Risk Management Strategy. February 2016 February 2019 First; Aid; Kit Health and Safety Policy

Transcription

1 Corporate First Aid: Standard Operating Procedure Document Control Summary Status: Version: Author/Title: Owner/Title: Approved by: Ratified: Related Trust Strategy and/or Strategic Aims Implementation Date: Review Date: Key Words: Associated Policy or Standard Operating Procedures Replacement. Replaces: First Aid Policy v1.0 Date: January 2016 Nick Hulme - Health, Safety and Security Advisor Liz Lockett - Associate Director or Quality and Risk Policy and Procedures Committee Date: 21/01/2016 Policy and Procedures Committee Date: 21/01/2016 Risk Management Strategy February 2016 February 2019 First; Aid; Kit Health and Safety Policy Contents 1. Introduction Purpose Scope Responsibilities First Aid Guidance New Employees Determining the First Aid Needs the Risk Assessment Fulfilling the First Aid Needs as Indicated by the Assessment First Aid Materials, Equipment and Facilities Process For Monitoring Compliance And Effectiveness References and Further Guidance... 12

2 Appendix 1 - Checklist for Assessment of First Aid Needs Appendix 2 - First Aid Needs Risk Assessment Appendix 3 - Detail on Factors to Consider When Making the Assessment Appendix 4 - First Aid Training Information Appendix 5 - Suggesed Number of First Aiders to be Available During Work Change Control Amendment History Version Dates Amendments 1. Introduction The Health and Safety (First Aid) Regulations 1981 set out the essential aspects of first aid that employers have to address. This SOP sets out the essential information to help managers and supervisors to understand and comply with the Regulations so as to ensure the Trust meets its legal duties on compliance. It offers practical advice on what managers need to do. Managers may also find it useful to look at HSE s First aid at work website (see further guidance ). These Regulations apply to all workplaces, including those with less than five employees, and to the self-employed. Employers have a legal duty to make arrangements to ensure their employees receive immediate attention if they are injured or taken ill at work. It doesn t matter whether the injury or illness is caused by the work they do. What is important is that they receive immediate attention and that an ambulance is called in serious cases. First aid can save lives and prevent minor injuries becoming major ones. First aid at work covers the arrangements that need to be made to manage injuries or illness suffered at work. The Regulations do not prevent staff, who are specially trained, from taking action beyond the initial management stage. First Aid means: a case where a person will need help from a medical practitioner or nurse, treatment for the purpose of preserving life and minimising the consequences of injury and illness until such help is obtained and treatment of minor injuries which would otherwise receive no treatment or which do not need treatment by a medical practitioner or nurse (HSE 1997). Page 2 of 26

3 2. Purpose The purpose of the First Aid SOP is to ensure that any employee of The Trust has adequate and appropriate access to First Aid provision and the needs for identifying this. 3. Scope This SOP describes the procedures which should be followed by all Trust employees when dealing with occasions when they may need emergency attention. It continues to describe the procedure to follow to identify the first aid needs of a department/team. All employees should have an awareness of this SOP and a number of employees will use the procedures for action. 4. Responsibilities 4.1 The Trust Board The Trust Board has overall responsibility for Health and Safety and ensuring that effective management systems are in place to achieve high standards of Health, Safety and Welfare and will call for periodic reports on the effectiveness and implementation of the First Aid SOP. 4.2 Chief Executive The Chief Executive has specific responsibility for giving effect to Health and Safety matters on behalf of the Board and will ensure that this SOP is implemented and that the effectiveness of the SOP is periodically reviewed. 4.3 Managers and Supervisors Managers and Supervisors have the responsibility to implement the First Aid SOP in that they shall carry out the necessary risk assessments to determine the first aid needs and thereafter provide adequate first aid personnel to meet the identified needs and ensure access to First Aid facilities and equipment is maintained and that an appropriate person is identified to maintain the First Aid facilities and equipment. Managers may consult with the Health and Safety Advisor and/or the Occupational Health Service in determining whether adequate first aid facilities for employees are specified and provided. Managers will ensure all employees are aware of this SOP and the first aid arrangements i.e. the location of first aid boxes and first aiders. This will extend to informing new and temporary staff at their induction training. Managers will also ensure that an adequate number of staff are identified for and released for First Aid training. Managers will also enable staff to receive subsequent refresher training prior to certificate expiry to ensure the ongoing re-training costs to the Trust are kept to a minimum. Managers will also ensure that staff are released for additional training between recertification training where this is provided in line with the HSE recommendation to provide annual refresher training for first-aiders to help maintain their skills. Page 3 of 26

4 Managers engaging personnel who work on a self employed basis will need to clarify and confirm the first aid arrangements in place for them - see paragraph 4.8 below. 4.4 First Aiders First Aiders must ensure that they have been recognised as First Aiders by The Trust and that they receive regular training updates to maintain this recognition. 4.5 Occupational Health Service In addition the Occupational Health Service may be available to support employees who have been involved in a first aid incident depending upon local arrangements pertaining to the site. 4.6 Employees All employees have a responsibility to abide by the First Aid SOP and any decisions arising from its implementation. Should any employee become aware of any issues relating to this SOP, they should report to their manager accordingly. All staff have a responsibility to make themselves aware who their First Aiders are and where they and first aid boxes are located. 4.7 Health and Safety Lead The Health and Safety Advisor is responsible for auditing and reviewing this SOP and in conjunction with Occupational Health and managers to monitor the effectiveness of First Aid provision throughout the Trust s premises. 4.8 Duties of self-employed persons Where the self-employed work on premises under the control of an employer or with other self-employed workers, they are each responsible for making their own first-aid provision. However, joint arrangements can be made with other occupiers to provide common cover. Managers engaging personnel who work on a self employed basis will need to clarify and confirm the first aid arrangements in place. Anyone carrying out activities involving low hazards (such as clerical work) in their own homes would not be expected to provide first-aid equipment beyond their normal domestic needs. 5. First Aid Guidance General All staff who suffer an injury at work or who require assistance having become unwell at work should be assisted by the nearest available first aid provider. If required, further emergency assistance support is available from the medical emergency team or external emergency services dependent on the severity of the incident. Page 4 of 26

5 Sharps Injuries Employees should be familiar with, and follow, the needle-stick / sharps / bites / scratch / splash type injury procedure in the Infection Control Manual. Any member of staff receiving such an injury should notify Occupational Health as soon as possible. If Occupational Health personnel are not available they should contact the Infection Control Nurse or Accident and Emergency Department by phone, where the individual will be advised of any necessary action. Transport In the event of transport being required, taxis or the normal ambulance service may be employed to transport staff from Trust premises to the appropriate point of treatment. Reporting of Incidents However minor the injury, an incident form must be completed in accordance with The Trust incident reporting procedures. Reports should include details of the injured person and the attending first aider. RIDDOR The Trust has a duty to report some accidents and incidents at work under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). Further details are available in the Reporting and Managing of Adverse Events SOP along with guidance on the means of reporting. See also Information for Employees First-aid arrangements operate efficiently in an emergency only where everyone in the workplace is aware of them, and understands and accepts them. One way to achieve this is to develop procedures for informing staff in consultation with employees or safety representatives. They should detail first-aid provision and explain how employees will be informed of the location of first-aid equipment, facilities and personnel. The procedures should also identify who will provide relevant first-aid information to new and transferred employees. A simple method of keeping employees informed is to display first-aid notices. The information needs to be clear and easily understood by all employees. Employers should also take steps to cater for those with reading or language difficulties. At least one notice in a prominent position at each site, including the base for travelling employees, should give enough opportunity for employees to see them. The inclusion of first-aid information during induction training will help ensure new employees are made aware of first-aid arrangements. 6. New Employees Before being allowed to work unsupervised in the department, a new employee or existing member of staff who has transferred from another work location should be required to Page 5 of 26

6 demonstrate to their immediate supervisor their understanding of the First Aid arrangements by: a) showing the location of the First Aid box b) stating what to do in the event of a serious injury or sudden illness to themselves or another member of staff c) stating what to do in the event of an injury involving sharps 7. Determining the First Aid Needs the Risk Assessment Introduction In October 2009 HSE introduced revised guidance on First Aid. An employer can send prospective first aiders on a course in either a First Aid at Work (FAW) or emergency first aid at work (EFAW). The employer should use the findings of their first aid needs assessment to ensure the type of training course chosen is appropriate for the circumstances of the workplace. The FAW course is 3 days, whereas the EFAW option is a 1-day course for smaller low hazard work places. Both the FAW and EFAW courses provide certification for 3 years. Towards the end of the three year certification period, first aiders need to undertake an FAW 2-day requalification course or a 1-day EFAW course, as appropriate, to obtain another three year certificate. Within any certification period, HSE strongly recommends that first aiders undertake annual refresher training. Although not mandatory, this will help qualified first aiders maintain their basic skills and keep up to date with any changes to first aid procedures. Existing certificates will continue to be valid until their due expiry date and irrespective of any annual refresher training completed. First aiders do not have to provide evidence of having completed annual refresher training in order to undertake an FAW requalification The Law The Health and Safety (First Aid) Regulations 1981 require employers to provide suitable first aid equipment, facilities and personnel to enable first aid to be given to employees if they are injured or become ill at work. Regulation 3(2) states that in order to provide first aid to injured or ill employees, a person shall not be suitable unless he has undergone (a) such training and has such qualifications as the Health and Safety Executive may approve for the time being in respect of that case or class of case, and (b) such additional training, if any, as may be appropriate in the circumstances of that case. For employers to comply with this Regulation, their first aiders must have a valid certificate of competence in FAW or EFAW, issued by a suitable training provider. Page 6 of 26

7 General and Risk Assessment An employer should make an assessment of first-aid needs appropriate to the circumstances of each workplace. A risk assessment form (see Appendix 3) has been provided to identify the need for training, specialist training for particular hazards, the need for a first aid box and information to staff regarding provision. The aim of first aid is to reduce the effects of injury or illness suffered at work, whether caused by the work itself or not. First-aid provision must be adequate and appropriate in the circumstances. This means that sufficient first-aid equipment, facilities and personnel should be available: (a) to give immediate assistance to casualties with both common injuries or illness and those likely to arise from specific hazards at work; (b) to summon an ambulance or other professional help. Level of First Aid Provision How much first-aid provision an employer has to make depends on the circumstances of each workplace. There is no fixed level but each employer needs to assess what equipment, facilities and personnel are appropriate. Where the first-aid assessment identifies a need for people to be available for rendering first aid, the employer should ensure that they are provided in sufficient numbers and at appropriate locations to enable first aid to be administered without delay should the occasion arise. Where 50 or more people are employed, at least one such person should be provided unless the assessment justifies otherwise. Factors to Consider When Making the Assessment When assessing first aid needs, managers should consider: 1. the nature of the work and workplace hazards and risks; 2. the size of the organisation; 3. the nature of the workforce; 4. the organisation s history of accidents; 5. the needs of travelling, remote and lone workers; 6. work patterns; 7. the distribution of the workforce; 8. the remoteness of the site from emergency medical services; 9. employees working on shared or multi-occupied sites; 10. annual leave and other absences of first-aiders and appointed persons; 11. first-aid provision for non-employees. Appendix 1 is a Checklist for Assessment of First Aid Needs Appendix 2 is the First Aid Needs Risk Assessment Form Appendix 3 is Detail on Factors to Consider When Making the Assessment Page 7 of 26

8 8. Fulfilling the First Aid Needs as Indicated by the Assessment Levels of First Aid Personnel There are 3 levels of personnel: 1. Appointed Person (AP) 2. Certificated Emergency First Aid at Work (EFAW) person 3. Certificated First Aider Appointed Persons (AP) It is important that someone is always available to take charge of the first-aid arrangements. If an employer s assessment of first-aid needs identifies that a first-aider is not required in the workplace, the minimum requirement on any employer is that a person should be appointed to take charge of the first-aid arrangements. The role of this appointed person includes looking after the first-aid equipment and facilities and calling the emergency services when required. Arrangements should be made for an appointed person to be available to undertake these duties at all times when people are at work. They can also provide emergency cover where a first-aider is absent due to exceptional, unforeseen and temporary circumstances but not for foreseeable absence such as annual leave. If the first-aid needs assessment indicates that first-aiders are required, they should be available whenever the need arises. To fulfil their role, appointed persons do not need first-aid training, although emergency firstaid training courses are available. Therefore, it is important to remember that appointed persons are not first-aiders and should not attempt to give first aid for which they have not been trained. Given this and the remaining possibility of an accident or sudden illness, rather than providing appointed persons, employers may wish to consider providing qualified firstaiders. Certified First Aiders Where an employer provides first aiders in the workplace, they should have a valid certificate of competence in either: First Aid at Work (FAW) or Emergency First Aid at Work (EFAW) FAW training includes EFAW and also equips the first-aider to apply first aid to a range of specific injuries and illness EFAW training enables a first-aider to give emergency first aid to someone who is injured or becomes ill while at work Page 8 of 26

9 Validity of Certificates and Retaining Requirements FAW and EFAW certificates are valid for three years. Employers need to arrange retraining before certificates expire. Where first-aiders attend the relevant course within three months prior to certificate expiry, the new certificate will take effect from that date of expiry for a further period of three years. Retraining can be undertaken earlier than this three-month period, in which case the new certificate will take effect from the date the course is completed, however managers should realise that this would have the effect of losing over 3 months of validity. Where retraining has not been undertaken before certificate expiry, it should be completed no more than 28 days beyond the expiry date. The new certificate will be dated from the expiry date of the previous certificate. If retraining is not completed by the end of this 28-day period, the individual will need to undertake a full FAW course or EFAW course, as appropriate, to be re-established as a first-aider. Maintaining an Adequate Number of Qualified Fire Aid Personnel Managers need to be aware that the First Aid at Work Regulations require a constant availability of first aid personnel (in line with their assessment) whilst workers are present. They need to ensure such cover is provided for annual leave, varying working hours/patterns including weekend working, nights and public holidays. In addition managers need to ensure that refresher training takes place to ensure certification remains valid as previously described. Managers also need to ensure that where existing personnel are no longer able to fulfil their first aid role for example change of role, change of work-base, personal reasons or having left the organisation or retirement that replacement personnel are identified and trained. In cases of retirement, succession planning for their replacement ought to be possible. 9. First Aid Materials, Equipment and Facilities When the assessment of first-aid requirements has been completed, the employer should provide the materials, equipment and facilities needed to ensure that the level of cover identified as necessary will be available to employees at all relevant times. This will include ensuring that first-aid equipment, suitably marked and easily accessible, is available in all places where working conditions require it. Purpose of First Aid Box to provide dressings etc. for the treatment of minor injuries, e.g. plaster for minor cuts to provide an interim dressing for a more serious injury e.g. a pad to staunch more serious bleeding whilst in the injured person travels to the Accident and Emergency Department. Page 9 of 26

10 First Aid Containers, Contents and Restocking The minimum level of first-aid equipment is a suitably stocked and properly identified first-aid container. Every employer should provide for each work site at least one first-aid container supplied with a sufficient quantity of first-aid materials suitable for the particular circumstances. Depending on the findings of the first-aid needs assessment, more than one first-aid container might be required on large sites. First-aid containers should be easily accessible and preferably placed near to hand washing facilities. They should only be stocked with items useful for giving first aid and should protect them from dust and damp. All first-aid containers should be identified by a white cross on a green background. There is no mandatory list of items to be included in a first-aid container. The decision on what to provide will be influenced by the findings of the first-aid needs assessment. As a guide, where work activities involve low hazards, a minimum stock of first-aid items might be: a leaflet giving general guidance on first aid (for example, HSE s leaflet Basic advice on first aid at work); 20 individually wrapped sterile plasters (assorted sizes), appropriate to the type of work (hypoallergenic plasters can be provided, if necessary); two sterile eye pads; four individually wrapped triangular bandages, preferably sterile; six safety pins; two large sterile individually wrapped un-medicated wound dressings; six medium-sized individually wrapped un-medicated wound dressings; a pair of disposable gloves - preferably non-latex (see HSE s leaflet Latex and you). This is a suggested contents list only. The contents of first-aid containers should be examined frequently and restocked soon after use. They should be re-stocked by the trained first aider or a suitable representative. Sufficient supplies should be held in stock on site. Care should be taken to dispose of items safely once they reach their expiry date. Additional First Aid Materials and Equipment The needs assessment may indicate that additional materials and equipment are required, for example scissors, adhesive tape, disposable aprons and individually wrapped moist wipes. They may be kept in the first-aid container if there is room or stored separately. If mains tap water is not readily available for eye irrigation, at least a litre of sterile water or sterile normal saline (0.9%) in sealed, disposable containers should be provided. Once the seal has been broken, containers should not be kept for reuse. Containers should not be used beyond their expiry date. There may be a need for items such as protective equipment in case first-aiders have to enter dangerous atmospheres, or blankets to protect casualties from the elements. Such items should be stored securely near the first-aid container, in the first-aid room or in the Page 10 of 26

11 hazard area, as appropriate. Access to them should be restricted to people trained in their use. Tablets and Medication First aid at work does not include giving tablets or medicines to treat illness. The only exception to this is where aspirin is used when giving first aid to a casualty with a suspected heart attack in accordance with currently accepted first-aid practice. It is recommended that tablets and medicines should not be kept in the first-aid container. Some workers carry their own medication that has been prescribed by their doctor (e.g. an inhaler for asthma). If an individual needs to take their own prescribed medication, the firstaider s role is generally limited to helping them do so and contacting the emergency services as appropriate. Automated External Defibrillators Where an employer decides to provide a defibrillator in the workplace, it is important that those who may use it are appropriately trained (see further guidance ). HSE does not specify the content of this training and organisations providing it do not need HSE approval. Travelling First Aid Kits Travelling First Aid kits should be provided for staff working away from hospital or clinic premises e.g. who work alone and where travel forms a significant part of their work routine. All Trust vehicles such as Ward cars and those used by Facilities and Estates should also carry a minimum of a travelling first aid kit. There is no mandatory list of items to be included in first-aid kits for travelling workers. They might typically contain: a leaflet giving general guidance on first aid (for example HSE s leaflet Basic advice on first aid at work); 6 individually wrapped sterile plasters (hypoallergenic plasters can be provided, if necessary); 2 triangular bandages; 2 safety pins; 1 large sterile un-medicated dressing; individually wrapped moist cleansing wipes; a pair of disposable gloves preferably non-latex (see HSE s leaflet Latex and you). This is a suggested contents list only and suitable arrangements should be in place for restocking kits. First Aid Rooms Employers should provide a suitable first-aid room or rooms where the assessment of firstaid needs identifies this as necessary. The first-aid room(s) should contain essential first-aid facilities and equipment, be easily accessible to stretchers and be clearly signposted and identified. If possible, the room(s) should be reserved exclusively for giving first aid. Page 11 of 26

12 A first-aid room will usually be necessary where there are higher hazards such as in chemical industries or on large construction sites, and in larger premises at a distance from medical services. A designated person should be given responsibility for supervising it. The room(s) should be clearly signposted and identified by white lettering or symbols on a green background. 10. Process for Monitoring Compliance and Effectiveness In order to ensure compliance, managers should undertake a first aid needs risk assessment of their area to confirm there is an adequate number of first aid personnel, equipment and facilities. Once this has been completed, training and subsequent refresher training should be arranged as appropriate. Further compliance will be monitored through annual audits and any reported incidents that are highlighted through Risk Management and the Health and Safety Advisor. 11. References and Further Guidance Information on first aid at work is available on HSE s First aid at work website at: Health and Safety at Work Act 1974 The Health and Safety (First Aid) Regulations 1981 and the Approved Code of Practice Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 Page 12 of 26

13 Checklist for Assessment of First Aid Needs Appendix 1 Factor to consider Impact on first-aid provision Space for notes Hazards (use the findings of your risk assessment and take account of any parts of your workplace that have different work activities/hazards which may require different levels of first-aid provision) Does your workplace have low-level The minimum provision is: hazards such as those that might be - an appointed person to take charge of first-aid arrangements; found in offices and shops? - a suitably stocked first-aid box. Does your workplace have higher level hazards such as chemicals or dangerous machinery? Do your work activities involve special hazards such as hydrofluoric acid or confined spaces? Employees How many people are employed on site? Are there inexperienced workers on site, or employees with disabilities or particular health problems? You should consider: - providing first-aiders; - additional training for first-aiders to deal with injuries resulting from special hazards; - additional first-aid equipment; - precise siting of first-aid equipment; - providing a first-aid room; - informing the emergency services. Where there are small numbers of employees, the minimum provision is: - an appointed person to take charge of first-aid arrangements; - a suitably stocked first-aid box. Where there are large numbers of employees you should consider providing: - first-aiders; - additional first-aid equipment; - a first-aid room. You should consider: - additional training for first-aiders; - additional first-aid equipment; - local siting of first-aid equipment. Your first-aid provision should cover any work experience trainees. Accidents and ill health record What is your record of accidents and ill health? Ensure your first-aid provision will cater for the type of injuries and illness that might occur in your workplace. Monitor accidents and ill What injuries and illness have health and review your first-aid provision as appropriate. occurred and where did they happen? Working arrangements Do you have employees who travel a lot, work remotely or work alone? Do any of your employees work shifts or work out of hours? Are the premises spread out, e.g. are there several buildings on the site or multi-floor buildings? Is your workplace remote from emergency medical services? You should consider: - issuing personal first-aid kits; - issuing personal communicators/mobile phones to employees. You should ensure there is adequate first-aid provision at all times people are at work. You should consider provision in each building or on each floor. You should: - inform the emergency services of your location; - consider special arrangements with the emergency services. Page 13 of 26

14 Do any of your employees work at sites occupied by other employers? Do you have sufficient provision to cover absences of first-aiders or appointed persons? Non-employees Do members of the public visit your premises? You should make arrangements with other site occupiers to ensure adequate provision of first aid. A written agreement between employers is strongly recommended. You should consider: - what cover is needed for annual leave and other planned absences; - what cover is needed for unplanned and exceptional absences. Under the Regulations, you have no legal duty to provide first aid for non-employees but HSE strongly recommends that you include them in your first-aid provision. Page 14 of 26

15 First Aid Needs Risk Assessment Form Appendix 2 Determine Which Ward/Team/Department Or Combination You Are Assessing Workplace Assessor Address* Date Ward(s)/Team(s)/Dept(s) being reviewed * (alone or combination of) * Please use the full name(s) for clarity and include address so as to avoid any confusion There are 5 steps to determining the first aid personnel you require: Step 1 - Determine the hazard level and other risks applying to your ward/team/dept. Step 2 - Determine how many staff are typically present on a shift by shift basis. Step 3 - Determine the number and skill level of first aid persons required shift by shift. Step 4 - Determine the annual needs for first aid persons (to provide cover at all times staff are working) Step 5 - Determine how your identified needs are to be met and ensure first aid facilities are provided Step 1 Determine The Hazard Level And Other Risks Applying To Your Ward/Team/Department A. Taking account of SOP guidance what is the assessment of the hazard level associated with your work activities Low Hazard High Hazard B. Does the work/work environment involve any particular risks/ hazardous substances etc. which require an increase in first aider nos. or skills these and similar may suggest high or added risks C. Are any employees at greater risk e.g. young workers, trainees or people with disabilities? If so give details;- If so give details;- High Hazard And Added Risks Step 2 Determine How Many Staff Are Typically Present On A Shift By Shift Basis A1. The working arrangements are typically standard office hours for example Monday to Friday, 9-5 or thereabouts - If Yes go to A2, if No consider using option B A2. How many staff are typically present each shift **. If wide variation it may worth using option B Yes / No B. For all other shift patterns you will need to take account of the days worked and the shift patterns in place and determine the typical maximum number of staff present for any shift ** see below If you are combining more than 1 ward/team/dept into this assessment include their staffing nos. in this calculation to give total number for each shift. Note - This is NOT the staffing establishment figure which is higher. Shift Early/ Day Late Total no. staff typically present (all roles see**) Night **Include other staff such as housekeeping, doctors, OT s etc. who may typically be present) Note any significant variation from this number e.g. at weekends Page 15 of 26

16 Step 3 Determine The Number And Skill Level Of First Aid Persons Required Shift By Shift Now determine the appropriate First Aid Number and skill level of First Aid persons required on persons skill level required and how many shift to cover the number of staff working on shift first aid persons you need for each shift Appointed Emergency First Aid at ***FAW (see SOP and appendix 4) Persons FAW Work and added risk Note that the requirements shown in App.4 are the minimum legal requirements Early/Day Late Night ***First-aider with additional training to respond to issues arising from hazards identified in step 1 above e.g. hazardous substances (specify), work at height etc. Step 4 Determine The Annual Needs For First Aid Personnel (So As To Provide Cover Shift By Shift For The Identified Hazard Level For All Shifts /Days Staff Are Present Having decided upon the First Aid cover required on shift you now need to calculate the total number of first aid personnel you require (the pool) so as to be able to provide this level of cover across all shifts when staff are present at work as several individuals will be required to cover each other for annual leave etc. so as to ensure a FA presence on shift at all times. If there is wide variation between shift requirements it may be necessary to calculate the annual requirements separately for each shift Explanation: If you operate 3 shifts per day over 365 days you will need to cover 1095 shifts. As 1 person typically works circa 210 shifts per year (i.e. 52x5 = A/L- 8 B/H - 4.5% [10 days] Sickness) then to provide for 1 FA person / shift requires a pool of 6 FA persons (i.e.1095 divided by 210 = 5.2 rounded up to 6), similarly to provide 2 FA persons / shift requires 2x 5.2, rounded =11 over the year and so on. There may be some variations if staff numbers vary significantly and consistently between shifts. Note;- These calculations are based on minimum levels of cover allowing for planned days off, annual leave, bank holidays, 4.5% sickness absence (Trust average), however other non-emergency absence will also need covering e.g. Jury Service. Calculating the number of people required for the pool (For column B typically 3x365 = 1095 for 24/7 or 5x52-8 = 252 for M-F less BkHols) A No shifts/ year to be covered B Shifts worked / person typically 210 if std. FT hours C No. FA persons required /shift D No. required for pool (A divided by B, times C) E Actual no. needed (D rounded up) Example Appointed Persons (AP) Emergency First Aid at Work (EFAW)Persons First Aid at Work (FAW) Persons First Aid at Work (FAW) Persons - added risks Step 5a Providing First Aid Personnel To Meet The Identified Need How many First Aid persons does your assessment indicate are required to provide at the least the minimum level of provision at all times How many First Aid persons of each type do you already have? Appointed Persons Emergency FAW First Aid at Work FAW and added risk What is the shortfall for each type of First Aid person? Are there clinical staff available with adequate training in First Aid who may be counted in addressing your First Aider nos. If there is a shortfall in provision how is this going to be addressed and by when. If so give numbers and details Page 16 of 26

17 Step 5b Current List Of Staff With First Aid Training Certifications Name of First Aider/ Date of Initial Certificate Re-certification window EFAW/Appointed Person Training Expiry Date (X) (Max permissible range is 3 mths before / 28 days after date X) Dates of any annual Refresher Courses undertaken Step 5c Lone Working And/Or Mobile Workers Do employees who work alone have an easy and accessible means of summoning help? Do employees travel long distances or are they continuously mobile as part of their duties? If so, do they carry a personal first aid kit? (Should be provided see SOP) Yes/No Yes/No Step 5d Provision Of Facilities And Equipment First-aid containers (kits) Travelling first-aid kit Number needed Number in place Number needed Number in place Additional equipment Is a first aid Yes /No Is a first aid room (specify) room needed? in place Are the names of the First Aiders/Appointed Persons posted on the premises/ward/department so as to inform staff? Are the locations of First Aid facilities posted on the premises/ward/department, made known and accessible to every employee? If eye wash facilities are required are they adequate for the hazards? (taps are acceptable in most circumstances). Are first aid boxes adequately stocked and accessible? Yes /No Yes/No Yes/No Yes/No Yes/No Is there a named person responsible for stocking the first aid box? If so please provide their name(s) if no answer this taken as a no response Are employees made aware of the incident reporting arrangements? (All First incidents should be reported via the incident reporting system and include details of the injured person and the attending first aider) Name(s) Yes/No Implementation / Summary Of Actions Required Action Lead person Date/Progress /Completed 1. Establish the arrangements in accordance with the foregoing assessment 2. Ensure First Aid persons are aware of their roles and of the need to communicate rosters/time off to ensure cover is provided for each and every shift. 3. Make all staff aware of the First Aid arrangements, names of first aid persons, Page 17 of 26

18 how they can be contacted and the location of first aid facilities and equipment, 4. If the assessment covers more than a single ward/team/dept. ensure all the above is shared and communicated as effective sharing will reduce the total number of first aid persons required. 5. Ensure the equipment and facilities identified as being required are provided, kept replenished, remain in date and maintained in good order Page 18 of 26

19 Appendix 3 Detail on Factors to Consider When Making the Assessment In deciding on their first-aid provision, employers will need to take account of different work activities in different parts of an establishment. For example, a work site may contain production and office/administration areas. In such circumstances, it is likely that separate risk assessments will have to be made for individual departments, and the results of these should be carried over to the assessment of first-aid needs. This will mean that first-aid provision could vary between departments or buildings. Size of the Organisation Generally, the larger the workforce, the greater the first-aid provision that is required. However, employee numbers should not be the sole basis for determining first-aid needs. A greater level of provision may be required when fewer people are at work but are undertaking tasks such as maintenance work. Employers should provide sufficient cover for the various circumstances that can occur. Even in workplaces with a small number of employees there is still the possibility of an accident or sudden illness. Therefore, employers may wish to consider providing a qualified first aider. Nature of the Workforce The particular needs of young workers, trainees, pregnant workers and employees with disabilities or particular health problems should be addressed. First-aid provision should also be extended to work experience trainees. History of Accidents Information collected when investigating previous accidents/incidents should be used when assessing the adequacy of future first-aid provision. For large and/or multi-site organisations this information could be helpful in determining where first-aiders should be located, what geographical area they should be required to cover and what first-aid equipment is necessary. Needs of Travelling, Remote and Lone Workers Employers are responsible for meeting the first-aid needs of their employees working away from the main site, for example those who travel regularly or who work elsewhere. The assessment should determine whether those who travel long distances or are continuously mobile should carry a personal first-aid kit. Organisations with employees who work in remote areas should consider making special arrangements such as issuing personal communicators and providing additional training. Where employees work alone, other means of summoning help, such as a mobile phone, may be useful to call for assistance in an emergency. Page 19 of 26

20 Work Patterns First-aid requirements may vary where employees work shifts or out of hours. It is important that sufficient provision is always available when employees are at work, and separate arrangements may have to be made for each shift. Distribution of the Workforce An employer should consider how the size of the premises could affect quick access to firstaid facilities. For example, whether additional first-aid provision is needed on a site with more than one building, or whether the distance between buildings is such that additional provision would be unnecessary. Employers with a multi-floor building should consider how many first-aiders or appointed persons will be required to give adequate provision to employees on each floor. Consideration should also be given to employees who work in selfcontained areas, and how their needs are assessed and met. Remoteness of the Site from Emergency Medical Services Where a site is remote from emergency medical services, employers may need to make special arrangements to ensure appropriate transport is available. Employers should inform the emergency services, in writing, of their location and any particular circumstances, including specific hazards. Employees Working On Shared or Multi-Occupied Sites On a shared or multi-occupied site, employers can arrange for one employer to take responsibility for providing first-aid cover for all the workers. In these cases, a full exchange of information about the hazards and risks involved should help ensure that the shared provision is adequate. All employers should agree the arrangements and employees should be kept informed. A written agreement between employers is strongly recommended to avoid any misunderstandings. Where an employment business contracts out employees to another employer, the employment business should ensure, by arrangement with the user employer, that these employees have access to first-aid provision. Annual Leave and Other Absences of First-Aiders and Appointed Persons It is essential that adequate provision is made at all times people are at work. Employers therefore need to ensure there is cover for annual leave and other planned absences of firstaiders or appointed persons. Employers should also consider what cover is needed for unplanned and exceptional absences such as sick leave or special leave due to bereavement. First Aid Provision for Non-Employees These Regulations do not require employers to provide first aid for anyone other than their own employees. However, many organisations such as schools, places of entertainment and Page 20 of 26

21 shops provide a service for others and it is strongly recommended that employers include non-employees in their assessment of first-aid needs and make provision for them. Where first-aid provision is intended to cover both employees and non-employees, employers should ensure that: the level of provision for employees does not fall below the standard required by these Regulations; the level of provision for non-employees complies with any other relevant legislation and guidance. Review of First-Aid Provision Employers should periodically review their first-aid needs, particularly after any operating changes, to ensure provision remains appropriate. To help with this process, it is recommended that a record is kept of the incidents dealt with by first-aiders and appointed persons. This will be met through the completion of an incident report in each instance in line with Trust policy. Records It is good practice for employers to provide first-aiders and appointed persons with a book in which to record incidents they attend, again this will be met by the completion of an incident report in each instance in line with Trust policy. The information to be recorded should include: date, time and place of the incident; name and job of the injured or ill person; details of the injury/illness and what first aid was given; what happened to the person immediately afterwards (for example went back to work, went home, went to hospital); name and signature of the first-aider or person dealing with the incident. This information can help the employer identify accident trends and possible areas for improvement in the control of health and safety risks. It can be used for reference in future first-aid needs assessments. These records may also be helpful for insurance and investigative purposes. Linking the First Aid Needs Assessment with Other Risk Assessments The Management of Health and Safety at Work Regulations 1999 require employers to make an assessment of the risks to health and safety of their employees at work, to identify what measures they need to take to prevent or control these risks. Information gathered from these risk assessments can help managers carry out their assessment of first-aid needs, if preventive or control measures fail. Identifying the likely nature of an accident or injury will help the employer work out the type, quantity and location of first-aid equipment, facilities and personnel to provide. Page 21 of 26

22 Findings of the Risk Assessment Having completed the assessment the assessor will then be in a position to determine how the first aid needs will be addressed. How Many First-Aiders Are Needed? The findings of the first-aid needs assessment will help the employer decide how many firstaiders are required. There are no hard and fast rules on exact numbers as employers will need to take into account all the relevant circumstances of their particular workplace. After completing the checklist in appendix 1 and completing the assessment appendix 2, the flow chart in Appendix 5 serves as a general guide on how many first-aiders or appointed persons might be needed. The employer should take into account all relevant information to make a valid judgement. Recording the Assessment There is no requirement for the assessment of first-aid needs to be formal or written down although it may be useful for employers to record the results. Employers might need to justify their level of first-aid provision. Appendix 2 is provided for this purpose. Summary Having completed the assessment of First Aid needs taking into account all the foregoing aspects the manager should now have determined the numbers of First Aid personnel required, the level of expertise/training required (i.e. Appointed Person / Emergency First Aid at Work Person / First Aider), the facilities and equipment required and where these should be located. The next stage is to put in place the necessary arrangements to fulfil those identified needs. Page 22 of 26

23 First Aid Training Information Appendix 4 First Aid at Work (FAW) Courses usually run as a 3 day course Content of a first aid at work (FAW) course The training should include all these elements but where practicable, you can tailor it to meet the needs of individuals and/or their employers. On completion of training, successful candidates should be able to: (a) provide emergency first aid at work as per EFAW course content ( see C. below) (b) administer first aid to a casualty with: (i) injuries to bones, muscles and joints, including suspected spinal injuries; (ii) chest injuries; (iii) burns and scalds; (iv) eye injuries; (v) sudden poisoning; (vi) anaphylactic shock; (vii) recognise the presence of major illness and provide appropriate first aid. (including heart attack, stroke, epilepsy, asthma, diabetes). Duration of a First Aid at Work (FAW) course FAW courses should contain at least 18 contact hours, which include the final practical assessment. Contact hours refer to teaching and practical time, excluding lunch and breaks. The course is run over a minimum of three days. However, it is acceptable to run the course over a longer period, not exceeding ten weeks, where each session lasts at least two hours. Training courses for FAW should not be combined with FAW requalification courses. First Aid at Work (FAW) Requalification Course - usually run as a 2 day course Validation of students prior to commencement Administrative systems should be in place to ensure students are not accepted for requalification training unless they have a current and valid FAW certificate. This requirement is non-negotiable and pre-course information should make this requirement clear. Training providers should validate a student s FAW certificate before they start a requalification course. Content of a First Aid at Work (FAW) requalification course FAW requalification training should cover the topics of the full FAW course in sufficient detail to ensure students are competent on completion. Duration of a First Aid at Work (FAW) requalification course FAW requalification courses should contain at least 12 contact hours, which include the final assessment. Contact hours refer to teaching and practical time, excluding lunch and breaks. The course is run over a minimum of two days. However, it is acceptable to run the course over a longer period, not exceeding six weeks, where each session lasts at least two hours. Emergency First Aid at Work (EFAW) Course - usually run as a 1 day course Content of an emergency first aid at work (EFAW) course On completion of training, successful candidates should be able to: understand the role of the first aider including reference to: Page 23 of 26