Manual Handling Policy

Author:	Jono Erodotou
Responsibility:	All Staff
Effective Date:	01 June 2024
Review Date:	30th May 2025
Approved By:
Version Number:	01

Amendment / Review History #

Date	Author	Comments

Introduction #

This policy supports the Health and Safety Policy by detailing particular arrangements for the management of manual handling activities and the associated risks. 

Policy Statement #

The Policy for the Safer Manual Handling of Patients and Loads is intended as a working document for all individuals dealing with manual handling activities. 

The nature of the work undertaken within K4 Medical Services and subsidiaries requires many of our staff and Medical Sub-Contractors to undertake the handling, carrying and supporting both patients and inanimate loads. 

Compliance with the policy whilst performing such tasks does not guarantee that injury will be avoided, however it is a goal of this policy that compliance with the policy will significantly reduce the likelihood of injury occurring. 

Inappropriate manual handling practices are likely to result in musculoskeletal injury. Injuries can occur as the result of one single incidence of poor handling but are more commonly caused by repetitive poor handling techniques. 

Policy Aims #

The aim of this policy is to recognise and respond to the specific risks associated with manual handling activities, acknowledging that there is no threshold below which manual handling operations may be regarded as safe. 

Manual handling injuries can happen to anyone regardless of age, strength and fitness.  In doing this is intended to make handling in the workplace safer by stating the following: – 

• Avoid the need for hazardous manual handling as far as is reasonably practicable. 
• Assess the risk of injury from any manual handling operation that cannot be avoided. 
• Reduce the risk of injury from hazardous manual handling as far as is reasonably practicable.
• Review the assessment at regular intervals. 

Scope #

This policy applies to all manual tasks, whether involving a patient or an inanimate load, performed using human effort. 

It is applicable to all employees, Sub-Contractors and non-employees who they come into contact with. 

Definitions #

• Manual Handling Operation – Manual handling can be defined as activities in which human effort is applied to a load. That is the lifting, supporting, setting down, pushing, pulling or carrying a load by hand or bodily force. 
• Load – Load is a generic term and includes people, animals, objects, equipment, stock etc. 
• Competent Person – A person can be deemed as competent on the basis that they have sufficient training and experience or knowledge and other qualities to enable them to identify hazards, assess their importance and put measures in place to reduce risk. Hazard A hazard is something with the potential to cause harm. 
• Risk – Risk is the probability or chance that the hazard poses will lead to harm 
• Employer – This term relates to any person within the Company who has responsibility for the safe working practices of others also employed within the Company. The ultimate responsibility rests with the Managing Director but may be discharged to those with managerial or supervisory roles.
• Employee – All staff (including Medical Sub-Contractors) up to and including the Managing Director are referred to employees of the K4 Medical Services and subsidiaries for purpose of this policy. All are therefore governed by the legal responsibilities for employees. 

Reference – This policy has been developed to comply with up to date legislation and guidance from the enforcing agency namely: 

• The Health and Safety at Work Act (1974) 
• The Manual Handling Operations Regulations (1992 as amended 2004) 
• The Management of Health and Safety at Work Regulations 1992 (amended 1999) 
• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (1995)

General Duties #

The K4 Medical Services Health and Safety policy clearly details the general duties and responsibilities for all levels of the Company for all Health and Safety activities and as manual handling is categorised as a Health and Safety activity, this policy will only state specific responsibilities. 

This policy therefore needs to be read in conjunction with the Health and Safety policy. 

Specific Duties #

The Ops Manager / CQC Manager:

• Accepting reports from the Health and Safety Manager and other line Managers on all manual handling reported incidents to give assurance that these risks are appropriately controlled.
• Support manual handling solutions, including where necessary financial support through business plans.
• Ensuring appropriate equipment identified through the risk assessment process is provided and suitably maintained 
• Ensuring that all K4 Medical Services premises, or any site where staff are employed, are maintained to a standard that is safe and not likely to cause harm, injury or illness to anyone, staff or visitors, who may use such buildings at any point in the course of their work.
• Ensuring that manual handling risks are highlighted to the Health and Safety Manager for inclusion on the Risk Register, as required. 
• Ensuring that all relevant training is identified and provided as required and is carried out to a sufficiently high standard. 
• Ensuring that Manual Handling trainers are accredited to for delivering manual handling training.
• Maintaining comprehensive records of attendance and course content for all manual handling training carried out within K4 Medical Services. 
• Monitoring and providing reports on the numbers of staff attending manual handling training annually

All Employees / Contractors:

The general duties of all employees (including Sub-Contractors and Part Time Staff) of the Company are detailed in the Company’s Health and Safety policy however under this policy, they must:-

• Take reasonable care for our own health and safety and of other persons who may be affected by their acts or omissions and co-operate with the Company so far as is necessary to enable them to fulfil their duty under relevant legislation. 
• Follow safe systems of work identified by the risk assessment process. 
• Use manual handling equipment provided for safety as identified by the risk assessment process and in accordance with the training and instruction received. 
• Follow the training and instruction that has been received in both induction and refresher training and use the appropriate equipment provided.
• Report any manual handling hazards they may identify whilst carrying out their duties.
• Report inappropriate use of the company’s assets.  
• Follow the Company’s procedure for the reporting of accidents, incidents and injuries arising from manual handling operations.
• Ensure that clothing and footwear does not contribute to the risk of injury from manual handling operations. 
• Declaring of any medical condition or disability that is liable to effect involve risk to them or others when carrying out their tasks as soon as they become aware of it. 
• Report defects in equipment to managers immediately. 

Health and Safety Manager is Responsible for:

• Developing strategy and policy specifically related to the risks of manual handling activities.
• Working in conjunction with the Training Manager to deliver an appropriate standard of training. 
• Reporting to the Ops Manager / CQC Manager on manual handling incidents as required
• Developing a comprehensive risk assessment register and associated safe systems of work, in conjunction with the Health and Safety Practitioner
• Instigating and monitoring action plans arising from the risk assessment process as necessary. 
• Analysing manual handling related incidents. 
• Raising awareness of the risks associated with manual handling activities. 
• Assist managers with the implementation of safe systems of work for hazardous manual handling operations that cannot be avoided. 

Line Managers are Responsible for:

• Ensuring that identified manual handling risks are managed appropriately in their Areas of responsibilities. 
• Monitoring and review the risk assessment processes in their areas at regular intervals. 
• Ensuring staff are released to attend manual handling training. 
• Monitoring and reviewing incident report forms relating to manual handling and supporting the accident investigation process. 
• Investigating more serious incidents. 

Risk Assessment Process #

All manual handling tasks within the Company shall be subject to the risk assessment process in accordance with the Management of Health and Safety at Work Regulations 1992 (amended 1999) and the Manual Handling Operations Regulations 1992 (amended 2004). 

All identified manual handling activities undertaken in their service will be risk assessed by the appropriate manager to ensure that wherever possible manual handling tasks are avoided. 

It is recognised however that the avoidance of such tasks within the service is very difficult and the risk assessment process shall take the following factors into account:- 

• The Load
• The Task
• The Environment
• The Individual Capability of the Handler 

All risk assessments will be recorded and the findings of the risk assessment are communicated to those staff undertaking the handling activities.

The Manager shall identify the appropriate safe system of work for the activity being undertaken and ensure that this system is communicated to all staff and is adhered to. 

Complex risk assessments and individual patient assessments shall be supported by Peninsula Business Services as required. Where necessary, the Company may also seek external specialist advice. 

Risk assessments will be subject to periodic review including post accident/incident where further remedial action will be put into place to reduce risk of/prevent recurrence. 

Action plans arising from the risk assessment process will be monitored and reviewed periodically.

Patient Risk Assessments

Assistance and advice regarding patient assessments, handling and movement can be obtained from the Clinical Director. All risk assessments must be documented. 

When considering the assessment of patients, five areas need to be considered. They are: 

The Environment

• Space constraints – is there enough space for the patient, staff and equipment. 
• The route that you plan to take to move the patient in or out of the property. Is there an alternative route available that may be better? 
• Are the doors wide enough to accommodate the staff/patient/equipment? Can doors be removed to make more space? 
• Is there clutter in the area? Will it need to be cleared prior to handling to make space for movement 
• Assess the flooring – is the floor carpeted, laminated, lino? Are there mats and rugs that can be hazardous that need to be moved? 
• Are there steps, stairs, slopes – how many, width, straight/spiral/dog leg? 
• Check the condition of wooden steps – are they in good condition/rotten etc? 
• What is the heating in the area like? Is it too hot or cold for both the staff and the patient? Will you need extra blankets or to open windows? 
• Is the lighting available sufficient for the task? Will extra be required? 
• Are there family members or pets present in the area that may get in the way? Consider if family members may be able to comfort the patient and relieve their stress. 
• When considering the movement of patients outside you will need to consider the movement of the patient to/from the property to the vehicle. You will need to consider the surface the patient is to be moved on Slopes, Grass, Gravel and Kerbs. 
• Consider alternative routes for movement and the use of ramps to navigate kerbs. You need to look at other environmental factors such as the access of the vehicle as close as possible to the patient’s property.  
• Will you need to contact the police to close a section of the road off; will you need to get neighbours cars moved, how will you maintain the patient’s privacy and dignity if people gather to watch?  

The Patient and their:

• Weight – what do they weigh? An accurate measure is always preferable but often in emergency situations estimation is often as good as staff will be able to get. 
• Size and body shape – how is the patients weight distributed? Can the patient lay flat, sit up and/or stand? Consider the height and width of the patient compared to the size and safe working load (SWL) of the equipment available. Will the patient safely fit on the equipment? 
• Range of movement – can the patient roll themselves over, sit themselves up, move their legs on and off a bed/stretcher, move themselves up the bed/stretcher? 
• Weakness, paralysis – does the patient have any weakness or paralysis in any area of their body that may hinder movement? Consider which side may be best to move a patient. 
• Muscle tone – is tone increased or decreased in the patient? This will affect movement and may also affect the patient’s position on the stretcher.  
• Balance – does the patient have any balance? You may/should assess the patient’s head control then sitting balance and then ability to stand. The ability to sit and stand will make handling easier in some cases as long as the patient is stable. 
• Stability and support – when the patient is in a sitting or standing position are they stable and able to support themselves (take their own weight)? 
• Dizzy spells, fainting – does the patient have any history of dizzy spells or fainting – is it related to a particular activity such as standing up? 
• Aids used – can they continue to use them, will they aid or hinder movement? 
• Medical condition – does the patient need an escort, monitoring, oxygen, medical intervention etc 
• Can the patient understand and follow instructions when asked? If their 1st language is not English is there anyone available via control or at the address that can translate? 
• Do they have any attachments such and lines or catheters to consider during the move? 

The Staff Undertaking the Moving and Handling Should Consider:

• Their level of skills and training – are they up to date with their mandatory training? 
• Do the staff have any ongoing illness/MSD’s that you need to be aware of?  
• Are they pregnant? 
• Any time restrictions they may feel they have – enough resources (in time and staff numbers) must be provided to ensure staff and patient safety 
• What are the staff attitude to policies, equipment and safe handling in the area – positive attitudes to safer handling will increase the likelihood of an incident free manoeuvre 

The Task to be Carried Out:

• Is it necessary? Can the service be brought to the patient? 
• Can equipment be used? What type? Do we have it? Where is it kept? 
• What is the number of staff required for the safe movement – control must be informed of the number of staff required 
• Can the patient help? It is essential that the patient is encouraged to assist with the movement where they are able. 
• Patients should be discouraged from assisting in the move if their movement will increase the hazards in the situation. 
• What are the postures of handlers involved in the handling – how long will any poor postures be held for? 
• What is a realistic amount of time required to carry out this handling? Control should be informed of an estimated time for the activity from start to finish. They should also be informed if problems occur that delay the handling activity. 
• What is the likely frequency of patient moves in the future? Are they reasonable? Are adaptations to the patient’s home required to ensure future safe movement? Has the patient been referred onto the appropriate agency for adaptations? 

The Equipment Required for Moving and Handling:

• What are the patient’s equipment needs?  
• What is available? Can we loan equipment from other areas? 
• Will the equipment proposed fit in the area available? 
• Is the equipment available suitable for task? 
• Is the equipment the correct size for the patient – consider the SWL of the equipment compared to the weight of the patient? 
• Is the equipment maintained – is it faulty, the equipment must not be used and faults must be reported ASAP. 
• Are staff trained to use the equipment? Do you/they need a refresher? 
• If the patient has their own equipment available in their home. Are there any care staff or relatives available to use the equipment to aid the move? 
• Handling using hoisting equipment in hospitals / nursing / residential homes should be undertaken by the trained staff available in these areas. 
• Are there infection control issues with the equipment such as the use of slide sheets and hoist slings and the decontamination of other equipment? 

The Equipment Available #

The Company will invest wherever possible in equipment to minimise the risks associated with manual handling. 

These will include non-operational equipment as well as operational equipment such as tail lifted or ramped vehicles with winches as necessary. 

Lifting cushions will be made available as required, where they are not provided on vehicles and staff will have access to lifting aids such as banana boards and slide sheets. 

Patient slides are also available for use in healthcare facilities.