Lone Working Policy - the Royal Cornwall Hospitals Trust website
Contents
1. Be alert be aware amp be safe Follow client into premises Wear your ID Badge Plan your exit Park in well lit area and with care Have your phone and keys easily accessible Park in the direction that provides the best exit Do not position yourself in a corner or in a Do not display on call notices situation where it may be difficult to escape Do avoid groups of rowdy people Shut the door to familiarise yourself with the lock Do carry a torch if dark Be aware of body language Do not take short cuts across fields unlit areas Remain calm and focused On return to car do have the keys ready Keep possessions to a minimum and close by Car Breakdown Phone liaison person buddy at base to inform them of situation If base lease car follow Transport Department procedure for reporting breakdown If in privately owned car contact usual breakdown service 18 Appendix 7 Lone worker Risk Assessment Guidance and Template Managers and staff should ensure that risk assessments are carried out and regularly reviewed for all instances where staff are required to work in lone worker situations Everyone is responsible for the safety of themselves and their colleagues and by failing to complete a risk assessment they not only place themselves at risk but this could to other staff being assaulted These risk assessments will identify the risks to workers and any others who may be affected by their work2. Staff can either complete the generic assessment or the specific lone worker one Appendix 8 Risk Assessment e Risk Assessments must be completed to identify staff whose working practice s exposes them to risk e Recommendations will be made to eliminate or reduce the identified risks to the lowest level that is reasonably practicable e In all cases the question about the need for lone working must be addressed e Managers must decide whether systems can be adopted to avoid workers carrying out tasks on their own Evaluation of physical capability to carry out lone working such as being pregnant disabled or inexperienced must be made e Following completion of the risk assessment consideration should be given to any appropriate action that is required Managers must ensure that risk assessments and appropriate action plans are in place to meet the specific needs of all lone workers within their area of control including individual needs identified e The working practice of the lone worker and any other contributory factors e g physical security of the workplace must be risk assessed e Where staff work alone or in isolation in buildings or carry out domiciliary visits managers should complete risk assessment e The necessity and amount of equipment required must be assessed as well as the individual s ability to carry it e The need for emergency equipment must be estimated an
3. LONE WORKER GUIDELINES AND TEMPLATES Number TITLE PAGE NO Appendix 1 Service procedural measures for office based staff 13 Appendix 2 Checklist for managers 14 Appendix 3 Buddy System 15 Appendix 4 Handy Hints Card 16 Appendix 5 Lone workers onset to visit checklist 17 Appendix 6 Checklist for home visits 18 Appendix 7 Lone worker Risk Assessment Guidance 19 20 Appendix 8 Risk Template 21 22 Appendix 9 Site Lone worker accountability 23 Appendix 10 Conflict Resolution Training 24 Appendix 11 Cornwall Switchboard Information log sheet 25 12 Appendix 1 SERVICES PROCEDURAL MEASURES FOR OFFICE BASED STAFF The following points should be taken into under consideration regarding safe working practices for staff that are required to travel Additional information is contained and can be referred to with the general appendices within this policy GroupWise information Lone workers should always ensure that someone else manager or appropriate colleague is aware of their movements Staff are required to ensure that they keep their GroupWise calendar up to date and open to view Appointments can be marked as private and if this is the case then a contact number should be available Appointment should include e The location of the meeting e The details of the person s with whom they will be working meeting and contact telephone numbers e Indications of how long they expe
4. Successful health and safety management HSG65 Second edition HSE Books 1997 ISBN 978 0 7176 1276 5 http Awww hse gov uk pubns indg275 pdf Five steps to risk assessment Leaflet INDG163 rev2 HSE Books 2006 ISBN 978 0 7176 6189 3 www hse gov uk pubns indg163 pdf Employers Liability Compulsory Insurance Act 1969 A guide for employers Leaflet HSE40 rev3 HSE Books 2008 ISBN 0 978 0 7176 6331 6 www hse gov uk pubns hse40 pdf Violence at work A guide for employers Leaflet INDG69 rev HSE Books 1996 ISBN 978 0 7176 1271 0 www hse gov uk pubns indg69 pdf Managing work related violence in licensed and retail premises Leaflet INDG423 HSE Books 2008 ISBN 978 0 7176 6234 0 www hse gov uk pubns indg423 pdf Counter Terrorism Protective Security Advice for health Lockdown http www nactso gov uk healthcare php Human Rights Act 1998 www opsi gov uk ACTS acts1998 ukpga_ 19980042 en 1 POLICY INDEX Number TITLE PAGE NO 1 0 Introduction 4 2 0 Statement of Intent 4 5 3 0 Objectives 5 4 0 Definitions 5 6 5 0 The Development and Management of Procedural Documents 6 6 0 Responsibilities Chief Executive 7 7 0 Executive Directors 7 7 0 Senior Manager s Responsibility 7 8 0 Responsibility of the Director of Nursing and Professional Practice 7 9 0 Local Security Management Specialist LSMS Responsibility 7 8 10 0 Locali
5. about contact the person on call for the neighbouring area discuss concerns and consider joint visit or use Bodmin Switchboard 01208 251300 following the staff safety communications mobile phone monitoring and call out procedure confirm that this information has been explained to me and that understood this will comply with the local procedures Name Designation Signed Date Managers signature This form should be completed at the time of issue and retained by the manager to be kept within the individuals personnel file 23 Appendix 10 Conflict Resolution Training It is a requirement by the Peninsula Community Health that all front line staff in the NHS receive Conflict Resolution Training The course has been designed for all front line NHS staff and professionals whose work brings them into contact with members of the public Their work may result in exposure to situations that may become volatile and confrontational resulting in violence and abuse Conflict Resolution Training consists of a standard national syllabus for NHS staff in non physical intervention techniques and managing and de escalating potentially violent incidents within the work environment At the end of the course delegates will be able to Describe common causes of conflict e Describe the two forms of communication Give examples of how communication can break down Explain 3 examples
6. as being at risk is given appropriate information instruction and training to ensure their protection The DofS seek this assurance and monitor the policy along with any issues which could arise from staff working in a lone worker environment by regular monthly performance reviews with the Locality Managers Local Security Management Specialist LSMS Inform PCH on the legal requirements for protecting lone workers 9 2 9 3 9 4 9 5 10 0 10 1 Provide advice and guidance to the DofS to be disseminated to the board on how the system for lone working can be developed and improved working in conjunction with relevant stakeholders Work with the risk departments to improve reporting on mitigating identified risks Conduct full and proper investigations in consultation with the DofS and the appropriate stakeholders following a lone worker incident Ensure that the lone worker procedures are reviewed by a system of audits Locality Managers Are responsible for ensuring that all managers department heads staff temporary staff contractors and volunteers receive the correct training to adhere to all aspects outlined within this policy including all contingency planning this will be regularly monitored at board level by e Monthly performance reviews They will be required to provide evidence that they e Ensure all managers have in place an escalation protocol for lone working for all disciplines under their remit
7. child services issues abuse or domestic violence Work pattern Consider how the lone worker s work pattern integrates with those of other workers in terms of both time and geography 21 Other Please specify Persons at Risk Identify all those who y y may be at risk Consultant Doctor Radiographer Emergency personnel e g ambulance Community Midwives Paediatric Carers in the community Homecare team Receptionists On call Staff Office Staff Estates Engineers Patients Others please identify Visitors Training Identify the level and extent of information instruction and Yes No N A training required Consider experience of workers Conflict Resolution Cultural Awareness Manual Handling Fire Safety and Evacuation Personal Safety Training Task professional training Other please list Supervision identify the level of supervision required Yes No N A Is suitable supervision in place Periodic telephone contact with lone workers necessary Periodic location visits to lone workers Regular contact e g telephone radio etc Automatic warning devices e g motion sensors Manual warning devices e g emergency call buttons panic alarms etc End of task shift contact Other please specify Additional Information Identify any additional information relevant to the Lone Working activ
8. of communication models that can assist in conflict resolution Describe patterns of behaviour that may be encountered during different interactions Give examples of the different warning and danger signs Give examples of impact factors Describe the use of distance when dealing with conflict Explain the use of reasonable force as it applies to conflict resolution Describe different methods for dealing with possible conflict situations For further information contact the Training Education and Development 24 Appendix 11 Cornwall Partnership Trust Bodmin Hospital Switchboard 01208 2513000 Employee Security Log Mobile Phone Use and Response Procedures OperatOrs S Time Date Employee AdArESS hasain oine a E E ook Pia Home Phone No 0eceeeee ee Named Aare a n eee ae Mobile Phone Pager NOs eroinei r EE Ea JOD Status neee a Nobi maneh e ie oats Vehicle Reg Make atictrecienrecvade es aeeneeties Work base location 0ceeeeeee ees INGi2 ao ra E TE Line Manager name Contact Phone No eeeeeee eee Other information Inc Route Client Patient Name c ccceceeeeeeeeeeeees i Raeeeme aes nee POGIOSS i xc scesas nies pert a a a E ET Arval Sie c
9. Fraud and Security Management Service Not Alone A Guide for better protection of lone workers in the NHS Health and Safety at Work Regulations 1992 http www opsi gov uk si si1992 Uksi_ 19922051 en 1 htm Health and Safety at Work Act 1974 http www hse gov uk legislation nswa htm Management of Health and Safety at Work Regulations 1999 http www opsi gov uk si si1999 19993242 htm Secretary of State Directions Statutory Instrument 3039 2002 http www nhsbsa nhs uk Documents concordat_sms_hse pdf General risk assessments can be found http Avww cornwallandislesofscilly nhs uk CornwallAndIslesOfScillyPCT AboutUs PoliciesAndEqualityImpactA ssessments aspx Guidance to be issued by the NHS security management service in their NHS security Management Manual NHS Security Management Service Manual of Guideance 2009 http Awww nhssecuritymanagement nhs uk noflash html Care Quality Commission C20A amp C7 http www oxfordshirepct nhs uk patient matters equality and diversity documents Appendix4HealthcareCommissionStandards pdf A Professional Approcah to Managing Secuirty in the NHS NHS Security Management Service http Awww nhsbsa nhs uk 413 aspx HSE Working Alone Management of health and safety at work Management of Health and Safety at Work Regulations 1999 Approved Code of Practice and guidance L21 Second edition HSE Books 2000 ISBN 978 0 7176 2488 1 http www hse gov uk pubns indg73 pdf
10. PROCEDURAL DOCUMENTS Risk Management Strategy Implementation Implementation All employees will be made aware of their responsibilities in connection with this policy by their line manager Support will be provided on request from the LSMS This policy will be circulated to all heads of service that will be responsible for ensuring all staff know of the guidance and its contents Training and Support All staff are mandated to undergo annual personal safety training depending on the criteria as outlined within PCH training schedule e Dissemination e Once ratified this policy will be loaded to the intranet read only e Staff will be made aware of its existence through the weekly email bulletin Confirmation of receipt is not required for this procedural document 5 6 Storing the Procedural Document 5 7 The signed procedural document will be stored hard copy centrally as will the digital soft copy version 5 8 5 9 5 10 5 11 6 0 6 1 6 2 6 3 7 0 7 1 8 0 8 1 8 2 8 3 8 4 9 0 9 1 Equality Impact Assessment Peninsula Community Health aims to design and implement services policies and measures that meet the diverse needs of our service population and workforce ensuring that none are placed at a disadvantage over others As part of its development this policy and its impact on equality have been assessed The assessment is to minimise and if possible remove any disproportiona
11. Peninsula Community x Health Policy for Lone Working Title Procedural Document Type Reference Version Ratified by Date ratified Freedom of Information Name of originator author Name of responsible team Review Frequency Review date Target audience Policy for Lone Working Policy GOP07 1 0 Clinical Quality and Safety Committee 12 02 2013 This document can be released Tracey Rogers Governance 3 Years 12 11 2015 All Staff working with the Community amp Commissioner services This policy is cross referenced or refers to the following policies and documents e CCTV Policy GOP12 e LOCKDOWN Policy GOP22 e Managing Non Physical and Physical Assault Policy GOP13 e Security Management Strategy GOS29 e Witness statements Guidance Es sec g02 e Organisational Procedures for the Placement of an Alert Marker on Community Clinical Records ES SEC PO3 e Site security protocols e Local lone worker procedures e Risk assessment and risk management e Data Protection Policy Records Management Policy Retention and Deletion e Risk Management Policy e Countywide Communication and Mobile Telephone Policy e Protocol for the Exchange of Information between the Devon amp Cornwall Constabulary and Royal Health Care Trusts e Freedom of Information Act e Equality and Diversity Policy e Joint Partnership Committee e Dignity at Work Policy References Counter
12. also be left with their manager or named individuals dependant on local protocols This should be accessible to the LSMS in case of emergencies if required e Registration number make model and colour of car e Mobile numbers e Emergency contact numbers If a major incident happens at the location of the lone worker or whilst travelling to the location then they should as soon as possible contact their base buddy as per their local protocol Failure to do so could lead to an escalation of the procedure In Case of Emergency ICE Staff may also wish to include a suitable contact number in their works mobile phone s directory under the contact designation name ICE for use in the event of extreme emergencies This is recognised by all emergency services Audit A system must be in place demonstrating that all staff are aware of these protocols and adhere to them This information must be kept confidential and must not be left in a place where those who do not need to have this information or members of the public can access it It should be made available to the LSMS as requested Staff should note that if they dial 999 using their mobile this will be picked up by the strongest signal regardless of their contracted supplier 13 Appendix 2 Lone Worker Checklist for Managers Are your Staff YES NO Trained in appropriate strategies for the prevention management of violent situations Br
13. cnsxerscaeeacarenceneteciares den Confirmed Yes _ No Time E T Departure Confirmed Yes _ No _ Time E T Home oana Confirmed YesL_ No L Time Action by Operators Time Signatures To be retained within staff folders or staff handbooks Copies to be held by administration staff within the department
14. ct to be at those locations both arrival and departure time e Travel time Protocols Each department directorate must develop local protocols based on the completion of the appropriate risk assessments to suit their particular needs and bring them to the attention of all employees likely to be affected Arrangements should be in place to ensure that if a colleague s with whom details have been left leaves the office for some reason they will pass the details onto another colleague who will check that the lone worker arrives back at their office base or has safely completed their duties Employees may wish to arrange with a colleague a call back time to confirm that they have left the premises or that they have been genuinely delayed and will call back at another pre determined time Lone workers must report in daily to their base office if they are not due to attend their base that day Procedures should also be in place to ensure that the lone worker is in regular contact with their manager or relevant colleague particularly if they are delayed or have to cancel the appointment It is good practice for employees to inform managers or named individuals dependant on local protocols of their safe arrival and return either by phone call or text especially if this may involve travelling to from locations out of regular office hours As part of the local protocols details of vehicles and mobile phones used by lone workers should
15. d assessed For example a torch map of the local area emergency telephones numbers including Security and the Police personal attack alarm a first aid kit or mobile phones chargers e The risk assessment form is a tool to help identify whether existing control measures are adequate If not modifications and additional actions must be considered to help to reduce the risks associated with the lone working activities Risk assessments for Hospital Clinic Risk assessments for mobile lone workers based lone workers must include must include Who to contact in an emergency i e line Buddy working Appendix 3 manager managers on call Risk of Physical amp Non Physical Assault Risk of Physical amp Non Physical Assault Safe access and egress Level of supervision Knowledge of security arrangements on site Individual capability needs e g disabilities i e CCTV Lighting communication medical conditions pregnancy etc systems and alarms All local reporting procedures Where it is practicable a log of known risks should be kept updated and reviewed regularly in respect of the location and details of patients service users other people that may be visiting the address where a risk may be present All staff Personal safety security training including conflict resolution for all front line staff see Appendix 10 breakaway training and Crime Preven
16. e Ensure that all appropriate lone worker identified risks are placed onto the PCH risk register and ensure the apporpirate actions are applied to mitigate the risk e Establish whether their managers have risk assessed their staff to identify if they require any safety equipment e g mobile phones attack alarms etc e Ensure completed risk assessments are retained and secured in accordance with the organisations records management deletion and retention policy Senior Managers Responsibility Appendix 2 Monitor their areas of responsibility and ensure that the policy is adhered to Ensuring the development implementation and monitoring of procedures and safe systems of work are put into practice via their senior management teams These are designed to eliminate or reduce the risks associated with working alone Reviewing the effectiveness of preventative and control measures by e System of reporting and recording incidents and near misses e Investigating reported incidents Ensure that staff groups and any individuals who are identified as being at risk are given appropriate information instruction and training To include e Staff awareness e Updates and refresher training in safe working practices e Conflict resolution for all front line staff 11 9 12 0 12 1 12 2 12 3 e Raising the alarm and reporting incidents Ensure that they have robust escalation procedures in place in case of an alarm being raised Ensu
17. ervice Staff have a responsibility to ensure the PCH is made aware of any contributing factors which could have a direct impact to their or others personal safety Failure to comply with the policy could result in disciplinary procedures OBJECTIVES The objectives of the policy are e To identify those with responsibilities for the management of lone workers e To provide information on a range of practical arrangements for undertaking lone working e To ensure compliance with the legal requirements for protecting the health and safety of lone workers so far as is reasonably practicable e To encourage full reporting and recording of all incidents physical or psychological near misses and injury non injury to staff relating to lone working e To increase staff awareness to the safety issues relating to lone working e To inform staff of their responsibilities e To ensure that there are emergency procedures in place so that members of staff working alone can obtain assistance if required e To ensure that any employee working alone is capable of undertaking the work alone e To ensure all procedures are kept under constant review to take into account the changes to the external environment introduction of new technologies and the lesson learnt from investigation of any incidents where they could not be prevented or deterred DEFINITIONS A lone worker is defined as a member of staff whose working terms and conditions of employment
18. g Never leave items that contain personal details or valuables in the car General Let others know Log your visit location and how long you will be there Use the Buddy system or BODMIN switchboard 01208 2513000 Difficult visits Ring base prior to and after visit Stand ins Brief deputising colleagues on difficulties and potential risks Accompanied If in doubt on possible risk never visit alone Attend with a colleague manager or some instances with the Police Location Verify information about previous treatments where possible ask client or someone in the household to be visible at house window or door as you arrive and to leave light on curtains drawn back at night If in doubt Do not enter premises If staff feel unsafe at any point while in a lone working situation they should remove themselves from the situation immediately and contact their line manager when it is safe to do so En Route Consider Time of day in relation to the level of risk the patient or environment presents Location and parking avoid using the driveway of the person being visited If you are likely to be blocked in Always try to park facing they way you would wish to leave Route access to property and area Is a home visit essential Procedure Refer to your local lone worker procedures and the policy Accessing Personal Safety
19. iefed about local protocols including lone worker for the area where they work Conversant with the buildings security protocols and emergency systems Issued with appropriate safety equipment Provided you with their contact details Provided access to their GroupWise account Capable of undertaking the work alone do they have any special reasons why this might be a problem Are your Staff aware of YES NO The importance of risk assessments and do they complete these The importance of leaving an accessible itinerary The requirement to keep in contact with colleagues How to obtain support and advice from management in and outside normal working hours Do they YES NO Appreciate their responsibilities for their own safety Appreciate the requirements for reporting and recording incidents Appreciate the implications if they fail to adhere to the organisations policy Evidence from PDR or staff meetings 1 1 or following an incident Have you YES NO Audited your staff lone worker procedures Ensured all equipment panic alarms mobile etc are functioning and all staff responded as appropriate Additional comments 14 Appendix 3 Lone worker Buddy System It is essential that lone workers keep in contact with colleagues and ensure that they make another colleague aware of their movements This can be done by implementing the Budd
20. ity including emergency procedures Action Plan required Explain Yes No 22 Appendix 9 Site LONE WORKER ACCOUNTABILITY This form should be amended to reflect local working procedures Site Name Managers details Please make sure the team have your home telephone number and your car make model and registration REMEMBER You must complete a risk assessment on new patients and if possible ask the referring agent for any information pertinent to your safety Day Shift e On commencement of duty book or sign in using team wipe board or system the team has in place e If you need to change your visits or add let the team identified contact know of the changes e Leave alist of your visits for the day with your base and phone in periodically to confirm your whereabouts and your safety e Sign off at the end of your duty either by way of the wipe board answer phone or other system the team have in place e Team Leader or evening member of staff to check all staff has signed off and if not to follow up either by contacting them at home or by phoning them on their mobile e If unable to contact a staff member then follow the escalation procedure Evening shift amp weekend cover e Check that the day shift staff has all signed that they have gone off duty Follow the escalation procedure if concerned e If you are visiting a patient or area that you have concerns
21. lone worker duties and work activities PCH will take all reasonable and practical steps necessary to fulfill its obligations by considering whether the risks of the job can be properly controlled by the employee s or employer by ensuring that staff are trained in carrying out risk assessments to identify potential threats to their health and safety PCH recognises and accepts its legal duty under e Health and Safety at Work Act 1974 e Management of Health and Safety at Work Regulations 1999 e PCH associated policies This document lays out the principles of good practice in situations where people may be working alone Hospitals Community clinics GP practices Patients homes On call services Training facilities Working from home 2 5 This policy serves to offer a range of options for staff to utilise depending on their circumstances Lone worker protection should be holistic in its approach often this could mean more than one option is required working across both areas of guidance 1 A Professional Approcah to Managing Secuirty in the NHS NHS Security Management Service 2 http www hse gov uk legislation hswa htm http www opsi gov uk si si1999 19993242 htm 2 6 2 7 3 0 4 0 4 1 PCH should acknowledge that there will always be a residual amount of risk associated to lone working This maybe due to individual disciplines the inherent nature of the job concerned or the fluctuation in demand for the s
22. mple There must be procedures in place to allow someone else to take over the role of the buddy if the lone working situation extends past the end of the nominated person s normal working day or shift or they are called away Appendix 4 Handy Hints for lone workers travelling to patients home site to site meetings or training Car Buddy System Keep your car maintained and topped up with Make sure that a responsible person at fuel your base knows where you are going and in what order Know where you are going and carry maps to Make sure that a responsible person at cover your area of travel your base knows the details of your car make registration number and colour Consider having the following items in your Make sure that a responsible person at car a torch check battery and bulb regularly your base knows your mobile phone a blanket drinking water hot flask in extremes numbers of cold weather a warning triangle pen and notebook in case of accident Keep doors locked whilst in slow moving traffic General aaa especially if you do not know the Allow plenty of time for your journey Do not keep your handbag medical Park as near to the premises you are equipment notes or any other goods on the visiting working at as much as possible passenger seat Do not keep items with your address on in Park under a lamp or in a well lit area your car preferably facing the direction you will
23. nd abide by all the safety and security rules of PCH board To support their manager in implementing their local department s protocol for lone working Under no circumstances should staff compromise their safety If they feel unsafe at any point while in a lone working situation they should remove themselves from the situation immediately To use the facility of Bodmin Switchboard 01208 251300 if they are working outside their normal hours or if there is no other support available within the team Employees working outside normal office hours of 9 00 am 5 30 pm should inform the manager or the security firm of their intent or adhere to the local arrangements for the sites Staff should ensure that their car is close to the building and covered by lights or CCTV when working outside the normal working hours wherever possible 10 14 0 14 1 14 2 To report all incidents accidents and near misses that affect the health safety and security of themselves and others seeking advice as appropriate To undertake the appropriate training provided by the Education amp Training department in accordance with the national conflict resolution training To identify any changes to their role or circumstances which will require an additional risk assessment being carried out Employees should enter all their proposed appointments and daily place of work training annual leave etc in their GroupWise calendar on a regular basis This sh
24. need to leave in Mobile Pagers Be aware of the nearest place of safety In Case of Emergency ICE Staff may also e g police station shops petrol station wish to include a suitable contact number in If approached by a stranger do not open a their works mobile phone s directory under the Window or door Drive away and sound contact designation name ICE in the event of horn if threatened or trapped Glance extreme emergencies This is recognised by found before unlocking and opening the all emergency services car door Make sure your phone pager is well charged If you find the car unlocked or open DO Keep your phone close to hand and read your NOT getin If safe to do so check if instructions manual anyone is in the car otherwise leave and get help Risk Assessments When leaving the premises have your car Undertake the appropriate risk assessments keys ready in your hand Keep house and car keys separate If an unmarked car attempts to stop you If you feel unsafe at any point while ina and you are unsure whether it is a police lone working situation you should remove officer signal that you intend to drive to yourselves from the situation immediately the local police station or somewhere else Leave all equipment but if required retain where you will feel safe your car keys and contact your line manager when it is safe to do so Store all equipment in the boot of your car Appendix 5 Community Lone Workers At
25. ng to enable them to stop work immediately and proceed to a place of safety if they are exposed to imminent serious danger In some circumstances it may be necessary for staff to be prevented from resuming work in some circumstances where their health and safety is at risk Ensure if an event or incident has occurred that existing safeguards are reviewed and if any new safeguards are implemented these are cascaded to all staff Following an incident ensure that a debriefing is undertaken to ensure lessons are learnt Ensure that all incidents are recorded using the incident near miss reporting system Datix Staff should normally use the electronic system but in cases when this might not be functioning then incidents should be reported via the incident helpline 01872 253490 Ensure that there is a system to promote staff safety so that any information that relates to a problem patient client is communicated to all relevant departments in a timely manner Ensure that all staff has a local induction which explains all of the security operating systems within the unit department Arrange for staff to have any Occupational Health support as required in accordance with the PCH policy Employees Employees must be aware of their responsibilities under Section 7 of the Health and Safety at Work Act 1974 and comply with all safety and security policies They must ensure that no danger is caused to themselves or others by any act or omission a
26. nvolve managers and other agencies unnecessarily and result in disciplinary actions being taken e If staff feel unsafe at any point while in a lone working situation they should remove themselves from the situation immediately and contact their line manager when it is safe to do so e lf an emergency occurs or if a quick response is required they are to summon the appropriate assistance and to consider dialing 999 Base Security Instructions e Inthe event of the employee not responding or failing to make contact at the end of a high risk visit the base staff will try to contact the lone worker on their mobile telephone and pager Failure to make contact with the lone worker the On call Manager is to be contacted Depending on the level of risk the buddy or manager should call the police to report the failure to return Appendix 6 CHECKLIST FOR HOME VISITS LONE WORKER POLICY Display on staff notice boards Before Leaving Check at risk registers if available and medical records anything known Check content of referral details If found a high risk consider inviting client to clinic GP surgery Complete a risk assessment Consider visiting in pairs Establish a route and location be sure how and where to go Check the vehicle and fuel Ensure that personal items are stored in the boot as well as all equipment Check that any safety equipment is workin
27. ould be viewable to all Appointments can be marked private and if this is the case then a contact number should be available It is each employee s responsibility to ensure that their colleagues have access to their diary calendars and that the facility to enable colleagues to inspect the diary calendar is available In the event of any change of plans the manager or colleague buddy should be informed Human Resources Ensuring the development implementation and monitoring of procedures and safe systems of work are put into practice via their senior management teams which are designed to eliminate or reduce the risks associated with working alone HR must ensure that that all paperwork relating to staff employment states e Staff members responsibility for their personal safety as outlined within the Health and Safety Act e Staff members duty in relation to the reporting of incidents Cornwall Health Estates Shared Services CHESS Ensure that the sites external fabric and boundaries are adequate functioning and comply with all statutory legislation for the safety Ensure that all reporting systems for raising the alarm are active and functioning with the appropriate response procedures in place FURTHER GUIDANCE For further guidance please contact the Local Security Management Specialist on 01726 627885 or email Tracey Rogers pch cic nhs or visit the NHS Protect web site at www nhsbsa nhs uk security 11 PART 2
28. re that staff are made aware and have access to the lone worker policy All new staff should have lone working covered as part of their local induction process and this should be recorded within their p file Ensure that risk assessments are undertaken reviewed regularly and resources are allocated to mitigate the identified risk s if appropriate They must also ensure that the risk assessments are reasonably practicable and acted upon quickly Ensure that they have completed a Community Services Risk Assessment where staff work alone or in isolation in buildings or carry out domiciliary visits The manager will ensure each staff member s lone worker protection is audited annually as part of personal development review process Ensure that any internal alert systems that are activated from a static panic button in treatment rooms etc have clear procedures on what should happen and by whom and when they are to be activated These should be periodically tested for functionality and response Ensure that appropriate support is given to staff involved in any incident which may include referral to the Occupational Health Department Ward Managers Team Leaders Supervisors To ensure a lone worker accountability process are completed for each discipline within their remit This will ensure that in a case of an alarm being raised they will have a robust escalation process in place e Ensure that any alert systems have a auditing tes
29. require them to work by themselves without close or direct supervision They may also include e Working outside their normal working hours where their isolation is increased with fewer colleagues working nearby e Any member of staff who may spend varying amounts of their time alone either travelling or within a working environment separately from others 5 0 5 1 5 2 5 3 5 4 5 5 However there is not one single definition that encompasses all those who may face lone working situations Therefore staff may face increased risks to their security and safety This is why staff must ensure that they apply a robust approach to risk management regarding their safety whilst working in a lone worker situation All staff must familiarise themselves where appropriate with the contents of the following policies and procedures to support their personal safety Managing Non Physical and Physical Assault Policy GOP13 Offensive weapons and knives policy GOP30 Witness statements Guidance Es sec g02 Risk assessment and risk management LOCKDOWN Policy GOP22 Site security protocols Organisational Procedures for the Placement of an Alert Marker on Community Clinical Records ES SEC PO3 Security Management Strategy GOS29 CCTV Policy GOP12 Bomb threats and suspicious unattended objects or packages policy GOP08 A Protocol for Completion of Hospital Initiated Alcohol Detoxification OPRO1 THE DEVELOPMENT AND MANAGEMENT OF
30. res required Specific hazards may need to be assessed for an individual lone worker e g pregnancy risk assessment These assessments should be completed using the relevant Peninsula Community Health recording forms and should be cross referenced with this document Hazard s Risk Control Measures include alternative Grade work methods training supervision protective equipment alarms Workplace Identify any hazards specific to the workplace or work environment which may create particular risks for lone workers e g confined spaces lack of emergency call systems Process Identify any hazards specific to the work process which may create particular risks for lone workers e g electrical systems use of dangerous substances Equipment Identify any hazards specific to the work equipment which may create particular risks for lone workers e g manual handling aids mechanical failure Violence Identify the potential risk of violence you may find it helpful to review recent and past incidents to assess the true picture Home Identify exits routes slips trips falls hazards lighting pets doors locks car parking any other to cause concern Individual Identify any hazards specific to the individual which may create particular risks for lone workers e g medical conditions pregnancy breastfeeding young workers sensory impairment drug alcohol concerns mental health adult protection
31. te impact on employees on the grounds of race sex disability age sexual orientation or religious belief No detriment was identified Process for Monitoring Effective Implementation As part of the PCH governance programme each site security folder will be audited by the LSMS Each line manager will be required to provide the LSMS with documented proof of the lone working procedures Any concerns will be reported to the PCH Information Governance Sub Committee RESPONSIBILITIES Chief Executive The Chief Executive has overall responsibility for ensuring that PCH has in place the appropriate management systems for all aspects of health safety and welfare at work The Chief Executive has overall responsibility for all matters pertaining to security and delegates this authority to the Director of Nursing and Professional Practice Executive Directors Are responsible for ensuring that appropriate procedures and suitable precautions including appropriate training are in place to safeguard the health safety and welfare of lone workers Responsibility of the Director of Nursing and Professional Practice Director for Security The DofS is responsible for promoting security at board level Ensure that the Locality Managers reviews the effectiveness of the preventative and control measures through a system of reporting investigating recording incidents and near misses Ensure that staff groups and individuals who are identified
32. the Outset of a Visit To be retained within staff folders or staff handbooks The lone worker will inform their manager or nominated person prior to visiting an unknown or high risk client as identified from the results of the risk assessment giving the following Information e Name of lone worker e Manager for contact purposes e Vehicle registration number make model and colour e Mobile contact telephone number and or pager number e Address of patient client to be visited checking all relevant documentation on client for their own personal risk assessment Following the risk assessment for patients or addresses which are deemed to be a high risk in addition to the above staff should consider the use of the following e Visit in pairs or invite client to a Peninsula Community Health premises e Make use of Bodmin Switchboard 01208 251300 who will need to know the above mentioned items or if practicable your local based system so that a check can be made of your welfare Also lone workers must e Provide an anticipated start time to the visit e Report back when the visit is complete This is imperative and failure to do so could involve managers and other agencies unnecessarily and result in disciplinary actions being taken e Provide an anticipated start time of the visit e It is imperative that members of staff MUST report back to the check in system Failure to do so could i
33. ting programme evidence should be retained within the site specific security folders e Ensure that the alarm is raised immediately should there be any concern that the lone worker has not returned to base or home at the stipulated time Ensure that all areas have clear procedures on what should happen when they are to be activated Before the police are contacted the manager must try to contact the staff member through the usual channels if still no response only then should they contact the police e All escalation process should be periodically tested for functionality and level of response Ensure that this policy and local process for lone workers are adhered to within their department or ward providing auditable evidence to this fact Ensure that a risk assessment is undertaken on staff appointment and re evaluation occurs at appraisal to identify the level of training required to 12 4 12 5 12 6 12 7 12 8 12 9 12 10 13 0 13 1 13 2 13 3 undertake the role Also ensure that findings arising from the risk assessments are acted upon and the risks reduced as far as is reasonably practicable Ensure that any subsequent guidelines changes to protocol or operational procedures are cascaded to staff Ensure that staff receive the appropriate training to enable them to manage situations which may occur during the performance of their duties Providing the staff with sufficient information guidance and traini
34. tion Where there is a history of violence and or the patient service user location is considered high risk the lone worker must be accompanied by a colleague by a line Manager or in some cases by the Police If unsure then advice can be sought via the LSMS Consideration should be given to meeting the client at the local hospital or clinic If a lone worker has been given personal protective equipment such as a mobile phone or similar device they must ensure that it is in full working order and that they have it on their person The lone worker must use this device to alert an appropriate person before entering into a situation where they have prior knowledge of risk or at that point in time consider themselves to be at risk High risk visits Make use of Bodmin Switchboard 01208 251300 Appendix 11 or if practicable your local based system so that a check can be made Where possible the visit should take place at a neutral location or within a secure environment 20 Appendix 8 Lone Workers Risk Assessment Address where work is to take Name of assessor Date of assessment place Date of review Name of Manager Brief description of visit task role Hazard identification identify the entire hazards specific to the lone working activity evaluate the risks and record the appropriate risk grading describe all existing control measures and identify any further measu
35. ty Managers 8 11 0 Senior Manager Responsibility 8 9 12 0 Ward Managers Team Leaders Supervisors 9 10 13 0 Employees Responsibility 10 11 14 0 Human Resources 11 15 0 Cornwall Health Estates Shared Services 11 PART 2 LONE WORKER GUIDELINES AND TEMPLATES Number TITLE PAGE NO Appendix 1 Service procedural measures for office based staff 13 Appendix 2 Checklist for managers 14 Appendix 3 Buddy System 15 Appendix 4 Handy Hints Card 16 Appendix 5 Lone workers onset to visit checklist 17 Appendix 6 Checklist for home visits 18 Appendix 7 Lone worker Risk Assessment Guidance 19 20 Appendix 8 Risk Template 21 22 Appendix 9 Site Lone worker accountability 23 Appendix 10 Conflict Resolution Training 24 Appendix 11 Cornwall Switchboard Information log sheet 25 1 0 1 1 2 0 2 1 2 2 2 3 2 4 INTRODUCTION This policy is provided for use in the day to day work of all Peninsula Community Health PCH staff and where appropriate Couriers Waste management teams Maintenance Engineers Contractors Visitors Builders Consultants and Specialist On call Agency bank staff and locums Dental clinics STATEMENT OF INTENT e Aim To provide a safe working environment for staff where physical or verbal violence aggressive or abusive behavior is not tolerated and decisive action is taken against offenders in order to protect staff The policy applies to all situations arising in connection with
36. y System To operate the Buddy System a lone worker must nominate a buddy This is a person who is nominated as contact for the period in which they will be working alone The nominated buddy will Be fully aware of the movements of the lone worker using diaries and calendars which can be communicated to the buddy and accessible by the line manager Have all the necessary contact details for the lone worker including personal contact details such as next of kin or nominated person to be contacted Have details of the lone worker s known breaks or rest periods Follow the agreed escalation procedure for contacting the lone worker if they do not contact the buddy as agreed Knowing when to alert their senior manager or the Police if the lone worker cannot be contacted or they fail to contact their buddy within agreed and reasonable timescales Contingency plans should be made if poor phone signal is a concern This should be risked assessed Remember 999 can be transmitted to any provider strongest single Essential to the effective operation of the Buddy System are the following factors The buddy must be made aware that they have been nominated and what the procedures and requirement for their role are Contingency arrangements should be in place for someone else to take over the role of the buddy in case the nominated person is called away to a meeting for exa
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