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DRAFT MINUTE of MEETING of the HEALTH and SAFETY COMMITTEE
Board Room, Assynt House /12 February2009 – 10.30 am
Present
/ Ms Diane Fraser, Joint ChairMr Peter Cartwright, RCN
Ms Pauline Craw, North Highland CHP (teleconference)
positMr Stephen Don, UNITE – AMICUS Section, RaigmoreHospital
Mrs Anne Gent, Director of Human Resources
Mr Iain King, CSP
Ms Audrey Urquhart, SOCAP
In attendance / Ms Alison MacLean, Infection Control
Mr Douglas Seago, Head of Facilities
Dr Lesley Anne smith, Head of Clinical Governance and Risk
Management
Ms Debbie Stewart, Management of Violence and Aggression Manager
Mr Bob Summers, Professional Head of Service – Health & Safety
Miss Irene Robertson, Board Committee Administrator
1 WELCOME AND APOLOGIES
Apologies were received from Elaine Mead, David Babb, Trevor Bell, Fraser Brunton, Tony Cowan-Martin, Marilyn Davidson, Stephen Davison, Ailison McBain, Janette McQuiston, Linda Rawlinson, Peter Rudkin, and Jo Veasey.
2MINUTE OF MEETING HELD ON 20 NOVEMBER2008
The minute of meeting held on 20 November 2008 was Approved subject to theminor amendments discussed at item 3.1, third paragraph relating to the key worker programme.
3MATTERS ARISING
3.1Health and safety Training Update including Moving & handling and Violence & Aggression Training
Mr Summers tabled a proposed new model for risk assessing posts and identifying training needs with the aim of ensuring that new starts were given appropriate training. In addition every member of staff would have a job description and KSF outline which was clearly aligned to the core KSF dimensions relating to Health, Safety and Security. In addition to assessing the post the Committee felt that there was also a need to risk assess individual competence at entry to the organisation, and that this should be factored in to the proposed model. It was the responsibility of individuals and their managers to ensure that they were competent to practise and that they took up appropriate training. However, it was acknowledged that there were still some capacity issues in respect of delivering all the necessary training although induction training continued to be prioritised. Risk assessing the post and the individual’s competence would allow training to be targeted where it was most needed. It was also proposed that everyone coming in to the organisation would undertake an element of e-learning which would free up some training capacity for those staff exposed to higher risk. Mr Summers commended the model as a positive way forward which would provide a more refined risk assessment methodology and help to take forward the development of the key worker role.
The Committee:
a Endorsed the proposed revised model subject to the addition of the point about assessing individual competence at entry to the organisation.
3.2Slips, Trips and Falls Update form DHS Meeting on 26 January 2009
Mr Summersreferred to the report which he and Jan Baird, Director of Community Care had presented at the DHS Meeting on 26 January 2009. The report focused on two main areas – falls in older patients and other slips, trips and falls. It highlighted some practical measures that operational units could adopt to reduce further incidents, and provided an update on falls prevention work commissioned over the next few months.
Mr Summers advised that he would be leading a short life working group to take forward and explore a number of issues around slips, trips and falls in more detail. These included aspects of flooring – design, selection, maintenance, etc, and footwear. Mr Summers proposed to roll out an awareness campaign across the operational units to develop and promote awareness of high risk areas/activities and how these risks can be minimised. On the matter of footwear, Mr Seago advised that several risk areas had been identified such as catering. It was noted that the issue of footwear was to have been picked up within the work being done on the national uniforms policy and it was agreed to confirm the position with Nigel Hobson, Associate Nurse Director, the lead officer for this work in Highland. The development of a national policy notwithstanding, the organisation had a responsibility to address identified risks and Mr Seago advised that action was being taken accordingly to provide appropriate footwear to relevant staff groups.
With regard to those categories where there was a continuing high level of incidents, Dr Smith suggested that rather than using the numbers as a measure of performance that more meaningful measures needed to be developed. For example, identifying where an individual patient was having repeated incidents, looking into the reasons for this and taking appropriate action to address the issues and minimise harm. Themed audits might also provide a useful measure of performance.
The Committee:
aNoted the report and the ongoing work.
bSupported the proposal to develop more meaningful performance measures.
3.3Work Related Stress Update
In Linda Rawlinson’s absence Mr Summers spoke to the circulated report which summarised the work currently being undertaken by the NHS Highland Stress Management Steering Group. A Stress Management Action Plan had been developed capturing the different aspects of work being undertaken to manage stress within NHS Highland. The stress risk assessment and training roll out was continuing across the area.
Ms Fraser felt that the Steering Group needed more input from the CHPs. H&S Staff side representatives had agreed to participate in the roll out of stress awareness training and stress risk assessment in their own localities. Ms Fraser emphasised the need for staff to be given the necessary time off from their duties to undertake this work in partnership.
Mrs Gent advised that consideration was being given to linking the work on stress management more pro-actively into the Healthy Working Lives initiative, and that the Steering Group was also proposing to look at common mental health issues, more generally rather than focus on stress management.
The Committee:
aNoted the report and the work ongoing to prevent and manage stress in NHS Highland.
3.4Transport Policy Update
Mr Summers updated the Committee, noting that all the relevant information had now been gathered for inclusion in the Policy. He sought the Committee’s views as to whether this should be an integrated policy incorporating all aspects of Occupational Road Risk (ORR) as well as maintenance of access roads around hospitals, contractors’ vehicles, etc or whether the ORR element should remain separate. The Committee proposed that Mr Summers should have further discussions with Mr Seago and Alistair Wilson on whether to develop an integrated policy and report back to the next meeting.
The Committee:
aRemitted to Mr Summers and Mr Seago to further explore the development of an integrated transport policy and bring their recommendations to the next meeting.
4ADVISERS’ REPORTS
4.1Radiation Protection
The Committee received Mr Brunton’s report. There were no issues raised.
The Committee:
aNoted the report.
4.2Health and Safety
Mr Summers spoke to his circulated report which detailed key developments and challenges over the period October – December 2008. Appendix 1 contained the CHP Health and Safety Managers’ reports.
The following issues were highlighted:-
- The HSE Asbestos Management Visit to BelfordHospital was scheduled for 20 February 2009. In preparation for the visit the Draft Asbestos Management Policy and Procedures had been reviewed. The outcome of the visit would be reported at the next meeting.
- Mr Summers advised the Committee of a potential HSE visit regarding the management of Hospital Acquired Infections (HAI). An action plan had been drawn up around the HSE’s inspection criteria for HAI.
- With regard to the Safety Management System, Health and Safety Managers would continue to carry out internal audits until 31 March 2009 at which point the system would be reviewed to ensure it was fit for purpose. An initial review took place in January 2009 when the Chase Internal Audit and Evaluation Tool had been demonstrated. Outlining the benefits of this system over other applications, Mr Summers advised that a decision was taken to purchase the Chase software. An update on the system would be provided at the next meeting.
- A number of online systems for managing COSHH in Highland had been reviewed. The preferred option was the SYPOL Chemical Management System which was currently used by around 42 NHS Boards and Trusts. It was proposed to establish a small working group to oversee the roll out of the system and Mr Summers would welcome expressions of interest in joining this group.
The Committee:
aNoted the report.
bSupported the establishment of a working group to oversee the roll out of the SYPOL Chemical Management System. Nominations to be invited for membership of the group.
4.3Clinical Governance/Risk Management
There was circulated incident management report prepared by Dr Smith and Mr Summers. Preparations were underway for the transition from the existing incident reporting system to the new DATIX system with effect from 1 April 2009. AS DATIX provided a web based IR1 system the long term plan was for staff and managers to complete IR1 forms online via the intranet. The Clinical Governance Support Team was currently working on identifying a pilot site and on developing an implementation plan which would include marketing, training and ongoing support.
Turning to the analysis of incidents, the Committee noted that there were particular categories such as Moving and Handling where the numbers of incidents continued to be high. She suggested that the focus should be on these risk areas and to this end proposed that a piece of work be commissioned which would provide more detailed analysis and understanding of the types of incidents involved and from there develop an action plan to address the issues. The Committee endorsed this proposal and suggested that Kerrie MacLean, Moving and Handling Advisor, be approached to undertake this exercise. It was suggested that RIDDOR data also provided a good measure of performance in respect of reducing risk.
Fire Safety Training was identified as a risk area. This would be discussed later in the meeting. Security was another area requiring attention and to this end it was suggested that there should be a Security representative on the Committee.
The Committee:
aNoted the report.
bAgreed to commission a piece of work around Moving and Handling for consideration at a future meeting.
cAgreed that its membership should include a Security representative.
4.4Infection Control
Mrs MacLean spoke to her circulated report, drawing the Committee’s attention to a review of the Needlestick Injury Policy in the light of national guidance for HIV Post Exposure Prophylaxis (PEP). A proposal had been put forward to reduce the number of locations at which packs were currently held. This had some potential implications in terms of access to packs and the Committee therefore recommended that the views of the local managers and staff be sought on the proposal, more fully before implementation.
The Committee:
aNoted thereport.
bRemitted to Mrs MacLeanto confirm that relevant managers were being consulted on the proposal to remove packs from three locations.
4.5Facilities
This report was incorporated with Mr Seago’s update on fire safety at item 5.3.
5TOPIC SPECIFIC ITEMS
5.1Health & Safety Policy and Strategy Review
Mr Summers gave a brief update on the current status of the Health and Safety Policy and Strategy Review and the development of a proposed Framework to take this forward.. It was proposed to circulate the Framework to the members with a view to having a detailed discussion at the next meeting.
The Committee:
aAgreed that the Health and Safety Policy and Strategy Framework would be circulated for consideration at the next meeting.
5.2Legislative Update
Mr Summers proposed to prepare a regular report for future Health and Safety Committee meetings with the aim of keeping the Committee abreast of key legislation and the implications for the NHS.
The Committee:
aAgreed to receive updates from Mr Summers on a regular basis.
5.3Fire Safety Policy for NHS Scotland 2008
Mr Seago gave a verbal update on fire safety training, The risk assessment process had been agreed. A contractor had been appointed to accelerate the delivery of the training programme that was being developed. In addition, a number of applications had been received for the post of Fire Training Officer and it was the intention to target training once an appointment was made.
Mrs Craw advised that fire training was one of the elements required for laboratory accreditation. Mr Seago indicated that work was ongoing to ensure that all laboratory sites met the required standards.
The need for evacuation training was highlighted. Mr Seago advised that various options were being explored with a view to developing a rolling programme.
Mr Don indicated that there was a requirement for further training following the introduction of the new fire alarm system at Raigmore and would liaise with Mr Seago to ensure that all staff were aware of the procedures.
It was acknowledged that there were resource and capacity issues that could impact on the delivery of fire safety training.
The Committee:
aNoted the current position and the work ongoing to address the issues identified.
5.4Prevention and Management of Violence and Aggression
Ms Fraser welcomed Ms Debbie Stewart, Management of Violence and Aggression Manager. Ms Stewart spoke to her circulated report, the purpose of which was to outline the work of the Management of Violence and Aggression Team and clarify plans to develop service over the coming year. Section 1 provided a snapshot of prevalence and trends for disruptive, violent and aggressive incidents across Raigmore and the North Highland CHPs. She felt that incident reporting data provided a useful evidence base for the management of violence and aggression within the operational units and the Team was keen to develop the service using existing evidence to inform practice and improve targeting for training and support. She felt it important to encourage the reporting of incidents. This may lead to an increase in the numbers in the short term but over time there should be evidence of a reduction in the severity and persistence of incidents.
Incident data had been used to inform the future direction and priorities of the Team. Section 2 of the report outlined the Team’s work plan for the coming year and reported on current activity. To date most of the Team’s resources had been focused on providing classroom based training with priority accorded to induction training and high risk areas. The work plan set out a change in emphasis where the Team would expand its activities and focus on five main areas of work:
- Establishing a preventative working culture that encourages more proactive ways of working
- Partnership working
- Creating blended learning opportunities based on evidence of learning need
- Embedding confident and competent practice through developing a key worker system
- Improving access to advice and information that was of practical use to staff
Ms Stewart emphasised the importance of the key worker role, and highlighted the need to ensure that staff had the necessary training and competencies to deal with violent and aggressive behaviour. Ms Fraser agreed and added that it was also important to ensure that staff were equipped with the training and skills to deal with the variety of conditions that patients were admitted with and the behaviours associated with those conditions e.g. Dementia, Alcohol/Drug dependency and Acquired Brain Injury. Ms Stewart agreed with this.
Ms Stewart stated that Partnership working was very important to the Team. The Violence and Aggression Steering Group provided the main forum for this at present. She also reported on recent discussions with the Police. A proposal for a liaison officer between the two organisations in relation to violence and aggression issues was under consideration.
On behalf of the Committee Ms Fraser thanked Ms Stewart for her comprehensive report. She welcomed the emphasis on developing a preventative working culture and supporting staff to ensure they were equipped to manage various different incidents of violent and aggressive behaviour.
The Committee:
aNoted the current activity and future work of the Violence and Aggression Team.
5.5Asbestos Management
Mr Seago reported on progress with the Draft Asbestos Management Policy. It was noted that the working group had met and the Committee would receive the minutes of that meeting.
The Committee:
aNoted the position with regard to the development of the Draft Asbestos Management Policy.