Living with COVID: What Should Employers Do?

Living with COVID: What Should Employers Do? The government’s removal of all COVID laws has signalled it is time for people and organisations to have their own strategies for Living with COVID. This is welcomed by many business sectors; however, it also raises questions about how to do this without compromising the health and welfare of workers and customers. Employers need to strike a balance between living with COVID-19 whilst maintaining the safety and wellbeing of their people. The question is how? This guidance seeks to help you plan and implement your own route-plan for Living with COVID at your workplace. Should employees still self-isolate if they test COVID-positive? The debate here is that employees  no longer have to self-isolate if they test COVID-positive.  They have never done this when employees have  a mild virus or infection such as the common cold, so why should COVID be different? Whilst many who have contracted the virus have been fortunate in experiencing very mild or even no symptoms, others have not been so fortunate and have taken several days/weeks off work. Age (and numerous other factors) may have a bearing on this. The Omnicrom variant is also known to be highly infectious. Therefore a balance is needed between short-term benefits of staff working (when unwell) against potential increase in sickness absence. There is also the morale issue – considering increased anxiety/mental wellbeing of staff who have been vigilant in minimising risk of exposure. How will employees know they are COVID-positive without testing? The reduction /removal of widespread testing is likely to result in many people having the virus without knowing for sure whether it is COVID. Details are awaited from the government about what free testing will remain and in which sector(s). Employers must decide if and when they ask an employee to work from home or to self-isolate. This also brings into question the issue of sick leave payment if someone is asked to self-isolate. You should review your sick-pay policy against your other policies (including COVID) and consider whether they need changing. What about clinically vulnerable employees? The Health and Safety at Work Act 1974 requires employers to ensure “as far as reasonably practicable” that both employees and non-employees are protected from workplace risks. For employees who have long-term health conditions lasting more than one year, The Equality Act 2010 will apply. This requires employers to make “reasonable adjustments”. Given the removal of mandated self-isolation, employers should consider what reasonable adjustments are warranted without being discriminatory. Review your vulnerable worker risk assessment process to ensure these people can work safely, effectively and without fear or discrimination. What should employers do? Decide your Living with COVID Strategy:  Agree at corporate level what your stance is relating to Living with COVID and your own strategy. It is important that you consider how your workforce feels too. Engage with them at the earliest opportunity to ensure buy-in to any changes you make. Whilst public mood tends to be ever fluid, current polls suggest that approximately 70% of workers want some measures to continue. Review your COVID risk assessment:  And consider what reasonable controls can remain (at least in the short-term).  It remains prudent to maintain some basic measures such as reasonable distancing and good hygiene. You should consider adopting simple “infection control” protocols which are part of the DNA of any healthcare provider. A simple infection control policy covers all common infections and benefits you with reduced sickness/absence as well as worker anxiety. Your risk assessment should be completed with your Living with Covid strategy in mind. Continuing with enhanced cleaning regimes, reasonable distancing and agile working is likely to reduce common-colds being spread as well as COVID. Review your Policies: Once you have decided your stance on issues such as your policy on pay if someone self-isolates, who should isolate, for what reasons (Covidonly or other infectious conditions too?), the next step is to review your policies. Both your HR and health and safety policies should be checked to ensure they align. Inform and Engage your Teams (customers and others): Gaining buy-in and compliance with your safety protocols can only occur if you take your workforce along with you. Your teams are more likely to cooperate when they understand how your policy keeps them safe and their own contribution. This should include consequences of non-cooperation as well. So engagement and sharing  information and concerns is essential, particularly during the early days as you relax your controls. If your workplace has visitors coming into your premises ensure they know about your modified arrangements. And finally, some practical tips on living with COVID We have become much more adept at adapting to working in different ways. Continue to innovate by experimenting with new ways of working/moving teams around (multi-skilling) etc . this will improve your flexibility with someone who is unwell (COVID, common cold etc) to isolate without penalty. Consider setting up your own COVID testing arrangements Purchase home testing kits for employees that can be purchased at discounted rates compared to retail prices Consider changing shift times/hours so avoid the main rush hour periods for those using public transport. Talk to an expert – if you would like help or support with any of these steps please contact us for a free 30 minute consultation. Conclusion: After two years of constant disruptions, challenges and limitations, it is encouraging that we are looking forward. Many organisations found unexpected benefits from the changes that were forced on them, and some changes will remain in place. For your teams to continue working safely, effectively and confidently, you will need a unified approach between HR, H&S and production/service delivery. It is very important that all your staff  feel safe as restrictions are removed. Maintaining some simple and basic safety controls will protect your staff from COVID and from other germs too.  The cost savings from maintaining low sickness/absence may not be immediately tangible but will improve production, customer service and growth. If you would like to
Read more
No Comments

New COVID Vaccine Rules Care Homes

COVID vaccine rules
Anyone working in care homes must follow new COVID vaccine rules from 11.11.21.  You must include contractors providing building, maintenance or other support services in your arrangements. Contractors and other support specialists may not be aware of the legal changes and the extent to which it also applies to them.  This guidance sheds some light on what you must do as a care manager and what contractors and suppliers will need to have in place to continue working in a care home. What are the New COVID Vaccine rules for care homes? Did you know that the new COVID Vaccine rules for care homes start on  11th November? If you run or manage a care home please ensure you have checked that anyone working in your premises is double vaccinated. The exception is: Where a person is medically exempt, or Where there is emergency need to gain access into the home. a friend or relative of a resident someone visiting a resident who is dying or providing support to a resident following death of a friend or relative under the age of 18. Under The Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021 registered managers must have a system in place to demonstrate to CQC that people do not enter their home unless they can provide evidence of double vaccination or exemption, ie a COVID Passport under another guise. This will include contractors providing maintenance, repair and other building-related services as well as visitors to your care homes, including friends and family members who may be visiting someone you are supporting. The official guidance can be found here What about Contractors following COVID vaccine rules?  The same applies to contractors and care professionals who are not your employees.  The exception is where they are needed for an emergency situation. In these cases you can allow them in provided you can demonstrate the emergency need, and you have good COVID-secure measures in place. What does this mean for care providers implementing the COVID vaccine rules? You need to devise a system that can demonstrate: Your have fore-warned your contractors and visitors of these and that they must comply with the COVID vaccine rules to continue providing planned services. The procedures in place for emergency call out situations in order to meet the new COVID vaccine rules. You have checked your contractors have systems in place to ensure they don’t send operatives unless they fit the criteria You develop/update your existing COVID and contractor management policies to reflect your new arrangements You have contingency arrangements in place to manage risk of workers entering who are not double vaccinated but are responding to emergency works These contingency arrangements extend to visitors who are exempt (ie criteria 2, 3, or 5 above) . You have a record system to demonstrate to CQC that you are managing safe access arrangements for those entering who are not fully vaccinated to ensure they are following strict COVID safety measures in order to meet the amended Coronavirus legislation. In reality the contingency /emergency arrangements for those who are not fully vaccinated are unlikely to be much different to what you are already doing. The difference is that you need to record and evidence all this to demonstrate to the CQC that you are meeting the law. What Must Care Managers Do? You need to establish a system whereby your existing contractors are contacted and informed of the new requirements, and your policy. This will include an ongoing process to include this during vetting and selecting new contractors You need to establish or update your policies on COVID Management and Contractor management to reflect your new arrangements. Your supporting managers / team leaders etc will need to know the new requirements, and what you are doing to meet them, also their own contribution to ensuring the requirements are being met. Keep coherent records of everyone entering your premises and their COVID status and/or emergency arrangements being followed. Amend your visitor / access records to include at least the following: What Entry Records Should Be Kept? The record must record the following: Name of person(s) entering the premises: Organisation / purpose of visit: Date of entry Time of arrival and departure Area / person they are visiting COVID Vaccination Status Confirmation they will abide by your COVID emergency access rules Confirmation they have not tested positive or experienced symptoms in the previous 10 days. Confirmation of negative LFT test.   Further Support and Guidance If you would like to receive a free sample checklist to help you address the new requirements, or sample policy wording develop or add to your existing documentation,  CLICK HERE or email marketing@phsc.co.uk.   Free Consultation: For a limited time we areoffering a free 20 minute consultation via Teams or phone to guide you through these new requirements.  Simply email Nicola.coote@phsc.co.uk or call 01622 717700.  As specialists in the health and social care sector for over 30 years, we will be able to offer practical guidance and understand exactly where you are in terms of your health and safety management. Accredited training PHSC is the only organisation approved to deliver the highly acclaimed IOSH “Principles of Safety Management in Healthcare Course, which provides a recognised benchmark of competence and guides key managers through an integrated approach to meeting CQC and HSE requirements.
Read more
No Comments

Employees Refusing To Return To Work After COVID-19

face coverings for the workplace
Your team is a vital part of your daily operations, so what if an employee complains about returning to work due to COVID concerns? Even worse, what if they are refusing to return to work after COVID-19, citing health risks for themselves or a family member as the reason? The UK has now published and is implementing its roadmap out of lockdown, with the legal requirement for people to stay at home to work wherever they can technically ending on 29th March. Whilst the UK’s roadmap leads up to 21st June and is subject to ongoing review, many of our clients are already putting steps into place to start returning their staff to the workplace. However, a number have already asked us for advice when employees are refusing to return to work after COVID-19 due to concerns about their own or their family’s health and safety. What is the legal Requirement re COVID and return to work? The Management of Health & Safety at Work Regulations 1999 place a mandatory requirement for employers to complete risk assessments. This includes assessment of COVID-19 risks and should include control measures to enable your teams to safely return to work. You have a duty of care to your staff under the Health & Safety at Work Act 1974, so if your employee feels as though you aren’t taking the correct steps to keep them safe in the workplace, then they may have grounds to refuse to come back to work. However, they would have to demonstrate that your measures were not in line with the government standards for social distancing etc. Can an employee refuse to return to work on grounds of Health & Safety? If you have carried out a thorough risk assessment and implemented reasonable safety measures then an employee should cooperate and return to work. However, they may refuse to return to work on medical grounds, but they can only do this if they have a valid sick note from a medical practitioner (after the first seven days). Without this, any absence can be treated as unauthorised absence as shielding has now ceased. Your employment (eg sickness absence, discipline policy etc) will then apply as the employee may be in breach of contract. However, you will need to demonstrate to any subsequent employment tribunal that the COVID safety measures you have in place meet at least the minimum government guidance for your industry sector. Note that there are some variations in some sectors, eg education and care and you should check you are following these as well as the general government guidance. We can provide concise easy to follow advice via our Safety Management Systems and we can carry out detailed Safety Auditing to ensure your place of work is adhering to all current government guidance. GET A FREE CONSULTATION WITH ONE OUR HEALTH AND SAFETY EXPERTS TODAY *Please quote this article in your communications to access the free consultation. Can an employee refuse to return to work on medical grounds? Since 29.03.21 shielding has no longer been deemed necessary. Employees who are clinically extremely vulnerable have been expected to work as normal. Unless there are significant medical conditions which are substantiated by a medical professional, employees should cooperate and return to work. In this case the employer’s sickness absence scheme will apply as the worker will be deemed as absent due to sickness. Will an employment tribunal favour an employee refusing to return to work after COVID-19? The recent employment tribunal ruling below (Rodger v Leeds Laser Culling) provides some clarity on this question. It is supportive of employers who take reasonable precautions and then have workers who decline to return to work. Mr Rodgers worked alongside five other people in a warehouse.  His child had a chronic condition and said that he did not feel safe coming into work during the first national lockdown because of his fears of catching COVID-19.  His employer was not one of those required to close.  Rodgers was dismissed in April 2020 because his employer said that his failure to attend work was not reasonable. His job could not be done from home and there were appropriate safety measures at work to protect staff.  The company had advised all staff in March 2020 that they were putting measures in place to allow work to continue as normal. What Did the Tribunal Decide?  The tribunal found that the control measures met accepted standards and Mr Rodgers’ claim was ruled out. The judge understood that the employee had serious concerns about the risk of catching Coronavirus outside his home, but these fears were not related to the workplace. Mr Rodgers admitted that social distancing was not hard in the workplace and that frequent handwashing was practised. The case failed due to Mr Rodger’s response to the perceived threat. The steps he took to protect himself (deciding not to attend work) were not appropriate. His employer had suitable measures to protect employees and could not be made liable for the particularly risk-averse nature of one employee. One failed claim does not constitute a binding precedent but indicates that where businesses adhere to government guidelines, they are unlikely to be made liable for this type of claim. If you are having issues with an employee returning to work or want to ensure your workplace is taking suitable precautions, don’t hesitate to get in touch with one of our Health & Safety experts on 01622 717700 or email us at enquiries@phsc.co.uk
Read more
No Comments

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
Read more
No Comments

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
Read more
No Comments

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
Read more
No Comments

COVID-19 Return to Work Toolkit

directional signage
This guidance provides you with information and links to help you and provides a COVID-19 Return to Work Toolkit as you work through the key stages of your assessment, deciding controls and monitoring your safety measures. The relaxing of distancing to 1 metre (if using risk mitigation)  is good news, provided that sensible and proportionate safety measures are put into place to support the reduction. There are many simple measures that are easier to introduce than screening off work areas with Perspex and other materials, and which are quick, easier and cheaper to implement. This COVID-19 Return to Work Toolkit provides you with key information and links to sensible and proportionate controls you can consider. Your strategy Do you want / need all your staff to return to work immediately, or can you do this more leisurely, perhaps reintroducing people back in phases / teams or those who want or need to return? This is a key question as it will make a big difference on the measures you need to implement and the associated costs, time and trouble involved.  When we complete assessments for our clients we need to know approximately how many people will be returning, whether people will return in phases or particular teams and the timeframe. This then helps to identify measures to meet your objectives that are proportionate and minimises costs.  If you do require everyone to return immediately, then additional (and more expensive measures) may be needed. You should consult with your employees to get their buy-in and support,  and consider their feedback whilst making your strategic plans. Plan Your Assessment It’s not just the distance that people work from each other that you need to consider. There are many other considerations to take into account. Use this guide to plan your assessment  Download – COV-19 Assessment Planning Questionnaire.  If you work in shared premises with other tenants you will also need to liaise with the landlord to ascertain their measures for access control and safety in the common areas. Completing Your Assessment The law requires that a risk assessment is completed prior to your staff returning to work. The key findings from this assessment should be displayed on your website – this is not a legal requirement in itself but is good practice and provides all your customers/suppliers/ visitors and employees that you have taken their health, safety and welfare seriously. It is important that any controls you put into place are practical, simple to understand and easy to do. Complex systems may give managers reassurance but are often not followed – remember – unless a rule is quick and easy to follow it is likely to be broken. One- way systems are effective for getting into and out of a building, but often less so when circulating around the workplace. Your risk assessment is essential in reassuring everyone that it is safe to return to work and to do business with you again so it is important it is done properly and thoroughly. PHSC can complete these for you, or we can visit and validate/provide feedback on your own assessment. Our consultants are Chartered Safety Practitioners and are on the HSE’s Occupational Health and Safety Consultants Register.  Having an assessment completed by someone of this level of competence helps to provide validation to the risk assessment and reassures your workers, suppliers and customers that you have taken this seriously.  To download a COVID-19 risk assessment template click here. This is an essential part of a COVID-19 Return to Work Toolkit, as is training of your staff in the measures you have taken. We are also running a series of virtual classroom training on how to complete a Coronavirus Risk Assessment, during which you will have the opportunity to speak directly with an expert to clarify and ask questions. https://www.phsc.co.uk/training/virtual-courses/ Training and Information When your staff return, they will need information (and maybe some training) in the measures you have put into place and why they are relevant. You will also need to constantly monitor whether your measures are being followed and to deal with those who are not cooperating – remember that much of what we do is done on automatic pilot so it might take a little while for your people to get into new ways of working. We are providing briefings / training sessions remotely via Zoom and Teams so your employees can hear from the Experts, ask questions and build reassurance and effectively “rubber stamp” your measures.  Click here to request further information or call 01622 717700. We will also visit to provide classroom training provided there is sufficient space to enable safe distancing. Your Employees’ Health If you have employees who have been self-isolating  or have previously tested positive/suffered from COVID-19 you should complete a Fit to Work assessment prior to allowing them to return. This is to ensure their own health as well as the health of others who will be working with them. Use this questionnaire at a guide: Download – Fit to work questionnaire Temperature Checks A number of organisations are arranging for people coming into their workplace to have their temperature checked upon arrival. If an individual records 37.8°C or higher then they will be deemed to have a temperature and should be sent home to self-isolate and maybe seek a Coronavirus test. Our sister company (B2BSG) has a number of products to suit different organisations, depending on your size . Click here for further information Whilst this is not a preventive measure in itself and does not prove that someone is COVID-19 free, it does confirm that they are not displaying symptoms at the time they come into your workplace and helps to reassure everyone else. It is likely that several employees will be anxious about returning to work, and using temperature checking as part of your Covid-19 Return to Work Toolkit will help reassure them that you are proactively monitoring everyone’s continuing health. This approach is being used in several workplaces, including
Read more
No Comments

COVID-19 Assessment Planning Questionnaire

COVID-19 Assessment
Although we are two years into the pandemic, we continue to see constantly changing government guidance. Our working practices have become adapted to new ways of working but are still subject to change as the pandemic develops. Omicron has forced many people to work at home again, after slowly returning to their workplace. Deltacron is now spreading and the effects of this are currently uncertain. The challenge now is to frequently review and to ensure you plans to return to work or change your working patterns are dynamic. COVID Planning therefore needs to be a fluid discipline which addresses the needs of your teams as well as your business.  The mental and emotional strain on workers due to the constant change and uncertainty needs to be included in your risk assessment and planning process.   How do you reassure staff that your workplace is COVID-Secure ? The key is to ensure thorough planning and assessment. You then need to share these plans and your safety controls with your teams, and let them know what specialist input you have received to ensure the best advice. .  Staff will be more open to returning to work if they feel secure – ie COVID secure – knowing that you have followed government and specialist guidance when assessing the risks. Having completed dozens of COVID-19 risk assessments in a wide range of environments, we are ideally placed to support you. Once your standard COVID controls are established these can be easily modified as the pandemic develops and changes.  Common infection control and distancing measures will be enough for many workplaces, and are likely to remain a stable part of organisational safety management. To help you plan or review your assessment, we have shared some of the common questions you need to consider before even thinking about practical measures such as social distancing. We  have also  produced a complimentary COVID-19 assessment planning questionnaire that you can download. Is a COVID-19 risk assessment a legal requirement? The law requires you to complete risk assessments and to record the significant findings. Therefore there is an implied legal requirement to do a COVID-19 assessment. The assessment helps you to look ahead to decide where the risks of infection may occur/ could be spread so you can plan to eliminate or mitigate the risk. Do I have to tell staff that a COVID-19 risk assessment has been completed or updated? To meet good practice and HSE guidance, any risk assessment must involve the end user, ie the staff.  There is significant benefit in this as you can gain a better understanding of employees’ barriers to returning and then address them during your planning of precautions.  This is the most effective way, together with ensuring you have access to specialist and professional advice, to reassure your staff. Communicating the key measures that have been taken to facilitate a safe return to work is essential if you want to effectively engage your teams and provide the reassurance they need. Many measures will remain a constant feature, but you should still update your teams frequently to remind them they are need and why they are there. We are only bringing back a small percentage of people back initially – do we still need to do a COVID-19 assessment? The short answer is yes!  The reality is that the assessment should be easier to complete as maintaining distancing when there is a small proportion of people in the premises will be easier to achieve and maintain. You still need to ensure your premises are safe though, and for staff to know what procedures apply.  You may find our free download Assessment Planning questionnaire below will be helpful in steering you through the initial stages. We have had some staff who were COVID-19 positive or self-isolated with symptoms. Can they return? If they have been self-isolating and not obtained a GP’s Fit To Work assessment an assessment should still be completed to ensure they are not likely to expose other workers to infection.  You should also refer to the Government guidelines for isolation of individuals who have either shown symptoms or are living with a household member who has had symptoms. You may also wish to download our complimentary occupational health assessment to help you verify whether they are safe to return. Can employees who are on the vulnerable list from the Government return to work? All measures should be taken to ensure these employees can continue to work from home or remain on furlough until the pandemic has receded further. They should not be in your initial stages of a return to work planning strategy. This list has been updated since the pandemic started. See here for details. Who is competent to complete a COVID-19 risk assessment? The HSE defines a competent person as someone (or a group of people) who has a combination of: technical health and safety knowledge experience and knowledge of the work, processes or type of environment knowledge and understanding of the risk assessment process communication skills ability to recognise their own limitations. Usually a team approach is the most effective way to do the assessment. Often this is achieved by a specialist (such as a health and safety practitioner within your organisation) liaising with other key managers and senior managers to determine the company’s strategy for opening up the workplace (ie production planning, upscaling, prioritising teams to return first etc) as well as HR personnel to determine those who should remain at home,  and premises/estates personnel to provide input on the practicalities of social distancing. If you do not have internal health and safety specialist advice you may wish to obtain the help of an external specialist. Indeed, the input of such a specialist who has already completed these types of assessment can help you save a lot of time and trouble as they will already have dealt with similar situations. And we have completed dozens in all industries, from bus drivers, warehousing, offices, colleges to name
Read more
No Comments

Coronavirus Fit To Work Assessment

This article has been prepared to help you complete a Coronavirus Fit To Work assessment of an employee who wants to return to work after displaying symptoms of COVID-19, or is in the vulnerable category of workers. We have been very busy over recent weeks supporting our clients in managing their health, safety and welfare queries during the pandemic. And whilst the UK now seems to have passed the peak of infection we are already being asked about health and safety risks of staff recovering from COVID-19 related symptoms, have been self-isolating or have been on the “vulnerable” list as defined by NHS but want to be deemed Fit For Work. This is very positive to hear, and the following key questions and answers seek to help you in achieving an effective fit to work  strategy so your employees who have suffered symptoms from this disease can return safely and without causing concern to colleagues about the risk of becoming infected.   We have also produced on a separate blog a complete COVID-19 Toolkit including a free risk assessment template. What is a Coronavirus Fit to Work Assessment?  The main purpose of a Coronavirus Fit to Work Assessment prior to someone returning to work after a period of absence, including Coronavirus, is to ensure they can complete their tasks effectively and without risk to their own or other people’s health and safety. The objective is not to exclude the person from returning to work, or to penalise them in any way, but to ensure that any reasonable adjustments needed to facilitate a smooth and effective rehabilitation programme can be put in place. Is a Fit To Work Assessment a Legal requirement? There is no legal requirement for an employer to complete a fit for work assessment. However, completion of a health assessment prior to anyone returning from significant sickness, including Coronavirus, is good practice and often aids a more effective rehabilitation back to normal work. This is good business for you as you retain skilled and experienced personnel, and is often valued by the employee who feels supported (when this is done well) in returning back to work after a period of inactivity. When Should a Fit to Work Assessment be Completed? This should be completed when the employee advises you that they are recovered and able to start their work duties. Depending on the seriousness of their condition (in this case an infectious virus) it is advisable to request a Fit for Work certificate from the individual’s GP to confirm they are no longer infectious. This applies whether they will work from home or back in the workplace. If they have been self-isolating and not been to the doctor a Fit To Work assessment should still be completed to ensure they are not likely to expose other workers to infection.  You should also refer to the Government guidelines for isolation of individuals who have either shown symptoms or are living with a household member who has had symptoms. Who Can Complete a Fit to Work Assessment? The competences required to complete a Coronavirus Fit to Work will vary according to the type of condition that the absent employee has reported.  Regarding symptoms of Coronavirus, this can be completed by an experienced occupational safety and health professional or occupational health specialist. A medical practitioner will be able to confirm the person’s health status, but not how this relates to their occupation, their proximity to others, the tasks and activities they complete and whether they need to be working with vulnerable persons or food.  It can also be completed by an experienced manager with knowledge of the symptoms of Covid-19 provided they have access to specialist guidance and support to validate their assessment. What are the Outputs / Results of a Fit to Work Assessment? The objective is to consider the extent to which the Coronavirus symptoms have affected the general health, fitness and welfare of the individual and how this may impact upon the work to which they intend to complete.  For example, someone who no longer has the symptoms may still feel weak as any flu-like virus can be debilitating and take several weeks to return to full strength. For someone working in manufacturing/warehouse type environment this will need to be considered so that reasonable adjustments to their hours of work, or work activities, can be agreed. Someone may have completed their period of isolation but may still be experiencing symptoms such as the persistent cough or sore throat, which are key symptoms of Covid-19. Depending on their proximity to work with others, or proximity to food preparation/manufacture, this is another factor to take into account. How to Assess a Worker returning to work from Coronavirus Use of an occupational health Fit to Work Assessment questionnaire is one method to use as the baseline. This guides you through the key questions you should be considering. You then take this information and compare it to the type of tasks and environment in which the employee is due to return to work. It is important to discuss how the individual is feeling and how they have been affected  (physically, mentally and emotionally)  and to identify if any reasonable adjustments need to be made to their work or work environment. . You also need to confirm they are no longer displaying symptoms that could increase spread.  Liaison with others (especially if returning to the workplace) is essential to provide sufficient social distancing without making the individual feel isolated. Results of Assessment – return to work or not? The results of the assessment need to be shared with the individual and the individual’s direct line manager so any adjustments that are needed can be actioned and monitored. If you are uncertain then you should not allow that person to return to work, unless they are in a work area where they can continue to operate in an isolated way (eg working at home) and are physically strong/well enough to do so. If you
Read more
No Comments

Workplace Safety During Coronavirus [Case Study]

health and safety plan
The Challenge    Plamil Foods Ltd have been manufacturing award winning Vegan food products since the 1960’s, building their reputation and brand on the quality of their products and their ethics.  In addition to its own brand, much of what this company manufactures becomes a key ingredient for other food processors, which makes it essential that this company can continue production during the Covid-19 pandemic to help keep shelves stocked.   Despite maintaining the highest standards of health and hygiene as would be expected in a quality food manufacturing plant, staff remained concerned about their health during the Coronavirus pandemic. Clearly they could not work from home, so how could they be reassured that their exposure to Coronavirus was kept to the absolute minimum and to a point that it was safe to work? So Plamil approached PHSC to undertake a workplace assessment.   What We Did  PHSC visited and walked around each area identifying work arrangements such as how many people worked in each area and the space available to maintain two metres distance; the access and egress routes available; the hygiene arrangements;  welfare facilities and where contractors (delivery drivers etc) circulated when on site.   Time was spent with the warehouse team providing informal training so they could understand: how the virus was spread, how people could catch it, how measures such as personal hygiene and social distancing are effective in avoiding the risk of infection. This included guidance on some false protective measures such as wearing gloves constantly (they only help when they are changed/washed as methodically as hand-washing)  and adopting more effective alternatives such as placing a tissue around their hand when touching a door handle, using their arm/elbow to open a door, or even to pull their sleeve over their hand if they needed to grasp something quickly. This way at least their hands remained separated from an object that could be contaminated, and supplementing this with frequent hand-washing or use of sanitiser which was available in every area of the company’s premises.  Simple quick and easy measures were recommended to ensure that enhanced safety protocols could always be followed. These included:   Marking  a line on the floor in production for workers to queue behind and a marked defined walkway for them to follow so each operative could maintain sufficient distance whilst changing their overclothes and signing in rather than crowding in the same area whilst clocking in and out.  Displaying signs at the door of each area about the maximum number of people allowed to be in each space simultaneously.  Stopping hot desking / sharing of workstations in the reception area and main office, and ensuring there was sufficient space between office staff. As some office staff were able to complete their work from home this assisted in creating greater and safer space for those essential to site functions.  Sanitising the locker handles and padlocks daily (although each worker had their own padlock and locker) as an additional hygiene precaution.  Identifying areas such as sanitising the steering wheel / gearstick and seat of the lift truck after use (in addition to the ongoing and hygiene regime that was already in place).  Setting a maximum number of staff to visit the rest room/canteen at any one time, and to arrange for work breaks around this number so those in the room could always maintain at least two metres distance.  Sanitising daily the mouse/keyboard and desk of workstations in production/warehouse areas that were shared (by providing antibacterial wipes or spraying sanitiser onto a clean cloth and wiping).   Providing a briefing to staff on all the measures that were agreed and the reasons why so they are able to understand how it is helping them.   The Outcome  Whilst many good practices had already been actioned by Plamil Foods, the additional independent advice by an expert that was communicated using simple language gave staff that extra support and reassurance they needed. Staff reported immediately that they felt much more confident in being able to continue working safely, as the risk of catching Coronavirus was minimal whilst these additional controls were being followed.  The assessment visit and training /advice given to staff demonstrated that Plamil Foods clearly place a high priority to staff safety.  The practical advice given will assist both the business and staff to continue operation during the Covid-19 crisis, enabling it to play its part in feeding the Nation and for the business to be in a position to return quickly to full operation when the pandemic risk reduces.   Conclusion  Each company has its own workplace challenges. Businesses that are essential to maintaining operation during the pandemic may wish to seek their own specific third party assurance to staff that all reasonable measures to ensure ongoing safety and health are being provided. If you would like to know more, please call PHSC now.  01622 717700
Read more
No Comments