Risk assessment checklist Definition – Social distancing aims, through a variety of means, to decrease or interrupt the spread of COVID-19. It does this by minimising contact between potentially infected individuals and healthy individuals. Social distancing is keeping a 2 metre (6 feet) space between you and other people. You should not shake hands or make close contact where possible
Section 1 Is there current capacity in the workplace to comply with the social distancing requirements i.e. Keeping a space of 2 metres (6 feet) between employees? If, No, consider the following: Introduction of flexible shifts, staggered shifts, extended opening hours, weekend working Redeploying staff to other appropriate buildings in the vicinity where such capacity exists Alternate staff to work between base and home Workplace Environment Controls
Section 2 As far as is reasonably practicable, are all internal building doors left open to avoid the risk of potential contamination? Yes except where it is necessary for private consultation or wash rooms
Section 3 Is there a documented cleaning schedule in place for each work location? cleaning schedule . Clean all hard surfaces, IT equipment , phones first thing in the morning lunch time and at close of business or if another person uses the station. Bins should also be emptied and PPE should be double bagged in a separate bin.
Section 4 Have all unnecessary items been removed from the work area to include: spare /extra chairs, storage boxes or any items which could contribute to the risk of contamination? all items of unnecessary use have been removed eg show cards, display cords, cases etc to reduce of contamination risk
Section 5 Has consideration been given to additional partitioning /protective perspex screening between workstations and at reception areas where appropriate? new screens have been installed where space allows and should be wiped down as schedule 3
Section 6 Are there appropriate hand washing facilities available? all desks have hand sanitation available for staff to use and staff are advised to wash their hands with soap and water as per government guidelines on entering the building in the morning and after using the wash rooms and periodically throughout the working day. Paper towels are to used to dry hands only
Section 7 Are there adequate supplies of hand washing materials e.g. liquid soap, disposable paper towels etc. (alcohol hand rub can be used if hands are not visibly dirty)? see section 6
Section 8 Is there an adequate number of waste bins? all work stations have a waste bin for general and a waste bin is available for PPE. These should be emptied at lunch time and at the close of day or any other time that they are full and the clinical waste PPE should be double bagged to prevent infection
Section 9 Has appropriate COVID 19 signage been prominently displayed throughout the work location? All entrances have covid 19 signage and this is also displayed around the practice
Section 10 Has access to work locations been restricted to rostered personnel only as far as is reasonably practicable? All staff have been allocated their own respective work station with instructions to clean properly if they have to use another work station during their line of work.
Section 11 Has consideration been given to floor markings to demonstrate minimum distancing between staff and others to encourage social distancing? Taped areas to high light restricted areas and prevent free movement
Section 12 Are work / rest breaks staggered in order to maintain social distancing requirements? Allocated times for staff to take breaks to minimize contact time in social areas.
Section 13 Are meetings to include internal office meetings held via teleconference to ensure compliance with social distancing requirements? Use of zoom or team to communicate staff meeting between practices
Section 14 Is the use of communal areas (meeting rooms) restricted to ensure social distancing is maintained? Yes allocated times only and strict social distancing rules apply
Section 15 Are staff aware of respiratory hygiene and cough etiquette? All staff have had training on this and are reminded of the need for good hygiene on a regular basis
Section 16 Do staff adhere to respiratory hygiene and cough etiquette? as section 15
Section 17 Are staff familiar with hand washing technique/ guidelines as per HSELanD Hand Hygiene eLearning programe ? Posters are displayed in wash rooms showing good hand washing hygiene
Section 18 Are all drinking receptacles thoroughly washed and cleaned between each use? All staff have been given their own cup and have been advised to wash it with hot soapy water between refills
Section 19 Are all potable water outlets cleaned and sanitised on a regular basis? Not applicable
Section 20 Are waste bins emptied, cleaned and sanitised on a regular basis? All work stations have a waste bin and these should be emptied at lunch time and at the close of day or any other time that they are full and the waste should be double bagged and then the waste bin should be sanitized with an anti bacterial spray.
Section 21 all staff have their own computer station and the company is working on obtaining personal phone head sets, all phones must be cleaned in accordance with section 3 but they must be wiped with a hard surface wipe before use if used by a different staff member Return to work considerations
Section 1 Has a person/team been identified to manage compliance to COVID-19 requirements in the workplace? i.e. COVID-19 Response Management Co-ordinator and/or Team is Ian and Neil or Emma Parkhurst
Section 2 Has a person/team been appointed to assist in implementation and monitoring adherence to COVID-19 requirements? i.e. Covid-19 Lead Worker Representative(s) (Person responsible for the COVID-19 plan in their practice). The Optometrist in the practice
Section 3 Has the governance structure for the appointed person/team been clearly articulated? i.e. all Sharks in the introduction back to work. Yes it has
Section 4 Is the person responsible for implementing the practice plan clearly identifiable to team members? In the introduction back to work
Section 5 Has relevant and necessary training been provided to the appointed person as per national guidance and local training needs assessment? Getting Back to Work Occupational Safety and Health (OSH) Management System/Documentation. Yes with in house training
Section 6 Have organisational (to include work practices), physical space and patient flow measures been considered to prevent overcrowding within health and social care facilities? Patient and staff flow has been considered and this has been implanted and explained to staff
Section 7 Is there a COVID-19 Business Response Plan? Yes the Directors are aware of a covid 19 response plan
Section 8 Has the Safety Statement been updated to reflect the changes made by COVID-19? Yes with updated safety statement
Section 9 Have Risk Assessments been updated in response to hazards associated with COVID-19? Yes with updated risk assessment
Section 10 Do risk assessments address sensitive risk groups and vulnerable staff to include young workers, older workers, pregnant workers, night and shift workers, workers with an underlying condition? Implementing COVID-19 Prevention and Control Measures to Minimise Risk to Workers .Risk assessments take in to account the different groups of people affected and this risk assessment = the government advise at the time
Section 11 Is there a clear protocol in place for the prompt identification and isolation of team members who become symptomatic at work? Please follow the latest government advice at the time.
Section 12 return to work should be taken in conjunction with lastest government and medical advise
Section 13 Is there a protocol in place describing the steps to be taken before returning to the workplace? All staff will be given a return to work induction explaining the changes that have been made to keep all staff and patients safe along with advice from our professional bodies
Section 14 Does consideration need to be given to reducing the capacity of patients in the practice? practices will operate initially on a locked door policy to manage patient flow and the appointment schedules for eye examination, dispensing’s, repairs etc will be set to monitor the correct amount of patients in the practice as set by the professional bodies
Section 15 Are workspaces compliant with the 2 metres distance? E.g clinical rooms, workstations, offices, reception yes all areas are screened to prevent direct patient contact Section 16 Can close contact with Reception staff be eliminated or reduced? All work stations have a 2 metre rule but PPE should be worn if it is not possible to maintain this in the line of work
Section 17 Can workspaces be redesigned or reconfigured? where it has been necessary then the work stations have been reorganized to maintain social distancing
Section 18 Are controls in place in the canteen? E.g. supervision, staggering use, extend times, removing chairs/tables, queue systems etc.staff are allocated break times to prevent non compliance of social distancing
Section 19 Can staff be organised into teams who consistently work and take breaks together? This will be reviewed depending on numbers of staff required
Section 20 When catering is provided, can food options be pre-packed, menu options reduced? Catering isn’t provided
Section 21 Is the use of passenger lifts kept to a minimum and social distancing observed? Encourage stair use staff are required to give space to colleges around the stairs to ensure correct social distancing and avoid ‘pinch’ zones.
Section 22 Are all portable water outlets cleaned and sanitised on a regular basis? N/A
Section 23 staff meetings to be held virtually and signs on meeting rooms to avoid non compliance of social distancing
Section 24 Is there appropriate Covid-19 Social Distancing signage in place? Are controls in place to reduce capacity in meeting rooms/clinical rooms to meet social distancing requirements? Appropriate signage in practice
Section 25 Access into and leaving the building: Can distancing be implemented for staff, service users and visitors arriving at similar/same times. We have notices on doors requesting social distancing and patients appointments are staggered to reduce problems of social distancing. We also have signage to say that we operate on a strict appointment only basis. Staff have different start and finish times to prevent ‘pinch’ points around staff areas, stairs and exit doors.
Section 26 Visitor/Contractor self-declaration form? Is it held in line with GDPR requirements? visitor forms are held within GDPR regulation
Section 27 Staff are staggered on start times and leave times to reduce ‘pinch’ points
Section 28 Is a no handshaking policy implemented. A strict non handshaking or contact policy is in place.
Section 29 Have cleaning arrangements been reviewed and documented in line with Public Health Guidance and infection control? Are control measures applied in locker room/showers/other welfare facilities? Cleaning arrangements are in place as highlighted previously
Section 30 Are cleaning materials appropriate for use? Cleaning products are appropriate for the required job
Section 31 Are Hand Sanitisers provided at appropriate locations? Hand sanitisers are provided at work stations and they should be wiped down with a hard surface use after use.
Section 32 Is there a clean desk policy in place? A clean desk policy is in place and staff are instructed to clear all desks at the end of each day and clean as instructed. Section 33 Are local desk and IT equipment cleaning materials available? (e.g. phones, keyboard, desk)?All local desks, IT equipment and work stations are kept clean at all times.
Section 34 Have cleaning staff been re-inducted and/or re-trained? General staff have all been instructed in cleaning. Section 35 Has appropriate PPE been provided for cleaning staff? Yes this been given to all staff ie gloves.
Section 36 Is there adequate supervision of cleaning arrangements? A check list is filled out to record duties.
Section 37 Is there appropriate Covid-19 signage in place? Appropriate signage in place where required.
Section 38 Should soft furnishings in common areas be removed? (e.g. cushions) ? All inappropriate material has been removed to allow proper cleaning of surfaces
Section 39 Should other items at contact points be removed? (e.g. ornaments). All inappropriate material has been removed to allow proper cleaning of surfaces.
Section 40 Can touchless technology be introduced at contact points such as entry points? Contactless technology has been introduced where possible. Eg card payments
Section 41 Is the Planned Preventative Maintenance (PPM) Schedule up to date? All maintenance is up to date.
Section 42 Are Life Safety Systems tested and in operational order? (e.g. fire alarm systems) Fire alarm systems all in place and extinguishers up to date. Section 43 Have Heating Ventilation Air Conditioning (HVAC) systems been inspected? Filters changed? Air conditioning where required has been cleaned Section 44 Are water systems flushed and sterilised? Ensure that all water taps hot and cold have been run to flush through the system on reopening Section 45 To facilitate staff who are choosing to cycle to work can additional bicycle storage facilities be provided? Bike storage areas are provided for staff who want to cycle to work.
Section 46 Can additional car parking be offered, if necessary? Car parking is available at Bentley. Staff maybe asked to park in alternative areas to facilitate customers if required
Section 47 Is the Contractor Management procedure fit for purpose? Contractors will be asked to work when patients are not present or are not in the area where the contractor is required to work.
Section 48 Is there a system for recording visits to the site? contractors are to be recorded in the appointment diary ( optix ) to ensure that social distancing is adhered to.
Section 49 Have actions been considered when contract or contingency staff become unwell/symptomatic/ identified as a close contact? All contractors, visitors, third parties are to be questioned about their health and covid 19 risk prior to entry and refused entry if symptoms are present.
Section 50 Have third party signage been considered? E.g. to cover visitors, delivery management, couriers, mail providers, customers, etc? It is expected that all contractors, couriers and third party adhere to the general signs that are displayed prior to entry or to the practice.
Section 51 Are suitable hand washing facilities and/or sanitisers available? Yes
Section 52 Fire Procedures – are changes required to reflect new staff numbers, potential loss of fire wardens and key emergency personnel, new layout, etc.? Fire regulations are as per handbook. It is the joint responsibility of the practice staff who are working to ensure that all members of staff who are working that day and customers and third party people can be accounted for.
Section 53 Occupational First Aid: Are changes required to ensure adequate coverage? If a member of staff or member of the public is in need of first aid then it is the staff members responsibility to ensure that they are fully PPE protected before assisting and a call to the emergency services is made if it required.
Section 54 Are First Aiders aware/briefed on new COVID-19 requirements? All members have been briefed on first aid and covid 19 on their return to work induction. Section 55 Is PPE available to First Aiders? Yes PPE is available for first aiders
Section 56 Can staff who become symptomatic in work be isolated in an appropriate room that is used for this purpose only? Staff who become symptomatic at work will be isolated in an unused room.
Section 57 Are training certifications still in-date for Emergency Response Team members? Remote Working no formal training is given on first aid by Parkhurst Opticians. The advise is to call the emergency services if this is required
Section 58 Are managers and staff aware of the GD:011:00 HSE Guideline Document COVID-19 Home Working? Remote Working Home working is not possible for team members who are not clinically trained
Section 59 Have individual Risk/Ergonomic Assessments been conducted? Individual risk assessments have been conducted for all staff members.
Section 60 Has instruction, information and training been provided? All staff members have been given training and advice on procedures relating to working conditions due to covid 19 home working.
Section 61 Has appropriate IT and other equipment been provided? IT equipment has been or will be provided.
Section 62 If ergonomic concerns are identified are staff aware who to report them to? Reports should be made to a Director of Parkhurst Opticians. Section 63 Are communication channels between the employer and their staff clear and understood? All communications channels are made aware to staff members. Section 64 Are working time controls in place? normal staff working conditions apply.
Section 65 Are GDPR controls in place? GDPR controls are in place.
Section 66 Have medically vulnerable staff who cannot work from home been preferentially supported to maintain a physical distance of 2 metres? Case Management all members of staff are made to keep 2m apart or wear appropriate PPE.
Section 67 Is there a COVID-19 illness policy in place? COVID 19 illness support plan – to isolate the affected person with a face mask and arrange for them to get home.
Section 68 Is the Pre-Return to Work form in place? pre return plan – staff member should inform a director of their intention to return to work after the government time scale of isolation. A return to work interview should then be conducted to determine if it is safe for them to do so.
Section 69 Who is responsible for managing (issuing, reviewing, archiving) the form? The form should be placed in the personnel file of the employee
Section 70 Do all staff know what the notification process is and the consequences if they do not follow the policy notification procedures? see questionnaire on FODO website and staff should consider this everyday prior to attending work
Questionnaire Complete before you leave for work each day:
1. Do you have a high temperature?
This means do you feel hot to touch on your chest or back (you do not need to measure your temperature). ☐Yes ☐ 2. No
2. Do you have a new continuous cough? This means coughing for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it might be worse than usual). ☐Yes ☐ 3.
No 3. Do you have a loss or change to your sense of smell or taste? This means you have noticed you cannot smell or taste anything, or things smell or taste different to normal. ☐Yes ☐No If you answer YES to any question stay at home and follow official Covid-19 advice: ▪ England – use the NHS111 online coronavirus service. Visit the NHS website to learn about when and how to access coronavirus test. If your internet is not working, call 119 in England 4. 4. Do you live with someone who has any of the e symptoms above? ☐Yes ☐No If you answered YES, then stay at home for 14 days from the day your household members’ symptoms started. If you develop symptoms within the 14 days, you must stay at home for 7 days from the day when your symptoms began. Section 71 Is the responsibility for tracking absence assigned? All absence is tracked by rota cloud Section 72 Is the responsibility for approving return to work assigned? Returned to work will be assigned to a director of Parkhurst Opticians if it is safe to do so Section 73 Is the responsibility for conducting contact logging assigned?
Contact logging will be done via rotacloud to identify which members of staff worked when and where. Section 74 Are staff aware of the purpose of the contact log? Staff are aware of the contact log
Section 75 Is the responsibility for dissemination of HSE COVID-19 info assigned? HSE info is given to employees if it is required for their work
Section 76 Are staff aware of their responsibilities with regard to self-isolation? Yes they have all been advised to check the most recent government guidelines and ask for advice if they understand them
Section77 Have staff been informed/reminded of the supports in place? Yes staff are aware that they can ask for help and be directed to the relevant bodies.
Section78 Do existing procedures need to be reviewed /updated? Training
Section 79 Has training been provided to staff prior to their return?
Section 80 Have training plans been reviewed and updated?
Section 81 Are existing training delivery systems (including online systems) fit for purpose?
Section 82 Are there arrangements in place to keep staff appraised of COVID-19 related information? Yes Email and Website are updated as the guidance changes?
Section 83 Do staff conduct travel for work in line with Government Guidance? Face coverings are to be worn if they use public transport
Section 84 Have Risk Assessments been conducted for all tasks that may require PPE? YES
Section 85 Has the PHE / HSE guidance been consulted in relation to use of PPE? YES
Section 86 Has the suitable PPE been sourced and provided? Yes we have PPE available through our medical suppliers
Section 87 Have staff been trained on proper use, cleaning, storage and disposal of PPE? Yes they are aware they should follow correct government guidelines and double bag until advised otherwise
Section 88 Are PPE inspection arrangements in place? Yes we will monitor the arrangements for correct PPE usage and arrange for training if required