COVID-19 Contingency Plan

Introduction This COVID-19 contingency plan outlines the main purpose and guidance to PHSC plc subsidiary directors of mitigation actions to minimise the risk to staff, customers and business productivity following the recent outbreak of COVID-19. It follows the latest guidance from the Government on Social Distancing and seeks to maintain a balance between maintaining the health, safety and welfare of our stakeholders and business continuity, as follows: The Prime Minister  set out a number of social distancing measures to reduce the risk of infection from the spread of coronavirus. For those who remain well, are under 70 or do not have an underlying health condition, they are advised to limit their social contact where possible, including using less public transport, working at home and considering not going to pubs, restaurants, theatres and bars. This government guidance has been updated several times, and workplaces are now able to start resuming their trade, provided sufficient social distancing and other safety measures are in place.  The intention was never to  close business although some organisations had no other option. And now there is an equally big challenge in getting staff back to work. Indeed, some business have found that there is no need for staff to return to the workplace, but others do need to return.  This will mean taking sensible measures that maintains business continuity whilst protecting health of our staff, customers and other stakeholders. We will continue to monitor our COVID-19 Contingentcy Plan, using a risk-based approach in response to updated information from Public Health England, and continuing to provide Professional Help at Sensible Cost This plan will be revised and updated as and when there is significant new guidance from Public Health England / Health Protection Scotland. Purpose To minimise the risk of PHSC plc personnel contracting COVID-19 To minimise risk of infecting PHSC plc clients To minimise the impact upon PHSC plc subsidiaries from the potential effects of business disruption due to staff sickness/ isolation or other inability to service clients To maintain its duty of care to employees, contractors, customers and others who may be affected by our operations. To reassure customers and other key stakeholders of PHSC’s proactive and reactive strategy for managing risks presented by Covid-19. Ad-hoc discussions en-route whilst auditing with individuals. Plan Subsidiary directors are to identify any staff or associates working for the subsidiary who may be more vulnerable due to underlying health issues that could be exacerbated if COVID-19 was contracted. Such information will be processed in line with our Data Protection protocols. Any staff who come within the category of vulnerable to be assessed for suitability for travelling on public transport / working with clients where there are high numbers of staff etc so as to minimise contact with persons or environment who may be infected. If no such assignments are available, then consideration should be given to providing alternative desk-based work, either at the office or at home. Work schedules to be closely monitored and close liaison with clients to occur daily. Where a client wishes to postpone or is closed down by PHE or Health Protection Scotland our cancellation terms and conditions should be considered. Directors have discretion over the circumstances of each case. It may be that other non-site work might be completed instead. Work that can be completed remotely should be agreed, eg via telephone, webinars and arranging for photographs/documents to be sent to our consultants where feasible. In the short term, agreement with clients should be made in advance to minimise time spent on site, and reasonable distance between individuals, particularly where training is being delivered. We will also identify their own COVID-19 Contingency Plan, and work within its parameters. Directors are to brief/remind consultants (bearing in mind the Chartered Safety Practitioner status of our management systems and health and safety consultants) on leading by example at all times, including when at client sites or when in transit.   Do: Briefings / guidance must be given to staff on: Hand hygiene protocols To obtain (if possible) hand sanitizer and carry with them Wearing of face masks / coverings whilst commuting, in lifts and other enclosed spaces To cough or sneeze into a tissue and dispose immediately, or to cough/sneeze into their elbow if a tissue is not immediately available. Always to keep 2 metres distance wherever possible from their clients, or a minimum of 1 metre if the area is crowded. To avoid touching face, nose and mouth. If someone coughs/ sneezes immediately in the proximity of a staff member to ask to be excused to wash hands and sanitise. Not to shake hands with clients and to explain politely the reason why, in the current circumstances. To update directors if they feel they are experiencing symptoms associated with a cold, flu or virus (high temperature, headache, aching muscles, respiratory problems). When visiting clients, do not come into close contact with them. Do not shake hands and explain the reasons why. Maintain a polite and safe distance from clients wherever possible Maintain a safe distance from people you are in contact with (ideally 2 metres). Seek to arrange transit to client sites in the short-term via your own vehicle rather than public transport, to avoid close contact with large numbers of the public. Encourage staff when not at work to avoid large crowds. Encourage spare time activities to include such pleasures as walks in the country-side or by the sea. Being in nature is not only healthy mentally and physically, but the COVID-19 virus dies naturally in the countryside so risk of infection is very low. Avoid wherever possible using door handles / rails in public places. If possible, cover your hands with a tissue or a sleeve when opening /closing doors or holding handrails on stairs. If this cannot be avoided, wash your hands at the earliest convenience afterwards, or use sanitiser. Reassure clients of our measures in all correspondence. For staff who have report writing days, encourage them to do so at home
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Vulnerable Worker Risk Assessment

Policy writing services
What is a Vulnerable Worker? The Health & Safety Executive (HSE) defines vulnerable workers as those who are at risk of having their workplace entitlements denied and who lack the capacity or means to secure them. Put simply, this is any person or group of people who do not have certain capabilities or experience, leading to an increased risk or different risk from the average person. This should include a person’s health status as well as their physical, mental and emotional vulnerabilities.  The HSE consider the following to be vulnerable workers:  New and expectant mothers  People with disabilities  Young persons  Migrant Workers  Gig economy, agency and temporary workers  Those new to the Job  Lone workers  Older workers  Homeworkers remote workers and agile workers  In addition to this list, the Chartered Institute for Personnel Development (CIPD) also include working carers as being vulnerable. Why are new and expectant mothers vulnerable? For expectant mothers, the risk is doubled as there are two lives who could be affected by the work environment or work activities.  The size, shape and other physical aspects of a pregnant worker change significantly during the course of their pregnancy and this needs to be considered to ensure safe movement, circulation, access to suitable seating, and welfare facilities. Particular attention is needed to ensure that a new mother returning back to work after giving birth has her needs assessed, taking into account any changes to their health and medical status after the birth.  Reasonable measures should be identified to ensure provision of breastfeeding facilities if they have chosen to continue breastfeeding after returning to work. Why are workers with disabilities vulnerable? Disabled workers are often limited by employers as being wheelchair users, but this only represents a small proportion of disabled workers. Not all disabilities are visible and workers often adapt their work around their physical, sensory, or mental limitations.  Workers do not have to tell you of their disability unless it could foreseeably affect the safety of themselves or anyone else connected to their work. If they do not tell you and there are no obvious indicators of disability, you cannot be expected to make workplace adjustments. This emphasises the need for employers to consult with employees and ensure there are processes where problems can be reported in a confidential and ethical way.  Once a disability is brought to your attention, a vulnerable worker risk assessment should be undertaken and the employee consulted on this. Why are young workers vulnerable? Anyone under the age of 18 years is deemed to be a young worker. They are vulnerable due to their lack of experience of workplace hazards / risks and of the dangers around them.  Many young people also have a higher risk-taking appetite. Some may have a tendency to act as if they are ”immortal” simply because they haven’t experienced negative effects of risky behaviours and rule breaking. This is why the law requires you complete a young worker risk assessment. Why are migrant workers vulnerable to h&s risks? A migrant worker is considered to be someone who is or has been working in the UK in the last 12 months and has come to work in the UK in the last five years. They may be more vulnerable because their work experience has exposed them to a different culture where health & safety risks may not be given the same level of priority as they are in the UK. Risk assessments should consider cultural and behavioural aspects of risk-taking. For further information on this, you can view our blog on behavioural safety. Are agency, temporary & gig-economy workers more vulnerable? Anyone who is not familiar with your workplace environment, processes, and risks will be more vulnerable due to their lack of knowledge.  For health and safety purposes, gig-economy workers should be treated no differently to other workers and will often identify as an agency worker, temporary worker, or self-employed. They may also be ‘limb (b) workers’ and entitled to certain employment rights.  Gig economy, agency, and temporary workers require the same standards of work equipment and welfare facilities as any other workers, no matter what their job is or the number of hours they work. Why are those new to the job vulnerable? Research indicates that workers are most likely to have an accident in the first six months at a workplace. The extra risk arises due to:  lack of experience of working in a new industry or workplace  lack of familiarity with the job and the work environment  reluctance to raise concerns (or not knowing how to)  eagerness to impress workmates and managers.  This means workers new to a site may not recognise the dangers around them,  may not understand ‘obvious’ rules for use of equipment or may think its OK to cut corners or rules. This is why it is important to have an induction process that enables anyone new to your organisation/site to know the basic and most important health and safety requirements.   Are older workers vulnerable to h&s risks? Today’s workforce is likely to contain a higher proportion of older workers because of factors such as increased life expectancy, removal of the default retirement age, and raising of the State pension age. Many people will need (or want) to continue working.  Older workers bring a broad range of skills and experience to the workplace and often have good judgment and knowledge, so looking after their health and safety makes good business sense. However, they may be less responsive to technology changes and working culture. Where tasks involve high physical input or fast reflexes, they may have physical limitations that will need to be considered. Are lone workers more at risk? Lone workers are those who work by themselves without close or direct supervision. The key question to ask when assessing risks to lone workers is: “How long would it be before a lone worker needing help was identified”? If you were injured, ill or otherwise exposed to danger, wouldn’t you want to know that someone would flag
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COVID-19 – Working from Home

workstation
Homeworker Health and Safety during coronavirus What should employers be doing to monitor homeworker health and safety during coronavirus? With the recent partial lockdown in various parts of the country, and considering it is now over a year since the UK Government told employers to work from home wherever possible, it is clear that this problem is not going away and many people will be continuing to work from home in the foreseeable future, either full or part time. This guidance considers: What constitutes home working? What should employers be doing to monitor staff and meet the law? Legal Requirements Health & Safety at Work Act 1974 contains objectives for employers to ensure, so far as is reasonably practicable, the health, safety and welfare of employees.  Clearly this includes staff who are working at home on a part-time or full-time basis, and considering what is “reasonably practicable”. Whilst this requirement applied before COVID-19 the majority of people who can work from home are continuing to do so, either full time or part time on a rota scheme and therefore employers must consider the environment in which their teams are working and the equipment they are using. Other legislation, such as the Provision & Use of Work Equipment Regulations 1998 (PUWER), and the Workplace (Health, Safety & Welfare) Regulations 1992 contain specific obligations for ensuring the equipment is: Suitable for the intended use Placed in a suitable location Workstations and seating is suitable and The environment is suitable (lighting, heating, space etc). The Health & Safety (Display Screen Equipment) Regulations 1992 provide specific objectives for employers to ensure that anyone using a laptop/PC etc for a significant amount of their normal work can do so safely. Employers have to ensure that workstation assessments are completed, the work is planned to enable workers to vary their tasks or take other breaks to avoid the accumulation of strain etc. The Schedule to the regulations contain specifications for furniture and equipment. HSE Guidance COVID-19 working from home guidance has been produced by the HSE on what employers should be doing to protect their home workers. However, they have not defined what home working or temporary means. And after four months of working from home we have become aware of people beginning to report symptoms of work-related upper limb disorder (WRULD) , eg back or neck ache, discomfort or cramp in their hands or arms etc. The HSE guidance, in summary, states that: There is no increased risk from DSE work for those working at home temporarily If working at home on a long-term basis, employers should: Provide equipment employees need, eg computer, phone and video-conferencing Keep in regular contact, discuss their wellbeing. The HSE has also produced a toolbox talk which contains general guidance and includes a workstation assessment checklist. However, this has not been tailored for homeworkers and is very similar to an assessment that would be completed in a formal workplace. It does contain though, guidance on good posture and seating etc. What is a Homeworker during COVID-19? When advising our clients on policies relating to home-working before COVID-19 we always used these two categories. This was because of the Duty of Care and potential associated costs for provision of equipment etc, that were deemed to be “reasonably practicable”. Before COVID-19 During and After COVID-19 Someone who works periodically from home Someone working from home as part of their contract of employment.  Everyone ! (working from home) This mirrors the HSE Guidance which states: For those people who are working at home on a long-term basis, the risks associated with using display screen equipment (DSE) must be controlled. This includes them doing workstation assessments at home.           There is no increased risk from DSE work for those working at home temporarily. So in that situation employers do not need to ask them to carry out home workstation assessments.         However, employers should provide workers with advice on completing their own basic assessment at home. This practical workstation checklist (PDF)- Portable Document Format may help them.   Whilst the vast majority of people working at home during coronavirus have not undergone any change in their contractual arrangements, it is clear that their home has become a necessary extension to their workplace and a reasonable employer should be: Providing basic equipment to enable them to work effectively and reasonably safely Monitoring their physical, as well as their emotional and mental wellbeing whilst working at home during COVID-19. Remember, your homeworker health and safety during coronavirus is an employer’s responsibility What Should an Employer be Doing? The first thing that needs to be checked is the equipment and whether the employee has suitable tools (ie computer equipment, phone, videoconferencing etc) to enable them to work at home, connect to the organisation’s systems and communicate with colleagues, suppliers and customers. Equipment Someone looking down at a laptop all day is likely to notice neck/back discomfort after a while. A simple fix as a short-term measure is to guide your employee to place the laptop on some books or a plinth so it is eye level and to provide them with a separate keyboard and mouse so their shoulders, arms and hands can be placed in a comfortable position. Otherwise your employee may try to fix the problem themselves by sitting in a lower chair as seen in the image below (elbows significantly below the desk) which causes a person to hunch their shoulders. Either way, the end result is discomfort to the user. Furniture If your employee is continuing to work at home you need to consider where they are working and what they are working on.  We have seen someone using ironing board for their worksurface, many using a kitchen table), and some working whilst laying on their bed. Whilst your body can adapt to this for short periods the longer term home workers will begin to suffer physical discomfort, as well as frustration, stress and other problems. Therefore employers should be finding out
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What Really Matters in Business Risk Management

Safety Advisor
Business risk management and risk assessment- these terms have been around for some time now and we have all become accustomed to hearing them  But what do they really mean and what is it that really matters when deciding  what to include? The first thing that matters is meeting the legislation. There are many different types of risk assessment to deal with specific hazard types, and which are specifically required by law.  Examples include: hazardous substances (COSHH Regulations) computer workstations (Health & Safety (Display Screen Assessment) Regulations 1992) and work equipment (Provision and Use of Work Equipment Regulations 1998.) This article is not concentrating on these, but instead is looking more closely at the general everyday tasks and processes that people come across at work and how these should be assessed. It is often the routine work activities, or those unplanned and one-off events that actually cause most accidents, simply because they’ve been overlooked or the key issues that matter to the workers have not been considered.  We have written about a variety workplace topics  so taking a few minutes to read our posts may help you to look at a workplace problem with a fresh pair of eyes.  Our Risk Management Process Business risk management encompasses an awful lot of health and safety considerations but goes wider – it needs to include issues such as: risk appetite, insurance liability, reputation, product/service risk as well as emergency contingencies. The same assessment approach, regardless of the subject or discipline, will help to enable a consistent and methodical way to identify and manage your various risks.  And don’t forget that because this expands into business risk management there will be need to include a wider range of people within your business than simply the health, safety, quality or environmental manager or representative. Depending on the risk(s) you are assessing this may include people from: procurement, corporate governance, IT or even HR. Whether your assessments are completed by your own staff or you use the services of a specialist (e.g. a consultant), it is essential that you involve the people who are doing  and managing the processes you are assessing, using the equipment or working in the area you wish to assess. This is because they are the actual experts although they may not realise it, and neither may you! They are the people who are dealing and responding to a range of working conditions, problems, equipment glitches etc. and adapt accordingly to get the job completed on time – and hopefully safely! This gives them the valuable opportunity to look at these eventualities with a fresh pair of eyes and to share their thoughts, queries and views with the person who is leading the assessment process. Accidents often occur when one employee injures another from something they did wrongly, or should not have done, and is overlooked when completing risk assessments. One of our earlier blogs covers this topic and considers who is liable, and may help you rethink your approach to risk assessment. PHSC are specialists who guide organisations around the maze of legal requirements, standards and good practice principles and then apply these to the everyday working environment where non-routine things happen, things go wrong, and mistakes happen. We also consider hazards caused by workers who are so familiar with their environment and process that they cannot see the dangers. Our holistic approach to risk assessment and management can help you to integrate wider risk management into the exercise, saving time and money in the longer term. By taking a step back and observing a working area or practice with the individuals concerned, it can give an improved understanding and this viewpoint can be included as part of a training exercise for other employees. This approach can often result in simple improvements being identified, ones that don’t necessarily require high levels of technical input or heavy costs. And when an idea from the workforce is put into practice, this is when staff morale improves and people are more willing to follow new work procedures as the idea came from the team in the first place.  What  Assessments Do You Need? There are specific requirements for risk assessment in a number of key regulations, including: Business Continuity Assessment (Management of Health and Safety at Work Regulations 1999) Emergency Planning Assessment, to include issues such as: fire, flood, arson, major energy failure, explosion, terrorist threat, toxic release into the atmosphere or watercourse  (Management of Health and Safety at Work Regulations 1999 to name just one) Display Screen Equipment (Health & Safety (Display Screen Equipment) Regulations 1992) Manual Handling Activities ( Manual Handling Operations Regulations 1992) Hazardous Work Equipment (Provision and Use of Work Equipment Regulations 1998) Vehicle / pedestrian routes and walkways (Workplace (Health & Safety) Regulations 1992) Dangerous substances and explosive atmospheres assessment (Dangerous Substances and Explosive Atmosphere Regulations 2002) This is not an extensive list, but it provides some examples of legislation where risk assessment is a key requirement. Under the Management of Health & Safety at Work Regulations 1999 you are required to make a suitable and sufficient assessment of the risks to which your employees are exposed, as well as risks from your workplace or activities that could affect visitors, contractors and the general public. These regulations also require you to identify and manage serious or imminent dangers as well have arrangements in place to  Plan, Do, Check and then review / act to eliminate or mitigate your risks; this includes using the principle of prevention over protection wherever this is reasonable to achieve. There are many ways in which you can find out what these are, including inspections, audits etc. but one of the more effective ways is to observe and to talk to your team.  This can be done during a group exercise where all areas / processes are listed, and they can then be put into sections (e.g. different types of maintenance, equipment or vehicles.) Then you can consider which assessments you already have
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6 Things You Need to Know About Healthcare Training

Most managers needing healthcare training are very familiar with the CQC but did you know that the HSE also has significant authority and the power to close part of a premises or process if they feel there is serious risk of personal injury? So how do busy managers satisfy both enforcing bodies without duplicating time and effort? It is understandable that the primary focus of the CQC is the care of people using care services. To achieve this, it’s also necessary to ensure the safety and health of the staff who are providing the care, and this is clearly shown in the CQC domain’s main six questions they ask care providers. We believe it’s no coincidence that the CQC’s first line of enquiry relates to safety. Whilst many people, including some CQC inspectors that we have come across, feel this only relates to safety of those using the care service it clearly includes safety of those providing the service. After all, how can staff in care services guarantee the safety of those they are caring for unless they feel reasonably safe themselves? The six questions from CQC they ask regarding healthcare The key lines of enquiry that the CQC always ask are given below, and for the purposes of this guidance we have highlighted how this also relates to management of the staff which is where the HSE comes into healthcare: Are your staff safe at work? Staff must be safe whilst providing the services offered by the care. Typical questions that CQC use when assessing safety in a care setting include whether staff receive effective training in safety systems, processes and practices, and whether the maintenance and use of equipment keep people safe? Another key area that is question relates to the organisation’s track record on safety.   Are they effective? A key line of enquiry is whether people’s needs are assessed and their care and treatment is delivered in line with current legislation, standards and evidence-based guidance to achieve effective outcomes? This is a loaded question as it covers so many areas of care management. From our experience, this is where many care providers lose perspective of HSE requirements in favour of priorities given by the CQC, when both could easily be satisfied if an integrated approach were to be adopted. For example, when assessing someone’s needs and creating a care plan, it is usual to see a file/document outlining the individual’s needs when receiving care. Although, controls for staff’s safety whilst delivering the care are often not included in this document, or even cross-referenced to other protocols to ensure safety of employees. Visibility of staff consideration is key to avoid potential HSE criticism when they review the workplace health and safety; a simple solution is to include brief notes for staff safety in care plans etc. What are the arrangements for supporting and managing staff to deliver effective care and treatment? (This includes one-to-one meetings, appraisals, coaching and mentoring, clinical supervision and revalidation.)   Are staff encouraged and given opportunities to develop? This line of enquiry can be addressed by reference to NVQ and other skill-based development. It can also link with one-to-one meetings, staff meetings and appraisal processes.   Are they caring? How does the service ensure that people are treated with kindness, respect and compassion, and that they are given emotional support when needed? To fully demonstrate this, employers should make clear arrangements for supporting staff, including agency workers, as they are facing a wide range of physical, emotional and mental health pressures when caring for the people they are supporting. This is particularly relevant when the people receiving the care are life-limited, have mental health challenges or learning difficulties. arrangements may be as simple as ensuring there’s a comfortable / separate place for staff to take breaks, access to counselling or a quick and easy process to feedback on concerns. Note that any processes for staff to provide feedback must include arrangements for the employer to respond – otherwise there is risk that staff will not report anything as they might feel there is no point. Do staff raise concerns about disrespectful, discriminatory or abusive behaviour or attitudes? Any policies about discrimination or abuse should include a process for staff to report as well as the person receiving the care, i.e. an integrated policy rather than separate ones for staff and service users.   Are they responsive to people’s needs? Are reasonable adjustments made so that people with a disability can access and use services on an equal basis to others? This is an interesting one because, once again, CQC focus on the person receiving support when in fact, the Equality Act which underpins this line of enquiry and therefore your systems for arranging access should also refer to staff who may need reasonable adjustments to be made in order for them to work effectively. A recent BBC documentary highlighted this fact when they highlighted a GP who was also a wheelchair user and the challenges this person faced when treating the patients.   Are they well-led? Managers cannot be effective leaders unless they adopt a holistic approach to management of the services being offered as well as the staff delivering them. There are two ways for managers to have clarity on what is required to meet health and safety standards. The first is to arrange a Healthcare Safety Audit which will consider all areas of safety and health management that an employer should be delivering. Any audit should integrate CQC requirements with the HSE requirements and give prioritised recommendations to achieve minimum legal compliance. The second way is for managers to receive practical healthcare training in the principles of safety management in healthcare so they have the knowledge and skills to know what is required to meet both regulatory bodies and how to comply with them without having to duplicate systems, time and effort.   Learn more about our healthcare training courses There are many sources online where care providers can obtain
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How to Achieve Thermal Comfort

At this time of year we spend our lives constantly having to adapt between freezing external temperatures, and very warm internal workplaces/ homes. We often are asked by our clients about thermal comfort and what are the legal minimum and maximum temperatures for a workplace.   What is Thermal Comfort? Thermal comfort relates to how a worker feels whilst at work and whether they feel too hot or cold. There are many factors that can affect thermal comfort, and it is a very subjective topic. What is comfortable for one person may not be for another, and often people who work closely together have very different ideas regarding what is reasonable when providing a comfortable thermal environment. There are many factors that can affect thermal comfort, including: Humidity levels Heat sources in the workplace Drafts, ventilation units and other forms of airflow Floor level (heat always rises, so those working on higher floors often experience higher temperatures) Glazing units and proximity of working near them Physical demand of the work Personal factors (clothing, gender, personal preference). What does the law require? Section 2(2)e), The Health and Safety at Work etc Act 1974 gives the broad-based objective to provide a reasonable working environment. By implication this means that the temperature should be monitored to ensure it does not cause risk of ill-health or safety to employees. Reg 7, The Workplace (Health, Safety & Welfare) Regulations 1992 go further and state that during working hours, the temperature in all workplaces inside buildings shall be reasonable (the word “shall” means this is an absolute requirement, i.e. non-negotiable). They further require that: Thermal insulation is installed where necessary Consideration is given to the type of work that is carried out (i.e. sedentary or physical) Excessive effects of sunlight on temperature are avoided Methods of heating/cooling do not emit fumes, gas or vapour of such character and extent to be injurious or offensive to any person, and A sufficient number of thermometers are provided to enable workers to determine the workplace temperature. To help employers interpret what is “reasonably practicable” there is an Approved Code of Practice which (L24 (Second edition) Published 2013) which is produced by the Health and Safety Executive (HSE) which provides examples of what employers should be doing in a range of working environments. Is there a minimum and maximum temperature? The simple answer is no, although the Approved Code of Practice does state that the minimum temperature for sedentary workers, e.g. in offices and call centres, should be 16 ̊C, and where physical work is completed it should be at least 13 ̊C. However, an assessment should be completed to determine what measures are needed, taking the work into account. For example, people undertaking significant manual handling throughout the day may find that 13 ̊C is too warm, whilst those sitting still all day are likely feel chilly at 16   ̊ C. BSEN 9241 “Ergonomic requirements for office work with visual display terminals” recommends a thermal range of 19-23 ̊C where office and other sedentary type work is completed. So How do we ensure Thermal Comfort? Clearly an assessment is needed of your work environments and activities. For those working in very hot temperatures (e.g. food manufacturing, foundries etc.) or very cold temperatures (e.g. food storage, working outdoors) the nature of the work will determine the thermal environment. The employer is expected to ensure there are mechanisms in place to reduce the risks and provide some respite. Examples for high temperature environments include provision of cold water, good airflow, light-weight PPE (where feasible) and cooler rest areas. The HSE recommends that employers consider six basic factors. These are: Environmental Factors: Air temperature: Is the temperature set between 19-23°C, or what is reasonable for the worker group. Radiant temperature: Examples include: the sun, fire, electric fires; ovens; kiln walls; cookers; dryers; hot surfaces and machinery, molten metals etc. Air velocity: the speed of air moving across the employee and may help cool them if the air is cooler than the environment but can cause discomfort is the air movement is excessive. Humidity: a range of 40-60%, with an optimum level of 50% is recommended. Low humidity can induce feelings of dry and itchy eyes, runny nose and lethargy whilst high humidity levels reduce a person’s ability to self-regulate temperature through sweating and can contribute towards heat fatigue/stress. Clothing insulation: Wearing too much clothing or PPE is often a primary cause of heat stress even when the temperature is not considered warm or hot. If the clothing does not provide enough insulation, the employee may be at risk from hypothermia in cold conditions. Metabolic heat: The more physical the work, the more heat that is produced. Metabolic heat is variable in individual’s dependant on their age, weight, fitness level etc so maintaining a constant temperature is vital. If you would like to know more about how to assess your thermal environment, please do not hesitate to call us on 01622 717700. It costs nothing to talk.
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Migrating to ISO 45001:2018

ISO-45001
Now that the ISO 45001 standard has been officially published for those of you who already work to OHSAS 18001 its time to start thinking about transitioning to the new standard. However, migrating from your existing safety system (OHSAS 18001 or HSG 65) can be a daunting process, and one that is very easy to put off.  But it need not be as challenging as you fear. Your Certification Body will support you through the migration process and at PHSC we can provide you with guidelines, consultancy and training to help you make the transition to ISO 45001:2018 as simple as possible and within a time suitable for your company objectives. With experienced health & safety consultants and trainers, PHSC can assist with a full transition programme over a three month period at a fixed price, or selected assistance. What we can also offer is our highly focused ISO 45001: 2018 migration auditor workshops and foundations courses. Our Certification Body, BSI, has advised that the undernoted overview of new and updated concepts in ISO 45001:2018 cover the following:   If you’d like more information on ISO 45001 or would like to attend one of our FREE taster sessions of the new standard, click here.
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Safety Reminders for Driving in the Snow

Whilst this is a lasting problem, this year has seen more challenges with ice and snow than in recent years. No matter how far your commute to work, the snow and ice can make this journey extremely dangerous. So we thought it would be timely to share some reminders on how to minimise risk, and keep as safe as possible whilst travelling to and from work, or in the course of your work.  See our top 10 tips here, which follow the hierarchy of control measures.   Here are our top tips for staying safe on the snowy roads using the HSE’S Leadership and Worker Involvement Tool Kit approach:     Other things to think about include:  Remember to allow extra time for travelling- as there may be delays due to increased stopping distances and slower driving. If you are driving through foggy conditions and are using your fog lights- always remember to turn them off when you reach a suitable visibility as fog lamps can unsafe for other drivers. The Highway Code recommends that fog lights should only be used when you cannot see more than 100m in front or behind you.   If you would like to know more about driving safely in the snow, please call us on 01622 717700 or email us at info@phsc-group.co.uk. For other services, visit our advisory page.
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What Is GDPR?

construction safety
What is the GDPR? The General Data Protection Regulations (GDPR) will be effective from May 2018 and replaces the previous legislation about how data is should be secured and managed. This affects more departments than IT, and will include those dealing with health and safety management. So what do health and safety professionals need to think about relating to GDPR and this new legislation? How will it affect your health & safety department? A health and safety system will most likely have a large amount of personal data about employees, contractors, customers etc depending on the sector in which you work. The data might contain details such as names, addresses and phone numbers, all of which will come under this legislation and therefore need to be controlled. Other types of data that a health and safety department may hold which will come under the new regulations includes: Occupational health reports Risk assessments relating to those with limitations (medical, physical, sensory, learning or mental health) Highly confidential data such as witness statements following accidents Insurance claims and associated reports Complaints from workers regarding health, safety or environmental workplace conditions. With the new regulations, it is strongly advised that those dealing with health and safety should: Understand the current data process and identify where personal data may exist in health and safety documents; Record what personal data is held and the document title/type of document (i.e. make a list/register); Identify where data is distributed with third party companies and add this to your register; Consider and assess the reason for possessing the personal data (do you really need to have access to this? – if not – take yourself and your responsibilities out of the equation) Clarify the risk level which comes with holding personal data (breach of data security legislation, complaints or claims from individuals who feel their personal data has been inappropriately used or shared etc). You could use a basic risk rating matrix for this in the same way as completing a general risk assessment. Ensure that the data in the list you have compiled is stored securely and not accessible to anyone, including inadvertently, without a valid reason; and Obey the data retention policies within your own organisation. Although, it may be challenging to implement the above stages, many of these will most likely be integrated into changes in the organisation’s policies and procedures as a whole. It has been said, that 75% of businesses might find it difficult to introduce compliant methods before the start date of GDPR. However, if you can prove that you are in the process of effectively putting procedures in place, regulators may take this into consideration. Health and Safety Management – Are you a Controller or a Processor? Some people who deal with health and safety documents will be controllers, some will be processers of documentation and others will be both.  There are different requirements for each role-holder. So what is the difference? As stated by the Information Commissioner’s Office (ICO) a Data Processor is in charge of choosing, whereas a Data Controller is who decides: Overview of GDPR GDPR needs to be treated carefully and followed by health and safety employees, even though there is currently lack of clarity and resources available to help us all understand how far we should be going to meet the legal requirements. Because of this new legislation there may well be further implications relating to cyber and data security and this, together with health and safety management data, go hand-in-hand. The GDPR means that all businesses will need to identify their health and safety data implications within this legislation, and to develop clear policies and procedures that can be followed without significantly disrupting day-to-day business. If you would like to know more about how you can achieve this, please call us on 01622 717700 or email us at info@phsc-group.co.uk.  This is something we have already helped a number of clients with, so let us help you get ahead of the game.
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Bonfire Night Safety Tips

firework safety
We’re only two days away from Bonfire night. There are already people setting off fireworks at displays and in their own gardens. It’s an exciting time of year, but it can be a dangerous time too. Here’s our top tips for staying safe on Bonfire Night: Do Stand a fair distance from bonfires and where fireworks are being set off (min 15 metres) Wear sturdy clothing that’s not easily flammable Supervise children if you’re using sparklers Make sure your pets stay inside. Follow the instructions on the fireworks packaging. Have a bucket of water at the ready. If you have a fire at ground level dig a moat around it to prevent fire spread. Don’t Leave your bonfire unattended. Set off fireworks near buildings or people. Go near a firework after it has been lit or set off. Leave it for at least 1 hour. Set off fireworks after 11pm. Its against the law! Drink alcohol before or whilst using  fireworks. Do not use petrol or paraffin to light the fire. A safer way to light it is to use paper and solid firelighters in two or three places to ensure an even burn If you’re having a firework party in your garden, you might want to look at this free download from the Health & Safety Executive (HSE). Alternatively call us on 01622 717700 or email info@phsc.co.uk.   Enjoy Bonfire Night and stay safe!
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