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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Occupational Health and Employee Wellbeing Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a safe, healthy, and supportive working environment for all employees. Occupational health and employee wellbeing are critical to ensuring high-quality care, reducing staff absence, and improving morale and retention.

This policy ensures that:

• Employees receive proactive occupational health support to prevent work-related illness or injury.
• Mental and physical wellbeing is prioritised through workplace adjustments and well-being programmes.
• Health risks are identified and managed early, ensuring a safe working environment.
• CQC, employment law, and health & safety regulations are adhered to, preventing compliance breaches.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, agency, and voluntary workers.
• Management teams, responsible for implementing and monitoring health and well-being initiatives.
• Occupational health providers and external specialists, where additional support is required.
• People we support, ensuring they receive care from fit and healthy staff.

3. Legal and Regulatory Compliance

This policy aligns with:

CQC Regulations (Health and Social Care Act 2008, Regulated Activities Regulations 2014)

• Regulation 12 (Safe Care and Treatment) – Ensures that staff well-being does not compromise service user care​.
• Regulation 18 (Staffing) – Ensures that staff are fit, trained, and supported in their roles​.
• Regulation 17 (Good Governance) – Requires policies to ensure staff well-being and effective workforce management​.
• Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment) – Protects staff and people we support from harm due to work-related stress or unfit employees​.

Other Relevant Laws and Regulations

• Health and Safety at Work Act 1974 – Employers must protect staff from occupational risks.
• Management of Health and Safety at Work Regulations 1999 – Requires risk assessments for staff health and well-being.
• Equality Act 2010 – Ensures that employees with disabilities or long-term health conditions receive reasonable adjustments.
• The General Data Protection Regulation (GDPR) & Data Protection Act 2018 – Protects employee health records and medical data.
• Working Time Regulations 1998 – Ensures employees have adequate rest breaks and working hours.

4. Occupational Health Management

4.1. Pre-Employment Health Screening

To ensure new employees are fit for their role, all job applicants must:

• Complete a health declaration form as part of pre-employment checks.
• Undergo an occupational health assessment, where required, particularly for roles involving:
  • Manual handling and physical tasks.
  • Infection control and exposure to hazardous substances.
  • Mental health support roles where emotional resilience is essential.
• Provide immunisation records, ensuring vaccinations are up to date (e.g., Hepatitis B, MMR, TB for high-risk roles).
• Receive fit-to-work certification before commencing duties.

If a candidate declines health screening, employment may be reviewed based on risk assessments.

4.2. Workplace Health Risk Assessments

• Risk assessments must be conducted annually or when:
  • An employee experiences work-related illness or injury.
  • New equipment or tasks are introduced.
  • A pregnancy, disability, or medical condition requires adjustments.
• Assessments include:
  • Manual handling risks for staff assisting people we support.
  • Infection control risks, ensuring protection against contagious diseases.
  • Stress risk assessments, identifying workload concerns.

4.3. Managing Work-Related Illness and Injury

{{org_field_name}} provides support to employees experiencing work-related health conditions by:

• Offering occupational health referrals for professional assessments.
• Ensuring reasonable adjustments, such as:
  • Reduced hours or phased return-to-work plans.
  • Modified duties to accommodate health conditions.
  • Ergonomic adjustments, including seating and assistive devices.
• Providing counselling and mental health support where required.

4.4. Infection Prevention and Control (Including COVID-19 and Other Diseases)

To reduce infection risks, staff must adhere to:

• Annual flu vaccination programmes, especially for frontline care staff.
• COVID-19 and respiratory infection prevention, including routine testing and PPE use.
• Strict hand hygiene and personal protective equipment (PPE) protocols.

If a staff member tests positive for a contagious illness, they must:

• Report to their manager immediately and follow self-isolation guidance.
• Provide a fit-to-work note before returning after a serious illness.

5. Employee Wellbeing and Mental Health Support

5.1. Promoting a Positive Workplace Culture

To maintain a supportive and positive work environment, {{org_field_name}}:

• Encourages open discussions about mental health without stigma.
• Provides stress management workshops and mental well-being sessions.
• Ensures staff feel respected, valued, and recognised.

5.2. Identifying and Managing Workplace Stress

Managers must:

• Conduct regular one-to-one meetings to assess well-being.
• Identify early warning signs of stress or burnout, such as:
  • Frequent absences or lateness.
  • Sudden changes in work performance or mood.
  • Withdrawal from colleagues or emotional distress.
• Offer referrals to mental health support services when needed.

5.3. Mental Health Support Services Available

{{org_field_name}} provides access to:

• Employee Assistance Programmes (EAPs), offering confidential counselling.
• Occupational health professionals, who assess mental health risks.
• Mental health first aiders, trained to support staff in distress.
• Flexible working arrangements, supporting those experiencing mental health concerns.

5.4. Work-Life Balance and Wellbeing Initiatives

• Staff are encouraged to use annual leave fully to prevent burnout.
• Flexible working options are provided where possible.
• Break rooms and quiet spaces are available for mental relaxation.
• Team-building and social activities are promoted to enhance staff morale.

6. Managing Absences and Returning to Work

6.1. Sickness Absence Management

• Staff must report illness-related absences as soon as possible.
• Absences of more than 7 days require a fit note from a GP.
• Return-to-work meetings are held to:
  • Discuss support needs.
  • Identify work adjustments if required.
  • Prevent future absences where possible.

6.2. Return-to-Work Plans

Employees returning from long-term illness may receive:

• Phased return schedules, gradually increasing working hours.
• Alternative duties, avoiding tasks that aggravate health conditions.
• Regular reviews, ensuring well-being is maintained.

7. Monitoring and Compliance

To ensure compliance with this policy and maintain a safe and supportive workplace, {{org_field_name}} will:

• Conduct regular occupational health audits to assess the effectiveness of health screening, workplace adjustments, and well-being initiatives.
• Monitor sickness absence trends to identify patterns and address work-related stress or health risks proactively.
• Review stress risk assessments and workplace adaptations annually or whenever significant changes occur.
• Ensure all managers receive training on handling mental health concerns, supporting well-being, and implementing workplace adjustments.
• Collect feedback from employees through well-being surveys and staff forums to identify areas for improvement.
• Ensure CQC compliance by maintaining detailed records of occupational health interventions, risk assessments, and employee support services.

8. Related Policies

This policy should be read in conjunction with:

• CH18 – Risk Management and Assessment Policy​.
• CH27 – Staff Supervision, Training, and Development Policy​.
• CH28 – Staff Conduct and Code of Ethics Policy​.
• CH34 – Confidentiality and Data Protection (GDPR) Policy​.
• CH16 – Health and Safety at Work Policy​.
• CH17 – Infection Prevention and Control Policy​.

9. Policy Review

This policy will be reviewed annually or sooner if legislative updates, CQC regulations, or operational needs require amendments. Any changes will be communicated to all staff through appropriate training and internal notices.

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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.