The Newcastle upon Tyne Hospitals NHS Foundation Trust Advice and Guidance on Workplace Temperatures for all Trust Employees Version No.: 3.2 Effective From: 20 March 2018 Expiry Date: 20 March 2021 Date Ratified: 15 February 2018 Ratified By: Health & Safety Committee 1 Introduction The Trust is responsible for and committed to providing a safe working environment for all its employees, patients and visitors and will take reasonable steps to achieve this. The Trust is also committed to ensuring compliance with all health and safety legislation relating to temperatures at work. 2 Scope This policy has been written as a source of advice and guidance for Managers and employees to ensure problems with excessive heat or cold are identified and addressed in a satisfactory manner. This policy applies to all employees, patients and visitors. 3 Aims The aim of this policy is to ensure Managers and employees are aware of the legal requirements regarding temperatures at work and to provide practical guidance on risk assessment and controls associated with risk reduction. Although primary this policy refers to workplaces, the needs of the patients will also be considered. 4 Duties (Roles and responsibilities) 4.1 The Trust The Trust s overall responsibility is to provide a safe working environment for all its employees, patients and visitors 4.2 Trust Board The Trust Board is ultimately responsible for fulfilling al Health and Safety duties as an employer, including all statute Health and Safety Law requirements. 4.3 Chief Executive The Chief executive has overall responsibility to the Trust Board for ensuring that appropriate and effective health and safety management systems are in place including appropriate workplace temperatures are achieved. Page 1 of 9
4.4 Executive Director The Chief Executive delegates responsibility for health and safety to the Director of Quality and effectiveness. In practice the Director of Quality and Effectiveness deals with matters of health and safety in close association with Executive Directors, Clinical Directors, Senior Managers and the Trust Health and Safety Lead 4.5 Directorate Managers Directorate Directors are responsible for ensuring that day to day activities of the Directorate are conducted in as safe and suitable manner and this policy is effectively and correctly employed within their own Directorate. Directorate Managers have the responsibility for all health and safety issues within their Directorate. They must ensure that there is a sound local health and safety function as well as develop health and safety awareness and culture within their remit including the provision of appropriate workplace temperatures. 4.6 Heads of Department/Managers Managers should establish local procedural guidelines specific to their own departments Managers should ensure that risk assessments are in place to protect staff who may be more vulnerable to temperature changes; for example disabled; and pregnant staff. Managers are responsible for appointing Departmental Risk Assessors and must ensure that they undergo appropriate training Managers are responsible for carrying out actions and assessing the outcomes of risk assessments including training, cost and maintenance where necessary to improve the protection of staff. This should be included as part of the Directorate budget setting when compiling budget plans for approval. Risk assessments should be reviewed on an annual basis or as a result in working practices, changes in staff, departmental changes or other arrangements. 4.7 Health and Safety Advisors Health and Safety Advisors will provide advice and guidance to Managers and employees on legislative requirements and industry standards regarding work place temperatures. 4.8 Staff Organisations Staff Organisations will ensure that Health and Safety Representatives are accredited and appropriately trained, and will provide appropriate support to staff as required. Page 2 of 9
4.9 All Employees All employees are expected to take reasonable care to ensure the safety of themselves, their colleagues, patients and the public. All employees must comply with legislation, Trust policies and procedures and anything else provide for their protection. All staff must attend all training identified as necessary by their manager through the risk assessment process or a training needs analysis. 5 What is the minimum/maximum temperature in the workplace? 5.1 Workplace (Health, Safety and Welfare) Regulations 1992 The Workplace (Health, Safety and Welfare) Regulations 1992 lay down particular requirements for most aspects of the working environment. Regulation 7 deals specifically with the temperature in indoor workplaces and states that: During working hours, the temperature in all workplaces inside buildings shall be reasonable. However, the application of the regulation depends on the nature of the workplace, such as a bakery, a cold store, an office, a warehouse, a hospital ward. The associated ACOP (Workplace health, safety and welfare. Workplace (Health, Safety and Welfare) Regulations 1992. Approved Code of Practice ) goes on to explain: The temperature in workrooms should provide reasonable comfort without the need for special clothing. Where such a temperature is impractical because of hot or cold processes, all reasonable steps should be taken to achieve a temperature which is as close as possible to comfortable. 'Workroom' means a room where people normally work for more than short periods. The temperature in workrooms should normally be at least 16 degrees Celsius unless much of the work involves severe physical effort in which case the temperature should be at least 13 degrees Celsius. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity. Where the temperature in a workroom would otherwise be uncomfortably high, for example because of hot processes or the design of the building, all reasonable steps should be taken to achieve a reasonably comfortable temperature, for example by: insulating hot plant or pipes; providing air-cooling plant; shading windows; Sitting workstations away from places subject to radiant heat. Page 3 of 9
Where a reasonably comfortable temperature cannot be achieved throughout a workroom, local cooling should be considered e.g. Air conditioning. In extremely hot weather fans and increased ventilation may be used instead of local cooling. Where, despite the provision of local cooling, workers are exposed to temperatures which do not give reasonable comfort, suitable protective clothing and rest facilities should be provided. Where practical there should be systems of work (for example, task rotation) to ensure that the length of time for which individual workers are exposed to uncomfortable temperatures is limited. Trust staff who are experiencing problems with temperatures in buildings or rooms that do not belong to the Trust should report this to their manager who should then contact the building owner and ask for an assessment from them. HSE previously defined thermal comfort in the workplace, as: 'An acceptable zone of thermal comfort for most people in the UK lies roughly between 13 C (56 F) and 30 C (86 F), with acceptable temperatures for more strenuous work activities concentrated towards the bottom end of the range, and more sedentary activities towards the higher end.' 5.2 Heat Stress Heat stress occurs when the body s means of controlling its internal temperature starts to fail. As well as air temperature, factors such as work rate, humidity and clothing worn while working may lead to heat stress. If the body is gaining more heat than it can lose the deep body temperature will continue to rise. Eventually it reaches a point when the body s control mechanism itself starts to fail. Heat stress can affect individuals in different ways, and some people are more susceptible than others and at different time s e.g. Pregnant workers or those with heart conditions Typical symptoms of heat stress can be: An inability to concentrate Muscle cramps Heat rash Severe thirst Heat exhaustion, fatigue, giddiness, nausea, headaches, and moist skin. Heat stroke, hot dry skin, confusion, convulsions and eventual loss of consciousness. When do I need to take action? Refer to the table in Step 1 of the five steps to risk assessment. If the percentage of workers complaining about thermal discomfort exceeds the Page 4 of 9
recommended figure, the department manager must carry out a risk assessment, and act on the results of that assessment. 5.3 Are employees complaining that they are feeling too hot or too cold? The following limits have provisionally been adopted. They are intended as the trigger to indicate that a thermal comfort risk assessment may be necessary, and as such they are not prescriptive. The limits have been set up to take into account differences between premises, types of occupations and the ability to control the environments in those situations. Step 1 Risk Assessment Table Air conditioned offices Naturally ventilated offices Other indoor environments that may not have air conditioning E.G. Wards, clinics, workshops or storage areas Are more than 10% of employees complaining of being too hot or too cold? Are more than 15% of employees complaining of being too hot or too cold? Are more than 20% of employees complaining of being too hot or too cold? If the answer is YES to the above, then you may need to conduct a thermal comfort risk assessment. The risk assessment can be carried out using the generic risk assessment tool found in the Risk Management/Health and Safety Toolkit on the Trust Intranet or by following the hypertext link: Generic Risk Assessment Document 6 Thermal Comfort Risk Assessment 6.1 When carrying out your thermal comfort risk assessment you may consider under existing control measures: Are thermometers available for staff to monitor the ambient temperature? Is the area temperature controlled e.g. air conditioning or building management systems? Is natural ventilation available from open windows or doors? Are air circulation fans available and is there a sufficient number available? Is chilled water available for regular cold drinks during warm weather? Page 5 of 9
6.2 After considering the existing control measures and estimating the risk to decide if the control measures are adequate to reduce the risk to a reasonable level, you may need to consider implementing the following controls: Order thermometers to enable staff to monitor the ambient temperature To order thermometers via Supplies, orders would need to quote EMHAV415 as the e-fin item code. The description is Energy Monitor, Liquid Crystal, Newcastle upon Tyne Hospitals NHS Trust logo. Contact the Estates department or Interserve, to assess the adequacy of the ventilation system or air conditioning for the area Checking the availability of temporary air conditioning units or securing funding to rent or buy air conditioning units for the area/department, this must be done through the Estates Department to ensure the correct type of portable unit is used. Infection Prevention and Control (IPC) must be involved in all clinical areas. Approval must be sought prior to order. Check to ensure all doors and windows can be opened to allow natural ventilation Check to ensure air circulating fans are available and are sufficient in number. More fans may need to be purchased IPC must be consulted in clinical areas Chilled water may need to be ordered and installed as per Water Coolers and Ice Making Machines Policy Arrangements may need to be made with the Laundry department to facilitate the relaxation of the Dress Appearance And Uniform Policy Can Trust approved portable air conditioning units be provided during periods of warm weather? These can be obtained through the Estates Department but must be funded by the users Directorate. In clinical areas Infection Prevention and Control advice must be sought prior to order. Other measures may be identified during the assessment which will be specific to certain staff or departments 7 Record your findings Record all environmental measures taken in your assessment, estimates of clothing: dates, times and places of all measurements should also be provided. Any records should also include any actions resulting from the assessment. Report any communication between medical experts, thermal experts, etc. Record findings of discussions with staff, review of accident statistics. 8 Review your assessment 8.1 The following list is intended to help you review your assessment and any controls that may have been implemented: Page 6 of 9
Review control options and implement controls where appropriate. Do your employees think there is still a problem? Have the numbers of complaints dropped and has this been due to any controls you have implemented? Has there been a reduction in unsafe actions, accidents, illnesses, absenteeism, etc.? Has there been an increase in productivity, worker satisfaction etc.? 9 How often are people exposed to the thermal conditions that make them feel uncomfortable? 9.1 Frequent exposures Be aware that new equipment, new manufacturing methods, new PPE etc., may all contribute to a change in the risk of heat stress. If any changes significantly alter the risk of heat stress, conduct a heat stress risk assessment. 9.2 Infrequent exposures Conduct a risk assessment prior to each exposure. Ensuring your controls are in place, that training has been given, and emergency procedures are in place, etc. 10 Building/Demolition Work As the Trust is undergoing extensive transformation on various sites across the Trust, significant building and demolition is taking place at various times and locations to facilitate this. This means that there may be occasions when windows or doors may need to be sealed to prevent wards and clinical areas from being contaminated by potentially harmful microbiological hazards. When this is the case a specific risk assessment should be undertaken by the appropriate Manager in conjunction with Health and Safety, Estates and Infection Prevention and Control 11 When carrying out your specific thermal comfort assessment you may consider: Does the demolition work need to be carried out during the summer months when outside temperatures will be at their highest? As natural ventilation will not be possible due to the windows being sealed is their scope for the provision of temporary air conditioning.e.g. funding? Can immuno-suppressed patients be located in a ward or clinical area that is not affected by the demolition work? The controls identified in a general thermal comfort assessment may also be considered. 12 Advice and Guidance If you require further advice on any of the information covered in this guidance please contact Ian Gaffney Health and Safety Advisor on Dect: 20804 or e-mail Page 7 of 9
ian.gaffney@nuth.nhs.uk or Paul Clancy Health and Safety Advisor on Dect: 48084 e-mail paul.clancy@nuth.nhs.uk. If advice is required specifically around precautions around immuno -suppressed patients, please contact Infection Prevention and Control. 13 Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. This document has been appropriately assessed. 14 Monitoring Standards Completion of Thermal Comfort Risk Assessment Monitoring and audit Method By Committee Frequency Health and Safety Questionnaire Health and Safety Advisors Health and Safety Committee Quarterly This guidance will be monitored every three years, unless changes in processes or building layout dictate a more immediate review. This review will be carried out by one of the Trust Health and Safety Advisors. 15 Consultation and review This policy has been circulated to: Health and Safety Clinical Governance and Risk Head of Nursing Trust Health and Safety Committee Clinical Practice Group 16 Implementation (including raising awareness) Further advice and guidance will be available from the Health and Safety Advisors 17 Principle Legislation Health and Safety at Work Act 1974 Workplace (Health, Safety and Welfare) Regulations 1992 The Managements of Health and Safety at Work Regulations 1999 18 Further Reading Heatwave Main Plan Page 8 of 9
19 Associated Documents Dress Appearance And Uniform Policy Water Coolers and Ice Making Machines Policy Author Health and Safety Advisor Page 9 of 9
The Newcastle upon Tyne Hospitals NHS Foundation Trust Equality Analysis Form A This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. PART 1 1. Assessment Date: 12/02/2015 2. Name of policy / strategy / service: Advice and guidance on workplace temperatures for all Trust employees 3. Name and designation of Author: Ian Gaffney Health and Safety Advisor 4. Names & designations of those involved in the impact analysis screening process: Ian Gaffney Health and Safety Advisor 5. Is this a: Policy x Strategy Service Is this: New Revised x Who is affected Employees x Service Users Wider Community 6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy) To ensure comfortable working temperatures in all buildings across the Trust 7. Does this policy, strategy, or service have any equality implications? Yes x No These are acknowledged and addressed in the policy If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons: To help demonstrate Trust is committed to providing an environment that is healthy and safe for all staff, patients and visitors. The Health & Safety at Work Act 1974 requires all employers who employ more than five employees to produce and maintain a safety policy and to bring it to the attention of all its employees. In addition the Management of Health and Safety at Work Regulations (1999) requires that all employers will have in place an effective strategy for the management of health and safety within its organisation. This policy sets out the Trust approach, arrangements and responsibilities for meeting the requirements
Health and Safety legislation. Review of policy document against evidence criteria acknowledges a number of measures in place relating to the health and safety of staff and others. Policy arrangements are in place mainly for staff activities and related risks but recognising the duty of care under health and safety legislation to patients, service users, visitors and contractors. 8. Summary of evidence related to protected characteristics Protected Characteristic Race / Ethnic origin (including gypsies and travellers) Evidence, i.e. What evidence do you have that the Trust is meeting the needs of people in various protected Groups Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date) None relevant to this policy No No Sex (male/ female) None relevant to this policy No No Religion and Belief None relevant to this policy No No None relevant to this policy No No Sexual orientation including lesbian, gay and bisexual people Age None relevant to this policy No Reasonable adjustments for disabled No staff Disability learning difficulties, physical disability, sensory impairment and mental health. Consider the needs of carers in this section Disabled staff may be more vulnerable to temperature changes. Add to 4.6 - employees who may be more vulnerable to temperature changes; for example disabled and pregnant staff. Gender Re-assignment None relevant to this policy No No Marriage and Civil None relevant to this policy No No Partnership Maternity / Pregnancy Health and Safety legislation places some restrictions on the risks that new and expectant mothers may be exposed to. This is considered in the policy and all pregnant staff receive a health and safety check of their working environment. Pregnant staff may be more vulnerable to temperature changes. Add to 4.6 - employees who may be more vulnerable to temperature changes; for example disabled and pregnant staff. 9. Are there any gaps in the evidence outlined above? If yes how will these be rectified? Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date) No
No 10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer. Do you require further engagement? Yes No x 11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family life, the right to a fair hearing and the right to education? No PART 2 Name: Ian Gaffney Date of completion: 12/02/2015 (If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)