Guidance for Staff Wishing to Volunteer to Support the Ebola Virus Disease (EVD) Response in West Author: Africa Date: 26 September 2014 Version: 1 Publication/ Distribution: All staff Purpose and Summary of Document: The Chief Medical Officer (Welsh Government) wrote to all Health Boards and Trusts on 22 September 2014 asking for the cascade of information to staff within relevant clinical services and teams who may wish to volunteer to support the EVD response in West Africa. has subsequently developed the following guidance for staff who may be considering volunteering. It should be emphasised that this is very much a personal decision but that senior managers within the organisation will do all they can to support those wishing to volunteer. Date: 26/09/14 Version: 1 Page: 1 of 6
1. INTRODUCTION The UK is at the forefront of the international support for the countries in West Africa currently facing an outbreak of Ebola Virus Disease (EVD). It is recognised that the key to combating the epidemic will be in supporting in-country front line health workers and underpinning a fractured health system. Consequently the Chief Medical Officer (Welsh Government) wrote to all Health Boards and Trusts on 22 September 2014 asking for the cascade of information to staff within relevant clinical services and teams who may wish to volunteer to support the EVD response in West Africa. has subsequently developed the following guidance for staff who may be considering volunteering. It should be emphasised that this is very much a personal decision but that senior managers within the organisation will do all they can to support those wishing to volunteer. The safeguarding, registration, monitoring and support of those individuals and their safe transfer home is of paramount importance and we will be working closely with Public Health England to ensure that any volunteers are suitably trained and monitored throughout any visit and appropriately assessed and managed on return. 2. ROLE OF UK-MED The co-ordination of volunteers wishing to support the EVD response is being undertaken on a UK wide managed basis by UK-Med. Established in 1995, UK-Med supports education and training for health workers in developing countries as well as facilitating the provision of UK health care workers who volunteer their services to countries during conflict and catastrophe. UK-Med is responsible for the UK International Emergency Medical Register (UKIEMR). This comprises a database of healthcare professionals ready to deploy to sudden onset emergencies overseas and currently for volunteers from the NHS willing to support the EVD response. UK-Med has robust arrangements in place to cover recruitment, health screening, pre-deployment training and support once a deployment has been completed. Further information can be found on the UK-Med website Date: 26/09/14 Version: 1 Page: 2 of 6 www.uk-med.org
3. ROLES THAT MAY BE REQUIRED Roles that may be required include medical practitioners, nursing staff, paramedics, pharmacists, psychologists, health information managers, logisticians and outreach managers. Examples of the roles required can be found on the UK-Med website. Whilst initial help is being requested from those with previous experience (which may include having been to Africa in a similar capacity previously), it is anticipated that as the situation develops, those with generic skills will be welcomed. 4. FOR HOW LONG WILL VOLUNTEERS BE AWAY? It is envisaged that any visit is likely to be for a six week period. For staff assessed and subsequently accepted by UK-Med, it is not yet clear what notice they may be given before having to leave for Africa. 5. PROCESS FOR STAFF WISHING TO VOLUNTEER 5.1 Anyone considering volunteering should discuss this in the first instance with their line manager. 5.2 Whilst wishes to support the EVD response in West Africa, we must also ensure that as with all leave requests, safe staffing levels and services are maintained within the organisation. Anyone wishing to volunteer should therefore complete the brief form included at Appendix 1 which will be considered carefully by their Executive Director and a response given promptly. 3. Having received approval from their Director, any member of staff wishing to volunteer should register with the UK International Emergency Medical Register (UKIEMR) which can be achieved via the UK-Med website www.uk-med.org. We are advised that UK-med are currently receiving an increased number of applications and may not, therefore, be in a position Date: to 26/09/14 reply straight away. They Version: have 1 provided assurance Page: 3 of however 6 that all applications will be logged immediately and that volunteers will be contacted as soon as possible to complete the application process. There
will be an appropriate assessment, to include occupational health clearance and an assurance that individuals are fit to go. 6. ARRANGEMENTS FOR SALARY Whilst away from work, staff will receive their normal basic full pay i.e. the basic pay that they would normally have expected had they been in work. The contractual position with regard to any additional payments or specific benefits will be agreed between the Trust and the individual prior to the period of absence from work. Continuity of service will be preserved. 7. FURTHER INFORMATION AND GUIDANCE 7.1 Any further queries may be directed to your local health protection team in the first instance and contact details can be found at: http://www.wales.nhs.uk/sites3/page.cfm?orgid=457&pid=25689 7.2 A range of further guidance and information regarding the EVD outbreak in West Africa is available on the website: http://www.wales.nhs.uk/sitesplus/888/page/74608 7.3 Guidance on the management of health care workers returning from humanitarian work in West Africa is currently under development and will be circulated shortly. Date: 26/09/14 Version: 1 Page: 4 of 6
Appendix A Application for Special Leave: Support to the EVD Response in West Africa ABMU HEALTH BOARD Personal Details Full name: Position: Division: Work base: Contact telephone number: I wish to apply for special leave to volunteer in support of the EVD response in West Africa Signed: Date: To be completed by Executive Director S p e cdate: i a l l26/09/14 e a v e g r a n t e d ( t hversion: i s Yes 1/ No Page: 5 of 6 episode):
If not granted, please give reason: Signed: Date: Name: Position: Copy to be forwarded to the Workforce and OD department Date: 26/09/14 Version: 1 Page: 6 of 6