POLICY ON LONE WORKING JANUARY 2012

POLICY ON LONE WORKING JANUARY 2012 Author: Sheena Gordon V&A Co-ordinator Responsible Director: Ian Reid Director of HR Approved by: Health and Safety Forum Date for Review: January 2014 Version: 2.0 Replaces Previous Version: 1.0 April 2009 Page 1 of 13

CONTENTS 1. Policy Statement 3 2. Scope 3 3. Lone Workers Definition 3 4. Aims of the Policy 3 5. Responsibilities 4 6. Identification of Lone Workers 5 7. Assessment of Risk 6 8. Management of Risk 7 9. Staff Training 7 10. Reporting and Recording 8 11. Policy Monitoring and Review 8 Appendix A Managers guidance on risk assessment 9 Appendix B Risk assessment form 10 Appendix C Home or community risk assessment 12 Page 2 of 13

POLICY ON LONE WORKING 1. Policy Statement NHS Greater Glasgow and Clyde takes extremely seriously the health, safety and welfare of all its employees. It recognises that some employees are required to work by themselves for significant periods of time without close or direct supervision in the community or in isolated work areas. The purpose of this policy is to enable NHS Greater Glasgow and Clyde to fulfil its obligation in protecting such staff, so far as is reasonably practicable, from the risks associated with lone working. 2. Scope This Policy applies to all NHS Greater Glasgow and Clyde employees including temporary and agency staff, contractors (e.g. construction workers, locum practitioners), volunteers, students and those on work experience. It forms an integral part of NHS Greater Glasgow and Clyde s Health and Safety Policy and will operate in conjunction with specific local guidance on lone working. The Policy applies to all situations involving lone working arising out of, or in connection with, the duties and activities of our employees. 3. Lone Workers Definition NHS Greater Glasgow and Clyde defines lone workers as: Employees whose working activities can involve periods of time during their working day where they are without any kind of close or direct supervision or in contact with other colleagues. 4. Aims of the Policy 4.1 The aims of this Policy are: 4.1.1 To increase staff awareness of safety issues associated with lone working. 4.1.2 To ensure that risk in relation to lone working is assessed in a systematic and ongoing way and that safe systems and methods of work are put in place to reduce the risk so far as is reasonably practicable. 4.1.3 To ensure that appropriate training is available to staff in all areas that equips them to recognise risk and provides practical advice on safety when working alone. 4.1.4 To ensure that the appropriate support is available to staff required to work alone. 4.1.5 To encourage full reporting and recording of all adverse incidents relating to lone working. 4.1.6 To reduce the number of incidents and injuries to staff related to lone working. Page 3 of 13

5. Responsibilities Lone working environments present a unique health and safety problem. Although there is no specific legal guidance on working alone, under the Health and Safety at Work etc Act 1974, and the Management of Health and Safety Regulations 1999, NHS Greater Glasgow and Clyde must organise and control the health and safety of lone workers. 5.1 The Chief Executive and Director of Human Resources are responsible for 5.1.1 Ensuring that arrangements exist for the identification, evaluation and the management of risks associated with lone working. 5.1.2 Making available sufficient resources for the implementation of the policy so far as is practicable. 5.1.3 Ensuring that arrangements exist for the monitoring of incidents linked to lone working and that NHS Greater Glasgow and Clyde periodically review the effectiveness of the policy. 5.2 Service Directors (CH(C)P/ Acute Division) Service Directors must ensure that the Policy is implemented throughout their area of responsibility. With particular attention paid to the following: 5.2.1 Ensuring that the requirements of the lone working policy are implemented throughout all areas under the sphere of their control. 5.2.2 Ensuring auditing and review takes places through the performance and management / objective setting procedure within the organisation. 5.2.3 To provide all necessary resources required for successful implementation of the policy throughout their area of responsibility. 5.2.4 Ensure that appropriate analysis of incidents is undertaken throughout their area of responsibility on a quarterly basis. 5.3 Senior and line managers (including ward and departmental managers) are responsible for: 5.3.1 Ensuring that all staff are aware of the Policy. 5.3.2 Ensuring that the risk assessment process is managed, implemented and periodically reviewed. 5.3.3 Implementing procedures/safe systems of work designed to eliminate or reduce the risks associated with working alone. 5.3.4 Ensuring that staff groups and individuals identified as being at risk are provided with appropriate information, instruction and training, as identified through training needs assessment. This will include training on induction and updates and refresher training as required. 5.3.5 Ensuring that appropriate post incident support is provided to staff involved in any incident associated with working alone. 5.3.6 Managing the effectiveness of preventative measures through an effective system of reporting, investigation and recording of incidents. 5.4 All staff members (including agency, bank, part time and those on short term or temporary contracts) are responsible for: 5.4.1 Taking reasonable care and attention of themselves and other people who may be affected by their actions or omissions. Page 4 of 13

5.4.2 Co-operating by following protocols and procedures designed for safe working. 5.4.3 Reporting all incidents that may affect the health and safety of themselves or others and seeking guidance in areas of uncertainty. 5.4.4 Participating in training designed to meet the requirements of the policy. 5.4.5 Documenting and reporting any hazards they identify or any concerns they might have in respect of working alone. 6. Identification of Lone Workers 6.1 Lone workers within NHS Greater Glasgow and Clyde are likely to be found in a wide range of situations. The following categorisation system identifies the main staff groups who may be at risk. 6.1.1 Staff working in isolation in fixed establishments. 6.1.2 Staff working outwith normal working hours. 6.1.3 Mobile workers working away from their fixed base. The following table contains examples of occupations for each category STAFF GROUP EXAMPLE OCCUPATIONS 6.1.1 Staff working in isolation in fixed establishments: 6.1.2 Staff working outwith normal work hours: 6.1.3 Mobile workers working away from their fixed base: 1. Reception staff. 2. Boiler house staff. 3. Facilities/maintenance staff. 1. Domestic staff. 2. Transport staff. 3. Nursing and medical staff. 1. Community nursing/specialist nursing/midwifery staff. 2. Podiatry staff. 3. Speech and language therapy staff. 4. Other Allied Health Professionals (e.g. Occupational Therapists, Physiotherapists, Pharmacists). Page 5 of 13

7. Assessment of Risk NHS Greater Glasgow and Clyde will identify and develop management systems through the risk assessment process to ensure that any risk to lone workers is kept as low as can be reasonably attained. Establishing safe working arrangements for lone workers is no different than organising the safety of other employees; therefore, the general principles of risk assessment must be followed. If a risk assessment shows that it is not possible for the work to be done safely by a lone worker, then other arrangements must be put in place. Risk assessment should take account of both normal work and foreseeable emergencies such as fire, illness and accidents. 7.2 The risk assessment process has been summarised below and is separated into five distinct stages and action points to support effective assessment of the risks involved in lone working. Process 1 Identification of lone workers 2 Identification of associated hazards 3 Assessment of the degree of risk for generic or individual situations. 4 Implementation of control measures, developing safe systems Action Point Establish and identify lone workers for each work area. Isolate the range of hazards associated with whole work areas and/or processes. Review generic risk assessments to ensure these issues are included. Review generic risk assessments and complete individual/local risk assessments if required. Prioritise level of associated risk. Assess implementation and effectiveness of existing control measures and update as appropriate. Develop local procedures or action plans if required. of work. 5 Evaluation and review. Evaluate and record effectiveness of control measures. Review at regular intervals and following significant incidents. 7.3 Risk assessments must be carried out in all areas of work where working alone poses an actual or potential risk to staff. The risk assessment will involve the identification of all potential hazards and the risks associated with specific work tasks or activities. It should identify who will be affected and how, and the control measures which are required to eliminate or reduce the risk to the lowest level reasonably practicable. Risk assessment must be carried out by competent persons with involvement of staff and must be recorded and shared with relevant others. Examples of factors to consider when carrying out the risk assessment are included in Appendix A: Managers Guidance on Lone Workers Risk Assessment 7.4 Details of the risk assessment must be recorded (See Appendix B and where appropriate Appendix C) and must include: 7.4.1 The extent and nature of the risks. 7.4.2 Factors that contribute to the risk including job content and specific tasks and activities. 7.4.3 The safe systems of work to be followed to eliminate or reduce the risk. 7.5 There may be situations that are identified through departmental risk assessments where lone working should not be permitted. In these situations the staff must follow written procedures and guidance as developed at department / ward level. Examples could include: 7.5.1 When visiting an unknown patient within the home or community with no accessible information or when information available identifies a potential risk. 7.5.2 When visiting a patient who has a known history of violence or aggression (physical or verbal) associated to them or their family. 7.5.3 Where the risk assessment has identified a high risk classification. 7.5.4 Where the employee is uncomfortable about any aspect of the visit and is concerned for his/her personal safety. Page 6 of 13

7.5.5 When working in confined spaces e.g. Estates Department. 7.5.6 Any other specific considerations referred to in departmental protocols e.g. not entering isolated site buildings in darkness. 7.6 Information from the risk assessment must be communicated to staff and risk assessments must be reviewed and updated annually, or sooner should circumstances change. NHS Greater Glasgow and Clyde s Health and Safety Service can be contacted by service managers or staff members for the provision of advice and/or guidance with regard to lone working. 8. Management of Risk 8.1 The risk to which lone workers are exposed must be reduced to the lowest level that is reasonably practicable. Adopting safe systems of work is largely dependent upon local circumstances and managers must ensure that local procedures or protocols are in place that provide specific guidance for staff in relation to lone working and associated risk reduction. Issues to consider in developing safe systems of work include: 8.1.1 Joint working for high risk activities. 8.1.2 Improvements to building security arrangements. 8.1.3 Security lighting in parking areas. 8.1.4 Use of checking in and monitoring systems. 8.1.5 Communication systems for sharing risk information with colleagues and other disciplines and agencies. 8.1.6 Use of safety equipment e.g. man down systems, high visibility jackets, personal alarms, mobile phones, lone worker security system. 8.1.7 Appropriate training as identified. 8.2 Risk management arrangements should include guidance for lone workers on risk assessment and details of when to stop and seek advice and the procedures to be followed in the event of an incident or emergency. Managers must ensure that all staff are familiar with local protocols and procedures. Detailed guidance may also be required to address specific areas of risk such as: 8.2.1 Lone travelling on work related business. 8.2.2 Home visits / Community visits. 8.2.3 Working outwith normal office hours. 8.2.4 Fumigation work and working with dangerous substances. 8.2.5 Electrical work near live conductors. 8.3 NHS Greater Glasgow and Clyde will ensure that following risk assessment adequate communication systems are available for staff who will be lone working. The following as a minimum will be provided: 8.3.1 Staff within isolated buildings - Adequate telephone access. 8.3.2 Staff in the community - Access to NHS Greater Glasgow and Clyde mobile phone or other appropriate communication aid. The risk assessment process will identify staff who require use of the Guardian 24 Lone Worker Security Service details can be found on StaffNet. 8.3.3 Staff within confined spaces (Estates) Mobile 2 way radio. 9. Staff Training Where local risk assessment has identified a need for training to enable employees to safely work alone this will be arranged by Departmental / Ward management. Advice on training is available from NHS Greater Glasgow and Clyde s Health & Safety Service. Staff must be aware of the risk assessments and actions they must take to minimise risk to themselves and others. Page 7 of 13

10. Reporting and Recording 10.1 Staff should report all incidents (including near misses) in line with NHS Greater Glasgow and Clyde Incident Management Policy to their line manager at the earliest opportunity. Incident reporting must be communicated verbally in the first instance as soon as possible after the incident has taken place and recorded using the Datix reporting system as soon as possible thereafter. All incidents reported should be investigated by an appropriate line manager. Managers are responsible for reviewing incident reports and providing feedback to staff as well as departmental statistics regarding lone working incidents within their area of responsibility in order to ensure the effective implementation of the lone working policy and the management of lone working issues. Staff who have been involved in an incident should be given adequate support such as Employee Counselling. Contact information for support services/agencies is available on the Reducing Violence page in Health and Safety on StaffNet. 11. Policy Monitoring and Review 11.1 NHS Greater Glasgow and Clyde undertakes to monitor and review the operation of this policy on an ongoing basis to ensure that the aims of the policy are actually being achieved. Monitoring and review will be undertaken in partnership with staff side organisations and safety representatives, and review procedures will include: 11.1.1 Collation and monitoring of all RIDDOR reported and other serious incidents by the CH(C)P & Acute Directorate Health and Safety Practitioners. 11.1.2 Management reporting to local Health and Safety Committees, Directorate or Service groups (where Health & Safety management is a standing item on the agenda). 11.1.3 Partnerships/ Acute Division annual reporting to the Health and Safety Forum regarding compliance with the lone working policy through the provision of incident data, information on risk assessment outcomes, safety improvement measures that have been introduced and details of staff training provision. This Policy and all health and safety related policies and guidance documents are available on StaffNet: Policy on the Management of Violence and Aggression Stalking Policy Guardian 24 Lone Worker Personal Security System Page 8 of 13

Appendix A. Manager s Guidance on Lone Worker Risk Assessment Question Examples Action Does the workplace present a specific risk to the lone worker? Is there a risk of violence? Can the risks of the job be adequately controlled by one person? Is the person medically fit and suitable to work alone? Are there particular staff groups especially at risk if they work alone? Identified hazards Chemical hazards Entrapment M&H risks Violence & aggression Isolated building Type of client in attendance Desirable goods stored History of violence by client or relative Working at a height Working in restricted spaces Use of machinery Moving heavy loads Individual factors Unstable health record Pregnant workers assessment Anxiety related illness Disabled Young workers Elderly workers Include on risk assessment with details of present controls. Assess if controls adequate and implement measures to reduce risk. Security assessment of building including access and exit points. Plan of action if break-in occurs. Plan of action if violence occurs. Personal alarms. Job analysis to ensure that there is nothing being asked of an individual that they are unable to safely carryout on their own. An assessment may be required by Occupational Health to determine suitability of staff member if the manager or the member themselves are in doubt. Ensure provision is made to compensate any vulnerability anticipated. Have staff received training (including training in emergency procedures and on the use of any equipment that has been provided) to allow them to work alone? How will the person be supervised? Are there systems in place for contacting and tracing those who work alone? What happens if a person becomes ill, has an accident, or if there is an emergency? Management arrangements Induction Management of Aggression Moving & Handling Individual suitability Lone worker procedures Who knows they are there? Check-up calls made to staff at agreed intervals Local procedures Telephone / mobile phones Mobile Radios Pager Door entry systems CCTV Signing off at end of shift/task Contact systems Alarms available First aid provision Ensure staff attend appropriate training as identified by training needs analysis to ensure staff that are lone working have the necessary skills and experience. Assess the level of supervision necessary and how this is provided. Check compliance with procedures. How would contact be made and is this appropriate. If contact could not be made, what are the contingency plans? Plans should be in place so staff know what to do in the case of an emergency and establish the best method of contact in such situations. NHS Greater Glasgow and Clyde s Health & Safety Service is available to provide advice and guidance on any aspect of lone working. Contact details can be found on the Health and Safety page on Staffnet. Acute H&S Team Partnerships team Facilities team V&A Reduction page HSE Page 9 of 13

ID: Appendix B - Risk Assessment Form Use this form for any detailed risk assessment unless a specific form is provided. Refer to your Summary of Hazards/Risks and complete forms as required, including those that are adequately controlled but could be serious in the absence of active management. The Action Plan and reply section is to help you pursue those requiring action. Name of Assessor: Department: Post Held: Date: Subject of Assessment: E.g.: hazard, task, equipment, location, people Hazards (Describe the harmful agent(s) and the adverse consequences they could cause) Description of Risk Describe the work that causes exposure to the hazard, and the relevant circumstances. Who is at risk? Highlight significant factors: what makes the risk more or less serious e.g.: the time taken, how often the work is done, who does it, the work environment, anything else relevant. Existing Precautions Summarise current controls In place Describe how they might fail to prevent adverse outcomes. Level of Risk - Is the control of this risk adequate? Give more than one risk level if the assessment covers a range of circumstances. You can use the matrix to show how likelihood and consequences combine to give a conclusion. Also, be critical of existing measures: if you can think how they might fail, or how they could be improved, these are indications of a red or orange risk. Risk Matrix Likelihood Impact/Consequences Negligible Minor Moderate Major Extreme Almost Certain Medium High High V High V High Likely Medium Medium High High V High Possible Low Medium Medium High High Unlikely Low Medium Medium Medium High Rare Low Low Low Medium Medium Very High High Medium Low Page 10 of 13

Current risk level Given the current precautions, and how effective and reliable they are, what is the current level of risk? Green is the target you have thought it through critically and you have no serious worries. Devise ways of making the risk green wherever you can. Yellow is acceptable but with some reservations. You can achieve these levels by reducing the inherent risk and or by effective and reliable precautions. High (Orange) or Very High (Red) risks are unacceptable and must be acted on: use the Action Plan section to summarise and communicate the problems and actions required. Action Plan (if risk level is High (Orange) or Very High (Red) Use this part of the form for risks that require action. Use it to communicate, with your Line Manager or Risk Coordinator or others if required. If using a copy of this form to notify others, they should reply on the form and return to you. Check that you do receive replies. Describe the measures required to make the work safe. Include hardware engineering controls, and procedures. Say what you intend to change. If proposed actions are out with your remit, identify them on the plan below but do not say who or by when; leave this to the manager with the authority to decide this and allocate the resources required. Proposed actions to control the problem List the actions required. If action by others is required, you must send them a copy By Whom Start date Action due date Action by Others Required - Complete as appropriate: (please tick or enter YES, name and date where appropriate) Report up management chain for action Report to Estates for action Contact advisers/specialists Alert your staff to problem, new working practice, interim solutions, etc Reply If you receive this form as a manager from someone in your department, you must decide how the risk is to be managed. Update the action plan and reply with a copy to others who need to know. If appropriate, you should note additions to the Directorate / Service Risk Register. If you receive this as an adviser or other specialist, reply to the sender and investigate further as required. Assessment completed - date: Review date: Page 11 of 13

Appendix C - Home or Community Risk Assessment ~ First Visit (This form should be used in conjunction with the guidance given on risk assessment as outlined within the risk management manual) Department: Location: Patient (name and address): Individual(s) exposed to the risk: CHI Number: Tel. Number: GP/Other contact details: Risk assessment carried out by: Date completed: Review date: 1. Before Visit 2. On Arrival 3. On Entry 4. Post Visit 5. Other Factors (Include any other information not covered above) Previous Experience/Knowledge (e.g. violence/ aggression/ alcohol/ drugs) Do you know the location? Do you know how to get there? Does the patient know you are coming? Is the visit during unsocial hours or during hours of darkness? Do you require a key or code? (key holder/ key safe) Do you have contact telephone numbers for client/ next of kin? Parking Lighting Access to property Surroundings House Type (Detached ~ Semi ~ Tenement ~ Multi Storey ~ Other) Lift (operational?) Stairs (Number of flights?) Groups Gathering/Loitering Front Door Security Concierge Service Mobile phone signal Condition of House Hazards (e.g. electricity/passive smoking) Client Attitude/Behaviour Number/Attitude/Behaviour of others Pets Type.. Are they secured?... (Y/N) Ease of escape Felt safe Felt threatened/intimidated Would not revisit alone? Would not revisit Comment where appropriate Assess the degree of risk after considering your existing control measures ( ) Low Medium High Very High Page 12 of 13

Home or Community Risk Assessment ~ First Visit (Cont.) Comment on any actions that could eliminate or reduce the risk to a safe level? Before Visit: On Arrival: On Entry: Post Visit: Other Factors: What will the overall level of risk be when additional control measures have been implemented Low Medium High Very High Remember risk levels that are high or very high indicate that lone working should not take place ~ action must be taken to reduce the level of risk NB: This information must be used to decide how subsequent visits will be undertaken. If circumstances change, review risk assessment. Page 13 of 13