LONE WORKING POLICY. Approved by Staff Governance Committee: November Review Date: March Services

Transcription

1 LONE WORKING POLICY Approved by Staff Governance Committee: November 2007 Review Date: March 2012 Responsible Officer: Director of Clinical Services 1

2 NHS Shetland Policy on Lone Working 1.0 Policy Statement 1.1 Shetland NHS Board (the Board) takes extremely seriously the health, safety and welfare of its entire staff. This it does via its Health & Safety network and also the Staff Governance standard. It recognises that some staff are required to work by themselves for significant periods of time without close or direct supervision in the community or in isolated work areas. The geographical situation of Shetland will compound such issues. The purpose of this policy is to enable the Board to meet its obligation to protect such staff so far as is reasonably practicable from the risks of lone working. 1.2 This policy and its associated guidelines (included at Appendix A) have been developed and agreed by the Health and Safety Committee and approved for the Board by the Local Partnership Forum. 1.3 This policy applies to all staff including temporary and agency staff, volunteers, students and those on work experience. The policy applies to all situations involving lone working arising in connection with the duties and activities of the Board s staff. 1.4 This policy should be used in conjunction with the policy and guidance on Work-Related Driving Risks. 2. Definition of Lone Workers 2.1 The Board defines lone workers as: A member of staff whose activities involve all or part of their working time operating in situations without the benefit of interaction with other workers or without direct supervision. 2

3 3. Policy Aims 3.1 This policy aims to: i. Increase staff awareness of safety issues relating to lone working; ii. Make sure that the risk of working alone is assessed in a systematic and ongoing way, and that safe systems and methods of work are put in place to reduce the risk so far as is reasonably practicable; iii. Make sure that appropriate training is available to staff in all areas, that equips them to recognise risk and provides practical advice on safety when working alone; iv. Make sure that appropriate support is available to staff who have to work alone; v. Encourage full reporting and recording of all adverse incidents relating to lone working; vi. Minimise the number of incidents and injuries to staff related to lone working. 4. Responsibilities and Safe Systems of Working 4.1 Lone working environments present a unique health and safety problem. Although there is no specific legal guidance on working alone, under the Health and Safety at Work Act 1974, and the Management of Health and Safety Regulations 1999, the Board must organise and control the health and safety of lone workers. 4.2 The Chief Executive is responsible for: Making sure that there are arrangements for identifying, evaluating and managing risk associated with lone working; Ensuring that reasonable resources are provided to support the implementation of this policy and procedures; Making sure that there are arrangements for monitoring incidents linked to lone working and that the Board regularly reviews the effectiveness of the policy. 3

4 4.3 All line managers are responsible for: Carrying out a risk assessment identifying any areas of concern this will be reviewed annually by the Health & Safety Committee and Controls Assurance Group; Making sure that all staff are aware of the policy; Putting procedures and safe systems of work into practice which are designed to eliminate or reduce the risks associated with working alone; Making sure that staff groups and individuals identified as being at risk are given appropriate information, instruction and training (e.g. undertaking risks assessments, non violent crisis intervention training) including training at induction, updates and refresher training as necessary; Making sure that appropriate support is given to staff involved in any incident; Managing the effectiveness of preventative measures through an effective system of reporting, investigating and recording incidents. 4.4 All staff are responsible for: Making sure that risk assessments are carried out and reviewed regularly and that they are involved in the process and copied into the risk assessment; Taking reasonable care of themselves and other people who may be affected by their actions; Co-operating by following rules and procedures designed for safe working; Reporting all incidents that may affect the health and safety of themselves or others and asking for guidance as appropriate; Taking part in training designed to meet the requirements of the policy; Reporting any dangers they identify or any concerns they might have in respect of working alone. 4.5 Safe Systems of working should be in place which; Ensure the lone worker has full knowledge of the hazards and risks to which they are being exposed. 4

5 The location of lone workers should as far as practical be known at all times. The lone worker must know what to do if something goes wrong and be able to summon help. Local guidelines should be flexible and responsive to the lone workers needs. 5. Identification of Lone Workers. 5.1 Lone workers within the Board are likely to be found in a wide range of situations. Section 5.2 identifies the main staff groups who may be at risk within the Board, and lists example occupations for each category. 5.2 Staff group example occupations: (a) Staff working alone in fixed establishments Primary care staff; Reception staff; Facilities and maintenance staff; Healthcare scientists; Those staff on distant islands or remoter regions of Shetland. (b) Staff working out with normal work hours Domestic staff; Transport staff; Nursing, AHP and medical staff; Office-based staff (e.g. in Brevik House and Breiwick House) This includes those staff on call. (c) Mobile workers working away from their fixed base GPs; Community nursing, health visiting and midwifery; Podiatry staff; Speech and language therapy staff; Physiotherapists and Occupational Therapists. 5

6 6. Risk Assessment 6.1 There is no overall legal prohibition on working alone, but the Board is under a general duty to maintain safe systems of work under Section 2 of the Health and Safety at Work Act Setting up safe working arrangements for lone workers is no different to organising the safety of other staff, so we must all follow the general principles of risk assessment. If a risk assessment shows that it is not possible for the work to be done safely by a lone worker, other arrangements must be put in place. Risk assessment should take account of both normal work and foreseeable emergencies such as fire, illness and accidents. Information on risk assessment can be obtained through the procedure for risk assessment, the risk management strategy 1 or from a member of the Clinical Governance Support Team (CGST). 6.2 Risk assessments must be carried out in all areas of work where working alone poses an actual or potential risk to staff. The risk assessment will involve identifying all potential dangers and the risks associated with specific work tasks or activities. It should identify who will be affected and how, and the control measures which are needed to get rid of or reduce the risk to the lowest level reasonably possible. Risk assessment should be carried out and should be recorded and shared with relevant others. Factors to consider when carrying out the risk assessment include the following: Does the workplace present a special risk to the lone worker? Can one person adequately control the risks of the job? Is the person medically fit and suitable to work alone? What training is needed to make sure the staff member is competent in safety matters? Have staff received the training which is necessary to allow them to work alone? How will the person be supervised? Is there a risk of violence? Are people of a particular gender especially at risk if they work alone? Are new or inexperienced staff especially at risk if they work alone? 1 These documents are contained in the Risk Management Folder, which is available in all departments and services as a reference guide. These documents are also available on the intranet in the clinical governance web pages. 6

7 What happens if a person becomes ill, has an accident, or if there is an emergency? Are there systems in place for contacting and tracing those who work alone? 6.3 Details of the risk assessment should be recorded and should include: The extent and nature of the risks; Factors that contribute to the risk including job content and Specific tasks and activities; The safe systems of work to be followed to eliminate or reduce the risk. 6.4 Information from the risk assessment should be fed back to staff. Risk assessments should be reviewed and updated each year (or sooner should circumstances change). 6.5 The Board encourages the use of take time risk assessments (refer to Appendix B). 7. Risk Management 7.1 The risk which lone workers face should be reduced to the lowest level that is reasonably practicable. Using safe systems of work depends largely on local circumstances, and local procedures or protocols should be in place that provide specific guidance for staff in relation to lone working and the associated risk reduction. Issues to consider in developing safe systems of work include: Joint working with others for high-risk activities; Improvements to security arrangements in buildings; Security lighting in parking areas; Using checking-in and monitoring systems; Communication systems for sharing information on risk with colleagues in other disciplines and agencies; and Using personal protective equipment or mobile phones or personal alarms. 7

8 8. Staff Training 8.1 The Board will provide sufficient training and information to the lone worker to enable him/her to identify hazards and take appropriate action to avoid them. The training will be based on the needs identified through local risk assessment. Advice and guidance on training is available from the Staff Development Section. 8.2 If staff are expected to visits clients in their own homes, with no prior knowledge of that person, completion of the management and handling of aggression training could be specified as a minimum control measure. 9. Reporting and Recording 9.1 Staff should report all incidents (including near misses) to their line manager at the earliest opportunity. These should be reported on an incident form and the line manager should investigate all reports. In order to monitor the implementation and effectiveness of this policy and associated local protocols, local statistics and incident reports should be reviewed regularly. 9.2 The line manager should ensure that feedback is given to the member of staff within an appropriate period of time. There should be immediate initial feedback provided following an incident or a near miss and then follow-up feedback provided following an investigation into the matter. 10. Monitoring and Reviewing 10.1 The Board will monitor and review this policy in partnership to make sure the aims of the policy are being achieved. This will be undertaken by: Collecting and monitoring all reported incidents; Reporting to the Health and Safety Committees and the Local Partnership Forum incident statistics and safety improvement measures which have been introduced. This should be undertaken annually each year and be reported in April each year; 8

9 Reporting to the Board the evolution of this policy in the Health and Safety Report and highlighting challenges to be addressed; Through review of the Corporate Risk Register and ensuring controls are in place to risks are managed. 9

10 Appendix A - Guidance Notes These notes are designed to remind staff and managers of the important issues to consider when lone working. An algorithm is provided to provide summary guidance. It is advised that all lone workers fill out a take time risk assessment prior to any visit / intervention they make which involves lone working. (1) Guidance Notes For travelling to or from other organisations General Keep your car maintained and topped up with fuel; Know where you are going and have a good set of maps, if appropriate (i.e. if you are new to Shetland); Consider having items such as a torch, blanket, water, snacks and flask of hot drink in severe conditions, warning triangle, pen and notebook in case of accident and a First Aid Kit; Have break down organisation details to hand; Always inform a colleague of your travel plan/destination. If you are working out of hours you can contact the reception at the Gilbert Bain Hospital to leave details of your journey and destination; Allow plenty of time for your journey; Drive defensively to avoid road rage incidents; Keep doors locked whilst in the car; Keep windows and sunroofs closed whilst stationary or slow moving; Hide bags, telephones and equipment as much as possible; Park as close to the premises as possible; Where possible, park in well lit area, preferably facing the direction you will leave in; Always consider personal safety if you come across an incident/accident; Be aware of new legislation re use of mobile phones whilst driving; Keep your mobile phone battery charged and make sure you have an in-car phone charger. Breakdown & Accidents If your car breaks down: Stop vehicle where it is safe to do so; 10

11 Turn on your hazard warning lights; Always remember your own safety; Call for assistance; Do not fully open car doors or windows; If you have to leave the car make sure that it is safe to do so; Contact base and let them know of situation. (2) Guidance notes for staff on Board premises Staff should enter building only through reception areas in Gilbert Bain and Montfield; Staff working outside office hours in health centres, Brevik House and Breiwick House should ensure that the main entrance is locked; Keep several lights on not just your office one; Cars should be as close as possible to entry point; Make sure you can make an out going call; Ensure there is access to a first aid box; Staff should ensure they know where the fire escape exits are; If in remote parts of building reception staff should be aware of location and duration. 11

12 NHS Shetland Lone Working Procedure Has the individual been identified as a lone worker? No Review post. Does individual fall under lone working. No No further action. Yes Yes Has a local risk assessment been done for their post? No Carry out risk assessment. Yes Are human, financial & material resources in place to minimise risk? No Negotiation should take place through line management structures to secure resources. Yes Have educational & support sessions been done? No These should be carried out as soon as possible. Yes It is recommended that "take time risk assessments" are used and risks are reviewed regularly along with regular training and education sessions.

13 Take Time Work Task Health, Safety and Environment Check Job Description Work Location Weather Conditions: - Road Conditions: - HAZARDS PROMPT Road Traffic Accident, Violence/Aggression, High-Risk Client Group, Isolated Rural Area, Adverse weather or driving conditions, Poor lighting, Manual handling, Vehicle safety, Fumes, Smoking, Temperature (high / low), Electricity, Slips, Trips, Falls, Chemicals / Harmful Substance, Fire. Think First! Do you know what you are going into? Take Time The Visit / Job Y/N Actions taken to minimise risk 1 Is this home visit necessary? 2 Do you have all the info you need about the client you are visiting? 3 Do you require someone to go with you? If yes, can you delay your visit? 4 Are you aware of the environment you are visiting? 5 Is there significant accident potential? 6 Are there any manual handling activities? 7 Do you feel confident that the visit can be completed without undue risk? Take Time Getting There and Back Safely Y/N Actions taken to minimise risk 1 Have you left your time of leaving and expected return with someone? 2 Do you have a mobile phone and will it work en route? 3 Are you confident you can drive safely in these weather/road conditions? 4 Is it safe to travel with the weather/road conditions? 5 Are there any other expected hazards? What are they? (see Hazards Prompt) 6 Serious accident potential? 7 Do you feel confident that the task can be completed without causing undue risk? 8 Do you have a plan to summon help if required? Take Time Any Other Risk Management Issues? What are these? What have you done about them? Signature Auditor s Signature. Date

14 Take Time Work Task Health, Safety and Environment Check Job Description Driving Work Location Weather Conditions: - Road Conditions: - HAZARDS PROMPT Road Traffic Accident, Isolated Rural Area, Adverse weather or driving conditions, Vehicle safety, Fumes, Load - Chemicals / Harmful Substance, Fire, Think First! Do you know what you are going into? Take Time The Journey 1 Is this journey necessary? 2 Do you require someone to go with you? If yes, can you delay your journey? 3 Do you have all the info you need to plan your journey (Route, Distance, Timing, Schedule? 4 Is the vehicle suitable, safe and fit condition for the journey? 5 Is there significant accident potential? 6 Are there any manual handling activities? 7 Do you feel confident that the journey can be completed without undue risk? Take Time Getting There and Back Safely 1 Have you left your time of leaving and expected return with someone? 2 Do you have a mobile phone and will it work en route? 3 Are you confident you can drive safely in these weather/road conditions? 4 Is it safe to travel with the weather/road conditions? 5 Are there any other expected hazards? What are they? (see Hazards Prompt) 6 Serious accident potential? 7 Do you feel confident that the journey can be completed without causing undue risk? 8 Do you have a plan to summon help if required? 9 Is there a First Aid box in your car? Y/N Actions taken to minimise risk Y/N Actions taken to minimise risk Signature Auditor s Signature. Date

15 Take Time The Staff Member Take Time Work Task Health, Safety and Environment Check 1 Have you had the relevant health and safety training? (Driver Safety / Ergonomics) 2 Do you have underlying factors that may place you or others at additional risk e.g. underlying medical conditions or disabilities, taking prescribed drugs which may affect your ability to drive, pregnancy 3 Are you aware of the Board s Alcohol & Drugs policy? 4 Are aware of the dangers of driving when you feel tired, fatigued or stressed? 6 Take Time Any Other Risk Management Issues? Y/N Actions taken to minimise risk What are these? What have you done about them? Signature Auditor s Signature. Date

16 Draft 1. Rapid Impact Checklist Lone Working Policy Which groups of the population do you think will be affected by this proposal? All staff groups Other groups: minority ethnic people (incl. gypsy/travellers, refugees & asylum people of low income seekers) people with mental health problems women and men homeless people people in religious/faith groups people involved in criminal justice system disabled people staff older people, children and young people lesbian, gay, bisexual and transgender people N.B. The word proposal is used below as shorthand for any policy, procedure, strategy or What positive and negative impacts do you think there may be? proposal that might be assessed. What impact will the proposal have on lifestyles? For example, will the changes affect: Diet and nutrition? Exercise and physical activity? Substance use: tobacco, alcohol or drugs? Risk taking behaviour? Education and learning, or skills? Will the proposal have any impact on the social environment? Things that might be affected include Social status Employment (paid or unpaid) Social/family support Stress Income Will the proposal have any impact on Discrimination? Equality of opportunity? Relations between groups? Will the proposal have an impact on the physical environment? For example, will there be impacts on: Living conditions? Working conditions? Pollution or climate change? Accidental injuries or public safety? Transmission of infectious disease? Which groups will be affected by these impacts? Positive ensures that the risk of working alone is assessed in a systematic and ongoing way. Negative Lone working impact on feeling of staff isolation. Negative Potential for staff members on isolated parts of Shetland to have difficulties in accessing education and training. Positive lone workers will have a known individual risk amelioration package. This should help in stress reduction. Negative the impact lone working has on individuals e.g. increase in stress Negative Remote location of staff means that opportunity for relationships with colleagues can be more challenging. Negative Potential for staff members on isolated parts of Shetland to have difficulties in accessing education and training. Positive All staff effective policy and guidelines for staff to raise awareness of safety issues relating to lone working. Positive provide risk assessment of working conditions to ensure safe working environment. Negative- Impact of working in isolation. Will the proposal affect access to and experience of services? For example, Health care Positive all staff groups ensure that the risk of working alone is assessed in a systematic and

17 Draft Transport Social services Housing services Education ongoing way, and that safe systems and methods of work are put in place to reduce the risk so far as is reasonably practicable.

18 Positive Impacts (Note the groups affected) Rapid Impact Checklist: Summary Sheet Negative Impacts (Note the groups affected) Effective policy and guidelines for staff to raise awareness of safety issues relating to lone working. Lone working impact on feeling of staff isolation. Potential for staff members on isolated parts of Shetland to have difficulties in accessing education and training. The impact lone working has on individuals e.g. increase in stress Additional Information and Evidence Required Discussions at Health & Safety Committee and Local Partnership Forum. Draft policy submitted to all Heads of Departments with lone workers for comments and input. Recommendations From the outcome of the RIC, have negative impacts been identified for race or other equality groups? Has a full EQIA process been recommended? If not, why not? There are an identified number of adverse impacts but due to the geographical nature of service in Shetland lone working is a reality. Staff and managers must do all that is possible to support staff that work alone to mitigate as far as possible the adverse nature of lone working. Manager s Signature: Michael Johnson Date: 12 th October 2007