Documentation Control
HEATWAVE PLAN AND PROCEDURE
Reference
Approving Body
Date Approved
Implementation date
Version
Summary of Changes from
Previous Version
Supersedes
Consultation undertaken
Date of Completion of
Equality Impact Assessment
Date of Completion of We
Are Here for You
Assessment
Date of Environmental
Impact Assessment (if
applicable)
Legal and / or Accreditation
Implications
Target audience
Review Date
Lead Executive
Author/Lead Manager
GG/CM/051
Directors Group
29 September 2015
29 September 2015
2
Pre – Alert Algorithm, Alert Information
Cascade Flowchart, Alert Level Action
Flowchart, Revised Roles and
Responsibilities, Revised Action Cards,
Revised Air Cooling Request Form
Trust Heatwave Policy and Procedure
Version 1 (May 2013)
General Managers, Clinical Leads, Infection
Prevention Control, ICT, Communications,
TCMT, Emergency Planning, Organisational
Risk Committee, TRAC
July 2015
July 2015
July 2015
Health and Social Care Act 2012
Health and Safety at Work Act 1974
All Trust Staff
September 2018
Trust Medical Director
Steve Follows Emergency Planning Officer
Ext. 65848
Further Guidance/Information Emergency Planning Department Ext.65848
or Email [email protected]
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CONTENTS
Paragraph
1
2
3
4
5
6
7
8
9
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Appendix 5
Appendix 6
Appendix 7
Appendix 8
Appendix 9
Appendix 10
Appendix 11
Appendix 12
Title
Introduction
Executive Summary
Policy Statement
Roles and Responsibilities
Policy and/or Procedural Requirements
Training and Implementation
Impact Assessments
Monitoring Matrix
Relevant Legislation, National Guidance
and Associated NUH Documents
Heat – Health Watch Information
Pre – Alert Level 1 Activity and Action
PHE – NHS England Alert Level
Information
Alert Information Receipt and Cascade
Alert Level Action Flowchart
Action Cards
Action Card 1 – Summer Preparedness
(Green)
Action Card 2 – Alert and Readiness
(Light Orange)
Action Card 3 – Heat Wave Action
(Orange)
Action Card 1 – Heat Wave Action (Red)
Action Level 3 – Temperature Monitoring
Chart
Air Cooling Request Form
Equality Impact Assessment
Environmental Impact Assessment
We Are Here For You
Certification of Employee Awareness
Page
3
3
4
4
6
6
7
8
9
10
11
12
14
15
16
16
22
26
30
31
32
33
36
39
42
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1.0
INTRODUCTION
1.1 The Climate Change Act 2008 requires all statutory bodies,
including NHS England, to have robust plans in place to meet the
challenges arising as a result of changing climate conditions. These
changes indicate overall increasing temperature trends and that heat
wave are likely to become a common occurrence in England.
1.2 In one hot nine day period in southeast England in August 2003,
there were nearly 2,000 extra reported deaths the majority of which
occurred in the over 75 year olds and among those in care homes.
1.3 Timely preventative measures can reduce excess death rates. In
Contrast to deaths associated with cold weather, the rise in mortality
during a Heat Wave occurs very quickly and within one or two days of
the temperature rising. This means that when a Heat Wave starts, the
window of opportunity for effective action is very short. Therefore proper
and appropriate preparedness is essential. It is important to take
appropriate precautions wherever possible to reduce the adverse effects
of extreme temperatures on the well-being of service users, visitors and
staff and infrastructure.
1.4 The Public Health England / NHS England Heat Wave Plan for
England requires the Met Office to operate a ‘Heat Health Watch’
system from 1st June to 15th September each year. The Heat Health
Watch system describes four levels of response. It is based on threshold
day and night time temperatures as reported by the Met Office.
Nottingham University Hospitals NHS Trust operational area is in the
East Midlands. Threshold temperatures vary from region to region. East
Midlands Region threshold trigger temperatures are 30oc (day time) and
15oc (night time)
2.0 EXECUTIVE SUMMARY
2.1 This plan and appendices forms part of a suite of Nottingham
University Hospitals (NUH) NHS Trust plans for responding to major
incidents and maintaining business continuity. It describes the actions
required by NUH to ensure it meets its responsibilities to deal with
periods of excessive temperatures and to minimise the adverse effects
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on service users, visitors and members of staff or cause damage to the
Trust Estate Infrastructure. This plan applies to any Nottingham
University Hospitals NHS property.
3.0 POLICY STATEMENT
3.1 This Policy and appended procedures are designed to ensure that in
the event of a Heatwave situation an appropriate response, supported
by relevant actions will be conducted expeditiously and effectively to
ensure minimum disruption to normal hospital activities.
4.0 ROLES AND RESPONSIBILITIES
4.1 This Policy and supporting Procedures will be approved by the Trust
Directors Group and monitored by the Trust Resilience and Assurance
(TRAC) Committee.
4.2 Individual Officers
Accountable Officer for Emergency Preparedness is responsible for:
 Ensuring the Heat Heath Watch Alert is cascaded throughout the
Trust
 Decide (with advice) when, and in what form the command and
control arrangements at the different Alert Levels.
 Ensure Directorate Management Teams are taking appropriate
action to maintain continuity of service and the safety and wellbeing of service users, staff and visitors.
 Ensure situation reports are prepared and the Trust Executive
Team and Board are kept informed.
 Ensure (if required) that External Stakeholders are kept informed.
Directorate Management Teams are responsible for ensuring that:
 Directorate Divisional Business Continuity Plans are in place to
respond to the impact of excessive temperatures.
 Service Area / Ward Managers take appropriate action to maintain
continuity of service and the safety and wellbeing of service users,
staff and visitors.
 Directorate Situation Reports are produced (as required) and
submitted at agreed frequencies.
Trust Emergency Planning & Business Continuity Team is
responsible for:
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 Tactical and Operational support to the Trust Medical Director,
Directorate Management Teams and Directorate Resilience
Leads.
 Liaison with stakeholder Emergency Planning and Business
Continuity Leads.
 Maintenance and review of the Trust Heat Wave Plan.
 Review of Directorate / Service area / Ward Business Continuity
Plans.
 On receipt of Heat Health Alert information cascade to appropriate
groups. (information and cascade chart)
 Member of the Adverse Weather Planning Group.
Directorate Resilience Leads are responsible for:
 Service area / Ward Business Continuity Plans are in place and
regularly reviewed.
 Information flow is maintained.
 Directorate / Service area management team action plans are
supported.
 Member of the Adverse Weather Planning Group.
Estates and Facilities Management Service Provider is responsible
for ensuring that as part of the Estates and Facilities Service
Provider (E&FM) Business Continuity Plan:
 Safe storage of food in the event of a Heat Wave
 Storage, maintenance, and distribution of fans and air cooling
systems.
 In the event of adverse weather provide technical advice with
regard to the Trust Electrical Infrastructure capability, capacity and
resilience (down to individual ward / service area).
 Maintain Service Level Agreements with third party providers for
the supply of Portable Air Cooling Equipment.
 The EFM Service Provider is responsible for ensuring that the
facilities specified in the policy and procedure are in place and that
relevant EFM Service Provider staff are trained appropriately.
 Member of the Adverse Weather Planning Group.
Trust Contract Monitoring Team:
 Membership of the Adverse Weather Planning Group.
Head of Procurement is responsible for:
 In liaison with the EFM Service Provider and the Trust Infection
Prevention and Control (IPC) Team manage the procurement of
suitable air cooling equipment.
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Chief Pharmacist is responsible for ensuring as part of the Medicine
Management Business Continuity Plan:
 The safe storage of pharmaceutical products in the event of a Heat
Wave
Trust Infection Prevention Control Team is responsible for:
 Providing expert advice with regard to infection prevention control
measures to be taken in the event of a Heat Wave (including
deployment of fans and other air cooling equipment.
Director of ICT Services is responsible for:
 Managing the risks to ICT equipment deemed to be critical to
service delivery and identified to be at risk from hot weather as
part of the ICT Business Continuity Plan:
Communications Team is responsible for:
 Ensure that on receipt of Heat Health Alert information it is
cascaded to all members of staff as described in the information
receipt and cascade chart
 In liaison with the Trust Emergency Planning and Business
Continuity Team agree and develop pre-prepared information for
the Trust Intranet.
 Member of the Adverse Weather Planning Group.
Health and Safety Team is responsible for:
 Advice and the link into the Thermal Comfort Guidance
Adverse Weather Planning Group will include representatives (or their
deputies) from:
 Emergency Planning
 EFM Service Provider
 Trust Contract Monitoring Team
 Trust Energy Manager
 Communications
 Directorate Resilience Leads
 Infection Control
Each Member (Deputy) is responsible for:
 Attendance at all Planning Group Meetings
 Ensure cascade of information / actions to relevant Directorate
 Report any shortcomings with regard to activating / undertaking
agreed pre – alert activities to the Emergency Planning Team.
5.0 POLICY AND/OR PROCEDURAL REQUIREMENTS
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5.1 The Heat Wave Alert Levels, Information Receipt and Cascade, PreAlert Level 1 Activity Table, Action Cards, Temperature Monitoring Chart
and Portable Air Cooling Request Form are appended to this plan.
6.0 TRAINING AND IMPLEMENTATION
6.2 Implementation:
Following document approval, the Plan and Procedures will be posted
on the Trust Intranet Site.
Staff will be made aware of the revised Policy and Procedure through a
publicity campaign in the Trust Briefing and as an Email sent to relevant
managers with a copy of the new Policy and Procedure for their action.
7.0 TRUST IMPACT ASSESSMENTS
7.1 EQUALITY AND DIVERSITY STATEMENT
All patients, employees and members of the public should be treated
fairly and with respect, regardless of age, disability, gender, marital
status, membership or non-membership of a trade union, race, religion,
domestic circumstances, sexual orientation, ethnic or national origin,
social & employment status, HIV status, or gender re-assignment.
7.2 EQUALITY IMPACT ASSESSMENT STATEMENT
“An equality impact assessment has been undertaken on this draft and
has not indicated that any additional considerations are necessary.”
7.3 ENVIRONMENTAL RISK ASSESSMENT
The purpose of an Environmental Impact Assessment is to make sure
that when carrying out its public functions (or implementing policies and
practices related to those functions) the trust considers the likely impact
of the policy in causing change to the environment, and whether this
change is harmful or helpful. This may involve direct effects such as
changes in the use of resources, waste levels, or energy, (as some
examples). Further guidance on environmental impacts may be found
in:
Sustainable Development - Environmental Strategy for the National
Health Service (www.dh.gov.uk)
Sustainable Operations on the Government Estate (www.defra.gov.uk)
7.4 WE ARE HERE FOR YOU MISSION STATEMENT
“A Here for You assessment has been undertaken on this draft and has
not indicated that any additional considerations are necessary.”
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8.0
POLICY / PROCEDURE MONITORING MATRIX
Minimum
requirement to
be monitored
Responsible
individual /
group /
committee
Process for
Frequency of
monitoring e.g. monitoring
audit
Responsible
individual /
group /
committee for
review of the
results
Responsible
individual /
group /
committee for
development
of action plan
Responsible
individual /
group /
committee for
monitoring of
action plan
Effectiveness
of the
Procedure
Ward / Service
/ Department
Managers.
Emergency
Planning
Team. Trust
Resilience and
Assurance
Committee.
Review in line
with National /
Local
Guidance
Author. Trust
Resilience and
Assurance
Committee.
Trust
Organisational
Risk
Committee
Trust
Resilience and
Assurance
Committee
Emergency
Planning
Team
reporting to
the Trust
Resilience and
Assurance
Committee
Formal Review
on an Annual
Basis in line
with the Public
Health
England
Annual Heat
Wave Plan for
England
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9.0 RELEVANT LEGISLATION, NATIONAL GUIDANCE AND
ASSOCIATED NUH DOCUMENTS
9.1
National Guidance
Race Relations (Amendment) Act 2000
Disability Discrimination Act (1995)
Human Rights Act (1998)
Equality Act (Sexual Orientation) Regulations 2007
Health and Social Care Act 2012
Health and Safety at Work Act 1974
Public Health England Heat wave Plan for England 2015
9.2
Trust Policies and Procedures
Trust Major Incident Plan
NUH Business Continuity Policy (GC/CM/037
NUH Business Continuity and Internal Incident Plan (GC/CM/037)
Local Business Continuity Plans
Energy Management Procedure (HSEI012)
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APPENDIX 1
1. Heat – Health Watch Information
A Heat Health Watch alert system operates each year from 1st June –
15th September. During this period the Met Office may forecast
heat waves, as defined by forecast of day and night-time temperatures
and their duration. The Heat wave Warning service now colour code
the warnings which in turn help responders to clarify what actions need
to be taken.
1.1
Heat wave Alert Levels and Alert Level Description
Level 0
Long-term planning (All year)
Blue
Level 1
Heat wave and Summer preparedness programme (1st June – 15th
September)
Green
Level 2
Heat wave is forecast – Alert and readiness
60% risk of heat wave in the next 2-3 days
Light
Orange
Level 3
Heat wave Action
Temperature reached in one or more Met Office National Weather
Warning Service regions
Amber
Level 4
Major Incident – Emergency Response
Central Government will declare a Level 4 alert in the event of
severe or prolonged heat wave affecting sectors other than health
Red
1.2
Pre – Alert Level 1 Activity
To ensure that the Trust is at a level of preparedness leading up to the
1st June there are a number of key activities – actions that should be
undertaken. The Flowchart below describes the activity / action,
responsibility for activity / action and timescale for completion.
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Appendix 2
Pre-Alert Level 1: Activity and
Actions
Annual April/May
Emergency Planning
Arrange meeting of Trust
Adverse Weather Group
Ward/Service Area Managers
Audit of all fans and air cooling systems to
confirm numbers/types and operability
EFM Service Provider
Ensure all portable air cooling
equipment is PAT tested
Communications
Preparation of Trust
Intranet site for
posting of ‘Heatwave’
Info
Report faults to EFM
Service Provider
Identify and Prioritise by Ward/Service Area
distribution of fans/portable air cooling
systems in event of heatwave (by Risk
Assessment)
Identify the additional number of
fans/portable air cooling equipment
required if the alert level increases
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Confirm electrical capacity
capability to determine what type
and how many portable air
cooling assets could safely be
used in each identified area
12
On request from Emergency
Planning (EP), complete Appx.
8 and return to EP
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Appendix 3
Level 0: Long term planning, Business as usual (Blue).
Level 1: Summer preparedness and long term planning
During the summer months, the Public Health England/NHS England
Heat Wave Plan requires social and healthcare organisations to ensure
that awareness and background preparedness are maintained as set out
in the Plan. This includes year round joint working to reduce the impact
of climate change and ensure maximum adaptation to reduce harm from
Heat Waves such as influencing urban planning to keep housing,
workplaces, transport systems and the built environment cool and
energy efficient.
During Heat Health Level 1 NUH Staff will follow: Heat wave Action
Card 1 – Summer Preparedness (Green).
Level 2: Alert and readiness
This is triggered as soon as the Met Office forecasts that there is a 60
per cent chance of temperatures being high enough on at least two
consecutive days to have significant effects on health. This will
normally occur 2–3 days before the event is expected. As death rates
rise soon after temperature increases, with many deaths occurring in the
first two days, this is an important stage to ensure readiness and swift
action to reduce harm from a potential Heat Wave.
During Heat Health Level 2 NUH Staff will follow: Heat wave Action Card
2 – Alert and Readiness (Light Orange).
Level 3: Heat Wave action
This is triggered as soon as the Met Office confirms that threshold
trigger temperatures have been reached in any one region or more.
This stage requires specific actions targeted at high risk groups.
During Heat Health Level 3 NUH Staff will follow: Heat wave Action
Card 3 – Heat Wave (Amber).
Level 4: Emergency
This is reached when a Heat Wave is so severe and/or prolonged that its
effects extend outside health and social care, such as power or water
shortages, and/or where the integrity of health and social care systems
is threatened. At this level, illness and death will occur among the fit and
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healthy, and not just those in high risk groups requiring a multi sector
response at national and regional levels. Level 4 can be declared
locally, regionally or nationally.
In the event of level 4 being declared, the Cabinet Office would ensure a
lead government department is nominated to coordinate the central
government response. In practice this is most likely to be the NHS
England as a prolonged Heat Wave is most likely to be primarily a public
health issue. At level 4 a Major / Significant Incident would be
declared and NUH would invoke its Major Incident Plan and other
associated plans.
During Heat Health Level 4 NUH Staff will follow: The Trust Major
Incident / Internal Incident Plan / Business Continuity Plan (Red).
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APPENDIX 4
2. Alert Information Receipt and Cascade
2.1 On receipt of Information from the Heat – Health Watch Service
the following Information Cascade will be activated.
Heat Health
Alert
NUH Chief
Executives
Team
NUH
Emergency
Planning
Team
Adverse
Weather
Planning
Group
Gold/Silver
on Call
Group
Site Matron
Group
Corporate
Comms.
Team
All Staff
General
Advice and
Guidance
Directorate/
Divisional
Management
Teams
Matrons
Service
Managers
(Clinical)
Ward Staff
(Non Clinical)
Corporate
Staff
EFM
Service
Provider
Helpdesk
(x57000)
EFM Service
Provider
Management
Team
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Appendix 5
Alert Level Action Flowchart
(Supporting Documentation in Appendix 6)
Alert
Level 1
(Green)
Refer to Action Card 1
Met Office Alert Change
Alert
Level 2
(Light
Amber)
Refer to Action Card 2
Met Office Alert Change
Alert
Level 3
(Amber)
Refer to Action Card 3
Met Office Alert Change
Alert
Level 4
(Red)
Refer to Action Card 4
Met Office Alert Change
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Appendix 6
Action Cards
Heat Wave Action Card 1 – Summer Preparedness 1st June – 15th September (Green)
Serial
Action
1
Ensure an effective cascade system for
informing staff that the Heat – Health
Warning System is in operation and what the
preventative measures are for both staff and
patients.
Responsibility
Associate Director
of Communication
Emergency
Planning Team
How
Use all mediums of communication
to ensure all staff are made are
aware of when we move into the
Heat wave reporting period (1st June
– 15th September).
Trust Heat wave Plan and all Public
Heath England (PHE) Heat Wave
Information (including the National
Heat Wave Plan) are put on the
Trust Intranet and are accessible to
all staff.
During the reporting period daily
Heat wave information banner on
the front page of the Trust Intranet.
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Serial
Action
2
Alert Level change then PHE Public
Information Leaflets are made available for
distribution to Outpatient areas / Public Area
Meeting Places (Retail Outlets), Public /
Patient Transport (MediLink), Discharge
Lounge and identified Vulnerable Patient
Wards (Relatives, Carers etc.)
Responsibility
Emergency
Planning Team
Matrons
How
Ensure a ‘Stock’ of PHE Public
Information Leaflets is made
available and distributed as
appropriate.
Service Area
Managers
Ward Sisters
3
When received Met Office Heat – Health
Watch Alert Level information is cascaded to
relevant groups in a timely manner.
Emergency
Planning Team
Communication
Team
4
Ensure all relevant Local Business Continuity Directorate
Plans are reviewed and updated (if required). Resilience
Representatives
Email the groups as named on the
cascade reminder as to which Heat
wave Action Card is in operation.
If the Alert Level has changed
contact the Communication Team to
ensure the change has been
‘Highlighted’ on the front page of the
Trust Intranet.
Provide an assurance that this
action has been undertaken and
report back through the Emergency
Planning Team.
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Serial
Action
Responsibility
How
5
Identify High Risk Areas who are at particular Matrons
risk from extreme heat and if required plan
changes to their care plan should the Alert
Ward Sisters
Level change.
Communicate and work with
individuals, patient families and
carers to raise awareness of the
dangers of extreme heat and
promote the implementation of
protective measures.
6
Check that south facing windows have
reflective film fitted and if not, that they are
shaded using ‘light coloured’ curtains as
opposed to dark curtains.
Ward Sisters
Undertake audit of current status
and if appropriate submit minor
works request for work to be
undertaken. *This could be done
anytime throughout the year!
Ensure that all Ward / Patient areas have an
indoor thermometer fitted to monitor and
record daily temperatures. This is more
important where vulnerable patients are
located.
Matrons
7
EFM Service
Provider
Ward Sisters
Service Area
Managers
Check that there is a thermometer
in place and if not create a
Purchase Order and obtain through
procurement.
Wards to maintain a Daily
Temperature Monitoring Chart
(Appendix 7). Information will be
used as a Management tool to
prioritise areas for further attention.
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Serial
Action
8
Identify cool rooms or cool areas that can
maintain an ambient temperature of 26o C or
below.
Responsibility
Matrons
How
Daily Temperature Monitoring.
Ward Sisters
Service Area
Managers
9
10
Check surge plans are up to date and
aligned with current Directorate bed stock
and capacity.
General Managers
Confirm the operation of fans, air
conditioning units and the resilience of any
other equipment to confirm that there is no
foreseeable risk of system failure due to
overload or overheating.
EFM Service
Provider (Hard FM)
Clinical Leads
Audit and check of all fans held in
stock or located on wards / service
areas.
Include air conditioning units as part
of the annual maintenance
programme.
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Serial
Action
11
Identify the number of fans / portable air
conditioning units required in the event of an
Alert Level change.
Responsibility
Matrons
Ward Sisters
Service Area
Managers
Based on the number of fans / portable air
cooling equipment availability identify by
location (ward / service area) and priority
where the equipment should be deployed.
How
Number of fans / portable air
conditioning units should be
commensurate with the number of
patients and staff on the ward and
patient vulnerability to extreme heat.
(pre-Heat Wave activity)
Complete request form (Appendix 8)
and submit to
[email protected] if required.
12
Ensure Food Storage facilities are not
adversely affected by rising temperatures.
EFM Service
Provider (Catering)
Audit of food storage equipment to
confirm suitability and capability.
13
Ensure pharmaceutical products that are
heat sensitive and start to degrade if
subjected to temperatures above 25o C are
stored appropriately.
Chief Pharmacist
Complete the Daily Temperature
Monitoring Chart (Appendix 7) and
use the information to inform any
necessary action.
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Serial
Action
14
Check that the risk of the IT servers
overheating due to the rise in temperature is
mitigated.
Responsibility
Director of ICT
Services
How
Audit of current mitigating controls
and supporting infrastructure to
confirm suitability.
EFM Service
Provider
*Please note that there will be a number of other actions that fall under the Long Term Planning programme e.g. Annual
Maintenance Programme, Environmental Cost Saving Programme, and Capital Programme etc. that will support a number
of the above actions.
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Heat Wave Action Card 2 – Alert and Readiness (Light Orange)
Serial
Action
1
Ensure all staff is notified of the Met Office
Alert and the change of the Heat wave level.
Responsibility
Communication
Team
Emergency
Planning Team
2
Ensure that all actions in Action Card 1 have
been undertaken.
3
On request ensure fans, portable air cooling
equipment is distributed to ward areas.
How
Use all mediums of communication
to ensure all staff are made are
aware of the Alert Level change and
to activate Action Card 2.
All
Emergency
Planning Team
EFM Service
Provider
Matrons
Using the information submitted on
the fan, air cooling request form
deliver equipment to wards / service
areas.
Priority assessed by temperature
monitoring and prior identification of
high risk areas.
Ward Sisters
Service Area
Managers
Requests for fans and air cooling
equipment will be via the EFM
Service Provider.
Email:[email protected]
(Complete request form, Appendix
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8)
Serial
4
Action
Ensure that staffing levels are sufficient to
cover the anticipated heat wave period and
plan, make provision for potential surge
capacity issues.
Responsibility
Matrons
Ward Sisters / Bed
Managers
Site Matron
Campus Silver on
Call
5
Public Health England (PHE) leaflets are
distributed or made available to staff,
vulnerable people and members of the
public.
Emergency
Planning Team
How
During the alert period staffing, air
cooling equipment requirements etc.
should be discussed at the Bed
Meetings and any issues that can
be resolved during the meeting
resolved or cascaded to other
departments / service areas for
action.
Information leaflets are made
available in all patient / outpatient
areas
Ward Sisters
Service Area
Managers
Trust
Communication
Team
Ward Managers and in particular
the Discharge Lounge Manager to
ensure that any vulnerable patient
being discharged is given a copy of
PHE Publication Looking after you
and others during hot weather. This
publication can be given to the
patient’s family of carer.
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Serial
Action
6
Ensure arrangements in place for staff to
continue working safely and comfortably
during the alert level change.
7
Ensure that cool rooms are ready and
consistently at
26o C or below and identify other naturally
cooler rooms.
8
Identify particularly vulnerable patients who
may need to be prioritised to spend time in a
cool room.
Responsibility
How
Directorate
Refer to the PHE Publication
Management Teams Looking after yourself and others
during hot weather. Any
requirements / issues that cannot be
sorted at Directorate level are to be
cascaded to the respective Silver
On Call.
Matrons
Regular room temperature readings
Ward Sisters
to ensure room(s) maintain 26o C.
Service Area
Managers
Matrons
Ward Managers
Develop a vulnerable patient
programme that will manage the
movement and length of stay in a
cool environment.
Ensure cool rooms have the correct
equipment / facilities to accommodate
identified vulnerable patients.
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Serial
9
Action
Requests for cool water / ice for staff and
patients.
Responsibility
Matrons
Ward Sisters
How
Requests for cool water / ice
through EFM Service Provider
(Catering) Helpdesk 57000 or
Email: [email protected]
Service Area
Managers
Infection Prevention
Control Team
EFM Service
Provider
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Heat Wave Action Card 3 – Heat Wave Action (Amber)
Serial
Action
Responsibility
1
Ensure that all actions in Action Cards 1 and
2 have been taken.
All
2
Ensure all staff is notified of the Met Office
Alert and the change of the Heat wave level.
Associate Director
of Communication
Emergency
Planning Team
How
Use all medians of communication
to ensure all staff are made are
aware of the Alert Level change and
to activate Action Card 3.
3
Repeat messages re: Personal management
arrangements for staff and patients during
the heat wave.
All
Refer to the PHE Publication
Looking after yourself and others
during hot weather.
4
Utilise fans, air cooling equipment, arrange
for cool drinks to be distributed more
regularly and move patients (where possible)
in to cool rooms.
Matrons
Staff Management and Patient Care
Plans.
Ward Sisters
EFM Service
Provider
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Serial
Action
5
Fans, air cooling equipment / systems break
down.
Responsibility
Ward Sisters
How
Contact the EFM Service Provider
on the Helpdesk Ext.57000.
EFM Service
Provider
Service Area
Managers
6
Where possible and in compliance with the
Ward Sisters
patient care plan consider adapting menus to
cold meals (preferably with a high water
EFM Service
content).
Provider (Catering)
Identify those patients who could,
and if agreed with the patient have
cold meals instead of hot. This
would have to be co-ordinated
through the EFM Service Provider
(Catering Manager).
7
Review the Uniform Policy
If it is agreed to change or part
change the Uniform Policy during
the Heat wave (Alert Level 3) then
changes will be communicated to all
those affected immediately.
Director of Nursing
Trust
Communication
Team
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Serial
Action
Responsibility
8
Reduce internal temperatures by turning off
all unnecessary lights and electrical
equipment.
All
9
Implement temperature measuring and
recording four times a day, monitor and
minimise temperatures in all patient areas
and take action if there is a significant risk to
patient safety.
Matrons
Ward Sisters
Service Area
Managers
How
Temperature monitoring using the
Monitoring Chart and report any
significant patient risk at first to the
Matron and if further advice /
assistance is required contact the
Site Matron / Campus Silver on Call.
Directorate
Management Teams
10
Ensure that discharge planning takes into
Ward Sisters
account the vulnerability of the patient to high
temperatures and the accommodation they
Integrated
will be going back to.
Discharge Team
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Serial
11
Action
Consider moving Hospital visiting hours to
mornings and evenings to reduce afternoon
heat from increased numbers of people.
Responsibility
Director of Nursing
Hospital Senior
Management Team
How
There will be a number of factors
that will influence whether or not
visiting hours are changed, however
it may be possible to change them
on some patient areas thus
contributing to a reduction in
temperature.
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Heat Wave Action Card 4 – Heat Wave Action (Red)
Serial
1
Action
Activation of Trust Major Incident Plan /
Business Continuity and Internal Incident
Plans
I
Responsibility
Medical Director
How
On receipt of Alert Level 4 the
Emergency Planning Team will
ensure the information is
immediately cascaded (cascade
diagram) and assist with the
response.
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Temp
Date:
Date:
Date:
Date:
APPENDIX 7
ACTION LEVEL 3 TEMPERATURE MONITORING CHART
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06.00
12.00 18.00 23.59 06.00 12.00 18.00 23.59
06.00
12.00
18.00
23.59
06.00
12.00
18.00
23.00
35 ⁰C
34 ⁰C
33 ⁰C
32 ⁰C
31 ⁰C
30 ⁰C
29 ⁰C
28 ⁰C
27 ⁰C
26 ⁰C
25 ⁰C
24 ⁰C
23 ⁰C
22 ⁰C
21 ⁰C
20 ⁰C
19 ⁰C
18 ⁰C
17 ⁰C
16 ⁰C
15 ⁰C
14 ⁰C
13 ⁰C
12 ⁰C
Temperature information will be used to inform patient care plans, relocation of vulnerable patients, location and deployment of air cooling equipment etc.
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Appendix 8
DIRECTORATE – SERVICE AREA
Fan and / or Portable Air Cooling Request Form
Prior to sending this form a Purchase Order has to be generated by the
Trust Procurement System and included on this form.
This Form is to be completed and sent to EFM Service Provider (Email
[email protected])
Confirmation of Receipt will be sent by Email
Name of Person Completing the Form
…………………………………………………………..
Position ………………………………………………………………
Directorate
……………………………………………………………………………………
……………..
Campus
……………………………………………………………………………………
Request Approved By EFM Service Provider (Hard FM) Yes / No
(Refer to Portable Air Cooling Equipment Priority Table, Electrical
Capacity Information)
Date ………..
Purchase Order Number ………………………………………..
Date Submitted …………………………………………………….
Date Receipt Confirmation
………………………………………………………………………….
Ward / Service Area
No of Fans
Required
Portable Air Cooling if
Available
Yes / No
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Appendix 9
EQUALITY IMPACT ASSESSMENT
Q1. 12th August 2013:
Q2. For the policy and its implementation answer the questions a – c below against each characteristic (if
relevant consider breaking the policy or implementation down into areas)
Protected
Characteristic
a) Using data and supporting
information, what issues,
needs or barriers could the
protected characteristic
group’s experience? i.e. are
there any known health
inequality or access issues to
consider?
b) What is already in place in
the policy or its
implementation to address
any inequalities or barriers to
access including under
representation at clinics,
screening
c) Please state any
barriers that still need to
be addressed and any
proposed actions to
eliminate inequality
The area of policy or its implementation being assessed:
Race and
Ethnicity
None
Gender
None
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Age
None
Religion
None
Disability
None
Sexuality
None
Pregnancy and
Maternity
None
Gender
Reassignment
None
Marriage and
None
Civil Partnership
Socio-Economic None
Factors (i.e.
living in a poorer
neighbourhood
/ social
deprivation)
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Area of service/strategy/function
Q3. What consultation with protected characteristic groups inc. patient groups have you carried out?
None
Q4. What data or information did you use in support of this EQIA?
None
Q.5 As far as you are aware are there any Human Rights issues be taken into account such as arising from
surveys, questionnaires, comments, concerns, complaints or compliments?
No
Q.6 What future actions needed to be undertaken to meet the needs and overcome barriers of the groups
identified or to create confidence that the policy and its implementation is not discriminating against any
groups
What
By Whom
By When
Resources required
None
Q7. Review date
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Appendix 10
Environmental Impact Assessment
The purpose of an environmental impact assessment is to identify the environmental impact of policies, assess the significance
of the consequences and, if required, reduce and mitigate the effect by either, a) amend the policy b) implement mitigating
actions.
Area of
impact
Environmental Risk/Impacts to consider
Action Taken (where
necessary)
Waste and  Is the policy encouraging using more materials/supplies?
 Is the policy likely to increase the waste produced?
materials
 Does the policy fail to utilise opportunities for the
introduction/replacement of materials that can be recycled?
Not Applicable
Soil/Land
 Is the policy likely to promote the use of substances
dangerous to the land if released (e.g. lubricants, liquid
chemicals)
Does the policy fail to consider the need to provide adequate
containment for these substances? (E.g. bunded containers,
etc.)
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Not Applicable
Water
 Is the policy likely to result in an increase of water usage?
(estimate quantities)
 Is the policy likely to result in water being polluted? (e.g.
dangerous chemicals being introduced in the water)
 Does the policy fail to include a mitigating procedure? (e.g.
modify procedure to prevent water from being polluted;
polluted water containment for adequate disposal)
Not Applicable
Air
 Is the policy likely to result in the introduction of procedures
and equipment with resulting emissions to air? (E.g. use of a
furnaces; combustion of fuels, emission or particles to the
atmosphere, etc.)
 Does the policy fail to include a procedure to mitigate the
effects?
 Does the policy fail to require compliance with the limits of
emission imposed by the relevant regulations?
Not Applicable
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Energy
 Does the policy result in an increase in energy consumption
levels in the Trust? (estimate quantities)
Yes
There will be a review of the
age & loading on the
infrastructure on a case by
case need to determine if
there is any spare capacity
available and what the extra
energy consumption will be.
Nuisances  Would the policy result in the creation of nuisances such as
noise or odour (for staff, patients, visitors, neighbours and
other relevant stakeholders)?
Not Applicable
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Appendix 11
We Are Here For You Policy and Trust-wide Procedure Compliance Toolkit
The We Are Here for You service standards has been developed together with more than 1,000 staff and patients. They can
help us to be more consistent in what we do and say to help people to feel cared for, safe and confident in their treatment.
The standards apply to how we behave not only with patients and visitors, but with all of our colleagues too. They apply to all
of us, every day, in everything that we do. Therefore, their inclusion in Policies and Trust-wide Procedures is essential to
embed them in our organization.
Please rate each value from 1 – 3 (1 being not at all, 2 being affected and 3 being very affected)
Value
1.
Polite and Respectful
Whatever our role we are polite, welcoming and positive in the face of adversity, and are always
respectful of people’s individuality, privacy and dignity.
Score
(1-3)
1
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2.
Communicate and Listen
We take the time to listen, asking open questions, to hear what people say; and keep people
informed of what’s happening; providing smooth handovers.
1
3.
Helpful and Kind
All of us keep our ‘eyes open’ for (and don’t ‘avoid’) people who need help; we take ownership of
delivering the help and can be relied on.
1
4.
Vigilant (patients are safe)
Every one of us is vigilant across all aspects of safety, practices hand hygiene & demonstrates
attention to detail for a clean and tidy environment everywhere.
1
5.
On Stage (patients feel safe)
We imagine anywhere that patients could see or hear us as a ‘stage’. Whenever we are ‘on stage’
we look and behave professionally, acting as an ambassador for the Trust, so patients, families and
carers feel safe, and are never unduly worried.
6.
Speak Up (patients stay safe)
We are confident to speak up if colleagues don’t meet these standards, we are appreciative when
they do, and are open to ‘positive challenge’ by colleagues
7.
Informative
We involve people as partners in their own care, helping them to be clear about their condition,
choices, care plan and how they might feel. We answer their questions without jargon. We do the
same when delivering services to colleagues.
1
1
1
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8.
Timely
We appreciate that other people’s time is valuable, and offer a responsive service, to keep waiting to
a minimum, with convenient appointments, helping patients get better quicker and spend only
appropriate time in hospital.
1
9.
Compassionate
We understand the important role that patients’ and family’s feelings play in helping them feel better.
We are considerate of patients’ pain, and compassionate, gentle and reassuring with patients and
colleagues.
1
10. Accountable
Take responsibility for our own actions and results
11. Best Use of Time and Resources
Simplify processes and eliminate waste, while improving quality
12. Improve
Our best gets better. Working in teams to innovate and to solve patient frustrations
TOTAL
1
1
1
12
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Appendix 12
CERTIFICATION OF EMPLOYEE AWARENESS
Document Title
Heatwave Plan And Procedure
Version (number)
2
Version (date)
29 September 2015
I hereby certify that I have:
 Identified (by reference to the document control sheet of the above
policy/ procedure) the staff groups within my area of responsibility
to whom this policy / procedure applies.
 Made arrangements to ensure that such members of staff have the
opportunity to be aware of the existence of this document and
have the means to access, read and understand it.
Signature
Print name
Date
Directorate/
Department
The manager completing this certification should retain it for audit and/or
other purposes for a period of six years (even if subsequent versions of
the document are implemented). The suggested level of certification is;
 Clinical directorates - general manager
 Non clinical directorates - deputy director or equivalent.
The manager may, at their discretion, also require that subordinate
levels of their directorate / department utilize this form in a similar way,
but this would always be an additional (not replacement) action.
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