COVID-19:Staff handbook

Overview

Over the coming weeks and months we want to make sure we’re supporting all of our patients and staff as we bring more people back into our hospitals and restart NHS services.

This guidance has been designed to support staff to feel safe and make the adjustments which will be needed.

Maintaining high levels of public confidence in our services is vital to help our patients feel confident and comfortable when they come into our hospitals and community settings for care. We need to set a good example to our patients and the public.

Detailed work is underway, led by our specialist infection control team, to create guidance that everyone can follow. Government guidance is also changing regularly so please continue to refer to the Trust’s COVID-19 updates and the intranet for further advice and support.

Principles

Our principles for both our workplaces and our patient areas, are to continue to:

• Support our patients, keep them safe and set a good example to them

• Protect the health, safety and wellbeing of our staff

• Build on our expert knowledge of infection prevention and control

• Follow Government guidelines

• Create resilience through ongoing contingency planning

• Learn from what has worked and from things that haven’t worked

• Raise concerns quickly and professionally. Please speak to your line manager, or speak up through other routes if you have concerns.

Symptoms of coronavirus (COVID-19)

The symptoms of coronavirus are:

• A high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)

• A new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)

• Loss or change to your sense of smell or taste – this means you’ve noticed you cannot smell or taste anything, or things smell or taste different to normal

Any members of staff who develop symptoms of coronavirus (COVID-19), those living with a confirmed case, or those with no symptoms but living with someone who has developed symptoms should follow the testing and isolation guidance available here.

Staff wellbeing

We know this is a worrying time for staff and many of us will be feeling stressed and anxious.

Stress is normal in this situation and by no means a reflection that you cannot do your job or are failing. Remember you have your team around you.

A range of support resources have been developed to help support staff and can be found here.

If you are struggling and need to speak to someone, please contact the OHS Support line 0191 282 4800 or email nuth.ohscounselling@nhs.net

The Chaplaincy service

Chaplains are provided by the Trust as part of the multi-disciplinary team caring for patients, carers and staff.

The focus of the chaplain’s work is to ensure that there are opportunities to explore those beliefs and allow them to be respected, cared for and thought about in appropriate ways.

The support provided is available for everyone – patients, relatives, and staff – to people of all faiths and none. It is not exclusively for those who consider themselves to be ‘religious’ Find out more here.

External support

There are also a number of external resources available for staff - more information can be found here.

Key areas included in this booklet

Social distancing Masks and PPE

Hygiene and cleaning Travelling to work

Arriving at work Clinical areas, wards and departments

Meetings Restaurants

Kitchen areas Other

Guidance for managers

Leaders, managers and supervisors should consider how we can reduce or revise capacity to manage social distancing and safe working within our areas. It is essential that staff are involved in these conversations, and in particular, working in partnership with staff and union representatives.

Throughout these discussions managers will need to balance the needs of both patients and the service with the needs and preferences of staff. Please contact your manager or supervisor for further information or discussion about risk assessments.

Social and professional distancing

It is important to follow social distancing guidelines, where possible, at all times to help limit the spread of the virus and keep each other safe.

In the NHS when teams are working closely together, we understand that social distancing can be very difficult. However, it is vital that we do everything we can to stay apart whenever possible.

Our patients need to see us behaving in a way that gives them confidence, and in particular they need to feel safe in the way that we provide their care, from the time they arrive and throughout their clinical care.

Please be mindful of ‘professional distancing’ in clinical and non-clinical areas and setting a good example to patients and the public to help them have confidence in the safe services we provide.

This means making sure that you clearly distance from colleagues, patients and visitors. Whether you are seeing patients, walking in the corridors, having your break, queueing to buy coffee or standing at a nurses station or staff base for example, remember that patients will be looking at the example you set.

Please do your best to keep your distance. Signs are being put up around our buildings to support this.

Masks and PPE

Throughout the pandemic, a huge amount of effort has been dedicated to ensuring staff working in clinical areas have had enough of the right equipment and we

developed a series of posters to help all of our staff understand the different types of PPE they should wear according to the area they are going into.

In June, the Government also introduced new guidance that all staff – regardless of whether they work in a clinical or non-clinical role - must wear surgical masks to help prevent the potential spread of infection.

This includes in office spaces, corridors and public areas such as hospital entrances or catering areas. More information about this is available in our Frequently Asked Questions.

If you have not got your own masks and need some, please speak to your line manager. Used masks must be discarded at the end of each day.

The guidelines do allow certain working areas to be labelled as ‘COVID-secure’ which will have a certificate prominently displayed. COVID secure is where the Trust has undertaken a risk assessment and taken steps to reduce transmission and provide confidence to staff that they are safe and can return, where appropriate, to work.

Visitors and outpatients to hospital settings are now also required to wear a form of face covering. We would ask all staff to encourage people to wear coverings rather than using our supplies of surgical masks as this level of protection is not needed.

How to safelywear a surgicalmask Wash or gel your

hands before touching the mask

Inspect the mask for tears or holes

Avoid touchingthe mask

Remove the maskfrom behind the

ears or head

Keep the mask away from you and surfaces

when removing itPlace the mask

into a clean plastic bag or box

to reuse later

Wash or gel your hands after

touching the mask

DON’T!Do not use a ripped

or damp maskDo not wear the mask

over mouth and chin only - also cover your nose

Adapted from information provided by World Health Organisation

Do not wear a loose mask

Do not wear the mask hanging off your ear

Do not wear the mask around your chin

Find the top side, where the metal piece

or stiff edge is

Ensure the coloured side faces

outwards

Place the metal piece or stiff edge

over your nose

Cover your mouth, nose

and chin

Adjust the mask to your face without leaving

gaps on the sides

Do not touchthe front of the

mask

Do not remove the mask to talk to

someone

Do not leave your used mask within the

reach of others

Do not re-usethe mask if it is

wet or dirty

You can reuse the mask if it is clean and

dry in non-clinical areas only. Fold it in half with the white

interior facingoutwards

If it is wet, damagedor dirty (or when leaving a clinical area after delivering

patient care) discard the mask immediately into

bins provided

Hygiene and cleaning

It’s very important to do what you can to reduce the risk of you and other people getting ill with coronavirus. You can spread the virus even if you do not have symptoms.

• Keep your distance (following current Government guidance) from anyone you do not live with when outside your home.

• Wash your hands with soap and water often – do this for at least 20 seconds.

• Use hand sanitiser gel if soap and water are not available.

• Wash your hands as soon as you get into work and when you go home.

• Cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or sneeze.

• Put used tissues in the bin immediately and wash your hands afterwards.

• Ensure you keep your work space clean and tidy.

• Do not touch your eyes, nose or mouth if your hands are not clean.

We have clear guidelines for cleaning in clinical and non-clinical areas which have been reviewed for the pandemic. Hand hygiene is the single most effective way to prevent transmission of infection.

• Staff must be bare below the elbow when working in clinical areas, no wrist watches or wrist jewellery can be worn and only a plain band ring (without inset stones) is acceptable.

• False nails/nail varnish must not be worn.

• Hands must be cleaned for at least 20 seconds using the right product and correct technique.

• Ensure access to all hand wash basins is unobstructed. If your hands become red, itchy or chapped, burning or stinging or feel excessively dry, flaky or cracked, report it to your manager and the occupational health service.

Cleaning clinical areas

• Ensure the environment is free from clutter to enable effective cleaning.

• Alcohol gel dispensers to be available at entrance/exits with signs for correct usage/technique.

• Clean all clinical equipment after patient use in line with Cleaning & Decontamination of the Patient Environment & Healthcare Equipment Policy.

• It is important you regularly review posters displayed in clinical and non clinical areas - are the correct versions displayed? Are they laminated and able to be cleaned?

Cleaning in office areas

You should ensure that your work stations are cleaned regularly.At the start of each day and at the end of each day you should:

• Clean the following with a disinfectant wipe or paper roll with soapy water:

• Work surface • Chair arms • Keyboard and mouse • Telephone

• Remove any rubbish, cups and dishes you have used and clean or dispose of them appropriately.

• Wash your hands after cleaning your desk.

Please ensure you keep desks clean and clutter free. Travelling to and from work

• In these unusual times, wherever possible, you should travel to work alone and use your own transport.

• If you can, please consider cycling or walking to work. Information on our cycle to work scheme is available here, and you can find out about safe bike parking here

• Do not travel in your uniform.

• Please wear a mask or face covering if you are using the hopper to travel between hospital sites. Face coverings should be laundered after every use. Social distancing signs are also displayed in buses.

Public transport

While we encourage green travel, the current Government advice is to consider all other forms of transport - such as cycling and walking before using public transport.

• If you need to use public transport to travel to and from work try to avoid overcrowding by being flexible around journey times if you can.

• Maintain a safe distance from other passengers.

• You must wear a face covering when using public transport.

• Further Government advice is available here.

Driving to work

Travel alone using your own vehicle. If you have no other option but to car share, then you should:

• Share with the same people and with the minimum number of people at any one time, ensuring you all wear a face covering or mask.

• Maintain good ventilation and wherever possible maintain a distance of two metres.

• Before entering and after getting out of the vehicle wash your hands or use hand sanitiser.

• Only park on site if you have a valid Trust permit. If you do not have a permit please make use of the off-site spaces available.

Arriving at work

• Please remember to wash your hands or use hand sanitiser when you arrive at work.

• Please ensure you are wearing a surgical mask when entering the building. A new surgical mask should also be taken home in a clean plastic bag ready to apply when you next enter the building. Instructions on how and when to wear a mask are available under the Mask and PPE section of the coronavirus intranet site.

• Staff are encouraged to register their attendance through the use of the EmployeeOnline app, which provides the option of

using a phone, laptop or PC, as well as the on-site hand devices. Further information can be found here or by scanning the QR code.

• If you are using hand scanners to record your hours, please wash your hands before and after using the scanner.

• Please avoid over-crowding in reception areas, corridors, lifts and stairwells.

• Be aware of the notices and signage across all Trust sites about COVID-19.

At work - clinical areas

The specific uniform standards which apply to different staff groups can be found in the Dress, Appearance & Uniform Policy. Anyone wearing scrubs must also adhere to this policy at all times.

• Staff will be provided with enough uniforms to change each day and must wear a clean uniform at the start of every shift. A uniform should be changed immediately if it becomes visibly soiled or contaminated. Staff should change in areas provided and continue to maintain social distancing in changing areas.

• Uniforms should be carried separately from other items. Clean and dirty uniforms must not be transported together. Uniforms must be transported home in a polythene bag.

• Wearing a uniform outside of work is not permitted for clinically based staff. The exception is staff who are based in the community.

• Medical staff carrying out procedures where there is the possibility of contamination of outdoor clothes may wear

scrubs. These must not be green. Allocation of scrubs in lieu of uniform should be agreed by the Clinical Director and Director of Infection Prevention and Control. Green scrubs may only be worn in the theatre environment.

• Hair must be tied back and off the collar - this applies to all staff groups.

At work - non-clinical

We are encouraging agile and home working for staff, where possible. Please refer to the agile and flexible working policy for more information. All departments

have undertaken workplace risk assessments and agreed local arrangements which include rotas, alternative shift working and flexible hours so that staff continue performing their roles and contributing to the wider team and departmental requirements.

Staff working in offices or open plan areas should not share personal equipment and limit the use of high-touch equipment such as whiteboards, pens, photocopiers and printers.

If staff have any concerns about their working environment, please speak to your line manager in the first instance. If hot desking is required, the working surfaces and equipment must be cleaned at the beginning and end of each session.

Please be mindful of maintaining social distancing in open plan and shared offices.

Safe circulation

To help control the flow of people, if you are moving around Trust sites, please keep to the left and avoid crossing in corridors.

Follow directional signs as they are introduced. Don’t walk or congregate in groups inside or outside of Trust premises.

Follow the social distancing interval markings to guide movement and maintain distance. Please do not create your own signage or use tape on the floor.

Do not overcrowd stairwells or lift areas and follow signage for guidance.

Breakout areas

Staff rooms or any breakout areas should follow distancing measures. This also applies in all outdoor areas.

Safe queuing

Please maintain social distancing at queuing locations, such as clinics, shops, restaurants and cash points. Signage will be displayed across the Trust, please do not create your own or use tape on the floor.

Meetings

• Guidance has been developed for directorate managers who are responsible for meeting rooms within their directorate footprint. This includes rooms that are bookable through the centralised booking system. The guidance is available on the education and training page of the coronavirus intranet site.

• If you are holding meetings, where possible think digital first.

• We are encouraging the use of technology to conduct meetings remotely wherever possible. StarLeaf is video conferencing

and messaging software which is available to all staff to use. You can video call using a laptop/PC/mobile phone with camera or dial-in using any telephone or mobile phone. For guidance on how to set-up and conduct a StarLeaf meeing click here. For troubleshooting or additional equipment please contact IT on 0191 2821000.

• Training and conferences should also use digital technology – though some training will be considered on a case-by-case basis. Additional equipment is available, please discuss specific requirements with IT.

• Only essential face-to-face meetings should take place and if you cannot guarantee social distancing, masks must be worn. Wipes and hand sanitisers will be available in all rooms. Please make sure your area, plus any equipment used, is wiped before and after use.

• Please remember to wash your hands or use hand gel before and after meetings.

• Please don’t share pens or pencils. If this is the only option; wipe before and after use.

Restaurants

• Wash/sanitise your hands before entering and leaving the restaurant area.

• Avoid touching objects and surfaces where possible.

• Maintain social distancing when queuing and when seated to eat.

• Please comply with signage and requests from outlets, and remember to set a good example to the public .

Newcastle Hospitals Staff handbook version 1 (9 July 2020)

Further information

The majority of information we share with staff about coronavirus (COVID-19) is now available on our external site - with the exception of key clinical information (clinical guidance, PPE, patient management, fit checking) which will remain on our intranet site.

When eating/drinking, you should clean your hands before and after you remove your mask. You may reuse your mask by storing it correctly as follows:

• Fold the mask, and place it in a clean plastic bag. Do not place the face mask on dining tables or nearby surfaces.

• If a clean mask is required this should be taken with you in a clean plastic bag.

• Once you have finished eating/drinking you should put on a surgical mask to return to your clinical area or workplace.

• Alcohol hand rub is available in staff canteen areas.

Kitchen areas

• Please ensure you are wearing a face mask in a kitchen area.

• Wash/sanitise your hands when entering kitchen areas.

• Maintain social distancing at all times and do not overcrowd smaller areas.