remote working policy - version 2€¦ · if remote working risks can be managed to an acceptable...

1 “©Heart of England NHS Foundation Trust” 2015

Remote Working Policy - Version 2

Minor amendments have been made to version 1 to reflect title changes of job titles for key stakeholders

Ratified Date: 28th August 2012 Ratified By: Safety Committee Review Date: August 2018 Accountable Directorate: Deputy Director of Safety and Governance Corresponding Author: Head of Health and Safety

Insert Key Points

Definitions of remote working

Process for agreeing the scope of remote working and managing the risks associated with remote working.

Paper Copies of this Document

If you are reading a printed copy of this document you should check the Trust’s Policy website (http://sharepoint/policies) to ensure that you are using the most current version.

This policy is applicable to services provided by Heartlands, Good Hope and Solihull Hospitals Divisions

http://sharepoint/policies


Meta Data

Document Title: Remote working policy Version 2

Status

Active

Document Author: Head of health and Safety

Source Directorate: Safety and Governance

Date Of Release: 1st August 2015

Ratification Date 28th August 2012

Ratified by: Safety Committee

Review Date: August 2018

Related documents Lone Worker Policy Violence and Aggression Policy Risk Management Policy Display Screen Equipment Policy Health and Safety Policy

Superseded documents

Remote Worker Policy ratified in August 2012

Relevant External Standards/ Legislation

Health and Safety at Work etc. Act 1974 Management of Health and Safety at Work Regulations 1999

Key Words Remote working

Revision History

Version Status Date Consultee Comments Action from Comment

1 (new) Draft July 12

General Managers, Operations Managers, Heads of Department, Director of Safety and Governance and teams

1 (new) August 12

Safety Committee The policy was approved at the meeting held on 28th August 2012.

2 August 15

Deputy Director of Safety and Governance (Acting)

Minor title changes. Main body of the policy has not changed


List of Contents

1. Circulation.................................................................................................4

2. Scope........................................................................................................4

3. Definitions.................................................................................................4

4. Reason for Development..........................................................................5

5. Aim............................................................................................................5

6. Standards..................................................................................................5

7. Responsibilities.........................................................................................6

8. Training requirements...............................................................................8

9. Monitoring and compliance.......................................................................8

10. References...............................................................................................9

11. Attachments/appendices...........................................................................9

Attachment 1 Consultation and Ratification........................................10

Attachment 2 Equality and diversity Checklist....................................11

Attachment 3 Launch and Implementation Plan.................................14

Appendix 1 Hazards identification check list......................................15

Appendix 2 Remote working safety check list....................................20


1. Circulation This policy should be read by any member of staff that is employed by Heart of England NHS Foundation Trust who works away from their identified work base. The work base will usually be an identified acute site, identified office block, or community clinic.

2. Scope The policy applies to any member of staff that has authorisation to work as a remote worker as part of their contractual agreement, this will include:-

working across sites using “hot desk facilities” (unless specified site office accommodation is identified as alternative bases)

authorised working from home

facilitating campaigns in non-healthcare settings

providing screening services in non-healthcare settings

Excludes: This policy will not apply to personnel that are employed as dedicated community workers who routinely visit patient’s homes, work in identified healthcare settings such as G.P. surgeries, or sexual health outreach settings. These staff groups will include:-

district nurses

community midwives

health visitors

school nurses

Sexual health outreach practitioners Although the full application of this policy may not be appropriate for the services detailed above, the lone worker and violence and aggression policy must be adhered to. In addition managers of these services will also be required to ensure that detailed risk assessments have been completed and that the risks are managed so far as is reasonably practicable. 3. Definitions Remote working can be used to describe an employee who works away from their identified contracted work base. Common terms used for remote working include:-

Home working – where the employee works mainly in their own home, or uses their home as a base when they work in different places. Included as part of their contractual agreement.

Mobile working – working from any location, or in transit

Agile working – dividing time between the main site and other locations other than their contracted place of work

Teleworking or telecommuting – working in a location that is separate from a central work place, by using telecommunication technologies.


4. Reason for development Remote working is recognised as being a valuable mode of working in complex multi-site based organisations. It brings benefits to both the employer and employee because of the flexibility that it provides. It should also be recognised that in addition to the benefits, remote working can also introduce risks that will need to be managed these will include:-

working in isolation

risk to personal security

risk of damage/theft of the organisations equipment

data protection risks

a temptation to utilise work areas that are not conducive and do not meet the requirements of health and safety legislation, particularly in relation to the use of display screen equipment

A lack of clarity on working times/home life balance

Increased complexity for supervision This policy has been developed to incorporate legislative requirements and best practice guidance for this specialised field of working to enable recognised risks both to the employee and the organisation to be managed and the benefits of remote working to be optimised. It also aims to promote a cohesive framework that is in line with the broader risk management arrangements of the Trust. 5. Aim The policy aims to provide a framework to ensure the safety of personnel who are working remotely and also protect the security of personnel, information and trust assets. It will also aim to ensure that employees are utilising resources (including time) appropriately and effectively 6. Standards The stages below outline the standards that must be observed for remote working:- Step 1 – the need for remote working is identified:-

Consider the benefits to the organisation and the employee

Using the checklist provided in appendix 1 consider the hazards/risks associated with remote working. Detailed risk assessments will need to be completed for hazards/risks that cannot be addressed locally and be managed in line with the trust Risk Management Policy.

If remote working risks can be managed to an acceptable level proceed to step 2. Step 2 – agree the scope of remote working this will include (but is not exhaustive) clear definitions on:-

The locations that remote working will be permitted from, this should include details of identified office/hot desk facilities available from each base

The individuals working hours. (clearly identifying the actual hours to be worked)

Equipment that is authorised for use to include:- ICT equipment, mobile phones, clinical equipment, general work equipment (to include any reasonable adjustments for disabled staff)

Arrangements for the transportation and storage of equipment


Authorised mode of transport to be used between locations i.e. public transport, trust vehicle, private vehicle

Agreed method of contact/communication with base, to include the frequency that the contact is required

Step 3 – provision of training/awareness - due to the fact that remote workers can be isolated from their main work base it is important they may require additional training and information to include:-

Lone working arrangements

Information on local environmental safety issues and contacts to local emergency services

Risk assessments relevant to their working activities, this should also include details of risk management controls that must be adhered to

Signposting to relevant policies and procedures

Job specific training

Access to HEFT intranet from remote location Step 4 – Review Remote working practices should be reviewed at regular intervals the review should include:-

The frequency of review

A review of all relevant risk assessments and the initial checklist to ensure that they remain valid and if the risk management controls that were put in place have been sustained

A review of incidents (to include any lessons learned from previous incidents)

A wellbeing review for the remote worker (this may include a buddy scheme)

A productivity review (to include work/life balance) 7. Responsibilities 7.1 Individual Responsibilities Chief Executive The Chief Executive has overall accountability for the Safety and Governance framework at Heart of England NHS Foundation Trust. The Chief Executive has delegated responsibility to the Director of Safety and Governance. Director of Nursing (Chief Nurse) The Director of Nursing (Chief Nurse) has lead responsibility for health and safety and will:-

Ensure integration of health and safety plans into the Safety and Governance Directorate Strategic business plans.

Inform the Chief Executive of significant risks in relation to health and safety..

Promote a positive safety culture to continually improve safe working practices


Ensure the Trust has an appropriate health and safety infrastructure and framework in place.

Ensure appropriate provision of health and safety training.

Advise the Trust Board and Governance and Risk Committee on health and safety matters. Deputy Director of Safety and Governance The Deputy Director of Safety and Governance has delegated responsibility for clinical safety issues and will:-

Support the Director of Nursing (Chief Nurse) to implement agreed Health and Safety Plans.

Take lead responsibility for the management of Serious Clinical Incidents.

Act as safety ambassador for patient safety

Health and Safety/Local Security Management Team The health and safety team have responsibility for delivering the organisations health and safety plan and will:-

Provide advice and support to managers enable them to maintain a safe working environment

Deliver the health and safety training programme

Monitor the implementation of this policy General Managers, Heads of Department and Matrons General Managers Heads of Department and Matrons are responsible for the day to day management of their areas of responsibility and will:-

Have responsibility for ensuring that the remote working procedure identified in appendix 2 is adhered to

Provide adequate resources to manage hazards and risks associated with remote working

Agree local arrangements for monitoring compliance with the remote working procedures

Escalate safety or operational concerns to the Operations Director


Individual Staff Responsibilities Individual members have staff have a duty to:-

Adhere to policies and procedures that are in place

Report hazards, risks to their line manager

Escalate safety concerns to their line manager

Attend training as required 7.2 Board and Committee Responsibilities

Ratifying Board and Committee Responsibilities Safety Committee will be responsible for ratifying this policy Operational Committees Risks identified as a result of implementing the procedures attached to this policy will be managed through the embedded risk management structures. The relevant operational committee will be identified as part of that process. 8. Training Requirements Training for remote workers will be determined by their individual circumstance and the work activity that will be undertaken. 9. Monitoring and Compliance

Standard Monitoring mechanism

Responsible Responsible Committee

An audit of the policy to include:-

How the need for remote working has been identified

Clear agreement of the scope of the lone working Training and awareness provided for the lone worker

Arrangements for reviewing the lone working activities

Undertake periodic audits to include:-

A review of the checklists and risk assessments.

Discussions with managers

Health and Safety Team

Safety Committee


10. References

1 Health and Safety at Work etc. Act (HSE 1974) 2 Health and Safety at Work Regulations (HSE 1999) 3 Display Screen Equipment Regulations (HSE 1992) 4 Personnel Security in Remote Working (CPNI February 2012)

11. Attachments/Appendices Add attachments starting a new page for each attachment The following attachments must be included: Attachment 1 Ratification Checklist Attachment 2 Equality Impact Assessment (EIA) Attachment 3 Launch and Implementation Plan Appendix 1 Remote worker hazard checklist Appendix 2 Remote worker procedure safety checklist

Policies and Procedures Framework v4.0

©Heart of England NHS Foundation Trust View/Print date 14 March 2018 of 21

Attachment 1: Consultation and Ratification Checklist

Title Remote Working Policy

Ratification checklist Details

1 Is this a: Policy

2 Is this: active

3 Format matches Policies and Procedures Template (Organisation-wide)

Yes

4 Consultation with range of internal /external groups/ individuals

Yes

5 Equality Impact Assessment completed

Yes

6 Are there any governance or risk implications? (e.g. patient safety, clinical effectiveness, compliance with or deviation from National guidance or legislation etc)

No

7 Are there any operational implications?

No

8 Are there any educational or training implications?

No

9 Are there any clinical implications?

No

10 Are there any nursing implications?

No

11 Does the document have financial implications?

No

12 Does the document have HR implications?

No

13 Is there a launch/communication/implementation plan within the document?

Yes

14 Is there a monitoring plan within the document?

Yes

15 Does the document have a review date in line with the Policies and Procedures Framework?

Yes

16 Is there a named Director responsible for review of the document?

Yes

17 Is there a named committee with clearly stated responsibility for approval monitoring and review of the document?

Yes

Document Author / Sponsor Ratified by (Chair of Committee or Executive Lead)

Signed

Signed

Title

Title

Date

Date



Attachment 2: Equality and Diversity - Policy Screening Checklist

Policy/Service Title: Remote Working Policy Directorate: Director of Nursing (Chief Nurse)

Name of person/s auditing/developing/authoring a policy/service: Health and Safety Team

Aims/Objectives of policy/service: to define a systematic approach and required standards for the development, ratification, implementation, monitoring, review and retirement of Policies and associated Procedures.

Policy Content:

For each of the following check the policy/service is sensitive to people of different age, ethnicity, gender, disability, religion or belief, and sexual orientation?

The checklists below will help you to see any strengths and/or highlight improvements required to ensure that the policy/service is compliant with equality legislation.

1. Check for DIRECT discrimination against any group of SERVICE USERS:

Question: Does your policy/service contain any statements/functions which may exclude people from using the services who otherwise meet the criteria under the grounds of:

Response Action required

Resource implication

Yes No Yes No Yes No

1.1 Age? no

1.2 Gender (Male, Female and Transsexual)? no

1.3 Disability? no

1.4 Race or Ethnicity? no

1.5 Religious, Spiritual belief (including other belief)? no

1.6 Sexual Orientation? no

1.7 Human Rights: Freedom of Information/Data Protection

no

If yes is answered to any of the above items the policy/service may be considered discriminatory and requires review and further work to ensure compliance with legislation.

2. Check for INDIRECT discrimination against any group of SERVICE USERS:

Question: Does your policy/service contain any statements/functions which may exclude employees from operating the under the grounds of:




2.1 Age? no


2.3 Disability? no







no


TOTAL NUMBER OF ITEMS ANSWERED ‘YES’ INDICATING DIRECT DISCRIMINATION =

3. Check for DIRECT discrimination against any group relating to EMPLOYEES:

Question: Does your policy/service contain any conditions or requirements which are applied equally to everyone, but disadvantage particular persons’ because they cannot comply due to:




3.1 Age? no


3.3 Disability? no





no


4. Check for INDIRECT discrimination against any group relating to EMPLOYEES:

Question: Does your policy/service contain any statements which may exclude employees from operating the under the grounds of:




4.1 Age? no


4.3 Disability? no





no


TOTAL NUMBER OF ITEMS ANSWERED ‘YES’ INDICATING INDIRECT DISCRIMINATION = 0

Signatures of authors / auditors: Date of signing:



Equality Action Plan/Report

Directorate:

Service/Policy:

Responsible Manager:

Name of Person Developing the Action Plan:

Consultation Group(s):

Review Date:

The above service/policy has been reviewed and the following actions identified and prioritised. All identified actions must be completed by: _________________________________________

Action: Lead: Timescale:

Rewriting policies or procedures

Stopping or introducing a new policy or service

Improve /increased consultation

A different approach to how that service is managed or delivered

Increase in partnership working

Monitoring

Training/Awareness Raising/Learning

Positive action

Reviewing supplier profiles/procurement arrangements

A rethink as to how things are publicised

Review date of policy/service and EIA: this information will form part of the Governance Performance Reviews

If risk identified, add to risk register. Complete an Incident Form where appropriate.

When completed please return this action plan to the Trust Equality and Diversity Lead; Pamela Chandler or Jane Turvey. The plan will form part of the quarterly Governance Performance Reviews.

Signed by Responsible Manager:

Date:



Attachment 3: Launch and Implementation Plan To be completed and attached to any document which guides practice when submitted to the appropriate committee for consideration and approval.

Action Who When How

Identify key users / policy writers

Health and Safety team

During development

Utilise knowledge of services within the trust

Present Policy to key user groups

Health and safety team

During scheduled training programme.

Include awareness of policy during health and safety training

Include policy in safety campaigns

Add to Policies and Procedures intranet page / document management system.

Sandra Greenway

After ratification

Include on share point system

Offer awareness training / incorporate within existing training programmes

Health and safety team

During scheduled training programme

Include awareness of policy during health and safety training

Include policy in safety campaigns

Circulation of document(electronic)

Sandra Greenway

After ratification

Include on share point



Appendix 1 Remote Working Hazards Identification Check List

This checklist has been designed to assist managers and remote workers to identify hazards associated with remote working activities. It should be completed if the need for remote working is being considered.

Site base Ward/Department Base

Name/Job title of persons completing the checklist 1. 2. 3.

Date

Description of remote working activity:

People involved or who may be affected by the work activity

Working in isolation/lone working

Prompts Action required or confirm risk management controls that are in place

By whom/when

Will there be more than one person carrying out the work activities at all times?

If the activity will be carried out by one person a lone worker assessment must be carried out

How will the remote workers communicate with the base and how frequently

What time of day will the work activity take place? There may be increased hazards associated with working unsocial hours which need to be considered

What training/experience/skills/knowledge have the remote workers received and how will they access ongoing training/development



How will the remote workers keep up to date with developments in the main base

What arrangements are in place for the remote worker to access welfare facilities/take breaks

Personal Safety

Prompts Action required or confirm risk management controls that are in place

By whom/when

Is the remote worker pregnant? If so the pregnant worker assessment must be completed and suitable arrangements be put in place

Do any of the remote workers have any health conditions/disabilities that need to be taken into account? If so liaise with the Occupational Health team to agree the arrangements that need to be put in place

Additional considerations

Prompts Action required or confirm what risk management arrangements are in place

By whom/when

Does the remote working involve providing a service for patients in non-healthcare environments? For example screening services from mobile units.

A detailed risk assessment for the service must be completed

Consider and list other hazards that may be relevant to this particular activity



Equipment and Environment

Equipment


By whom/when

It is important that any work equipment that is used by the remote worker is managed appropriately to ensure its integrity and safety to include:-

How the equipment will be serviced and tested

How the equipment will be transported (remember sensitive clinical equipment may be damaged during transportation)

How will the manual handling risks associated with transporting the equipment be managed?

Ensure that a manual handling risk assessment has been completed

Where will the equipment be used/stored when not in use?

What security measures are in place for both when the equipment is in use and not in use?

How will the security of information stored on ICT equipment be maintained?

What arrangements have been made for the storage and transportation of medical gases or other hazardous substances that may be used for the work activity?



Travelling between venues


By whom/when

Refer to the trust transport policy for guidance

Ensure that appropriate transport risk assessments have been completed

If public transport will be used by the remote worker, ensure that suitable arrangements are in place this may include the need to avoid displaying NHS logo’s on property/equipment being carried

If the remote worker will be walking from venue to venue, consider the risks associated with the environment and also avoid displaying NHS logo’s on property/equipment being carried

Environmental factors


By whom/when

Is the remote working taking place in a healthcare setting or a setting that is rented for use by HEFT employees? If so is the remote worker familiar with the safety requirements for that environment?

If the remote working is being undertaken in a non healthcare or external setting consider the specific hazards associated with that area

A risk assessment must be completed and documented for each location. i.e. health screening being provided in a car park, supermarket or other community setting

What arrangements are in place to ensure the storage and collection of waste that is generated by the activity? Please ensure that you particularly consider specialist or clinical waste

Will you need to erect cordons around the area that you are working, this may include the need to segregate vehicles from pedestrians and how will this be managed?



Consider the location of the environment; how near are local amenities, how isolated are you etc?

If the remote worker will be using any form of display screen equipment. Risk assessments must be completed for the workstations that will be used at each remote working location. This will include the remote workers home location if it has been authorised as an approved work area

Display screen equipment/workstation assessments for each working location must be completed. Please refer to the Display Screen Equipment Policy for guidance

Any other factors


By whom/when

Consider any other hazards that have not been included in this checklist:-



Appendix 2

Remote Working Safety Checklist This checklist should be used to aid managers to ensure that so far as is reasonably practicable safety measures are in place to protect the safety and security of both personnel and trust assets during remote working activities. The checklist should be completed before remote working activities are authorised. Remote working activity___________________________________________________ Remote working location/locations__________________________________________ ________________________________________________________________________ Name of Manager completing the checklist____________________________________ Date completed________________________ Review date_________________________

PROMPT YES NO COMMENT Has the hazard checklist been completed?

Have all appropriate risk assessments been completed?

Have you received confirmation that all of the risks identified during the hazard check and risk assessments have been managed appropriately?

Has the scope of the remote working been finalised and documented? (this will include all of the authorised locations, working hours, equipment that can be used and vehicles that will be used)

Have all personnel that will be undertaking the remote working activities received all appropriate training and information that they require?

Have all methods of communication between the remote worker and base been finalised? to include the frequency of communication

Have arrangements been put in place to monitor the effectiveness of the remote working? To include productivity and individual remote worker stressors

Are there any other arrangements that have been put in place for this particular task that should be monitored?

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