Trust Induction Handbook

Dear Colleague

A very warm welcome to The Queen Elizabeth Hospital King’s Lynn.

You join us at an exciting time as the hospital is making great headway on its journey of improvement.

The QEH is a friendly hospital. It serves a local community which is proud of it and value the care it provides.

The QEH is the local hospital for most of the people who work here. This fact helps forge

a strong desire amongst all to aim for excellence in all we do. Essentially almost everyone

who works here has a personal as well as professional interest in ensuring care at The QEH

is the best it can possibly be. We all share responsibility for achieving this and our term for it is ‘Leading the Way’. We are leading the way to excellence together.

Some key facts about the Queen Elizabeth (QEH)

• A Foundation Trust DGH providing acute healthcare services to a population circa

250,000 across an area of more than 1,000 square miles covering West Norfolk, parts of North-East Cambridgeshire, South Lincolnshire and North and South Norfolk.

• Also providing clinics at North Cambs Hospital in Wisbech and in a number of outreach clinics, including minor operations at GP surgeries in Littleport and

Fakenham.

CONTACTS

The following list is for the speakers and / or departments taking part in the core

induction:

Jon Green, Chief Executive via Jayne Daisley on ext 3133

Valerie Newton (Barbara’s story) via Pam Eadie on ext 3582

Paul Chapman (PALS) ext 3359

Emma Harrison (Friends & Family) ext 2432

HR Business Partners (Expectations) ext 4845

Occupational Health ext 3757

Chaplaincy ext 3441

Mavis Homer UNISON ext 4844

Barry Quince (Travel Options) ext 3742

Gary Douglas (Bribery & Fraud) 07917 462009 Jeannette Walsh (Information ext 4976 Governance)

Safeguarding team ext 3305

Infection Prevention & Control ext 2596 Mark Collins (Fire) ext 3999

Emma Carlton (Health & Safety) ext 4682

Corinne Cutting (Back Care) ext 3850

Meet the Executive Team

Jon Green Trust Chief Executive

Roy Jackson

Director of Finance

Emma Hardwick

Director of

Nursing

Jonathan Wade

Director of

Strategy & IT

Services

Nick Lyons

Medical

Director

Ciara Moore

Chief Operating

Officer

Karen Charman

Director of HR

PAYROLL

• Pay day is the 25th of each month (In the event that this date falls on a weekend or

a Bank Holiday, payday will be the last working day before the pay is due. Christmas

payday is usually December 21st or 22nd)

• Your Employee Number (often referred to as Assignment Number) can be found in the top left corner of your payslip; it is also printed on the outside of your payslip.

• Payslip/P60/P45 – Your P60 will be sent to your work location. If for any reason you are not receiving any of these documents, you should contact your Line Manager. Please

ensure that you retain your payslips, P60s, P11Ds etc. in line with HMRC guidelines.

• Pay Increments - Your increment date held by the Trust is shown on the top of your

payslip (number 10). Queries about whether your increment has taken effect in your

monthly pay should be directed your designated Payroll Officer.

• P45 - Once your employment has been terminated by the Trust, your payslip and P45 will be sent to your home address.

• Overpaid / underpaid - You have a responsibility to check your payslip every month. If you have noticed something on your payslip that doesn’t seem correct or you think you

are being overpaid; you are contractually required to report the error to Payroll as soon as you become aware of this.

For further information please refer to the “Payroll & Pensions Department Induction

Information” booklet handed out on your Core Induction Day, or contact the Payroll

Department ext 3268.

You are required to report any absence by telephone in line with your departmental reporting process which will be provided by your Line Manager.

SICKNESS

OCCUPATIONAL HEALTH & WELLBEING

Prevention of illness

• Health Screening

• Immunisation against infectious diseases • Work place assessments

• Eye screening for computer users

• Health surveillance if you use hazardous substances • Physiotherapy

• Counselling

Protection from hazards

• Advice on protective clothing & footwear e.g. safety shoes, gloves • Information & training e.g. manual handling, desk layout

• Skin care

• Advice on safe sharps use and infection prevention Health & Wellbeing

• Tone Zone – staff gym • 24/7 free telephone support line • Health trainer • Health events e.g. stress busting, back care

• Smoking cessation support

For further information please contact the Occupational Health Department

on ext 3757

Select “Just for you” from menu

THE LIBRARY This place is a hidden gem. It offers a relaxed and friendly environment in which to study 24/7.

Key resources:

• FREE access to Medical Masterclass, Passmedicine and eMRCS

• Information skills training • Literature search service

• Critical Appraisal training • Document supply - for when you cannot get hold of the journal articles you need

• Access to PCs, scanners and a photocopier/printer (charges do apply 5p per A4 sheet and 10p per A3 sheet)

• Over 5,000 books • 1,000’s of journals available electronically via an OpenAthens account – register for

one here https://openathens.nice.org.uk/ (if you have any problems let us know -

sometimes the site is prone to a hissy fit!) • Access electronic resources using your OpenAthens account – Clinical Key, Clinicalskills.

net, visible body, UpToDate and many more.

• Look at the library catalogue online www.elms.nhs.uk – want a book that we don’t have but another library does? Let us know and we can get it for you.

• Fiction swap - for when you want to read something else • Brilliant and friendly staff

All that is asked is that you treat the library staff and other library users with respect. Whilst

they don’t mind water and coffee, cereal, pizza and kebabs are pushing it!

UNIONS For advice and support please contact:

Unite

Unite Steward - Dave Coe – 01553 613170 Ext 3170

Unison Unison Branch Secretary/ Branch Steward – Mavis Homer - 01553 214844 or Ext 4844 Unison Duty Rep – 07384 248269 Unison Communications/ Chairperson - Mavis Homer (Clerical) - 01553 613613 Ext 3704 Unison Branch Steward - Liam Cawston (Facilities) Unison Treasurer - Peter Mears (Facilities/Catering) Unison Branch President - Barry Russell (MEL) Unison Education - Nicola Denyer (Phlebotomy) Unison Branch Steward - Jane O'Conner (BMC) Unison Branch Steward - Claire Latham (Physiotherapy) Unison Health & Safety - Daryl Bennett (Facilities) Unison Branch Steward - Andrew Grey (Theatres) Unison young members and communication – to be advised Unison Branch Steward – Rebekah Smith (Theatres)

Royal College of Nursing (RCN) RCN Local Steward - Shaun Claxton - 01553 613613 Ext 4160 RCN Local Steward - Cathryn Abbs Rowe - 01553 613613 Ext 3568 British Dietetics Association (BDA) BDA Steward – Sue Patten - 01553 613461 Ext 3461

British Medical Association (BMA) Contact your national helpline

British and Irish Orthoptic Society (BIOS) Contact your national helpline

Chartered Society of Physiotherapy (CSP) CSP Steward – Victoria Reynolds-Cocroft – 01553 613288 Ext 3288

Royal College of Midwives (RCM) RCM Steward – Kevin Bowman – 01553 613246 Ext 3246 Society of Radiographers (SOR) SOR Steward – William Dewhurst – 01553 613826 Ext 3826

The Chaplaincy providing spiritual care to patients, staff, relatives

The Trust has Chaplains – Lee and Sandro who provide:

7 day service across the Trust & at Wisbech Hospital 7 day On-call provision out of hours

They can be found :

around the Wards

in the Chaplaincy office inside the Sacred Space

on Ext 3442 / Bleep 2642

The Sacred Space

The Sacred Space is located

on the ground floor,

opposite the X-Ray Unit and

provides an oasis of quiet in

the hospital. It is always

open.

You may light a candle, say

prayers, just be…

Each Tuesday at 4.30pm a

Roman Catholic Mass is held

Each Friday at 1pm Muslim

prayers take place

Everyone is welcome

PARKING Staff spaces are marked with white lines. Spaces marked in blue are for patients and visitors only.

You are issued with a temporary “yellow” parking authorisation, valid for 4 weeks, to use until to

get your parking permit.

The car parks on site are very busy, especially from 9am to 6pm!

If you live close to the Hospital, please walk or cycle whenever possible. The Trust restricts parking

for those that live near to the hospital by postcode. The secure cycle compound operates on the

Trust swipe-card access system and showers and lockers are available in a number of changing rooms.

Bus routes X8, 11, 48, Lynx 34/35 and the Fairstead One serve the Hospital. Please use the bus if you

can.

If you must travel to work by car, please consider car sharing. The Trust is part of the Liftshare

network which you can join free on www.qeh.liftshare.com. Sharing saves fuel, reduces stress and

strain on you and your car and reduces your carbon footprint.

Staff parking on site is by permit only. Payment for permanent staff permits is taken from salaries

(£7.98 for Bands 1-3, £15.96 for Band 4 and above). Application forms can be found on the Intranet

(Parking and Travel Sub site) or can be collected from the Hotel Services office at the bottom of the

ramp in Area 5, near to Estates. Volunteers receive a free parking permit via the Volunteers office.

There is no charge for Motorcycle parking. Please park on the Main Car Park – there are several

spaces that are obviously too small for cars.

If you park in the Main Car Park please park in spaces marked with white lines only – those marked

with blue lines are strictly for patients and visitors only. Other areas for staff parking include the

area outside the Inspire Centre/Nursery, the gravel car park near the Roxburgh Centre, the centre of

the Day Surgery car park and grass verges in some parts of the site.

Spaces containing yellow posts or that have signs indicating that they are Premium Spaces are

allocated for named individuals. These cost £44.08 per month and there is a waiting list for them.

The Wildfowler pub is a 10 minute walk away and the landlord allows Trust staff to park there

during the day – please use the spaces near the fence on the right.

Permits to park outside the Residences are issued by the Accuro site management office and are only

valid for parking in their allocated space. Trust permits are not valid there! Parking enforcement is

contracted out to the Borough Council of Kings Lynn and West Norfolk and their staff patrol the site

most days at varying times.

Wherever you park, please do so with consideration for others, taking up only one space.

The Trust Travel Coordinator and Car Parking Manager is Barry Quince, who works in the Hotel

Services office. He can be called/bleeped on Ext 3742 (01553 613742).

FRAUD & BRIBERY

Apprenticeship training is available to QEH employees across a range of subjects and levels for example business

admin, customer service, health care support, management and many more!

To find out more, visit the apprenticeships intranet page located within the Learning Zone or by calling extension

4620 or 4885.

Apprenticeships at QEH WHAT IS AN APPRENTICESHIP?

An apprenticeship is training alongside your job

which allows you to earn while you learn, whilst

gaining a nationally recognised qualification.

Apprenticeships take between one and five years to

complete, depending on subject and level.

BENEFITS OF AN APPRENTICESHIP

– Earning a salary;

– Training in the skills employers want;

– Excellent progression opportunities whether

you’re looking to study further or progress within

the workplace;

– Learning at a pace suited to you with the support

of a mentor and assessor;

ENTRY REQUIREMENTS

Apprenticeships are available to anyone over the

age of 16, living in England.

You will have a good standard of education and

preferably five GCSEs at Grade C (or equivalent)

including GCSEs A-D in Maths and English (or

equivalent). If you are applying for a higher

apprenticeship, the entry criteria may vary. SALARY

Staff can complete an apprenticeship employed on

their AfC band. Under the Talent for Care initiative,

we particularly encourage staff on bands 1-4 to

develop via an apprenticeship route. APPRENTICESHIP LEVELS

There are various levels of apprenticeships you can

complete whilst you are employed in a substantive

position within the Trust (depending on your

current skills and qualifications).

Apprenticeships have equivalent educational levels:

Name Level Equivalent

educational level

Intermediate 2 5 GCSE

passes

at grades

A* to C

Advanced 3 2 A level

Passes

Higher 4 & 5 Foundation

degree and

above

Degree 6 & 7 Bachelor’s or

Master’s

degree

All apprenticeships will include elements of on the

job and off the job training leading to nationally

recognised standards and qualifications.

HOW TO APPLY

Please discuss with your manager as there may be

some element of release from the work required.

You will need to complete a funding request form

and the learning agreement from the study leave

policy. These documents are both available via the

Trust Intranet > Learning Zone > Apprenticeships.

For an informal discussion, you can also contact the

Apprenticeship Programme Coordinator on 4620 or

apprenticeships@qehkl.nhs.uk

CLINICAL INCIDENT / DATIX REPORTING

Why we report incidents Reporting incidents is vital in helping our organisation to analyse the type, frequency and

severity of incidents and then use that information to make improvements to the care we

provide.

DATIXWeb

DATIXWeb is an electronic incident reporting system which allows staff within the trust to

report an incident quickly and efficiently, and instantly notifies the managers and staff that need to be informed.

What you should report

You should report any unintended or unexpected event that could have or did cause injury

or ill health to people, or damage or loss to property, equipment, materials or the environment, or a combination of any of these factors. Below is a list of example incidents you should report:

• All grade 2, 3 or 4 pressure ulcers • Patient or staff slips, trips and falls

• Adverse staffing • Breaches of security or theft • Violence/Assaults on staff, including patients without capacity

• Medication errors • Breaches of confidentiality • Inadequate consent • Infection control issues

• Staff injuries at work, including needlesticks

Further information is available in the Management of Adverse Events and Serious Incidents Policy.

Accessing DATIX

DATIX can be found on the Trust’s intranet page. A link has been created in the blue

navigation bar on the left hand side, titled “DATIX Incident Reporting”. Click on this to

open DATIX.

From this screen, you can report an incident. You do not need to use the “Login” or “Register” buttons at the top of the screen.

Reporting an Incident

Before you report your incident, you will need to know:

• The date and time it occurred • Where it occurred

• The details of all staff and patients involved

• Did anyone suffer harm, and if so, what

Once you have all of these details, you can begin to complete the incident form.

Remember

A clinical incident is anything involving a patient, patient care or medical device.

• A health and safety incident is anything involving injury or risk to staff

• A security/violence and aggression incident is anything involving the security of personal/trust property, or involving abusive or threatening behaviour.

Once you have completed the form, select the most appropriate person to review the incident in the field at the bottom. Please note, this field only contains staff who have been trained as reviewers on DATIXWeb.

Things to Remember - Person Details

• If the incident involves a patient or member of staff, you must include their details on the incident form. To open the section where you put the details, you must say

“Yes” to the question “Was a patient/staff member involved or affected”.

Without patient/person details it is very difficult to investigate incidents.

Things to Remember - Free Text Fields

• Do not include names, dates of birth, unique patient numbers (K number, NHS

number), telephone numbers, addresses, email addresses or post codes

• Do not use all “UPPERCASE” or all “lowercase”. Text should be formatted in normal “Sentence Case”.

• Write dates in proper date format “01/01/2013”, rather than“010113” or “01-01-13” • Avoid using symbols, such as “<“ “[“ “]” and “\”

• Do not use any abbreviations

SIGHT LOSS AND HEARING LOSS AWARENESS

These tips are to help you support people with sight loss and hearing loss, and are equally relevant when communicating with patients, colleagues, friends or family.

Approximately 1 in 6 people are living with sight loss / hearing loss.

Try to keep people with visual impairments aware of what is happening and who is

with them. Let them know when you leave, so that they know you have left them.

If speaking to a group of people ensure that you address those that you are speaking

to by using their name. Those with visual impairments may otherwise not be sure

whether you are speaking to them or other people in the room.

Whenever possible ensure people with hearing impairments can see your full face and

avoid turning away or looking down whilst speaking to them.

Where possible avoid moving the belongings of patients with sight loss. If something

needs to be moved please tell them that it has been moved.

Try not to speak too fast to people with hearing loss, just keep your natural rhythm of

speech.

Never distract a guide dog in harness. Whilst it can be hard to do, you should ignore

the guide dog completely at all times when it is in a harness or on a lead, avoiding eye

contact. The dog will then be able to concentrate on its job of guiding its owner.

When someone is standing with their guide dog and the harness handle is resting on

the dog’s back, this could mean they would appreciate some sighted assistance. Please

always approach the owner of the dog and do not be tempted to give the dog

attention, without first asking the owner.

If necessary, write things down for people with hearing impairments – complicated

names and numbers can be particularly hard to lip read.

Only 4% of the registered blind population are totally blind. Most have residual

vision and what each person sees is unique to them.

If someone is having difficulty understanding you, try rephrasing what you are saying.

Most importantly when helping people with either hearing or visual impairments – be

patient.

If you have any queries or would like some more advice the HR Business Partners via ext

3830.

Some key policies…….

- Annual Leave & Special Leave

- Attendance Management

- Capability and Disciplinary

- Health and Safety

- Information Governance & Social Media

- Flexible Working

- Mutual respect

- Probationary

- Appraisal

- Grievance

- Whistleblowing

These policies can be found on the Trust’s intranet site.

Mutual Respect…….

- The Trust does not tolerate any victimisation, intimidation, bullying or harassment of its staff by colleagues, patients or visitors and expects all staff to treat, patients and visitors to treat each other with mutual dignity and respect.

-

- All staff have a right to complain about victimisation, intimidation, bullying or harassment and complaints will be treated confidentially and fairly investigated.

FREQUENTLY ASKED QUESTIONS How do I get my uniform?

If you do not already have a uniform slip, you can get one from the Recruitment Team

representative during induction. The form has to be signed by your line manager (for bank

staff the Bank Office would sign), and then you take the form to the Sewing Room to

complete the order. The Sewing Room can be contacted on ext 3469 or 2763.

Queries about salary, incremental point etc

Queries about salary or incremental point need to be taken up with your line manager.