Name of Policy:
Driving at Work Policy
Effective From:
01/08/2012
Date Ratified
Ratified
Review Date
Sponsor
Expiry Date
Withdrawn Date
RM42
Version:
3.0
10/07/2012
Health and Safety Committee
01/07/2014
Director of Estates and Facilities
09/07/2015
This policy supersedes all previous issues.
Driving at Work Policy v3
Policy No:
Version Control
Version
Release
Author/Reviewer
Ratified
by/Authorised
by
Date
08/09/2005
Changes
(Please identify page no.)
1.0
Oct
2005
J Hill
Risk
Management
Committee
2.0
15/12/2009
J Hill
H&SC
10/11/2009 3,4,5,6,7,8,9,10,11,12
3.0
01/08/2012
C. Traill
H&SC
10/07/2012
Driving at Work Policy v3
3,4,5,6,7,8,11,12
2
Contents
Section
Page
1
Introduction ........................................................................................................ 4
2
Policy scope ....................................................................................................... 4
3
Aim of policy ....................................................................................................... 4
4
Duties (Roles and responsibilities) ..................................................................... 4
5
Definitions .......................................................................................................... 8
6
Summary of Trust Vehicle Safety and Environmental Standards ....................... 8
6.1
Road Worthiness ..................................................................................... 8
6.2
Vehicle Selection ..................................................................................... 9
6.3
Security ................................................................................................... 9
6.4
Passengers ............................................................................................. 10
7
Training .............................................................................................................. 10
8
Equality and diversity ......................................................................................... 11
9
Monitoring compliance with the policy ................................................................ 11
10
Consultation and review .................................................................................... 12
11
Implementation of policy (including raising awareness) ..................................... 12
12
References ......................................................................................................... 12
13
Associated documentation (policies) .................................................................. 12
Appendices
Appendix A Health Assessment .................................................................................. 13
Appendix B Guidance on Maintaining Roadworthiness Servicing and Maintenance . 14
Appendix C Ergonomic Guidance for Purchasing a Car ............................................ 16
Driving at Work Policy v3
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GATESHEAD HEALTH NHS FOUNDATION TRUST Driving at Work Policy
1 Introduction It has been estimated that up to a third of all road traffic accidents involve
somebody who is at work at the time. This may account for over 20 fatalities and
250 serious injuries every week.
The Health and Safety Executive in collaboration with the Department for Transport
and the Royal Society for the Prevention of Accidents have published Guidance for
Employers on “Driving at Work – Managing work-related road safety”.
This Guidance clearly states their view that the requirements of Section 2 of the
Health and Safety at Work Act 1974 and Regulation 3 of the Management of Health
and Safety at Work Regulations 1999 apply to all work related activities, including
“work-related driving”.
For specialist vehicles eg fork-lift trucks, JCB’s and HGV’s etc any specific HSE
guidance will need to be taken into account in addition to the requirements of this
policy.
This policy should be read in conjunction with the Trust’s Smoke Free Hospital
Policy which states that “Smoking is not permitted within Trust vehicles and
privately owned vehicles on Trust business”.
2 Policy Scope This policy is trust wide and applies to all members of staff employed/working within
Gateshead Health NHS Foundation Trust.
It applies for any motorised transport used by staff to drive at work including
motorcycles, cars, vans and lorries.
It also applies to drivers of Trust leased vehicles, including non-Trust employees,
(for example partners, parents and children of employees) who drive Trust leased
vehicles.
3 Aim The aim of the policy is to ensure that adequate controls are in place to protect both
the Trust and the individual and to provide a set of standards which form a
framework within which all parties may confidently operate.
4 Duties ­ roles and responsibilities 4.1
Trust Board
The Trust Board is responsible for ensuring the Trust meets its legal
obligations under Health & Safety legislation. The Board will ensure, so far as
is reasonably practicable, that there are suitable and sufficient funds and
Driving at Work Policy v3
4
resources available to meet the requirements of the legislation and to
enhance the health of staff at work.
4.2
Chief Executive
The Chief Executive is responsible to the Trust Board for the effective
implementation of The Driving at Work Policy
4.3
Director of Finance and Information
The Director of Finance and Information is responsible to the Chief Executive
for the overall co-ordination and implementation of the policy within
Gateshead Health NHS Foundation Trust.
4.4
Finance Department
The Finance Department will be responsible for;
4.4.1 Driving licences and insurance documentation
Checking the driving licenses and insurance certificates by requesting
authenticated copies, of all new starters, owner drivers and pool car
drivers with their first claim in each financial year, and all drivers of
Trust lease vehicles annually, before issuing the new vehicle tax disk.
4.4.2 Pool Cars
Managing the pool car scheme, the release of pool cars on the
authorisation of a trust budget manager and the servicing and
maintenance of pool cars.
4.4.3 Lease Cars
The management of the lease car schemes in line with trust policy.
4.5
Health and Safety Team
The Health and Safety Team responsibilities include providing advice and
support to staff throughout the organisation to ensure that appropriate risk
assessments in relation to driving at work are undertaken, health and safety
risks identified and appropriate health and safety systems are in place.
The Health and Safety Team will lead on monitoring this policy across the
Trust.
4.6
Divisional Directors and Divisional Managers
The Divisional Directors and Division Managers have a joint responsibility to
ensure this policy is implemented within the Division.
4.7
Heads of Department/Managers
It will be the duty of the managers responsible for driving at work to ensure
that:4.7.1 Risk Assessment
Risk assessments are carried out and risks identified are managed
which could include;
•
Eliminating the use of vehicle by suitable alternatives e.g.
patient to clinic, air/train travel, and video conferencing.
Driving at Work Policy v3
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•
•
Assessing driving risks including those set out below in section
7 Information, Instructions and Training.
Risks from activities at end of journey e.g. home visit.
4.7.2 Vehicles
•
Pool cars and other leased vehicles are maintained in a
roadworthy condition via the Trust’s leasing scheme and
additional maintenance checks as set out in Appendix B and/or
the Lease car schemes Terms and Conditions are undertaken.
•
Trust owned vehicles are maintained in a road worthy condition,
including any maintenance checks by drivers. See Appendix B
for guidance.
•
The vehicle is suitable for the task it is being used to carry out.
e.g. fitted with the correct signs with regard to the Carriage of
Dangerous Goods and Use of Transportable Pressure
Equipment Regulations 2004
4.7.3 Employees who drive at work
•
Are authorised, competent, and fit to drive the vehicle. (see
Appendix A)
•
Have a current driving license and are adequately insured for
business use before allowing them to embark on a business
journey. Copies should be forwarded to the Finance
Department. If unsure, advice should be sought from the Travel
Expenses Department.
•
Who are employed as drivers have a current driving license and
these are checked annually.
•
Are provided with adequate time to complete their planned
driving activities safely.
4.7.4 Accidents/Incidents
•
Accidents/Incidents involving driving at work are reported via
Datix, and investigated.
•
Accidents/Incidents involving Trust lease vehicles are reported
to the Accident Management Company engaged by the Trust
for dealing with them.
•
In the event of an accident ensure the member of staff has
exchanged insurance details etc with the other driver, and if
someone has been injured or a member of staff has collided
with roadside furniture the member of staff is advised not to
leave the scene until the police have been informed.
•
They consider any referrals that an employee may require to
the Occupational Health Department for counselling following
an accident/incident.
4.7.5 Smoking
They inform staff that smoking is not permitted within all Trust vehicles
and privately owned vehicles on Trust business.
4.7.6 Training
Employees receive all necessary Information, Instructions and
Training as set out in section 7
Driving at Work Policy v3
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4.8
Driver
Employees who are required to drive for work, and non-employees who drive
Trust leased vehicles must: 4.8.1 Documentation
•
Hold an appropriate current UK driving licence, or non-UK
driving licence provided it complies with the requirements
detailed on the www.direct.gov.uk website.
•
Ensure they are insured to drive the vehicle for the purpose it is
being used e.g. business purpose, and provide when requested
the documentary evidence.
•
Ensure the vehicle has current tax and MOT
•
Have all current relevant documents. e.g. MOT and service
history.
4.8.2 Whilst Driving
Follow procedures for driving safely as set out in section 7 Information,
Instructions and Training
4.8.3 Vehicle Road worthiness
•
Privately owned car - ensure it is maintained in a road worthy
condition in accordance with manufacturer's instructions,
including any maintenance checks by drivers. See Appendix B
for guidance.
•
Lease car - comply with leasing agreement and maintain in a
road worthy condition, including any maintenance checks by
drivers. See Appendix B for guidance.
•
Pool cars - undertake vehicle inspections as required in
accordance with local procedures.
•
Trust vehicles - undertake vehicle inspections as required in
accordance with local procedures.
4.8.4 Policy
•
Follow the procedures detailed in this policy to ensure
compliance with legislative requirements.
•
Adhere to the trust’s no smoking policy and legal requirements
regarding smoking in vehicles.
4.8.5 Incident Reporting
•
Report all incidents and near misses through Datix, the Trust
incident reporting system.
•
In the event of an accident ensure insurance details etc are
exchanged with the other driver, and if someone has been
injured or they have collided with roadside furniture they should
not leave the scene until the police have been informed.
4.8.6 Reporting Procedures for the Notification of Driving Offences
•
Staff are responsible for advising their managers and the
Finance Department if they are disqualified from driving.
Driving at Work Policy v3
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•
•
Staff must inform their manager if they are likely to be
disqualified by point accumulation.
Drivers of Trust lease vehicles, including non-employees, must
report all driving convictions and endorsements to the Lease
Car Team in Finance immediately.
4.8.7 Other Issues
•
Trust staff must report any health conditions which could affect
their fitness to drive to the DVLA, Occupational Health Nursing
staff and the Finance Department.
•
Trust staff who are driving for work must ensure they have
regular eye tests or arrange to have abasic eye test from the
Occupational Health Department every 2 years
•
Non-employees of Trust lease vehicles must report any health
conditions which could affect their fitness to drive to the DVLA
and the Finance Department.
•
Details of health conditions which it is a legal requirement for
drivers to notify to the DVLA are detailed in the Direct Gov
website at:
http://www.direct.gov.uk/en/Motoring/DriverLicensing/MedicalRu
lesForDrivers/MedicalA-Z/index.htm
•
All drivers, including non-employees must attend all training as
required by the Trust
•
Employees should report any concerns about another
employee’s driving capability to an Occupational Health Nurse
within the Occupational Health Department.
4.9
5
6
Occupational Health Responsibilities
The Occupational Health Department will carry out a health assessment on
Trust drivers as set out in Appendix A.
Definitions
5.1
Under health and safety and road traffic law driving at work includes any
driving for work whether on the public highway or on a trust site if it also
includes on-the-road work activities. Health and safety law does not apply to
commuting, unless the employee is travelling from their home to a location
which is not their usual place of work.
5.2
The Road Traffic Act and Road Vehicle (Construction and Use) Regulations
are administered by the Police.
5.3
The Smoke Free Regulations are administered by the Local Authority.
Summary of Trust Vehicle Safety and Environmental Standards
6.1
Road Worthiness
Increased service intervals on all types of vehicles are taken too literally and
the neglect of basic routine checks is far too common occurrence. Yes some
modern fleet cars can go up to 30,000 miles before a service is required, but
simple checks across the vehicle and inside the engine bay are still a
Driving at Work Policy v3
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necessity to avoid serious problems Guidance on maintaining vehicles in a
roadworthy condition is set out in Appendix B.
6.2
Vehicle Selection
6.2.1 Green Policy Issues
Staff are encouraged to select smaller more fuel-efficient cars.
Petrol/Diesel/Alternative Fuel Policy – Staff are free to choose the fuel
type of the vehicle according to their own preferences.
Business mileage should be kept to a minimum. As much travelling as
possible should be carried outside the most congested early and late
afternoon periods, but without impacting negatively on the workload.
6.2.2 Pre-purchase Information
Whilst staff are free to choose a vehicle they will be encouraged to
consider the suitability of the vehicle to meet their needs.
When selecting a vehicle the following should be considered:
•
•
6.3
Tax implications i.e. CO2 emissions.
Ergonomic issues i.e. suitability of driver positions, suitability of
the load space of the vehicle, easy and safe access to load
space. Guidance is given in Appendix C.
Security
6.3.1 Vehicle Security
Vehicles must be locked when unattended and security devices used.
6.3.2 Safety & Security of Equipment
Don’t leave anything on show when the car is unattended. Always use
load covers when carrying equipment in the boot when the vehicle is
to be used for carrying high value goods (work equipment etc) the
Trust needs to be advised. A full risk assessment should then be
carried out by the manager (High value can be classed as anything in
excess of £250 by the insurance company).
If equipment or other items are taken home overnight ready for the
next day the vehicle should be garaged or equipment stored in the
home for safety.
6.3.3 Keys
Some vehicles are supplied with special security keys and these
should be held in a secure place in case a replacement key is required
in future.
6.3.4 Parking
Driving at Work Policy v3
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Care should be taken when parking. In the dark ensure that the car is
parked in a well-lit area if possible.
When parking the vehicle, notice should be taken of any restrictions in
force. Drivers are liable for parking fines at all times as a result of
infringements. Do not park in disabled bays unless you have the
correct documents to do so. Never park on the pavement.
6.3.5 People safety
All occupants should use seat belts, at all times. If possible, car doors
should be kept locked in transit. A risk assessment may need to be
carried out to determine the feasibility of this.
6.4
Passengers
Staff are encouraged to share cars whenever possible. Staff must be
adequately insured for the carriage of passengers whether staff or patients.
Staff are discouraged from carrying patients in their own car. Prior
authorisation must always be obtained from a Senior Manager if patients
have to be carried and this can only be given after a full risk assessment has
been carried out.
7
Information, Instructions and Training
The Finance Department will provide a copy of this policy to all drivers so they are
aware of the Trust policy and requirements.
Managers must ensure their staff who drive at work receive adequate
comprehensible health and safety information, where appropriate written
instructions on trust vehicle safety and environmental standards as set out in
section 6 above and on driving safely as set out below;
•
•
•
•
•
•
•
•
•
For appropriate member of staff, ensuring any patients are transported in
accordance with the risk assessment.
To drive safely for own and other road user safety, never drive faster than
road conditions allow and obey speed limits.
Not to create circumstances or get involved with any road rage situations
Never to drive under the influence of alcohol or drugs.
Hand held mobile phones must not be used under any circumstance whilst
driving, including for messaging or texting.
The use of hands-free mobile phones is not recommended apart from
immediate essential communications. Drivers should be aware that they are
liable for prosecution under the road traffic act if involved in an accident
whilst using a hands-free mobile phone.
Not eat or drink or undertake any other activity whilst driving which would
make driving unsafe.
To adhere to The Road Traffic Regulations and the Highway Code at all
times.
To ensure all passengers wear seat belts unless medical reasons dictate.
Driving at Work Policy v3
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•
•
•
•
•
•
•
Not smoke within trust vehicles and privately owned vehicles on Trust
business.
To take extra care when driving in bad weather conditions eg snow and ice
and ensure extra warm clothing is taken in case of any mishap which results
in staff being stranded.
In bad weather to take advice of weather warnings provided through the
media before undertaking any journey
Not to drive for work after working long hours and tired
To take regular breaks when driving long distances
To ensure they maintain their eyesight at legal standards including wearing
glasses/ contact lens as necessary and to report if they have any problems
How to manage accident/incidents and when to report to the police.
Trust vehicle safety and environmental standards and driving safely should be
included in local induction
8
Equality & Diversity
The Trust is committed to ensuring that, as far as is reasonably practicable, the way
we provide services to the public and the way we treat our staff reflects their
individual needs and does not discriminate against individuals or groups on any
grounds. This includes the provision of lease vehicles that meet the needs of drivers
with disabilities where practicable.
9
Monitoring of the Policy
Standard /
process / issue
NHSLA criterion
4 Standard 1
Risk
Management
Process
Risk of
inadequate
controls in place
to protect both
the Trust and the
individual from
motor vehicle
accidents and
incidents
Monitoring and audit
Method
By
Frequency
Report of
Incidents
involving
lease cars
and drivers
Finance
Dept.
Finance
Committee
Annually
Occupation
al health
issues
relating to
Trust
drivers
Occ
Health
Dept
H&S
Committee
Annually
Health
and
Safety
H&S
Committee
Annually
Report of
work related
driving
incidents
Driving at Work Policy v3
Committee
11
10
Consultation and review
The policy has been reviewed with comments being sought from the Finance
Department, Risk Managers, members of the Safe Working Group, the
Occupational Health Department and staff side Health and Safety Reps.
The Health and Safety Committee were involved in the review of previous versions
of the policy.
11
Implementation of the policy (including raising awareness)
This policy will be implemented in accordance with policy OP27 “Policy for the
development, management and authorisation of policies and procedures”
13
References
Health and Safety at Work Act 1974
Management of Health and Safety at Work Regulations 1999
Workplace (Health, Safety and Welfare) Regulations 1992
Provision and Use of Work Equipment Regulations 1998
Workplace Transport Safety HSG136
Driving at Work INDG382
Carriage of Dangerous Goods and Use of Transportable Pressure
Equipment Regulations 2007
Road Traffic Act 1988 and 1991
Road Vehicles (Construction and Use) Regulations 1986 and Amendments
Road Vehicles (Display of Registration Marks) Regulations 2001
The Highway Code
Smoke Free Regulations, 1 July 2007
14
Associated Documentation
RM02 Health and Safety Policy
RM37 Smoke Free Hospital Policy
Green Salary Sacrifice Lease Car Scheme
Lease Car Notes for Guidance and Agreement
Driving at Work Policy v3
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Appendix A Health Assessment 1
PRE-EMPLOYMENT
Pre-Employment Health Screening is required for all employees whose work
requires the driving of a motorised or mechanically propelled vehicle and may be
required to attend the Department for further assessment.
2
REVIEW HEALTH ASSESSMENT
May be required in the event of:
(a)
Accident associated with driving.
(b)
Any absence from work due to ill health, which raises management concerns
with reference to continuing fitness to drive safely.
(c)
Where management has any basis of concern with reference to fitness to
drive.
All health assessments will be undertaken by a Specialist Nurse Practitioner
or Occupational Health Physician following formal written request with
referral details from the Line Manager. A written report will be provided to
the Line Manager providing specific advice with reference to fitness to drive.
Driving at Work Policy v3
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Appendix B Guidance on Maintaining Roadworthiness Servicing and Maintenance
All vehicles used for business use must be serviced and maintained in accordance with the manufacturer’s recommendations. Set out below are routine checks required by drivers in addition to regular servicing. Vehicle warning indicators – checked on starting the vehicle
Daily checks • Check that lights are in full working order, windows and mirrors are clean and Number plates are in place and visible. •
Check Wipers/washers
•
Horn Regular checks
•
Windscreen washer levels
•
Tyre pressure and tread depth should be checked regularly.
below.
See Tyre safety
In accordance with manufactures instructions.
Oil levels and Coolant (Water & anti-freeze) levels - check regularly.
Seat belts - Check proper function
Cleanliness of the car Staff should keep their cars in a clean and tidy condition at all times. This is particularly applicable to lease/pool cars. General Care should be taken when driving over speed bumps as this could lead to misalignment of the tracking, which in turn leads to unsafe tyres. Tyre Safety (Further Guidance) A Tyre has a contact point on the road of about the size of a large footprint and has to provide ALL of the grip for steering, braking and acceleration. The legal minimum tread depth is 1.6mm. This applies across the central three‐quarters of the breadth of tread and round the entire circumference of the tyre. See picture below. Driving at Work Policy v3
14
Most car type tyres have tread wear indicators usually at least six small ribs across the bottom of the main tread grooves. When the tread surface becomes level with these ribs the tyre is at the legal limit and must be replaced. Tyres should be checked regularly. Tyre pressures: • Pressures should be checked fortnightly and only when the tyres are cold. • Correct tyre pressures are vital for safe handling, optimal braking, grip and tyre life. • Low tyre pressures or overloading will cause increased fuel consumption, higher air pollution, shorter tyre life and a greater risk of tyre failure. • High tyre pressures may cause reduced comfort, less grip, greater risk of impact, tyre damage and reduced stability when braking and cornering. • Even a short trip to the garage will warm the tyre up and raise the pressure. • Recommended tyre pressures may vary according to load or speed. Look in your vehicle handbook or consult your garage or tyre dealer. Driving at Work Policy v3
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Appendix C
Ergonomic Guidance for Purchasing a Car
Ergonomics and key aspects of the vehicle are covered below. It is important to
remember that the greater the number of adjustable features within a car, the greater the
likelihood of achieving a good and comfortable posture.
Look for certain features in a car for example:
SEATING - generally
A comfortable and supportive seat with:
(a)
an independent height and tilt adjustment
(see picture 1 [A])
(b)
electronic adjustment controls. Ensure that all
Adjustment mechanisms are easy to use
and positioned such that poor posture is not encouraged.
Picture 1
Ensure the seat material does not create discomfort and that all parts of
the seat provide adequate support.
Seat Base
Adequate leg length (see picture 1 [B]) – ensure
thighs are adequately
supported and that the seat base is not:
(a)
too short (see picture 2);
(b)
too long (see picture 3).
Adequate base width (see picture 1 [C]) -
Picture 2
Ensure seat base is wider than hips and thighs.
Adequate height adjustment of seat base to ensure:
(a)
feet can operate pedals without stretching
(b)
all controls are easily reached
(c)
all display instruments can be seen
(d)
good all round vision.
Driving at Work Policy v3
Picture 3
16
Back Rest
Back rest height (see picture 4 [D]) – ensure height of
backrest reaches the shoulders and does not obstruct
'rearward vision'
Back rest width (see picture 4 [E]) - ensure wide enough
to support shoulders.
Picture 4
Lumbar Support
•
The back rest should provide continuous support along the length of the back and
an adjustable lumbar support may help to achieve this, but be careful - many do not
offer full adjustment resulting in pressure points or gaps
•
An adjustable lumbar support with ideally up/down and in/out adjustment
•
Always ensure the lumbar support 'fits' your shape and is comfortable.
Seat Belt
•
Ensure the seat belt is adjustable and comfortable.
Steering Wheel
•
•
•
•
An adjustable steering wheel (in/out, up/down and tilt) (see
picture 5)
Power steering
Ensure steering wheel is centrally positioned and not 'offset' to prevent rotation of the spine
Ensure steering wheel does not obstruct the display panel.
Picture 5
Pedals & Gearbox
•
•
An automatic gearbox can be helpful
Centrally positioned pedals that have adequate spacing
and are not 'off-set' as they can create torsion on the spine.
Picture 6
Mobile Phone
If a 'hands-free' mobile phone kit is to be fitted, ensure the
cradle, microphone and speaker are appropriately positioned to
encourage good posture as demonstrated in picture 7, the driver
needs to stretch to reach the mobile cradle.
Picture 7
Driving at Work Policy v3
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Boot
•
A boot with an appropriate sill height, easy access and
adequate space.
•
The sill height for example, not be too low, so that when
manually handling loads in/out of boot , you can do so
with good , comfortable postures and therefore minimise
the risk of injury.
Picture 8
Car Environment
•
Comfortable leg and head room
•
Air conditioning.
Driving at Work Policy v3
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