Goulburn Valley Health Code of Conduct Healthy Communities
VISION Healthy communities. MISSION Goulburn Valley Health is the regional provider of health services. We will: Provide the highest quality care and service in prevention, diagnosis and treatment of injury, disease and other clinical conditions; Support integrated healthcare; Drive innovation in healthcare provision; Work in partnership with others to promote healthy communities; Provide leadership in healthcare to the region; Provide opportunities for teaching, training and research in healthcare; and Excellence We act with professionalism to bring the highest quality of care to meet the needs of our patients Accountability We will be responsible for the care and patient outcomes provided by GV Health, and the consequences of our actions Teamwork We work constructively and collaboratively within GV Health as well as with external partners to deliver integrated care to our patients Ethical Behaviour We act with integrity, professionalism, transparency, honesty and fairness to earn the trust of those who we care for The Values CREATE expectations that GV Health sets for itself Attract health care professionals as an employer of choice. VALUES Compassion We are caring and considerate in our dealings with others Respect We acknowledge, value, and protect the diversity of beliefs, and support the rights of others in delivering health services 2 www.gvhealth.org.au
OUR VALUES Our values are evident in the ways in which we behave, care for our patients and interact with others. Some examples of our values in action include: Compassion We welcome all people to our services and facilities We are open to one another in times of joy and in times of need We strive to treat all people with consideration and sensitivity Respect We treat others as we would wish to be treated ourselves We value and appreciate diversity in all people We recognise the dignity and worth of every person, treating them fairly and without being judgemental Teamwork We value the contributions of others We foster teamwork and collaboration, joined in a common purpose, and in a spirit of harmony We strive to maintain positive relationships with others to ensure the delivery of integrated care Ethical Behaviour We are truthful and principled, with ourselves and with others, in all we say and do We consider our actions, behaviour and decisions in light of our mission We are fair and transparent in our dealings with others Excellence We embrace learning and we are open to change We strive to provide high standards of care We encourage innovation in the pursuit of improved outcomes Accountability We take responsibility for our actions and exercise good judgement We are efficient and economical in the use and management of resource We accept and commit to individual, team and organisational responsibilities Healthy Communities 3
Contents Vision 2 Mission 2 Values 2 Our Values 3 Foreword 5 Definitions 6 Application of the Code 6 Compliance with the Code 6 Compliance with the Law 6 Responsibilities 7 Alcohol and Substance Abuse 7 Attendance 7 Authority to Sign Documents on behalf of GV Health 7 Confidentiality and Privacy 8 Conflicts of Interest 8 Corporate Social Responsibility 9 Criminal History Reporting 9 Driving GV Health Vehicles 9 Environment and Sustainability 9 Equal Employment Opportunity and Non-Discriminatory Practices 10 Fair Dealings with Third Parties 10 Fraud, Theft and Corruption 10 Gambling 11 Gifts and Gratuities 11 GV Health Identification Badge 11 Financial Information Management 11 Intellectual Property 12 Media and Public Representation 12 Occupational Health & Safety 12 Other Employment or Involvement in other Business 13 Personal Electronic Equipment 13 Professional Attire 13 Procurement and Tendering 14 Professional Conduct 14 Providing References Verbal and Written 14 Smoking 14 Social Media 15 Use of GV Health Credit Cards 15 Use of GV Health Resources 15 Use of Unlicensed Software 16 REFERENCES: 16 4 www.gvhealth.org.au
Foreword The Goulburn Valley Health (GV Health) Code of Conduct (the Code), in keeping with the Code of Conduct for Victorian Public Sector Employees and the Financial Code of Practice, sets out the behaviours expected of all our employees including all those who provide services for, or on behalf of GV Health including but not limited to visiting medical officers, contractors, agency or locum employees, students and volunteers. The Code gives expression to the GV Health values of Compassion, Respect, Excellence, Accountability, Teamwork and Ethical Behaviour. The Code helps us understand our obligations and responsibilities to each other and to the organisation. GV Health s mission and vision can be achieved only if we hold each other to the highest standards or behaviour in all that we do. The Code comprises of two sections: Overview of our values, including the behaviours that demonstrate what it means to uphold our values, and Policies and expectations in relation to workplace conduct. The Code also forms part of our employment contract/terms of engagement with GV Health. It is important that, as well as committing to the Code, each person who works within our facilities assumes responsibility for demonstrating the behaviours articulated in the Code. The GV Health Code of Conduct seeks to provide the basis for developing a positive, engaging workplace culture a culture which reflects our values. This can only be achieved when each of us is accountable, both individually and collectively, for the way in which we conduct ourselves in the workplace and how we interact with our stakeholders. Dale Fraser Chief Executive Officer Healthy Communities 5
Definitions Individuals employees, directors of the GV Health Board, visiting medical officers, contractors, agency or locum employees, students, volunteers and consumer representatives. Consumers patients, clients, customers and residents Conflict of Interest is where there is potential for an Individual s loyalties to be divided. Executive means the Chief Executive Officer and Executive Directors Leaders means the Board of Directors, the Executive, Divisional Directors, Department Managers, Team Leaders and Supervisors. Application of the Code This Code applies to anyone who is employed, works with or represents GV Health (in any capacity) including employees, directors of the GV Health Board, visiting medical officers, contractors, agency or locum employees, students, volunteers and consumer representatives (Individuals). Employees of GV Health should read this Code in conjunction with the Code of Conduct for Victorian Public Sector Employees. GV Health refers to all facilities, property and services owned or managed by GV Health. Compliance with the Code It is the responsibility of all Individuals to understand and uphold the standards and principles prescribed in this Code and all relevant GV Health policies. Our duty also extends to supporting others to do the same, to continually observe the Code, and report any known or suspected breaches of which we may become aware. Behaviours that breach the spirit or the stated requirements of the Code may result in progress towards performance management and/or disciplinary action. Compliance with the Law As a member of GV Health, Individuals are expected to understand the legislation applicable to them in undertaking their duties with, or for, GV Health. Leaders also have a responsibility to ensure that Individuals know what the law requires and that they understand the importance of complying with the law. In circumstances where laws and regulations are difficult to interpret, direction should be sought from the relevant Executive Director, Chief Executive Officer or Human Resources. 6 www.gvhealth.org.au
Responsibilities All Individuals will act professionally and ethically, demonstrating an understanding and commitment to the Code in carrying out duties at GV Health. The Code is not intended to be read as a set of rules and it cannot address all possible situations an Individual may encounter. As a member of GV Health, each of us have a personal responsibility and accountability to exercise good judgement and obtain guidance when we are in doubt. Our leaders will demonstrate commitment to: -- The mission, vision and values of GV Health and perform their duties in a manner that upholds the Code -- Upholding and promoting the standards and spirit of the Code and model the way which demonstrates a commitment to the mission, vision and values of GV Health -- Ensuring Individuals understand, have access to, and comply with the GV Health Code of Conduct, policies, procedures and relevant legislation, and -- Setting an example for others and recognising Individuals who demonstrate the expected behaviours. Alcohol and Substance Abuse GV Health is committed to providing a safe working environment which facilitates the safe delivery of care. Therefore the unlawful possession, use, production, consumption, distribution or sale of alcohol and/or substances on GV Health premises by all Individuals is prohibited, except as provided for in the GV Health policy. GV Health Alcohol and Substance Abuse in the Workplace Policy EXPOL3001 Attendance We believe our professionalism and personal commitment has a great impact on the quality of our care, as well as patient satisfaction. GV Health requires all Individuals to be punctual and attend work as required by their terms of engagement or employment with rest and meal breaks taken in accordance with the respective industrial instrument and departmental requirements. It is important to demonstrate accountability for attendance by following facility/departmental protocols for recording attendance on arrival and leaving work, as well as, reporting and accounting for absence(s) in accordance with respective industrial and organisational requirements. Authority to Sign Documents on behalf of GV Health Individuals may not sign any documents on behalf of GV Health or in any way commit the organisation to any agreement unless they have been properly authorised to do so as set out in the Instrument of Delegation. GV Health Instrument of Delegation Healthy Communities 7
Confidentiality and Privacy As a member of GV Health, Individuals have an obligation to ensure confidentiality of all information, materials, dealings accessed or acquired during the course of their work is maintained (unless specifically authorised) and that information is not misused. Some ways of maintaining confidentiality include ensuring that information that is confidential is only shared with authorised recipients, information is not used for any purposes other than for performing work at GV Health, or complying with laws that govern the use and disclosure of information, including privacy laws. It is very important that Individuals understand that their obligation to protect the confidentiality of information continues to take effect even after the cessation of our work/contract/employment at GV Health. Confidential information includes, but is not limited to business and financial plans, prospective and existing clients and/or patients, employee information, software and other inventions developed or licensed by, or for, GV Health, computer systems and building security passwords. GV Health Confidentiality Policy EXPOL3035 GV Health Computer Network Security Policy EXPOL4001 GV Health Privacy Policy EXPOL4004 GV Health Access and Security of Patient Information Policy EXPOL4005 Conflicts of Interest All members of GV Health have an obligation to avoid financial, business or other relationships which might conflict with the legitimate operational interests of GV Health or the proper performance of their duties. Individuals must also avoid even the appearance of a conflict between their personal interests and those of the organisation. As a member of GV Health, Individuals must act in good faith, subscribe to the course of highest integrity and act in the best interests of the public. It is therefore important that Individuals do not participate in activities that involve a conflict between their duties and responsibilities, or which are prejudicial to GV Health. Any Individual employed by or undertaking work for, GV Health must make decisions in the best interests of GV Health, as conflicts of interest that lead to biased decision making may constitute unethical and/or (in some instances) fraudulent conduct. GV Health employees with a delegation greater than $1,000.00 are required to complete an annual Conflict of Interest Declaration. GV Health Gifts and Benefits Policy EXPOL3025 GV Health Procurement Policy EXPOL2040 8 www.gvhealth.org.au
Corporate Social Responsibility When developing policies, with regards to strategic business planning, budgeting and forecasting; Individuals must give due consideration to financial, environmental and social effects of current and future environments. In effect, it must be demonstrated that material, economic and other assumptions have been considered. There should also be an assessment of commercial risk and supporting financial analysis for any new commercial projects. Criminal History Reporting An Individual, as required by the Code of Conduct for Victorian Public Sector Employees and the GV Health Security Screening Policy, must immediately inform their Department Manager if charged with a criminal offence. GV Health Security Screening Policy EXPOL3009 Driving GV Health Vehicles Where Individual employees are required to use a GV Health owned vehicle as part of their engagement they must provide a copy of their driver s licence to their Department Manager. Individuals are also required to notify their Department Manager of any change in licence status including suspension. Individuals are required to carry their driver s licence at all times while driving a GV Health owned vehicle. When collecting the keys for a fleet vehicle for which a booking has been made, Individuals must show their licence to the receptionist. GV Health Overview of Motor Vehicle Policies EXPOL3033 Environment and Sustainability Individuals have an obligation and commitment to behave in a way that takes into account their responsibilities to the broader community and the environment we share by ensuring the environmental impact of GV Health s facilities are well managed and, where possible reduced. As Individuals and as an organisation we are to be aware of the impact our operations have and what we can do to minimise this. GV Health Waste Management Guidelines SPEPROW001 Healthy Communities 9
Equal Employment Opportunity and Non-Discriminatory Practices GV Health values and takes pride in diversity and continually strives to build an inclusive workforce that remains respectful and appreciative of one another s differences. GV Health is an equal opportunity employer and does not tolerate any form of unlawful discrimination, harassment, treating someone less favourably, bullying, victimisation, other unacceptable or offensive conduct whether made directly (e.g. in person) or indirectly (through another medium e.g. making derogatory comments about a person to another, posting comments on social networking forums, etc.). All Individuals at GV Health shall work cooperatively, support and learn from one another and accept and respect differences in opinions and personal styles of interaction. Each Individual has a personal responsibility to contribute to a work environment that is fair, transparent in its operations, impartial, and to ensure others are treated with dignity, courtesy and respect. GV Health Equal Employment Opportunity Policy EXPOL3039 Fair Dealings with Third Parties Individuals involved in the negotiation of agreements and contracts on behalf of GV Health are to ensure that all statements, communications and representations are accurate and truthful. Individuals are to act honestly and fairly in all such business transactions. All dealings with any government, community and other public sector agencies are to be fair, objective and courteous. GV Health Gifts and Benefits Policy EXPOL3025 GV Health Procurement Policy EXPOL2040 Fraud, Theft and Corruption GV Health promotes an organisational culture that does not tolerate acts of fraud, theft or corruption, and all Individuals have a responsibility for the proper management of GV Health s resources. Fraud can take many forms, but it always involves deceit. Theft is an act of stealing or taking something that does not belong to you without permission from its rightful owner or manager. Regardless of who benefits, any act that involves fraud, theft or misappropriation of property, money, resources or services of GV Health, including that of Individuals, consumers or suppliers is strictly prohibited and will not be tolerated. GV Health s Fraud Policy and Whistleblowers Policy set out the requirements for governing fraud, theft and corruption risks, and provide specific guidance in relation to roles and responsibilities of all Individuals in the identification, prevention and escalation of fraud and corruption risks and events. GV Health Whistleblowers Policy EXPOL2001 GV Health Fraud Policy EXPOL2034 10 www.gvhealth.org.au
Gambling With the exception of departmental/organisation competitions or raffles that are conducted to raise funds, or individual Lotto syndicates or sweeps, gambling on GV Health s premises is strictly prohibited and confirmed breaches will result in disciplinary action. GV Health accepts no responsibility for individual Lotto syndicates or sweeps that may be organised within a Department. Gifts and Gratuities Both the giving and receiving of gifts and/or hospitality have the potential to impact GV Health s operations. In all circumstances where gifts are offered, the values of integrity and fairness must be upheld, and the receipt of gifts should not alter the manner in which patients, suppliers, employees and/or other stakeholders are treated. The acceptance (or giving) of gifts, services and hospitality is related to the issue of conflicts of interest and can leave GV Health vulnerable to accusations of unfairness or partiality. The giving and receiving of gifts and hospitality in relation to work are governed by the GV Health Gifts and Benefits Policy. GV Health Identification Badge For security and safety purposes all Individuals are required to wear their GV Health Identification Badge at all times while on duty. GV Health Identification Badge Policy EXPOL3015 Financial Information Management Completeness and accuracy of financial reports relies on the integrity of the data and information provided. It is essential that there is adequate maintenance of the information management systems to ensure data integrity. GV Health will ensure that there are appropriate controls and monitoring of the systems, including sub-ledgers, to enhance data integrity. GV Health financial books, records and statements must properly document all assets and liabilities accurately reflect transactions of the organisation and are retained in accordance with all applicable laws and regulations. These documents must not be inappropriately altered. Individuals must not make false entries in the books or records of GV Health for any reason. GV Health Financial Administration and Management EXPOL2033 Healthy Communities 11
Intellectual Property Unless governed by law or agreed in writing, any intellectual property developed by an Individual during, or as a result of, their employment or engagement with the GV Health is the sole property of GV Health. An Individual may retain the copyright of work produced only if approved by the Chief Executive Officer or their delegate. Media and Public Representation GV Health respects an Individual s freedom of expression and the right to share insight and express one s opinion. In so doing, Individuals are to exercise personal responsibility and care during or outside of work (including comments made online, through social networks and/or other media) to ensure that any information, casual comment or actions by an Individual does not reveal any private or confidential information, or contravene our values, misrepresent or cause reputational damage to GV Health or its stakeholders. Only authorised Individuals are able to make public comment on behalf of GV Health as outlined in the GV Health Public Relations policy. Any request for an interview or public comment by media representatives must be referred to the Media and Communications Consultant. GV Health Public Relations Policy EXPOL2012 GV Health Social Media Policy EXPOL4020 Occupational Health & Safety GV Health is committed to providing a work environment that is safe, appropriate for work, mitigates risk to one s health and promotes the wellbeing of its workforce. GV Health aims to achieve this through an effective OHS system that is fully integrated into our daily activities. Working safely is a condition of employment and everyone is accountable for meeting health and safety requirements. All Individuals are expected to comply with the GV Health Occupational Health and Safety Policies and take reasonable care in ensuring: their own safety and that of others; compliance with relevant legislation, organisational policies and work practices; active participation in OHS training; and, reporting any OHS matters. GV Health Occupational Health and Safety Policy EXPOL5002 12 www.gvhealth.org.au
Other Employment or Involvement in other Business Employees of GV Health are expected to devote the whole of their time and attention during working hours to the business of GV Health and at other times as reasonably necessary to properly perform their duties. Outside employment could interfere with the proper performance of official duties, pose risks to an Individual s health and safety or give rise to a conflict of interest. Employees who engage in employment outside of GV Health are to notify their Department Manager that they are employed by another organisation or are engaged in their own business and take all reasonable steps to ensure employment outside of GV Health does not pose a risk to their health and safety or interfere with the full and proper performance of their GV Health duties. GV Health Procurement Policy EXPOL2040 Personal Electronic Equipment To reduce the risk of a workplace incident and improve safety and productivity in the work place for Individuals and consumers, Individuals are not permitted to carry private electronic equipment on their person while they are on duty. Personal electronic equipment includes mobile phones, hand held games, cameras, walkmans/mp3 players, ipads, etc. Individuals are not permitted to use their own private electronic equipment to take photos or digital images in the workplace (including photos of patient treatment/care provided for storage on the patient s record). GV Health s photographic equipment is the only authorised equipment permitted to take photographs in the workplace. Individuals who wish to make, or expect to receive, personal telephone calls should take care to ensure these are kept to a minimum (and only during authorised breaks) whilst at work and it does not impact on the operations of their work area or their work. Professional Attire All Individuals are required to maintain a professional image through high standards of grooming and personal presentation. The requirement to be appropriately groomed and well-presented also extends to contractors and subcontractors who attend GV Health services/facilities. Employees are to wear a full issue of uniform where one is provided. While on duty, dress and appearance shall be neat, clean and appropriate to the nature of the work to be undertaken and in compliance with relevant organisational policies (e.g. uniform, personal protective equipment and infection control). GV Health Uniforms Policy EXPOL3017 Healthy Communities 13
Procurement and Tendering GV Health will ensure, in accordance with the Victorian Government Purchasing Board Procurement Policies, that appropriate procurement procedures are in place in accordance with the government policy. The management of the tendering process in GV Health will be conducted in a manner that is congruous to the Victorian Government s Ethical Purchasing Policy. Those GV Health employees involved with contract management will, throughout the entire process, maintain independence and integrity and ensure the transparency of the processes. Policies for contract management are documented in the Victorian Government Purchasing Board Procurement Policies. All contracts are to be scrutinised in order to identify and minimise commercial risk and liabilities and to ensure that contract deliverables are met. GV Health shall also ensure that tender complaint procedures have been implemented. GV Health Instrument of Delegation GV Health Procurement Policy EXPOL2040 Professional Conduct Individuals at GV Health who are engaged as registered health practitioners are required to understand their responsibilities and obligations regarding the mandatory reporting of notifiable conduct concerning a registered health practitioner. These obligations are imposed by the Health Practitioner Regulation National Law Act 2009. GV Health Mandatory Reporting of Health Professionals Policy EXPOL3055 Providing References Verbal and Written To ensure confidentiality and reliability of the information provided, the relevant Department Manager or human resources representatives are the only persons authorised to give out verbal information relating to an employee s work history and work performance when such a request is made by an employee. Written references will only be provided by GV Health where authorisation from the relevant Executive Director has been provided. GV Health Instrument of Delegation Smoking GV Health offers a smoke free workplace on its premises (including car parks) and GV Health owned vehicles. For the comfort of all, Individuals are asked to minimise residual odour of tobacco prior to returning to their work area as the smell of cigarette smoke may be offensive to non-smokers, patients and residents who are generally vulnerable and unwell. GV Health Smoke Free Policy EXPOL5016 14 www.gvhealth.org.au
Social Media Individuals cannot comment in social media, on behalf of GV Health, unless they have direct approval from an Executive Director or the Chief Executive Officer to do so. GV Health Individuals must follow the relevant policies in regards to media comments. If commenting within social media forums, during personal time, Individuals should consider whether their comment is authorised in relation to their role in the workplace or whether the information they are divulging is information acquired through work. GV Health Public Relations Policy EXPOL2012 GV Health Social Media Policy EXPOL4020 Use of GV Health Credit Cards GV Health credits cards are intended as a purchasing facility only (where there is no other alternative) and are not to be used for transactions such as personal use or expense reimbursement. GV Health Corporate Credit Card Administration & Use of (including General Government Purchasing Card) Policy EXPOL2022 Use of GV Health Resources Where an Individual is required to use GV Health resources whilst undertaking their work, it is the responsibility of the Individual to use the resources efficiently and appropriately. Resources in this instance include, but are not limited to, materials or equipment including the GV Health computer network or funds that are available to enable an Individual to carry out their work. All such resources are to be used effectively, economically and solely for legal and authorised purposes. Requests to use resources outside of GV Health work shall be pre-approved by the Department Manager. GV Health may obtain corporate (i.e. discounted) rates on some services and/or supplies (e.g. travel, accommodation, stationery). It should be noted that such services and supplies have been made available for the purpose of carrying out work related activities only. The GV Health computer network (includes emails and internet access) is to be used for work purposes only. Use of the computer network is monitored to ensure proper use. However, GV Health recognises that Individuals, from time to time, may need to access or use GV Health resources for private use. Individuals must avoid the personal use of telephones or other GV Health resources (e.g. computers) that are located in public areas to ensure our standard of service delivery is not compromised and is in compliance with relevant Information Management policies. It is vital Individuals understand that the availability of such resources is not an entitlement but a privilege and any abuse or misuse of resources may result in disciplinary actions. GV Health Fraud Policy EXPOL2034 GV Health Social Media Policy EXPOL4020 GV Health Computer Network Security Policy EXPOL4001 Healthy Communities 15
Use of Unlicensed Software It is against the law to reproduce copyright software, documentation or other materials without permission. Software used within GV Health must not be copied unless such copying is consistent with relevant license agreements, and management has previously approved that such copying or copies are being made for back up purposes. Individuals are to respect the intellectual property of others. GV Health Computer Network Security Policy EXPOL4001 References: Australian Health Services Financial Management Association website www.ahsfma.org.au www.dtf.vic.gov.au/government-financial-management/financial-management- Compliance-Framework Health Practitioner Regulation National Law Act 2009 Gifts, Benefits and Hospitality Policy Framework State Government of Victoria 2010 The Whistleblowers Protection Act 2001 (Vic) The Code of Conduct for Victorian Public Sector Employees (No 1) 2007 GV Health Instrument of Delegation St Vincent s Hospital Code of Conduct GV Health is a smoke free environment. For more information about services provided by GV Health, visit www.gvhealth.org.au Produced by: Human Resources Manager/Audit and Compliance Approval: Executive Management Committee