Driving Safely at Work Guidelines

Transcription

1 Policy Number LCH-Corp08 This document has been reviewed in line with the Policy Alignment Process for Liverpool Community Health NHS Trust Services. It is a valid Mersey Care document, however due to organisational change this FRONT COVER has been added so the reader is aware of any changes to their role or to terminology which has now been superseded. When reading this document please take account of the changes highlighted in Part B and C of this form. Part A Information about this Document Policy Name Driving Safely at Work Guidelines Policy Type Board Approved (Trust-wide) Trust-wide Divisional / Team / Locality Action No Change Minor Change Major Change New Policy No Longer Needed Approval As Mersey Care s Executive Director / Lead for this document, I confirm that this document: a) complies with the latest statutory / regulatory requirements, b) complies with the latest national guidance, c) has been updated to reflect the requirements of clinicians and officers, and d) has been updated to reflect any local contractual requirements Signature: Date: Part B Changes in Terminology (used with Minor Change, Major Changes & New Policy only) Terminology used in this Document New terminology when reading this Document Part C Additional Information Added (to be used with Major Changes only) Section / Paragraph No Outline of the information that has been added to this document especially where it may change what staff need to do Part D Rationale (to be used with New Policy & Policy No Longer Required only) Please explain why this new document needs to be adopted or why this document is no longer required Part E Oversight Arrangements (to be used with New Policy only) Accountable Director Recommending Committee Approving Committee Next Review Date LCH Policy Alignment Process Form 1

2 SUPPORTING STATEMENTS This document should be read in conjunction with the following statements: SAFEGUARDING IS EVERYBODY S BUSINESS All Mersey Care NHS Foundation Trust employees have a statutory duty to safeguard and promote the welfare of children and adults, including: being alert to the possibility of child / adult abuse and neglect through their observation of abuse, or by professional judgement made as a result of information gathered about the child / adult; knowing how to deal with a disclosure or allegation of child / adult abuse; undertaking training as appropriate for their role and keeping themselves updated; being aware of and following the local policies and procedures they need to follow if they have a child / adult concern; ensuring appropriate advice and support is accessed either from managers, Safeguarding Ambassadors or the trust s safeguarding team; participating in multi-agency working to safeguard the child or adult (if appropriate to your role); ensuring contemporaneous records are kept at all times and record keeping is in strict adherence to Mersey Care NHS Foundation Trust policy and procedures and professional guidelines. Roles, responsibilities and accountabilities, will differ depending on the post you hold within the organisation; ensuring that all staff and their managers discuss and record any safeguarding issues that arise at each supervision session EQUALITY AND HUMAN RIGHTS Mersey Care NHS Foundation Trust recognises that some sections of society experience prejudice and discrimination. The Equality Act 2010 specifically recognises the protected characteristics of age, disability, gender, race, religion or belief, sexual orientation and transgender. The Equality Act also requires regard to socio-economic factors including pregnancy /maternity and marriage/civil partnership. The trust is committed to equality of opportunity and anti-discriminatory practice both in the provision of services and in our role as a major employer. The trust believes that all people have the right to be treated with dignity and respect and is committed to the elimination of unfair and unlawful discriminatory practices. Mersey Care NHS Foundation Trust also is aware of its legal duties under the Human Rights Act Section 6 of the Human Rights Act requires all public authorities to uphold and promote Human Rights in everything they do. It is unlawful for a public authority to perform any act which contravenes the Human Rights Act. Mersey Care NHS Foundation Trust is committed to carrying out its functions and service delivery in line the with a Human Rights based approach and the FREDA principles of Fairness, Respect, Equality Dignity, and Autonomy

3 Liverpool Community Health NHS Trust Driving Safely at Work Guidelines

4 Driving Safely at Work Guidelines Version Number: V4.0 Ratified by: Health, Safety and Security Sub Group Date of Approval: 30/11/2015 Name of originator/author: Approving Body / Committee: Health & Safety Manager Health, Safety and Security Sub Group Date issued: November 2015 Review date: November 2017 Target audience: All employees work related vehicle use. Name of Lead Director / Managing Director: Changes / Alterations Made To Previous Version: Craig Gradden, Director of Finance Inclusion of transporting of equipment risk assessment Legislation amendments V4 Page 2 of

5 Driving Safely at Work Guidelines Contents 1. About This Document 1.1 Purpose 1.2 Application 1.3 Legislation 1.4 Policies and Procedures 2. Responsibilities 2.1 Liverpool Community Health NHS Trust 2.2 Governance Department 2.3 Human Resources 2.4 Managers 2.5 Employees 3. General Guidance for Drivers 4. Recording, Monitoring and Review 5. Health and Safety, transporting equipment 6. Transporting Patients in Your Own Vehicle 7. Business Mileage Insurance 8. Records V4 Page 3 of

6 1. about This Document 1.1 Purpose This document details guidelines to be followed in line with other Trust policies at Liverpool Community Health NHS Trust (the Trust). This will enable the organisation to identify, assess, avoid and control health and safety risks arising from driving while undertaking the business of the Trust. 1.2 Application These guidelines apply to Liverpool Community Health (LCH) employees who drive any vehicle as part of their job role. 1.3 Legislation The Trust is required to comply with the following legislation (although this list is not exhaustive): Health and Safety at Work etc Act 1974 The Management of Health and Safety at Work Regulations 1999 The Road Traffic Act 1991 The Highway Code The Manual Handling Operations Regulations Policies and Procedures HR Recruitment & Selection Guidelines Disciplinary Policy Standing Financial Instructions Payroll Services Lone Worker Policy Alcohol & Substance Misuse Policy Mobile Communication Device Guidelines LCH Records Management Policy Risk Assessment Policy Completed E-Travel Claim Form Conditions Travel Audit Process Agreement for leasing, Vehicle salary sacrifice scheme Motor Insurance policy 9

7 2. Responsibilities 2.1 Liverpool Community Health NHS Trust The Health and Safety at Work etc Act 1974 requires that, so far as is reasonably practicable, the Trust must ensure the health, safety and welfare of employees while at work. It also imposes a duty to ensure that others are not put at risk by our work related driving activities. The Trust is responsible for ensuring that risk assessments of its activities, including driving at work, are undertaken and that control measures identified as necessary to control, reduce or eliminate identified risks are implemented. 2.2 Governance Department The Governance Department has a duty to ensure that up to date information and guidance is available on driving at work, and that suitable training programmes are available as required. 2.3 Human Resources Human Resources Business Service will check the following list of information as detailed below as part of the overall recruitment process. This is subject to the post holder being required to be mobile as part of the role to be undertaken. Hold a valid driving license Staff using their own vehicles hold a valid Ministry of Transport (MOT) certificate (if applicable) Motor insurance which covers business use valid road tax. 2.4 Managers Managers are responsible for identifying the hazards and assessing risks to employees under their control, covering: Specific risks e.g. severe weather conditions Out of hours driving; particularly early morning or late at night General safety risks, e.g. lone working; breakdowns and accidents checking of the validity of driving licenses; motor insurance; vehicle registration documents, and driving license checking of details on mileage claims forms before authorisation 2.5 Employees Employees of the Trust are responsible for: Ensuring they hold a full valid driving license A valid Ministry of Transport (MOT) certificate (if applicable), if using their own vehicles Appropriate current motor insurance that covers business use 10

8 Valid road tax Ensure all mileage claim forms are an accurate reflection of miles. Ensure that any work place colleagues travelling as passengers are covered by the individual s car insurance Co-operating with the conduct of any risk assessment required in the course of their employment with the Trust Co-operating with and following any control measures deemed necessary to reduce or eliminate the identified risks Reporting any risks they may identify which may not have been assessed, to their line manager Consulting their line manager if they consider the control measures for any identified risk to be inadequate Informing their line manager of any incapacity, physical or mental, that may impair their driving ability Notifying their manager of any disqualification from driving, and or penalty points if driving a lease vehicle, where this may be detrimental to the Trust s insurance premium Complying with all legislation, specifically those mentioned in Para 1.3 ensuring they do not, under any circumstances, be in charge or drive a vehicle whilst being under the influence of alcohol or any illegal / other substances Any employee who uses a vehicle for work who fails to meet the above conditions stated could breach Trust policy that could result in disciplinary action being instigated. 3. General Guidance for Drivers Fitness to drive. It is a requirement of the Road Traffic Act 1988 that you report to the Driver and Vehicle Licensing Agency (DVLA) any health condition likely to affect your driving Driving when you are tired greatly increases your risk of collision. To minimise this risk, make sure you are fit to drive. Do not begin a journey if you are tired. Get a good night s sleep before embarking on a long journey Plan your journey to take sufficient breaks. A minimum break of at least 15 minutes after every two hours of constant driving is recommended At night or in poor visibility, do not use tinted glasses, lenses or visors if they restrict your vision. Before setting off you should ensure that: Plan route allowing sufficient travel time Clothing and footwear do not prevent you using the controls in the correct manner 11

9 Be familiar with the controls. Not all vehicles are the same; do not wait until it is too late to find out. Check tyres pressures & meet legal tread requirements Mirrors and seat are adjusted correctly to ensure comfort, full control and maximum vision, windows are clean Head restraints are properly adjusted to reduce the risk of neck and spine injuries in the event of a collision (see picture below) Sufficient fuel before commencing your journey, especially if it includes motorway driving. It can be dangerous to lose power when driving in traffic Ensure your vehicle is legal and roadworthy You must wear a seat belt in cars, vans and other goods vehicles if one is fitted. Adults must use a seat belt, where fitted, when seated in minibuses, buses and coaches. Exemptions are allowed for the holders of medical exemption certificates and those making deliveries or collections in goods vehicles when travelling less than 50 metres (approx. 162 feet) You must exercise proper control of your vehicle at all times. Do not rely on driver assistance systems such as cruise control or lane departure warnings. They are available to assist but you should not reduce your concentration levels Do not be distracted by maps or screen-based information (such as navigation or vehicle management systems) while driving. If necessary, find a safe place to stop. 4. Recording, Monitoring and Review 1. Report all significant risks to the health and safety of employees and others. 5. Health and Safety No items, for example, sharps boxes, nursing bags, patient files, weighing scales, handbags, medical/surgical equipment, crutches, nebulisers etc. are to be left on show in the vehicle all items are to be transported in the boot at all times. Leaving any item on show in the vehicle can be an invitation to a thief to break in. Take care when lifting heavy items in and out of your boot, and manually assess the task before carrying out the procedure. 12

10 Transportation of equipment in vehicle The guidelines below should be followed at all times No 1 Can the equipment be delivered by retailer or CEDAS in required timescales needed. Yes The Equipment is urgently required for: A) Prevention of admission B) To facilitate rapid discharge (i.e. Terminal patients ) C) Equipment provided by appropriate disciplines If none of the above applies go to step 2 2 Process Retail prescription or CEDAS order 3 Can the items be safely carried in the employee s car? Yes 4 See appendix Section A&B of suitable items of equipment in the category No Manager to reassess and determine most appropriate, safe means of transporting equipment 5 For all items in category C a documented in risk assessment must be in place, prior to carrying them in your car 13

11 Appendix : Transportation of Equipment Category A: Equipment which can be transported in the boot of standard vehicles adequately secured (no further risk assessment needed) Bath Step Stackable Bath Board Slatted (weight 1.9kg) Bath Seat (various heights) Patient / Carer Monitor (Tomy Alarm) General Use Furniture Raiser Chair Raisers for chairs with legs Linked Double Bed Raiser (pair) Chair / Bed Raisers, Grip On (Set of 4) Raised Toilet Seat Bed Blanket Cradle Folding Back Rest Bed Lever - Non Slatted Bed (Single Loop) Bed Rope Ladder Elbow crutches Transfer boards Ferrules Walking stick Emergency use mattress Emergency use cushion Heal protectors Handling belts Slide sheets including 4 way slide sheets and antislip 14

12 (The following categories should only be carried following an appropriate documented Risk Assessment) Category B: Equipment which requires seats to be folded down and appropriately secured by approved strapping (All equipment should be broken down into constituent parts before loading) Free Standing Toilet Frame Toilet Frame with Toilet Seat adjustable (Mowbray) Bench Shower Stool with Arms Round Shower Stool Adjustable Height Cantilever Table Static Cantilever Table with Wheels Trolley Metal Height Adjustable Perching Stool All mobility equipment (e.g. Walking frames) Double ended bed lever Shower chairs (All types) Commodes Static and mobile Return 7500 patient turner Patient turner Category C: Equipment that should under no circumstances transported in staff cars: Swivel bather Bathlift recliner Monkey pole Mattress Variator (weight 16-18kg) Pillow lift All hoists 15

13 Appendix 1. Additional Resources and Sources of equipment Straps for securing equipment in transport. ductid_203555_langid_-1_categoryid_ /en_GB/categories<{ }/categories<{ }/categories<{ }/specificationsProduc ttype=tie_downs Approx cost 30 Boot Safe Bootsafe is a containment box which is securely fitted to the boot floor. Using a quick release mechanism, Bootsafe can be removed or refitted in seconds and integral carrying handles make these manoeuvres simple. It may contain hazardous luggage, tools or equipment neatly and safely within the luggage storage areas. Bootsafe is available in three sizes and in black and will safely hold 36kg of equipment. Approx cost 220 Additional Resources/Reference Material Transporting clients or equipment in your own vehicle. Employment Relations Briefing: COT/Unison. May J WoolIof (2003) Is the cost of transporting equipment too high? British Journal of Occupational Therapy. 66(1): Agenda for change Handbook section 17 and Annexe L Dimond, Bridgit C , Legal Aspects of Occupational Therapy. [online]. Wiley-Blackwell. Available from:< 22 August 2014 Code of Practice : Safety of Loads on vehicles Dept of Transport. Ensure any sharps boxes are assembled correctly so there can be no spillages they must be transported in the boot (see above). Do not drink and drive, as it will seriously affect your judgment and abilities as per LCH Alcohol and Substance Misuse Policy. You must comply with speed limits in force. Safe driving needs concentration. Avoid distractions when driving You are expected to comply with the Highway Regulations, Do not use a hand held mobile phone or laptop whilst driving. 6. Transporting Patients in Your Own Vehicle Under no circumstances should you transport patients in your own vehicle, even if you feel that what you are doing is a Samaritan act (for example where your patient is 16

14 Policy Number feeling unwell); a patient may become more unwell whilst in your car, and this places both the patient and the driver at increased risk with regards to their personal safety. It is also highly unlikely that you will have any effective insurance cover for such acts: Liverpool Community Health NHS Trust does not have NHSLA insurance cover for such acts, and your own personal car insurance will almost certainly not cover patient transport as part of routine business cover. There will therefore also be associated legal and financial risks for you should an accident occur. The only exception to this directive is when you have specific insurance to cover the transportation of patients. 7. Business Mileage Insurance Drivers need to make absolutely certain their vehicle is insured to allow them to carry out their duties whilst at work. For example, ensure you have cover on your Certificate of Motor Insurance certificate which says: Use for social, domestic and pleasure purposes including commuting to and from a permanent place of work Use by the policy holder in person in connection with his or her business or profession or something similar. 8. Records The following records must be retained: 1. Risk Assessment Form Risk assessments must be retained for a minimum of seven years from the date on which they were superseded or no longer valid, or longer as specified in the LCH Records Management Policy. 2. Other Documentation Other documentation relating to the checks outlined in paras 2.3 and 2.4 must also be retained as above. 17