In Partnership with the Ministry of Defence

In partnership with the Ministry of Defence

POLICY ON THE USE OF

MOBILE TELEPHONES

Originator / Ian Wilson
Occupational Health & Safety Manager
Lead Director / Janet King
Director of Personnel & Facilities
Version number / One
Version/implementation date / September 2006
Ratified at / HEB : 31 August 2006
Review date: / August 2009

1.0EXECUTIVE SUMMARY

1.1This policy gives guidance on the use of mobile phones on premises owned, leased or managed by Frimley Park Hospital NHS Foundation Trust (hereafter known as ‘the Trust’). It takes account of developments in mobile phone technology and the growing communication needs of patients, visitors and staff. It recognises that the advantages from the use of mobile phones should be balanced against the risks. In doing so consideration is given to the possible effects of mobile communication devices on medical equipment and the potential nuisance from their use on hospital premises.

1.2The policy sets out a pragmatic approach to the use of mobile phones and suggests common areas in the hospital where they may be used. Local managers are also asked to consider designating specific areas for the use of mobile phones where there is little or no risk of interference with critical medical equipment or potential nuisance.

2.0PURPOSE OF THE POLICY

2.1This Policy provides the means for the Trust to comply with guidance issued by the Medicines and Healthcare Products Regulatory Agency (July 2004), hereafter known as the MHRA guidance.

2.2It sets out measures for the minimisation of nuisance when using mobile communication devices on Trust premises. It also ensures that the use of mobile communications be controlled in such a way as to ensure the safety, so far as reasonably practical, of anyone on Trust premises.

3.0SCOPE

3.1This Policy applies to all Trust premises, staff and vehicles under the control of the Trust. It also applies to all mobile communication users whether they are staff, patients or visitors.

4.0INTRODUCTION

4.1The Trust recognises and accepts its duties and responsibilities as an employer to provide, so far as is reasonably practicable, a safe and healthy environment for all persons on Trust premises.

4.2The overall responsibility for health and safety within the Trust rests with the Chief Executive. However all employees are required to accept responsibility for implementation of this policy in so far as it affects their working environment.

4.3The Trust will ensure that reasonable resources will be made available to ensure that the requirements of the this policy, which sits under the overall Trust Health and Safety Policy, can be effectively implemented.

5.0BACKGROUND

5.1Previous guidance issued to hospital Trusts from the British Medical Association, (BMA) entitled Mobile Phones and Health established that mobile communication systems have the potential to interfere with medical and other electrical devices, especially at short range. This guidance also explains that whenever mobile phones are switched on, they will automatically transmit to their base station at regular intervals. Therefore, it is not adequate to simply stop outgoing calls or to switch mobile phones to silent or vibrate mode, and for this reason mobile phones should be switched off near sensitive equipment.

5.2The BMA guidance has now been superseded by that from the MHRA (July 2004), which states that the risk of affecting medical equipment is negligible at five metres and is generally small at two metres. It should also be remembered that some two way radios present more danger than mobile phones (see table in below).

As it is not possible to apply rigorous tests to prove whether a mobile communication device is safe at a set distance, a risk assessment must be undertaken and an element of safety must be allowed when considering whether to allow the use of such devices in a work area.

6.0MANAGEMENT RESPONSIBILITIES

6.1The Chief Executive has overall responsibility to ensure the safe use of mobile communication devices in the Trust.

6.2Each Director/General Manager/Clinical Director/Head of Department/Ward Manager is responsible for ensuring that this policy is brought to the attention of all persons under their control and that the policy is adhered to.

6.3Local managers/Heads of Service Ward Sisters/Charge Nurses will decide whether or not mobile phones are permitted in their work area after taking into account clinical risks, nuisance, annoyance, and any other factors (including personal privacy) that may cause disturbance to all persons in the area. It must however be remembered that as a general rule mobile phones should not be used by staff whilst at work for personal or domestic purposes, except in an emergency. This is not only for health and safety reasons but this may be discourteous and presents a poor image to members of the public.

6.4Local managers/Heads of Service Ward Sisters/Charge Nurses are required to enforce this policy in their work areas. However, where mobile phones are permitted by managers in a clinical environment, a risk assessment must be undertaken to determine that there is no risk to patients or to sensitive equipment. This risk assessment may determine suitable times at which mobile phones may be used and if relevant any designated rooms or areas.

7.0EMPLOYEE RESPONSIBILITY

7.1All staff at all grades throughout the Trust are required to comply with this policy.

7.2Any member of staff making unauthorised use of mobile communication devices in restricted areas may be subject to disciplinary action.

7.3Any member of staff who admits visitors to the Trust premises is responsible for bringing this policy to the attention of those visitors, and for ensuring that they comply with the policy.

8.0USE OF MOBILE PHONES

8.1Use of Mobile Communication Devices (Patients, Staff, Visitors)

8.1.1It is recognised that an appropriate balance needs to be achieved that will allow anyone on Trust premises to keep in touch with work colleagues relatives or friends, but does not present a risk to patient health, cause a nuisance or encroach upon personal privacy.

8.1.2In particular, the clinical/ward managers and all other hospital managers will ensure that patient care is not compromised by the inappropriate use of communications equipment.

The MHRA recommendations for use of mobile communications are outlined below,

Risk of Interference

/ Type of Communication System /

Policy for use in FPH

High / Analogue emergency service radios / Use in hospital major incident situation only
Private business radios (PBRs) and PMR446 / Use of radios provided to porters and maintenance staff must be minimised and training to be provided
Medium / Cell (mobile) phones (including camera/video phones), TETRA (Terrestrial Trunked Radio System), palmtops / Use in designated areas (see below)
Low / Cordless telephones including DECT phones and hospital bleep system / No restrictions necessary

8.2Appropriate Areas

8.2.1After considering the MHRA recommendations and to minimise the risk to patient care, the following points should be adhered to:

8.2.2Mobile telephones must be switched off in clinical/ward areas but may be used in the following mobile phone usage areas:

• Main Reception area
• The Hospital “Streets” (corridors) – Red, Green, Yellow, Blue, Grey, including Red Ramp
• Offices - except ward based
• Café Glade
• Stairwells
• Facilities and Estates Department
• Admin Block
• Works Department Store/Workshops
• Boiler Houses
• Training Department
• Maple House
• Rowan House
• Hospital Residences
• Hospital car parks
• The grounds of FrimleyParkHospital are generally areas where mobile phones may be used.

These areas will be delineated by the signage shown in Appendix B.

8.2.3Even in “mobile phone usage areas”, users must be warned not to use phones close to patients in beds or with medical devices attached. Examples of medical devices include patient monitor screens, syringe pumps, and infusion pumps.

8.2.4Staff who use mobile phones for hospital business may leave their phones switched on only in offices or work areas agreed by the manager/ward manager to be mobile phone usage areas. However, such staff must be aware that they should switch their phone off in the presence of any patients using medical equipment.

8.2.5Where the use of mobile phones is permitted, staff, patients and visitors must be sensitive to the needs of others when using their phones, particularly in areas where there may be patients. On no account should phones with camera or video facilities be used in common patent areas such as hospital wards as this may be construed as a breach of privacy.

8.2.6The local manager/staff nurse may decide that phone use is not appropriate at any time in order to prevent nuisance, or disruption to patient care.

8.2.7Patients and visitors are to be made aware of, and required to comply with, hospital policy.

8.2.8All staff must abide by the policy, ensure it is communicated throughout their area of work and adhered to.

8.3Use of Personal Mobile Phones at Work

8.3.1Line Managers are responsible for providing local policy/guidance on the use of personal mobile phones at work. This will take into account guidance in this policy as well as any likely disruption to patient care or nuisance to colleagues and the working environment generally.

9.0AREAS SUBJECT TO A TOTAL BAN

9.1The following areas contain sensitive medical devices or may be areas where the use of mobile phones could create a nuisance, and are therefore subject to a total ban:

• All operating theatres, including Day Surgery and A&E
• ITU
• HDU
• SCBU
• A&E treatment area
• All wards
• Radiology
• Pine Trees Restaurant
• Waiting areas adjacent to clinical areas, eg Outpatients Departments, Physiotherapy

9.2Notices will be prominently displayed in those areas where the use of mobile phones is not permitted. In these areas notices as shown in appendix B will be conspicuously placed delineating the area.

10.0COMMUNICATION DEVICES OTHER THAN MOBILE PHONES

10.1Emergency Service radios should be switched off when entering the hospital, or if it is essential to keep them switched on, users at the base station should avoid contacting other users except in an emergency. Personnel should be moved well away from any treatment areas when initiating or answering calls.

10.2Portering, IT, ETS radios should always be switched off in treatment areas. In any event these radios must not be used within three metres of any medical device. The use of such radios should be limited to essential communications only, following a risk assessment of the circumstances. Risk can be minimised by the use of pagers, cordless telephones, or cell phone whenever possible.

11.0CORDLESS PHONES

11.1Research has shown that cordless (DECT) phones do not provide a hazard at distances over one metre. These may be used as an alternative to mobile phones, for example in medical areas. Departments must complete a risk assessment before introducing these phones into their departments.

12.0TWO-WAY RADIOS

12.1Two-way radios are currently used by the following personnel:

• Porters
• Security
• Estates
• Duty Managers
• Firemen, police and ambulance staff during major incidents
• IT

12.2Their use is essential to the efficient operation of their departments and hence the following procedure has been agreed to minimise the risk while not unduly hindering operation.

12.3Transmission from radios should normally only be made from “mobile phone usage areas” and not when with or near a patient connected to any medical equipment.

12.4Radios may be switched on anywhere to receive as they only transmit by manual intervention.

12.5When an urgent response is required, the users should be informed by an agreed code such as “reply immediately”. Users receiving this code may reply from anywhere, but must minimise the risk by moving as far from electrical medical equipment as practicable.

12.6Urgent responses must only be requested when, in the judgement of the caller, the risk from a delay in response outweighs the risk of interference. Examples of appropriate use include: need for Security backup to respond to attack alarms, need of a Porter for urgent transport of a patient.

12.7All radio users must be informed of this policy by their line manager and must abide by it. A copy of the policy should be kept at all two-way radio base stations.

12.8Any two-way radios used outside the above rules must have a separate risk assessment carried out by the line manager.

13.0EMERGENCY SERVICES RADIO HANDSETS

13.1Radio handsets used by Emergency Services (eg ambulance, police, fire) are more likely to cause problems because of the high power transmitters used and lower operating frequencies. Therefore, hospital staff should make personnel seen using these handsets aware of the possible risks.

13.2Personnel using radio handsets should always make themselves known to hospital staff in charge of the area they are entering.

13.3Emergency service handsets should only be used in hospitals in an emergency, never for routine communications.

13.4Personnel should move well away from treatment areas before initiating or answering a call.

13.5Staff operating base stations should not try to contact an officer on routine matters while he/she is on hospital premises.

13.5Tetra System (Terrestrial Trunked Radio System)

13.5.1SN2001(06) was issued by the MDA in March 2001 which warns of the risks associated with the use of TETRA systems by Outside Media Broadcasts. It gives guidance on the potential interference to medical devices arising from:

• Introduction of the new Terrestrial Trunked Radio System for emergency services and commercial organisations
• Media broadcasts from hospital premises

13.6Emergency Services using TETRA Systems

13.6.1The risk of interference to medical devices from the use of these handsets is comparable to that from GSM cellular phones. In normal day to day use the user of these handsets should consider them as a mobile phone and have them switched off in clinical areas, unless dealing with an emergency. In the case of emergency services dealing with an on-site incident, the risk of interference should be treated as secondary to the risks associated to managing the incident.

14.0OUTSIDE MEDIA BROADCASTS

14.1Ensure that a hospital representative, in particular the Media and Communications Manager and the Clinical Risk Manager (Patient Safety Manager) are available to assist media personnel with the location and operation of equipment.

14.2Media personnel using radio handsets (radio talkback system) on hospital premises should be made aware of this policy and use of two-way radios.

14.3Ensure that outside broadcast vehicles equipped with radio-talk back and microwave link transmitters are parked and operated as far away as practicable from clinical areas.

15.0MINIMISING THE RISK

15.1As stated above, it is difficult to define a safe distance away from medical devices that mobile communication systems may be used and safe distance rules have been found to be hard to implement in practice. The target therefore is to minimise the risk.

15.2When purchasing phone systems managers must be mindful of the guidance from the MHRA (as above) and where possible purchase phones in the lowest risk category possible. The use of DECT phones may be safely used in the hospital if mobile communication is essential.

16.0CONTROL AND MONITORING ARRANGEMENTS OF EQUIPMENT

16.1The procurement Manager will be guided by the Telecommunications Manager and will be responsible for ensuring that only suitable equipment is purchased for use within the Trust. Managers that purchase mobile phones for staff on hospital premises must inform the Telecommunications Manager who will maintain a list of users of mobile telephones.

17.0CARE OF THE MOBILE PATIENT

17.1Staff accompanying patients who have medical devices attached should note the following when they are within “mobile phone usage areas”:

• Any mobile phone users should be politely requested to keep away from such patients - a distance of five metres is recommended.
• Be observant of any signs of malfunction to the equipment
• Immediately report any instances of suspected equipment malfunction to clinical staff responsible for the patient. If possible find out whether any mobile communications equipment had been switched on or used at the time of the incident.

18.0SIGNAGE AND INFORMATION

18.1Signs will be conspicuously displayed within the Trust detailing the following:

• “mobile phone usage areas”
• Signs in relevant areas where phones are banned
• Where further information on this policy may be obtained

18.2Information will be made available to staff and the public by means of:

• Staff and patient information leaflets
• Posters in ward and outpatient areas

19.0RELEVANT GUIDANCE

19.1This policy has been drafted with reference to the following guidance;

• Mobile Phones and Health, British Medical Association report 2001
• MHRA Device Bulletins DB9702 and DB 1999 (02) ‘Electromagnetic Compatibility of Medical Devices with Mobile Communications
• MHRA ‘Mobile Communications Interference (13/10/2005).

APPENDIX A

DEFINITIONS

Mobile communication devices; includes communications systems of all types.

For example; Tetra handsets (as used by the media and outside broadcasters), mobile phones, two way radios (as used by Porters), emergency radios (as used by Ambulance, Fire Brigade and Police), pagers and cordless telephones.

DECTDigital European Cordless Technology.

TETRA – Terrestrial Trunked Radio System

PBRs – Private Business Radios

1

APPENDIX A

MOBILE PHONE POLICY

Record of Review

Review Date / Section / Amendment / Initial