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HCS25-Health and Safety at Work Policy

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Registration Number: {{org_field_registration_no}}

Health and Safety at Work Policy

1. Purpose

At {{org_field_name}}, we are committed to protecting the health, safety, and wellbeing of everyone connected to our service. This includes the people we support, our staff, contractors, visitors, and members of the public. The purpose of this policy is to set out our legal, professional, and ethical approach to maintaining a safe and healthy working environment across all aspects of care delivery. This is particularly crucial in a domiciliary care setting where risks are not confined to a single controlled environment, but are spread across multiple individual homes and community settings.

By setting clear responsibilities, embedding a proactive safety culture, and regularly reviewing how we work, we ensure that health and safety is not only a legal obligation, but a fundamental part of delivering safe, effective, person-centred care. We fully adhere to the Health and Safety at Work etc. Act 1974, the Health and Social Care Standards, and all relevant Care Inspectorate guidance.

2. Scope

This policy applies to every staff member working for {{org_field_name}}, regardless of role or contract type. It includes those working in people’s homes, administrative staff based in our offices, relief workers, and agency staff. It also extends to contractors and any third-party individuals entering our service premises or interacting with the people we support under our care. The policy applies to all locations and situations where our care is delivered, including private homes, shared accommodations, or during outings in the community.

Every member of staff, from leadership to frontline support, has a personal and professional responsibility to uphold high standards of health and safety and to contribute to a safe working environment.

3. Related Policies

Our approach to health and safety is supported by and should be read alongside a range of internal policies, including but not limited to: our Lone Working Policy, Incident and Accident Reporting Policy, Infection Prevention and Control Policy, Safeguarding Policy, Risk Assessment and Positive Risk-Taking Policy, Business Continuity Plan, Fire Safety Policy, and the Staff Supervision and Training Policy.

These related documents help us ensure that our approach to safety is consistent, embedded, and clearly understood across the organisation.

4. Statement of Intent

{{org_field_name}} recognises its duty under the Health and Safety at Work etc. Act 1974 and related legislation to ensure, so far as is reasonably practicable, the health, safety, and welfare of all employees and others who may be affected by our operations.

We believe that a proactive, well-resourced, and people-centred approach to health and safety not only meets regulatory obligations but also supports good outcomes for people we support. This includes minimising the risk of injury, infection, abuse, stress, or environmental harm for both staff and those receiving care.

To that end, we commit to:

We aim to ensure that our workplace practices are not only safe but promote dignity, comfort, and trust at all times.

5. Legal and Regulatory Framework

Our health and safety systems are based on the following legislation, standards and regulatory guidance (as amended from time to time):

6. How We Manage Health and Safety at {{org_field_name}}

6.1 Organisational Responsibilities

The overall responsibility for health and safety compliance rests with the Registered Manager, who ensures that effective systems are in place, policies are reviewed, and risk is managed in line with the law and best practice. Day-to-day oversight may be delegated to a nominated Health and Safety Lead, who coordinates audits, responds to incidents, and liaises with external agencies as required.

Each team member is expected to work safely and report any concerns, accidents, or near misses immediately. We make it clear during induction and in staff handbooks that health and safety is a shared responsibility, not just the role of management.

6.2 Risk Assessment and Safe Systems of Work

Risk assessments are a cornerstone of our health and safety approach. All people we support have individual risk assessments relating to their environment, physical and mental health needs, mobility, nutrition, medication, infection control, and more. These are completed during the initial care planning process and are updated regularly, or whenever a change occurs in their health, environment, or support arrangements.

We also conduct risk assessments for specific staff activities such as lone working, moving and handling, and travel between visits. Risk assessments are not generic—they are tailored, reviewed frequently, and used as live tools to guide how we support both staff and the people they care for.

6.3 Staff Training and Competence

Training is a key element of maintaining high health and safety standards. Every staff member receives comprehensive health and safety training as part of their induction. This includes instruction in manual handling, infection control, fire safety, safe medication administration, and emergency procedures.

Further training is offered regularly and in response to any changes in risk or learning from incidents. For example, following an outbreak of an infectious disease, additional infection control training may be delivered. Managers ensure that staff only carry out duties they are trained and deemed competent to perform.

In supervisions and appraisals, we reflect on health and safety practice and identify any development needs. This ensures that our team remains up to date, confident, and capable of working safely.

6.4 Infection Prevention and Control

Infection control is particularly important in home care, where we move between environments and support people who may be vulnerable to infection. All staff are trained in Standard Infection Control Precautions (SICPs) and are required to follow best practice in hand hygiene, use of PPE, waste disposal, and surface cleaning.

Our infection prevention and control procedures are aligned to the NHSScotlan(NIPCM) and any current Public Health Scotland updates; where national guidance changes, our IPC procedures, training and audits are updated without delay.

Where an outbreak occurs or a person we support has a known infection risk, we work closely with local health protection teams to implement appropriate measures. Our Infection Control Lead, {{org_field_infection_control_lead_name}}, ensures staff are updated with the latest guidance and resources from Public Health Scotland.

6.5 Incident Reporting and Investigation

We operate a transparent and supportive system for reporting and investigating incidents, accidents, near misses and serious events. All events, whether minor or serious, are logged using our internal reporting system and reviewed promptly by the Registered Manager (or delegated Health and Safety Lead).

Notifications are made in line with the Care Inspectorate’s current adult services guidance on records and notifications, including timescales and categories for notification. From 7 April 2025, we use the Care Inspectorate eForm category “protection concern about a person using a service” (previously “allegation of abuse”) and follow Care Inspectorate instructions on submission/management of any in-progress notifications during the transition period.

Where required, we also notify other relevant bodies (for example commissioning/local auth and under RIDDOR the Health and Safety Executive).

Where an incident meets the threshold for the organisational Duty of Candour, we follow the Duty of Candour Procedure (Scotland) Regulations 2018, including: notifying the person affected, offering an apology, providing a written account of the incident and outcomes of the review, and keeping the required Duty of Candour records and annual reporting arrangements

Following each incident, we conduct a thorough investigation to identify root causes, take corrective action, and feed any lessons learned into our quality improvement processes. We involve staff in this process and update risk assessments and personal plans where applicable.

6.6 Lone Working and Personal Safety

Our staff often work alone in people’s homes, which introduces specific risks. To manage these risks, we have clear lone working procedures in place. This includes pre-assessment of home environments, regular check-ins, on-call support through {{out_of_hours}}, and clear expectations for personal safety. Staff are not required to enter any property or deliver any care if they feel unsafe or if a known risk has escalated.

We also provide training on de-escalation, recognising risk behaviours, and managing unpredictable environments with confidence and professionalism.

6.7 Fire and Premises Safety

Although care is primarily delivered in people’s own homes, we maintain our own office premises and are responsible for ensuring it is safe for staff and visitors. Fire safety risk assessments are conducted annually and reviewed following any significant change. Fire drills are conducted periodically, and fire extinguishers and alarms are tested in accordance with regulations. Our Fire Safety Lead is {{org_field_the_fire_safety_lead_name}}, and the appointed Fire Warden is {{org_field_the_fire_warden_name}}.

We support the people we care for to understand fire safety in their own homes, and we share concerns with families and landlords where hazards are identified.

6.8 Staff Consultation and Involvement

We consult with staff on matters that affect their health, safety and welfare, in line with the Health and Safety (Consultation with Employees) Regulations 1996 (and, where applicable, the Safety Representatives and Safety Committees Regulations 1977).

Consultation includes, but is not limited to: changes to risk assessments and safe systems of work; introduction of new equipment or substances; PPE requirements; infection prevention and control changes; learning from incidents/near misses; and wellbeing risks such as stress and fatigue.

Staff can raise concerns at any time and will be supported to do so without fear of blame or disadvantage. Actions and learning points are communicated back to staff through team meetings, supervision, bulletins and training updates.

6.9 Personal Protective Equipment (PPE)

We provide and maintain suitable PPE based on risk assessment and current infection prevention and control guidance, and ensure it is available to staff before care is delivered. This includes “workers” as well as employees, in line with the Personal Protective Equipment at Work Regulations 1992 as amended in 2022.

Staff receive instruction and training on correct selection, fitting, use, safe disposal and reporting of defects or supply concerns. Where PPE is required but cannot be used safely or correctly (for example due to fit issues, damage, or lack of supply), staff must escalate immediately and managers will implement alternative risk controls or pause the task until it is safe.

7. Culture of Responsibility

At {{org_field_name}}, we strive to build a culture where safety is seen not as a checklist, but as a core value. We encourage open discussion, shared responsibility, and reflective practice to ensure that staff and service users alike feel safe, supported, and heard. We avoid blame and instead focus on learning, adapting, and improving in all that we do.

8. Policy Review

This policy is reviewed on an annual basis, or sooner if:

Our review process is informed by the Care Inspectorate Quality framework for support services (care at home) and includes self-evaluation and improvement actions where audits, feedback or inspection findings identify risk.

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.

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