Phase Two: Establishing the Team

AFS recommends every project team includes a data group and a review group. Data groups undertake the research, while review groups offer guidance and review the findings. The memberships are not exclusive, and the two groups should meet regularly, but there are usually reviewers with no direct role in undertaking research. 

The two-tiered approach is a positive feature of reviewing. It allows for discussion, more detailed interrogation of the data provided by research, and facilitates an easier dissemination of findings at the wider level. 

The review group’s interactions with the data group are the cornerstone of successful reviews. This section examines the qualities that can help members of both groups succeed. 

Those who have already undertaken reviews speak of the need to involve a range of professional outlooks and experiences in review groups. With reviews frequently attracting high levels of interest from professionals in the field, the formation of the group is an exciting opportunity to involve a range of perspectives. 

Drawing on people’s experiences, we suggest that the review group involves those including, but not limited to: 

• Third sector workers; 

• Nursing staff from acute, general and psychiatric backgrounds; 

• Doctors from acute, general and psychiatric backgrounds; 

• Members of the Alcohol and Drug Partnership (ADP); 

• Allied Health Professionals; 

• Local specialist services including alcohol-related brain damage (ARBD) and detox facilities. 

 

Data groups and review groups meet throughout the review process. From interviews with people experienced in reviews, AFS recommends the following qualities are reflected in the review group: 

• Experience of qualitative and quantitative research; 

• Experience of analysing complex data; 

• Professional experience of practice relating to alcohol misuse disorders; 

• A non-judgmental, dispassionate understanding of personal behaviour in relation to alcohol misuse; 

• Open-mindedness about the prospects for improving services; 

• An interest in the wider application of the review’s findings, i.e. social issues; 

• The ability to act as an advocate for the review’s findings in various settings and fields. 

 

Data group members’ work relies on technical skill in analysis and/or research. Data group members do not need to have in-depth knowledge of alcohol deaths at the point they become involved, as this can be provided by other members of the review group.  

The data group is directly responsible for undertaking the research: gaining Caldicott approval; sourcing data; analysing file records; collecting the data; and presenting it for analysis. It was repeatedly pointed out by interviewees that a grounding in addictions work, or even addictions research, is not a prerequisite for researchers. Instead, data group members should have a proven track record working with NHS patient records, and involvement in research study on other projects. The technical skills involved in research include identifying datasets, analysing large volumes of complex and often disorganised patient data, and compiling results into usable forms.  

Some teams have utilised support with analysis from Public Health Scotland, while others have suggested that support could be drawn in from Local Intelligence Support Teams (LIST), who are a source of data and analytical support for each area. If you would like to be introduced to your local LIST lead or for any other enquiries, email phs.list@phs.scot. There are also other avenues worth exploring including support from universities or a Specialist Registrar (which one team have used previously). 

As you establish an Alcohol Deaths Review Group, it is important to develop a Terms of Reference. The Terms of Reference establishes the framework for the Group’s operations, including its purpose, objectives, membership, governance arrangements, and operating procedures. It ensures that reviews are conducted in a consistent, thorough, and respectful manner, with clear accountability and a focus on learning and improvement. We have included a template document below which can be adapted for your locality.

[ADP NAME] Alcohol Deaths Review Group

1. Purpose

The Alcohol Deaths Review Group is established to review alcohol-related deaths in the local population, understand contributing factors, and identify opportunities for prevention and service improvement. The group’s work will inform local strategy, planning, and frontline practice aimed at reducing alcohol-related harm and premature mortality. 

 

2. Objectives 

• To analyse patterns and trends in alcohol-related deaths across [LOCALITY]. 

• To conduct in-depth reviews of a representative sample of local alcohol-related deaths. 

• To identify recurring themes, system-level gaps and missed opportunities for intervention. 

• To assess how individuals accessed and interacted with local services, including Substance Use Services (SUS), primary care, mental health, and social care. 

• To make locally relevant recommendations to improve services, pathways, and multi-agency working. 

• Tie-in to local strategies... 

 

3. Scope 

• Geographic focus: [LOCALITY] 

• Deaths included: 

  • Alcohol-specific deaths (per National Records of Scotland definitions) 

  • Alcohol-related deaths where alcohol contributed significantly (e.g. accidental injuries, suicides, liver disease) 

• Population: Adults (18+) with attention to vulnerable or marginalised groups, including people with multiple complex needs 

• Services reviewed: Alcohol and drug services, primary care, mental health, emergency services, social work, housing, justice, and third sector partners. 

 

4. Methodology 

• Data analysis using Public Health Scotland and local HSCP datasets 

• Case file reviews (with consent/appropriate approvals), potentially following a Significant Case Review model 

• Engagement with practitioners, managers, family and lived and living experience representatives 

• Identification of key points of service contact and reasons for disengagement 

• Thematic analysis of systemic and individual risk factors 

• Cross-reference with local strategies (e.g., ADP Delivery Plan, Community Planning priorities) 

• Include timeline specifications and how frequently reviews will be conducted e.g., every 3 years 

 

5. Information Governance 

• Data sharing arrangements as per local guidance... 

• GDPR compliance as per local arrangements... 

 

6. Membership 

• [LOCALITY] Health and Social Care Partnerships 

• NHS [LOCALITY] Public Health and Clinical Services 

• ADP Team Manager 

• SUS and recovery services (statutory and third sector) 

• Mental health services 

• Primary care and pharmacy 

• Social work and housing teams 

• Scottish Ambulance Service and A&E liaison 

• Justice and police representation 

• Representatives with lived/living experience 

• ADP data/analytical support including support from NHS [LOCALITY] or Public Health Scotland 

• [LOCALITY] Alcohol Deaths Coordinator 

 

7. Governance and Reporting 

• This is a PERMANENT/TIME-LIMITED group (if time-limited, provide operational dates) 

• The group will be chaired by [NAME & EMAIL ADDRESS] with an agreed co-chair nominated from partner services. The current co-chair is [NAME & EMAIL ADDRESS] 

• It will report to... 

• The group will meet every... 

• Detail any quorum requirements... 

• Provide any relevant details around how the group is funded, who holds any associated budgets, or what level of resource or contribution is expected from partners (plus a comment on how decisions around any spending would be made) 

• Initial findings will be shared annually with the Strategic Group and HSCP strategic planning groups 

• A final report with recommendations will be produced annually and fed into local service planning cycles 

 

8. Guiding Principles 

• Person-centred and trauma-informed 

• Locally led, but aligned with national priorities and guidance 

• Inclusive of lived experience voices 

• Evidence-based, with clear application to practice 

• Committed to reducing health inequalities and supporting early intervention 

• Ensure confidentiality and ethical handling of sensitive information. 

 

This Terms of Reference will be reviewed and updated every N years. Next review date will be: DD/MM/YYYY.