Risk Management Strategy. May 2016 May 2019 Vehicles; Vehicle; Work; Use; Driving Health and Safety Policy

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1 Corporate Vehicle Use for Work: Standard Operating Procedure Document Control Summary Status: Version: Author/Title: Owner/Title: Approved by: Ratified: Related Trust Strategy and/or Strategic Aims Implementation Date: Review Date: Key Words: Associated Policy or Standard Operating Procedures New v1.1 Date: May 2016 Nick Hulme - Health, Safety and Security Advisor Liz Lockett - Associate Director or Quality and Risk Policy and Procedures Committee Date: Policy and Procedures Committee Date: Risk Management Strategy May 2016 May 2019 Vehicles; Vehicle; Work; Use; Driving Health and Safety Policy Contents 1. Introduction Purpose Scope Vehicles as Work Equipment Drivers Insurance of Private Vehicles Used on Trust Business Road Traffic Incidents Managers and Supervisors Fitness to Drive Vehicle Roadworthiness Adapting and Conforming to Prevailing Road and Weather Conditions Severe Weather Conditions... 4

2 13. Taking Breaks From Driving Mobile Phones Satellite Navigation Systems (Sat Navs) Carrying Oxygen and Other Medical Gas Cylinders Within Vehicles Moving, Handling and Carrying Involved in the Use of Vehicles Smoking in Vehicles Traffic Management Vehicles as Work Equipment Process for Monitoring Compliancea and Effectiveness References... 7 Change Control Amendment History Version Dates Amendments V1.0 April 2016 SOP created V1.1 May 2016 HSE Guidance on Mobile phones link added 1. Introduction The Trust has in place a Health and Safety Policy which sets out the Trust s overall approach to health and safety, details the organisational arrangements, responsibilities, sets out the arrangements including providing information and guidance on compliance with legal requirements through the use of policies, procedures, standard operating procedures and other media and for consulting with staff through the health and safety committee. This SOP should be read in conjunction with the Health and Safety Policy 2. Purpose The purpose of this SOP is to highlight the health and safety issues around the topic of the use of vehicles for work. 3. Scope This Standard Operating Procedure applies to all staff within South Staffordshire and Shropshire Healthcare NHS Foundation Trust Page 2 of 7

3 4. Vehicles as Work Equipment All vehicles used in a work context constitute Work Equipment under the Provision and Use of Work Equipment (PUWER) Regulations. This includes for example, cars, vans, pickup trucks, tractors, ride-on mowers, electric vehicles etc. All vehicles should be selected, purchased, brought into service, used, serviced and maintained in accordance with manufacturer s directions for use and any other relevant information including road traffic law, the Highway Code and with adequate training in its use. This minimises the risk of misuse, damage to the vehicle and other property and the risk of injury to users and patients. 5. Drivers All drivers are reminded that they are responsible for the vehicle being used and ensuring all documentation is in order, the vehicle is safe, legal for use and used in accordance with the law. 6. Insurance of Private Vehicles Used on Trust Business When driving on Trust business using a private vehicle, please note that: 1. For any travel on Trust business using a private car there must be insurance cover for the driver and this must include business mileage. This applies no matter how little mileage is involved (including merely driving around the hospital site or nipping to the shop on patients behalf) and regardless of whether the mileage is actually claimed for! 2. Driving without this insurance cover is illegal no matter how short the distance travelled 3. Where driving occurs without such cover, the Trust does not and will not provide cover, nor accept liability for such omission or any resulting claims 4. Travel to and from work when not on duty is not on the employer s business. 7. Road Traffic Incidents All such incidents which occur whilst driving when on duty must be reported using the Trust incident reporting system. Incidents during travel to and from work when NOT on duty do not require to be reported. Lease car users should in addition follow the accident reporting requirements of the fleet management company. 8. Managers and Supervisors All managers and supervisors are responsible for also ensuring that all vehicles (including private) being used for employers business are compliant with the law as regards documentation, vehicles are fit for purpose, safe and legal for use and also that persons required to drive are safe and fit to drive, are competent and appropriately licensed and insured. This requires managers to satisfactorily manage vehicles and Page 3 of 7

4 drivers including monitoring driver competence and taking corrective action where necessary. In certain circumstances the Trust as employer, line managers and supervisors may also be liable to prosecution where condition and operation of vehicles and/or driver(s) fails to meet the required standards. 9. Fitness to Drive All those undertaking driving duties should ensure that they are fit to drive. This includes meeting the eyesight requirements, being able to safely and satisfactorily operate and progress the vehicle, not being unwell, incapacitated, nor under the influence of drugs, alcohol or other substances and not suffering from sleep deprivation etc., and not driving against medical advice and/or DVLA guidance. 10. Vehicle Roadworthiness All staff using vehicles (any type - private, Trust, hired or leased) for work must ensure that they, as the driver, have checked the vehicle to ensure its roadworthiness (tyres, lights, wipers, washers etc. are all legal, clean and working etc.), that they have a valid licence to drive that vehicle, have insurance cover (which for private vehicles includes cover for use i.e. for Trust business) and a valid MOT certificate where applicable. 11. Adapting and Conforming to Prevailing Road and Weather Conditions Managers, together with their staff, should ensure that sufficient time is allowed within itineraries for travel in the prevailing traffic and weather conditions, without putting staff or other road users at risk. This will include adequate breaks from driving, avoidance of excessive speed etc. It is recommended that all vehicles used for work carry a first aid kit. 12. Severe Weather Conditions In conditions of severe weather or when it is forecast, review your activities and revise your travel plans accordingly. If Police advice is not to travel, you should aim to avoid doing so and seek advice from your manager. If it is essential that you travel ensure appropriate precautions are taken especially if venturing away from urban areas. Adequate fuel, plenty of warm clothing, suitable footwear etc. should be the minimum you carry. For further advice consult motoring organisations etc. In severe weather if you encounter a problem, staying with your vehicle is the usual advice as your chances of being located are greater, unless of course there is immediate danger. 13. Taking Breaks From Driving All staff and managers need to be aware of and make appropriate arrangements (e.g. overnight accommodation) where significant travel (outward and/or return) is required especially when work is required to be done at a remote location. Page 4 of 7

5 As there is a need for extra concentration when driving, a period of time for cooling off should be considered prior to other tasks e.g. carrying out a home visit. Similarly, after any visit where a stressful situation has been experienced it would be wise to have a brief break prior to driving. 14. Mobile Phones If you need to make or receive a call, pull over and stop in a safe place, switch off the engine and complete the call before proceeding. This applies to handheld and installed / hands-free types due the distraction effects / lack of proper concentration on driving whilst using any mobile phones. This also applies to reading/sending text messages. Use the following link for further information: Satellite Navigation Systems (Sat Navs) Under the Vehicle Construction and Use Regulations, all glass shall be maintained in such condition that it does not obscure the vision of the driver. Along with the usual issues i.e. items placed on the glass such as parking permits, damage to the glass, cleanliness, absence of snow and ice and adequate demisting, this requirement also extends to placing of equipment such as Sat Navs. Ideally it should be placed on the dashboard, otherwise on the glass, but wherever positioned it must not obscure the driver s view of the road. It is also an offence not to have proper control of the vehicle for example by being distracted by something inside the vehicle e.g. Sat Navs in this instance but also mobile phones as before. All drivers are therefore reminded to: 1. Plan the journey in advance and set up Sat Navs before setting off. 2. Check that the route is safe and suitable for the type of vehicle before leaving e.g. height, weight, access or other restrictions. 3. Use Sat Nav via audible directions in preference to using the screen. 4. Never set up Sat Nav whilst moving. Stop in a safe location just as for mobile phones 16. Carrying Oxygen and Other Medical Gas Cylinders Within Vehicles Staff may need to carry medical gas cylinders in their vehicles or Trust vehicles for a variety of reasons for example to meet emergency needs of patients, to transport patients on oxygen therapy or to transport cylinders from one location to another. For any transportation the manufacturers safety data should be consulted and followed appropriate to the gas product and the quantity being carried. According to vehicle safety card for Oxygen and Entonox cylinders published by BOC it is safe to carry medical gas cylinders in vehicles provided proper care is taken. All cylinders should be correctly labeled. There are no specific regulations covering carriage of medical gases in small cylinders although it makes sense to apply the Page 5 of 7

6 requirements for other gases to this situation. One requirement is to carry a transport emergency instruction card (TREM card) of which the version for Oxygen is also applicable to Entonox. For supplies of laminated cards and other information contact BOC Customer Service Centre, Worsley, Manchester Tel Moving, Handling and Carrying Involved in the Use of Vehicles All moving and handling of loads associated with the use of any vehicles must be done in accordance with the Safe Load Movement SOP and in line with the training in safe handling which is provided by the Trust. Amongst other aspects this will include breaking loads down to manageable sized units, avoiding twisting, turning and bending as for example placing items on or retrieving them from the back seat of a car in a restricted parking space. 18. Smoking in Vehicles It is a legal requirement that no smoking should occur in any Trust vehicle. Staff, particularly those who do not smoke, are not expected to travel in vehicles in which smoking has occurred. 19. Traffic Management All staff, whether drivers or not, are reminded that healthcare premises have considerable traffic activity and pedestrian movement. Observance of local speed limits, road markings and road signs by all drivers will assist in this respect. Car parking is an essential component of good traffic management. No vehicles should be parked where they restrict emergency vehicle access. Any traffic accident occurring on NHS premises must be reported using the Trust incident reporting system. 20. Vehicles as Work Equipment The following are examples of areas/activities that have specific risks and for which detailed guidance should be available locally where the issues are present. Please note, this is not a complete list: Transport for Patients (Trust/Pool/Lease Vehicles, Staffs Own Cars and Taxis etc.) Experience over recent years has shown that all such trips require advance planning including risk assessment to ensure the mode of transport is appropriate. This will ensure the risks to staff, patient and driver (whether staff or taxi driver etc.) have been considered and that adequate controls are put in place. Such controls include, but are not limited to, suitability of vehicle, level of escort, emergency arrangements etc. as to ensure safety of all concerned, most notably that the driver is not distracted or attacked (putting all at risk including other road users), that Page 6 of 7

7 the patients cannot abscond from vehicle (moving or stationary), nor abscond from places visited. Escorting Patients to Other Hospitals In addition to the above, patients may be escorted to other hospital departments e.g. Accident and Emergency, Fracture Clinic, Out Patients Depts. etc. Staff on escort duties to such areas should be aware that there are different working practices and therefore compliance is required with the safety codes and working methods of these areas. Escorting Patients on Therapeutic Outings Incidents can happen on short trips/longer outings. Caution should always be exercised with adequate consideration of the risk to all parties and of any likely emergency which could arise i.e. there should be adequate provision for punctures, breakdowns, accidents, first aid need (e.g. First Aid Kits) and other emergencies. Contingency plans should be in place such events. All travel and/or activities taking place away from Trust premises must be covered by contingency plans for use in event of difficulties or emergency etc. Such examples might be the driver being taken ill or otherwise unable to drive, breakdown of transport including but not restricted to isolated/rural location and difficulties with patient(s). 21. Process for Monitoring Compliance and Effectiveness Compliance of this SOP will be through the monitoring of, and responding to, regular health and safety assessments and audits, monitoring of incidents, mandatory training and locally through managers/supervisors. 22. References Health and Safety Executive ( BOC ( Page 7 of 7