karen o’brien, deputy director of workforce unless this copy has … · 2019. 12. 9. · wrist...

Work Attire and Appearance Policy v4.1

Policy Title

Work Attire and Appearance Policy

Policy Number

PP42

Version Number

4.1

Ratified By

Human Resources Committee

Date Ratified

07/02/2017

Effective From

30/11/2019

Author(s) (name and designation)

Karen O’Brien, Deputy Director of Workforce

Sponsor

Susan Watson, Director of Strategy and Transformation

Expiry Date

06/02/2020

Withdrawn Date

Unless this copy has been taken directly from Pandora (the Trust’s Sharepoint document management system) there is no assurance that this is the most up to date version This policy supersedes all previous issues

Work Attire and Appearance Policy v4.1 2

Version Control

Version Release Author/Reviewer Ratified by/Authorised

by

Date Changes (Please identify

page no.)

1.0

Aug 2007 HR Committee 06/08/2007

2.0

11/10/2011 C Knox HR Committee

03/10/2011

3.0 05/02/2015 C Knox / E McDonald

HR Committee 02/02/2015

4.0 10/05/2017 Various HR Committee

07/02/2017 Reflective of current language and to cover community staff

4.1 30/11/2019 K O’Brien, Deputy Director of Workforce

S Watson, Director of

Strategy and Transformation

29/11/2019 Update to ID Badges and Ties in Section 6.1


CONTENTS

Page No. 1. Introduction .................................................................................................................................. 4 2. Policy scope ................................................................................................................................... 4 3. Aim of policy ................................................................................................................................. 4 4. Duties - roles and responsibilities ................................................................................................. 5 5. Definition of terms ........................................................................................................................ 5 6. Procedures relating to work attire and appearance ..................................................................... 6

6.1 Uniform Wearing Employees ........................................................................................... 6 6.2 Non-uniform Wearing Employees ................................................................................... 8 6.3 General Guidance ............................................................................................................ 9

7. Diversity and Inclusion .................................................................................................................. 11 8. Consultation and Engagement ...................................................................................................... 11 9. Policy implementation .................................................................................................................. 11 10. References .................................................................................................................................... 12 Appendix A – Footwear Guidance ............................................................................................................. 13-14


Work Attire and Appearance Policy 1. Introduction

The Trust considers the way employees dress and their appearance is of significant importance in portraying a professional image to all users of services whether patients, visitors, clients or colleagues. In the healthcare environment, uniform and dress also forms an integral part of risk controls for health and safety such as moving and handling, or infection control. In addition, work attire and appearance standards enable staff and patients to identify those people directly involved in patient services immediately, which supports a professional healthcare service. The Trust recognises that as far as possible staff should feel comfortable in their uniforms, subject to the overriding requirements of patient safety and public confidence.

2. Policy Scope This policy applies to all members of staff of Gateshead Health NHS Foundation Trust. Contractors working within the Trust are also expected to comply with the requirements of this policy.

3. Aim of policy This policy aims to provide clear guidance to managers and staff about the acceptable standards of work attire and appearance when at work. It takes into consideration a number of requirements relating to: Legal Requirements

Identification of when [and when not] uniform is needed [Health and Safety at Work Act 1974]

The use of protective clothing [Personal Protective Equipment at Work Regulations 1992]

Changing and shower facilities [Workplace (Health and Safety and Welfare) Regulations 1992]

Manual handling regulations [Manual Handling Operations Regulations 1992 (as amended)]

Personal protective equipment might be specified for a staff group as a result of a risk assessment and also applies for the laundering of infected clothing and protection against blood borne virus [Control of Substances Hazardous to Health 2002]

Equality Act 2010 which promotes employment equality for staff in terms of protected characteristics including sex, disability, race, religion or belief, and also human rights.

Patient and Staff Safety

Laundry facilities and guidance

Staff travelling arrangements

Changing facilities


Moving and Handling

The free range of movement necessary in various settings

Restrictions of belt, buckles, jewellery and badges

Staff comfort and self esteem

Footwear Cross Infection The possibility of transmitting infections via workwear is an important issue for the Trust, its staff and patients.

Jewellery

Hand hygiene

Personal protective equipment (PPE)

Uniform provision and replacement 4. Duties – roles and responsibilities

Trust Board / Chief Executive The Trust Board has ultimate responsibility for ensuring staff are provided with a safe system of work, and therefore sufficient appropriate uniform and PPE. Line Managers Managers within the Trust are responsible for ensuring all staff are aware of, and comply with this policy. Where necessary managers must make sure external contractors, work experience students and visiting professionals also adhere to the policy. Managers are responsible for ensuring all staff are aware of and adhere to the standards for issue, storage and procurement of uniform and appropriate workwear. Members of Staff Members of staff have a responsibility to comply with this policy to ensure uniform, dress and appearance is smart, safe and practical, and projects an image which encourages public trust and confidence. Staff are expected to take reasonable care of any uniform provided. Staff involved in food handling are expected to comply with any legislative food hygiene regulations and best practice. Theatre staff Theatre staff who wish to leave the theatre complex, with the exception of emergency or life threatening situations, must at all times change into their own outdoor clothing or standard uniform and footwear or into raspberry theatre scrubs. Those who do leave in an emergency situation must change into a clean uniform on their return to theatres.

5. Definitions

Uniform clothing that is provided by the Trust to be worn at work

Workwear clothes that are worn by staff in the workplace, where they are not provided with a uniform

Clinical environment

Places of work where employees are delivering care to patients, which includes patient homes, GP surgeries, hospital, other Trust premises

Cross infection infection that is spread from person to person via the environment or human contact

Personal Protective Equipment

equipment provided by the Trust (aprons, gloves, eye goggles and facemasks if required) to protect yourself and to help prevent the spread of cross infection


6. Procedures relating to Work Attire and Appearance The role that an individual performs either regularly or on an ad hoc basis should inform the appropriateness of their clothing and the underlying principles of ergonomic safety, infection prevention and control, professional image and security are applied in the following recommendations.

It is acknowledged that some issues are difficult to interpret exactly given individual perceptions but staff should be aware that their manager may wish to discuss work attire, hygiene and appearance with them.

General Principles for all staff:

Workwear and uniforms should be clean and tidy

Footwear should be smart, practical and appropriate for the area of work and consideration should be given to other staff and patients regarding noise. Croc Style Clogs must not be worn to ensure compliance with a Department of Health alert as they do not provide protection against penetration by sharp objects through the sole. It is the responsibility of the manager to determine if specialist footwear is required through the risk assessment process.

Hair should be clean and tidy

Non-acceptable clothing (NB: this list is not exhaustive):

Casual Shorts

Denim of any type

Overly tight or revealing clothing

Leggings

Clothes which reveal inappropriate body parts (i.e., midriff) or underwear

Clothing bearing inappropriate logos/slogans/brand names

Baseball caps

Combat or cargo style trousers

Tracksuits or sporting clothing

Low cut or transparent clothing

Ripped or torn clothing

Outdoor clothing/coats/fleeces when working indoors

Employees who fail to comply with the policy may be subject to disciplinary proceedings. 6.1 Uniform Wearing Employees

The requirements for employees who wear a uniform do not allow for the same discretion as for non-uniformed staff who wear everyday dress [see section 6.2] for the following reasons:

The type or role of staff should be evident to patients, carers, visitors and colleagues from their appearance

A consistent and professional approach in appearance engenders a sense of confidence in the Trust as a whole


Particular health and safety issues need to be addressed e.g. infection prevention and control and the risk of contamination as well as ergonomic requirements

Uniforms and workwear should not impede effective hand hygiene, and should not unintentionally come into contact with patients during direct patient care activity.

Item Comments and explanation

Footwear See separate guidance at Appendix A

For maximum support and staff safety and to contribute towards a therapeutic patient environment, (for example soft soles reduce noise, which can disturb patients’ rest). Trainers with minimal suede/fabric are cleaned more easily which reduces the risk of contamination/cross infection.

Tights/Stockings/Socks Non-patterned neutral or black to match uniform

For a smart, professional and formal appearance which patients and visitors prefer

Jackets/Cardigans/Fleeces/Jumpers Jackets/Cardigans/fleeces/jumpers should be navy blue but should never be worn in the clinical environment when providing direct patient care.

Long sleeves impede effective hand washing and therefore impose an infection risk because of this and the fact that they are not laundered as regularly as uniforms.

ID Badges and Ties All staff should wear a security name badge at all times and those providing direct clinical care should use clip on rather than necklace style lanyards. Ties and lanyards are permitted in a clinical environment provided these are appropriately restrained during clinical interventions.

Necklace style ribbons and ties are an infection risk due to the potential for direct contact with patients/bodily fluids etc. Any necklace style ribbons and ties worn must be restrained from making contact with a patient/clinical environment. Badges/Ties can restrict movement and may lead to patients being injured during care and work tasks.

Jewellery A plain wedding/civil partnership band is permissible in line with national guidance providing staff pay extra attention to washing them during hand hygiene. Wedding/civil partnership bands with engravings or mounted stones must be removed in clinical areas particularly in theatres or other high risk areas to reduce the risk of infection towards patient safety. Thumb rings are not acceptable. One stud earring only may be worn per ear. Nose, tongue, eyebrow or other facial studs should not be worn. Staff working in a clinical environment should not wear a wrist watch. A maximum of 2 professional badges only can be worn on uniforms.

Jewellery (including watches) have been evidenced to collect bacteria and impede effective hand washing representing a significant risk to healthcare workers and patient safety. If rings have stones or settings present they have higher bacterial counts and must be removed. Facial jewellery and too many badges is in contrast to the smart/professional approach and clarity we give to patients and visitors. New piercings may pose a patient safety risk as may established nose piercing. Belts, buckles, jewellery etc can restrict movement and may lead to patients being injured during care and work tasks


Item Comments and explanation

Nails When working directly with patients providing clinical care nails should be short, clean and without polish or extensions, nor false nails.

To reduce the risk of contamination/cross infection as long nails provide an environment for germs as can the beds of false nails while polish can chip and contaminate e.g. aseptic fields

Hair Hair should be clean, neat and tidy, off the collar, and with minimum fastenings. Long pony tails that hang below the collar should be pinned up. Hair pieces and wigs if worn should be properly secured.

For a smart, clean, professional appearance and to reduce the risk of contamination/cross infection.

False Eyelashes False eyelashes should not be worn by clinical staff or staff working in a clinical area.

For a smart and professional appearance.

Uniforms should be changed at the start of every shift or whenever they are contaminated with blood or body fluids and whenever providing direct clinical care the Personal Protective Clothing Policy [Infection Control Policy IC02] should be adhered to.

6.2 Non-uniform Wearing Employees

The role that an individual performs either regularly or on an ad hoc basis should inform the appropriateness of their clothing and the same principles of ergonomic safety, infection prevention and control, professional image and security must be applied. When a non-uniform wearing employees (including medical staff) are working in a clinical environment, section 6.1 applies.

6.3 General Guidance Changing Facilities Where changing facilities are available they must be used and maintained in a clean tidy manner. Wearing uniform outside of work premises Some members of staff may be required as part of their role to work off site. It is not acceptable to attend to non-Trust business in your uniform, for example shopping. It is acceptable to travel to deliver care in your uniform if required. The uniform must be appropriately covered whilst travelling. Travel to/from Work All staff should travel to and from work in their own clothes and change into the uniform at work where there are appropriate facilities. However it is acknowledged that the Trust has restricted changing facilities, therefore it may be agreed with the line manager that it is a requirement for the uniform to be worn when travelling to/from work.


Planned Staff Working Outside Normal Hours (e.g., On Call, Standby, Week end Working) The wearing of more casual clothing where employees are called in from home, or come in for short periods outside the normal working hours, such as weekends, and do not work directly with members of the public is acceptable. Employees must ensure that they are clean and tidy and display their Trust identity badge at all times. Unplanned/Exceptional Circumstances There may be exceptional circumstances, such as moving of offices or extreme weather conditions, where – with prior agreement of the manager – more casual clothing, may be permitted. Attendance at Work Related Events All those who work for the Trust are reminded that whilst attending any meeting, training or conference, (including those training courses which are sponsored and provided by the Trust), they are representing the Trust and therefore the principles outlined within this policy apply. Specifically that an employee’s appearance should reflect the Trust’s corporate image. External Workwear Staff or contractors wearing external workwear, eg boilersuits or similar will be served in the staff catering facilities providing that the workwear is clean and of smart appearance. Laundry Those staff with direct patient contact who change at work should transport their uniforms in a polythene bag and should preferably launder all uniforms together. Washing uniform separately can eliminate any possible cross-contamination from high levels of soiling, and enable the uniform to be washed at the highest recommended temperature. Clinical uniforms should be washed for 10 minutes at 60ºC as this removes almost all micro-organisms. Washing with detergent at lower temperatures – down to 30ºC – eliminates MRSA and most other micro-organisms. [see Operational Services Policy no 05, and Uniforms and Workwear: Guidance on uniform and workwear policies for NHS Employers]. Theatre scrubs are laundered on behalf of the hospital and members of staff should deposit them in the skips provided in theatre changing rooms at the end of every shift or when it is necessary to change earlier e.g. following contamination. Supply of Uniforms Uniform procurement will be managed locally via QE Facilities and will need to be fit for purpose. Re-use of uniforms and any new services/developments requiring specific attire will be discussed and agreed. Members of staff who are pregnant will require appropriate maternity uniforms to be provided. The needs of staff will change during the term of their pregnancy. Concerns regarding uniform or work attire may be identified during the risk assessment process (see PP24 Family Policy).


All uniforms remain the property of the Trust and must be returned when leaving the Trust employment. Tax Relief All employees provided with uniforms should be able to claim tax relief for the laundering of their uniforms and should claim this direct from their local tax office either when they complete their tax return or by writing a letter of application separately. Additionally, all items of non-uniform type clothing provided by the Trust should have its logo attached to them. Failure to do this will incur a tax charge for the employee. Identity Badges All members of staff are supplied with a Trust identity badge that must be worn and easily visible at all times when on duty. This is because patients like to know the names and roles of staff who are caring for them. In laboratory areas, ID badges may be worn under personal protective equipment/clothing at the discretion of the departmental manager. Other badges must be appropriate, (e.g. indicating membership of a professional organisation or training institution) and kept to a maximum of two. Religious Beliefs and Work Attire The Trust is sensitive to the needs of members of staff with particular cultures and/or religious beliefs. The Trust is committed to seeking pragmatic and supportive solutions in situations where members of staff have concerns about the application of this policy. Members of staff may apply for an exception with their Line Manager who will consider the application on a case by case basis with advice from Human Resources if required. This may not be possible if the overriding principles of safety would be compromised. Tattoos It is recognised that in today’s society, many individuals have tattoos. Where a member of staff has a tattoo in an area that remains visible when wearing their uniform or workwear, this must not be offensive to others. Members of staff may be asked to cover tattoos that are likely to cause upset to patients, carers, visitors or other members of staff. If staff attend for work with new tattoos on an area of the body which is visible they should be covered with a waterproof [but not occlusive] dressing. Ideally members of staff should not attend for work (utilising leave) until new tattoos [which are not covered by usual uniform/dress] are healed and do not pose an infection control risk. Personal Hygiene Staff are expected to maintain a high level of personal hygiene at all times and failure to do so will be brought to the individuals attention and a requirement for improvement to be made.


Smoking In accordance with RM37 Smoking Free Hospital policy, members of staff must not be seen smoking in their uniform or workwear at any time.

7. Diversity and Inclusion 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 staff reflects their individual needs and does not unlawfully discriminate against individuals or groups on the grounds of any protected characteristic (Equality Act 2010). This policy aims to uphold the right of all staff to be treated fairly and consistently and adopts a human rights approach. This policy has been appropriately assessed.

8. Consultation and Engagement The views of managers and staff side representatives have been sought via the Joint Consultative Committee and Policy Sub-Group. The relevant Health & Safety, Infection Prevention and Control, and Ergonomics teams have been involved.

9. Policy implementation This policy will be circulated by the Trust Secretary as detailed in OP27 Policy for the development, management and authorisation of policies.

10. References

Equality Act 2010

Health Act 2006 Code of Practice

Health and Safety at Work etc Act 1974

Health and Safety Executive (1992) Manual Handling. Manual Handling Operations Regulations (as amended): Guidance on Regulations L23. Revised 4th ed (2016). Sudbury: The Stationary Office. Available at: http://www.hse.gov.uk/pubns/books/l23.htm (Accessed 3rd Jan 2017)

Health and Safety Executive: Personal Protective Equipment at Work (PPE) a brief guide (2013). Available at: http://www.hse.gov.uk/pubns/indg174.pdf (Accessed 5 Sept 2014)

Health and Safety Executive (1992) Personal Protective Equipment at Work regulations (as amended) : Guidance on Regulations L25. 3rd Ed. (2015) Available at: http://www.hse.gov.uk/pubns/books/l25.htm (Accessed 30 Dec 2016)

Health and Safety Executive (1992) Workplace (Health, Safety and Welfare) Regulations 1992. Approved Code of Practice and guidance L24 2nd Ed (2013) Available at: http://www.hse.gov.uk/pubns/books/l24.htm (Accessed 5 Sept 2014).

Management of Health and Safety at Work Regulations 1999 (Management Regulations SI 1999 No. 3242), that extend the cover to patients and others affected by microbiological infections, and include control of infection measures.

Manual Handling Operations Regulations 1992 (as amended)

Personal Protective Equipment at Work Regulations (1992)

The Health and Safety at Work Etc Act 1974

The Control of Substances Hazardous to Health Regulations 2002

http://www.hse.gov.uk/pubns/books/l23.htm

http://www.hse.gov.uk/pubns/indg174.pdf




The Control of Substances Hazardous to Health Regulations 2002 (as amended). Approved Code of Practice and guidance L5 (Sixth edition) http://www.hse.gov.uk/pubns/books/l5.htm

The Health and Social Care Act 2008: Code of Practice for health and adult social care on the prevention and control of infections and related guidance.

Workplace (Health, Safety and Welfare) Regulations 1992

Guidance on uniforms and clothing worn in the delivery of care. RCN 2005 http://www.rcn.org.uk/__data/assets/pdf_file/0010/78652/002724.pdf

Uniforms and work wear: Guidance on uniform and work wear policies for NHS employers. DoH 2010 http://webarchive.nationalarchives.gov.uk/20130107105354/http://www.dh.gov.uk/prod_consum_dh/groups/dh_digitalassets/@dh/@en/@ps/documents/digitalasset/dh_114754.pdf

Health and Social Care Act (2008) The Health and Social Care Act (2008) contains a code of practice on the prevention and control of health care associated infections (HCAI) and related guidance. Under compliance criterion 2, – which sets out the standards organisations are expected to meet for minimising the risk of HCAI – the code states that uniform and work wear policies ensure that clothing worn by staff when carrying out their duties is clean and fit for purpose. Organisations are also required to ensure that policies enable good hand hygiene practices; for example, by keeping the hands, wrists and lower arms free from jewellery.


http://www.rcn.org.uk/__data/assets/pdf_file/0010/78652/002724.pdf

http://webarchive.nationalarchives.gov.uk/20130107105354/http:/www.dh.gov.uk/prod_consum_dh/groups/dh_digitalassets/@dh/@en/@ps/documents/digitalasset/dh_114754.pdf




Appendix A FOOTWEAR GUIDANCE

This is Health and Safety Guidance to protect staff and the organisation Footwear: Shoes should be:

a dark colour, low heeled, closed toe and heel

fitted with slip resistant soft soles/soft heels

clean and well maintained

laces should match the colour of the shoes

designed to provide adequate support to the foot

Slip on, lace-up, Velcro fastening styles are all acceptable.

Trainers, must be dark in colour with no obvious branding visible Be aware that the sole tread pattern and sole compound are both important for slip resistance. Generally a softer sole and close-packed tread pattern work well with fluid contaminants and indoor environments. A more open pattern works better outdoors or with solid contaminants. Suede or fabric shoes are not acceptable where these cannot be shoe polished or machine-washed. Theatre footwear should be:

• well fitting, supportive and protective with good slip resistant properties, and should provide protection from spillages and accidentally dropped equipment.

• theatre style clogs, shoes or wellington boots only. • in good repair. • able to enclose the whole foot and not have any holes on the upper part (e.g. Crocs), in

order to prevent injury. • for that use only and should be cleaned regularly (using appropriate PPE) to remove any

contaminants. The use of washer-disinfectors or autoclaves is preferable for the decontamination of footwear (ICNA 2002). Autoclavable footwear should therefore be available to personnel. It is each individual health worker’s responsibility to ensure that their footwear is decontaminated.

• made of a wipe-able material, therefore trainers and suede shoes are not acceptable as they cannot be effectively cleaned.

• used in theatre and not worn outside the theatre environment. • designed to provide antistatic properties in accordance with BS EN ISO 20347 (BSI 2004). • cleaned and stored in racks after use and not left in a contaminated state or on changing

room floors. Arrangements should be in place for visitor theatre footwear to be placed into a clog washer after use. Properties of footwear which can affect slip resistance include: • Fit: shoes that are too big / loose can cause instability and loss of balance • Comfort: comfortable shoes are more likely to be used • Sole: a flexible sole enables good levels of underfoot ‘feel’; a flat sole maximises contact

time with the floor surface. • Heel height: the higher the heel the less stable it is; heeled shoes also have less surface

contact time • Material composition: high friction materials promote greater slip resistance


• Tread pattern: the depth and spread of the treads are important. A raised tread pattern on the heel and sole with a leading edge in many different directions (crosshatch or similar) improves slip resistance of the footwear. Tread pattern should extend over the whole sole and heel area.

Flat leather or plastic-soled shoes offer minimal slip resistance between the shoe and the walking surface and should be avoided. The depth and spread of the treads are important, since closely-patterned treads or treads with minimal depth will not allow floor contaminants to be dispersed from the tread and may create a hydroplaning effect between the sole and the walking surface. Fitting Tips and Guidelines 1. Best time to measure and fit shoes – when your feet are at their largest volume, usually in the

late afternoon or evening. 2. Always try to fit your new shoes with the same hose/socks you will wear regularly with this

category of shoe. 3. If you use an insert or orthotic inside your shoes, consider the extra volume when fitting new

shoes. If your new shoes have a removable insert, remember to remove this and replace with it with your own insert or orthotic. Inserts or orthotics affect the way a shoe fits.

4. Select a shoe style that best matches your foot shape. 5. Make sure the widest part of your foot (the girth around the ball) fits comfortably into the

widest part of the shoe. Shoes should be as wide as your feet and a thumb’s length (1/2 inch) longer than your longest toe when standing.

6. Wiggle your toes to make sure you have enough toe room. 7. Don’t select a shoe too small to avoid heel slippage. Your shoes should ‘break’ nicely across

the forepart, even when new. 8. Boots are more supportive and durable but may be heavier and less flexible in the forepart. 9. Try your new shoes at home or on a clean surface for a few minutes before deciding fit and

comfort. 10. Remember the size of your feet change as you grow older, normally they get larger. 11. Don’t buy shoes too tight and expect them to stretch to fit. 12. Thick soled shoes cushion your feet better on hard surfaces. 13. A laced or velcro closure shoe usually fits more securely than a slip-on or pump style. 14. Low heeled shoes are more comfortable and safer than high heeled shoes.

karen o’brien, deputy director of workforce unless this copy has … · 2019. 12. 9. · wrist...

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