Gloucestershire Hospitals

Transcription

1 Gloucestershire Hospitals NHS Foundation Trust TRUST POLICY In the case of hard copies of this policy the content can only be assured to be accurate on the date of issue marked on the document. The Policy framework requires that the policy is fully reviewed on the date shown, but it is also possible that significant changes may have occurred in the meantime. The most up to date policy will always be available on the Intranet Policy web site and staff are reminded that assurance that the most up to date policy is being used can only achieved by reference to the Policy web site. INDUCTION POLICY This document may be made available to the public and persons outside of the Trust as part of the Trust's compliance with the Freedom of Information Act 2000 Date of Issue Dec Review Date Dec Induction Policy/ Procedure for Induction of new staff in the Trust Page 1 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

2 Gloucestershire Hospitals NHS Foundation Trust TRUST POLICIES Authorisation Form DOCUMENT: INDUCTION POLICY Authorisation Name and Position Date Approved Responsible Author(s) Policy Sponsor Assured by Sue Manser Associate Director of Learning & Development Graham Shaw Human Resources Director August 2007 Updated Sept 2008 Updated Jan 2009 August 2007 September 2008 January 2009 Employment Committee September 2007 September 2008 Consideration at authorised groups (e.g. Board, Board sub committees, Policy Group, Clinical Policies Sub Group, Departmental meetings etc) Name of Group Minute Details Date considered Employment Committee 30/ / September October 2008 Operational Board 172/07 September 2007 Induction Policy/ Procedure for Induction of new staff in the Trust Page 2 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

3 Gloucestershire Hospitals NHS Foundation Trust Equality Impact Assessment Initial Screening 1. Policy, service, strategy, procedure or function Induction Policy 2. Lead (e.g. Director, Manager, Clinician): Sue Manser, Associate Director Learning and Development 2. Person responsible for the assessment: Name Sue Manser Job Title: Associate Director Learning and Development 3. Is this a new or existing policy, service strategy, procedure or function? New Existing 4. Who is the policy/service strategy, procedure or function aimed at? Patients Carers Staff Visitors Any other Please specify: 5. Are any of the following groups adversely affected by this policy: If yes is this high, medium or low impact (see attached notes): Disabled people: No Yes Race, ethnicity & nationality: No Yes Male/Female/transgender: No Yes Age, young or older people: No Yes Sexual orientation: No Yes Religion, belief & faith: No Yes Impact If the answer is yes to any of these proceed to full assessment. This applies whether the impact assessment is high, medium or low. If the answer is no to all categories, the assessment is now complete. 6. Does the policy, service strategy, procedure or function include measures which promote equality? Induction Policy/ Procedure for Induction of new staff in the Trust Page 3 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

4 No Yes 7. If yes, what are these measures? The Induction Policy and process is inclusive of all staff individual amendments, adaptations to the way the induction information and material are provided can be made for staff experiencing difficulty accessing or understanding it. Date of assessment: Signature. Director: G Shaw.. Completed by: Sue Manser Job title : Associate Director L & D Signature This EIA will be published on the Trust website. A completed EIA must accompany a new policy or a reviewed policy when it is confirmed by the relevant Trust Committee, Divisional Board, Trust Director or Trust Board. Executive Directors are responsible for ensuring that EIA s are completed in accordance with this procedure. Induction Policy/ Procedure for Induction of new staff in the Trust Page 4 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

5 Gloucestershire Hospitals NHS Foundation Trust INDUCTION POLICY Section 1 Introduction 2 Corporate Induction Programme 2.1 Components 2.2 Attendance 2.3 Corporate Induction training day 2.4 Corporate Induction Handbook 2.5 Corporate Local Induction Handbook 2.6 Clinical Induction training day 3 Monitoring and Reporting of completion of all components of induction 4 Departmental Induction Programme 5 Specific Staff Groups 5.1 Bank nurses 5.2 Agency Nursing staff 5.3 Junior Doctors/ Foundation Programme Doctors 5.4 Senior Medical Staff 5.5 Locum Doctors 5.6 Senior Managers 5.7 Volunteer Staff 5.8 Staff recruited from overseas 5.9 Students and Clinical Placements 5.10 Hosted Services 5.11 Temporary staff, Contract Staff and staff on honorary contracts 5.12 Work Experience 6 Responsibilities for Induction 7 Flexible Arrangements 8 Review (including list of annexes) Induction Policy/ Procedure for Induction of new staff in the Trust Page 5 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

6 Gloucestershire Hospitals NHS Foundation Trust 1. Introduction 1.1 The Gloucestershire Hospitals NHS Foundation Trust is committed to ensuring high standards of patient and staff safety, improving the quality of patient care and minimising the risk of harm to patients and staff. In order to achieve this, the Trust recognises the importance of effective induction arrangements both for the individual new employee and the organisation. 1.2 The Trust induction policy, programmes and processes are designed to meet the requirements of NHSLA, Standards for Better Health and HSE accreditation standards. 1.3 The induction arrangements are designed to welcome new employees to the Trust and introduce them the values and objectives of the organisation so that they feel like part of the team as quickly as possible. They are also designed to impart essential safety and risk management information, provide core mandatory training and give the new employee the practical information they will need to begin their new jobs. 1.4 It has been recognised that there is a danger of overloading new employees with information and this has been taken into account in the design of the policy and delivery of the programmes. 1.5 It is also recognised that induction is not a substitute for initial speciality job training and that most employees will require further training. 1.6 It is a mandatory requirement for all new staff to undertake corporate, local and departmental induction on joining the Trust. In addition to this all clinical staff must undertake clinical induction. 1.7 It is mandatory for all current employees who move to another department to complete a departmental induction in their new department. The responsibility for this rests with the receiving manager. 2. Corporate Induction Programme 2.1 Components - The corporate induction programme has 4 components: - Attendance at a Corporate Induction training day. A Corporate Induction handbook for staff. Completion of the Corporate Local Induction Workbook. Induction Policy/ Procedure for Induction of new staff in the Trust Page 6 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

7 Additional clinical induction training day for clinical staff. 2.2 Attendance - It is a mandatory requirement for all new employees to attend the first available corporate induction training day following their starting date, in all circumstances this will be within the first 4 weeks. Clinical staff are also required to attend a corporate clinical induction training day(s) which provides them with essential mandatory training and information on key polices and issues for their role. 2.3 Corporate Induction Training Day Attendance Staff who are new to the NHS must attend the whole corporate induction training day. Staff who have recent NHS experience but are new to the Trust are required to attend the morning session only Booking - Booking onto corporate induction is through direct contact with Learning and Development (telephone ) dates are on the induction pages of the Trust intranet. New staff members are asked in their offer letter to book onto corporate induction. However, the appointing manager should arrange this and inform their new starter. Note - In order to be issued with their ID badge - New starters must bring a completed copy of the Corporate Induction Form sent to them with their offer letter Location and Frequency - The corporate induction training day is delivered in Cheltenham (Sandford Education Centre) and Gloucester (Redwood Education Centre), and should wherever practicable be undertaken on the main site where the new employee will be based. Where staff work on more than one Trust site or have close contacts with staff on other sites, visits to these sites should be included as part of their departmental induction programme The Programme - The programme is delivered regularly on a rolling programme in Gloucester and Cheltenham. The frequency is kept under review and is determined by the forecast number of staff to be recruited, and therefore subject to change. Programmes, dates and venues for the corporate induction training day are available on the Trust Intranet and from the Learning and Development Department Content of Corporate Induction Training Day - The Education, Learning and Development Committee will review the content of the corporate induction programme annually, in September, making recommendations for changes to be implemented by the Learning and Development Department by the following January. The Head of Induction and Mandatory Training is authorised to make changes to insure information and training materials are kept up to date or to meet an immediate requirement of the Trust Current Programme - See Annex A. 2.4 Corporate Induction Handbook All new staff will be provided with a corporate induction handbook when they attend the corporate induction training day. This contains a letter of welcome from the Chief Executive and information on essential policies and procedures for reference. The index, showing topics covered in the handbook can be seen at Annex B. Induction Policy/ Procedure for Induction of new staff in the Trust Page 7 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

8 2.5 Corporate Local Induction Workbook Completion of the corporate local induction workbook is an important part of the induction process. This enables new staff to relate the general information provided on the induction training day to their own working area and ensures they are aware of essential local Health and Safety arrangements It is a mandatory requirement for all new staff to complete the workbook within four weeks of attending the corporate induction training day The workbook is available on the Induction pages of the Trust intranet Managers must sign the declaration sheet at the back of the induction workbook and return it to the Learning and Development Department to inform them that it has been completed. This is recorded on the individual s training record All staff moving to another department within the Trust must complete a departmental induction in their new department which should include the relevant Health and Safety information from the Corporate Induction Workbook Content of Corporate Local Induction Workbook can be found at Annex C. 2.6 Clinical Induction Training Day It is mandatory for all new clinical staff to attend a clinical induction training day (in addition to the corporate induction training day). This provides them with essential clinical mandatory training and information on key polices and issues for their role The clinical induction training day is for all new clinical staff. Some of the training sessions split Registered and Non-Registered Health Care professionals so that they receive training appropriate to their roles and experience The clinical induction training days are held regularly in Gloucester and Cheltenham. Dates and times are on the Induction pages of the Trust intranet It is the responsibility of the appointing manager to book all new clinical staff onto the next relevant clinical induction training day when they start Content of Clinical Induction Training Day can be found in Annex D. 3. Monitoring and Reporting Completion of all Components of Induction 3.1 The Training Records Team record attendance at the corporate induction training day and clinical induction training day and completion of the Corporate Local Induction Workbook on the training record database. 3.2 On a monthly basis - the training records team checks that all new permanent and temporary staff have completed corporate induction and clinical induction (if required) and send a letter to the manager informing them of any new starters who have not attended within the required timescales, and advising them to book their staff member onto the next available session. Induction Policy/ Procedure for Induction of new staff in the Trust Page 8 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

9 3.3 On a monthly basis the training record s team check that all new permanent and temporary staff who have attended Corporate Induction have also completed their Corporate Local Induction Workbook within the required timescales. They send a letter to the manager of any staff member who has not returned the completed declaration sheet, reminding them that this is a mandatory requirement of the induction process. 3.4 On a weekly basis the training records team check that all new permanent and temporary staff who have attended Corporate Induction have also completed their Corporate Local Induction Workbook within the required timescales. They send a letter to the manager of any staff member who has not returned the completed declaration sheet, reminding them that this is a mandatory requirement of the induction process. 3.4 Regular reports of compliance/ non-compliance with completion of the induction requirements is included in the Learning and Development Quarterly Report which goes to the Education, Learning and Development Committee and the Employment Committee for information and action. 4. Departmental Induction Programme 4.1 In addition to completing all elements of the corporate induction it is mandatory for all new permanent staff to complete a departmental induction. This also applies to all current Trust employees who are new to the department and staff on short contracts. 4.2 To ensure a consistency of approach and content across the Trust and compliance with National Standards there is a Trust checklist for departmental induction (Annex E) and a checklist for Senior Medical Staff (Annex F) and Senior Manager induction (Annex G). These can be obtained from the Induction pages on the Trust intranet. 4.3 Completion of departmental induction programmes must recorded by the manager on the new staff members personal file. The Learning and Development Department must be informed of completion of departmental specialty induction by or through the share-point site (where available) as this is recorded on the centralised training record system. 4.4 Doctors are generally based in a specialty rather than in any one particular department and so they are required to complete a specialty induction (see section 5 below). 5. Specific Staff Groups 5.1 Bank Nurses All new Bank Registered Nurses/ Midwives, and nursing assistants will attend the corporate and clinical induction programme and complete the corporate local induction workbook within 4 weeks of attending the induction Nursing assistants will also attend a clinical skills study day and complete a clinical skills workbook within 3 months of starting work. Induction Policy/ Procedure for Induction of new staff in the Trust Page 9 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

10 5.1.3 A number of supernumerary shifts will be organised to enable departmental/ ward orientation, induction and training The nursing bank office monitors compliance with attendance and completion of induction. 5.2 Agency Nursing Staff The Trust has agreed up to work within the Multi National Agency Framework which ensures that only agencies within that framework are used. The Framework ensures that all agency nurses are skilled in the speciality they are working in The nurse in charge of the ward/ department will orientate the agency nurse to the area and provide essential patient and staff safety information using the bank and agency checklist (Annex H). The agency nurse must sign to say they have received the information and read the checklist. Additional information is provided in a ward information folder or on the intranet Compliance with the process is audited 6monthly by the Bank Nurse coordinator. The arrangements for induction of agency staff will be reviewed with the new local agency contract in April Junior Doctors/ Foundation Programme Doctors All new junior medical staff attend the August Junior Doctors Induction. This programme is designed, organised and delivered by the Clinical Tutors in accordance with National Guidelines. Essential patient and staff safety information is provided, and each doctor is provided with access to a copy of the corporate induction handbook, the Specialty Induction SharePoint site and notes of what to expect during specialty induction Attendance at the Junior Doctors Induction Programme and completion of a specialty induction is mandatory. Attendance is recorded on the Trust training records system, by the PGMEC and in the individual s portfolio Junior Doctors who start at other times of the year are provided with an induction information pack from the PGMEC and must attend the corporate induction and attend relevant parts of clinical induction programme training day (e.g. Basic Life Support). They must also complete the specialty induction within one month Junior Doctors on rotation must complete a specialty induction on each new department/ area of work. 5.4 Senior Medical Staff It is mandatory for all senior medical staff including Consultants to attend the corporate induction programme within the first two weeks of employment and attend relevant parts of clinical induction programme if required (e.g. Basic Life Support). A speciality induction plan designed by their Clinical Director is to be completed and follows a standard induction checklist available from the Medical Staffing Manager or from the induction pages of the Trust intranet see Annex F. Induction Policy/ Procedure for Induction of new staff in the Trust Page 10 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

11 5.5 Locum Doctors The special arrangements for the induction of locum medical staff include those employed through an agency, or in future through NHS Professionals, are the responsibility of the Medical Staffing Manager with appropriate advice and support from the Medical Director and the Clinical Tutors Key information is supplied to locums and includes: - An individually tailored information sheet (e.g. reporting details, departmental staffing, bleeps and general house-keeping) Specialty specific information (e.g. local protocols and further contact details) Trust-wide information Locum Doctors must sign the slip on the front page stating that they have read the induction pack and return this to Medical Staffing in person or via the internal post. If slips are not returned the Clinical Director and the agency from where the locum is recruited is notified A record of the issue and completion of induction material by locum Doctors is kept by Medical Staffing. 5.6 Senior Managers It is mandatory for all Senior Managers and Directors to attend the corporate induction training day, complete the corporate induction local induction workbook and complete a departmental induction programme. If they have clinical duties or need to maintain clinical registration they may wish to attend elements of the clinical induction programme Departmental induction plans are designed for senior staff in conjunction with their Managers, following a standard checklist which is available on the intranet and is contained in Annex G. 5.7 Volunteer Staff Volunteers are encouraged to attend the corporate induction training day and complete the corporate induction workbook The Volunteer Coordinators will ensure that any other aspects of their work, including issues around confidentiality, are suitably covered in separate arrangements Volunteers where appropriate will also be included in departmental induction programmes. 5.8 Staff recruited from Overseas In addition to the normal corporate and departmental induction programmes Managers must make suitable arrangements for the induction of staff recruited from abroad. Induction Policy/ Procedure for Induction of new staff in the Trust Page 11 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

12 5.8.2 The Department of Health and South West Deanery provide induction programmes for medical staff and the Nursing and Midwifery Council provide guidelines for the induction and adaptation of nurses recruited from overseas Information about local support and courses on English for Speakers of Other Languages (ESOL) is available from the Learning and Development Department on request. 5.9 Students and Clinical Placements Students must attend the corporate induction programme unless a separate appropriate induction programme has been designed and provided for them as part of their clinical placement or studies Managers responsible for clinical placements must ensure that students are provided with appropriate patient and staff safety and risk management training and those issues such as confidentiality and clinical governance are suitably covered prior to their placement or during their induction period Medical Students from the University of Bristol Faculty of Medicine and Dentistry on placement within the Gloucestershire Academy will undertake induction programmes relevant to the location in which they will be working. The Academy Medical Dean has the responsibility for the design and delivery of these induction programmes supported by a network of clinical tutors, subject leads and front line NHS Staff Hosted Services Staff employed as part of a hosted or shared service and who work within Gloucestershire Hospitals NHS Foundation Trust must attend the Trust corporate induction training day and clinical induction training day ( if clinical ) as well as their employer s induction programme If they are working on GHFT premises regularly they must also complete the corporate local induction workbook Temporary staff, Contract Staff and staff on honorary contracts It is the responsibility of the employing manager of any temporary staff, contract staff and/or staff on honorary contracts who work on the Trust premises to ensure that they receive essential health and safety information relevant to their role through attendance at Corporate Induction and / or completion of the Corporate Local Induction Workbook It is the responsibility of employing managers to keep a record of staff employed and induction completed Work Experience School Age - Young people on work experience from schools and colleges (ages 14-19) are not required to attend corporate induction. Their work experience placement will be arranged by Human Resources, in accordance with the Work Experience Policy. Induction Policy/ Procedure for Induction of new staff in the Trust Page 12 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

13 College and University Placements. Those work experience placements who spend more than 2 months with the Trust are expected to attended the corporate induction programme, and complete all relevant stages. 6. Responsibilities for Induction 6.1 The Associate Director of Learning and Development Review and update the Trust Induction Policy every 3 years. Ensure the provision of up-to-date corporate, clinical, local and departmental induction programmes that meet current National Standards and Trust requirements. Evaluate the effectiveness of the Trust's induction arrangements and make recommendations for improvement. 6.2 Head of Induction and Mandatory Training Contribute to the review and update of the Trust Induction Policy every 3 years. Design, deliver, and evaluate corporate and departmental induction programmes, training materials and resources ensuring that they are up to date and meet current National Standards and Trust requirements. Monitor attendance at induction programmes, completion of workbooks and departmental induction programmes and produce quarterly divisional and Trust reports. Ensure the development of effective departmental and specialty induction programmes across the Trust. Provide checklists for departmental/ agency/ senior induction programmes. Ensure that appropriate induction arrangements are made for new employees who may have difficulties accessing the induction programmes due to any disability, special educational needs, or because of any domestic or family commitments. 6.3 Medical Director Contribute to the review and update of the Trust Induction policy every 3 years. Ensure the provision of effective and efficient: - Junior Doctors' induction through the Director of Medical Education with the support of the Medical Staffing Manager). Consultants' and Senior Medical Staff induction programmes (through Clinical Directors and the Assistant Human Resources Director). Newly appointed Clinical Directors' induction. Contributing to, evaluating and advising on departmental and specialist induction programmes (with the support of Clinical Directors and the Medical Staffing Manager). 6.4 Nursing Director Contribute to the review and update of the Trust Induction Policy every 3 years. Induction Policy/ Procedure for Induction of new staff in the Trust Page 13 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

14 Ensure the provision of up to date Clinical, local and departmental induction programmes that meet current National Standards, Trust and Nursing requirements. Contribute to evaluating the effectiveness of the Trusts induction arrangements and make recommendations for improvement. 6.5 Divisional Leads Ensuring compliance with the Induction Policy within their division. 6.6 Managers Line Managers are responsible for ensuring that all of their new employees have completed all 4 components the corporate induction and complete a departmental induction. Departmental Managers will design and deliver departmental induction programme(s) which will supplement the corporate programme and which will follow the guidelines set out within the departmental induction checklist. Managers will also ensure that staff who are new to their part of the organisation (although not new employees) are inducted to their new area or role through completion of the corporate local induction workbook and departmental induction. Managers will contribute to the design and evaluation of induction programmes and the evaluation of programmes and material. Managers will also ensure that all staff have access to induction programmes regardless of their hours of work, domestic or family commitments, status within the organisation etc. Managers will inform the Learning & Development Department if a new employee may need assistance with access to any part of the programme because of any disability, special educational needs, or because of any domestic or family commitments. 6.7 New employees New employees must ensure that they complete all components of the corporate, clinical and departmental induction programmes required for their role. 7. Flexible Arrangements 7.1 It is recognised that there will be a very small number of staff who will not be able to attend the corporate induction programme due to domestic or other commitments. In these cases, Managers will, in consultation with the Learning & Development Department, ensure that these staff are issued with the staff handbook and local induction workbook and that the areas covered within the corporate induction programme are covered within the departmental induction. 7.2 Special arrangements will also be made for any staff with a disability or who have difficulty accessing or understanding any of the induction information. 8. Review Induction Policy/ Procedure for Induction of new staff in the Trust Page 14 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

15 This policy and the arrangements set out within it will be reviewed annually by the Associate Director of Learning and Development. List of Annexes: - A. Corporate Induction Programme B. Corporate Induction Handbook Index of contents C. Corporate Local Induction Handbook D. Clinical Induction Programme E. Departmental Induction Checklist F. Consultant Induction Programme - Indicative Checklist G. Senior Manager Programme Indicative Checklist H. Bank and Agency Nurse Department Induction Checklist Induction Policy/ Procedure for Induction of new staff in the Trust Page 15 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

16 ANNEX A TO INDUCTION POLICY 2008 DATED: September 2008 Corporate Induction Programme The corporate induction training day includes the basic information useful to new employees and ensures that they are given the essential patient and staff safety and risk management information and provides core mandatory training. Timing Lecture Who Attends Register and Admin Introduction and Welcome All new starters Fire All new starters Moving & Handling (Loads) All new starters Break Infection Control (Basic) All new starters Occupational Health All new starters Health & Safety and Risk Management Risk Assessment Incident Reporting All new starters Lunch (Please note lunch is not provided) Dealing with Difficult Situations Security Violence and Aggression Major Incident Plan Staff new to NHS Counter Fraud Staff new to NHS Human Resources Policies Documentation Equality & Diversity Staff new to NHS Break Effective Communications Values Customer Care and Complaints Confidentiality Staff new to NHS Finish and Evaluation Induction Policy/ Procedure for Induction of new staff in the Trust Page 16 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

17 ANNEX B TO INDUCTION POLICY 2008 DATED: September 2008 Content of Corporate Induction Handbook The Induction Programme Forward by Chief Executive Introduction The Induction Process Section 1 Fire General Fire Procedure Actions in the Event of a Fire Fire Extinguishers Points of Contact Section 2 Manual Handling Regulations Responsibilities Back Facts Risk Assessment Principles of Safe Moving & Handling Sources of Help Section 3 Infection Control Infection Prevention Standard Precautions Hand Hygiene Blood Virus and Inoculation Injuries Safe Use of Sharps Decontamination Waste Disposal Points of contact Glove Usage Guidance Section 4 Occupational Health Staff/ Points of Contact Aims of Occupational Health Services Section 5 Health & Safety Statutory Requirements Obligations of Employers and Employees Safety Representatives Training Requirements Section 6 Risk Management Incident Management and Reporting Risk Assessments Points of Contact Sample of Risk Assessment Form Section 7 Security Calling for Security Assistance Property Reporting Incidents and Staff Support Violence & Aggression Further Training Points of Contact Section 8 Counter Fraud Your Role in Countering Fraud Points of Contact Section 9 Human Resources Working Together Equality & Diversity Agenda for Change Staff Benefits and Fund Section 10 Paymasters Pay Day Income Tax Pensions Use of Motor Vehicles Section 11 Data Protection & Confidentiality Date Protection Act Code of Confidentiality Points of Contact Section 12 Department of Spiritual Care Introduction & Information Places of Worship / Prayer Induction Policy/ Procedure for Induction of new staff in the Trust Page 17 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

18 ANNEX C TO INDUCTION POLICY 2008 DATED: September 2008 Induction Workbook 2008 THE WORKBOOK MUST BE COMPLETED AND RETURNED Within 4 weeks for all staff (Pages 1-10) Find the answers to the following questions and fill in the sheet. Get your Supervisor / Manager to check that your answers are correct and complete the Declaration on page 10 1 General 1.1 The name of my Manager is: 1.2 My immediate Supervisor is: 1.3 My normal place of work is: 1.4 My hours of work are from: to: 1.5 My break periods are: 1.6 What is the dress code for your Department? 2 Knowledge and Skills Framework (KSF) 2.1 Do you have a copy of your KSF outline? 2.2 Have you visited the Trust Intranet KSF website? 2.3 Are you clear about KSF Gateway Appraisals? 2.4 Have your first year review dates been set? 2.5 After your first year how often should you have an Appraisal? 2.6 Who is your Appraiser? Induction Policy/ Procedure for Induction of new staff in the Trust Page 18 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

19 3 Sickness and Absence 3.1 If you are sick what is the procedure for notifying your manager or supervisor? 3.2 What do you do if you feel unwell at work? 3.3 When are you required to self-certificate sickness? 3.4 When do you require a doctor s certificate? 3.5 What kinds of symptoms should you be clear of before returning to work? 4 Fire 4.1 How do you raise the Fire Alarm? (two methods) 4.2 Do you evacuate to an assembly point or refuge point? Where is it? 4.3 How often should there be a fire drill in your department? 4.4 What action should you take if you discover a fire (3 main actions)? Induction Policy/ Procedure for Induction of new staff in the Trust Page 19 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

20 4.5 What is the procedure in your work area on hearing: A Continuous Alarm An Intermittent Alarm 4.6 Draw a rough sketch of your department. Show on it the Fire Alarm points, the Fire Exits and the Fire Extinguishers. 4.7 Who is your department s Fire Warden and Deputy? 4.8 How often should you have Fire Training (mandatory update)? Induction Policy/ Procedure for Induction of new staff in the Trust Page 20 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

21 5 Health & Safety and Risk Management 5.1 Identify the main hazards in your department and list them below: 5.2 Have risk assessments been prepared to highlight these? 5.3 What are the main precautions you need to take for each of these hazards? 5.4 Who is responsible for safe working in your department? 5.5 How would you report a Health & Safety problem or hazard? 5.6 What hazardous substances do you come into contact with and how would you deal with these under COSHH Regulations? e.g. Medical gases. 5.7 Who keeps the Incident/Accident Reporting Forms for all incidents, accidents & near misses? 5.8 Where would you find the latest version of the Health and Safety Control Book for Managers and Staff? Induction Policy/ Procedure for Induction of new staff in the Trust Page 21 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

22 6 Incident / Accident Reporting 6.1 What is meant by an incident? 6.2 There are 2 copies of the incident/accident form. Who do you send each copy to? BLUE: WHITE: 6.3 List 4 examples of when an incident form should be completed. a. b. c. d. 6.4 In your area what are the triggers for reporting? 7 First Aid 7.1 Where is your department s First Aid box? 7.2 Who are the trained First Aiders or Appointed Persons in your department? 8. Infection Control 8.1 Where can you find the Infection Control Policies? Induction Policy/ Procedure for Induction of new staff in the Trust Page 22 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

23 8.2 List 3 components of Standard Precautions that prevent the spread of infection? 8.3 What is the procedure for dealing with a sharps injury? 8.4 What would you do if you needed further advice or information on Infection Control? 9 Waste Disposal 9.1 Give some examples of the sort of waste that would be put into the following coloured bags: BLACK (General waste for landfill only): TIGER BAG (Offensive waste for landfill only) ORANGE (Clinical waste for heat treatment only) WHITE: 9.2 What colour bag would you use for waste from an infected patient? 9.3 How do you dispose of SHARPS? (used needles, etc.) 9.4 Who is your department s Waste Management Co-ordinator? Induction Policy/ Procedure for Induction of new staff in the Trust Page 23 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

24 9.5 What would you do if you needed further advice or information on Waste Management? 10 Manual Handling 10.1 Who is the Trust Manual Handling Adviser? 10.2 Who is your department s Manual Handling Key Worker? 10.3 Where will you find a copy of the Trust s Manual Handling policy? List two duties that our employer, the Trust, has to provide under the Manual Handling Operations Regulations. a) b) 10.5 List two duties we as employees have to adhere to under the same regulations. a) Complete the following: b) T I L E O True or False a) Before moving a load, you should examine it. b) Once you have reached your destination you can drop the load. c) When moving a load, you should keep it close to your body. d) Bend your back and not your knees for a good lift. Induction Policy/ Procedure for Induction of new staff in the Trust Page 24 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

25 10.8 Describe the Principles of Safe Moving and Handling of any load How do you self-refer to the Physiotherapy Dept? 11 Security 11.1 How do you call for security assistance? 11.2 Are you a member of front-line staff who needs Conflict Resolution training (dealing with non-physical violence and aggression)? 12 Emergency Planning 12.1 Where would you find a copy of the Trust s Major Incident Plan? 12.2 Give 2 examples that might cause a Major Incident? 12.3 Where would you find a copy of the Trust s Business Continuity Plan? 12.4 What is a Business Continuity Alert? 12.3 What is your role in the Trust s Emergency Plans? Induction Policy/ Procedure for Induction of new staff in the Trust Page 25 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

26 13 Information Governance 13.1 State the Code of Confidentiality 13.2 What are the areas of Confidentiality and Data Protection that are relevant to your department/area of work? (eg patient records, personal files) 13.3 How do you dispose of confidential waste? 14 Library & Online Information 14.1 Where would you find the Trust libraries? 14.2 How do you join the Trust Library? 14.3 What is the web address for the library catalogue? 14.4 What would you use an NHS Athens username and password for? 14.5 How do you access the National Library for Health (NLH)? Induction Policy/ Procedure for Induction of new staff in the Trust Page 26 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

27 Gloucestershire Hospitals NHS Foundation Trust THE WORKBOOK MUST BE COMPLETED WITHIN:- 4 weeks for all staff DECLARATION 2008 ALL SECTIONS TO BE COMPLETED STAFF MEMBER TO COMPLETE: I hereby acknowledge receipt of a copy of the Staff Handbook and Induction Workbook. NAME OF STAFF MEMBER: DATE OF INDUCTION: SIGNED (STAFF MEMBER): DATE WORKBOOK COMPLETED: LINE MANAGER TO COMPLETE: I have checked all the entries in the Induction Workbook and am satisfied that all the requirements have been carried out. SIGNED (MANAGER): NAME: DATE: POSITION: ON COMPLETION OF THIS DECLARATION SHEET: - A copy is to be placed on the employee s Personal file. The Declaration sheet must be returned to: INDUCTION WORKBOOK RECORDS OFFICE LEARNING & DEVELOPMENT, REDWOOD EDUCATION CENTRE, GREAT WESTERN ROAD, GLOUCESTER, GL1 3NN. PLEASE NOTE THAT WE ONLY REQUIRE THE DECLARATION SHEET AND NOT THE WORKBOOK / INDUCTION HANDBOOK Induction Policy/ Procedure for Induction of new staff in the Trust Page 27 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

28 ANNEX D TO INDUCTION POLICY 2008 DATED: September 2008 Course Programme for Clinical Induction 2008 New Clinical Staff - Registered and Non-Registered Practitioners Timings Registered Staff Trainer Non-Registered Staff Trainer Registration L&D Team Resuscitation Changeover Resuscitation Officer Discharge Planning Discharge Sister Manual Handling (Patients) Manual Handling Team Break / Changeover Tea & Coffee are provided for this break Moving & Handling (Patients) Manual Handling Team Resuscitation Lunch Please note Lunch is not provided Resuscitation Officer Infection Control (Reg & Non-Reg together) Infection Control Team Blood Transfusion (Reg & Non-Reg together) Blood Trans Pract PLEASE NOTE DRINKS ARE NOT PROVIDED FOR THIS BREAK Medicine Management L&D Team Food Hygiene L&D Team Equipment (Tour of Equipment Library) Alison Jenkins 1630 Evaluation and Finish Induction Policy/ Procedure for Induction of new staff in the Trust Page 28 of 42 Sponsor: Graham Shaw, Human Resources Director/ Author: Sue Manser, Associate Director of Learning & Development

29 ANNEX E TO INDUCTION POLICY 2008 DATED: September 2008 Gloucestershire Hospitals NHS Foundation Trust Name of Ward / Department Site DEPARTMENTAL INDUCTION CHECKLIST Staff name Start date

30 Index Introduction to Staff In order to ensure a consistent approach across specialities and departments this Departmental Induction Checklist has been designed to set the standard of induction required to introduce new members of staff to their department. The Induction process consists of:- Corporate Induction - Mandatory for all staff, Clinical Induction Mandatory for all Clinical Staff Departmental Induction when this checklist is to be used. This should be completed within the first month of joining the Trust. The line manager/ supervisor or appointed mentor will provide support and guidance during this process. Departments are encouraged to add additional activities to this checklist to meet their specific requirements. The line manager / supervisor are also responsible for ensuring that the Corporate Induction Workbook is completed and the declaration form is signed and returned as per the instructions. This is a full index to the pages in this document. Each Subject Item has been hyperlinked so that you can move around this document easily when using a computer. You will also note an Index icon on the top left or top right of each page that will bring you back to this index. Subject Page No Induction Information 1 Induction Checklist 2 4 Policies 5 Declaration & Signature Form 6

31 Induction Information Index Details to be given to post holder regarding:- Information / Comments Name of Your Department Name of Your Division Name of Ward Manager Name of Line Manager Department / Site Security & routes of access Familiarity with Fire Exits within work area / Department Uniform & name badge Trust Identification Badge (if starting prior to attending Corporate Induction) Green Transport Plan Car Park Permit / Bicycle arrangements Normal hours of work / shifts / work & breaks information Departmental Storage and Key holders Locker arrangements / PAS / P2P training etc Job Description & KSF Outline Appraisal Information Trade Unions / Professional Associations Annual Leave Entitlement & booking Procedures Sickness reporting, notification and certification Familiarity with Fire Exits within work area / Department 1

32 Induction Checklist Index ACTIVITY DETAILS SIGNATURE / NOTES Starter Form Corporate Induction Corporate Induction Workbook Clinical Induction Manual Handling Update Equipment Training Clinical Skills (For HCA s) Orientation to Department Orientation to Wards / Clinical areas Starter Form P45 / P46 Staff Members must be booked on Corporate Induction by their Line Managers within 4 weeks of start date with the Trust. Tel GRH 5111 Corporate Induction is held at Sandford Education Centre, CGH and Redwood Education Centre, GRH It is compulsory for all new employees to attend. Completed declaration sheet must be signed and returned (within 2 weeks of start date for a full time employee). It is compulsory for all new Clinical Staff to attend Clinical Induction. For all staff who are not able to attend Clinical Induction at beginning of employment All Clinical Staff need to be booked on to equipment Training. All HCA s need to be booked on to Clinical Skills. Introduction to immediate colleagues. Structure of department Local facilities (Kitchen, Toilets, locker etc). Tour key areas and wards and meet key staff. Orientation to Site to include: Restaurant Shops Cash point Chapel Car Parks Please note that this does not replace or constitute a Manual Handling Update 2

33 Index ACTIVITY DETAILS SIGNATURE / NOTES Expectations and Limitations of Post With line manager establish the scope of the role, referring to the KSF Outline for the post. Employment Terms to be discussed Identify Training Needs Letter of Contract Pay arrangements Annual leave entitlement / time off in lieu Pre-employment health screen and immunity status Appointment with Occupational Health if Required 5165 On-call commitments Sickness / Absence Reporting Period of supervised practice. Establish areas where training is needed to develop to Foundation Gateway level of KSF. Call-out Procedures:- Fire Competent in the use of the Bleep system and Security incident know how to call for assistance in the event of:- Cardiac Arrest How to complete an ACI Form Risk Management Location of Risk Assessments. Where to find a PARS (Report of a Physical Assault on NHS Staff Form) Trust Nursing Paperwork MCA Training Consent Aware of documentation If required If required Hand Hygiene 3

34 Index ACTIVITY DETAILS SIGNATURE / NOTES Identify commonly used medication and refer to local policies and procedures How to complete a drug workbook. Medicines Management How to complete a drug assessment. How to complete order from Pharmacy:- Regular Medications TTO s and Cds (if appropriate) POPPAM How to order equipment. Equipment How to report broken equipment. See Also Clinical Equipment Training Plan (on separate sheet) Manual Handling Equipment Patients Property How to send manual handling equipment to the laundry. How to secure patient s property. Team briefings Notice boards Communications Mentorship Telephone and enquiries system Trust Intranet Internal and external contacts. Date and times of regular meetings. Is a mentor appropriate and has one been allocated? Employee responsibilities Confidentiality Verbal Written Computerised Confidentiality form signed 4

35 Policies Index ACTIVITY DATE DISCUSSED / READ & UNDERSTOOD STAFF MEMBER SIGNATURE MANAGER SIGNATURE By the end of the first month you be able to locate a Trust Policy and have familiarised yourself with the following Trust Policies:- Infection Control Risk Management Health & Safety Manual Handling HR COSHH POPAM Complaints Fire Trust Uniform Policy And the following Ward / Department Policies, relevant to your role:- (the list should be compiled with the manager) Please remember to book a date with Line Manager / Mentor to review progress, agree objectives and produce a development plan. 5

36 Index Induction Declaration We hope that this Department Checklist and other elements of your Induction programme will prove to be helpful and informative. When you have completed this Departmental Induction checklist please discuss with your line manager who will update your personal file, and ensure that the Training Records Department are informed to update your centralised Training Record. We hope you enjoy working with us. Signed New Staff Member Print Name of Staff Member Signed Line Manager / Mentor Print Name of Line Manager Date Induction Completed Training Records Informed by ing: HospitalsTrust.TrainingRecords@glos.nhs.uk Please note that this can be found on the global address list. 6