REFERENCE NUMBER DPOD 25
APPROVING COMMITTEE(S) AND
DATE
NHS Central Lancashire Governance Committee
AUTHOR(S)/FURTHER INFORMATION Senior HR/RA Manager
LEAD DIRECTOR Chief Operating Officer
THIS DOCUMENT REPLACES New Policy
REVIEW DUE DATE October 2011
RATIFICATION DATE October 2009
VALIDATION SIGNATURE
NHS Central Lancashire Identification Badge Policy and Procedure
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The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue
This policy is individual to NHS Central Lancashire. NHS Central Lancashire does not accept any liability to any third party that adopts or amends this policy. © NHS Central Lancashire
NHS Central Lancashire is committed to ensuring that, as far as it 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 the basis of their age, disability, gender, race, religion/belief or sexual orientation. Should a member of staff or any other person require access to this policy in another language or format (such as Braille or large print) they can do so by contacting the communications department or the relevant policy holder. NHS Central Lancashire will do its utmost to support and develop equitable access to all policies. Managers are responsible for ensuring staff within their area of responsibility are aware of NHS Central Lancashire policies and that staff adhere to them. Managers are responsible for ensuring that a system is in place for their area of responsibility that keeps staff up to date with new policy changes. Staff are responsible for ensuring they are familiar with policies, know where to locate the documents on the NHS Central Lancashire’s website, and seek out every opportunity to keep up to date with them Independent contractors are expected to identify a lead person to be responsible for ensuring staff employed within their practice are aware of NHS Central Lancashire policies. NHS Central Lancashire Identification Badge Policy and Procedure Page 3 of 9 The current version of this
policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue.
CONTENTS PAGE
1. INTRODUCTION 4
1.1 Scope 4
1.2 Principles 4
2 IDENTIFICATION BADGE
POLICY 4
2.1 Responsibility of the Line Manager 5
2.2 Responsibility of the employee 5
2.3 Responsibility of reception staff 5
3. IMPLEMENTATION 5
3.1 Failure to wear ID badges 6
3.2 Training and Awareness 6
3.3 Communication 6
3.4 Monitoring Compliance 6
3.5 Procedures for the issue of ID badges 6
3.6 New Starters 6
3.7 Transfers 7
3.8 Change of Name/Significant Change of
Appearance 7
3.9 Leavers 7
3.10 Loss of Badge 7
3.11 Review 7
4. REFERENCE DOCUMENTS 8
5. GLOSSARY 8
6. APPENDICES 9
Appendix 1 Identification Badge Form 9
NHS Central Lancashire Identification Badge Policy and Procedure
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The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue
1. INTRODUCTION
The purpose of the NHS Central Lancashire identification badge policy is to promote security, safety and patient confidence in the service by ensuring all employees are identified.
1.1 Scope
An identification badge will apply to all staff to identify colleagues and to identify persons who do not have legitimate access to NHS Central Lancashire (NHSCL) sites, thereby enhancing the safety and security of staff, legitimate visitors, property, assets and information. 1.2 Principles This policy applies to all NHSCL employees and includes those on the bank register, irrespective of age, race, colour, religion, disability, nationality, ethnic origin, gender, sexual orientation or marital status, domestic circumstances, social and employment status, HIV status, gender reassignment, political affiliation or trade union membership.
2. IDENTIFICATION BADGE POLICY
Contractors are not eligible for a NHSCL ID Badge and should be issued with a ‘Visitor’ ID badge, which will indicate a start and finish date. The manager responsible for the contractor must arrange for one to be issued by the nearest reception staff and to ensure that they surrender their ‘Visitor’s badge on their last day of work with NHSCL. Agency staff and staff on honorary contracts are not eligible for a NHSCL ID Badge and should be issued with a ‘Visitor’ ID Badge, which will indicate a start and finish date. The manager responsible for the agency staff must arrange for one to be issued by the nearest reception staff and to ensure that they surrender their ‘Visitor’s badge on their last day of work with NHSCL. Work experience students will be issued with a ‘Student’ ID Badge which will indicate a start and finish date. This will be issued by the HR Department and the placement Supervisor will be responsible for ensuring that the ‘Student’ ID badge is surrendered at the end of the placement and returned to the HR Department. Student placements co-ordinated and monitored by the Practice Placement Facilitator will be expected to wear their ID Badge issued by their education provider whilst on placement at all times and will not be issued with a NHSCL ID Badge.
NHS Central Lancashire Identification Badge Policy and Procedure
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The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue It is the responsibility of NHSCL Directors to ensure that all employees are aware of this policy and it is the responsibility of all staff and managers to familiarise themselves with the procedure involved.
2.1 Responsibility of the line manager
It is the responsibility of the line manager to ensure that: Each member of staff is in possession of a photo ID badge; All staff wear their NHSCL photo ID badge at all times whilst on duty ; unless this is not possible for safety reasons. To collect the ID Badge from the member of staff upon termination of employment.
2.2 Responsibility of the employee It is the responsibility of each member of staff to: Ensure that a badge is worn and visible at all times whilst on duty unless this is not possible for safety reasons; Report loss or damage of badges to their line managers. Please refer to 3.10; Not lend their photo ID badge to another party. Staff are required to challenge anyone not wearing an ID badge in a staff only area of NHSCL property. To hand in the ID badge upon leaving the organisation.
2.3 Responsibility of reception staff Wherever possible reception staff should ensure all staff and visitors are authorised to be on the premises and that authorised visitors are issued with ‘Visitor’ ID Badges.
3. IMPLEMENTATION
In order to improve security all staff are required to display a photo identification badge in a visible position at all times during working hours. Staff walking or using public transport whilst travelling between work places will not be required to display their badges. Staff whose work involves tasks where the wearing of badges would pose a health and safety risk, e.g. working with moving machinery, will be able to carry their identification badge but not display it.
In order to ensure security, every member of staff should be prepared to challenge individuals without identification badges where it is safe to do so, or inform security, where people without identification badges are found in “significant” areas i.e. non-circulation areas such as offices, treatment rooms etc, or be prepared to challenge persons not identifiable who request information, equipment or supplies. Staff must ensure that they are aware of NHS Central Lancashire Identification Badge Policy and Procedure
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The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue the security protocols in place within their department or building. It is their line managers responsibility to ensure staff are made aware as part of their induction into the team. Any security breaches must be documented via an incident report. The identification badge will carry a photograph of the individual, along with their name, job title, department and the organisation logo. Identification badges must not be left unattended. They should either be locked away or removed from premises out of office hours. Identification badges must not be sent through the internal/external post.
3.1 Failure to wear ID badges
Employees who persistently or deliberately fail to wear their ID card will be subject to disciplinary action. Also, this would apply to staff who give their ID badge to a person who is not authorised to have it. 3.2 Training and Awareness To ensure compliance of this policy all staff will be made aware of its presence during induction. The policy is available on NHSCL’s intranet or via the HR department.
3.3 Communication
In conjunction with the Communications Team, the procedure will be promoted and effectively communicated to individuals via the intranet and other means of communication. The objective is that all employees should be fully aware that all employees of the PCT have to display, or carry on their person, a standard corporate photograph identification badge. Therefore, access to patients and to NHSCL premises should be denied to anyone professing to be an NHSCL employee, if they do not have a photo identification badge.
3.4 Monitoring Compliance
On a quarterly basis the Local Security Management Specialist will carry out random audits throughout the organisation to ensure staff are adhering to the policy. The results of the audits will be reported back to the directorate on a quarterly basis.
3.5 Procedures for the Issue of ID badges
3.6 New Starters
New Starters are required to attend the HR Department for pre-employment checks and to take a photo for a new ID card. In exceptional circumstances, where the new employee be unable to attend the HR Department in person to obtain an ID badge the line manager will complete an ID badge form NHS Central Lancashire Identification Badge Policy and Procedure
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The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue (Appendix 1) and send an appropriate photo from their work email address to the Recruitment Support Assistants (tel: 01772 777152 or 777089). The new starter will be expected to make arrangements with the Recruitment Support Assistants to collect the ID badge during the first week of employment.
3.7 Transfers If an employee transfers posts within the Trust, then the existing department should repossess the identification badge on the last working day for that department and it should be destroyed by the line manager. The manager responsible for the person’s new post must email the Recruitment Service Assistants (tel: 01772 777152 or 777089) using their work email address confirming a new badge is required and attach a completed ID Badge form. The manager will be expected to make arrangements with the HR Department to collect the ID badge as soon as practicably possible.
3.8 Change of Name/Significant Change of Appearance Any member of staff who either significantly changes their appearance or change their name must ensure their NHS photo ID badge is updated using the New Starter process detailed in 3.6. 3.9 Leavers As part of the termination process the manager should acknowledge the employees intention to terminate their employment and that their identification badge should be handed back to their manager on their last day of employment. The badge should be appropriately destroyed by the line manager. If anyone leaves without surrendering their badge the Manager must complete an Incident Report Form. 3.10 Loss of Badge Employees must do the following if they lose their ID Badge: Complete an Incident Form. E-mail the Recruitment Services Team. Employees must complete an Incident Report Form for any badge lost or stolen. Investigation into how it was lost or misplaced may be deemed necessary. To replace any lost or stolen badge please use the process detailed in 3.6.
3.11 Review This policy will be reviewed via the Partnership, Negotiation and Consultative Forum (PNCF) within two years of ratification by the Governance Committee. NHS Central Lancashire Identification Badge Policy and Procedure Page 8 of 9 The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue The Policy may be reviewed at an earlier date if necessary. For example, to update it in line with employment law or good practice.
4. REFERENCE DOCUMENTS None
5. GLOSSARY None
NHS Central Lancashire Identification Badge Policy and Procedure Page 9 of 9 The current version of this policy is held on the NHS Central Lancashire’s website. Check with the website that this printed copy is the latest issue Appendix 1 IDENTIFICATION BADGE FORM Please fill in this form in capital letters:-
STAFF GROUP: PERMANENT/TEMPORARY/BANK (please
circle as Appropriate)
NAME: …………………………………………………………………………………………….
JOB TITLE: …………………………………………………………………………………….
DEPARTMENT: ……………………………………………………………………………….
FULL WORK ADDRESS:
………….……………………………………..………………….
……………………………………………………………………….………………………….
…………………………………………………………………….………………………….
WORK TELEPHONE NUMBER:
……………………………………….…………..……….
MANAGER (BLOCK CAPITALS):
……………………………………….………………….
BASE: ……………………………………………………………………….………………….
MANAGERS SIGNATURE: ……………………………. ….. DATE:
…………………..
PLEASE TICK APPLICABLE BOXES:
I am a new member of staff I have transferred to another post at NHSCL
I have changed my name/appearance
I have lost my I.D. Badge
My badge is out of date
My badge is broken.
Please either return this form in person to Human Resources, NHS Central Lancashire, Watling Street Road, Preston PR2 8DY or email a completed form and
photo to chris.godfrey@centrallancashire.nhs.uk
or
beci.higham@centrallancashire.nhs.uk.
Staff must not send ID cards through the
internal/external post.
HR can only accept email requests from your line manager
from their work
email address.
Article Source: http://www.centrallancashire.nhs.uk/Library/Documents/policies/IDENTIFICATION%20BADGE%20POLICY.pdf
