Policy for Nursing & Midwifery Banks. Across NHS Dumfries & Galloway

Policy for Nursing & Midwifery Banks Across NHS Dumfries & Galloway Printed copies must not be considered the definitive version DOCUMENT CONTROL POLICY NO. 66 Policy Group Author Margo Christie Version no. 1.0 Reviewer Margo Christie, Associate Nurse Director Gail Edgar, Service Manager Jimmy Beattie, Employee Director Liz Shannon, Staff Side Ingrid Wilson, Workforce Business Partner, HR Implementation date Scope Board wide (Applicability) Status Approved Next review date Approved by APF Last review date: February 2012 January 2015 The only current version of this policy is on the intranet Page 1 of 12

CONTENTS Page No. 1. POLICY STATEMENT 3 2. OBJECTIVES 3 3. EQUAL OPPORTUNITIES 4 4. THE NURSING AND MIDWIFERY BANKS 4 5. BASIS OF AGREEMENT 4 5.1. Payment for Bank workers 5 5.2. Notice of Work 5 5.3 Sickness / Maternity absence 6 6 CONTINUING PROFESSIONAL DEVELOPMENT 6 7 TRAVEL EXPENSES 7 7.3 Travel Policy 7 8 BANK WORKER RESPONSIBILITIES 7 9 REFERENCE REQUESTS 9 10 DOCUMENT CONTROL SHEET 10 11 POLICY APPROVAL CHECKLIST 11-12 The only current version of this policy is on the intranet Page 2 of 12

Policy for Nursing and Midwifery Banks across NHS Dumfries & Galloway 1.0 Policy Statement Nursing and Midwifery banks are made up of groups of flexible workers, required to work on an as and when required basis, often at short notice, to cover for planned and unplanned shortfalls in regular staffing. The workers are referred to as bank workers and they are recruited and trained within the parent NHS organisation. Bank workers may work within a variety of clinical areas, depending on their relevant skills, and are paid at NHS rates through NHS payroll systems. NHS Scotland recognises the value of its workforce, the largest component of which is nursing and midwifery staff, and it should be noted in the context of this document that there is an increasing drive to ensure nurses, midwives and other healthcare staff can work flexibly. The Centre for Change and Innovation (CCI), in partnership with the NHS, has supported the initiative to balance working life with other commitments. One option is working as part of a bank. Currently separate Nurse / Midwifery banks operate across Acute, Primary Care, Mental Health, Maternity and the Learning Disability Service. The principles, outlined in this document applies to all. However local / service specific administrative arrangements will differ. 2.0 Objectives To ensure that bank workers are appropriately qualified, experienced and physically and mentally fit for the roles they are asked to carry out. To ensure that an appropriate and safe range of nursing and midwifery skills are available over a 24 hour period. To allocate Bank workers to an area where they are confident and are competent to work within. To ensure that nursing and midwifery bank databases hold only information on individuals who are currently working on the banks. To facilitate the development of a responsive flexible workforce with transferable skills. To ensure European Working Time Directives are met The only current version of this policy is on the intranet Page 3 of 12

3.0 Equal Opportunities NHS Dumfries and Galloway (NHS D&G) is committed to creating a working environment in which each individual s abilities and skills are recognised. NHS D&G has a legal and moral duty to ensure equality of opportunity and treatment for all its existing and potential employees. No employee, prospective employee, casual worker, client or patient shall receive less favourable treatment and no-one will be disadvantaged by any condition of employment that cannot be justified as necessary on operational grounds. 4.0 The Nursing and Midwifery Banks As stated above, the Board has separate Nurse / Midwifery banks that operate across the region and local / service specific administrative arrangements will differ. A senior manager is responsible for the management of each bank. Administrators or team leaders will have day-to-day responsibility for the administration of each bank. The DGRI Nurse Bank Office is situated within the portacabins at the rear of Dumfries and Galloway Royal Infirmary, Bankend Road, Dumfries, DG1 4AP and can be contacted on 01387 241 551 during office hours. The Maternity Services Bank is coordinated from Cresswell Maternity Wing, Bankend Road, Dumfries, DG1 4AP and can be contacted on 01387 241 207 (24 hours). The Nurse Bank for the Primary and Community Care Directorate East is coordinated from Lockerbie Health Centre, Victoria Gardens, Lockerbie, DG11 2BJ and can be contacted on 01576 205 520 during office hours The Nurse Bank for the Primary and Community Care Directorate West is coordinated from the Locality Office, Victoria Place, Stranraer, DG9 7HX and can be contacted on 01776 707 748 during office hours. The Nurse Bank for Mental Health Services is coordinated from Midpark, Bankend Road, Dumfries and can be contacted on 01387 244318 (number to change January 2012) 5.0 Basis of Agreement Bank workers will receive a letter of agreement from NHS Dumfries and Galloway. This sets out that there is no obligation for the NHS to provide bank workers with regular shifts or hours of work, and when offered, shifts can be turned down by bank workers providing they are not already confirmed on availability sheets. The only current version of this policy is on the intranet Page 4 of 12

5.1 Payment for Bank workers Individuals joining the banks will be offered payment in accordance with the first point of the band appropriate to the post of Registered Nurse, Registered Midwife or Health Care Support Worker as per Agenda for Change. Where substantive post holders join a bank in the same role as their current post they will be offered payment on the same point as they are already employed at. Where substantive post holders join a bank in a different role, they will be offered payment in accordance with the first point of the band appropriate to the post of Registered Nurse, Registered Midwife or Health Care Support Worker as per Agenda for Change. In addition to payment for any hours worked bank workers accumulate payment for annual leave. This is currently at the rate of 12.07% per hour, as per Agenda for Change. Bank workers will be required to request a period of annual leave for the payment accumulated for annual leave to be paid. Notice required from bank workers for the annual leave payment to be paid is a minimum of 4 weeks. 5.2 Notice of Work As much notice as possible will be given when booking individuals for specific shifts. However the function of the banks is such that, on occasion, bank workers may be contacted at very short notice. Similarly, as much notice as possible will be given should a shift need to be cancelled. The minimum notice will be 24 hours. Every reasonable effort will be made to contact bank workers and this will include sending a text message to the individuals mobile phone. If the requirement for a shift is cancelled with less than 24 hours notice, bank workers have the choice of either coming in to work in another area and being paid, or not attending for duty and not receiving payment. 5.3 Sickness / Maternity Absence 5.3.1 Sickness If a bank worker has to cancel a shift due to sickness or injury, they must adhere to the NHS Dumfries & Galloway Sickness Absence Policy. This requires individuals to contact the relevant administrator / team leader, etc. as early as possible, (preferably before the start of the shift), to notify that they are unable to attend work as planned. If bank workers need to report sickness / absence out of hours they must contact the relevant ward or department as soon as practicable and subsequently notify the relevant administrator / team leader, etc. The only current version of this policy is on the intranet Page 5 of 12

5.3.1.1 Bank Workers With More Than One Job Bank workers who have substantive post(s) and who are unable to work on the bank for the reason of sickness, must inform the bank administrator or team leader when reporting their absence that they have a substantive post(s) and confirm whether or not they are attending their substantive post whilst off sick from bank work. Failure to do this may result in disciplinary action being taken as claiming pay from one job whilst being off sick and claiming SSP from another may be considered as fraud unless special circumstances apply. Bank workers who have a substantive contract as well as a bank worker agreement with the same organisation (e.g. the NHS) may have sickness absence from one or more jobs assessed with the involvement of Occupational Health Services (e.g. as per the stages of the Sickness Absence Policy) and then managed appropriately in line with the Sickness/Absence Policy. 5.3.1.2 Sick Pay Bank workers may be entitled to receive Statutory Sick Pay (SSP). (Source: AfC Guidance for Bank workers). SSP may be payable providing:- a) you have followed the sickness absence reporting procedure; and b) subject to you having worked a sufficient number of hours to pay National Insurance contributions over a 13 week qualifying period of continuous employment. Sick leave is recorded by the banks for monitoring purposes. Failure to report sickness / absence may lead to SSP being withheld or the suspension of SSP. 5.3.2 Maternity Leave Bank workers are only entitled to receive Statutory Maternity Pay. (Source: AfC Guidance for Bank workers). A bank worker is required to notify the relevant bank office of their pregnancy and expected date of confinement. The relevant manager will arrange to meet with the bank worker. Risk assessments will be carried out as per the maternity policy and any review dates will be agreed in accordance with this. Please contact either Human Resources or the Payroll Department for further information as required. The only current version of this policy is on the intranet Page 6 of 12

6.0 Continuing Professional Development Opportunities Bank workers will have access to professional development opportunities to allow them to meet the range of Knowledge and Skills Framework (KSF) elements they are required to meet, as per any member of the substantive nursing / midwifery staff. 7.0 Travel Expenses 7.1 Travel Policy Bank workers have an identified area which will become their primary base(s) e.g. a hospital or locality. Travel and subsistence claims will only be met when: 1. The cost of travel or subsistence has been specifically agreed in advance for the bank in accordance with Agenda for Change and Regional Health Board policies. 2. A bank worker has been asked to move to another area by the organisation. They will not suffer any financial detriment and travel / subsistence payments will be made available as appropriate. (See point 6 for example of claim allowed). 3. It is recognised that there are exceptional circumstances where distance may be a barrier for bank workers to supply bank cover. For the more remote and rural areas, if the nurse / midwifery manager (for that area) in conjunction with the bank office considers the clinical risk is of a sufficient level to merit paying travel and other subsistence expenses then payment can be made. 4. Claims are authorised and actioned according to the regional systems to ensure financial audit trails are in place. 5. There is a need for overnight accommodation due to inclement weather conditions / distances and access. The Adverse Weather Policy should be followed in this instance. 6. They are for the distance between the primary base(s) and the new destination. E.g. home to furthest primary base is 10 miles, home to new destination is 20 miles, allowed to claim 10 miles return = 20 miles return journey. 7. Other forms of transport can be used such as rail, coach or taxi fares, copies of the receipts or used tickets are required to support the claim made, where there has been prior agreement. 8. All bank workers must have appropriate business insurance to cover use of their own vehicle in relation to bank work. 8.0 Bank Worker Responsibilities 8.1 Attend for interview prior to commencing work with the bank. 8.2 Ensure correct contact details, payment details, evidence of qualifications and memberships (e.g. nurse registration) are provided to the bank administrator / The only current version of this policy is on the intranet Page 7 of 12

team leader. Complete a Disclosure Scotland PVG Form and provide References and Medical Information as required. If there are any changes to personal details or circumstances affecting bank work, ensure the bank administrator / team leader is notified as soon as possible. 8.3 Attend all mandatory training sessions. Attendance at the Corporate Induction Programme is a mandatory requirement for all bank workers that are not already employed to work for NHS Dumfries and Galloway. Health care support workers are required to complete a HCSW Induction Standards, and local induction arrangements apply to all bank workers. 8.4 Complete an availability form and submit this weekly / monthly or as agreed for your bank. Notify the bank administrator / team leader immediately of any availability changes. 8.5 Wear an appropriate full uniform at work as per NHS Dumfries and Galloway s Uniform Policy and adhere to the policy. 8.6 Wear an identification badge at all times as appropriate for the work area while on duty. 8.7 Fully complete a timesheet with a booking reference number (if relevant) for each shift worked. This sheet must be checked and signed by the nurse / midwife in charge of the shift. All timesheets must be submitted to the relevant bank office as soon as possible to ensure payment is generated. 8.8 Notify immediately the relevant administrator / team leader if unable, for any reason, to attend for a booked shift. Out of hours notify the relevant ward or department and subsequently notify the bank office as soon as practicable. 8.9 Adhere to NHS Dumfries and Galloway s Sickness Absence Policy for reporting sickness absence plus the requirements for bank workers with more than one job. 8.10 Follow NHS Dumfries and Galloway s policies and guidance notes in accordance with the requirements of your conduct, performance, and work duties. (e.g. Confidentiality and Access to Patient Records, Health and Safety, Equal Opportunities, Hygiene, etc.) 8.11 Participate fully when requested in any review / performance development planning process. 8.12 Monitor total working hours to ensure European Working Time Directive is adhered to. The Regulations cover the following areas pertaining to bank workers working time: A worker's average working time must not exceed 48 hours for each seven-day period (averaged over 17 weeks). This is inclusive of time worked on Bank/Secondary employment/holiday The only current version of this policy is on the intranet Page 8 of 12

All employees should receive an uninterrupted weekly rest period of 35 hours (including the eleven hours of daily rest) in seven-day period for which they work for their employer. Where this is not possible they should receive equivalent rest over a 14 day period, either as one 70 hour period or two 35 hour periods. 9.0 Reference Requests Bank workers who wish to provide the name of a referee to confirm their skills and knowledge for hours or shifts worked on the Bank should seek permission from the individual Senior Charge Nurse / Midwife before submitting their name on any application form. The reason for this is that an individual bank may be unable to give such references for bank workers who have worked limited shifts or in a number of different departments. General references confirming the date an individual joined a bank, the type of work completed, and the number of hours worked only can be provided by a bank administrator / team leader. The only current version of this policy is on the intranet Page 9 of 12

DOCUMENT CONTROL SHEET 1. Document Status Title Policy for Nursing & Midwifery Banks Across NHS Dumfries & Galloway Author Margo Christie Approver Hazel Borland Document reference Version number 1.0 2 Document Amendment History Version Section(s) Reason for update 1 Point 5.2 The minimum notice period was moved to 24 hours. 3. Distribution Name Responsibility Version number Bank Manager Distribution to HR, Staff Side email 2.0 group, Nurse / Midwifery Managers, Senior Charge Nurses and Midwives for comment. Arlene Melbourne Distribution to APF 2.0 Ann Weir Add to Nursing Portal Page 2.0 4. Associated documents NHS Dumfries and Galloway Sickness / Absence Policy NHS Dumfries and Galloway Quality Rostering NHS Dumfries and Galloway Uniform Policy NHS Dumfries and Galloway Adverse Weather Policy 5. Action Plan for Implementation Action Lead Officer Timeframe Place on policy register Board Secretary February 2012 Place on intranet Department of Nursing February 2012 Dissemination to senior staff through line management Raise awareness and inform staff Use policy General Managers, Nurse / Midwifery Managers, Bank Managers General Managers, Nurse / Midwifery Managers, Bank Managers, Staff Side reps All Senior Charge Nurses, Nurse Managers, Nurse Bank Managers, Nurse Bank Co-ordinators and all nursing staff. February 2012 February 2012 February 2012 The only current version of this policy is on the intranet Page 10 of 12

NHS DUMFRIES AND GALLOWAY POLICY APPROVAL CHECKLIST This checklist must be completed and forwarded with the policy to the appropriate approval group POLICY TITLE Policy for Nursing & Midwifery Banks Across NHS Dumfries & Galloway POLICY NO. EXECUTIVE LEAD Hazel Borland, Executive Nurse Director Why has this policy been developed? Has the policy been developed in accordance with or related to legislation? Please give details of applicable legislation. Has a risk control plan been developed? Who is the owner of the risk? Who has been involved/consulted in the development of the policy? Has the policy been assessed for equality and diversity in relation to:- Race/Ethnicity Gender Age Religion/Faith Disability Sexual Orientation The purpose of this document is to inform those who have been offered work on the Nurse / Midwifery Bank of the general principles that apply to this work and the requirements they are to meet. This document, along with a more detailed operational document, also outlines the systems currently in place to ensure the standardisation across NHS Dumfries and Galloway of the protocol for the usage of the banks. The document is based on Agenda for Change Terms and Conditions of Employment and a specific paper detailing Bank worker T&C's. Ultimately AfC is based on a raft of employment legislation with terms further agreed on a national basis in partnership. N/A Meeting held with Staff Side Director, HR, Associate Nurse Director, and Nurse Bank Service Manager. Email distribution to Nurse Managers, Midwifery Nurse Manager, Senior Charge Nurses, Midwives, HR and Staff Side Group for comments. Has the policy been assessed for Equality and Diversity not to disadvantage the following groups:- Minority Ethnic Communities Women and Men Religious & Faith Groups Disabled People Young People L, G, B & T Community The only current version of this policy is on the intranet Page 11 of 12

Does the policy contain evidence of the Equality & Diversity Impact Assessment Process? Is there an implementation plan?, via line management structure. When will the policy take effect? January 2012 If the policy applies to partner agencies, N/A please explain the reasons for this and how they will be informed of their responsibilities. Is any training required? Staff Induction Programme for new staff. If yes, has any been arranged? Through the Induction process for new staff. Are there any cost implications? If yes, please detail costs and note source of funding If the policy has to be reviewed other than bi-annually please state the reasons for this. Who will review the policy? (please give designation) Staff Induction Costs Band 2, Nursing Auxiliary (mid point) - 450 Band 5, Staff Nurse (mid point) - 700 Source of funding is the Nurse Bank budget overheads are claimed back from the wards. N/A Name: Margo Christie Date: January 2012 Associate Nurse Director The only current version of this policy is on the intranet Page 12 of 12