CH141-Staff Vaccination Policy

Registration Number: {{org_field_registration_no}}

Staff Vaccination Policy

1. Purpose

The purpose of this policy is to establish clear guidelines for managing staff vaccinations within {{org_field_name}}. It is our duty to ensure that everyone who receives care and treatment from us is protected, as far as reasonably practicable, from the risk of infection. Vaccination is a key preventative measure, especially for individuals receiving personal and clinical care who may be immunocompromised or at higher risk of severe outcomes from infections. This policy ensures we are compliant with CQC regulations, upholding high standards of health and safety and maintaining a workforce that is protected, informed, and responsible.

2. Scope

This policy applies to all staff who work for or represent {{org_field_name}}, including:

Permanent employees (full-time and part-time)
Temporary, agency and bank staff
Contractors and external professionals
Volunteers and placement students

The policy particularly concerns those involved in direct care, cleaning, food preparation, or who have regular contact with people we support. All staff are expected to follow the policy and raise any concerns or medical exemptions with their line manager or the HR team.

3. Related Policies

This policy is closely linked with several other policies within our framework, including:

CH02 – Fit and Proper Persons: Employed Staff Policy: Ensures that staff employed are suitable and safe for care delivery.
CH11 – Safe Care and Treatment Policy: Emphasises the prevention and control of infections as part of safe care practices.
CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy: Supports infection control measures to protect vulnerable individuals.
CH17 – Infection Prevention and Control Policy: Offers further procedures and detailed infection control protocols.
CH27 – Staff Supervision, Training, and Development Policy: Outlines training responsibilities, including education on vaccines.
CH30 – Equality, Diversity and Inclusion Policy: Ensures decisions regarding vaccination are free from discrimination.

4. Policy Statement

{{org_field_name}} is committed to maintaining a healthy and safe environment. Vaccination plays a critical role in reducing the risk of communicable diseases in care settings. We promote and support the uptake of recommended vaccinations by staff, including but not limited to:

Annual flu vaccine
COVID-19 vaccinations and boosters
Hepatitis B for clinical staff
MMR (Measles, Mumps and Rubella)
Varicella (Chickenpox), where immunity is not confirmed
Tetanus, Diphtheria and Polio

Where vaccines are recommended by public health authorities (e.g. UKHSA, NHS England), we support uptake through education, access facilitation, and reasonable adjustments.

5. Implementation and Management

5.1 Promotion and Education

We provide information on vaccines during induction, team meetings, supervision, and annual refresher training. All materials are in accessible formats, and staff are encouraged to discuss concerns with our Infection Control Lead or line manager. We aim to counter misinformation and ensure staff understand the benefits of vaccination not only for themselves but for the people we support.

5.2 Consent and Confidentiality

In accordance with Regulation 11 and the Mental Capacity Act 2005, consent for vaccination is always obtained. Staff have the right to decline a vaccine and must not be coerced. However, they must be aware that refusal may necessitate additional risk management measures. Vaccination status is confidential and stored securely in the personnel file under the control of HR, in line with CH34 – Confidentiality and Data Protection Policy.

5.3 Record Keeping

Vaccination status will be requested during onboarding and reviewed annually. Staff are required to provide proof of vaccination or confirmation of exemption. The HR department will maintain a secure vaccination log, which will be used to plan care safely and respond to public health needs.

5.4 Risk Assessment and Adjustments

For staff who are not vaccinated, and in situations of high-risk (e.g. outbreaks), {{org_field_name}} will conduct a risk assessment. This may result in the implementation of reasonable adjustments including:

Use of enhanced PPE
Adjusted work duties to reduce exposure
Limiting access to certain high-risk areas
Temporary redeployment

The aim is always to protect the individual, colleagues, and people we support without discrimination.

5.5 Access and Support

{{org_field_name}} will facilitate vaccine access by:

Liaising with local vaccination hubs or GP practices
Offering in-house vaccine clinics where feasible
Authorising paid time off to attend appointments
Providing transport or reimbursing travel costs where necessary

Staff will be signposted to reliable health information sources and supported in making informed decisions.

5.6 Monitoring Compliance

The Registered Manager, {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}, is responsible for monitoring compliance with this policy. Routine internal audits will check vaccine records, staff awareness, and implementation practices. Any gaps identified will be addressed promptly and form part of our continuous improvement plans.

6. Responsibilities

All Staff: Must engage in vaccination programmes, report status, and seek medical advice where unsure. Must participate in risk assessments when needed.
Registered Manager: Oversees vaccination programme and ensures compliance with regulation and policy.
Infection Control Lead ({{org_field_infection_control_lead_name}}): Provides ongoing education and clinical guidance on vaccinations.
HR Department: Maintains secure records, monitors exemptions, and ensures data protection compliance.
Line Managers: Facilitate access to vaccinations, conduct risk assessments and support staff through the process.

7. Equality and Non-Discrimination

Vaccination status must never be a basis for discrimination. Where concerns exist, they must be addressed sensitively and confidentially. Reasonable adjustments will always be explored, and any decisions will be proportionate and lawful under the Equality Act 2010 and CH30 – Equality, Diversity, and Inclusion Policy.

8. Policy Review

This policy will be reviewed annually or immediately if:

New vaccination guidance is released by the Department of Health or NHS England
There is an outbreak or public health concern requiring policy revision
A significant change occurs in our organisational structure or delivery model

The review will be conducted by the Registered Manager in collaboration with the Infection Control Lead and senior management team.

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}}
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