4.3 Explain the importance of sharing concerns with a responsible professional

This guide will help you answer 4.3 Explain the importance of sharing concerns with a responsible professional.

Workers supporting people with mental health needs play an important part in keeping those people safe and well. It is not always easy to spot when something is wrong. Signs and symptoms might seem minor at first. Workers may feel unsure what to do or whether to raise an alarm. Sharing concerns with a responsible professional is a key part of their role.

What is a ‘Responsible Professional’?

The phrase ‘responsible professional’ describes someone who has the authority, experience or duty to take action and make decisions. In health and social care, this can include:

Line managers
Safeguarding leads
Social workers
Mental health nurses
Team leaders
Designated safeguarding officers
Doctors

These professionals have the training, knowledge, and authority to investigate concerns, follow up, and take formal steps if needed.

Why Concerns May Arise

Workers might notice things that cause worry. These could include:

Personality changes
Mood swings
Signs that someone is being hurt or abused
Sudden withdrawal
Talking about harm or suicide
Failing to take medication
Changes in eating or sleeping
Signs of neglect
Missed appointments or activities
Expressions of hopelessness

A ‘concern’ means the worker thinks something is putting a person’s safety, health or wellbeing at risk.

Limits of a Worker’s Role

Direct support workers do important work. They may have regular contact, but often lack expert training to diagnose, treat, or investigate mental health issues. Workers:

Are not trained mental health specialists
May not fully understand certain signs
Could be too close to the individual to judge objectively

This is why sharing concerns is so important. It brings in expert advice and possible actions the worker cannot take alone.

Legal Duties

UK laws and standards require workers to act when worried. Some of these include:

The Care Act 2014
Mental Health Act 1983 and 2007 (Amended)
Health and Social Care Act 2012
Children Act 2004 (if working with young people)
Safeguarding Adults Boards guidance

These laws place the same duty on all workers: share your worry if you think someone is at risk.

Organisational Policies and Procedures

All health and care organisations have policies about how, when and with whom to share concerns. Following these policies:

Makes sure information flows to the right person
Prevents important points being missed
Keeps records secure and confidential
Protects individuals’ privacy
Shows that the worker has done their duty

Workers should know the reporting process in their setting and use the approved forms or contacts.

Protecting the Individual

Sharing concerns has many benefits for the person needing support.

Early Intervention

Telling a responsible professional at the earliest sign means support can be put in place before things get worse. Early action can:

Prevent a crisis
Stop harm from happening
Reduce the impact on daily life
Help maintain stability

Access to Specialist Help

The responsible professional can:

Refer the person for mental health assessment
Organise extra support
Advise on treatment or next steps
Involve other agencies if required

This ensures tailored, expert help for the individual.

Ensuring Safety

Sometimes, workers may suspect:

Self-harm
Suicidal thoughts
Abuse or neglect
Threats to others

This information must go to those with power to intervene. Swift action can save lives.

Upholding Dignity and Human Rights

People with mental health needs can sometimes be overlooked or not listened to. By sharing concerns in a professional way, workers help make sure that the person’s rights are respected and that their best interests are central to any decisions.

Safeguarding

Safeguarding is the process of protecting an individual’s right to live free from abuse and neglect.

Types of Abuse

Workers may suspect:

Physical abuse (hitting, slapping)
Emotional abuse (bullying, threats)
Sexual abuse
Financial abuse
Neglect or self-neglect

UK law places a duty on all workers to report any signs or disclosures of abuse. Workers should report to a responsible professional. This triggers a formal process to protect the person at risk.

Whistleblowing

If the concern involves a colleague or practices in the workplace, workers must also share with an external body or a senior professional. Most organisations have ‘whistleblowing’ policies that protect workers who speak up about wrongdoing.

Confidentiality

Workers must keep information private, only sharing details when necessary to keep a person safe.

It is not usually allowed to talk to friends or other colleagues who are not responsible professionals. Discussing confidential details can break the law and breach trust.

Exceptions:

If someone’s life is at risk
If children or vulnerable adults are at risk
If required by law
Following organisational procedure

Any information shared with a responsible professional is treated respectfully, following UK data protection laws.

Supporting Colleagues

Workers may feel stressed or worried after spotting something serious. Sharing with a responsible professional:

Offers support to the worker
Removes the burden of carrying worry alone
Allows difficult decisions to be made with guidance
Helps avoid blame or mistakes by sharing responsibility

Sometimes, more senior workers can give advice on what to do next, or help put actions in place.

Professional Standards and Expectation

All health and social care staff are guided by standards from professional bodies and regulators. These include:

Care Quality Commission (CQC)
Skills for Care
Social Work England
Nursing and Midwifery Council (NMC)

They expect staff to put the person first, share concerns, follow the law and policies, and seek guidance when unsure.

Meeting these standards builds trust in care services and protects people using them.

What Can Happen If Workers Do Not Share Concerns?

If concerns are not shared:

Early warning signs might be missed
A person might not get help in time
Harm can go unnoticed
The worker might face disciplinary action or legal consequences
Trust in services can break down
The organisation may fail in its duty of care

Omitting to report concerns may be seen as neglect or misconduct.

Overcoming Barriers to Sharing

Sometimes, workers are nervous about raising issues. Reasons can include:

Worry about being wrong
Fear of getting someone into trouble
Feeling unsure who to tell
Not wanting to ‘make a fuss’
Anxiety about damaging trust with the individual
Worry about confidentiality

These are common feelings. Good organisations train staff to know when and how to speak up. Responsible professionals will welcome concerns and guide further action.

Good Practice When Sharing Concerns

To share concerns well:

Use clear, factual language
Describe what was seen, heard, or disclosed
Avoid making assumptions or diagnoses
Follow the correct process for reporting
Keep information safe and secure
Follow up to see what actions are taken
Record incidents and actions truthfully and promptly

This approach protects everyone and supports safe, effective care.

Example Scenarios

Example 1: Signs of Self-Harm

You notice unexplained injuries on a person you support. They seem withdrawn. You are not sure what has happened. You share your concerns with your line manager, as your organisation’s policy requires. The manager can then arrange for assessment, extra support or intervention if needed.

Example 2: Disclosure of Abuse

A person tells you, in confidence, about physical abuse by a family member. You explain that you must report this to a safeguarding officer for their safety. You share the concern, and a safeguarding investigation is started.

Example 3: Worsening Mental Health

A person who usually attends activities every day suddenly stops engaging and seems down. You notice changes in eating and sleep patterns. You share these observations with the mental health nurse, who can assess risk and decide if extra support is needed.

How to Record and Report

Sharing a concern usually follows these steps:

Observe or listen — notice changes, symptoms or disclosures.
Record facts — note what was seen or heard, with times and dates.
Report — use your organisation’s process, such as an incident form or direct communication with a supervisor.
Maintain confidentiality — only speak to those required to hear about it.
Follow up — check that action is taken if appropriate.
Reflect — discuss the process in supervision to improve practice.

Building a Safe Workplace

When workers share concerns early and with the right people:

Risk is reduced
Issues are addressed quickly
People feel listened to and safe
Colleagues support each other
The workplace culture improves
The standard of care rises

Safe, open workplaces encourage honesty and teamwork.

Final Thoughts

Sharing concerns with a responsible professional is a key task for anyone working in health and social care, especially with people who have mental health needs. It makes certain that problems are picked up early, action is taken, laws are followed and people are protected.

Workers are not expected to manage problems alone. They play a part in a bigger system designed to help, support, and keep people safe. If ever in doubt, sharing concerns with a responsible professional means acting in the best interests of the person supported—and meeting the standards expected in health and care.