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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Vaccination Policy

1. Purpose

The purpose of this policy is to establish a clear framework for managing staff vaccinations at {{org_field_name}}, ensuring compliance with Care Inspectorate Wales (CIW) regulations and best practices in infection prevention and control. Vaccination is a key measure in protecting staff, service users, and the wider community from vaccine-preventable diseases.

This policy ensures that:

• All staff are aware of the importance of vaccinations in protecting themselves and service users.
• Clear procedures are in place for recording, monitoring, and supporting staff vaccinations.
• Staff receive appropriate guidance, education, and support regarding vaccinations.
• Infection prevention measures are aligned with Welsh Government and CIW guidelines.

This policy aligns with:

• The Regulation and Inspection of Social Care (Wales) Act 2016.
• The Health and Safety at Work Act 1974, ensuring a safe working environment.
• The Control of Substances Hazardous to Health (COSHH) Regulations 2002, reducing exposure to infectious diseases.
• Public Health Wales guidance on infection control in health and social care settings.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including care staff, management, and administrative personnel.
• Agency and temporary staff working within the organisation.
• Volunteers and contractors who have direct contact with service users.

It covers:

• Recommended vaccinations for staff.
• Record-keeping and monitoring of vaccinations.
• Procedures for supporting staff with vaccinations.
• Managing vaccination refusal or exemption.

3. Policy Statement

{{org_field_name}} is committed to maintaining a safe and healthy workplace by encouraging and facilitating staff vaccinations. Vaccination helps prevent the spread of infectious diseases, protecting both staff and vulnerable service users.

We will:

• Encourage and facilitate vaccinations for all staff where required.
• Provide up-to-date information and guidance on recommended vaccines.
• Respect personal choices while ensuring risk management for service users.
• Maintain accurate vaccination records in compliance with data protection laws.
• Support staff with exemptions through alternative infection control measures.

4. Managing Staff Vaccinations Efficiently

4.1. Recommended Vaccinations for Staff

To protect both staff and service users, {{org_field_name}} follows Public Health Wales guidance on staff vaccinations. The following vaccines are strongly recommended for all care staff:

• COVID-19 vaccine – To reduce transmission and severity of illness.
• Flu vaccine (annual) – To prevent seasonal influenza outbreaks.
• Hepatitis B – Recommended for staff with exposure to bodily fluids.
• Measles, Mumps, and Rubella (MMR) – Ensuring immunity in those who missed childhood vaccinations.
• Tetanus, Diphtheria, and Polio – Required for general protection against these infections.
• Chickenpox (Varicella) – For staff who have not had chickenpox and work with vulnerable individuals.

For staff working with specific vulnerable groups, additional vaccinations (e.g., TB, whooping cough) may be recommended following risk assessment.

4.2. Vaccination Record-Keeping and Monitoring

To ensure effective vaccination management, {{org_field_name}} will:

• Maintain secure vaccination records for all staff in line with GDPR and data protection regulations.
• Conduct annual reviews of vaccination records, ensuring compliance with recommended immunisation schedules.
• Request evidence of vaccination status during recruitment and induction.
• Regularly update staff on changes in vaccination recommendations.

Vaccination records will be stored confidentially and accessed only by authorised personnel.

4.3. Encouraging and Facilitating Staff Vaccinations

To promote high vaccination uptake, {{org_field_name}} will:

• Provide staff with accurate information on the benefits and safety of vaccinations.
• Offer on-site vaccination clinics where possible, or facilitate off-site vaccinations through local healthcare providers.
• Allow reasonable paid time off for staff to attend vaccination appointments.
• Reimburse vaccination costs if not provided free by the NHS.

A proactive vaccination awareness campaign will be conducted annually to encourage staff participation.

4.4. Managing Vaccination Refusal or Exemption

While vaccination is strongly encouraged, we recognise that some staff may:

• Have medical exemptions (e.g., allergies, immunocompromised conditions).
• Have religious or personal beliefs that prevent vaccination.

Where staff decline vaccinations, the following steps will be taken:

• A risk assessment will be conducted to determine potential impact on service users and colleagues.
• Alternative infection control measures will be implemented, such as:
  • Increased use of PPE (masks, gloves, aprons).
  • Regular COVID-19 or flu testing during outbreaks.
  • Temporary redeployment where risk to service users is high.

Staff declining vaccinations may be required to sign a vaccination refusal form, acknowledging the risks and alternative precautions in place.

4.5. Infection Control Measures for Non-Vaccinated Staff

For staff who are not vaccinated, {{org_field_name}} will ensure additional safety measures, including:

• Enhanced hygiene protocols (e.g., frequent handwashing and use of sanitiser).
• Increased use of PPE, particularly in high-risk situations.
• More frequent testing, especially during flu season or outbreaks.
• Assignment to lower-risk duties, where appropriate.

These measures help balance staff rights with service user protection.

4.6. Staff Training and Awareness

All staff will receive mandatory training on:

• The importance of vaccinations in care settings.
• How vaccines work and their role in preventing outbreaks.
• Addressing common concerns and misinformation.
• Infection control measures for unvaccinated staff.

Training will be provided at induction and refreshed annually.

4.7. Reporting and Managing Outbreaks

In the event of an infectious disease outbreak, {{org_field_name}} will:

• Identify and isolate affected individuals as per Public Health Wales guidance.
• Inform all staff and service users of necessary precautions.
• Implement emergency vaccination campaigns, if necessary.
• Report cases to local health protection teams, where required.

A business continuity plan will ensure care services remain operational while managing infection risks.

5. Related Policies

This policy aligns with and should be read alongside the following:

• Infection Prevention and Control Policy (DCW17) – Covers wider infection control strategies.
• Health and Safety at Work Policy (DCW16) – Ensures workplace safety for staff and service users.
• Confidentiality and Data Protection Policy (DCW34) – Governs secure handling of vaccination records.
• Emergency and Business Continuity Plan (DCW19) – Outlines procedures during infectious disease outbreaks.

6. Policy Review

This policy will be reviewed annually or sooner if required due to:

• Changes in government guidance or CIW regulations.
• Emerging infectious disease threats.
• Feedback from staff and healthcare professionals.

All updates will be communicated to employees, and additional training will be provided where necessary.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.