Induction Policy - Welcome Induction Policy.pdf · 1.5.2 It is important to note that no nurse can commence duties in a ... Induction Policy.doc Page ... HR KPI reports highlighting

INDUCTION POLICY Incorporating guidance on the following: (1) Corporate induction arrangements for permanent staff (2) Departmental (local) induction arrangements for permanent staff (3) Departmental (local) induction arrangements for temporary staff

Document Title Induction Policy

Original Author Vivien Bell

Job Title Human Resources Manager

Date of Original Ratification January 2002

Current Version June 2010

Updated by Ian Bruce

Version Number 2009/09 v2

Author’s Job Title Mandatory Training Programme Lead

Department Human Resources

Ratifying Committee Human Resources & Organisation Development Committee

Ratified Date 30th June 2010 by Chairman’s action

Next Planned Review Date June 2013 (or soon if major changes are required)

Owner Jacqui Bate

Owner Job Title Director of Human Resources & Organisational Development

The Queen Elizabeth Hospital King’s Lynn NHS Trust

Induction Policy.doc Page 1

INDUCTION POLICY

CONTENTS

SECTION 1: POLICY OUTLINE 1.1. Statement of Intent 1.2. Scope and approach of this policy 1.3 Process for completing attendance and failure to attend 1.4 Trust Responsibilities and duties 1.5 Manager responsibilities and duties 1.6 Individual responsibilities and duties 1.7 Human Resources responsibilities and duties 1.8 Action following individual failure to meet standards following departmental

induction 1.9 Advice and guidance 1.10 Monitoring compliance 1.11 Equality Impact Assessment statement

2-5 2 2 3 3 3 3 4 4 4 5 5

SECTION2: INDUCTION PROGRAMMES –CONTENT AND APPROACH INDUCTION PROGRAMME SUMMARY 2.1 PROGRAMME 1 - CORPORATE INDUCTION (All staff, excluding F1,F2 & SpR doctors) 2.2 PROGRAMME 2 - CORPORATE INDUCTION (F1 & F2 doctors and Specialist Registrars) 2.3 PROGRAMME 3- DEPARTMENTAL INDUCTION (All staff exc. temp/agency/

bank/locums) 2.4 PROGRAMME 4 – DEPARTMENTAL INDUCTION (Temp, agency, bank and locum

staff) 2.5 PROGRAMME 5 – NURSING & MIDWIFERY and NURSING AUXILIARY

6 6 6 7 8 9 10

APPENDICES

Appendix 1 TIMETABLE - CORPORATE INDUCTION PROGRAMME 11-13

Appendix 2 EXAMPLE NURSING & MIDWIFERY INDUCTION PROGRAMME 14-16

Appendix 3 EXAMPLE Medical Staff INDUCTION PROGRAMME 17

Appendix 4 EXAMPLE DEPARTMENTAL INDUCTION CHECKLIST 18-20

Appendix 5 ‘Fast Track’ DEPARTMENTAL INDUCTION CHECKLIST FOR SHORT TERM STAFF 21

Appendix 6 Registered Nurse Orientation Check List 22 - 24

Appendix 7 RELEVANT EXCERPTS FROM TRUST APPRAISAL POLICY 25

Appendix 8 EQUALITY IMPACT ASSESSMENT 26



INDUCTION POLICY SECTION 1: POLICY OUTLINE 1.1 STATEMENT OF INTENT The Trust is the largest employer in West Norfolk and the workforce accounts for 70% of the Trust’s operating costs. Our long-term viability and strategic capability are dependent on ensuring we have the right people, in the right place, with the right skills, at the right time. The underlying objective of this policy is to ensure that all new starters, whatever grade or discipline, undertake a structured and comprehensive induction that will enable them to feel welcomed, valued and sufficiently informed in order to provide a safe, effective, immediate and high quality service within their specialist area from commencement with the Trust. It aims to ensure that there is clarity around expectations – both our expectations of new staff and their expectations of us – as the first step in ensuring we maintain a high performance culture and effective people management in our role as a local employer of choice or provider of temporary employment. 1.2 SCOPE AND APPROACH OF THIS POLICY This policy applies to all Trust staff whether joining the Trust as a new member of staff or transferring between departments. The Trust aims, through the application of this policy, to enable all managers and staff to follow robust practice in the area of induction. The intention is that this is a single, all encompassing policy that seeks to cover the three main induction processes that exist within the Trust: 1. Corporate induction arrangements for permanent staff

‘Corporate induction arrangements for permanent staff’, can be delivered in one of two ways as follows, dependent on the role to be undertaken:

1(a) Corporate Induction (All staff, excluding F1& F2 doctors and Specialist Registrars). 1(b) Corporate Induction (F1 & F2 doctors and Specialist Registrars)

2. Departmental (local) induction arrangements for permanent staff 3. Departmental (local) induction arrangements for temporary staff Temporary, locum or agency staff due to work for a period of two months or more will be required to attend the appropriate Corporate Induction programme. Appointments of less than two months but more than a month will be subject to the Departmental (local) Induction arrangements for temporary staff and for those short term engagements of less than a month a ‘fast track’ induction programme has been devised. The Induction Programme Summary in Section 2 outlines the different induction procedures that are in place, dependent on job role and contractual arrangements (Programmes 1-5). Note:

• Induction arrangements for voluntary staff are not included in the scope of this document. For those staff reference will need to be made to The Voluntary Services Policy.

• Induction arrangements for students will be in accordance with training provider and Trust requirements and will be available via the appropriate professional Trust lead.



1.3. PROCESSES FOR COMPLETING ATTENDANCE AND FOR FAILURE TO ATTEND Section 2 – ‘Induction Programmes Content & Approach’ includes a programme summary for Programmes 1-5. Under each induction programme the processes for both enabling staff to attend the relevant induction programme and for following up those staff failing to attend, is outlined. 1.4 TRUST RESPONSIBILITIES/DUTIES

1.4.1. The Trust will provide corporate induction, on a monthly basis (days 1 & 2), for all new starters to the Trust. However, in the case of F1 & F2 Doctors and Specialist Registrars, separate corporate induction arrangements have been made to coincide with the ‘changeover cycle’.

1.4.2 The Trust will provide guidelines for Departmental induction procedures that managers should follow.

1.4.3 The Trust will ensure that both of these are reviewed on an annual basis.

1.5 MANAGER’ RESPONSIBILITIES/DUTIES

1.5.1 The manager is responsible for ensuring that their new starter attends the corporate induction programme before commencing duty. However, it is acknowledged that there may be the exceptional occasion when this is not reasonably practicable. In such cases, as a minimum, staff should be subject to the Departmental Induction process and booked onto the next available corporate programme.

1.5.2 It is important to note that no nurse can commence duties in a clinical area without attending moving & handling and resuscitation training unless in exceptional circumstances and then only if agreed by the Chief Nurse.

1.5.3 No member of staff, or locum acting on the Trust’s behalf whilst employed on a temporary contract, should undertake activities for which they have not been trained. Where a member of staff commences in post without the appropriate training, under the agreement of a senior manager, then appropriate supervision would need to be put in place and those activities not undertaken until training has been completed.

1.5.4 The manager is responsible for ensuring that the Departmental induction procedure and checklist are followed for all new starters and for keeping copies of the checklists completed on file. To enable co-ordination of central records the completion of the Departmental Induction Process is entered onto the Electronic Staff Record (ESR) either via ‘Manager Self Service’ functionality or reported via e-mail to WIS and captured centrally on the ESR database.

1.5.5 The manager is responsible for satisfying themselves that any new member of staff, including those staff on a temporary transfer between work areas, is competent and safe to carry out their duties.

1.5.6 For those staff covered by Agenda for Change, the manager is responsible for ensuring that the NHS KSF Foundation Outline for the post is used to inform the induction process and the agreement of development needs during the first year. See Appendix 7.

1.5.7 The manager will ensure that staff attend Occupational Health for their ‘new starter health screening’ as requested and respond positively to any reasonable request for time out to attend if on duty.



1.6. INDIVIDUAL RESPONSIBILITIES/DUTIES

1.6.1 The individual member of staff is responsible for attending the corporate induction programme.

1.6.2 The individual is responsible for completing their departmental induction programme with their manager, and are reminded of this on corporate induction Day one.

1.6.3 The individual is responsible for carrying out tasks and duties in the manner described by their manager or specialist staff at the Corporate Induction, acting safely and competently at all times.

1.6.4 Where an individual does not feel that they are yet competent to carry out their role safely and competently they should inform their manager as soon as possible. The individual will then be expected to undertake a supported programme to allow them to achieve the required competencies as soon as possible (see 1.8).

1.6.5 As part of the induction process the individual will be expected to attend Occupational Health for ‘new starter health screening’ as requested and are expected to negotiate with their manager for reasonable time out to attend if ‘on duty’.

1.7. HUMAN RESOURCES DEPARTMENT RESPONSIBILITIES/DUTIES 1.7.1 HR will undertake to ensure that this policy is regularly reviewed and kept up to date,

reflecting programme changes, content reviews, etc. Together with facilitators and speakers on the Corporate and Nursing & Midwifery induction programmes, HR will endeavour to ensure that the content of induction programmes reflect the needs of the Trust and new staff, run to schedule and are completed fully in the allotted time.

1.7.2 In addition, HR will ensure all applicable new starters are made fully aware of their

induction dates prior to commencement and will maintain a central register of attendance at Corporate Induction. Corporate and Nursing & midwifery induction will be evaluated via evaluation forms completed by each inductee. Feedback will be used to review content for relevance, quality, general satisfaction, time allocation, etc.

1.7.3 HR will maintain a central record of attendance at Corporate induction (days 1& 2) via the

Electronic Staff Record system. 1.8. ACTION IN THE EVENT OF THE INDIVIDUAL FAILING TO MEET THE REQUIRED STANDARDS

FOLLOWING DEPARTMENTAL (LOCAL) INDUCTION

1.8.1 Dependent upon the nature of the competency/performance issue, the first course of action for the manager is to repeat the necessary elements of the Departmental Induction Programme, deliver them in a different way, and/or agree a short term action plan.

1.8.2 It is expected that any failure to meet departmental induction standards can usually be addressed via further support, repeat induction as in 1.8.1 above and sound application of the principles of the Knowledge and Skills Framework (KSF) leading to achievement of the Foundation Gateway requirements.

1.8.3 If this should then prove unsuccessful or the competency issue is considered more serious, the Manager should consider and apply the Trust’s ‘Capability Policy – Achieving a High Performance Culture’ at the appropriate level.



1.9. ADVICE AND GUIDANCE Advice and guidance about induction procedures and this policy can be provided by the appropriate Head of Department or the Human Resources Department. 1.10. MONITORING COMPLIANCE 1.10.1 Compliance with meeting duties and responsibilities associated with this policy will be

monitored through general performance review during the appraisal process.

1.10.2 Additionally, HR KPI reports highlighting attendance activity are considered at Divisional Performance Review meetings and Trust Board.

1.10.3 Monthly analysis of attendance at Corporate Induction is undertaken using an attendance

register and recording centrally on the Electronic Staff Record (ESR) database. 1.10.4 Workforce Information Services (WIS) advise managers of non-attendance and seek to

facilitate attendance at the earliest opportunity. 1.10.5 Departmental (local) induction activity is reported via e-mail to WIS and captured centrally

on the ESR database. This is then reconciled against the new starters/core induction list and outstanding activity monitored and chased via WIS e-mail (stressing the need to ensure local induction is evidenced via the individual personal file).

1.10.6 Corporate induction evaluation sheets are available to all speakers to review. 1.10.7 HR KPI reports highlighting turnover trends are considered at Divisional Performance

Review meetings and Trust Board. This can be interrogated further via ESR identifying

those staff having left within first year of employment with the Trust. This may serve as one

factor to reflect the effectiveness of induction. 1.10.8 Induction will be considered at the Human Resources & Organisational Development

Committee (HRODC) as may be required from time to time.

1.11. EQUALITY IMPACT ASSESSMENT STATEMENT This process has been assessed using an equality impact assessment initial template and is deemed to meet current equality requirements. See Appendix 8. Original Author: Viv Bell. Original ratification 2002

Updated June 2007, amended by Ian Vince August 2009 to reflect changes in

monitoring compliance in accordance with NHSLA Standards, updated by Ian Bruce, June 2010

Updated version ratified 30th June 2010. Date of next review June 2013 (or sooner if significant changes take place)



SECTION 2: INDUCTION PROGRAMMES – CONTENT AND APPROACH INDUCTION PROGRAMME SUMMARY:

The details for each programme includes 1) a description of the process to enable the relevant staff member to complete the appropriate programme and (2) the process for following up those who fail to attend)

Programme 1 Corporate Induction (2 day programme) for all new permanent starters excluding those covered by Programme 2

Programme 2 Corporate Induction for F1 & F2 Doctors and Specialist Registrars Programme 3 Departmental (local) Induction for all staff excluding temporary, agency, bank

and locum staff Programme 4 Departmental (local) Induction for temporary, agency, bank and locum staff Programme 5 Nursing & Midwifery, Nursing Auxiliary & Senior Healthcare Assistant Induction.

2.1 PROGRAMME 1: CORPORATE INDUCTION For New Starters (Excluding F1 & F2 Doctors, Specialist Registrars) See Appendix 1 for Timetable Overview Process to enable attendance A Corporate Induction programme will be held every month for new starters. The programme will commence on the first Monday of each month, excluding Bank Holidays (day 1) and a follow up event is scheduled for approximately 8 weeks later (day 2). A copy of the timetable for the Trust Corporate Induction is included in Appendix 1 Every attempt should be made for new starters to attend in their first month of joining. Where this is not possible, new starters should be booked on the next available induction. NB. All nursing staff must attend the Corporate Induction programme at commencement of their post. All staff should be issued with a Trust photo identity badge. Attendance monitoring

• The HR Department will be responsible

1. If the member of staff is new to the Trust they will be required to attend the corporate induction programme.

2. Prior to joining the Trust, all staff will be advised of the date of their Corporate Induction and their place will be booked through the HR Department.

3. All Departments should ensure that workload is organised so that the new member of staff can attend the next available induction. This is particularly important for new Consultant medical staff.

Process for addressing non-attendance 1. A new starter is placed on the attendance

register.



for monitoring adherence to this policy.

• This will be achieved by monitoring of attendance against the induction register.

• The HR Department will advise Departmental Managers of non- attendees.

• Attendance is recorded via the register onto the individual record held on the Electronic Staff Record (ESR) system by the HR Department.

2. All participants sign the register in respect of both the morning and afternoon session.

3. The Departmental Manager will be advised by e-mail by the HR Department of non-attenders.

4. The Departmental Manager will investigate and take appropriate action which may require deferring starting, reverting temporarily to Departmental (local) induction, etc but the employee must then be booked onto the next corporate induction programme.

2.1 PROGRAMME 2 - CORPORATE INDUCTION - F1 & F2 DOCTORS AND SPECIALIST REGISTRARS Overview Process to enable attendance F1 Doctors and Doctors new to the NHS A generic induction programme will be held for F1 Doctors three times a year. This is organised by the Post Graduate Medical & Dental Education Centre (PGMDEC). In August an extended induction is provided giving the new doctors’ time to workshadow the existing Post holder. A copy of the timetable for the Corporate Induction programme is included in Appendix 3. F2 Doctors & Specialist Registrars (SpRs) A generic induction programme for F2 Doctors is run once a year. This will be one day in August The SpRs change at different times in the year depending on their specialty. There is a one day in for these doctors International Medical Graduate Induction (IMGs) All IMGs are invited to two sessions, which cover ‘Working in the NHS’, ‘The F2 Experience’, ‘Communication Skills’ and ‘CV and Interview skills’. Doctors on clinical attachments are also invited to these sessions. A copy of the timetable for the International Medical Graduate Induction is included in Appendix 6. Attendance monitoring Monitoring will take place against the identified participant list. Attendance is recorded onto the individual record held on the Electronic Staff Record (ESR) system.

1. PGMDEC send information to new appointees

explaining that an induction programme will be arranged for them, giving details of time and venue. They will ensure that new doctors will be issued with a photo identity badge.

Process for addressing non-attendance 1. Names and addresses of all new appointees will be

sent by HR Medical Staffing to PGMDEC. 2. PGMDEC will provide an attendance register and it

will be signed by staff at induction. 3. Where doctors have not attended the Clinical

Tutor will be informed. 4. The Clinical Tutor will investigate and take

appropriate action which may require deferring starting, reverting temporarily to Departmental (local) induction, etc



2.3 PROGRAMME 3 - DEPARTMENTAL INDUCTION ALL STAFF EXCLUDING TEMPORARY, AGENCY, BANK AND LOCUMS Overview Process to enable attendance Departmental Managers will be responsible for organising an induction for staff in the workplace following Corporate Induction. This is an essential part of the whole induction process and links to the corporate induction by putting into context the information received there and additional information relevant to the Department. A checklist has been drawn up of guidelines to the essential items that should be covered with all new staff. See appendix 4 The checklist should be reviewed by each manager to add information specific to their area. Attendance monitoring Monitoring of completion of Departmental Induction is the responsibility of the line manager. Departmental (local) induction activity is reported via e-mail to WIS and captured centrally on the ESR database. This is then reconciled against the new starters/core induction list and outstanding activity monitored and chased via WIS e-mail (stressing the need to ensure local induction is evidenced via the individual personal file).

1. When a new employee starts in the Trust

their manager should arrange a Departmental Induction for them.

2. As sections of the checklist are completed they should be signed by the new starter and the person responsible for providing the information.

3. Once complete the checklist should be kept on the individual’s personal file.

4. A copy of the checklist will be given to the member of staff for their own personal record.

5. The responsibility for the monitoring of attendance at Departmental Induction will be the managers.

Process for addressing non-attendance 1. The line manager will be responsible for

addressing non completion of departmental induction.

2. Non-completion of departmental induction must be rectified as soon as possible.

3. Non-completion of departmental induction may result in ‘suspension’.

4. Where departmental induction has been completed but competence is not achieved, the manager should follow the process outlined in Paragraph 1.8 of this policy.



2.4 PROGRAMME 4 - DEPARTMENTAL INDUCTION TEMPORARY, AGENCY, BANK AND LOCUM STAFF Overview Process to enable attendance As described in Paragraph 2 of the Introduction to this policy, staff in these categories may be employed for differing lengths of time. Where the employment is on a fixed term basis of 2 months or more, the normal Corporate Induction process should be completed. For appointments of more than a month but less than 2 then Departmental Induction should be completed using the checklist in Appendix 4. For appointments of less than a month, the ‘Fast Track’ Induction Checklist in Appendix 5 should be used. All Agency and bank staff should be issued with a badge with a photo, either from the Agency, or if they are not supplied the Trust. Attendance monitoring Monitoring of completion of Departmental Induction is the responsibility of the line manager. Currently there is no mechanism for centrally recording completion of departmental induction for temporary staff. It is anticipated that this will be rectified via the roll out of ESR ‘manager self service’ functionality although unable to commit to timescales at this stage. From August Departmental (local) induction for temporary staff activity will be reported via e-mail to WIS and captured centrally on the ESR database. This is then reconciled against the new starters/core induction list and outstanding activity monitored and chased via WIS e-mail (stressing the need to ensure local induction is evidenced via the individual personal file).

1. Review the checklists to ensure they include

all relevant Departmental information. 2. Agree who will be responsible for the

member of staff's induction. 3. Take the member of staff through the

induction checklist and sign off sections when complete.

4. Keep a copy of the completed induction checklist in the individual’s personal file or on the ward/ department.

5. The responsibility for the monitoring of attendance at Departmental Induction will lie with the line manager.

6. Ensure a badge is issued either via the Agency or the Trust

Process for addressing non-attendance 1. The line manager will be responsible for addressing non completion of departmental induction. 2. Non-completion of departmental induction must be rectified as soon as possible. 3. Non-completion of departmental induction may result in ‘suspension’. 4. Where departmental induction has been completed but competence is not achieved, the manager should follow the process outlined in “Introduction” Section 1.8 of this policy.



2.5 PROGRAMME 5 - NURSING & MIDWIFERY AND NURSING AUXILIARY & SENIOR HEALTHCARE ASSISTANT

Overview Process to enable attendance A Nursing Induction programme will be held every month for new nursing starters. The programme will commence on the Tuesday following Corporate Induction and will run for the remaining four days of the week. A copy of the timetable for the Trust Nursing & Midwifery Induction is included in Appendix 2 All nursing staff must attend the Nursing Induction at commencement of their post. The HR Department will be responsible for monitoring adherence to this policy. This will be achieved by monitoring of attendance against the induction register. The HR Department will advise Departmental Managers of non- attendees. Attendance monitoring The HR Department will be responsible for monitoring adherence to this policy. This will be achieved by monitoring of attendance against the induction register. The HR Department will advise Departmental Managers of non-attendees. Attendance is recorded via the register onto the individual record held on the Electronic Staff Record (ESR) system by the HR Department.

1. If the member of staff is new to the Trust they

will be required to attend the Nursing Induction programme.

2. Prior to joining the Trust, all staff will be advised of the date of both their Corporate & Nursing Induction. This will be advised through the HR Department.

3. All Departments should ensure that workload is organised so that the new member of staff can attend the next available induction.

Process for addressing non-attendance 1. A new starter is placed on the attendance register. 2. All participants sign the register in respect of both the morning and afternoon sessions each day. 3. The Departmental Manager will be advised by e-mail by the HR Department of non-attenders. 4. The Departmental Manager will investigate and take appropriate action which may require deferring starting, reverting temporarily to Departmental (local) induction, etc but the employee must then be booked onto the next Nursing & Midwifery induction programme or attend ‘non induction’ sessions that meet the need. Note: no nurse or midwife can commence duties in a clinical area without attending moving & handling and resuscitation training, See section 1.5.1



APPENDIX 1

“OUR TRUST IN YOU ……..A QEH WELCOME” – THE TRUST’S CORE INDUCTION PROGRAMME

ur Trust in you……..A QEH Welcome” runs over 1½ days with Day 2 approximately 8

weeks later. The overall aims of the programme are to:-

• Provide a welcome for you to the Trust and communicate the Trust's Values & Culture

• Ensure your initial ‘mandatory’ information/ training needs are met (e.g. fire/health & safety training)

• Cover what you expect of the Trust and what the Trust expects of you

• Identify what it means to work for the NHS and within a patient focused environment

• Cover the future direction of the Trust and its aims

DAY 1 - Day 1 of the programme begins at 9.15 with registration and coffee. Please refer to your accompanying letter to let you know where to report at 8.30 a.m. 9.15 Registration – Conference room, The Queen Elizabeth Hospital Setting the scene

Coffee available from 9.15 a.m. 9.30 Welcome & house keeping - the Human Resources (HR)

Department

• Welcome

• Toilets/fire alarm

• Refreshments

• Introductions

10 mins

9.40 Our Trust, Your Trust – an overview– The Chief Executive or Deputy Chief Executive

• Who and what we are

• What we stand for – the NHS values, our organisation values and culture, ‘how we do things round here’

• Our successes

• Services we provide and how we are organised

• Some useful facts

• Key issues facing the organisation

• What it means for staff for us to be an Foundation Status Trust and how you can contribute

20 mins

What you can expect of us and what we can expect of you 10.00 Performance, Health and Well being – The HR Department

• What you expect of an employer and what we expect of you

• What it means to be an effective team member

• Principles guiding flexible working, attendance culture, appraisal processes

• Your occupational health

• Policies in place to support staff

30 mins

10.30 What is a chaplain doing on induction?- Senior Chaplain 15 mins

10.45 ‘Comfort’ break 10 mins

“O



10.55 Protecting & Using Information- Patient Services Manager This session aims to raise awareness around issues of using information and confidentiality within a hospital setting, and will be supported by a further session on Day 2 to discuss issues you encounter in your first few weeks in the Trust.

25 mins

11. 20 S.A.F.E Trust Security Management Specialist This session aims to provide staff new to the Trust with an understanding of the role and scope of security and awareness within all aspects of the hospital

25 mins

11.45 Your Pay and Benefits- Deputy Payroll Manager A 15 session to cover essential knowledge in relation to your pay and the NHS pension scheme

15 mins

12.00 Buffet Lunch – Conference room 45 mins 12.45 ‘Keeping the Patients, Staff and the Organisation Safe

Corporate Risk Manager Adopting principles of patient focused service and care in relation to communication, risk, health & safety and complaints – as a flow……we avoid/reduce complaints by effective communication and adopting a proactive risk approach

50 mins

1.35 ‘Mind Your Back!’- Backcare advisor How to protect your back in the workplace, steps you can take to reduce the potential of back problems at work and at home

45 mins

Meeting your initial mandatory training needs 2.20 ‘A Shift in the life of ……’ Mandatory Trainers

This session enables you to meet your initial mandatory training needs by working in teams to manage a ‘real life’ scenario. Covers 8 topics in 1 - Risk, Health & Safety, Infection Control, Fire safety, links to backcare, safeguarding vulnerable adults & children, Emergency Planning

2.5 hours plus 20 mins for break

4.50 Evaluation – the Human Resources Dept.

10 mins

5.00 FINISH

DAY 2 - Runs approximately 8 weeks after Day 1 9.00 Reflection on Day – Human Resources Department

• What was good/ most useful from Day 1?

• With the benefit of the time between Day 1 and Day 2 what is 1 thing that you think wasn’t covered and it would have helped if it was included

Any suggestions for improvement?

15 mins

9.15 ‘Our money, my money, your money: Collectively obtaining best value for the goods and services for our care of patients’-

20 mins



Purchasing & Supplies Manager

• Key principles as a public sector employee

• Working as a team/shared responsibility for getting best value 9.35 ‘End Waiting, Change Lives’-– Service Development Facilitator

The session explains the benefits to patients and staff of reducing the amount of time that people wait for care. It aims to ensure that all staff are aware of 18 Weeks and where it can affect them in their roles within the Trust from the front line delivery of Patient Care to the Services which support this.

20 mins

9.55 Information governance/confidentiality - Patient Services Manager To support and test how awareness raising/knowledge given on Day 1 has been how applied in the time between Day 1 and Day 2

30 mins

10.25 (10.30

Safeguarding children - Named nurse for Safeguarding Children Break )

(45 mins total) Plus 20 mins break

‘QUESTION TIME’ 11.30 “Ask the Risk management team……” – A panel of at least 2 risk

specialists

• Panel members to be made up from specialists in infection control, fire, Health & Safety, risk, emergency planning, security, backcare.

• A Question/answer session related to risk issues that have cropped up between Day 1 and 2

20 mins

11.50 “Ask the Executive team …. “ A question/answer session chaired by the Chief Executive or a member of the Executive team

30 mins

12.20 Lunch 10 mins

Day 2 P.M. session introduced from July 2010 1.15 Equality & Diversity

The session takes you through areas including Race, Harassment & Bullying, Discrimination and Disability.

135 mins

3.30 Break 10 mins

3.40 Emergency Planning

10 mins

3.50 Customer Service

60 mins

4.50 Evaluation – the Human Resources Dept.

10 mins

5.00 Finish



APPENDIX 2

NURSING AND MIDWIFERY INDUCTION. ………WHERE EVERY PATIENT IS OUR PATIENT

All nursing staff – both registered and non registered

• Provide a welcome for you and an introduction to Nursing colleagues and the policies and procedures at the Queen Elizabeth Hospital

• Ensure your initial clinical mandatory’ information/ training needs are met (Back Care and Resuscitation)

• Covers how the Trust is embracing changes in Nursing

Tuesday Day 1 of Nursing & Midwifery Induction Example – May 2010 09.00-09.15 Welcome to Nursing at the Queen Elizabeth Hospital

Claire Roberts Conference Room

09.15-10.00 Tissue Viability Jenny Kelly - Tissue Viability Nurse

Conference Room

10.00-10.30 COFFEE

10.30-11.30 Huntleigh Beds/mattresses – Jenny Kelly/Michelle Isted Spencer room 4

11.30-12.30 Blood transfusion and blood collection – Claire Atterbury & Adrian Ebbs - Haematology

Conference Room

12.30-13.00 LUNCH 13.00-14.00 Venous thromboembolism & anticoagulation

Elizabeth MacCleod-Collins - Haematology Conference Room

14.00-16.00 Infection Control Helen Senior - Infection Prevention and Control Team

Conference Room

Wednesday DAY 2 Nursing Induction 9.00 –10.15 Back Care Awareness

Corrine Newman/Hollie Hilton - Back care Adviser Conference Room

10.15-10.35 COFFEE 10.35-11.35 Safe Guarding Vulnerable Adults

Lyn Fabre - Lead Nurse for Vulnerable Adults Conference Room

11.35-12.30 Recognising Deteriorating Patients, Early Warning Scoring And The Observation Chart.

Karen Mcguire - Consultant Nurse Specialist for the Critical Outreach Team

Conference Room

12.30-13.00 LUNCH 13.00 –13.40 13.40 – 14.00

Clinical Risk/Incident reporting Shirley Munday – Risk Management Radiation Safety Jim Gill - Radiology

Conference Room

14.00 – 14.15 Comfort break 14.15-15.15 Hand Hygiene

Infection Prevention and Control Team Conference Room

15.15-16.30 Managing Incontinence Dawn Marsh - Incontinence Adviser

Conference Room



Thursday Day 3 Nursing Induction 9.00 –12.30 Or 9.00 – 10.00 10.00 – 12.30

Back Care Practical - Back care Adviser OR Patient Nutrition - Dietician And Resuscitation - Resuscitation Officer - Barbara Hunt

Spencer Suite West Newton seminar room

12.30-13.00 LUNCH

13.00-16.30 OR 13.00 – 14.00 10.00 – 12.30

Back Care Practical - Back care Adviser OR Patient Nutrition - Dietician And Resuscitation - Resuscitation Officer – Barbara Hunt

Spencer Suite West Newton seminar room

Friday Day 4 Nursing Induction 9.00 –10.00 Accountability and Paperwork (timesheets/Annual

leave/sickness etc) Practice Development Team – Gina Jarvis

Conference Room

10.00 – 10.30 COFFEE 10.30 – 11.30 Palliative Care Update

Sarah Coates- End of Life Co-Ordinator Conference Room

11.30 – 12.30 Registered staff only Competencies and Assessments Practice Development Team – Emily Hodges

Conference Room

12.30 – 13.15 LUNCH 13.15 – 14.00 Pain Assessment

Liz Heighton – pain Specialist Nurse Conference Room

Non registered staff Friday 11.30 Onwards – Permanent staff should attend their allocated ward for orientation, Bank Staff – Please see Tracy Smith in the Bank office who will allocate you a ward to begin your orientation. Registered staff Friday 14.00 Onwards – Permanent staff should attend their allocated ward for orientation, Bank Staff – Please see Tracy Smith in the Bank office who will allocate you a ward to begin your orientation. All staff should ensure their hand hygiene assessment is competed on this day by the ward staff.

If you have any queries relating to your ward area the following are useful numbers. Bank Office - 3498 Lead Nurses and Practice Development Nurses for your area Practice and Innovation Stephanie Garner Ex 2820 Bleep 2724 Medicine & Emergency Care Jerry Green Ex 3255 Bleep 3255



Claire Kent Ex 3062 Bleep 3062 Karen Townsend Ex 3041 Bleep 3018 PDN (medicine) Julia Saunders Ex 3306 PDN (MAU) Karon Strong PDN (A/E) Linda Purdy Surgery Linda Coultrup Ex 3130 Bleep 3130 PDN (Surgery & Ortho) Nicki Vernon Orthopaedics Julie Calton Ex 3368 Bleep 3368 Paediatrics Beth Shannon - Ex 3289 Bleep 3977 PDN - Mandy McMurray Ex 3844 PDN – Vicki Cooper (NICU) Midwifery Eleanor Kelly Ex 3748 Bleep long range PDM - Hayley Barnes Ex 3023 Theatre Liz Barker PDF - Gina Jarvis Ex 3740



EXAMPLE MEDICAL STAFF INDUCTION PROGRAMME Appendix 3 Preparing for Professional Practice week for F1s only WEEK 1 MORNING

9am – 1pm LUNCH 1pm-2pm

AFTERNOON 2pm-5pm

Monday 26 July 2010

Medical Staff Lounge HR Occupational Health RA Smart Cards Library ID Badges Tour of the hospital

Lecture Theatre Computer Training Radiology 2to3.30pm Pathology 3.30 to 4.30pm

Tuesday 27 July 2010

9.00am – Lecture Theatre Infection Control/Hand washing Theory – Helen Senior 10.30am – Lecture Theatre On-line blood transfusion Competencies – Claire Atterbury Then Computer Training room in groups of 8 RA Smartcard Registration RA Smartcard e-learning

Meet the F1’s that you will be shadowing and the teams you will be working for

Shadowing On-line blood transfusion Competencies Computer Training room 2 Hand washing Practical to be done on the wards

Wednesday 28 July 2010

9.00am 9.30am 10.00am 10.30am 11.00am 11.30am

Lecture Theatre Fire Lecture – Mr B Bowers Hand washing – Sister E Hardy Blood Transfusions - Sister C Atterbury Tea Haematology - Dr M Lewis (2892) Anticoagulation – Dr P Coates

Departmental Inductions and orientation (If time work shadowing until 5.00pm) Surgical Induction will be on Friday afternoon 31 July)

Thursday

29 July 2010

BLS Skills Room RA Smartcards MSL Transfusion Computer Training room 2

Basic Life Support GROUP A

RA Smartcard Registration RA Smartcard e-learning On-line blood transfusion Competencies The group will be split in half for BLS then the other half split again for RA and transfusion

Induction Fair BLS Skills Room RA Smartcards MSL Transfusion Computer Training room 2

Basic Life Support GROUP B

RA Registration On-line blood transfusion Competencies

Friday

30 July

2010

9.00am 9.30am 10.00am 10.30am 11.00am 11.30am

Lecture Theatre (Booked) Early Warning Scoring System – Karen McGuire Heath & Safety – Mr T Milsom How to lift safely - Mrs C Newman Tea Death certification/notification – Dr W Landells A&E Admissions + Trust Emergency plans - Mr C Lloyd

Shadowing Surgical Departmental Induction

WEEK 2 MORNING

LUNCH 1pm-2pm

AFTERNOON 2pm-5pm

Monday

2 August 2010

9.00am Lecture Theatre e-portfolio session Mr Nicholas Redwood, Foundation Training Programme Director

Shadowing

Shadowing

Tuesday

3 August 2010

Shadowing

Shadowing

Wed 4 August

2010

Start work



APPENDIX 4

EXAMPLE DEPARTMENTAL INDUCTION CHECKLIST This checklist represents a best practice framework and may well be subject to departmental (local) amendment dependent on the nature of the service provided and the needs of the staff. Name: ................................................................................... Date: .......…........................................ Department/Ward:.....................................................................................................……...……………… Band:.....................................................Post:................................................................................................ Manager/Department Head ….…......................................................................……………...…………….

FIRST DAY… Manager's signature

Inductee’s signature

Date

1. Welcome Introduction To Manager & Department Staff

2. Administration

♦ Completion of Appointment Form P2 ♦ National Insurance Number ♦ P45/46 ♦ Verification of Birth Certificate ♦ NMC Pin No for all Nursing staff ♦ Driving Licence (if applicable) ♦ Bank/Building Society details Car Parking

♦ Staff Car Parking Policy ♦ Complete Cark Parking Authorisation Form ICT

♦ Complete ICT Form to enable access to IT systems ID Badge

♦ Complete ID Badge & Access Request Form

♦ Explain importance of badge in relation to Information Governance

NHS Pension Scheme

♦ Scheme booklets ♦ Opting out Terms and Conditions

♦ Explanation of Contract of Employment ♦ Pay System (Explanation of pay form) ♦ How to contact Salaries and Wages ♦ Hours of work/shifts/rosters ♦ Holiday entitlement ♦ Sick leave procedure



Uniform (where relevant) Car User Procedure Trade Union Membership Issue of Bleep (where relevant)

DURING WEEK TWO… Manager's signature


Date

Assign a Mentor

3. Tour ♦ Tour of Department/Ward ♦ Tour of other relevant areas ♦ Occupational Health Dept. ♦ Changing Room/Toilets ♦ Photocopier ♦ Nursing Office (where relevant) ♦ Sacred Space ♦ Mortuary (where relevant) ♦ Notice Boards ♦ Resource Room ♦ Restaurant/Coffee Lounge ♦ Shop, Post Box and Stamp Machine ♦ Telephones

4. Health and Safety ♦ Purpose of Occupational Health Dept ♦ Location of First Aid Box ♦ First Aider on Ward/Department ♦ Procedure for evacuation ♦ Fire exists, fire equipment & assembly points ♦ Major Accident Policy Ward/Department procedures for: ♦ COSHH ♦ RIDDOR Regulations ♦ Department's Health & Safety Policy

WITHIN FIRST MONTH… Manager's signature


Date

5. Administration Within Department

Procedures & Policies, including: ♦ Departmental ♦ Any specialist equipment ♦ Paperwork/record keeping required ♦ Major Accident Policy ♦ Work Rotas ♦ Absence & Sickness ♦ Annual Leave ♦ Travel and Subsistence ♦ Application for Study Leave ♦ Education & Training Policies



Information Governance ♦ Know who the Senior Information Risk Owner (SIRO) is

♦ Know who the Caldicott Guardian is

♦ Know how to report Information Governance incidents and near misses

♦ Read the Confidentiality Code of Conduct

♦ Read the Safe Haven Procedure

♦ Read the Creation of Corporate Records Procedure

♦ Read the ‘What is Information Governance?’ staff guide

WITHIN FIRST MONTH… Manager's signature

Inductees’ signature

Date

6. The Job With Manager

Goals & objectives

♦ How the Department/Ward fits into the Trust ♦ How you personally fit in to the big picture ♦ Job Description and NHS KSF outline ♦ Individual's Aims ♦ Staff Development & Training ♦ Appraisal process

7. Communication ♦ Telephone Procedure ♦ Correct Telephone Manner ♦ Switchboard ♦ Bleep System ♦ Cardiac Arrest (where relevant) ♦ Fire Procedure ♦ Noticeboards ♦ "Viewpoint"

8. Further Introductions e.g. Nursing Staff: ♦ Dieticians ♦ Physiotherapy ♦ Occupational Therapy ♦ Social Worker ♦ Clinical Nurse Manager ♦ Chaplain ♦ Link Tutor ♦ Others Other staff:

♦ Relevant contacts identified by Manager

Signature:..................................................................................................................................................... Manager's Signature:……….......................................................................................................................



Date: …………………………………………………….



APPENDIX 5 ‘FAST TRACK’ DEPARTMENTAL INDUCTION CHECKLIST FOR TEMPORARY, AGENCY, BANK AND LOCUM STAFF. (Please also consider use of this checklist for staff employed within the Trust but on a temporary transfer between work areas) Date: Name: Inducted by: Grade: Grade: Checklist

Please tick when completed

Tour round area of work e.g. ward/ department. Explanation of geographical layout

Location of fire exits and fire equipment

Location of emergency equipment

Emergency numbers: fire, arrest, security

Procedure for contacting on call manager and doctor

Introduction to patients responsible for

Explanation of any special needs of patients

Location of policy/ procedures manual and protocols relating to care

Checked recent manual handling training

Procedure for segregation/disposal of waste, sharps and linen

Untoward incident procedure

Information Governance – know your responsibilities

• Read the ‘What is Information Governance?’ staff guide

NB this list is not exhaustive and should be added to for the relevant areas. Signature Inductee: ……………………………………………………………………………………………… Signature inductor: ………………………………………………………………………………………………… Date: …………………………………………………………………………………….. NB Keep this form on the ward/ department as a record of departmental induction being carried out.



APPENDIX 6

REGISTERED NURSE ORIENTATION CHECK LIST

Please print your name clearly……………………………………………………………………………………..

Mentors Signature

Inductees Signature

Date

Welcome and Introductions

I have met the ward team/key people:

• Ward clerk & Housekeeper

• Ward manager/sister/charge nurse

• Ward team - Nursing & MDT

• Lead Nurse/s

• Practice Development Nurse

I have been shown around the ward and am familiar with the layout

I have been allocated a preceptor/mentor/buddy General Information

I am aware of the shift pattern/break times

I understand the off-duty and annual leave entitlement twith the procedures for requesting Off-duty and annual leave

I am aware of how to report sickness

I know where to obtain the monthly time sheet and how to complete it

I know where to collect my pay slip and who to contact with any queries to this

I have been given & read the Trust accountability policy

I have been given & read the Trust uniform policy

Read the ‘What is Information Governance?’ staff guide

I am aware of the Trust confidentiality policy Communication

I am able to locate and use the telephone system Including the emergency numbers

I am familiar with the ward/department/hospital information Systems including viewpoint

I can use the Trust bleep system effectively

I can demonstrate how confidentiality is maintained in the following situations:

• Keeping and storage of medical & nursing records

• Access to patients records

• When to gain patients permission to disclose Information & password systems if applicable

• Answering direct enquires

• Answering telephone enquiries

• Patient confidentiality at handovers

• Maintaining staff confidentiality

Facilities and Equipment Location

I am aware of the location of staff toilets/changing rooms/ dining room

I can locate the following areas:

• X-ray, CT scanning



• Pathology labs, microbiology & blood bank

• Mortuary & Patient bereavement office

• Sacred Space

• Critical care unit

• Theatres/recovery

• Endoscopy suite

• Out-patients

• Pharmacy

• Accident & Emergency department

• Human resources

• Canteen

• Occupational Health

• Education department & library

I can locate and competently use the following equipment:

• Vital signs monitor

• Tympanic thermometer

• Pulse oximeter

• Glucometer

• Nebulizer

• 12 lead ECG

I am aware of the process for maintenance and repair of equipment

I am aware of the processes & responsibility for ordering of stock and non stock supplies

I am aware of the processes & responsibility for ordering and storage of drug stock

I am aware of and understand the process for ordering TTOs

Patient Care

I am aware of the key policies for my area and how to Access them

I am aware of the consultant specialities and when the wardrounds take place

I am aware of the process of patient flow and the Importance of discharge planning within this

I have been shown and understand the following Processes and corresponding Trust paperwork:

• Admission forms including relevant assessments

• Care plans

• On-going assessments – nutrition, tissue viability etc

• Observation charts including EWSS

• Fluid charts including VIP scoring process

• Discharge letters & Referral forms – district nurse etc

• Social services referrals, nursing needs assessment Section 2 & 5 paperwork

Learning and Education

I am aware of learning resources on the ward/dept

I am aware of the Trust policy for performance and review (appraisal)

I have a copy of the KSF relevant to my band

I understand my responsibility for PREP and maintaining my Professional portfolio



Emergency Situations

I am aware of the Trust major incident plan (MAJAX)

I know have to put out an emergency call

I can locate and know how to use the following Emergency equipment:

• Resuscitation trolley & Equipment

• Piped oxygen

• Portable oxygen (& the process for replacement)

• Piped suction

• Portable suction

• Fire alarms, extinguishers and hoses

• Emergency evacuation procedure

Health & Safety at work

I am aware and understand the Trust policy for risk Management and health and safety

I am aware of the need for and use of personal protective equipment

I am aware and understand the infection control policies and know where to access them

I have been shown how to use any other equipment e.g. hoists

I understand the processes for disposal of linen, waste & sharps

I am aware of the procedures for staff accidents/ incidents

I am aware of how to report an incident or near miss Administration

I have received the following where necessary:

• P2

• Car parking permit

• ID Badge

• NPFiT form (Smartcard) form has been completed

• NHS pension or opting out information

Signature…………………………………………………………………………………………………………….. Managers Signature………………………………………………………………………………………………… Date………………………………… Please photocopy and send one completed copy to nursing administration for recording on ESR and keep one copy for your own personal record.



APPENDIX 7 RELEVANT EXCERPTS FROM TRUST APPRAISAL POLICY

Taken from Section 6.2 of the Trust Appraisal Policy: 6.2 The Foundation Gateway 6.2.1 The Foundation gateway takes place no later than 12 months after an individual is

appointed to a payband regardless of the pay point to which the individual is appointed. 6.2.2 New staff will have at least two reviews in first year 6.2.3 The purpose of the foundation gateway is to check that individuals can meet the basic

demands of their post on that payband – the foundation gateway review is based on a subset of the full NHS KSF outline for a post. Its focus is the knowledge and skills that need to be applied from the outset in a post coupled with the provision of planned development in the foundation period up to 12 months.

6.2.4 Following the Foundation gateway the annual appraisal will inform development towards

the Second gateway

The Queen Elizabeth Hospital King's Lynn NHS Trust

Induction Policy.doc

EQUALITY IMPACT ASSESSMENT TOOL STAGE 1 – SCREENING APPENDIX 8 Name & Job Title of Assessor: Ian Vince, Deputy Director of HR & OD

Date of Reviewed Screening: June 2010

Policy or Function to be assessed: Induction

Yes/No Comments

1. Does the policy, function, service or project affect one group more or less favourably than another on the basis of:

No All employees are required to comply with their respective element of this policy

• Race & Ethnic background No This policy is applied equally to all groups

• Gender including transgender No This policy is applied equally to all groups

• Disability No Via the application process every attempt is made to identify and address any individual requirements such as to ensure an effective induction experience.

• Religion or belief No This policy is applied equally to all groups

• Sexual orientation No This policy is applied equally to all groups

• Age No This policy is applied equally to all groups

2. Does the public have a perception/concern regarding the potential for discrimination?

No

Documents

Induction Policy - Welcome Induction Policy.pdf · 1.5.2 It is important to note that no nurse can commence duties in a ... Induction Policy.doc Page ... HR KPI reports highlighting