OCCUPATIONAL HEALTH AND SAFETY

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1 OCCUPATIONAL HEALTH AND SAFETY Hôpital réginal de Sudbury Reginal Hspital ISSUED BY: Occupatinal Health and Safety Service AUTHORIZED BY: Occupatinal Health and Safety Service ISSUE DATE: May 12, 2009 REVISION DATE: 26 July 2011 CATEGORY: Plicy and Prcedure PAGE: 1 f 6 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy MISSION Hôpital réginal de Sudbury Reginal Hspital (HRSRH) is cmmitted t prviding a safe, healthy and supprtive wrking envirnment fr patients, emplyees, prfessinal staff, vlunteers, Bard members, students, cntract wrkers and visitrs that is free frm vilence, harassment, discriminatin and ther inapprpriate behaviurs that have a deleterius effect n the wrkplace envirnment r patient care. Vilence and harassment in the wrkplace can have negative effects n the quality f patient care and the safety f patients, the quality f wrk and life f staff and the safety f staff, and n the prductivity f the rganizatin. Purpse HRSRH s Cde f Cnduct describes the minimum standards f behaviur and cnduct expected by HRSRH, and reinfrces HRSRH s cmmitment t a safe, secure and healthy wrk envirnment in which peple are respected and valued as equal team members. The Cde f Cnduct identifies wrkplace vilence and harassment as an unacceptable behaviur. This Wrkplace Vilence and Harassment Plicy addresses behaviurs which are cnsidered t be wrkplace vilence and wrkplace harassment. The purpse f this plicy is t identify behaviurs that cnstitute wrkplace vilence and harassment, establish practices fr the preventin f wrkplace vilence and harassment and management f risk, and define prcedures fr reprting, investigating and addressing incidents f wrkplace vilence and harassment. Plicy Statement Wrkplace vilence and harassment will nt be tlerated by HRSRH. This includes wrkplace vilence and harassment that ccurs n HRSRH premises r therwise within HRSRH jurisdictin, including but nt limited t HRSRH training and scial functins, while travelling fr HRSRH, in the curse f ther wrk-related activities, r therwise cnnected t the wrkplace. HRSRH is cmmitted t the preventin f wrkplace vilence and harassment and will make every reasnable effrt t identify ptential surces f vilence and harassment and t eliminate r minimize the risk f wrkplace vilence and harassment thrugh the Wrkplace Vilence and Harassment Preventin (WVHP) prgram which is attached t this Plicy as Appendix A. The WVHP prgram cnsists f this plicy as well as ther pertinent plicies and prcedures that apply t emplyee safety e.g., Cde White, Cde f Cnduct, and Dmestic Vilence.

2 CATEGORY: Plicy and Prcedure Page 2 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy HRSRH s WVHP prgram emphasizes educatin and preventin initiatives and prgrams that address wrkplace vilence and harassment at the surce. Under this prgram, the HRSRH will ensure that: 1) apprpriate measures are taken t prvide a vilence and harassment free wrkplace, including training and educatin 2) HRSRH wrkers are familiar with the definitin f wrkplace vilence and harassment, the WVHP prgram, and their respective rles under the prgram. 3) a fair and cnsistent apprach is used t reprt and investigate incidents f wrkplace vilence and harassment 4) wrkers can summn immediate assistance when wrkplace vilence and/r harassment ccurs r is likely t ccur, and are apprpriately trained and educated n hw t d s 5) fllw-up measures are taken t prevent similar future ccurrences 6) infrmatin is available t emplyees n pst-incident supprt services In the event f wrkplace vilence and harassment HRSRH will implement crrective measures where apprpriate in accrdance with this plicy. Wrkplace vilence and harassment are serius matters and individuals wh are fund t have engaged in such behaviurs will be subject t apprpriate discipline r ther respnse, including terminatin f the emplyment, vlunteer, prfessinal staff r ther relatinship with HRSRH. Patients, Family Members, and Visitrs Patients as well as family members and ther visitrs are expected t treat HRSRH wrkers with the same respect and dignity that HRSRH wrkers are expected t shw them. Acts f wrkplace vilence and harassment by patients, family members r visitrs tward HRSRH wrkers r ther patients r visitrs will nt be tlerated. T this end, the HRSRH will: Make written cmmunicatin available t patients, family members and visitrs utlining cnduct that is expected f all peple at HRSRH, and the ptential cnsequences fr unacceptable behaviur; and Pst signage thrughut the HRSRH that sets ut explicitly that the HRSRH is a vilence and harassment-free wrk envirnment; Definitins As defined in the Occupatinal Health and Safety Act, 1) wrkplace vilence means, (a) the exercise f physical frce by a persn against a wrker, in a wrkplace, that causes r culd cause physical injury t the wrker, (b) an attempt t exercise physical frce against a wrker, in a wrkplace, that culd cause physical injury t the wrker, r

3 CATEGORY: Plicy and Prcedure Page 3 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy (c) a statement r behaviur that it is reasnable fr a wrker t interpret as a threat t exercise physical frce against the wrker, in a wrkplace, that culd cause physical injury t the wrker. *NOTE these definitins wuld include vilence frm any surce, including a dmestic r intimate partner (refer t the Dmestic Vilence plicy), when it may ccur in the wrkplace. Althugh the definitin f wrkplace vilence in the Occupatinal Health and Safety Act is fcussed n wrkplace vilence against wrkers, it shuld be understd that vilence by wrkers against ther persns, such as patients, family members r ther visitrs, is equally unacceptable. 2) wrkplace harassment means engaging in a curse f vexatius cmments and cnduct that is knwn r ught reasnably t be knwn t be unwelcme. Harassment des nt include: supervisry practices, wrkplace rules r prcedures, wrkplace gals, perfrmance feedback r disciplinary prcedures. What is a Wrkplace? Wrkplace is defined as any lcatin where any wrker f the HRSRH is carrying ut any wrk-related functin. Wh is a Wrker? As defined in the Occupatinal Health and Safety Act, wrker means a persn wh perfrms wrk r supplies services at r fr HRSRH fr mnetary cmpensatin. Fr the purpses f this Plicy, a wrker includes emplyees, Bard Members, prfessinal staff, vlunteers, cntract wrkers and students. Rles and Respnsibilities 1. Wrkers f HRSRH All wrkers f HRSRH are expected t cntribute t the creatin f a safe and healthy wrk envirnment by demnstrating respectful and apprpriate cnduct at wrk as discussed further in the Cde f Cnduct. This includes nt engaging in any wrkplace vilence and harassment. All wrkers are expected t take persnal respnsibility fr their wn behaviur, and fr cmplying with this Plicy and the WVHP Prgram. Malicius r bad faith cmplaints are a vilatin f the plicy and may be subject t discipline. Therefre wrkers must: Sign a Cde f Cnduct Pledge (Schedule A) Be familiar and cmply with the WVHP Plicy and prgram and all related prcedures. Participate in educatin and training prgrams applicable t them, in rder t be able t respnd apprpriately t any incident f wrkplace vilence and harassment. Reprt all incidents r injuries f vilence and harassment r threats f vilence and harassment in a timely manner, in accrdance with the WVHP prgram. Infrm management, the JHSC r wrker member f the JHSC abut any cncerns abut the ptential fr vilence and harassment in the wrkplace. Cntribute t risk assessments.

4 CATEGORY: Plicy and Prcedure Page 4 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy Seek supprt when cnfrnted with wrkplace vilence and harassment. 2. Senir Leadership CEO, Vice Presidents and Chief f Staff Sign a Cde f Cnduct Pledge (Schedule A) Ensure that measures and prcedures identified in the WVHP prgram are carried ut and that incidents and cncerns regarding wrkplace vilence and harassment are apprpriately respnded t in accrdance with the WVHP prgram. Prmte and enfrce cmpliance by all HRSRH wrkers. Ensure that measures t prevent r minimize wrkplace vilence and harassment are integrated int the day-t-day peratins f HRSRH. Ensure that awareness, educatin and training is prvided t HRSRH wrkers Ensure regular risk assessments, cntrl measures, training and educatin fr all HRSRH wrkers are established in cnsultatin with the JHSC. 3. Managers/Supervisrs/Directrs/Medical Directrs/Chiefs f Service Sign a Cde f Cnduct Pledge (Schedule A) Enfrce plicy and the WVHP Prgram and mnitr wrker cmpliance. Identify and alert wrkers t vilent patients and hazardus situatins. Prvide t a wrker infrmatin including persnal infrmatin relating t risk f wrkplace vilence frm a persn with a histry f vilent behaviur if: Wrker can be expected t encunter that persn; and Risk f wrkplace vilence is likely t expse the wrker t physical injury Recrd/reprt and investigate all wrkplace vilence and harassment within his/her jurisdictin in accrdance with the WVHP prgram. Facilitate apprpriate supprts, including medical attentin, fr wrkers in accrdance with the WVHP prgram. Ensure that debriefing is cmpleted where apprpriate fr thse either directly r indirectly invlved in an incident f wrkplace vilence and harassment. Cntact the Occupatinal Health & Safety Service (OHSS) and Human Resurces (HR) t ensure the emplyee receives further cunselling abut the emplyee s legal rights and ther apprpriate fllw-up. If the incident invlves either a sexual assault r dmestic vilence, cnsultatin with the Sexual Assault/Dmestic Vilence Treatment (SA/DVT) Prgram is encuraged. Track and analyze incidents fr trending and t initiate preventin interventins. Ensure any deaths r critical injuries have been reprted t a Ministry f Labur (ML) inspectr, the plice (as required), the JHSC, the H&S representative and trade unin and is investigated with the JHSC, and that a reprt ges t all parties in writing within 48 hurs f the ccurrence n the circumstances f the ccurrence, including such infrmatin and particulars, as the Occupatinal Health and Safety Act and regulatins prescribe. Ensure a reprt ges t the WSIB f all accidents where a wrker lses time frm wrk, requires health care, earns less than regular pay fr regular wrk, requires mdified wrk at less than regular pay r perfrms mdified wrk at regular pay fr mre than seven days. Cpies f accident infrmatin (where there is n critical injury) must be prvided t the JHSC and trade unin within fur days (96 hurs) f the ccurrence, as the Occupatinal Health and Safety Act and regulatins prescribe.

5 CATEGORY: Plicy and Prcedure Page 5 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy Ensure there is a review at least annually f the Wrkplace Vilence and Harassment Preventin Prgram. Facilitate attendance at educatin sessins whenever reasnably pssible. 4. Jint Health and Safety Cmmittee (JHSC) Prvide cnsultatin and make recmmendatins n the develpment, establishment and implementatin f the WVHP prgram and related educatin and training. Take part in a review at least annually f the Wrkplace Vilence and Harassment Preventin Prgram. Fulfill the bligatins f the JHSC as set ut in the Occupatinal Health and Safety Act. Plicy Review This Wrkplace Vilence and Harassment Preventin Plicy and the assciated WVHP prgram will be reviewed annually r mre frequently where needed. Other Related Plicies: 1) Cde f Cnduct 2) Cde White 3) Cde Black 4) Emplyee Incident/Accident Reprting 5) Accident/Incident Investigatin 6) Wrk Stppage and Refusal 7) Dmestic Vilence 8) Identificatin f Recently Aggressive Patients 9) Cmplaints and Cmpliments- Physicians 10) Prcess fr Dealing with Staff Cmplaints Against Physicians 11) Hmicidal Threat: Threats f Serius Physical Harm 12) Patients and Visitrs Rles and Respnsibilities 13) Restraints STAKEHOLDER REVIEW & APPROVAL Wrking Grup-Wrkplace Vilence Preventin July 2011 Operatins Leadership Cmmittee* May 2009 Jint Health & Safety Cmmittee In Prgress Senir Leadership Cmmittee August 2011 Legal Review ** August 2011 *will g t OLC after JHSC cmments received and final legal review **secndary review regarding harassment frthcming

6 CATEGORY: Plicy and Prcedure Page 6 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy Appendix A t the Wrkplace Vilence and Harassment Preventin Plicy Under review August 2011 The fllwing infrmatin utlines the Wrkplace Vilence and Harassment Preventin Prgram in place at HRSRH. This prgram will be maintained in cnjunctin with the Wrkplace Vilence and Harassment Preventin Plicy and will be updated frm time t time as necessary. Prgram Measures and Prcedures Overview A. Cntrlling Risk in the wrkplace; B. Summning immediate assistance; C. Incident reprting; D. Investigatins and dealing with incidents; E. Supprts fr Wrkers Affected by Wrkplace Vilence; Prgram Measures and Prcedures A. Cntrlling Risk in the wrkplace Management (with wrker invlvement) will assess wrkplace vilence hazards in all jbs and in the wrkplace as a whle. Risk assessments will be reviewed at least annually. All new emplyees will receive bth general and site specific rientatin and training relating t the Wrkplace Vilence and Harassment Preventin Plicy and related plicies and all emplyees will receive an annual review f bth the general and site-specific cmpnents f the prgram. Wrkers wh will r may encunter a specific identified risk relating t wrkplace vilence, including risk f wrkplace vilence frm a patient, visitr r ther individual, will be ntified f the risk. The wrker will als be prvided with instructin n the measures and prcedures t be taken t prtect the wrkers in respect f the identified risk. Wrkers will be trained in the use f persnal prtective equipment that is relevant t their area f wrk r duties. ADDITIONAL MEASURES B. Summning Immediate Assistance In the event f immediate risk r danger as a result f wrkplace vilence, fllw Emergency Prcedures Manual fr the fllwing: Cde White Other applicable Cde Department/area-specific prcedures that may be in place fr respnding t risks relating t vilence. Each Department Manager will be respnsible fr indicating lcatin f phnes and alarms as part f emplyee rientatin.

7 CATEGORY: Plicy and Prcedure Page 7 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy C. Incident Reprting HRSRH recgnizes that it may nt be easy t bring issues f wrkplace vilence and harassment frward hwever, nt reprting r identifying these issues has ptential t cause harm t neself r thers in the same envirnment. It is the expectatin f HRSRH that all incidents f wrkplace vilence will be reprted t HRSRH. Any wrker f HRSRH wh believes she r he has been subjected t wrkplace vilence and/r harassment r is at risk f wrkplace vilence and/r harassment, r wh has experienced r witnessed any wrkplace vilence and/r harassment as defined in the plicy must: Reprt the incident(s) r hazard(s) t their manager, supervisr r apprpriate cntact persn. Reprts can be made cnfidentially, with the exceptin f the steps t ensure safety f thers and preventin f recurrence. Fr example, a plice reprt may be necessary r further investigatin and fllw-up n behaviur. Reprts shuld be made prmptly in accrdance with the prcesses set ut in the HRSRH Cde f Cnduct. It is understd that n gd faith reprt f wrkplace vilence r harassment r ptential wrkplace vilence r harassment can be the basis f reprisal against the reprting wrker. Wrkers shuld first ensure they remve themselves frm risk, and call fr emergency assistance if needed, befre reprting an incident. D. Investigatins and Dealing with Incidents The manager r supervisr receiving a reprt f ptential r actual wrkplace vilence and/r harassment will investigate the matter in accrdance with the HRSRH Cde f Cnduct. In the event that the wrkplace incident invlves sexual assault r dmestic vilence, cnsultatin with the DV/SAT Prgram is recmmended. The emplyer reprts all injuries t the ML and WSIB, thrugh the OHSS, as required by the OHSA and Wrkplace Safety and Insurance Act. The manager r supervisr will dcument all reprts f wrkplace vilence and harassment and hazard reprting and measures taken t address them in accrdance with the prcedures set ut under the Cde f Cnduct. If the reslutin f the incident is beynd the authrity f the manager r supervisr receiving the reprt, they must make the Prgram Directr, reprting VP and VP/CHRO r equivalent aware f the reprt. The applicable VP and VP/CHRO r equivalent invlves ther managers r supervisrs in the investigatin, as apprpriate (fr example, when the incident invlves clients r emplyees under anther manager s r supervisr s area f respnsibility). Management will review all incident reprts, mnitrs trends and makes recmmendatins fr preventin and enhancements f the Wrkplace Vilence Preventin Prgram t the Operatins Leadership Cmmittee (OLC) and Senir Leadership Cmmittee (SLC) r equivalent. These findings are shared with the JHSC, which is cnsulted abut any revisin t the Wrkplace Vilence Preventin Prgram and Training Prgram. The Senir Management Team r equivalent will review reprts f wrkplace vilence and harassment and ensures apprpriate actins have been taken. The managers r supervisrs wh investigate the reprted incident will take apprpriate steps t ensure all HRSRH wrkers that might be affected are aware f dangerus situatins. This will be a judgement call based n the infrmatin

8 CATEGORY: Plicy and Prcedure Page 8 SUBJECT: Wrkplace Vilence and Harassment Preventin Plicy available at that time. The same managers r supervisrs will tell the reprting wrker f the utcme f the investigatin. Investigatins will be cnducted in cnjunctin with the OHSS r HR as required. If a vilent incident results in a critical injury t a wrker, the JHSC representative r wrker designate investigates the incident r injury (Sectin 9 (31) OHSA) and reprts t the ML and JHSC. Unin representatin will be encuraged thrughut the prcess. Nte: Situatins that invlve patients, family members, vlunteers, students and ther Visitrs t the HRSRH will require reprting n the HRSRH s electrnic incident reprting system Risk Mnitr Pr. E. Supprts fr Wrkers Affected by Wrkplace Vilence and/r Harassment Management will respnd prmptly, assess the situatin and ensure that these interventins are fllwed: Facilitatin f medical attentin, where needed Debriefing [prcess t be develped] Referrals t cmmunity agencies, treating practitiner and Emplyee Assistance Prgram (EAP) Referral t the DV/SAT Prgram. Referral t trade unin Cmpletin f incident reprts, WSIB reprts, reprts t ML (critical injury r fatality) Reprting t plice (as required)