Lincolnshire Partnership NHS Foundation Trust. Lone Working. Operational. Replacing OPR28

Transcription

1 Lincolnshire Partnership NHS Foundation Trust OPR28 Lone Working DOCUMENT VERSION CONTROL Document Type and Title: Lone Working Policy Authorised Document Folder: New or Replacing: Document Reference: Operational Replacing OPR28 Version No: 5 Date Policy First Written: February 2004 Date Policy First Implemented: June 2004 Date Policy Last Reviewed and Updated: November 2009 Implementation Date: May 2010 Author: Learning and development clinical specialist Approving Body: Workforce and Organisational Development Committee Approval Date: February 2010 Committee, Group or Individual Monitoring Security the Document Review Date: October 2010 LPFT OPR28 v.5 May

2 Contents 1. Introduction 2. Purpose 3. Roles and Responsibilities 4. Definitions 5. Risk Assessment 6. environment 7. Transporting Clients 8. Dealing with Animals, All Types, Basic Guidelines 9. Development of Policy & Procedures 10. Consultation, Approval and Ratification Process 11. Review and Revision Arrangements 12. Dissemination and Implementation 13. Policy Control 14. Monitoring & Effectiveness 15. References 16. Associated Documentation Appendix 1 - Environmental Precautions Appendix 2 - Checklist for local procedure Appendix 3 - Daily management sheets Appendix 4 - MHA assessments outside office hours LPFT OPR28 v.5 May

3 1. Introduction The aim of this policy is to underline safety issues and contribute to the provision of a safer working environment for staff working alone. Lincolnshire Partnership NHS Foundation Trust (the Trust) has a legal duty as a consequence of Health and Safety legislation to ensure so far as is reasonable and practicable the health and safety of its employees. Staff who work alone are presented with particular issues of risk and personal safety. The Trust recognises its duty to care for its employees and is committed to maintain, as far as is reasonably practicable, a safe working environment for all people working on their own, or with limited support, both within and outside the Trust premises. It is also important that individual staff and their managers act appropriately and play their part in reducing potential risks by following the advice contained within this policy and reporting areas of concern either to their manager or appropriate others within the organisation. 2. Purpose This policy offers an assessment framework for the risks which staff, both clinical and non clinical may face when working alone on behalf of the Trust and provide guidance on the avoidance or reduction of these risks. Staff are not expected to undertake tasks or enter situations where they face serious and unacceptable risks. However, following risk assessment, it may be necessary to take controlled risks but ensuring adequate resources are in place to minimise the risks. Staff should discuss serious safety concerns with their line manager or team manager and expect all reasonable action to be taken to minimise or eradicate the risks. All staff should be concerned about the risks their colleagues face as well as themselves. 3. Roles and Responsibilities In order to ensure that policy objectives are achieved it is necessary to communicate the role and responsibilities to all employees at all levels. It is therefore the responsibility of each member of the organisation to support and be familiar with this policy. 3.1 The Chief Executive Ensuring the proper application of the lone worker policy Ensuring there is an organisational plan for the reduction of risks to lone workers Ensuring adequate resources are provided to ensure lone working can be undertaken safely 3.2 Board of Directors The Board is accountable for: Commitment through endorsement of the lone working policy Assessment and approval of risk reduction strategies where appropriate Identification and allocation of resources required to implement risk reduction plans 3.3 Director of Nursing and Service Design Has the overall responsibility for ensuring the organisation has implemented the Lone Worker Policy LPFT OPR28 v.5 May

4 3.4 General Managers/Heads of Service Ensure safe systems of work for all staff Ensuring the local implementation of the policy Raising awareness of lone working issues Ensuring safe systems of work are developed, such as procedures requiring community staff who carry out home visits to set out their movements and maintain a report back to base system To ensure that roles and responsibilities in relation to lone working are clearly communicated to all staff levels within the organisation 3.5 Team Leaders/Heads of Department Ensuring that adequate risk assessment screening is carried out for all staff who work alone BEFORE home visits To ensure that all incidents are reported onto the Sentinel System in line with the Incident Reporting Policy. 3.6 All Staff Beware of risk issues at all times Notify manager of any risks identified through risk assessments and incidents Accept responsibility for sharing information and keeping colleagues safe Exercise positive reporting regarding appointments, movements etc. Be aware of the content of the lone working policy 3.7 Building Managers Ensure all local protocols are accessible for all staff Review annually the health and safety file and ensure the lone working protocols for each team housed in their building are in the file. 4. Definitions For the purpose of this policy the term lone worker means: any member of clinical or non-clinical staff who work on his or her own whilst engaged on Trust business This also includes volunteers who are providing support services on behalf of the Trust.. 5. Risk Assessment Essential to prevention is the ability to assess each and every situation as you encounter one. Assessment can result in improvement to procedures and identification of correct equipment to support progress. The assessment each member of staff makes must cover environmental, clinical and social factors.an identified risk must be reported to the appropriate manager so that action can be taken following an incident, near miss or environmental risk. The Trust risk register must be used to complete identified non clinical risks. All clinical staff who provide services to service users must complete 3 yearly training in Clinical Risk Assessment and Management. All service users must have a clinical risk assessment completed and an appropriate management plan if required. All staff should remember that their own personal safety is a priority. Whilst using their clinical judgement, if they feel that the risk of violence towards them is increasing, they LPFT OPR28 v.5 May

5 should remove themselves immediately from the situation. If anyones personal safety is compromised they should: Get out of the situation Summon help Call security or the police Upon return to their base, the individual should complete an incident report (Sentinel), inform their Line Manager who will review the incident, take action as appropriate and provide support to the staff involved as necessary. Each service within the organisation is expected to have a local procedure document lone workers based in their individual areas covering issues pertinent to them. for All first appointments/assessments should either take place at team base (or designated community setting) or by two members of staff at the client s home The Trust strongly recommends that no member of staff works alone in any of its premises which clients reside in or attend. Where this is unavoidable all attempts must be made to minimise these situations and a clear plan of action included within the local procedure document. If the building stores medication special arrangements need to be identified to ensure the safety of staff working alone. 6. Environment Interview Rooms All rooms that are routinely for Client/family interviews should have an alarm system with appropriate procedures in place (see Appendix 1 for additional information). Support and advice can be obtained through the Trusts security specialist, Health and Safety assessors and Learning and Development specialist. Where fitted, building managers must agree a process of testing to ensure that alarm systems are kept in optimum working condition. A procedure must also be agreed on how staff will respond to an alarm call once activated. Details of planned responses should be held in the local procedure document. Reception/Out Patient Areas When members of staff are experiencing difficulty, there must be a system in place to summon assistance. Home Visits/Off-Site Movements It is essential that staff leave a daily diary of visits and movements at your base see (Appendix 2 for an example) local templates are acceptable as long as the same principles are adhered to. Where there is a known or expected risk to personal safety/security staff should attend in pairs. Staff members should be satisfied that they have as much background information as possible, (including risk assessment) on the client before visiting. Priority must be given to any concerns arising from the information before the visit takes place. All staff who provide home visits or regular off site visits, must leave their vehicle details i.e. registration number, make of vehicle, colour of vehicle. A list of these details must be made accessible and left securely at their work base. Managers must make sure that this list is kept up to date and made accessible. LPFT OPR28 v.5 May

6 If the staff member does not report in after finishing a visit, the senior person in charge must instigate their local procedures, alert relevant parties, e.g. senior managers, police if necessary. If a visit is regular, vary the time and day to avoid becoming a target. Organise local procedures for coded messages if in difficulty during a home visit. Details of this should be kept in the local procedure document. Any relevant knowledge of a potential risk to staff presented by a service user or any other person who may be at the home should be available to all Trust employees that visit. All staff have a duty to share any known risks with colleagues who may be visiting services users. 7. Communication All mobile phones should always be kept as fully charged as is possible; An employee should ensure they know how to use the mobile phone properly; A mobile phone should never be relied on as the only means of communication. Lone Workers should always check the signal strength before entering into a situation. If there is no signal, the Lone Worker should contact their manager or colleague ahead of a visit, stating their location and the nature of their visit, along with an estimate of the time they think they will need to spend at the visit. Once that visit is completed they should let their manager or colleague know that they are safe; A mobile phone should never be left unattended but should be kept close at hand in case an emergency arises; The use of a mobile phone could potentially escalate an aggressive situation and the Lone Worker should use it in a sensitive and sensible manner; Identicom/Solo Protect. Some areas of the organization have the identicom lone working system. These are effectively a personal alarm managed by an approved recording centre that staff can activate if they feel threatened in any lone working situation. Full training will be given to those areas undertaking the use of identicom. An up to date list of the areas that are using the system will be held by the Local Security Management Specialist 8. Transporting Clients This will be undertaken in accordance with the Trust s conveyance guidelines Basic Vehicle Security/Safety Never leave items on display in vehicle i.e. bags, briefcases, CDs/Cassettes and place all items out of sight in the boot. Always have vehicle keys in hand when leaving premises/building (this saves time looking for keys whilst standing outside vehicle, thereby preventing personal safety risk) Always check inside vehicle for possible intruders before entering. Always try to park close to the address you are visiting and in an open public area. Try not to park on clients drive unless this is essential. In such circumstances always park the vehicle pointing towards the exit. Be alert to carjacking and road rage. LPFT OPR28 v.5 May

7 9. Dealing with Animals, All Types, Basic Guidelines If there is a known problem with animals at an address it is advised to contact the occupants (if possible) to secure the animal(s) before you arrive, if this is not possible conduct the assessment at base. 10. Development of Policy & Procedures This Policy was developed in conjunction with a team of clinical staff all of whom work in a lone worker role. The content was agreed by the security group. 11. Consultation, Approval and Ratification Process This policy will be consulted upon, approved and ratified in accordance with COR Policy Revision The lone working policy will be reviewed bi-annually by the Trust Security Group in accordance with COR11. Revision may occur earlier if relevant new legislation or guidance is issued. The Executive Committee monitoring the effectiveness of the policy may also call for an early review on the basis of the reports it receives. Corporate & Legal Services will maintain a version control sheet, as per COR Dissemination and Implementation This policy will be disseminated in accordance with COR11. The local security management specialist will take the lead for the implementation of this policy in conjunction with the learning and development specialist Staff must be provided with appropriate training in personal safety awareness and physical skills, this training must be part of an on-going programme and staff must be updated regularly. In addition clinical staff must complete clinical risk assessment and management training every three years. Training and personal safety advice is available from the Trust s Learning and Development Specialist and/or Local Security Management Specialist. It is the responsibility of the appointing manager to make all new staff aware of Trust and local procedures Evidence of this will be documented on the local induction check list 14. Policy Control Corporate & Legal Services will retain a copy of each policy for a minimum of 10 years in line with the recommendations contained within 'Records Managements NHS Code of Practice' (2006) Individuals wishing to obtain previous versions of the policy should contact Corporate & Legal Services. LPFT OPR28 v.5 May

8 15. Monitoring & Effectiveness Systems Monitoring and/or Audit Criteria Measurables Lead Officer/Group Frequency Reporting to Action Plan/Monitoring Systems in place to monitor the safety of lone workers 100% local lone working protocols in place LSMS and Annual health and safety inspections Security Group Divisional Management Teams (action) No of incidents reported by services No of staff supported following an incident Quarterly Reports (incidents) Workforce and Organisational Development Committee (monitoring and approval) Systems in place to monitor the use of daily management sheets 100% compliance with use of management sheets by teams LSMS and L&DC Specialist Annual audit Security Group Divisional Management Teams (action) Workforce and Organisational Development Committee (monitoring and approval) Systems in place to monitor staff complete 3 yearly clinical risk assessment and management training As per Clinical Risk Assessment and Management Policy Clinical Risk and Suicide Prevention Group Quarterly Reports (training) Clinical Practice and Policy Committee Divisional Management Teams (action) Clinical Practice and Policy Committee (monitoring and approval) Systems in place to monitor staff safety training No of staff attending and not attending breakaway and personal safety training L&DC Specialist Quarterly Report Security Group Divisional Management Teams (action) Workforce and Organisational Development Committee (monitoring and approval) LPFT OPR28 v.5 May

9 16. References Health & Safety at Work Act 17. Associated Documentation: Health & Safety Policy, Management of Health & Safety at Work (HS03) Policy and Procedure for Identification, Treatment and Management of People Presenting with Challenging Behaviour and Violence and Aggression (OPR29) Incident Reporting Policy, procedures and guidelines (RM10) Clinical Risk Assessment and Management Policy(OPR20) LPFT OPR28 v.5 May

10 Appendix 1 ENVIRONMENTAL PRECAUTIONS ROOM LAYOUT The overall aim in room design should be to make the atmosphere as non-oppressive and conducive to relaxation as possible. At the same time consideration for your personal safety is vital. This includes interview rooms. Awareness of the following points will lessen the risk: Ensure that you can reach an escape route without being obstructed Arrange furniture so that it cannot be used against you Remove objects that can be used as weapons or missiles Prevent any door locks from being activated Direct visitors to a chair in the position of your choice STRATEGY Inform others when you have someone present Have another person present if apprehensive Prepare an urgent call sign in the event of an emergency Whenever possible, prepare adequately for interviews or consultations, the physical design can always be in place as can a contingency plan or procedure. Don t be afraid to move any furniture. Stay alert and avoid complacency. LPFT OPR28 v.5 May

11 Appendix 2 LOCAL PROCEDURE CHECKLIST The following should be included when setting up a local lone working document 1. Local systems for staff contact and tracking whilst they are absent from the unit for example copies of diaries, daily management sheets (appendix 3) 2. Procedures for checking all staff have completed their work safely at the end of the day. 3. Personal safety advice should be shared with all staff during local induction. 4. Local alert protocols should staff find themselves in difficulties during home visits 5. Alarm response protocols for each building 6. Locking up arrangements for building. 7. Guidelines for staff that maybe working alone in buildings for short periods of time. 8. Budding/pairing up arrangements. 9. Mobile phones and/or identicom instructions 10. Local support arrangements for AMHPS LPFT OPR28 v.5 May

12 Appendix 3 DAILY MANAGEMENT SHEETS DATE : WORKERS NAME : BASE : VEHICLE DETAILS : REG No. : MAKE : MODEL : COLOUR : TYPE OF ACTIVITY : Client Visits / Meetings / Training Activity (where) Time: (expected start and finish) If visiting Service Users (their address and telephone number Activity (where) Time: (expected start and finish) If visiting Service Users (their address and telephone number Activity (where) Time: (expected start and finish) If visiting Service Users (their address and telephone number If not finishing at base, time telephone call received and time day concluded. LPFT OPR28 v.5 May

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