Lone Worker Policy. Choice, Responsiveness, Integration & Shared Care

Transcription

1 Lone Worker Policy Choice, Responsiveness, Integration & Shared Care

2 Contents 1. Introduction 2. Legal Responsibilities 3. Management Responsibilities 4. Duties of Employer 5. Emergency Action 6. Training Appendix 1 Appendix 2 Appendix 3 Appendix 4 Summary Flowchart Lone Worker Checklist General Legislative Requirements Risk Assessment Form Associated Documents: Health and Safety Policy Risk Assessment Policy Security Policy Personal Safety at Work Code of Practice

3 Worcestershire Mental Health Partnership NHS Trust Policy Data Unique Identifier: TC0102 Ratified by: Governance Committee Ratification Date: April 2009 Review Interval: Three Years Version Update: Review Date: April 2012 Owner: Company Secretary Reviewer: Risk and Security Manager Responsible Forum: Health and Safety and Human Resources Document Type: Corporate Policy Superseded Policy: Search Criteria Lone working, health and safety, security, violence and aggression, management guidance, risk assessment If printed, copied or otherwise transferred from its originating electronic file, this document must be considered to be an uncontrolled copy. When documents are updated, notification will be circulated throughout the organisation. Policy amendments may occur at any time and you should always consult the PDF file held on the Trust s Intranet.

4 1. Introduction WORCESTERSHIRE MENTAL HEALTH PARTNERSHIP NHS TRUST LONE WORKING POLICY 1.1 Definition of a Lone Worker Lone working could be defined as any situation where a worker is engaged in a solo activity out of others' sight and hearing range. Unfortunately, this definition is too broad to be of much use. It covers so many scenarios that ultimately almost everyone will be a lone worker at some point in their normal work activity. For instance, in every workplace there will always be somebody who is the first to arrive, and somebody who is the last to leave. Similarly, an individual may work in an isolated part of a building. Too much concentration on the concept of 'aloneness' may be unnecessarily limiting, as the above examples do not necessarily involve great risk, nor do they require complex management systems to control those risks. When considering this subject, it is important to distinguish between the chance occurrence of finding oneself on one's own, and work, which is specifically intended to be carried out in isolation, and may last for some time. Even this description is open to interpretation. How far away must other people be, and what intervals must lapse between contacts, before special arrangements for lone working are required? What weight should be given to those who may be present, but who have no practical knowledge of the work activity or the ability to respond in an emergency? When drawing up effective policies and safe systems of work, it is how risks are perceived and classified that will define what is usefully to be called lone working. In assessing these risks, an employer must look to the activity itself, the environment in which it takes place and the risks that arise from working alone. 1.2 Types of Lone Worker Lone working can take place when people: Work as individuals at a fixed site but are separated from others e.g. working alone in buildings or interviewing patients alone in interview rooms. Work in a remote location, including outdoors. Work alone away from base e.g. home visiting. Work outside normal working hours, e.g. alone in isolated buildings or working alone in the community. Travel alone as part of their work e.g. traveling to meetings or traveling to patient s homes. Provide services to the public e.g. community nurses. Work on other employers' premises or working from home Many lone workers will come into more than one of these categories and each of these categories may present a different individual or combination of hazards (see below). Lone Working Policy April

5 1.3 Hazards of Lone Working The hazards, which lone workers can encounter, include: Accidents or emergencies arising out of the work and the lack of first aid equipment. Driving alone. Fire. Handling dangerous substances. Inadequate provision of rest, hygiene, and welfare facilities Lack of peer support. Manual handling. Night work or unsocial hours. Not receiving enough rest. Poor or lack of communication. Potential violence from patients or the public. Problems with access / egress. Sudden illness. Visiting high-risk locations. Vulnerability of travelling alone. Working alone in buildings. Working in confined spaces. Security. Please note this list is indicative only it is not intended to be an exhaustive or model list. These hazards may be exacerbated because lone workers lack the normal channels of support, which may result in such incidents going unreported or undetected for a considerable length of time, thus placing the worker at greater risk. People who work alone face the same hazards in their daily work as other workers. However, for lone workers the risk of harm is often greater. So it is essential that the risks of lone working are taken into account when risk assessments are carried out. 2. Legal Responsibilities 2.1 Working alone is not illegal. Every day there are many examples of people working alone and an employer's responsibility remains the same as for any other category of employees. These may include: Ambulance personnel, such as Paramedics, Emergency Responders or Patient Transport Services. A receptionist working alone in a clinic reception area. A pharmacy porter conveying medicines to wards and departments, utilising corridors and public walkways where they might not come into contact with any other colleagues. Carers in the community and in community homes. Community Mental Health workers, Assertive Outreach workers, Community Psychiatric Nurses, Social Workers and Occupational Therapists. Lone Working Policy April

6 On-call staff required to respond to clinical or non-clinical emergencies, for example clinicians or Estates engineers. Staff who see patients / service users for individual sessions in wards or clinics. Those who open (or reopen) and close NHS buildings either early in the morning or late at night. Those who travel between NHS sites and premises. Please note this list is indicative only - it is not intended to be an exhaustive or model list. However, in determining the arrangements necessary to ensure a safe workplace, solitary or remote workers may have additional needs, which must be addressed. 2.2 In certain high risk activities, however, there may be specific bans on working alone and the law, therefore, has stipulated that at least two people must be involved in the work under consideration and that, for these activities, single manning is not a safe system of work. Examples of this include: Fumigation work. Electrical work near live conductors. The use of ladders, which cannot be secured and require footing. Work in confined spaces. Until they have received sufficient training, young workers (anyone under eighteen years of age) working with dangerous machinery require adequate supervision by a person who has a thorough knowledge and experience of the machine (please refer to app. 3). 3. Management Responsibilities The Trust is responsible for the provision of safe systems of work and a safe working environment for its employees, and acknowledges that it has an obligation to strive to eliminate the danger posed by threats of violence at work. 3.1 Chief Executive The Chief Executive has overall accountability for ensuring the Trust puts in place the necessary management systems for the effective implementation of all risk management related policies, including the Risk Management Strategy, the Health and Safety and Risk Assessment Policies, etc. 3.2 All Directors 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. 3.3 Management Responsibilities Below Director Level Local Security Management Specialist (LSMS) The LSMS is responsible for: Lone Working Policy April

7 Liaising with the local police in the event of a physical or nonphysical assault to assist with any investigation, Undertaking an investigation where the police are unable to do so and where the Trust s Director of Security Management requests the LSMS, feedback to the victim on the progress of any police or LSMS investigation into physical or non-physical assault, Provision of security advice to the Trust and at the request of the Director of Security Management, Assisting managers to carry out risk assessments of selected sites, where lone workers are based Service, Senior and Local Managers Managers will ensure that: The identification, through a risk assessment approach, of members of staff who fall within the definition of lone workers and those that work in isolated situations. The risk assessment will need to take account of both physical and emotional factors that are likely to arise. All risk assessments will be documented. The person carrying out the task forms part of the risk assessment to ensure their suitability for what is expected of them. Risk assessment forms, instructions and training on conducting risk assessments are provided. Written policies, procedures and risk assessments are: Available at all times. Regularly monitored. Reviewed and, if necessary, updated, whenever there is a change in circumstances or at least annually. Members of staff are aware of the arrangements they must make for themselves or for staff under their day to day supervision to fit the particular circumstances that arise. Such arrangements should ideally be recorded at the time they are devised. Ensure that sufficient information has been given to enable their workers to recognise the hazards and appreciate the risks of working alone. Where safe working procedures are laid down, the workers must follow these. Ensure that all initial assessments should be undertaken by at least two people. Ensure that visits to addresses / service users, known to present a significant risk, should be undertaken by at least two people. Establish clear procedures to see the limits to what can and cannot be done while working alone. They should specify how to behave in circumstances, which are new, unusual or beyond the scope of training, e.g. when to stop work and seek advice from a supervisor All members of staff have suitable and sufficient training in the Health and Safety requirements of working alone or in isolated situations, as they relate to their particular job. Lone Working Policy April

8 4. Duties of Employees All members of staff (especially if newly employed) are aware of their personal responsibilities under Health and Safety Legislation and their duty of care to others. All members of staff follow signing in / out arrangements in buildings, for which they have responsibility. Wherever practicable, regular visits are made to ensure the health and safety of the person working alone. Response arrangements are clear, workable and that out of hours arrangements comply with existing Trust policies and procedures. All members of staff are provided with all the necessary protective equipment and clothing, e.g. head / eye protection, fluorescent and or waterproof clothing and gloves. Plant, equipment and tools are not defective, are regularly maintained and that this is evident by means of maintenance logbooks or similar records. Lone worker risk assessments are obtained from contractors / sub-contractors working on Trust sites before work commences. In the event of an incident, a support mechanism is available for members of staff. All incidents / accidents and subsequent remedial actions are appropriately recorded and investigated, in accordance with the Trust policy. Where appropriate, the person working alone is provided with a means of communication in the event of an emergency. Any allegation of unprofessional conduct, against a lone worker, is dealt with in accordance with the Trust s Procedure for Dealing with Allegations Made Against Staff and appropriate support is offered to the lone worker. In order to assist the Trust to carry out its legal obligation employees must: 4.1 Take reasonable care for their health and safety, and that of other persons. 4.2 Be aware, understand and comply with the Trust s policies, procedures, guidelines and instructions relating to: Health & Safety at Work. Risk Assessment Harassment and Bullying at Work Managing Actual or Potential Aggression Personal Safety at Work Code of Practice 4.3 Participate in any mandatory training, which the Trust makes available. 4.4 Undertake or participate in risk assessment prior to visiting new client s homes. 4.5 Ensure that all information about service users, referred from other agencies, is passed on, particularly if there is a known risk or previous history of violence or aggression. Lone Working Policy April

9 4.6 Familiarise him / herself with the policies and workplace procedures for preventing and dealing with situations where e.g. suicide, aggression or violence, etc. may occur. 4.7 Ensure that someone knows where they are, i.e. manager, supervisor, colleagues, family member etc. and their expected time of return. 4.8 Always use any signing in / out arrangements at their place of work and at other sites. 4.9 Inform appropriate people of any unexpected change of plans, especially evening meetings / visits Ensure that he / she can be contacted during the duration of a visit, e.g. by pager, mobile telephone or landline. If an employee is visiting an address in an area with known mobile phone reception problems, he /she should notify his / her manager of this, giving an estimated length of time for the visit. The employee should then confirm his / her safety, with the local manager, as soon as he / she is able (i.e. when reception returns), to prevent the triggering of an agreed escalation procedure When parking, choose well-lit areas and park so that a quick exit can be made, if necessary. If necessary, reposition a vehicle closer to the building, if staying late Whenever possible, conceal equipment and valuables Report any problems or shortcomings, which arise from policies, procedures and risk management guidelines, in place to control risks, to the line manager Report all incidents and near misses, difficulties or risks raised from lone working, however minor, to his / her line manager, even if he / she does not wish further action to be taken. Failure to report an incident or near miss may put others at risk Immediately report incidents and near misses of violence, harassment or intimidation to his / her line manager and, if appropriate, the police Always report an incident / accident or near miss via the Trust incident report process. 5. Emergency Action 5.1 Management is required to ensure that systems are devised, which allow appropriate action to be taken should a lone worker require assistance or has not returned at the appropriate time. 5.2 In addition, it is essential that the lone worker also knows what to do in the event of an emergency. Therefore, during the risk assessment process those situations, which may result in an emergency, should be identified and emergency procedures drawn up. Lone Working Policy April

10 6. Training 6.1 Managers should ensure that lone workers have received appropriate training, which may include, e.g.: Assessment of the risks involved in the tasks and the control measures identified by the assessment. This should include the ability to assess risks arising from unforeseen circumstances in the field and to deal with these appropriately. The worker should be empowered to stop work, when he / she considers the risk to be unacceptable. The safe and appropriate use of plant, chemicals, equipment and tools, personal protective equipment (PPE), etc. Travelling, remote or lone workers, particularly where their job is considered high risk, may need to be trained to become Appointed Persons and be provided with a personal first aid kit (please refer to Trust First Aid Policy). CPR. Managing actual or potential aggression. Please note this list is indicative only - it is not intended to be an exhaustive or model list. The actual training required will be determined by a training needs assessment, which should consider the service provided, the nature of the identified risks, etc. 6.2 New members of staff who are identified as lone workers must receive appropriate training and supervision during their period of induction. 7. APPROVAL Approved by JNCC: Signed:... Date:... Company Secretary Signed:... Date: JNCC Staff Side Chair Lone Working Policy April

11 Appendix 1 Summary Flowchart for Ensuring the Safety of Lone Workers The Process 1. In compliance with Trust policies, has the local manager identified situations, in which lone working may be necessary? Considerations Consider work: At remote sites / locations. Outside normal hours Mobile workers Yes 2. Have suitable and sufficient risk assessments been carried out and safe working arrangements been decided upon? Yes Can the risk be controlled by one person? Is the lone worker at additional risk? Is training required? Is the lone worker competent? Has supervision / monitoring been considered Have emergencies & contingency plans been considered? 3. Has the outcome of the assessment been recorded? Yes 4. Are all necessary safe working arrangements in place? Yes Generically, as in the policy? As an individual? Physical safeguards? Systems of work? Training? Supervision / monitoring arrangements? 5. Commence working alone 6. Supervise and monitor lone workers 7. Review assessment, implement findings Feedback from lone worker and from supervisory and monitoring visits Lone Working Policy April

12 Appendix 2 LONE WORKER CHECKLIST The following checklist should help to assess the risk to employees. In The Workplace Y N 1. Is the workplace free from special hazard? 2. Is the access to, or exit from, the workplace safe? 3. Is the lighting and ventilation sufficient? 4. Are other adjacent processes and activities present safe? 5. Is equipment safe and regularly maintained? 6. will the worker be free from any risk in the event of equipment failure? 7. Can substances and goods be handled safely? 8. Does the worker have the appropriate personal protective equipment (PPE) and is he / she trained in its use? 9. Has the worker been trained to do the task properly? 10. Has the worker demonstrated his ability to do the task satisfactorily? 11. Is the worker medically fit to undertake the task? 12. Has the worker sufficient information about the job, equipment or 13. If cash is being handled are secure arrangements in place? 14. Is the worker known to be reliable and seek help when they reach the limit of their knowledge or experience? 15. is the level of supervision appropriate for the task? 16. Are suitable first aid arrangements in place? (consider also mobile workers kits) 17. Are suitable communication arrangements in place? 18. Are there arrangements for the worker in the event of an emergency? 19. Has additional consideration been given to vulnerable groups e.g. new and expectant mothers, young workers, temporary staff? 20. Is the fitness and medical history of the person known? 21. Are suitable safeguards in place for the operation of dangerous machinery? 22. Are appropriate arrangements in place for dealing with flammable, toxic or explosive substances? 23. Are appropriate safeguards in place for maintenance staff working with electricity, gas etc. 24. Where the working time involves lengthy or unusual shift patterns are safeguards in place? 25. Are facilities for meals and drinks provided? 26. Are the systems for fire detection and raising the alarm adequate? 27. Are there suitable and sufficient reporting systems for problems? 28. Is training provided - for emergencies or unusual situations? 29. Where required, is safe transport provided to and from the workplace? For Home Visits & Meeting The Public Y N Have your lone working staff: 1. Been fully trained in strategies for the prevention of violence? 2. Been briefed about the areas where they work, or will work? Lone Working Policy April

13 3. Been made aware of attitudes, traits or mannerisms that can annoy clients? 4. Been given all available information about the client from all relevant agencies? 5. Understood the importance of previewing cases? 6. Left an itinerary? 7. Made plans to keep in contact with colleagues? 8. The means to contact you even when the switchboard may not be in use? 9. Got your home telephone number (and you theirs)? 10. A sound grasp of your organisation s preventative strategy? 11. Authority to arrange an accompanied visit, security escort, or use of a taxi? Do your lone working staff: 1. Carry forms for reporting incidents, including violence or threats of violence? 2. Appreciate the need for this procedure and use it? 3. Know your attitude to premature termination of interviews? 4. Know how to control and defuse potentially violent situations? 5. Appreciate their responsibility for their own safety? 6. Understand the provisions for support by your organisation? If the answer to any of the above questions is No, a further, more detailed risk assessment is required. Lone Working Policy April

14 Appendix 3 General Legislative Requirements Health and Safety at Work Act, etc S. 2 Employers have the responsibility to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all their employees. S. 3 This section further extends this duty towards persons, other than employees, who might be affected by such work activities. S. 7 Employees have duties to take reasonable care for their own health and safety, and for that of anyone else who may be affected by their actions. Management of Health and Safety at Work Regulations, 1999 (as amended), Regulation 3 This requires employers and the self-employed to make an assessment of the risks involved in all activities undertaken, and to ensure that all relevant risks are properly controlled. In the absence of any specific legislation or pre-defined standards, every situation will have to be considered on its merits through a process of risk assessment. Management of Health and Safety at Work Regulations, 1999, Approved Code of Practice and guidance L21 Before employing a young person, the health and safety risk assessment must take these specific factors into account: The fitting-out and layout of the workplace and the particular site where they will work. The nature of any physical, biological and chemical agents they will be exposed to, for how long and to what extent. What types of work equipment will be used and how this will be handled. How the work and processes involved are organised. The need to assess and provide health and safety training. Risks from the particular agents, processes and work. Young employees and work experience students must be protected from the risk of accidents or ill health which they are unlikely to recognise because: They are inexperienced. They have not been trained. They may not pay enough attention to safety. Restrictions on work The overall rule is that young people under 18 years old must not be allowed to do work which: Cannot be adapted to meet any physical or mental limitations they may have; Exposes them to substances which are toxic or cause cancer; Exposes them to radiation; Involves extreme heat, noise or vibration. Health and Safety (First Aid) Regulations, 1981, Regulation 3 This requires an employer to make appropriate provision for enabling first aid to be rendered to employees. Lone Working Policy April

15 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, 1995 Except in some special cases involving mines, quarries, offshore or diving operations, reportable accidents must be reported to the enforcement authority. The person's employer must make the report, regardless of where the accident causing the injury has taken place. The Workplace (Health, Safety and Welfare) Regulations, 1992 These place duties on employers to provide welfare facilities for their employees. This can be a problem when people are working off-site or in a remote location. Consideration must be given to providing sanitary conveniences and facilities for washing and for drinking water. In addition, outdoor work may require the provision of certain clothing and facilities for changing or drying them. However, a measure of common sense is required in interpreting what is reasonably practicable under the circumstances. Occupiers Liability Acts (OLA), 1957and Occupiers liability is concerned with the duties of people and organisations who occupy land and premises and whose land and premises are visited by people for a variety of purposes. The OLA 1957 established a common duty of care to all lawful visitors, namely a duty to take such care as, in all the circumstances of the case, is reasonable, to see that the visitor will be reasonably safe in using the premises for the purposes for which he is invited or permitted by the occupier to be there. The OLA 1984 imposes a duty on the occupier in respect of trespassers. Trespassers are persons who may have lawful authority or not, who may be at risk of injury on the occupier s premises. The above duty can be discharged by issuing some form of warning, such as the display of a notice, but such a notice must be very explicit and its requirements actively enforced by the occupier. Safe use of work equipment. Provision and Use of Work Equipment Regulations Approved Code of Practice and guidance [1] L22 This emphasises the importance of training and properly supervising young people because of their relative immaturity and unfamiliarity with the working environment. Lone Working Policy April

16 GENERAL RISK ASSESSMENT FORM Assessment Reference No. Assessment Date Site / Building Review Date Department / Ward Assessor Activity Assessed Signature Assessment of Risks Assuming No Controls (New Assessment) or Existing Controls (Review Assessment) Risk Rating Hazard / Practice Persons at Risk L C R Existing Precautionary Measures, e.g.: Further Controls, Information, Instruction, Action? Training and Supervision Yes No Lone Working Policy April

17 GENERAL RISK ASSESSMENT FORM Assessment Reference No. Assessment Date Site / Building Review Date Department / Ward Assessor Activity Assessed Signature Action Required Time-scale for Action Responsibility for Action Retained Action Completed By Risk (Name, Signature, Date) L C R Lone Working Policy April