Use Of Mobile Communication Devices Within Healthcare Premises Policy

Transcription

1 Use Of Mobile Communication Devices Within Healthcare Premises Policy Co-ordinator: Director of Facilities Reviewer: Working Group chaired by Director of Facilities Approver: GAPF Signature Signature Signature Identifier: Review date: June 2010 Implementation date: Uncontrolled When Printed Version 1

2 NHS Grampian Use of Mobile Communication Devices within Healthcare Premises Policy If you have difficulty understanding the English language, this policy can be made available to you in a language of your choice. This policy can also be made available, on request, in other formats e.g. in large print or on a computer disk. For all requests for copies of this policy in another language, or in an alternative format, please call the Corporate Communications Team on NHS Grampian - Mobile Communication Devices Policy 2

3 NHS Grampian Use of Mobile Communication Devices within Healthcare Premises Policy Section Page 1 Introduction 4 2 Purpose 4 3 Scope 4 4 Statement of policy 5 5 Areas of Permitted Use 5 6 Non-Permitted Areas 6 7 Photographic, Video and Audio Capability 6 8 Advice to Patients 6 9 Exceptional Circumstances 6 10 Use of Privately-owned Mobile Communication Devices by Staff 7 11 Signage 7 12 Connection to Electrical Supply 7 13 Advice 7 14 Consultation 8 15 Policy Implementation 8 16 Enforcement 9 17 Monitoring and Evaluation 9 NHS Grampian - Mobile Communication Devices Policy 3

4 NHS Grampian Use of Mobile Communication Devices within Healthcare Premises Policy 1 Introduction Revised guidance on the use of mobile communication devices was issued by the SEHD (Scottish Executive Health Department) on 2 April Drawing on available research and guidance, particularly that published by the Medical and Healthcare Regulatory Agency (MHRA), the guidance indicates that the blanket ban on the use of mobile communication devices in healthcare premises is no longer appropriate. The guidance also emphasises however, that mobile communication devices can pose risks to sensitive electro-medical equipment and that precautions to minimise such risks are still required. It also recommends that Health Boards address other issues associated with mobile communication devices, including privacy, confidentiality and noise pollution. Overall, Boards are required to proactively manage the use of mobile communication devices in their premises. 2 Purpose To establish a revised Policy covering the use of mobile communication devices in NHS Grampian premises which takes account of technical information and central guidance and minimises risks to patients while accessing some of the benefits such technology can offer. 3 Scope 3.1 This Policy applies to the use of all mobile communication devices which includes mobile telephones, emergency services mobile radios, departmental two-way radios, TETRA (Terrestrial Trunked Radio System), laptop computers, palmtops and gaming devices fitted with higher power wireless networks such as GPRS (General Packet Radio Service) and 3G (3 rd Generation Mobile Phone Standards) and any new products of mobile communication devices of similar technologies. 3.2 The relaxation of the prohibition on the use of mobile communication devices covered in this Policy does not apply to the use of bluetooth or similar technology or LAN (Local Area Network) connection through mobile communication devices. Use of these technologies/equipment remains prohibited due to the increased level of risk their use presents to medical equipment. 3.3 The Policy applies to staff, patients, visitors, contractors and indeed anyone who enters NHS Grampian premises. NHS Grampian - Mobile Communication Devices Policy 4

5 4 Statement of Policy 4.1 NHS Grampian aims to follow the initial guidance on the use of mobile phones issued by the Scottish Executive Health Department dated 2 April 2007 and any specific Health Department Letter guidance. NHS Scotland guidance regarding the use of mobile phones and other mobile communication devices was initially given in Device Bulletin DB9702 and advice published by the Department of Health in July 2004 (reference 2004/0287). Further guidance on the use of mobile telephones was issued by the Medicines and Healthcare Products Regulatory Agency (MHRA) in July 2004, updated in January 2005 and recent guidance issued by the Scottish Executive Health Department on 2 April This document, takes account of developments in mobile communication technology and the growing communication needs of patients, visitors, staff and others who access NHS Grampian premises. A total ban in the use of mobile communication devices in healthcare premises is no longer considered appropriate. However, mobile communication devices must be switched off when in proximity to critical care or life support medical equipment. NHS Grampian will proactively manage the use of mobile communication devices including the designation of specific areas mobile communications devices can and cannot be used within healthcare premises. Such actions will ensure there is limited risk of interference with critical medical equipment. 4.3 Given the advanced development of mobile communication devices, a high number of these devices now include photographic, video and audio recording capabilities. This is considered to be high risk in the area of patient confidentiality. In addition, patients have a right to, and a need for, a peaceful environment, both during the day and at night time, uninterrupted by various ring tones, the noise of which may be disrespectful of their privacy and dignity. These reasons require the use of such devices to be banned from use within wards, patient treatment areas and other clinical environments. 5 Areas of Permitted Use The following areas have been identified as areas where mobile communication devices can be used. In all situations however, there must be a presumption against the use of such devices in the vicinity of any patient connected to a piece of electro-medical equipment. In all permitted areas, use of devices in silent mode should be promoted. Concourse/reception/entrance areas Relatives accommodation areas Staff accommodation NHS Grampian - Mobile Communication Devices Policy 5

6 Private offices (staff) Ward day rooms* [*The inclusion of day rooms will require careful consideration by staff at the local level which takes account of individual patients needs, social factors and risks to patients connected to electro-medical equipment.] 6 Non-Permitted Areas Unless specifically noted in 5 above, the use of mobile communication devices remains prohibited. 7 Photographic, Video and Audio Capability All staff should remain alert to the capability of mobile communication devices to record visual images and audio. There is a strong possibility that the use of these capabilities could infringe Human Rights and expose NHS Grampian to risk in the shape of litigation and reputational damage. Consequently staff are required to report any suspected use of devices for these purposes to their line manager whether or not it occurs in a permitted area. 8 Advice to Patients Patients who are connected to electro-medical equipment and leave the clinical area for social reasons should be advised of the risks Mobile communication devices pose and advised to distance themselves from anyone using devices of this nature in their vicinity. 9 Exceptional Circumstances It is impossible to foresee all possible circumstances or situations which may arise in respect of the use of mobile communication devices in NHS Grampian premises. Staff are therefore asked to exercise discretion and judgement in dealing with situations which may arise. Effectively this will involve a process of risk assessment which takes account of the needs of patients and their families and the technical and social factors outlined in 4 above. The particular needs of people with a disability and for whom Mobile Communication Devices represent an invaluable means of communicating will require careful and sympathetic handling. NHS Grampian - Mobile Communication Devices Policy 6

7 10 Use of Privately-Owned Mobile Communication Devices by Staff Staff are required to have their privately-owned devices switched off at all times other than at official break times except in exceptional circumstances. This recognises the health and safety risks which may arise while attempting to use devices while engaged in work activities, risks associated with infection control, social disruption and privacy factors. Failure to observe this aspect of this Policy may result in disciplinary action being taken against the member of staff concerned. 11 Signage Signs indicating both the prohibition and permitted use of mobile communication devices will be displayed in all NHS Grampian premises (Appendices 1 & 2). Signs will be available as stock items from Central Stores. Signs which do not conform to the style of those attached at Appendices 1 & 2 should be removed and replaced as appropriate. After careful consideration, a sign indicating that the position regarding the use of mobile communication devices should be checked with the person in charge, will also be available. (Appendix 3) Local discretion will be required to determine the use of such signage but one possible use may be in day-rooms embedded in clinical areas where there is a high use of electro-medical equipment. 12 Connection to Electrical Supply Existing policy relating to the connection of electrical equipment to the NHS Grampian supply is applicable to mobile communication devices. This requires devices to be checked by the Estates Department. Only in exceptional circumstances should equipment owned by patients be connected to the NHS Grampian supply. 13 Advice NHS Grampian Electronics Department (Medical Physics) is available to provide advice to staff on the technical issues relating to the use of mobile communication devices in NHS Grampian premises. NHS Grampian - Mobile Communication Devices Policy 7

8 14 Consultation This Policy has been the subject of considerable discussion, consultation and partnership involvement. Consultees have included Line management Partnership interests General public Advisory structures Equality & diversity interests 15 Policy Implementation 15.1 This Policy will be communicated to all NHS Grampian staff via the established channels of Team Brief and Staff Updates. Other staff communication routes will be used as appropriate. The Policy will also be communicated to patients, relatives and visitors and the general public where the main vehicles will be the use of patient information booklet, website and direct communication/involvement with the Grampian Public Forum or sub-set of that Group Roles and Responsibilities The Chief Executive carries ultimate responsibility for the application of this policy Sector/CHP/Directorate Management Teams are responsible for ensuring adoption in their respective areas of responsibility Line managers are responsible for local application and enforcement Individual members of staff are expected to be aware of the content of the Policy and to act accordingly The Director of Facilities and the Head of Electronics are responsible for ensuring new or updated technical guidance is reviewed and the need for revision of this Policy assessed The Director of Facilities is responsible for initiating formal review of this Policy in line with the agreed frequency NHS Grampian - Mobile Communication Devices Policy 8

9 16 Enforcement 16.1 All staff have an obligation to follow the Policy and are encouraged to promote safe, responsible use of mobile communication devices by others. It is accepted, however, that enforcement can be difficult, particularly where stressful situations may exist. For the avoidance of doubt, NHS Grampian does not expect any member of staff to place themselves in a position where their personal safety and/or dignity could be compromised. Staff should take appropriate steps to avoid situations of this nature arising (utilising the provision of other NHSG Policies and Procedures) and ensure that any untoward incidents are reported in the normal manner. Where steps require to be taken to address specific breaches of this Policy which cannot be initiated and concluded at Ward/Departmental level due concerns regarding the safety of staff, visitors or patients, normal procedures should be followed. This will vary according to location but could involve informing local Security Staff or the Police. Ultimately, unauthorised use of Mobile Communication devices may constitute a breach of the peace Staff failing to follow the requirements of this Policy may be subject to Disciplinary action. The issue of liability in respect of unwanted consequences or untoward incidents as a result of improper use of mobile communication devices will also be addressed by NHS Grampian should the need arise. 17 Monitoring and Evaluation Monitoring of the Policy will be carried out on an on-going basis by Sectors/CHP s/directorates with relevant information being fed back into the Policy Review process. Evaluation of the Policy in line with the stated purpose (Para 2) will be integral to the review process. NHS Grampian - Mobile Communication Devices Policy 9

10 Appendix 1 NO sign NHS Grampian - Mobile Communication Devices Policy 10

11 Appendix 2 OK Sign NHS Grampian - Mobile Communication Devices Policy 11

12 Appendix 3 CHECK FIRST sign NHS Grampian - Mobile Communication Devices Policy 12

13 Appendix 4 Descriptor sign NHS Grampian - Mobile Communication Devices Policy 13