Policy: s27. Security Management Policy Securing Environments. Version: S27/05

Transcription

1 Policy: s27 Security Management Policy Securing Environments Version: S27/05 Ratified by: Trust Management Team Date ratified: 14 th November 2012 Title of Author: Head of Safety & Security. Specialist & Forensic CSU Title of responsible Director Executive Director of Specialist & Forensic CSU Governance Committee Quality Assurance Committee Date issued: 16 th November 2012 Review date: November 2015 Target audience: All Staff Trust wide NHSLA relevant? Yes Disclosure Status B Can be disclosed to patients and the public EIA / Sustainability H:\policies\EIA initial screening form S27.d Implementation Plan H:\policies\ Implementation Plan t Monitoring Plan G:\Trust Policies and Procedures\NHSLA\S4 Other Related Procedure or Documents: Equality & Diversity statement West London Mental Health NHS Trust Page 1 of 11

2 The Trust strives to ensure its policies are accessible, appropriate and inclusive for all. Therefore all policies will be required to undergo an Equality Impact Assessment and will only be approved once this process has been completed Sustainable Development Statement The Trust aims to ensure its policies consider and minimise the sustainable development impacts of its activities. All policies are therefore required to undergo a Sustainable Development Impact Assessment to ensure that the financial, environmental and social implications have been considered. Policies will only be approved once this process has been completed West London Mental Health NHS Trust Page 2 of 11

3 S27 Security Management Policy Version Control Sheet Version Date Title of Author Status Comment S27/01 29 Oct 2008 S27/02 22 Jan 2009 Local Security management Specialist Local Security management Specialist S27/03 06/02/09 Local Security management Specialist S27/04 19 Feb 2011 Local Security management Specialist S27/05 Nov 2012 Head of Safety & Security Approved at ODG New Policy issued Revised Policy issued Revised Policy issued. Amended for NHSLA Compliance Jan Reviewed for NHSLA purposes. Presented to 31 st January Policy Review Group for approval approved. Approved post PRG by Executive Director. Presented to November 2012 TMT. Approved. West London Mental Health NHS Trust Page 3 of 11

4 Content Page No. 1. Introduction 5 2. Scope 5 3. Definitions Duties Chief Executive Accountable Director Managers Policy Author Local Policy Leads All Staff Duties of Local Security management Specialist Requirement to Undertake Risk Assessment 7 6. Managing Security Risk 7 7. Recording and Reporting of Security Management Incidents 8 8. Review 8 9. Monitoring Glossary of Terms / Acronyms Supporting documents 9 West London Mental Health NHS Trust Page 4 of 11

5 1. INTRODUCTION The objectives of the policy are to create, maintain and ensure: The safety of all who use and work within our service The protection of property and assets against fraud, theft and damage A safe environment where care can be delivered 2. SCOPE The policy aims to effectively manage safety of staff and environments through proactive security measures, effective management systems and the commitment of all employees within the Trust 3. DEFINITIONS Security can be defined as: Something that gives or assures safety, to protect or to safeguard 4. DUTIES 4.1 Chief Executive The Chief Executive has the overall responsibility in meeting all the statutory obligations and ensuring that effective security arrangements are in place and regularly reviewed. 4.2 Accountable Director The Executive Director of Specialist and Forensic CSU is the nominated executive director with NHS SMS security management responsibility 4.3 All managers are responsible for The development and adaptation of Trust Security Procedures to ensure relevance to their specific CSU Needs (High Secure Services: the National High Secure Directions Specialist &Forensic Services: Medium/Low Secure Standards - Local Services: Standards for Inpatient wards Working Age Adults) Overall Supervision of the day to day security within their department Reporting incidents, crime or suspected crime as per Incident Management & Review Policy (I8 and I8A) Ensuring that staff are aware of this policy and supporting policies. Ensuring that training is facilitated for all staff in relation to Security Management 4.4 Policy Author West London Mental Health NHS Trust Page 5 of 11

6 Policy Author is responsible for the development of this policy as well as ensuring the implementation and monitoring is communicated effectively throughout the Trust via CSU / Directorate leads and that monitoring arrangements are robust. 4.5 Local Policy Leads Local policy leads are responsible for ensuring policies are communicated and implemented within their CSU / Directorate as well as co-ordinating and systematically filing monitoring reports. Areas of poor performance should be raised at the CSU / Directorate SMT meetings. 4.6 All Staff All members of staff are responsible for ensuring that they comply with the Security Management Policy (S27) and supporting policies and procedures. The reporting of incidents will be as per I8 and I8A Policy, crime or suspected crime will be as per S21procedure for pursuing sanctions. 4.7 Local Security Management Specialist (LSMS) The Local Security Management Specialist is responsible for the routine management of non-clinical security issues; with the exception of information systems security and this is the responsibility of the Director of IM&T & Information Governance Lead. The LSMS will exercise specific responsibilities on behalf of the SMD. Key Responsibilities of the LSMS are: Crime Prevention Advice, support and assistance in upholding and developing operational arrangements that affect security. Review all security incidents and ensure non-clinical security risk assessments and crime reduction surveys are conducted in all Trust properties Liaise with external agencies regarding non-clinical security matters e.g. Police, Crown Prosecution Service, NHS Security Management Service Legal Protection Unit. Advise Executive director of S& F CSU of any impact resulting from new legislation or national directions / guidance 5. REQUIREMENT TO UNDERTAKE RISK ASSESSMENT 5.1 Each CSU / Department is required to carry out their own risk assessment for their area of responsibility, based on WLMHT risk assessment process (Policy R1 Section 6 & 7). West London Mental Health NHS Trust Page 6 of 11

7 5.2 Identified risks will be added to the risk register and managed locally, unmanaged risk will be taken to the Trust Management Team or the Trust Health & Safety Committee as appropriate. 5.3 As a result of the local security risk assessment, the appropriate lead will identify site wide risks and develop Risk Management action plans where appropriate. 5.4 Identified risks will be added to the risk register at the appropriate risk level in Consultation with the responsible Executive Director. 6. MANAGING SECURITY RISK 6.1 In order to achieve the objectives set out within this policy the Trust will: Provide Staff training Ensure internal and external security arrangements are in place Adhere to Policy S21 Procedure for pursuing sanctions following alleged criminal activity Incorporate security and safety into all new building design Incorporate appropriate security and safety measures into existing buildings Promote security & safety awareness, through training, communication and developing new and existing processes Ensure the wearing of ID Badges by all Trust Staff Ensure that timely and effective Risk Assessments are carried out Provide Incident Reporting Data Analysis Ensure communication of all Security & Safety matters and Security Related training will be via the Trust Exchange or in Trust Publications e.g. training matters or via Alert system Provide where appropriate CCTV use, and apply as per Policy C8, The management of CCTV Policy West London Mental Health NHS Trust Page 7 of 11

8 7. RECORDING AND REPORTING OF SECURITY MANAGEMENT INCIDENTS 7.1 Recording and reporting will be carried out as per Incident Management and Review Policy (I8 and I8A). Trust staff are required to report all incidents via the electronic reporting system, the analysis of incidents will be undertaken by the head of Governance (or nominated deputy) and reported to the appropriate groups / committees. This data will be used to enhance and improve the service. 7.2 Trend analysis reports will be produced by the Head of Governance and presented to the Quality Assurance Committee on a quarterly basis. 7.3 Reports to NHS protect will be provided by the LSMS on request. 8 REVIEW 8.1 This policy will be reviewed by the Local Security Management Specialist every two years unless legislation or guidance from appropriate bodies indicates otherwise. 9. MONITORING 9.1 Safety and Security will be overseen by the Trust Management Team via the Risk Register. Detailed reports and action plans are monitored via local arrangements as described below: 9.2 High Secure Services: The Security Committee will monitor and follow up all security related matters and provide quarterly reports to the Trust board. 9.3 In Specialist & Forensic Services, the Security Steering Group will monitor all security related matters. 9.4 In Local Services, police liaison committees are in place to deal with crime related issues, environmental security will be referred to the Health & Safety Committee as appropriate. 9.5 An annual report will be prepared by the above groups and presented to the Security Management Director. 9.6 The Security Management Director will present to the Trust Management Team recommendations and actions in relation to the management of security risks. 10. Glossary of Terms / Acronyms West London Mental Health NHS Trust Page 8 of 11

9 CSU Clinical Service Unit NHS SMS NHS Security Management Services LSMS Local Security Management Specialists S & F Specialist & Forensic S&FS West London Forensic Services CCTV Closed Circuit Television CPS Crown Prosecution Service 11. SUPPORTING DOCUMENTS (TRUST DOCUMENTS) 11.1 This policy relates to the following Trust policies: Trust Risk Management Policy. (R1) Violence Reduction Policy. (V2) Lone Working Policy. (L3) Incident Reporting and Management Policy (I8 & I8A) Procedure for Pursuing Sanctions Policy. (S21) ICT Security Policy. (I2) Bomb and Bomb Threats Policy. (B1) The Management of CCTV Surveillance Policy. (C8) Covert Surveillance Policy. (C13) Exchange of Information Between Broadmoor Hospital, Thames Valley Police and the CPS Policy. (E7) High Risk and DSPD Patients their management at Broadmoor Hospital. (H4) Use of Handcuffs. (H5) Hostage Policy. (H7) Not for Public Disclosure Management of Security Keys. (K1) Not for Public Disclosure Security Intelligence systems, Broadmoor Hospital Policy. (S1) West London Mental Health NHS Trust Page 9 of 11

10 Not for Public Disclosure Searching Visitors Including Contractors Policy. (S13, WLFS OP5a/5b) Broadmoor Hospital Staff Search Policy. (S14) Searching Patient s Rooms Lockers and Personal Effects Policy. (S16) Patients Visits at Broadmoor Hospital Policy. (G2) Broadmoor Hospital Official Visitors (including contractors) Policy. (V6, WLFS16) West London Mental Health NHS Trust Page 10 of 11

11 POLICY / PROCEDURE: Secure Environment Appendix 1 MONITORING TEMPLATE S27 Security Management Securing Environments Minimum Requirement to be Monitored Where described in policy WHO (which staff / team / dept) 4.1a) Duties Sec. 4 All staff 4.1b)How the organisation Sec. 5 Broadmoor &S&F CSU- Security steering group risk assesses the physical security of premises and meetings. Local assets Services- Police Liaison meetings. 4.1c) how action plans are developed as a result of risk assessments 4.1d) How action plans are followed up 4.1e) How the organisation monitors compliance with all of the above Sec.5.1 Sec. 5.3 HOW MONITORED (Audit / process / report / scorecard) - list details Broadmoor &S&F CSU-Security steering group meetings. Local Services- Police Liaison meetings HOW MANY FREQUENCY RECORDS (monthly / quarterly / (No of records / annual) % records) REVIEW GROUP (which meeting / committee) All Incidents Monthly Broadmoor &S&F CSU- Security steering group meetings. Local Services- Police Liaison meetings- ALL SMT meetings OUTCOME OF REVIEW / ACTION TAKEN (Action plan / escalate to higher meeting) To SMT & TMT Risk Owner Risk action plans All records Monthly DMT/SMT To SMT & TMT Sec.9 Risk Owner Risk action plans All risks Monthly DMT/SMT To SMT & TMT Sec.9 Appendix 1 DMT/SMT Risk action plans All risks Monthly DMT/SMT To SMT & TMT West London Mental Health NHS Trust Page 11 of 11