POLICY DOCUMENT CONTROL PAGE

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1 POLICY DOCUMENT CONTROL PAGE TITLE Title: MOVING AND HANDLING POLICY Version: 2. Reference Number: HSP 6 SUPERSEDES Supersedes: VERSION 1 of October 2006 Description of Amendment(s): Nil ORIGINATOR Originated By: JANE WHITTAKER MOVING AND HANDLING CO ORDINATOR DR E O NEILL DIRECTOR OF OCCUPATIONAL HEALTH AND SAFETY KEN WOOD HEALTH AND SAFETY ADVISER BRETT THOMPSON DEPUTY HEALTH AND SAFETY ADVISER BOARD AND EXECUTIVE APROVAL Approval by: Non Clinical Risk Management Committee: Date: 17/10/07 Notified to: Trust wide Risk Management Committee: Date: 19/11/07 CIRCULATION Issue Date: 07/12/07 Circulated by: Intranet Issued: Trust wide REVIEW Review Date: October 2009 Responsibility of: HEALTH AND SAFETY ADVISER PLEASE CHECK ON THE TRUST S INTRANET THAT YOU ARE USING THE MOST RECENT VERSION OF THIS DOCUMENT HSP 6 Moving and Handling Policy Page 1 of 13

2 POLICY CONTROL PAGE (2) CIRCULATION DOCUMENT Circulation List: All Divisions and Corporate Services For Information EDT All new Policies need to ensure that they do not impact adversely or have a differential impact that cannot be justified. The Trust, through the corporate team, will ensure that all new policies have equalities and diversities initial impact assessment during their development and that this is completed prior to Board approval. The Trust has a duty to publish Equality Impact assessments under the Race Relations Act Please contact the Equality and Diversity Department if you have any queries on or david.codner@cmmc.nhs.uk This document is to be disseminated to all relevant staff, any required discussion or training should be detailed. The Policy must be posted on the intranet: Date Posted: HSP 6 Moving and Handling Policy Page 2 of 13

3 Moving and Handling Policy Contents Policy Statement 1. Introduction 1.1 Background 1.2 Scope 1.3 Definitions 1.4 Policy Aims 2. Responsibilities 2.1 The Chief Executive 2.2 Divisional, Directorate and Service Managers 2.3 Ward and Departmental Managers 2.4 Key Trainers 2.5 All Staff 2.6 The Moving and Handling Co ordinator 3. Risk Assessment and Management 3.1 General Requirements 3.2 Risk Assessment 4. Training 5. Procurement of Moving and Handling Aids 6. Inspection and Maintenance of Equipment 7. Incident Reporting 8. Department of Occupational Health and Safety 9. Monitoring Arrangements 10. Review 11. Additional Information 12. References Appendix 1. Factors to which the employer must have regard and questions he must consider when making an assessment of manual handling operations (Manual Handling Operations Regulations 1992, as amended) HSP 6 Moving and Handling Policy Page 3 of 13

4 Moving and Handling Policy Policy Statement Central Manchester and Manchester Children s University Hospitals NHS Trust takes seriously the health, safety and welfare of all its staff. It recognises its responsibilities towards employees, patients and others to reduce risks associated with its work so far as is reasonably practicable. The Trust is committed to providing a safe workplace and safe systems of work for all its employees by reducing the risks associated with moving and handling so far as is reasonably practicable. 1. Introduction The Moving and Handling Policy clearly explains the legal requirements for all staff to undergo appropriate moving and handling training based on a risk assessment by their manger. 1.1 Background Moving and handling accidents resulting in major injury and progressive musculoskeletal disorders are historically the most common cause of workrelated ill health within the NHS. They can affect the spine and back, and nationally they account for more than a third of over three day, of absence injuries. The Trust has a duty to provide a safe workplace and safe systems of work for its employees so far as is reasonably practicable and has responsibilities for others affected by its work. The Manual Handling Operations Regulations 1992 place more specific requirements on the Trust, requiring that hazardous manual handling operations are avoided so far as is reasonably practicable. Where manual handling cannot be avoided the Trust is required to assess and reduce the risks of injury so far as is reasonably practicable. 1.2 Relevant Legislation Health and Safety at Work etc Act 1974 Manual Handling Operation Regulations 1992 (amended 2004) Provision and Use of Work Equipment Regulations 1998 Lifting Operations and Lifting Equipment Regulations (LOLER) 1998 Management of Health and Safety at Work Regulations Scope This policy applies to all staff, volunteers, students and other individuals performing the Trust's work where the moving and handling of any load occurs. HSP 6 Moving and Handling Policy Page 4 of 13

5 1.4 Definitions Moving and Handling any transporting or supporting of a load (including the lifting, putting down, pulling, pushing, carrying or moving thereof) by hand or bodily force (defined as Manual Handling in the Regulations). Load this term includes people and objects. Ergonomics an ergonomic approach to moving and handling places the emphasis on fitting the task to the person rather than the person to the task taking into account the nature of the load, the individual, the task and the environment. 1.5 Policy Aims The aim of this policy is to minimise the risk of injury to staff and patients arising from moving and handling tasks so far as is reasonably practicable, and thus comply fully with the Manual Handling Operations Regulations This will be done by: avoiding moving and handling so far as is reasonably practicable; ensuring that a risk assessment (section 3) is carried out for any moving and handling that poses a significant risk and cannot be avoided; increasing an awareness of back care amongst staff; adopting safe systems of work; ensuring staff are trained in risk assessment and management, the use of equipment to reduce manual handling, and in appropriate strategies where moving and handling cannot be avoided; and enabling staff to encourage patients to move themselves, when this is not detrimental to their clinical condition and when they are able to do so. If patients are unable to move themselves staff should willingly move them. They should not lift them but instead use the appropriate equipment to minimise the risk of injury. Staff must never use equipment unless they have been trained in its safe use and feel confident in undertaking the task. 2. Responsibilities The implementation of this policy depends upon the active support and guidance of managers and the provision of a structured training programme. The commitment of all is vital to achieve the aims of this policy. 2.1 The Chief Executive is responsible for: making sure there are arrangements in place to control the risks associated with moving and handling; HSP 6 Moving and Handling Policy Page 5 of 13

6 providing the resources for putting the policy into practice; and ensuring there are arrangements for monitoring the effectiveness of the policy and that it is regularly reviewed by the Board. 2.2 Divisional, Directorate and Service Managers are responsible for: ensuring that the job description of all managers incorporates their responsibility for Health and Safety. This will include responsibility for arranging appropriate training in risk assessment and moving and handling. This should be reviewed annually as part of the manager's Individual Performance Review; ensuring ergonomic risk assessments are carried out for all moving and handling tasks in their area and that these are recorded and regularly reviewed, usually annually more frequent exceptions to this include: if an alteration is made to a system of work, including the use of new equipment as part of a post incident review ensuring that systems of work aimed at reducing moving and handling risks are being implemented; and ensuring nomination of Key Trainers for wards / departments / other staff and student groups, of appropriate seniority to be trained by the Trust s Moving and Handling Co ordinator. This training will include how to undertake and implement training in risk assessments of moving and handling, and participation in the Trust s cascade system of training. 2.3 Ward and Departmental Managers are responsible for: ensuring that ergonomic risk assessments are carried out in their work area to prioritise the reduction of moving and handling risks so far as is reasonably practicable. In patient associated areas the moving and handling risk assessment of each patient and the resulting procedures to be used should form part of the patient's individual care plan; nominating appropriate staff to be trained as Key Trainers. Key Trainers should be provided with appropriate support, supervision and time to allow them to successfully undertake this role; ensuring that time is allocated for all staff to receive training and annual updating in moving and handling via their Key Trainer; ensuring that new staff read and understand the Moving and Handling handout, included in their pre employment pack, and receive moving and handling training within their local induction at ward/departmental level, prior to undertaking unsupervised moving and handling tasks; HSP 6 Moving and Handling Policy Page 6 of 13

7 keeping signed records of staff training, including the lesson plan, in moving and handling; arranging for the staff training to be recorded on the Trust s training recording database OnCore and review this on a regular basis; monitoring the training of their staff, including follow up of staff who have not attended training ensuring that all moving and handling equipment is fully and appropriately used and regularly maintained and serviced on an annual basis; investigating any accidents/incidents to identify causes, decide on appropriate action to prevent recurrence, and implement appropriate improvements; and Arranging a referral to Department of Occupational Health and Safety for any member of staff who notifies them of physical incapacity or injury, which may affect their ability to work safely. 2.4 Key Trainers responsibilities Key Trainers will: with their agreement, be nominated by Ward/Department managers; be educated in the theory and practice of moving and handling, including the documentation of risk assessment, by the Trust s Moving and Handling Co ordinator; receive refresher training annually from the Moving & Handling Coordinator and will be responsible for: undertaking ergonomic risk assessment of moving and handling tasks in their work area on behalf of their manager; providing moving and handling training for staff whom they work with regularly in their specific work areas with reference to the appropriate risk assessments; assisting managers with their responsibility for keeping records of training; and informing their manager of who has / has not attended for training. liaising with the Moving and Handling Co ordinator on moving and handling issues. HSP 6 Moving and Handling Policy Page 7 of 13

8 2.5 All Staff are responsible for: taking reasonable care of themselves and others who may be affected by their acts or omissions; co operating by following rules and procedures designed in the interests of health and safety; making full and proper use of equipment provided for their safety; attending training sessions on moving and handling on an annual basis and sign a personal record of attendance; implementing correct procedures and following appropriate systems of work as laid down by the Trust to promote safe handling of loads; taking out of use, labelling and reporting faulty equipment to their manager; informing managers of any physical condition, which might adversely affect their capacity to undertake moving and handling activities, and discus any concerns about moving and handling before performing the task; reporting problems associated with moving and handling to their managers; and reporting all adverse incidents on the Trust s Incident Report form. 2.6 The Moving and Handling Co ordinator is responsible for: providing holistic facilitation, and supporting Trust wide initiatives to achieve the aims of this policy; providing expertise and co ordinating support on moving and handling issues and activities; providing an advisory service for moving and handling problems, or potential problems identified in the workplace. advising on recommended standards of training for managers and supervisors of other groups e.g. students, agency staff; advising on appropriate strategies to reduce the risks involved in moving and handling. Ensuring that information related to the purchase and use of equipment is available for existing facilities, refurbishments and new buildings; HSP 6 Moving and Handling Policy Page 8 of 13

9 organising courses and refresher courses in principles, prevention strategies, appropriate techniques and cascade training skills for nominated key trainers; maintaining a database of key trainers and recording the training that they receive on the Trust s training recording database OnCore ; following up on nominees who do not attend regularly monitoring the knowledge and skills of the key trainers and providing ongoing support; monitoring moving and handling accidents/incidents and investigating as appropriate (i.e. not replacing the Manager s investigation) in order to formulate and focus remedial action. 3. Risk Assessment and Management 3.1 General Requirements The Manual Handling Operations Regulations 1992 (amended 2004) require that suitable and sufficient assessments of risk are undertaken, relating to all types of manual handling operations performed. Risk assessments should be completed by the Key Trainer for the moving and handling tasks within their ward or department. It is acceptable to complete a generic assessment for common activities but if this is used it will be necessary to consider if there are any individual or local factors which have not been addressed by a generic assessment. 3.2 Risk Assessment In order to undertake a suitable and sufficient risk assessment of moving and handling tasks it is essential that the following factors are considered: Load Individuals Capacity Task(s) Environment Handling Aids & Equipment Workplace Organisation Further guidance on risk assessment for moving and handling activities is available in Appendix 1. HSP 6 Moving and Handling Policy Page 9 of 13

10 4. Training The Trust operates a cascade system of training. The Moving and Handling Co ordinator trains Key Trainers. The training includes structure and function of the musculoskeletal system, the principles of good ergonomics, risk assessment and practical moving and handling skills. The Key Trainers undertake risk assessments in their own wards/departments and train the staff in their area on an annual basis. All training is recorded locally by the Key Trainers. Specific training is required for higher risk groups, e.g. student nurses. Advice on any aspect of training should be sought from the Moving and Handling Co ordinator. 5. Procurement of Moving and Handling Aids In order to standardise, where possible, and to obtain the most appropriate equipment the advice of the Moving and Handling Co ordinator should be sought when purchasing new moving and handling equipment. It is essential that all equipment is suitable for purpose and is clearly marked with the safe working load. 6. Inspection and Maintenance of Equipment There are legal requirements for recorded inspection, testing and maintenance of lifting equipment, including patient hoists and associated accessories. Managers must ensure that appropriate arrangements are in place for the equipment within their area of responsibility. All equipment users must make suitable visual checks of lifting equipment and associated accessories before use. Any identified defects and concerns must be reported to the manager. Equipment that is or is considered to be faulty must be clearly labelled as such, withdrawn from service and repaired/replaced. 7. Incident Reporting All moving and handling accidents/incidents (including near misses) and cumulative workplace injuries must be reported using the standard Trust s Incident Reporting System. When reporting accidents/incidents involving patient movement, the patient s hospital identification number must be included. Employees who develop or incur any injury at work as a result of moving and handling or have symptoms/a condition which may affect their ability to undertake moving and handling or other tasks must be referred by their manager/supervisor to the Department of Occupational Health and Safety who HSP 6 Moving and Handling Policy Page 10 of 13

11 will monitor their progress and, if appropriate, advise on temporary or permanent re deployment. 8. Department of Occupational Health and Safety Staff recruitment and selection procedures are designed to identify employees who may be at excessive, unacceptable risk from a moving and handling injury. Pre employment Health Assessment, with the completed Job Requirements Form, is therefore essential as part of the process. Staff suffering any injury as a result of a moving and handling accident/incident should be referred to the Department of Occupational Health and Safety whose staff will offer appropriate professional advice. Information from the Incident Report Forms will be forwarded by Risk Management to the Department of Occupational Health and Safety for review and appropriate action. 9. Monitoring Arrangements On an annual basis the Moving and Handling Advisers will undertake a review of the numbers of staff trained in each area (using information from the Training Recording database OnCore ) of the Trust and compile a report to enable Divisional Directors to assess the level of training in each Division, and to highlight areas for development. Copies of moving and handling incident reports and civil claims are forwarded to the Moving and Handling Advisers to assist in monitoring the effectiveness of the Policy (including training) and enable action to be advised on as required. 10. Review This policy will be subject to regular review and revised if appropriate. 11. Additional Information Further information on moving and handling is available from: Moving and Handling Co ordinators: Jane Whittaker Mary Greenwood Central Site Children s Sites Tel: x 4006 Tel: x j.whittaker@cmmc.nhs.uk mary.greenwood@cmmc.nhs.uk HSP 6 Moving and Handling Policy Page 11 of 13

12 12. References The Health and Safety at Work etc. Act 1974 Manual Handling Operations Regulations 1992 (as revised) Manual Handling Guidance on Regulations, H.S.E ISBN Guidance on Manual Handling of Loads in the Health Services, Health Services Advisory Committee, ISBN Introducing a safer patient handling policy Royal College of Nursing, March 1999 Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) Provision and Use of Work Equipment Regulations 1998 (PUWER) HSP 6 Moving and Handling Policy Page 12 of 13

13 Moving and Handling Policy Appendix 1 Manual Handling Operations Regulations 1992 (as amended) Guidance on Regulations (excerpt) Factors to which the employer must have regard and questions he must consider when making an assessment of manual handling operations Regulation 4 (1) (b) (i) Column 1 Column 2 Factors Questions 1. The tasks Do they involve: holding or manipulating loads at a distance from trunk? unsatisfactory bodily movement or posture, especially: twisting the trunk? stooping? reaching upwards? excessive movement of loads, especially: excessive lifting or lowering distances? excessive carrying distances? excessive pushing or pulling of loads? risk of sudden movement of loads? frequent or prolonged physical effort? insufficient rest or recovery periods? a rate of work imposed by a process? 2. The loads Are they: heavy? bulky or unwieldy? difficult to grasp? unstable, or with contents likely to shift? sharp, hot or otherwise potentially damaging? 3. The working environment Are there: space constraints preventing a good posture? uneven, slippery or unstable floors? variations in level of floors or work surfaces? extremes in temperature or humidity? conditions causing ventilation problems or gusts of wind? poor lighting conditions? 4. Individual capability Does the job: require unusual strength, height etc? create a hazard to those who might reasonably be considered to be pregnant or to have a health problem? require special information or training for its safe performance? 5. Other factors Is movement or posture hindered by personal protective equipment or clothing? Is appropriate equipment available/used to reduce manual handling? Can the work be organised to reduce the risks? HSP 6 Moving and Handling Policy Page 13 of 13