Health and Wellbeing (Police Officers and Authority Police Staff) Standard Operating Procedure Notice: This document has been made available through the Police Service of Scotland Freedom of Information Publication Scheme. It should not be utilised as guidance or instruction by any police officer or employee as it may have been redacted due to legal exemptions. Owning Department: Health, Safety and Wellbeing Version Number: 2.00 Date Published: 25/05/2018 (Publication Scheme)
Compliance Record Equality Impact Assessment: Date Completed / Reviewed: 03/03/17 Information Management Compliant: Yes Health and Safety Compliant: Yes Publishable Scheme Compliant: Yes Version Control Table Version History of Amendments Date 1.00 Initial Approved Version 13/04/2017 2.00 Updated to reflect new data protection legislation 25/05/2018 (Publication Scheme) 2
Contents 1. Purpose 2. Application 3. Services 4. Confidentiality 5. Procedure for Accessing Occupational Health Advice 6. Accessing the AXA PPP Employee Assistance Programme 7. Roles and Responsibilities Appendices Appendix A Appendix B Appendix C Appendix D Appendix E List of Associated Legislation and Guidance Documents List of Associated Reference Documents List of Associated Forms Glossary of Terms Process Map - Management Referral (Publication Scheme) 3
1. Purpose 1.1. This Standard Operating Procedure (SOP) supports the delivery of the Health, Safety and Wellbeing Policy. 1.2. The purpose of this SOP is to outline the support and services available from the Occupational Health (OH) and Employee Assistance Programme (EAP) providers of Optima Health and AXA PPP and guidance about how and when to access the services. 1.3 This SOP and the associated procedures will be considered in line with the principles of the Equality, Diversity and Dignity SOP, where appropriate. 2. Application 2.1 This SOP applies to all Police Officers, Scottish Police Authority (SPA) Authority / Police Staff and Special Constables. 2.2 The term individual will be used to refer to Police Officer and SPA Authority / Police Staff from this point forward. 3. Services 3.1 OH provide independent, impartial advice to individuals about the effect work has on health and vice versa. As well as reactively addressing issues that occur, the OH service is also proactive, aiming to reduce any potential issues and helping support individuals to remain at work. 3.2 The EAP is a confidential support service which assists individuals with personal and/or work related issues which may impact their health and psychological wellbeing. Both providers will assist the SPA and the Police Service of Scotland hereafter referred to as Police Scotland by: Helping understand the impact of work on physical and psychological health and wellbeing Supporting corporate and local wellbeing initiatives helping address any issues or risks identified Providing advice and guidance on all matters related to health and wellbeing. 3.3 Occupational Health 3.3.1 The services provided by OH include: Providing advice to assist with the management of work related aspects of illness and injury and assessing fitness for work 4
Providing advice in relation to suggested rehabilitation and recovery programmes for individuals who have suffered ill health and injury Advising individuals who develop a disability whether permanently or temporary, on medical grounds, on reasonable adjustments, to secure and retain work, in keeping with the provisions of the Equality Act 2010 Provision of physiotherapy services including functional capacity assessments Provision of regular medicals for roles with a specific identified risk e.g. Firearms Officers, Police Divers etc. Delivery of Immunisation and Health Surveillance programmes where required 3.3.2 OH does not diagnose, treat or prescribe other than in limited areas of physiotherapy and immunisation. 3.3.3 Expert advice is provided by a team of fully qualified occupational health nurses, practitioners and Doctors who have knowledge of the workforce, needs and demands on individuals and relevant employment legislation. 3.4 Employee Assistance Programme (EAP) 3.4.1 The services provided by the EAP includes access to: Access to subject matter experts for advice e.g., lawyers, nurses, midwifes, pharmacists etc. Financial, legal and consumer advice Telephone, face to face or on-line counselling support Management consultancy provision of support and guidance to line managers to assist them to support individuals within their own team 3.5 Service delivery from the EAP is achieved primarily through the provision of: Professional advice and guidance in relation to all health and wellbeing matters Psychological, emotional and social risk assessments Specific psychological assessments and support for officers in identified roles carrying a significant risk 3.6 Trauma Risk Management (TRiM) and the EAP 3.6.1 Trauma Risk Management (TRiM) within SPA / Police Scotland is an early intervention / support model to assist individuals who have had direct involvement in a potentially traumatic incident as part of their role within SPA / Police Scotland. (Publication Scheme) 5
3.7 Following a TRIM referral where ongoing support is required a member of the TRiM Team or a Line Manager can make a referral to EAP. 3.8 Further information about the TRiM process, can be found within the TRiM SOP. 4. Confidentiality 4.1 Occupational Health Practitioners (OHP) work within the professional and legal requirements of medical ethics and data protection. Practitioners advise management of the consequences and likely impact on work ability of a person s medical condition, but cannot disclose what the condition is, unless with written permission of that person. All medical information concerning individuals is treated in the strictest confidence. 4.2 The Police Scotland TRiM Team work within the confidentiality agreement set down in the TRiM SOP. 4.3 The EAP is confidential. All conversations or communications with individuals are handled by expert clinicians with the highest level of respect, professionalism and integrity. The counsellors and psychologists adhere to the United Kingdom (UK) standards of Practice and Professional Guidelines for EAP s established by the British Association for Counselling and Psychotherapy, British Association for Behavioural Cognitive Psychotherapists, UK Council for Psychotherapy and counselling and Psychotherapy in Scotland and the Irish Association for Counselling and Psychotherapy. Each of these organisations clearly state standards in regard to confidentiality. 4.4 The EAP and OH will only breach confidentiality when there is an immediate risk to the individual or others. If these circumstances arise the individual will be informed. 5. Procedure for Accessing Occupational Health Advice 5.1 Self-Referral 5.5.1 There is no option to self- refer to OH. 5.2 Management Referral 5.2.1 All referrals to OH are made by line managers. 5.2.2 Line Managers may refer an individual to OH for a variety of reasons such as: To request a review on fitness for work following injury or illness which is impacting on work or has the potential to impact on work (Publication Scheme) 6
Where a health issue or disability may impact on a role or part of it Short term absence: o To establish if there is any significant health issues likely to impact on work and o Assessment of fitness to undertake role Long term absence: o To establish likely timescale for return to work o Advice on rehabilitation/return to work programme o Any recommended adjustments to job role or duties 5.2.3 Line Managers should refer to the Attendance Management SOP for guidance on specific trigger points for referrals to OH in relation to attendance. However, referral to OH should be considered on a case by case basis taking into account information available and what additional information is required. 5.2.4 Line Managers should discuss the reasons for this referral with the individual, and obtain their agreement to be referred. If there is no consent from the individual to refer, the referral cannot be made. As such advice would be sought from HR to discuss the way forward, however the individual would be advised that any decisions made to progress matters would be made without the advice, support and feedback from Occupational Health. 5.2.5 Line Managers should submit occupational referrals via the online portal where available or alternatively by completing Occupational Health Referral Form (100-002) 5.2.6 Line Managers must ensure an individual understands the reasons why a referral is being made and consents to the referral being made. 5.2.7 Where an individual is absent and cannot be contacted by telephone, Line Managers should make contact in writing, at least one week prior to the normal referral time of 28 days advising of the intention to submit a referral to OH, requesting that the individual make contact should they wish to discuss the referral further. Unless an objection is raised, Line Managers should complete the Occupational Health Referral Form (100-002) and thereafter submit at 28 days. 5.2.8 The Occupational Health Referral Form once received is retained in the individual s online medical record held by OH (OH retains this documentation for 10 years as per their Record Retention SOP). The line manager and OH employees are the only people who can then see this form. 5.2.9 OH will normally contact the individual by telephone in the first instance. The OHP will make a decision on the format of subsequent contacts based on clinical needs. (Publication Scheme) 7
5.2.10 OHPs will engage and liaise with other clinicians where appropriate for advice e.g. the Force Medical Advisor (FMA). 5.2.11 The FMA provides support to the OHPs and will consult on all cases as appropriate or on request from an OHP. FMA consultations are usually required when there is a complex health, equality or fitness issue. The FMA also has specific responsibilities in relation to ill health retirement cases. Further information is available in the Ill-health Retiral/Injury on Duty SOP. 5.2.12 Following assessment and also after any subsequent review appointments OH will send a report to the Line Manager and individual (where requested) outlining any risks and information relating to work capability. 5.2.13 Where the Line Manager wishes further clarification on a point of advice following receipt of a report, they should contact OH to discuss in the first instance. 5.2.14 Medical information must not be documented on System to Co-ordinate Personnel and Establishment (SCoPE) for confidentiality reasons. However a line manager can record on SCoPE that they have made a telephone call to OH for clarity on a report. 5.2.15 Where there are further specific questions arising, the Line Manager should put these in writing and send to OH. 5.2.16 Once all OH actions are complete the referring Line Managers will be advised that the case has been closed. 5.2.17 OH can be contacted directly on (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) This email address is secure and compliant with the required Information Security Officer (ISO) security standards. 5.2.18 Throughout the process details of management referrals should be recorded on SCoPE by Line Managers, including the referral date and any general comments, no medical details should be disclosed in order to maintain confidentiality. 5.2.19 Individuals who hold specific specialisms and or skills which require a regular medical check, (i.e. Firearms Officers, Police Divers etc.) should arrange their medical through OH in line with the procedures pertinent to their specialism / specialist post. These individuals have the responsibility to arrange theses in a timely manner. (Publication Scheme) 8
6. Accessing the AXA PPP Employee Assistance Programme 6.1 Self-Referral 6.1.1 Individuals may seek advice from the EAP by: Telephoning the dedicated helpline (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) Accessing the online portal for any advice and guidance on other issues including financial, consumer, life management etc. (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) Requesting e-counselling via the online portal link For individuals identified as having a hearing impairment or speech difficulty the initial contact can be made via the Be Supported Website and email or via the Talk Type service. 6.1.2 Individuals may seek advice or assistance pertinent to their enquiry / needs, or alternative support on other life management issues, by face to face or telephone counselling with a qualified person. 6.2 Management Referral 6.2.1 Line Managers can refer an individual to the EAP, if it is believed to be in the interest of the individual and only where the referral has been discussed with the individual. 6.2.2 Prior to instigating the referral Line Managers must obtain the verbal consent of the individual in order to progress the referral. 6.2.3 The line manager advises the EAP that they have the individual s verbal consent to make contact. The EAP documents this negating the requirement for line managers to document within other paperwork or on SCoPE. 6.2.4 The referring manager will receive confirmation if contact is successfully made with the individual or not, and where a programme of support commences the line manager will be advised when this concludes. The Line Manger will receive no other information. (Publication Scheme) 9
7. Roles and Responsibilities 7.1 Individuals 7.1.1 Individuals are responsible for managing their own personal health and wellbeing, in particular they should: Ensure that personal health and wellbeing, and that of colleagues, is not affected due to acts or omissions Raise matters of concern relating to health and wellbeing with Line Managers, Health and Safety representatives, and if referred also to OH or EAP as appropriate Comply with any instructions provided by SPA / Police Scotland, OH, EAP or TRiM Team for health reasons Co-operate with arrangements for health checks, assessments and health surveillance when requested to do so Take advantage of the OH, EAP and TRiM Team support and any advice provided 7.2 Managers and Supervisors 7.2.1 First Line Managers will ensure that: Individuals in their area of responsibility are aware of OH, EAP, TRiM and any related policies Timely and appropriate referrals are made to OH, EAP or TRiM The Attendance Management SOP requirements are compiled with respect of referral to OH and / or EAP Action is taken in line with the advice given by OH, EAP or TRiM Individuals understand the importance of discussing issues and/or attending any appointments Individuals are supported with the implementation of any reasonable workplace adjustments to enable an early and safe return to work 7.3 Occupational Health and EAP 7.3.1 OH and EAP will ensure through strategic evaluation, that the service meets the specific and changing needs of SPA / Police Scotland and that the service offered complies with legislation and evidence based practice. The key functions will be to: Provide guidance to Line Managers enabling the support of individuals with health and wellbeing related issues Advise and assist in the management of individuals with short or long term absence, including rehabilitation, redeployment and ill health retirement (Publication Scheme) 10
Assess medical fitness of individuals to perform their identified roles, including pre-employment and pre-placement screening and role specific medicals and night shift workers assessments Manage immunisation and health surveillance programmes Provide a consistent approach to OH and wellbeing matters Maintain confidentiality in line with legislative requirements Assist in ensuring that SPA / Police Scotland complies with all existing and proposed health and wellbeing related legislation Develop a proactive service that contributes to the business needs of SPA / Police Scotland Provide annual and other reports as required, including data on health trends, outcomes and compliance Ensure sound clinical governance including development of quality assurance measures via audit and customer satisfaction surveys 7.4 Trauma Risk Management Team (TRiM) 7.4.1 The TRiM Team will provide advice and guidance on all matters relating to trauma risk management. (Publication Scheme) 11
Appendix A List of Associated Legislation and Guidance Documents All relevant legislation relating to this SOP may be found at www.legislation.gov.uk including but not limited to: Adoption, Maternity and Paternity SOP Capability (Attendance & Performance (Police Officer) SOP Capability (Attendance & Performance (Police Staff) SOP Data Protection Act 2018; Death in Service SOP Disability in Employment SOP Equality Act 2010; Flexible Working SOP Health and Safety at work etc. Act 1974; Stress Management SOP Working Time Regulations 1998 Guidance Documents Blood Borne Viruses: Protecting Police Officers and Police Staff (Publication Scheme) 12
Appendix B Policies List of Associated Reference Documents Health, Safety and Wellbeing Policy Standard Operating Procedures Attendance Management SOP Equality, Diversity and Dignity SOP Ill Health Retiral / Injury on Duty (Police Officer) SOP Trauma Risk Management (TRiM) SOP Contact Details Optima Health - (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) Optima Health - (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) EAP (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) EAP (Information has been removed due to its content being exempt in terms of the Freedom of Information (Scotland) Act 2002, Section 30 Prejudice to effective conduct of public affairs) (Publication Scheme) 13
List of Associated Forms Appendix C Forms Occupational Health Referral Form (100-002) Trauma Risk Management (TRiM) Record Form (076-005) (Publication Scheme) 14
Glossary of Terms Appendix D EAP TRiM FMA OHP OH SOP SPA UK ISO Employee Assistance Programme Trauma Risk Management Force Medical Advisor Optima Health Practitioner Occupational Health Standard Operating Procedure Scottish Police Authority United Kingdom Information Security Officer (Publication Scheme) 15
Appendix E Process Maps Management Referral Management Referral Line Manager identifies need to referral to Occupational Health Line Manager discusses reasons for referral with individual Line Manager completes Management Referral form (includes section on consent) YES Does Individual Consent to Referral? Line Manager provides individual with copy of referral form NO Line Manager sends referral to Occupational Health If there is no consent given by the individual, the referral cannot be made. Seek advice from HR. Occupational Health Advisor contacts individual and decides on format of contact based on clinical need Assessment Carried Out (may include input from Force Medical Advisor) Occupational Health Advisor sends report to Line Manager and individual Line Manager can contact Occupational Health for clarity if required Case Closed (Publication Scheme) 16