Lone Worker Policy for Veterinary Practice
Policy Mission
Lone workers should not be at more risk than other employees. Every step will be taken to minimise the risks associated with working alone or remotely from the practice base. We want our employees to feel safe in their work environment, and capable of completing their work to the appropriate standard.
Purpose of the Policy
The purpose of this policy is to provide guidance to lone workers to enable them, as far as reasonably practicable, to stay safe when working alone or remotely from the practice. The policy will help employees understand the risks they are taking when they are on call afterhours at the practice base, or on call remotely to farms or private homes. It will describe procedures for managers and employees which will minimise the risks associated with lone working. The policy is designed to promote a safe working culture within our practice.
What is lone working?
The Health and Safety Authority (HSA) has defined lone workers as anyone who works by themselves without close or direct supervision, people who work outside of normal hours, and people who work away from a base.
What is lone working?
The Health and Safety Authority (HSA) has defined lone workers as anyone who works by themselves without close or direct supervision, people who work outside of normal hours, and people who work away from a base.
Scope of the policy
This policy applies to all workers in our veterinary practice, whether employees, partners or practice principals, including fixed term employees, and temporary employees, who may be working alone at any time in any of the situations described in the policy. Lone workers are those who work by themselves without close or direct supervision, who are physically isolated from colleagues and without access to immediate assistance.
Lone working for the purpose of veterinary practice refers to situations where workers in the course of their duties work alone in situations including, but not limited to:
In the veterinary practice base (hospital/clinic) after normal working hours
Attending to small animal patients at the home of their owner
On farms (or at the premises of equine patients) at any time of the day or night
Commitment from Management to the Policy
Management will:
Ensure that resources such as time and training are in place for implementing this lone worker policy
Identify a health and safety officer to oversee the implementation of the policy
Ensure that the hazards and risks associated with lone working are identified and assessed, and appropriate measures are put in place to eliminate, control or minimise the risks
Ensure that any incidents involving lone workers are reported and integrated into a review of the policy. The policy should be reviewed at least annually
Establish clear working protocols in the practice to set limits as to what can and cannot be done whilst working alone and where appropriate, when to stop and seek advice
Ensure that lone workers receive enough information, training, instruction, supervision and discipline where necessary. In particular, train staff in dynamic risk assessment, de-escalation/diffusion of situations and personal safety including when travelling
Be aware of the range of employee support services available (for near misses or personal injuries) and advise employees of the service/supports available to them.
Commitment from Workers to the Policy
Workers will:
Take all reasonable care to protect their own safety, health and welfare and that of others
Adhere to and apply this policy and any other safe systems of work, including all safety measures that have been introduced to protect the personal safety of lone workers
Co-operate with their employer
Co-operate in the regular review of risk assessments and control measures
Attend relevant training as appropriate
Report any matters of concern in relation to lone working including defects in equipment or the place of work and any unsafe systems of work to the line manager
Report accidents, incidents and near misses in line with the practice safety policy
Provide the line manager with personal data to include home address, mobile number, car registration, and next of kin details and advise of any changes to these details. These will be maintained in line with our GDPR policy.
What are the risks associated with lone working in a veterinary practice?
In all circumstances when employees work alone, all hazards associated with lone working must be identified, the risks assessed, and control measures identified and implemented to ensure the safety and health of employees.
The primary hazards associated with lone working in veterinary practice are:
Physical injury due to inadequate help and support.
This is primarily due to lack of appropriate restraint of an animal, or inappropriate facilities.
Physical and verbal assault.
Veterinary clinics (and mobile clinics/automobiles) are high risk for robbery due to the presence of controlled drugs.
The veterinary profession is progressively made up more and more of young women. This cohort may be more at risk as lone workers.
When risk-assessing a lone working situation always consider the following 5 factors:
Client – History of abuse or aggression from previous incidents (can be client or someone who lives with them or cohabits in the same building). Unpredictable behaviour. Substance abuse
Staff member – Inexperienced. Medical condition. Returning after a long spell of absence. Expectant mother
Interaction – Breaking bad news. Withholding treatment. Discussion about behaviours. Safeguarding procedures
Working environment – working alone on the premises. Working in a geographical area with high crime levels (including carjacking). Guarding equipment such as computers or drugs
Working patterns - Out of hours. Late evening, night, weekend work when less people around. Closing or opening buildings alone
(Royal College of Nursing guide to working alone)
Good operational procedures (control measures) in veterinary practice
(This list is not exhaustive but aims to illustrate the range of lone working situations that veterinary staff may find themselves in).
For all lone workers:
A central point of contact is essential. The employee should always leave details of their lone working activities with a central point of contact. This will assist in the implementation of appropriate action being put in place should an employee be in difficulty.
The amount of work undertaken by lone workers should be kept to a minimum and home visits should be avoided unless animal welfare would be compromised
Consider the feasibility of working in pairs
Employees are trained in lone working procedures e.g. procedures on frequency of contact with base, or a nearby colleague, etc
A means of communication is provided (e.g. phones, 2-way radio) with a system for controlled periodic checks in place. Make sure there is adequate battery power and, where necessary, network coverage to maintain contact for the duration of the work
Consider the use of panic alarms for lone workers
Contact numbers are readily available (on speed dial or voice activated) for use in an emergency. Consider using agreed emergency code words to alert the contact person.
Employees are trained on how to handle conflict situations and the threat of violence, emergency procedures, set call-in times, locking and securing the workplace.
Procedures are in place should a lone worker fail to return or make contact at agreed time e.g. Try to contact lone worker, inform senior manager, inform An Garda Siochana
Back door (or some escape route/safe room) should be installed in clinics
Have a safety protocol in place for the first person to arrive/unlock or last person to leave/lock up a building.
Physical barriers are provided in the clinic where practical where there is an increased threat of violence. Physical separation from other areas e.g. coded doors, wide desk or screen for reception/cash desk, table between employee and visitor.
Employee should always stay at exit side of consult room.
Avoid going into store/kennel area alone when client is in the building.
Where relevant, lone workers are provided with any necessary background information about the specific job at hand e.g. Information about the area, previous experiences, client history
CCTV is in place in the clinic for safety purposes
Farm visits
Employees are given the information they need in advance of the visit, and the employer or other relevant person (central contact point) is aware of their planned visits.
The employee should discuss the plan for the visit with the farmer in advance and identify any particular risks
Contact (e.g. with the farmer, farm manager or dwelling house contact) is made on arrival at the farm and before starting work
Work is planned in advance so that it can be done safely
Employees should make their presence on the farm known and should check for any particular risks, such as overhead power lines, aggressive animals, the possible presence of children or other vulnerable persons, routes of escape of animals into a public area
Employees are trained to report (e.g. to farmer and employer) any dangerous situations or issues that may affect them and they are dealt with promptly
Lone workers have a means of communication (e.g. mobile phone, controlled periodic checks or contact with base/head office) and contact numbers readily available for use in an emergency. Someone else must always know where a lone worker is and when they expect to return. Arrangements for this must be made for afterhours call outs.
Have location app switched on for all work phones
Car chargers for mobile phones in all vehicles
Torch in all vehicles
Ensure syringes, needles and blades are taken away in car in an appropriate container and disposed of correctly, i.e. sharps container, clinical waste etc.
Drivers must obey the rules of the road when entering and leaving the farm.
Employees deemed to be in breach of the Lone Worker Policy may be subject to disciplinary action up to and including dismissal.
If you reasonably believe that your personal safety may be at risk by engaging with specific lone work (e.g. engaging with a particular client or travelling to a particular place), you must discuss this with your line manager before putting yourself at risk.
If you need additional information about the details or meaning of any of this policy, please reach out to your manager or the practice principal for clarification.
