Work-related Driving Policy

Transcription

1 Work-related Driving Policy Date: December 2012 Version number: 2 Author: Magnus Flaws Date of Approval: December 2012 Review Date: December 2015 If you would like this document in an alternative language or format, please contact Corporate Services on Registration no. CEPOL 012

2 NHS SHETLAND DOCUMENT DEVELOPMENT COVERSHEET* Name of document Registration Reference Number Author Executive Lead Driving policy CEPOL012 New y Review n Magnus Flaws John McBeath Proposed groups to present document to: Health and Safety cttee. March 12 APF April 12 Staff Governance Dec 12 Date Version Group Reason Outcome 06/03/12 2 (first draft) April /12 2 (second draft) 13/12/12 2 (final draft) Health & Safety Ctee. PI, PO & CS Minor revisions APF PI, PO & CS Minor revisions Staff Governance Approval Approved Examples of reasons for presenting to the group Professional input required re: content (PI) Professional opinion on content (PO) General comments/suggestions (C/S) For information only (FIO) Examples of outcomes following meeting Significant changes to content required refer to Executive Lead for guidance (SC) To amend content & re-submit to group (AC&R) For minor revisions (e.g. format/layout) no need to re-submit to group (MR) Recommend proceeding to next stage (PRO) *To be attached to the document under development/review and presented to the group Please record details of any changes made to the document on the back of this form

3 DATE CHANGES MADE TO DOCUMENT 16/2/12 Risk assessment criteria 16/02/12 Format changes made 16/02/12 Introduction altered 28/03/12 JMCB Changes incorporated from Health and Safety Cttee. 05/04/12 JMCB Minor corrections following APF 15/12/12 JMCB Minor changes made Registration number added Table summarising responsibilities added

4 CONTENTS 1 Introduction 1 2 Scope 1 3 Definition of work-related driving 1 4 Policy aims 1 5 Responsibilities 2 6 Assessing risk 4 7 Insurance 4 8 Managing risk 5 9 Monitoring and reviewing this policy 6

5 1. Introduction 2. Scope NHS Shetland takes seriously the health, safety and welfare of all its staff. It recognises the risks to staff who need to drive in connection with work and is committed to the prevention of injury, loss of life and damage to property from work-related driving incidents. The purpose of this policy is to enable NHS Shetland to meet its obligation to protect staff so far as is reasonably practicable, from all occupational road risks associated with work-related driving. This policy applies to all staff involved in work-related driving activities, including leased-car and owner-drivers. It forms an integral part of NHS Shetland s Health and Safety Policy and applies along with any specific local guidance on work related driving and the management of occupational risks. The policy applies to all work-related driving arising in connection with the duties and activities of our staff. 3. Definition of work-related driving NHS Shetland defines work-related driving as: All staff, who, during the course of their employment, manage vehicles or staff who drive, or who themselves drive a vehicle on behalf of NHS Shetland. This policy applies, whether the vehicle is driven on the public highway or on Health Board premises. Normal journeys to and from the workplace are excluded from this policy. 4. Policy aims This policy aims to: Increase staff awareness of safety issues associated with workrelated driving risks; Make sure that risk in relation to work-related driving is assessed; e.g. driving in snow and ice; Encourage full reporting and recording of all incidents arising in the course of work-related driving; Reduce the number of incidents and injuries to staff resulting from work-related driving 1

6 5. Responsibilities 5.1. The Chief Executive is responsible for: Making sure there are arrangements for identifying, evaluating and managing risk associated with work-related driving Providing resources for putting the policy into practice Ensuring that there are arrangements for monitoring incidents linked to work-related driving and that NHS Shetland regularly reviews the effectiveness of the policy. 5.2 The Director of Human Resources and Support Services is responsible for: Ensuring that this policy is approved via appropriate committee structures 5.3 The Transport Manager is responsible for ensuring that this policy once approved is implemented throughout NHS Shetland 5.4. The Health, Safety and Risk Management Team, and, specifically, the Safety and Risk Manager, are responsible for: Ensuring that systems are in place which identify, evaluate and facilitate the management of Work Related Driving Risks; Monitoring incidents related to Work Related Driving, reviewing the effectiveness of this policy and reporting issues arising to NHS Shetland via its Health & Safety Committee. 5.5 Heads of Departments are responsible for: Making sure all relevant staff are aware of the policy Making sure the risk assessments are carried out and regularly reviewed Managing the effectiveness of preventative measures through the Board s DATIX system used to report, investigate and record incidents. Ensuring employees understand, that driving an NHS Shetland vehicle as an Authorised Driver, they are capable to drive and hold a valid driving licence with an entitlement for the class of vehicle that they are to drive, and have had the safety features / controls relevant to the vehicle to be driven, demonstrated. 2

7 Ensuring that members of staff understand that any vehicle to be driven on behalf of NHSS is roadworthy, appropriately insured, has a valid tax disc and, if applicable, has a valid MOT certificate. 5.6 Staff are responsible for: Taking reasonable care of themselves and other people who may be affected by their actions and/or omissions; Complying with procedures designed for safe working Reporting all incidents in relation to work-related driving immediately to their line manager and via the DATIX incident reporting system Participating in training designed to meet the requirements of this policy Reporting to their manager any dangers they identify or any concerns they might have about work-related driving Being aware that if taking prescribed sedative medication this may affect their ability to drive in a safe manner Ensuring that they are aware of the NHS Shetland Drug and Alcohol Policy especially section 7 Policy Rules Ensuring that, where they use their own car for business use that the vehicle is roadworthy, has a current MOT (where required), a current vehicle tax disk and is insured for business use. This is summarised in the following table Title Chief Executive Director of Human Resources Summary of responsibilities Making sure there are arrangements for identifying, evaluating and managing risk, Providing resources for putting the policy into practice Ensuring that there are arrangements for monitoring incidents Ensuring that this policy is approved via appropriate committee structures Transport Manager Safety and Risk Manager Ensuring that this policy is implemented Ensuring that systems are in place which identify, evaluate and facilitate the management of Work Related Driving 3

8 Heads of Departments All Staff Risks Monitoring incidents related to Work Related Driving Reviewing the effectiveness of this policy Reporting issues arising to NHS Shetland Making staff aware of the policy, Making sure the risk assessments are carried out and regularly reviewed, Managing the effectiveness of preventative measures through DATIX. Ensuring employees understand, that driving an NHS Shetland vehicle as an Authorised Driver, they are capable to drive and hold a valid driving licence with an entitlement for the class of vehicle that they are to drive, and have had the safety features / controls relevant to the vehicle to be driven, demonstrated. Taking reasonable care of themselves and others Complying with procedures Reporting incidents via Datix Participating in training Reporting concerns Aware of risks with medication Aware of our Drug and Alcohol Policy, Ensure their own vehicle is legal and roadworthy. 6 Assessing risk All drivers should carry out a few simple checks before beginning any journey. This should include assessing the condition of the vehicle, weather conditions and route, and their own fitness to drive. When planning a journey, staff should follow the safest route available. In adverse weather conditions such as snow a risk assessment should be carried out and consideration given to postponing or cancelling a journey. NHS Shetland advise that drivers carry in their vehicle, a mobile telephone for emergency use, a first aid kit, food and drink as well as extra clothing for warmth in case of a vehicle breakdown in cold weather when there may be a lengthy delay before assistance arrives. 7. Insurance business use 5 Where employees drive their own vehicles on NHS Shetland business they must ensure that they are insured for use on NHS Shetland business. Before performing any official duties with their private car, employees are responsible for lodging copies of documents with the Finance Department. These documents should show engine size of the car and insurance details demonstrating that their car is insured for business use. It is the responsibility of employees to make sure that they are insured for business use. 4

9 8. Managing risk Measures to reduce risk include the following 8.1 Driving Standards Under the Road Traffic Act drivers are legally responsible for their own actions on the road and for keeping to all traffic regulations. 8.2 Mobile Phones It is illegal to use a mobile phone in the car at any time when the engine is running. This includes when stationary at traffic lights or when parked on or adjacent to roads when the engine is running. No NHS Shetland employee should use a mobile phone whilst in the driving seat of a vehicle and the engine is running. There are two exceptions to this rule:- 1. If your life is in danger and you need to contact emergency services on 999 and to stop would exacerbate the situation 2. If the mobile system can be activated totally hands free. To be totally hands free there must be no need to take your hands off the steering wheel. Although these hands free devices can be used when driving it is nevertheless important to consider if the road conditions are such that it is safe to do so. 8.3 Passengers Employees, even when in private vehicles, must ensure that their insurance policy covers passengers being carried while driving on NHS Shetland business. Drivers are not permitted to use NHS Shetland vehicles to carry passengers unless on Board business. 8.4 Incident Reporting All incidents, accidents and near misses must be recorded on the Board s DATIX incident reporting system. If in the course of an investigation, evidence comes to light that might indicate misconduct, gross misconduct or capability issues then the Board s Disciplinary Procedure will be invoked and the evidence gathered used to support this process. 5

10 In line with the Board s Risk Management Strategy Strategy2012.pdf action under the Disciplinary Procedure will only be taken when it is felt that staff have deliberately attempted to disguise errors and/or dangerous practice and/or when an incident involves negligence or law-breaking (e.g. driving whilst under the influence of drugs or alcohol). 9 Monitoring and Reviewing The Health & Safety Committee, on an annual basis, will review the content of this policy in light of any significant incident occurring and when new legislation is introduced. 6

11 1. Rapid Impact Checklist NHS Shetland An Equality and Diversity Impact Assessment Tool: Medical Gas Pipeline Systems (MGPS) Which groups of the population do you think will be affected by this proposal? Minority ethnic people (incl. Gypsy/travellers, refugees & asylum seekers) Women and men People with mental health problems People in religious/faith groups Older people, children and young people People of low income Homeless people Disabled people People involved in criminal justice system Staff Lesbian, gay, bisexual and transgender people No impact anticipated Other groups: N.B The word proposal is used below as shorthand for any policy, procedure, strategy or proposal that might be assessed What positive and negative impacts do you think there may be? Which groups will be affected by these impacts? What impact will the proposal have on lifestyles? For example, will the changes affect: Diet and nutrition Exercise and physical activity No impact 7

12 Substance use: tobacco, alcohol and drugs? Risk taking behaviour? Education and learning or skills? Will the proposal have any impact on the social environment? Things that might be affected include: Social status Employment (paid or unpaid) Social/Family support Stress Income No impact Will the proposal have any impact on the following? Discrimination? Equality of opportunity? Relations between groups? No impact Will the proposal have an impact on the physical environment? For example, will there be impacts on: Living conditions? Working conditions? Pollution or climate change? Accidental injuries or public safety? No impact 8 No impact

13 Transmission of infectious disease? Will the proposal affect access to and experience of services? For example, Health care Transport Social services Housing services Education 9

14 Positive Impacts (Note the groups affected) Negative Impacts (Note the groups affected) No impact No impact. Additional Information and Evidence Required None Recommendations None From the outcome of the RIC, have negative impacts been identified for race or other equality groups? Has a full EQIA process been recommended? If not, why not?. No impact. 10

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