate or particularly sensitive. In dermatology, this may include full skin examination, examination of lesions on the chest, groin, buttocks or upper thighs, and certain procedures requiring exposure of private areas.

4. Policy Statement

Complete Dermatology will offer a chaperone for any intimate examination or procedure and for any consultation, assessment, photography or treatment that may reasonably be regarded as sensitive or potentially distressing. Patients may also request a chaperone at any time. The offer of a chaperone will be made regardless of the gender of the patient or clinician. A patient may decline a chaperone, but the

clinician may decide that proceeding without one is not appropriate. If a suitable chaperone is not available, the appointment should usually be rearranged unless delaying care would not be in the patient’s best interests. Any such decision must be explained and documented.

5. When a Chaperone Should Be Offered

• For all intimate examinations and intimate procedures.
• For full skin examinations, especially where underwear or other clothing may need to be moved or removed.
• For examination or treatment of the breasts, groin, genital area, buttocks, perianal area or upper thighs.
• For clinical photography of sensitive body sites.
• Whenever a patient requests a chaperone.
• Whenever the clinician feels a chaperone is appropriate for the comfort or protection of the patient or staff member.
• For children, young people and adults who may be vulnerable, subject to capacity, safeguarding and best-interest considerations.

6. Who May Act as a Chaperone

A formal chaperone should normally be an appropriately trained member of clinic staff. The chaperone must understand their role, maintain confidentiality, respect dignity and be able to raise concerns if needed.

• Where possible, the chaperone should be a clinical member of staff.
• A relative, friend or accompanying person may support the patient, but they are not usually an appropriate formal chaperone because they are not impartial.
• If a patient wishes a relative or friend to be present, this may be accommodated in addition to, rather than instead of, a formal chaperone where one is required.
• If a non-clinical staff member is used as a chaperone, they must have received appropriate training, and the patient must agree to their presence.

7. Responsibilities

Clinicians are responsible for explaining the need for the examination or procedure, obtaining informed consent, offering a chaperone where appropriate, protecting privacy and dignity, and recording the relevant details in the patient record.

Chaperones are responsible for being present throughout the examination or procedure, positioning themselves appropriately to observe what is taking place where practical, supporting the patient, maintaining confidentiality and raising concerns promptly if they observe anything inappropriate or if the patient appears distressed.

Managers and policy owners are responsible for ensuring that staff are aware of this policy, that suitable training is provided and documented, and that arrangements are in place to support access to chaperones as far as reasonably practicable.

8. Procedure

8.1 Before the examination or procedure

• Explain why the examination or procedure is needed, what it will involve and whether there may be any discomfort.
• Give the patient an opportunity to ask questions.
• Offer a chaperone where appropriate and respond to any patient request for one.
• Confirm the patient’s consent before proceeding.
• Provide appropriate privacy to undress and dress, and keep the patient covered as much as possible, exposing only the area required.
  
  

8.2 During the examination or procedure

• Maintain a professional manner at all times.
• Explain what you are doing as you go, particularly if the examination differs from what was originally described.
• Stop immediately if the patient asks you to stop or withdraws consent.
• Ensure the chaperone remains present throughout the relevant part of the examination or procedure.
  
  

8.3 After the examination or procedure

• Allow the patient privacy to dress.
• Explain any findings, next steps and follow-up arrangements in an appropriate manner.
• Complete the clinical record promptly and accurately.

9. Children, Young People and Vulnerable Adults

Particular care must be taken when examining children, young people and adults who may be vulnerable. Capacity and consent must be assessed in line with applicable law and professional guidance. A chaperone should normally be present for intimate examinations of children and young people. Parents, carers or other supporters may also be present where appropriate, but their presence does not necessarily replace the need for a formal chaperone. Any safeguarding concern arising before, during or after a consultation must be acted on promptly in line with the clinic’s safeguarding arrangements.

10. Remote Consultations and Clinical Photography

Where a remote consultation involves showing intimate or sensitive body areas, the clinician must take the same care with explanation, consent, privacy and dignity as in person. Patients should be told what is required and why and should be reminded that they can pause or stop at any time. Clinical photography of sensitive areas should only be undertaken where clinically justified, with clear explanation and consent, and in accordance with the clinic’s confidentiality, records management and data protection requirements. Where appropriate, a chaperone should be offered for photography as well as examination.

11. Documentation

• Record that the examination or procedure was explained and that consent was obtained.
• Record whether a chaperone was offered and whether this was accepted or declined.
• If a chaperone was present, record their name and role.
• if the patient declined a chaperone, record that the offer was made and declined.
• If the patient requested a chaperone and none was available, record the discussion, the decision taken and any rearranged appointment.
• Record any exceptional circumstances, including if the clinician decided not to proceed without a chaperone.

12. Training

All staff who may act as chaperones must receive appropriate training before undertaking the role. Training should cover confidentiality, consent, privacy and dignity, safeguarding, professional boundaries, the practical role of a chaperone, record-keeping and how to escalate concerns. Refresher training should be provided periodically, and records of training should be maintained.

13. Concerns, Complaints and Incidents

Any concern, complaint, near miss or incident relating to examinations, procedures, privacy, dignity, consent or chaperoning must be reported promptly to the Medical Director and managed in line with the clinic’s complaints, incident reporting and safeguarding processes. Where appropriate, the clinic will investigate, document learning and update practice or training.

14. Monitoring and Review

This policy should be reviewed at least annually, or sooner if required by changes in law, regulation, professional guidance or clinic practice. The clinic may also monitor compliance through spot checks of records, complaints review, incident review and staff training records.

15. Reference Points

This draft policy is intended to align with current UK professional and regulatory expectations on intimate examinations and chaperones, including guidance published by the General Medical Council and Care Quality Commission, and should be finalised alongside the clinic’s safeguarding, consent, complaints, photography and data protection policies.

Approved by: Dr Sharon Crichlow, Medical Director