Working Safely During COVID-19 Workplace Assessment Checklist

The Government in consultation with industry has issued a suite of 8 guidance documents across a range of different working environments to help both employers

and employees ensure workplaces are as safe as possible as the COVID-19 restrictions ease and businesses start to reopen.

As the NHS has remained operational throughout the current crisis we have to a large extent already implemented many of the recommended steps in the guidance

however, now that we are moving toward the post COVID phase where we are being asked to re-instate many of our suspended/limited services we are now

required to review and risk assess all areas/services.

The guidance documents can be viewed in full here:

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19

What we need to do:

All ward and department managers are now required to assess their areas of responsibility using the assessment tool provided which will help identify any gaps in

existing control measures and record significant findings on the risk assessment form provided in appendix A which should be submitted to relevant divisional

boards for inclusion on divisional risk registers. If you identify that there are gaps in your control measures and additional works are required to improve safety such

as the installation of screens or floor markings you must log the request on the estates helpdesk:

SMH & Community sites north extension 6000

WH, AH & Community sites south extension 5010

For help and advice on how to complete your checklist and risk assessments please contact:

Health and Safety Manager: gregory.smith4@nhs.net or

Property Services Risk Manager: andy.phillips3@nhs.net

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19mailto:gregory.smith4@nhs.netmailto:andy.phillips3@nhs.net

I certify this workplace as Covid secure.

Name: Location: Date:

Workplace Assessment Checklist

1) Staff welfare at work

Yes No N/A R/A Req? Guidance

Are all staff who can work at home, working from home?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID_19%20HR/WORKFORCE/200325_Home%20Working_guidance%20for%20managers_V3.pdf

Have you planned to have the minimum number of staff to operate safely?

Are staff working from home being monitored for wellbeing?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdf

Have all staff working from home been provided with adequate equipment and systems to work effectively?

http://swanlive/sites/default/files/bht_pol_033_-_display_screen_equipment_v4.1_rvw_01_2022.pdf

Are staff aware how to access wellbeing support?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdf

Have you considered vulnerable groups of staff?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20Maternity/200818_rcm-addressing-increased-risks-during-the-covid-19-pandemic-for-bame-women-may-2020-1.pdf

Are arrangements in place to enable staff who are self-isolating to work from home?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdf

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID_19%20HR/WORKFORCE/200325_Home%20Working_guidance%20for%20managers_V3.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID_19%20HR/WORKFORCE/200325_Home%20Working_guidance%20for%20managers_V3.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID_19%20HR/WORKFORCE/200325_Home%20Working_guidance%20for%20managers_V3.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttp://swanlive/sites/default/files/bht_pol_033_-_display_screen_equipment_v4.1_rvw_01_2022.pdfhttp://swanlive/sites/default/files/bht_pol_033_-_display_screen_equipment_v4.1_rvw_01_2022.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Advice%20for%20Coping%20during%20%20Covid%2019%20pandemic%20-%20staff%20wellbeing.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20Maternity/200818_rcm-addressing-increased-risks-during-the-covid-19-pandemic-for-bame-women-may-2020-1.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20Maternity/200818_rcm-addressing-increased-risks-during-the-covid-19-pandemic-for-bame-women-may-2020-1.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20Maternity/200818_rcm-addressing-increased-risks-during-the-covid-19-pandemic-for-bame-women-may-2020-1.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdf

Have you considered all staff with different protected characteristics?

Have you considered disabled workers and new and expectant mothers who may be disadvantaged by new control measures?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdf

Have you considered any negative impact controls may have on some groups compared to others?

http://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdf

2) Social distancing at work

Yes No N/A R/A Req? Guidance

Have you considered staggering arrival and departure times to reduce crowding in and out of the workplace?

Are there sufficient facilities to encourage staff to drive, cycle, walk/run to work not using public transport?

http://swanlive/staff-resources/benefits-offers-engagement/staff-benefits-offers/cycle-work-scheme

If you use a service vehicle, are you limiting passenger use?

Can you limit congestion in and out of your work area by making available more entry points?

https://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htm

Can you implement one-way flow at entry and exit points?

https://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htm

Is it possible to disable any touch based security devices such as key pads?

If this is not achievable, use a pen or similar to avoid contact of the pad.

Have you taken steps to discourage non-essential trips within buildings and sites?

Has access between different areas been http://swanlive/sites/default/files/lockdown_policy_bht_pol_238

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19_STAFF%20INFO/Staff%20Support%20during%20Covid%2019%20FINAL%203.pdfhttp://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdfhttp://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdfhttp://swanlive/staff-resources/benefits-offers-engagement/staff-benefits-offers/cycle-work-schemehttp://swanlive/staff-resources/benefits-offers-engagement/staff-benefits-offers/cycle-work-schemehttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttp://swanlive/sites/default/files/lockdown_policy_bht_pol_238_rvw_08_2021_0.pdf

restricted? _rvw_08_2021_0.pdf

Is it possible to implement a one way flow through your department/building?

https://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htm

Have controls been put in place to reduce the maximum occupancy of lifts, encouraging the use of stairs where possible?

https://www.fpra.org.uk/wp-content/uploads/Lift-Owner-News-COVID-19-guidance-to-users-and-owners.pdf

Are staff with disabilities able to access lifts?

http://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdf

Do you have in place any regulation around high traffic areas and walkways to maintain social distancing?

https://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htm

Have you reviewed the layout of workstations to allow people to work further apart from each other?

Have you applied floor markings to help keep workers 2m distance apart.

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdf

Only where it is not possible to move workstations can you arrange people to work side by side or facing away from each other rather than face to face?

Only where it is not possible to move workstations further apart, are you using screens to separate people?

Are you managing occupancy levels to enable social distancing?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdf

Are you avoiding the use of hot desks and where this is not possible is the equipment and space being cleaned between use?

http://swanlive/sites/default/files/lockdown_policy_bht_pol_238_rvw_08_2021_0.pdfhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.fpra.org.uk/wp-content/uploads/Lift-Owner-News-COVID-19-guidance-to-users-and-owners.pdfhttps://www.fpra.org.uk/wp-content/uploads/Lift-Owner-News-COVID-19-guidance-to-users-and-owners.pdfhttp://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdfhttp://swanlive/sites/default/files/bht_pol_66_-_equality_diversity_policy_v5.0_rvw_11_2021.pdfhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/coronavirus/posters-and-resources.htmhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdf

Are staff using remote working tools to avoid in-person meetings?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/IT%20and%20NHS%20mail/MS%20Teams%20User%20Guide%2020200405%20v07.ppsx

Where absolutely necessary for persons to attend meetings are arrangements in place to keep people 2m apart?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdf

Are you avoiding transmission during meetings, for example avoid sharing of pens and other objects?

Is hand sanitiser proved in meeting rooms?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdf

Is it possible to hold meetings outdoors or in well ventilated rooms?

For areas where regular meetings take place, are you using floor signage to help people maintain their social distancing?

The installation of floor markings you must log the request on the estates helpdesk

SMH & Community sites north extension 6000 WH, AH & Community sites south extension 5010

Are you staggering staff break times to reduce pressure on rest rooms and canteens?

Are you encouraging staff to use safe outside areas for breaks?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/IT%20and%20NHS%20mail/MS%20Teams%20User%20Guide%2020200405%20v07.ppsxhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/IT%20and%20NHS%20mail/MS%20Teams%20User%20Guide%2020200405%20v07.ppsxhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/IT%20and%20NHS%20mail/MS%20Teams%20User%20Guide%2020200405%20v07.ppsxhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200401_Maintain%20a%20safe%20social%20distance_internal%20teams_v4.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdf

Have you installed screens to protect staff in receptions or similar areas?

Have packaged meals been provided for staff to avoid fully opening canteens?

Are staff encouraged to bring in their own meals?

Have eating areas been re-configured to allow social distancing?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200323_Maintain%20a%20safe%20social%20distance_CAFEs_Yellow_v2.pdf

Are staff being encouraged to remain on site and not travel to other areas risking cross contamination?

Are you regulating the use of locker rooms and changing areas to reduce concurrent use?

Are you encouraging staff to store personal items and clothing in personal storage areas?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200323_Maintain%20a%20safe%20social%20distance_CAFEs_Yellow_v2.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200323_Maintain%20a%20safe%20social%20distance_CAFEs_Yellow_v2.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200323_Maintain%20a%20safe%20social%20distance_CAFEs_Yellow_v2.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200323_Maintain%20a%20safe%20social%20distance_CAFEs_Yellow_v2.pdf

3) Managing patients, visitors and contractors

Yes No N/A R/A Req? Guidance

Are all non-essential visits encouraged to be via remote connection where this is an option?

Where site visits are allowed is there guidance on social distancing and hygiene made available, preferably before arrival?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdf

Are the numbers of visitors limited at any one time?

Are visitors limited to a specific time window?

Are contractor visits timed to reduce interaction?

http://swanlive/sites/default/files/sop_ths007_visitors_and_external_contractors_v1.pdf

Are records being kept of contractor visits?

Are visitor arrangements in place to ensure social distancing and hygiene? e.g. sharing of objects / pens?

Has social distancing and hygiene guidance / signage been provided before and on arrival?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdf

Have staff been provided with training on their responsibilities who act as ‘hosts’ for visitors?

Have entry and exit routes been reviewed to minimise human contact?

A Trust wide review is being undertaken for common areas.

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttp://swanlive/sites/default/files/sop_ths007_visitors_and_external_contractors_v1.pdfhttp://swanlive/sites/default/files/sop_ths007_visitors_and_external_contractors_v1.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/Safety%20lies%202%20metres%20away.pdf

Has the workspace been coordinated between other tenants at multi-tenant sites?

4) Cleaning the Workplace

Has an assessment been made of the frequency of cleaning required for work space and equipment?

Have you considered the frequency of cleaning ‘high touch’ items? e.g. door handles / keyboards / printers

Have staff been instructed to remove waste from and sanitise their workstations at the end of their shift?

Have signs been provided to promote good and frequent handwashing?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdf

Has hand sanitiser been provided in multiple locations in addition to washrooms?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200310_PHE_Handwashing%20step%20by%20step.pdf

Have you provided more waste facilities and organised more frequent rubbish collection?

http://swanlive/sites/default/files/bht_pol_095_handling_of_healthcare_waste_policy_v6_0_rvw_05_2020.pdf

Have you provided paper towels as an alternative to hand dryers in handwashing facilities?

Have you set clear guidance for the cleaning of showers, lockers and changing rooms and that social distancing is achieved?

Floor markings you must log the request on the estates helpdesk

SMH & Community sites north extension 6000

WH, AH & Community sites south extension 5010

Have you introduced cleaning procedures for goods and merchandise entering your work area and for staff handling them?

https://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/HandWash_EasyRead_17Mar20.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200310_PHE_Handwashing%20step%20by%20step.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200310_PHE_Handwashing%20step%20by%20step.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200310_PHE_Handwashing%20step%20by%20step.pdfhttps://www.buckshealthcare.nhs.uk/Downloads/AA_COVID_19/COVID-19%20posters/200406_revised%20sets/200310_PHE_Handwashing%20step%20by%20step.pdfhttp://swanlive/sites/default/files/bht_pol_095_handling_of_healthcare_waste_policy_v6_0_rvw_05_2020.pdfhttp://swanlive/sites/default/files/bht_pol_095_handling_of_healthcare_waste_policy_v6_0_rvw_05_2020.pdf

Have you introduced cleaning procedures for vehicles?

Have you considered restricting personal deliveries of items to staff in the workplace?

5) Workforce Management

Where possible, have you split staff into shifts / teams in order that ‘contact’ is within the same group of people?

Have you identified areas where people directly pass things to each other? i.e. identifying drop off / transfer zones.

Have you minimised non-essential travel?

Have you minimised the number of people travelling together, using fixed travel partners and increasing vehicle ventilation?

One person – One vehicle is the preferred way of working.

Do staff clean vehicles after using them and is sanitiser provided in vehicles?

Do staff minimise contact during payment / exchange of documentation? i.e. electronic payment / signatures.

Has clear, consistent and regular communication taken place with staff to ensure consistency of ways of working?

Some staff cannot read the daily bulletin. Consider regular team briefings.

Have managers engaged with staff and staff representatives to communicate and agree working arrangements?

Have you considered how to inform staff of new procedures following any absence?

Some staff cannot read the daily bulletin. Consider regular team briefings / Return to work briefing.

Have you considered clearly communicating new ways of working with staff where English is not their first language?

http://swanlive/sites/default/files/thebigword_telephone_interpreting_service.pdf

Have you considered methods to reduce the frequency of deliveries?

Risk Assessment Form

If Managers have identified a significant risk to their staff using the checklist, the Trust Risk Assessment form below should be used in order to

mitigate the risk and enable the risk to be placed on the Divisional Risk Register.

A risk assessment is nothing more than a careful examination of hazards associated with work activities in the workplace, which have the potential to cause harm. This enables an employer to evaluate if there are suitable and sufficient controls in place to reduce the level of risk to the lowest possible level.

The Management of Health and Safety at Work Regulations 1999, Regulation 3, places a legal duty on employers to assess the significant risks in a workplace, it also states that risk assessments should be suitable and sufficient, taking account of the activities undertaken and the environment in which the activities are conducted.

The assessment should identify the hazards associated with the activity and establish control measures to minimise the risk. This in turn will, based upon the risk levels and allow managers to prioritise their actions.

There is also a duty to monitor and review these assessments to ensure they remain effective, suitable and sufficient.

http://swanlive/sites/default/files/thebigword_telephone_interpreting_service.pdfhttp://swanlive/sites/default/files/thebigword_telephone_interpreting_service.pdf

Appendix A RISK ASSESSMENT TOOL Assessment Ref No: Division/ Speciality/ 001

PART 1

Hospital Site: AH / SMH / WYC / Other named Premises Department / Ward / Exact Location: List DIF1 / IR1’s relevant to this assessment:

Multiply (I/ C / S) by (L /P/ F) List significant Hazards that are Associated with this Activity / Task / Clinical Procedure (inc any potential hazards)

Who might be harmed & How they might be harmed?

How Many People

could be involved

What existing measures are in place to reduce the chance / risk of an incident / accident occurring? (eg Current Policies, Procedures or Guidelines. Mechanical controls - eg Hoists.

Records: Training / Maintenance)

Who Checks these Controls? (e.g. at Division / Trust / External level?)

Imp

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/

Con

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Seve

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Pro

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bili

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d

Initia

l R

isk

Sco

re

1.

2.

3.

Activity / Task / Clinical Procedure being assessed:

4.

Assessor’s Name: Date of Assessment: Department / Ward Manager: Date Assessment given to Manager for action / review:

Appendix A/….cont2

Consequence Score (severity levels) and examples of descriptors

1 2 3 4 5

Domains Negligible Minor Moderate Major Catastrophic

Impact on the safety of patients, staff or public (physical / psychological harm)

Minimal injury requiring no/minimal intervention or treatment. No time off work

Minor injury or illness, requiring minor intervention

Requiring time off work for >3 days

Increase in length of hospital stay by 1-3 days

Moderate injury requiring professional intervention

Requiring time off work for 4-14 days

Increase in length of hospital stay by 4-15 days

RIDDOR/agency reportable incident

An event which impacts on a small number of patients

Major injury leading to long-term incapacity/disability

Requiring time off work for >14 days

Increase in length of hospital stay by >15 days

Mismanagement of patient care with long-term effects

Incident leading to death

Multiple permanent injuries or irreversible health effects An event which impacts on a large number of patients

Quality/complaints/audit

Peripheral element of treatment or service suboptimal Informal complaint/inquiry

Overall treatment or service suboptimal Formal complaint (stage 1) Local resolution Single failure to meet internal standards Minor implications for patient safety if unresolved Reduced performance rating if unresolved

Treatment or service has significantly reduced effectiveness Formal complaint (stage 2) complaint Local resolution (with potential to go to independent review) Repeated failure to meet internal standards Major patient safety implications if findings are not acted on

Non-compliance with national standards with significant risk to patients if unresolved Multiple complaints/ independent review Low performance rating Critical report

Totally unacceptable level or quality of treatment/service Gross failure of patient safety if findings not acted on Inquest/ombudsman inquiry Gross failure to meet national standards

Human resources/ organisational development/staffing/ competence

Short-term low staffing level that temporarily reduces service quality (< 1 day)

Low staffing level that reduces the service quality

Late delivery of key objective/ service due to lack of staff

Unsafe staffing level or competence (>1 day)

Low staff morale

Poor staff attendance for mandatory/key training

Uncertain delivery of key objective/service due to lack of staff

Unsafe staffing level or competence (>5 days)

Loss of key staff

Very low staff morale

No staff attending mandatory/ key training

Non-delivery of key objective/service due to lack of staff

Ongoing unsafe staffing levels or competence

Loss of several key staff

No staff attending mandatory training /key training on an ongoing basis

Statutory duty/ inspections

No or minimal impact or breech of guidance/ statutory duty

Breech of statutory legislation Reduced performance rating if unresolved

Single breech in statutory duty Challenging external recommendations/ improvement notice

Enforcement action Multiple breeches in statutory duty Improvement notices Low performance rating Critical report

Multiple breeches in statutory duty Prosecution Complete systems change required Zero performance rating Severely critical report

Adverse publicity/ reputation

Rumours

Potential for public concern

Local media coverage – short-term reduction in public confidence Elements of public expectation not being met

Local media coverage – long-term reduction in public confidence

National media coverage with 3 days service well below reasonable public expectation. MP concerned (questions in the House) Total loss of public confidence

Business objectives/ projects

Insignificant cost increase/ schedule slippage

25 per cent over project budget Schedule slippage Key objectives not met

Finance including claims

Small loss Risk of claim remote

Loss of 0.1–0.25 per cent of budget Claim less than £10,000

Loss of 0.25–0.5 per cent of budget Claim(s) between £10,000 and £100,000

Uncertain delivery of key objective/Loss of 0.5–1.0 per cent of budget Claim(s) between £100,000 and £1 million Purchasers failing to pay on time

Non-delivery of key objective/ Loss of >1 per cent of budget Failure to meet specification/ slippage Loss of contract / payment by results Claim(s) >£1 million

Service/business interruption Environmental impact

Loss/interruption of >1 hour Minimal or no impact on the environment

Loss/interruption of >8 hours Minor impact on environment

Loss/interruption of >1 day Moderate impact on environment

Loss/interruption of >1 week Major impact on environment

Permanent loss of service or facility Catastrophic impact on environment

Likelihood score 1 2 3 4 5

Descriptor Rare Unlikely Possible Likely Almost certain

Frequency How often might it/does it happen

This will probably never happen/recur

Appendix A continued Risk Scoring Matrix

Severity

Likelihood 1 Insignificant

2 Minor

3 Moderate

4 Major

5 Catastrophic

1 Rare 1 2 3 4 5

2 Unlikely 2 4 6 8 10

3 Possible 3 6 9 12 15

4 Likely 4 8 12 16 20

5 Almost Certain

5 10 15 20 25

Target Times for Controls

Level of Risk Target Time for Initiating Controls

Extreme (15-25) Immediately or within 48 hours

High (8-12) Up to 2 weeks

Moderate (4-6) Up to 6 weeks

Low Risk (1-3) Up to 12 weeks

Frequency of Review

Level of Residual Risk

Risk Category Risk Colour Review of risk Assessment by

Frequency of reviews

Extreme Extreme (15 to 25)

Red Director Monthly

High High

(8 to 12) Orange General Manager Every 2 months

Moderate Medium (4 to 6)

Yellow Ward Manager Every 3 months

Low Low

(1 to 3) Green Ward Manager Every 6 months

16

Appendix A RISK ASSESSMENT TOOL

PART 2

MUST BE COMPLETED BY A SENIOR MANAGER OR NOMINATED DEPUTY Name: Risk Assessment Ref No: (PLEASE PRINT)

Title: Date:

Hazard No.

Accept Accept the likelihood of a risk provided that it is consistent with the risk appetite of the Trust.

Transfer * Transfer the potential consequences of the risk materialising to a

3rd

party.

Eliminate * Remove the risk

entirely by ceasing a particular activity.

Reduce * Reduce either the

likelihood of occurrence or the

impact on both through the

implementation of appropriate controls.

Increase * Response whereby management take a decision to reduce

controls around a risk because cost outweighs consequence should the

risk materialise.

Signature

1

2

3

4

* denotes requirement of an Action Plan – please use following Sheets to record

17

Appendix A continued

ACTION PLAN Risk Assessment Ref No:

HAZARD NO:

RISK GRADING

ACTION PLAN TO ADDRESS RISK FUNDING REQUIRED?

YES / NO

IF YES, CAPITAL

OR

REVENUE?

DATE CAPITAL

BID SUBMITTED

PREDICTED RESIDUAL

SCORE

LEAD MANAGER

REVIEW DATE

COMPLETION DATE

18

Appendix A continued

Risk Assessment Ref No:

HAZARD NO:

NOTES