Driving at Work Policy

Transcription

1 Policy No: RM42 Version: 5.0 Name of Policy: Driving at Work Policy Effective From: 31/05/2016 Date Ratified 12/05/2016 Ratified Health and Safety Committee Review Date 01/05/2018 Sponsor Deputy Chief Executive Expiry Date 11/05/2019 Withdrawn Date Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that this is the most up to date version This policy supersedes all previous issues. Driving at Work Policy v5

2 Version Control Version Release Author/Reviewer Ratified by/authorised by 1.0 Oct 2005 J Hill Risk Management Committee Date 08/09/2005 Changes (Please identify page no.) /12/2009 J Hill H&SC 10/11/2009 3,4,5,6,7,8,9,10,11, /07/2012 C. Traill/ A. Turner /05/2014 C. Traill/ A. Turner /05/2016 C. Traill/ A. Turner H&SC 10/07/2012 3,4,5,6,7,8,11,12 H&SC 15/05/ References to pool vehicles removed H&SC 12/05/ Policy Scope updated Revisions to the policy from the previous version are detailed in blue font Driving at Work Policy v5 2

3 Contents Section Page 1 Introduction Policy scope Aim of policy Duties (Roles and responsibilities) Definitions Summary of Trust Vehicle Safety and Environmental Standards Road Worthiness Vehicle Selection Security Passengers... 7 Training Equality and diversity Monitoring compliance with the policy Consultation and review Implementation of policy (including raising awareness) References Associated documentation (policies) Appendices Appendix A Health Assessment Appendix B Guidance on Maintaining Roadworthiness Servicing and Maintenance Appendix C Ergonomic Guidance for Purchasing a Car Driving at Work Policy v5 3

4 Driving at Work Policy 1 Introduction It has been estimated that up to a third of all road traffic accidents involve somebody who is at work at the time. This may account for over 20 fatalities and 250 serious injuries every week. The Health and Safety Executive in collaboration with the Department for Transport and the Royal Society for the Prevention of Accidents have published Guidance for Employers on Driving at Work Managing work-related road safety. This Guidance clearly states their view that the requirements of Section 2 of the Health and Safety at Work Act 1974 and Regulation 3 of the Management of Health and Safety at Work Regulations 1999 apply to all work related activities, including work-related driving. For specialist vehicles eg fork-lift trucks, JCB s and HGV s etc any specific HSE guidance will need to be taken into account in addition to the requirements of this policy. This policy should be read in conjunction with the Trust s Smoke Free Hospital Policy which states that Smoking is not permitted within Trust vehicles and privately owned vehicles on Trust business. 2 Policy Scope 3 Aim This policy is trust wide and applies to all members of staff employed/working within Gateshead Health NHS Foundation Trust. It applies for any motorised transport used by staff to drive at work including motorcycles, cars, vans and lorries. It also applies to drivers of Trust leased vehicles, including non-trust employees, (for example partners, parents and children of employees) who drive Trust leased vehicles. This policy does not apply to QE Facilities staff and vehicles as these are covered by a QEF policy, except where QEF staff are provided with leased vehicles through the Trust Leasing Department. The aim of the policy is to ensure that adequate controls are in place to protect both the Trust and the individual and to provide a set of standards which form a framework within which all parties may confidently operate. 4 Duties - roles and responsibilities 4.1 Trust Board The Trust Board is responsible for ensuring the Trust meets its legal obligations under Health & Safety legislation. The Board will ensure, so far as is reasonably practicable, that there are suitable and sufficient funds and resources available to meet the requirements of the legislation and to enhance the health of staff at work. 4.2 Chief Executive The Chief Executive is responsible to the Trust Board for the effective implementation of The Driving at Work Policy Driving at Work Policy v5 4

5 4.3 Director of Finance and Informatics The Director of Finance and Informatics is responsible to the Chief Executive for the overall co-ordination and implementation of the policy within Gateshead Health NHS Foundation Trust. 4.4 Finance Department The Finance Department will be responsible for; Driving licences and insurance documentation Licence and insurance are checked annually at the expiry of the previous year insurance policy. New starts prior to the submission of their first expense claim. Demo vehicle drivers prior to collection of vehicle from the Finance Department Lease Cars The management of the lease car schemes in line with trust policy. 4.5 Health and Safety Advisor The Health and Safety Advisors responsibilities include providing advice and support to staff throughout the organisation to ensure that appropriate risk assessments in relation to driving at work are undertaken, health and safety risks identified and appropriate health and safety systems are in place. The Health and Safety Advisor will lead on monitoring this policy across the Trust. 4.6 Divisional Directors and Divisional Managers The Divisional Directors and Division Managers have a joint responsibility to ensure this policy is implemented within the Division. 4.7 Heads of Department/Managers It will be the duty of the managers responsible for driving at work to ensure that: Risk Assessment Risk assessments are carried out and risks identified are managed which could include; Eliminating the use of vehicle by suitable alternatives e.g. patient to clinic, air/train travel, and video conferencing. Assessing driving risks including those set out below in section 7 Information, Instructions and Training. Risks from activities at end of journey e.g. home visit Vehicles Leased vehicles are maintained in a roadworthy condition via the Trust s leasing scheme and additional maintenance checks as set out in Appendix B and/or the Lease car schemes Terms and Conditions are undertaken. Trust owned vehicles are maintained in a road worthy condition, including any maintenance checks by drivers. See Appendix B for guidance. Driving at Work Policy v5 5

6 4.8 Driver The vehicle is suitable for the task it is being used to carry out. e.g. fitted with the correct signs with regard to the Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations Employees who drive at work Are authorised, competent, and fit to drive the vehicle. (see Appendix A) Have a current driving license and are adequately insured for business use before allowing them to embark on a business journey. Copies should be forwarded to the Finance Department. If unsure, advice should be sought from the Travel Expenses Department. Who are employed as drivers have a current driving license and these are checked annually. Are provided with adequate time to complete their planned driving activities safely Accidents/Incidents Accidents/Incidents involving driving at work are reported via Datix, and investigated. Accidents/Incidents involving Trust lease vehicles are reported to the Accident Management Company engaged by the Trust for dealing with them. In the event of an accident ensure the member of staff has exchanged insurance details etc with the other driver, and if someone has been injured or a member of staff has collided with roadside furniture the member of staff is advised not to leave the scene until the police have been informed. They consider any referrals that an employee may require to the Occupational Health Department for counselling following an accident/incident Smoking They inform staff that smoking is not permitted within all Trust vehicles and privately owned vehicles on Trust business Training Employees receive all necessary Information, Instructions and Training as set out in section 7 Employees who are required to drive for work, and non-employees who drive Trust leased vehicles must: Documentation Hold an appropriate current UK driving licence, or non-uk driving licence provided it complies with the requirements detailed on the website. Ensure they are insured to drive the vehicle for the purpose it is being used e.g. business purpose, and provide when requested the documentary evidence. Ensure the vehicle has current tax and MOT where relevant. Have all current relevant documents. e.g. MOT and service history. Driving at Work Policy v5 6

7 4.8.2 Whilst Driving Follow procedures for driving safely as set out in section 7 Information, Instructions and Training Vehicle Road worthiness Privately owned car - ensure it is maintained in a road worthy condition in accordance with manufacturer's instructions, including any maintenance checks by drivers. See Appendix B for guidance. Lease car - comply with leasing agreement and maintain in a road worthy condition, including any maintenance checks by drivers. See Appendix B for guidance. Trust vehicles - undertake vehicle inspections as required in accordance with local procedures Policy Follow the procedures detailed in this policy to ensure compliance with legislative requirements. Adhere to the trust s no smoking policy and legal requirements regarding smoking in vehicles Incident Reporting Report all incidents and near misses through Datix, the Trust incident reporting system. In the event of an accident ensure insurance details etc are exchanged with the other driver, and if someone has been injured or they have collided with roadside furniture they should not leave the scene until the police have been informed Reporting Procedures for the Notification of Driving Offences Staff are responsible for advising their managers and the Finance Department if they are disqualified from driving. Staff must inform their manager if they are likely to be disqualified by point accumulation. Drivers of Trust lease vehicles, including non-employees, must report all driving convictions and endorsements to the Lease Car Team in Finance immediately Other Issues Trust staff must report any health conditions which could affect their fitness to drive to the DVLA, Occupational Health Nursing staff and the Finance Department. Trust staff who are driving for work must ensure they have regular eye tests or arrange to have abasic eye test from the Occupational Health Department every 2 years Non-employees of Trust lease vehicles must report any health conditions which could affect their fitness to drive to the DVLA and the Finance Department. Details of health conditions which it is a legal requirement for drivers to notify to the DVLA are detailed in the Direct Gov website at: ivers/medicala-z/index.htm All drivers, including non-employees must attend all training as required by the Trust Driving at Work Policy v5 7

8 Employees should report any concerns about another employee s driving capability to an Occupational Health Nurse within the Occupational Health Department. 4.9 Occupational Health Responsibilities 5 Definitions The Occupational Health Department will carry out a health assessment on Trust drivers as set out in Appendix A. 5.1 Under health and safety and road traffic law driving at work includes any driving for work whether on the public highway or on a trust site if it also includes on-the-road work activities. Health and safety law does not apply to commuting, unless the employee is travelling from their home to a location which is not their usual place of work. 5.2 The Road Traffic Act and Road Vehicle (Construction and Use) Regulations are administered by the Police. 5.3 The Smoke Free Regulations are administered by the Local Authority. 6 Summary of Trust Vehicle Safety and Environmental Standards 6.1 Road Worthiness Increased service intervals on all types of vehicles are taken too literally and the neglect of basic routine checks is far too common occurrence. Yes some modern fleet cars can go up to 30,000 miles before a service is required, but simple checks across the vehicle and inside the engine bay are still a necessity to avoid serious problems Guidance on maintaining vehicles in a roadworthy condition is set out in Appendix B. 6.2 Vehicle Selection Green Policy Issues Staff are encouraged to select smaller more fuel-efficient cars. Petrol/Diesel/Alternative Fuel Policy Staff are free to choose the fuel type of the vehicle according to their own preferences. Business mileage should be kept to a minimum. As much travelling as possible should be carried outside the most congested early and late afternoon periods, but without impacting negatively on the workload Pre-purchase Information Whilst staff are free to choose a vehicle they will be encouraged to consider the suitability of the vehicle to meet their needs. When selecting a vehicle the following should be considered: Tax implications i.e. CO2 emissions. Ergonomic issues i.e. suitability of driver positions, suitability of the load space of the vehicle, easy and safe access to load space. Guidance is given in Appendix C. Driving at Work Policy v5 8

9 6.3 Security Vehicle Security Vehicles must be locked when unattended and security devices used Safety & Security of Equipment Keys Don t leave anything on show when the car is unattended. Always use load covers when carrying equipment in the boot when the vehicle is to be used for carrying high value goods (work equipment etc) the Trust needs to be advised. A full risk assessment should then be carried out by the manager (High value can be classed as anything in excess of 250 by the insurance company). If equipment or other items are taken home overnight ready for the next day the vehicle should be garaged or equipment stored in the home for safety. Some vehicles are supplied with special security keys and these should be held in a secure place in case a replacement key is required in future Parking Care should be taken when parking. In the dark ensure that the car is parked in a well-lit area if possible. When parking the vehicle, notice should be taken of any restrictions in force. Drivers are liable for parking fines at all times as a result of infringements. Do not park in disabled bays unless you have the correct documents to do so. Never park on the pavement People safety 6.4 Passengers All occupants should use seat belts, at all times. If possible, car doors should be kept locked in transit. A risk assessment may need to be carried out to determine the feasibility of this. Staff are encouraged to share cars whenever possible. Staff must be adequately insured for the carriage of passengers whether staff or patients. Staff are discouraged from carrying patients in their own car. Prior authorisation must always be obtained from a Senior Manager if patients have to be carried and this can only be given after a full risk assessment has been carried out. 7 Information, Instructions and Training The Finance Department will provide a copy of this policy to all drivers so they are aware of the Trust policy and requirements. Driving at Work Policy v5 9

10 Managers must ensure their staff who drive at work receive adequate comprehensible health and safety information, where appropriate written instructions on trust vehicle safety and environmental standards as set out in section 6 above and on driving safely as set out below; For appropriate member of staff, ensuring any patients are transported in accordance with the risk assessment. To drive safely for own and other road user safety, never drive faster than road conditions allow and obey speed limits. Not to create circumstances or get involved with any road rage situations Never to drive under the influence of alcohol or drugs. Hand held mobile phones must not be used under any circumstance whilst driving, including for messaging or texting. The use of hands-free mobile phones is not recommended apart from immediate essential communications. Drivers should be aware that they are liable for prosecution under the road traffic act if involved in an accident whilst using a hands-free mobile phone. Not eat or drink or undertake any other activity whilst driving which would make driving unsafe. To adhere to The Road Traffic Regulations and the Highway Code at all times. To ensure all passengers wear seat belts unless medical reasons dictate. Not smoke within trust vehicles and privately owned vehicles on Trust business. To take extra care when driving in bad weather conditions eg snow and ice and ensure extra warm clothing is taken in case of any mishap which results in staff being stranded. In bad weather to take advice of weather warnings provided through the media before undertaking any journey Not to drive for work after working long hours and tired To take regular breaks when driving long distances To ensure they maintain their eyesight at legal standards including wearing glasses/ contact lens as necessary and to report if they have any problems How to manage accident/incidents and when to report to the police. Trust vehicle safety and environmental standards and driving safely should be included in local induction 8 Equality & 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 includes the provision of lease vehicles that meet the needs of drivers with disabilities where practicable. 9 Monitoring of the Policy Standard / process / issue Risk of inadequate controls in place to protect both the Trust and the individual from motor vehicle accidents and incidents Monitoring and audit Method By Committee Frequency Report of Incidents involving lease cars and drivers Occupational health issues relating to Trust drivers Finance Dept. Occ Health Dept Finance Committee H&S Committee Annually Annually Report of work related driving incidents Health and Safety H&S Committee Annually Driving at Work Policy v5 10

11 10 Consultation and review The policy has been reviewed with comments being sought from the Finance Department, Risk Managers, members of the Safe Working Group, the Occupational Health Department and staff side Health and Safety Reps. The Health and Safety Committee were involved in the review of previous versions of the policy. 11 Implementation of the policy (including raising awareness) This policy will be implemented in accordance with policy OP27 Policy for the development, management and authorisation of policies and procedures 13 References Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 1999 Workplace (Health, Safety and Welfare) Regulations 1992 Provision and Use of Work Equipment Regulations 1998 Workplace Transport Safety HSG136 Driving at Work INDG382 Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2007 Road Traffic Act 1988 and 1991 Road Vehicles (Construction and Use) Regulations 1986 and Amendments Road Vehicles (Display of Registration Marks) Regulations 2001 The Highway Code Smoke Free Regulations, 1 July Associated Documentation RM02 Health and Safety Policy RM37 Smoke Free Hospital Policy Green Salary Sacrifice Lease Car Scheme Lease Car Notes for Guidance and Agreement Driving at Work Policy v5 11

12 Appendix A Health Assessment 1 PRE-EMPLOYMENT Pre-Employment Health Screening is required for all employees whose work requires the driving of a motorised or mechanically propelled vehicle and may be required to attend the Department for further assessment. 2 REVIEW HEALTH ASSESSMENT May be required in the event of: (a) (b) (c) Accident associated with driving. Any absence from work due to ill health, which raises management concerns with reference to continuing fitness to drive safely. Where management has any basis of concern with reference to fitness to drive. All health assessments will be undertaken by a Specialist Nurse Practitioner or Occupational Health Physician following formal written request with referral details from the Line Manager. A written report will be provided to the Line Manager providing specific advice with reference to fitness to drive. Driving at Work Policy v5 12

13 Appendix B Guidance on Maintaining Roadworthiness Servicing and Maintenance All vehicles used for business use must be serviced and maintained in accordance with the manufacturer s recommendations. Set out below are routine checks required by drivers in addition to regular servicing. Vehicle warning indicators checked on starting the vehicle Daily checks Check that lights are in full working order, windows and mirrors are clean and Number plates are in place and visible. Check Wipers/washers Horn Regular checks Windscreen washer levels Tyre pressure and tread depth should be checked regularly. See Tyre safety below. In accordance with manufactures instructions. Oil levels and Coolant (Water & anti-freeze) levels - check regularly. Seat belts - Check proper function Cleanliness of the car Staff should keep their cars in a clean and tidy condition at all times. This is particularly applicable to lease cars. General Care should be taken when driving over speed bumps as this could lead to misalignment of the tracking, which in turn leads to unsafe tyres. Tyre Safety (Further Guidance) A Tyre has a contact point on the road of about the size of a large footprint and has to provide ALL of the grip for steering, braking and acceleration. The legal minimum tread depth is 1.6mm. This applies across the central three-quarters of the breadth of tread and round the entire circumference of the tyre. See picture below. Driving at Work Policy v5 13

14 Most car type tyres have tread wear indicators usually at least six small ribs across the bottom of the main tread grooves. When the tread surface becomes level with these ribs the tyre is at the legal limit and must be replaced. Tyres should be checked regularly. Tyre pressures: Pressures should be checked fortnightly and only when the tyres are cold. Correct tyre pressures are vital for safe handling, optimal braking, grip and tyre life. Low tyre pressures or overloading will cause increased fuel consumption, higher air pollution, shorter tyre life and a greater risk of tyre failure. High tyre pressures may cause reduced comfort, less grip, greater risk of impact, tyre damage and reduced stability when braking and cornering. Even a short trip to the garage will warm the tyre up and raise the pressure. Recommended tyre pressures may vary according to load or speed. Look in your vehicle handbook or consult your garage or tyre dealer. Driving at Work Policy v5 14

15 Appendix C Ergonomic Guidance for Purchasing a Car Ergonomics and key aspects of the vehicle are covered below. It is important to remember that the greater the number of adjustable features within a car, the greater the likelihood of achieving a good and comfortable posture. Look for certain features in a car for example: SEATING - generally A comfortable and supportive seat with: (a) (b) an independent height and tilt adjustment (see picture 1 [A]) electronic adjustment controls. Ensure that all Adjustment mechanisms are easy to use and positioned such that poor posture is not encouraged. Picture 1 Ensure the seat material does not create discomfort and that all parts of the seat provide adequate support. Seat Base Adequate leg length (see picture 1 [B]) ensure thighs are adequately supported and that the seat base is not: (a) too short (see picture 2); (b) too long (see picture 3). Adequate base width (see picture 1 [C])- Picture 2 Ensure seat base is wider than hips and thighs. Adequate height adjustment of seat base to ensure: (a) feet can operate pedals without stretching (b) all controls are easily reached (c) all display instruments can be seen (d) good all round vision. Picture 3 Back Rest Back rest height (see picture 4 [D]) ensure height of backrest reaches the shoulders and does not obstruct 'rearward vision' Back rest width (see picture 4 [E]) - ensure wide enough to support shoulders. Picture 4 Driving at Work Policy v5 15

16 Lumbar Support The back rest should provide continuous support along the length of the back and an adjustable lumbar support may help to achieve this, but be careful - many do not offer full adjustment resulting in pressure points or gaps An adjustable lumbar support with ideally up/down and in/out adjustment Always ensure the lumbar support 'fits' your shape and is comfortable. Seat Belt Ensure the seat belt is adjustable and comfortable. Steering Wheel An adjustable steering wheel (in/out, up/down and tilt) (see picture 5) Power steering Ensure steering wheel is centrally positioned and not 'off-set' to prevent rotation of the spine Ensure steering wheel does not obstruct the display panel. Picture 5 Pedals & Gearbox An automatic gearbox can be helpful Centrally positioned pedals that have adequate spacing and are not 'off-set' as they can create torsion on the spine. Picture 6 Mobile Phone If a 'hands-free' mobile phone kit is to be fitted, ensure the cradle, microphone and speaker are appropriately positioned to encourage good posture as demonstrated in picture 7, the driver needs to stretch to reach the mobile cradle. Boot A boot with an appropriate sill height, easy access and adequate space. The sill height for example, not be too low, so that when manually handling loads in/out of boot, you can do so with good, comfortable postures and therefore minimise Picture 8 the risk of injury. Car Environment Comfortable leg and head room Air conditioning. i c t u r e 7 P Driving at Work Policy v5 16