ESPID recognises the value of complaints as an important tool in monitoring
and responding to participants and members expectation. In order to assist us to
respond appropriately, all forms of complaint need to be documented and assessed
as part of an on-going process.
This policy sets out the responsibility of ESPID to:
Recognise, promote and protect the participants and members right to
complain about their dealings with the ESPID Annual Meeting,
ensure an accessible and publicised complaints procedure is in place, recognise
the need to be fair to both the complainant and the organisation or person
complained about, provide a mechanism for responding to complaints in a timely
and courteous manner, determine and implement remedies, provide adequate
resources to support the complaints management process, and record, assess and
review complaints on a regular basis to ensure responsiveness and on-going
commitment to service improvement.
3. Definition and Procedure
Complaints are expressions of dissatisfaction made by participants and as
such form a major source of the member’s perception of services received from
Complaints can be made:
- By letter, fax or email to the ESPID Secretary
- On a specific complaint form which will be available online at the Annual
Meeting website or available at the ESPID booth during the Meeting.
- Via comments and feedback on surveys
Complaints to be addressed directly to the ESPID secretary
Maria Tsolia, M.D., PhD
Associate Professor of Paediatrics
Second Department of Paediatrics
Kapodistrian University of Athens
School of Medicine
P. and A. Kyriakou
115 27 Athens, Greece
A participant/ member’s right to complain is recognised, and the ESPID
secretary will handle and forward complaints to the appropriate area as needed.
All staff is empowered to provide information and advice on the complaints
handling process. Complaints which are complex or require additional support
will be referred to the
relevant area of responsibility. All complaints will be reviewed in a timely
and efficient manner, with a view to resolving issues in a non-confrontational,
non- adversarial environment. Complaints will be documented and reviewed
regularly as part of an on-going service quality assessment. ESPID will
acknowledge receipt of a complaint within 4 weeks and we will make every effort
to resolve the complaint within 60 days of receipt. The participant/ member will
be notified if a longer period is necessary to reply to the complaint.
The complaints policy will be referenced on the ESPID society website and the
annual meeting website and from 2012 onwards also in the annual meeting
The complaints procedures will be documented and located in the ESPID
filing system, which will be maintained and to which the ESPID board
will have access at all times. All complaints must be recorded, and these
records must be kept for at least one year. Accumulated data on complaints will
be discussed annually at board meetings and will be shown at the AGM.
6. Complaints handling process
Complaints will be handled fairly and justly and in a consistent manner, and
with the understanding that complainants should not be disadvantaged by the
complaint process. Complaints against staff will be directed to the relevant
Manager and all correspondence and assessments will be confidential.
Complainants will be kept informed of their complaint and of the final
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