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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 set out the arrangements by which {{org_field_name}} protects and promotes the occupational health, safety and wellbeing of people working at the service, while ensuring that all staff remain able to carry out their roles safely and effectively and that the health or wellbeing of staff does not compromise the safety, continuity or quality of care and support provided to individuals.

{{org_field_name}} will take all reasonably practicable steps to protect employees from risks to their physical and mental health arising from work and will identify, assess and control occupational health risks in accordance with health and safety legislation.

This policy supports compliance with:

• the Regulation and Inspection of Social Care (Wales) Act 2016;
• the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, including in particular Regulations 34, 35 and 36 concerning staffing, fitness of staff and the support and development of staff;
• the Health and Safety at Work etc. Act 1974;
• the Management of Health and Safety at Work Regulations 1999;
• the Equality Act 2010, including the duty to make reasonable adjustments for disabled employees and workers where applicable;
• the Control of Substances Hazardous to Health Regulations 2002, where employees may be exposed to substances hazardous to health, including relevant biological agents;
• the Data Protection Act 2018 and UK General Data Protection Regulation in relation to health, sickness absence and occupational health information; and
• other applicable occupational health and safety legislation relevant to the hazards and activities undertaken within the service.

In accordance with the requirements governing regulated care home services in Wales, {{org_field_name}} will ensure that people working at the service are fit to perform their roles. A person will not be regarded as unable to undertake a role solely because of a health condition or disability. Where applicable, reasonable adjustments will be identified and considered before determining whether the person is able, by reason of their health, to perform the tasks that are intrinsic to their work.

This policy aims to:

• protect employees from work-related risks to their physical and mental health;
• identify and manage work-related stress and other occupational health risks;
• ensure that staff fitness for work is assessed appropriately where there is a legitimate need to do so;
• make reasonable adjustments in accordance with the Equality Act 2010;
• support safe and appropriate return to work following sickness absence;
• provide health surveillance where this is required by risk assessment or applicable legislation;
• ensure that occupational health and employee health information is handled lawfully and confidentially; and
• maintain safe staffing and continuity of care where employee illness or absence affects staffing arrangements.

2. Scope

This policy applies to:

• All employees at {{org_field_name}}, including full-time, part-time, agency, and temporary staff.
• Line managers and HR personnel, responsible for implementing wellbeing initiatives.
• Volunteers and students working within the care home.
• Senior leadership, ensuring a culture of support, openness, and accountability.

This policy covers:

• Occupational health services and referrals.
• Mental and physical health support.
• Workplace wellbeing initiatives.
• Sickness absence and return-to-work procedures.
• Adjustments for employees with health conditions.

3. Occupational Health Support

3.1 Occupational Health Services

{{org_field_name}} will provide access to appropriate occupational health advice or assessment where this is necessary to protect an employee’s health and safety, determine their fitness to undertake the intrinsic requirements of their role, support their continued employment, consider reasonable adjustments or facilitate a safe return to work.

Occupational health support may include:

• assessment of the effect of a health condition on an employee’s ability to undertake their role safely;
• advice about temporary or permanent workplace adjustments;
• advice relating to rehabilitation, phased return to work or modification of duties;
• assessment following significant or recurrent work-related health concerns where this is appropriate;
• health surveillance where a risk assessment or applicable legislation identifies that health surveillance is required;
• advice following occupational exposure to biological, chemical or other hazardous agents; and
• advice concerning vaccination or immunisation where this forms part of the control measures identified through occupational risk assessment.

General health screening or health-promotion activities will not be treated as statutory health surveillance unless they meet the requirements of the relevant health and safety legislation.

Employees may raise an occupational health concern with their line manager or HR. {{org_field_name}} may also make an occupational health referral where there is a legitimate and proportionate need to obtain professional advice about an employee’s health in relation to their work. The purpose of the referral and the information being requested will be explained to the employee.

3.2 Fitness for Work and Reasonable Adjustments

{{org_field_name}} must ensure that any person working at the service is able, by reason of their health and after any reasonable adjustments have been made, to perform properly the tasks that are intrinsic to the work for which they are employed or engaged.

Where a health condition, impairment or disability may affect an employee’s ability to perform their role safely, {{org_field_name}} will consider the employee’s individual circumstances and the intrinsic requirements of the role. Where appropriate, advice may be sought from occupational health or another suitably qualified healthcare professional.

Before concluding that an employee is unable to perform the intrinsic requirements of their role because of their health, {{org_field_name}} will consider whether reasonable adjustments are required under the Equality Act 2010.

Reasonable adjustments may include, where reasonable and appropriate:

• adjustments to working hours or shift patterns;
• modification of particular duties;
• provision or adaptation of equipment;
• adjustments to the physical working environment;
• additional support or supervision;
• a temporary or phased return to work; or
• another reasonable adjustment identified following assessment.

Where, despite reasonable adjustments, there is evidence that an employee is unable safely to perform the intrinsic requirements of their role, {{org_field_name}} will take necessary and proportionate action in accordance with applicable employment law, health and safety requirements, CIW requirements and the organisation’s relevant employment procedures.

Any immediate risk to individuals receiving care and support, the employee or other persons will be addressed without delay.

3.3 Confidentiality and Occupational Health Information

Information concerning an employee’s physical or mental health is confidential health information and constitutes special category personal data.

{{org_field_name}} will ensure that occupational health reports, sickness information, medical information and health surveillance information are obtained, accessed, used, shared, retained and disposed of in accordance with the Data Protection Act 2018, UK GDPR and applicable confidentiality requirements.

Access to employee health information will be restricted to persons who have a legitimate need to receive it. Managers will normally be provided only with information that is necessary for employment and health and safety purposes, such as:

• whether the employee is fit for work;
• whether temporary or permanent adjustments should be considered;
• any functional limitations relevant to the employee’s role;
• whether a phased return or review is recommended; and
• any work-related restrictions or control measures that are required.

Detailed clinical information will not be routinely disclosed to managers unless there is a lawful basis for doing so and the disclosure is necessary and proportionate.

Where statutory health surveillance is undertaken, {{org_field_name}} will maintain the health surveillance records required by the relevant legislation for the applicable statutory retention period.

4. Promoting Employee Wellbeing

4.1 Mental Health and Emotional Wellbeing

To support mental wellbeing, {{org_field_name}} provides:

• Confidential counselling services through the Employee Assistance Programme (EAP).
• Mental health awareness training for all employees and managers.
• Regular one-to-one check-ins with line managers to discuss wellbeing.
• Access to external mental health resources, such as helplines and online support.
• Stress management workshops and resilience-building sessions.

4.2 Physical Wellbeing Initiatives

• Health and fitness programmes, including access to exercise and movement activities.
• Regular health checks to monitor blood pressure, cholesterol, and BMI.
• Promoting good nutrition, ensuring healthy food choices in staff areas.
• Workplace ergonomics assessments to prevent musculoskeletal disorders.

4.3 Social Wellbeing and Work-Life Balance

• Encouraging team-building activities and staff recognition schemes.
• Promoting flexible working arrangements, such as part-time shifts, job sharing, or hybrid work options.
• Organising staff social events to foster a positive work environment.

5. Managing Workplace Stress and Burnout

5.1 Identifying Workplace Stress

{{org_field_name}} recognises that work-related stress is a health and safety risk and will take reasonable steps to identify circumstances in which work demands, working arrangements or other workplace factors may create a risk to employees’ physical or mental health.

Signs that may indicate that an employee or team is experiencing excessive workplace pressure may include:

• increased sickness absence or lateness;
• emotional exhaustion or reduced motivation;
• changes in behaviour, including irritability or withdrawal;
• difficulty concentrating or making decisions;
• increased errors or accidents;
• deterioration in working relationships; or
• concerns raised during supervision, meetings or other staff feedback processes.

The presence of one or more of these indicators will not automatically be treated as evidence that an employee has a medical or mental health condition. Managers must respond sensitively and consider whether work-related factors require assessment or action.

5.2 Workplace Adjustments and Controls

Where work-related stress or another health concern is identified, {{org_field_name}} will consider appropriate measures to remove or reduce the identified risk.

Depending upon the circumstances, these may include:

• reviewing workload or work allocation;
• reviewing staffing arrangements;
• additional management or peer support;
• adjustments to shifts, working hours or breaks;
• clarification of duties, responsibilities or priorities;
• addressing workplace conflict, bullying, harassment or other inappropriate behaviour;
• temporary modification of duties;
• reasonable adjustments where required under the Equality Act 2010;
• occupational health advice where appropriate; or
• other measures identified through the relevant risk assessment.

Adjustments and control measures will be reviewed to establish whether they remain effective and appropriate.

5.3 Workplace Culture of Openness

{{org_field_name}} will promote a working environment in which employees can raise concerns about work-related pressure, health and wellbeing without inappropriate stigma, bullying, harassment or victimisation.

Managers must take concerns seriously and address any identified workplace health and safety risk through the appropriate management and risk-assessment processes.

Employees will not be subjected to unlawful discrimination because of disability or another protected characteristic.

5.4 Work-Related Stress Risk Assessment

{{org_field_name}} will assess risks to employees arising from work-related stress as part of its arrangements for managing occupational health and safety.

The assessment will consider relevant workplace factors, including where appropriate:

• workload and work demands;
• working hours and shift patterns;
• the level of control employees have over their work;
• management and colleague support;
• workplace relationships, including bullying and conflict;
• clarity of roles and responsibilities;
• organisational change; and
• any other factor identified as creating a foreseeable risk of stress-related ill health.

Where a significant risk is identified, {{org_field_name}} will implement reasonably practicable measures to eliminate the risk or, where elimination is not reasonably practicable, reduce and control it.

Where required by law, significant findings of the risk assessment and the measures required to control the risk will be recorded. Risk assessments will be reviewed following significant changes, where there is reason to believe that an assessment is no longer valid, or where information indicates that existing controls may not be effective.

6. Managing Sickness Absence and Return to Work

6.1 Reporting Sickness Absence

Employees who are unable to attend work because of illness or injury must notify their line manager in accordance with {{org_field_name}}’s sickness absence reporting procedure and within the notification timescale specified by the organisation.

For sickness absence lasting seven calendar days or less, employees may self-certify their absence in accordance with applicable statutory requirements and organisational procedures.

Where sickness absence continues for more than seven consecutive calendar days, including weekends and bank holidays, the employee may be required to provide an appropriate statement of fitness for work, commonly known as a fit note, issued by an authorised healthcare professional.

A valid fit note may be issued by an authorised:

• doctor;
• registered nurse;
• occupational therapist;
• pharmacist; or
• physiotherapist.

Where a fit note states that an employee “may be fit for work”, {{org_field_name}} will discuss the advice with the employee and consider whether appropriate changes or adjustments could enable a safe return to work. Where suitable arrangements cannot be agreed or implemented, the employee will be treated as not fit for work for the period covered by the fit note.

Where sickness absence may be associated with work-related stress, injury, exposure or another workplace health risk, the manager will consider whether a workplace risk assessment or existing risk assessment requires review and whether further control measures are necessary.

An occupational health referral may be made where it is necessary and proportionate to obtain professional advice about fitness for work, workplace adjustments, recurrent or long-term absence, rehabilitation or a safe return to work.

Line managers will conduct an appropriate return-to-work discussion following sickness absence in accordance with the organisation’s sickness absence procedures.

6.2 Return-to-Work Support

For employees returning from long-term sickness, {{org_field_name}} will:

• Conduct a risk assessment to ensure safe return to work.
• Offer phased return options, such as reduced hours or lighter duties.
• Provide ongoing wellbeing support through occupational health and HR.

6.3 Managing Chronic Health Conditions

Employees with chronic health conditions (e.g., diabetes, arthritis, or mental health conditions) will be offered:

• Reasonable workplace adjustments, in line with the Equality Act 2010.
• Flexible working arrangements, where feasible.
• Access to assistive technology or mobility support if required.

7. Health and Safety in the Workplace

7.1 Workplace Risk Assessments

• Regular risk assessments are conducted to identify and mitigate occupational health risks.
• Manual handling training is provided to prevent musculoskeletal injuries.
• Infection prevention measures, including vaccinations and PPE, are in place.

7.2 Health Surveillance for Occupational Health Risks

{{org_field_name}} will provide health surveillance where a risk assessment and the applicable health and safety legislation identify that health surveillance is required.

The need for health surveillance will be determined by the nature of the occupational exposure and the relevant statutory requirements and will not be based solely upon an employee’s job title.

Health surveillance may be required where employees are exposed to occupational hazards for which:

• there is an identifiable disease or adverse health effect associated with the exposure;
• there is a reasonable likelihood that the disease or adverse health effect may occur under the particular working conditions;
• valid techniques are available for detecting signs of the disease or adverse health effect; and
• the relevant statutory requirements or risk assessment require ongoing health surveillance.

This may include, where relevant to the activities undertaken within the service, exposure to:

• hazardous substances;
• biological agents;
• substances capable of causing occupational dermatitis or occupational asthma; or
• other occupational hazards for which statutory health surveillance is required.

Health surveillance will not replace measures required to eliminate or adequately control exposure. It will form part of the overall system of risk management.

Where health surveillance identifies an adverse finding that may be associated with workplace exposure, {{org_field_name}} will take appropriate action, which may include reviewing the relevant risk assessment and control measures, obtaining competent occupational health advice and considering whether other employees who may have been similarly exposed require assessment.

Health surveillance records will be maintained securely and for the period required by the relevant legislation. Medical records held by an occupational health professional will remain subject to appropriate medical confidentiality arrangements.

8. Employee Rights and Responsibilities

8.1 Employee Responsibilities

Employees are encouraged to:

• Prioritise their health and wellbeing.
• Engage in wellbeing initiatives.
• Report workplace stress or concerns to their manager.
• Seek support from occupational health when needed.

8.2 Employer Responsibilities

{{org_field_name}} will:

• ensure, so far as is reasonably practicable, the health, safety and welfare at work of its employees;
• assess occupational health and safety risks, including foreseeable risks to employees’ mental health arising from work-related stress, and implement appropriate control measures;
• ensure that persons working at the service are able, by reason of their health and after reasonable adjustments have been made where required, to perform properly the tasks that are intrinsic to their work;
• make reasonable adjustments for disabled employees where the Equality Act 2010 requires this;
• take necessary and proportionate action where a person working at the service no longer meets the applicable fitness requirements, having regard to reasonable adjustments and the safety and wellbeing of individuals receiving care and support;
• ensure that sickness or other staff absence does not result in unsafe staffing arrangements and that sufficient suitably qualified, trained, skilled, competent and experienced staff remain deployed to meet individuals’ assessed needs;
• provide appropriate occupational health advice or referral where this is necessary and proportionate;
• provide health surveillance where required by risk assessment or applicable legislation;
• maintain required statutory health surveillance records;
• ensure that employee health and occupational health information is processed confidentially and lawfully;
• provide appropriate information, instruction, training and supervision in relation to occupational health risks relevant to employees’ roles; and
• review occupational health arrangements when risk assessments, incidents, staff health information, changes to the service or changes in legislation indicate that further action is required.

9. Related Policies

This policy should be read alongside:

• Mental Health and Wellbeing at Work Policy​.
• Health and Safety at Work Policy​.
• Staff Supervision, Training, and Development Policy​.
• Whistleblowing (Speaking Up) Policy​.

10. Policy Review

This policy will be reviewed annually or sooner if required, based on staff feedback, legal updates, and CIW requirements.

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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.