Residential social work

Why a safety list?

Of all companies, the impact of sickness, accidents or incidents, is the greatest for small businesses or organisations. The loss of one machine or the temporary unfitness of one employee has an appreciable effect on the productivity and efficiency of the entire organisation. Small businesses must, when compared with large ones, make up for a deficiency with fewer means and personnel.

The causes of the loss are usually attributable to unsafe and unhealthy situations at work. In order to prevent them, it is very important to know what the at-risk areas in your company are. You can track down risks and hazards by carrying out a risk inventory and assessment. Once they are known, you can reduce them (and finally prevent them) by taking appropriate measures. The likelihood of loss or injury is thus reduced.

This checklist is to be the basic document for the works manager wanting to improve health and safety in his workplace. Going through this list together with staff also constitutes a step towards a more competitive and efficient business.

In order to provide the assurance of a safe and healthy environment, the legislators have made carrying out a risk assessment mandatory (89/391/EEC). This checklist does not relieve you from this obligation, but it will be an aid to making it easier to meet the legal stipulations.

The checklist does not assume any prior additional theoretical knowledge. This means that it can simply be used by anyone in the trade. If you have any questions, do not hesitate to consult the competent persons or authorities.

Procedure

The checking principle is simple but in order to conduct it properly you must make sufficient time available. You should allow 4 hours fully to cover this checklist. In order to make the best use of this booklet, you should go through it step by step. It is not necessary to work through the booklet at one go, but we do recommend that you do so.

Part 1

In part one, you will find a table where you fill in the workers concerned and their activities. This table will help you to achieve a better overall view of the business and the various jobs.

Part 2

Part two contains the checklist as such. The list is subdivided into four columns. Column 1 shows a summary of the various items requiring attention which come up in the questions and hints in column 2. These questions are not exhaustive. It is possible that certain questions will not apply to your business or that additional questions will be required. You can adapt the list yourself to your business. Column 3 gives a number of solutions to correct problem items. Important items requiring attention which must be advised to personnel are marked (*). The black dot (l) is ticked if there is room for improvement. If the situation does not require any action, then the white dot (¡) is ticked. Where the subject does not apply, you will leave column 3 blank.

Important problems in the trade are given additional emphasis with the "L" symbol. Special measure which are particularly effective are indicated with a "J".

Part 3

Part 3 contains useful addresses for more information.

Step by Step Plan

In the next step you will draw up a list of the problem items according to the extent of their impact on safety. In prioritising problem items, you can take the following criteria into consideration:

· risk elimination takes precedence over risk reduction

· collective measures take precedence over individual measures

· many people take precedence over few people

· little money, substantial result takes precedence over much money, little result.

You will link these remarks to the action to be taken, a person responsible and a target date. If required, you can describe matters in more detail (e.g. budget available). By dealing with problem items systematically, you will work step by step towards an improved safety policy in your business.

Summary of employees and their activities

Employee	Main Activity	hours/day	Subsidiary Activity	hours/day	Details*
William O.	Carer	5	Maintenance	3	back ailments
Stephen D.	kitchen assistant	8			temporary worker

* Are the employees qualified for the job? (fork lift truck drivers, electricians, etc.)

Has the work been properly distributed among the workforce?

Does the employee's health enable him to do this job?

Are there special risk groups working in the business, such as trainees, pregnant women, youngsters or disabled persons?

The checklist

The questions and hints should help you better to locate the problem

Employees must be briefed on action indicated with * at an information meeting.

Electrical safety

¡ : in order, under control;

l : not in order, to be improved

Possible problems

Questions and hints

Action

P

P

Mains electrical supply

Is there a plan of the mains electrical supply?

A plan of the existing mains electrical supply with the low voltage boards and circuits to be drawn up.

Is the main distribution box accessible to all?

Access to the main distribution box to be barred.

Main switch to be placed externally on the box.

Are there sufficient circuit breakers?
(current protection, earth leakage circuit breakers, fuses)

Fit the necessary circuit breakers to suit the supply.

Is the electricity mains supply checked periodically?

Arrange inspection by an approved body.

Are all sockets earthed?

Earth all sockets.

P

Electrical equipment

Is there a risk of tripping over loose cables?

Avoid using extension leads.

Fit an adequate number of plugs in each room.

Do not allow adapter plugs in rooms.

Are electric cables, plugs and sockets and the enclosures of all equipment in order?

Replace unserviceable plugs, sockets and cables.

The action proposed here can help to reduce the risk. If the action has already been taken you can indicate this by ticking the white dot (¡). Action which has not as yet received attention must be indicated with the black dot (l). If it does not apply you just go on to the next point.

Possible problems. If a problem is not relevant for you, proceed to the next item. You can make your own additions where necessary.

Electrical safety

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Mains electrical supply	w	Is there a plan of the mains electrical supply?	w	A plan of the existing mains electrical supply with the low voltage boards and circuits to be drawn up.	¡	l

	w	Is the main distribution box accessible to all?	w -	Access to the main distribution box to be barred. Main switch to be placed externally on the box.	¡ ¡	l l

	w	Are there sufficient circuit breakers? (current protection, earth leakage circuit breakers, fuses)	w	Fit the necessary circuit breakers to suit the supply.	¡	l

	w	Is the electricity mains supply checked periodically?	w	Arrange inspection by an approved body: - for low voltage: every five years and when expanding the system - for high voltage: annually	¡ ¡	l l

	w	Are all sockets earthed?	w	Sockets to be earthed.	¡	l

Electrical equipment	w	Is there a risk of tripping over loose cables?	w - -	Avoid using extension leads. Fit an adequate number of plugs in each room. Do not allow adapter plugs in rooms.	¡ ¡ ¡	l l l

	w	Are electric cables, plugs and sockets and the enclosures of all equipment in order?	w	Replace unserviceable plugs, sockets and cables at once.	¡	l

Fire hazards

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Fire prevention	w	Avoiding sources of ignition.	w	Smoking to be allowed in certain rooms only	*	¡	l

	w	Is the fire risk in rooms kept to a minimum?	w	Waste paper and other flammable material to be removed daily.		¡	l

	w	Are fire retardant furnishing materials used as much as possible?	w	Use fire retardant materials (curtains, carpets, etc.)		¡	l

Fire detection	w	Is there a fire detection system and fire alarm?	-	Install a smoke detector at critical locations.		¡	l

Fire fighting	w	Are there fire fighting facilities?	w - - -	Install a fire extinguishing system with: hydrants hose reels fire extinguishers fire blanket(s) Additional fire facilities to be installed in the kitchen. Fire equipment to be checked periodically (detectors, fire extinguishers, fire blanket, automatic extinguishing system). Consult the local fire brigade for checks on the fire facilities.		¡ ¡ ¡ ¡	l l l l

	w	Does the staff pay attention to fire prevention?	w - -	A fire alert and alarm procedure to be developed (who does what in the event of fire). An evacuation drill to be held and evaluated. Training to be given on the handling of fire fighting equipment. (Fire extinguishing training).	*	¡ ¡ ¡	l l l

Evacuation	w	Are the evacuation routes in order?	w - -	Keep escape routes and emergency exits clear. Passages must be at least 80 cm. The necessary pictograms to be provided.	*	¡ ¡ ¡	l l l

	w	Are the escape routes suitable for the residents?	w	Make allowances for evacuation of wheelchair users and those who are bedridden.		¡	l

Mains services	w	Is the heating system adequate?	w	Have the heating checked regularly by a recognised installer.		¡	l

	w	Can the mains services (gas, water electricity, ventilation) be shut off centrally?	w	Install facilities for shutting off mains supplies centrally.		¡	l

Health

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Occupational diseases, accidents at work and absence due to illness.	w	Does the workforce suffer from occupational diseases? Is there absence due to illness or high personnel turnover? What are the most frequent accidents at work?	w	Occupational diseases and accidents at work are signs that protective equipment or training are inadequate or that the pressure of work is excessive. (Together with the external accident prevention service,) Draw up a summary and record of accidents at and absence from work due to illness and take steps to remedy this .	¡	l

	w	Is there a vaccination programme for staff in operation?	w	Consult the medical officer regarding the staff vaccination programme to be followed.	¡	l

Protection of expectant mothers	w	Is the employer made aware by a pregnant employee of her condition?	w	Female employees to be made aware of the reporting procedure for pregnancy.	¡	l

	w	Are pregnant employees adequately protected?	w	Pregnant employees to be protected by taking suitable precautions. This can be achieved by taking the employee away from the hazardous environment or by providing suitable work. (consult your medical officer).	¡	l

Psycho-social factors	w	Stress at work can be caused by the following: · irregular working hours · working against the clock · the absence of the ability to anticipate · taking important decisions in the absence of a superior · heavy physical or mental burdens · excessive demands · incompatibility of the carer with the community · unpredictable duty rosters.	w - - - -	Draw up proper work schedules. Supply the workforce with proper materials. Place the right person in the right place. Give staff feedback on their work. Provide facilities for attendants or residents to change community.	¡ ¡ ¡ ¡ ¡	ll l l l

			w	Staff who are absent from work for substantial periods to be replaced by temporary staff.	¡	l

Relational stress	w	Is there conflict between colleagues? Can problems be discussed?	w - - -	Conduct a well thought out recruitment policy (take account of physical demands and immunity to stress as well). Place the right person in the right place. Aim for an open policy. Assemble groups and working shifts carefully.	¡ ¡ ¡ ¡	l l l l

	w	Do staff receive feedback on their work (positive or negative)?	w	Encourage internal communication and motivation; make it possible for problems to be discussed within the department.	¡	l

Loads	w	Are heavy loads lifted manually?	w -	Avoid lifting heavy loads manually. Have staff learn proper lifting techniques.	¡ ¡	l l

	w	Do patients require to be lifted manually?	w -	Use aids (patient hoist). Instruct carers on proper lifting techniques.

Equipment

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Mechanical lifting	w	Are there aids for lifting persons?	w	Have lifting machinery inspected periodically by a competent authority.		¡	l

	w	Is the equipment in order?	w	Daily visual check on equipment before use.	*	¡	l

Equipment and appliance maintenance	w	Are appliances given preventive maintenance?	w - - -	Draw up a maintenance schedule for the various items of equipment Have the operator perform routine maintenance or inspection of the equipment daily. Preventive maintenance to be performed periodically by a competent technician. Maintenance booklets to be arranged for the various items of equipment.		¡ ¡ ¡ ¡	l l l l

	w	Are equipment anomalies notified explicitly?	w -	Equipment anomalies to be noted in the maintenance booklets Prevent other operators from using equipment which is faulty		¡ ¡	l l

	w	Has the equipment been set up properly?	w	Equipment to be positioned to allow easy passage.		¡	l

Rooms and premises

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Environment	w	Is there adequate heating throughout?	w -	Install central heating. Install adequate ventilation	¡ ¡	l l

	w	Are there any other adverse conditions such as: Inadequate ventilation Excessive heat in the summer.	w -	Consider buying air conditioning. Fit sun blinds.	¡ ¡	l l

	w	Are all rooms free from draughts?	w -	Prevent draughts. Fit draught-proofing strips if necessary.	¡ ¡	l l

Lighting	w	Is there adequate lighting throughout?	w	Install adequate lighting. Pay special attention to: outside lighting stairs stores .......................	¡ ¡ ¡ ¡	l l l l

	w	Is there emergency lighting?	w -	Install emergency lighting Check emergency lighting regularly.	¡ ¡	l l

Furniture	w	Is the furniture in good repair?	w -	Repair unserviceable furniture. Purchase sound equipment.	¡ ¡	l l

Personnel facilities	w	Are there changing rooms, canteen and sanitary facilities for personnel?	w - - -	Sanitary facilities to be provided for personnel. Changing rooms and washing facilities to be arranged. Eating facilities to be provided. Bedding in staff bedrooms to be changed regularly.	¡ ¡ ¡ ¡	l l l l

	w	Are the rooms tidy and hygienic?	w - - -	Rooms to be cleansed regularly (daily). Hot water supply to be placed outside the washrooms (danger of carbon monoxide poisoning). Rooms to be provided with proper ventilation. Have the heating and hot water supply checked regularly by a recognised specialist.	¡ ¡ ¡ ¡	l l l l

	w	Is a room provided when an active watch requires to be maintained?	w	Rooms to be arranged for active watches with the necessary comforts: additional heating sanitary facilities telephone radio or TV as required .......................	¡ ¡ ¡ ¡ ¡	l l l l l

	w	Are staff rooms accessible to residents?	w	Prevent residents from entering the rooms.	¡	l

Premises	w	Is the overall condition of the premises suitable for the needs?	w	The overall condition of the premises to be kept up.	¡	l

	w	Order and cleanliness.	w	Rooms to be cleansed regularly.	¡	l

Bathrooms	w	Is there a danger of suffocation from gas water heaters?	w -	Gas water heaters to be placed outside bathrooms. Bathrooms to be provided with ventilation.	¡ ¡	l l

Equipment storage	w	Can attendants' equipment be put away?	w	Separate lockable storage area for attendants.	¡	l

Passages	w	Are passages wide enough?	w	Passage width to be suitable for the residents. (wheelchairs, bedridden patients, etc.)	¡	l

	w	Are the passages clear?	w	Objects must not be stacked in passages. Passages to be kept clear.	¡	l

	w	Have the pictograms for escape routes been applied?	w	Pictograms to be hung.	¡	l

	w	Is there night lighting in the passages?	w	Fit night lighting if it is necessary.	¡	l

Dining room	w	Enough space?	w -	Tables to be far enough apart. Access for wheelchair users.	¡ ¡	l l

Kitchen	w	Is the kitchen fitted out in accordance with applicable hygiene standards?	w -	Order and cleanliness to be maintained in the kitchen. No rough surfaces in the kitchen.	¡ ¡	l l

Residents’ rooms	w	Are residents bedrooms in order?	w	Rooms to be cleansed regularly.	¡	l

	w	Do electrical appliances overload the mains supply?	w - - -	Check there are not too many electrical appliances. Adapters not to be used The condition of personal electrical appliances to be checked. Ensure order and cleanliness are maintained in bedrooms.	¡ ¡ ¡ ¡	l l l l

Lifts	w	Are lifts checked periodically?	w	Have lifts subjected to approval periodically.	¡	l

Stairwells and stairs	w	Are there handrails fitted throughout?	w - - -	Fit handrails to stairs Treads to be made stable. Prevent crawling through banisters. Handrails to be arranged such that the banister cannot be slid down.	¡ ¡ ¡ ¡	l l l l

	w	Are the stairwells empty?	w	Stairwells not to be used as stacking areas.	¡	l

	w	Is there night lighting in the passages?	w	Install night lighting if it is necessary.	¡	l

	w	Are stairs screened off for unauthorised persons?	w	Screen stairs off to prevent residents from falling down them.	¡	l

Visitors' room	w	Is it tidy?	w	Keep the visitors' room tidy and cleanse it regularly.	¡	l

Residents

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Medication	w	Has a list been drawn up of medicines present?	w - - - - - -	A record to be drawn up including, among other things: List of products The quantity of the product present Name of user and medication Prescribed dose Intervals at which it is to be taken Supplementary information for carers	¡ ¡ ¡ ¡ ¡ ¡ ¡ ¡	l l l l l l l l

	w	Is stock properly controlled?	w - -	Medicines to be stored in a lockable cabinet which is kept locked. Amounts of medicines kept to be restricted. Stocks of medicines to be checked regularly.	¡ ¡ ¡	l l l

New arrivals	w	Are attendants advised of new residents?	w	Draw up a record with information about the resident for the attendant.	¡	l

Duty handover	w	Are problems with residents transmitted properly?	w	A short handover meeting to be organised at change of shift.	¡	l

			w	Draw up handover rules; make provision for briefing / debriefing.	¡	l

Emergencies

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

First-aid	w	Is there a first-aid box?	w	Provide a first-aid box and check its content regularly.	¡	l

	w	Is there an accident register?	w	Set up an accident register.	¡	l

	w	Is there a person responsible for first-aid?	w -	Appoint a person responsible for first-aid and provide training. Provide first aid training for employees.	¡	l

Escape routes	w	Are passages of adequate dimensions throughout?	w	Passages must be at least 80 cm throughout.	¡	l

	w	Are emergency exits clear and marked?	w - - -	Emergency exits must never be locked. Doors must open in the direction of escape. Escape routes to be indicated with pictograms. Escape routes to be adapted for special residents.	¡ ¡ ¡ ¡	l l l l

Emergency procedures	w	Are evacuation drills carried out?	w	Arrange an evacuation drill annually.	¡	l

	w	Have personnel been trained for fire fighting?	w	Arrange an exercise in fire extinguishing (primary intervention).	¡	l

	w	Has a procedure been drafted for accidents or emergencies?	w	Draw up a reporting procedure for emergencies.	¡	l

	w	Has the workforce been made aware of the action to be taken in the event of accidents and emergencies?	w	Provide information on emergency procedures during safety talks.	¡	l

	w	Are there emergency procedures for nights and weekends?	w	Draw up special procedures for nights and weekends.	¡	l

Communication	w	Can assistance with problems be easily requested from a colleague?	w	Emergency numbers for night and weekend work.	¡	l

	w	Are there sufficient outgoing direct lines?	w	Provide telephone extensions with outgoing direct lines.	¡	l

Policy and organisation

¡ : in order, under control;

l : not in order, to be improved

Possible problems		Questions and hints		Action

Skeleton staff	w	Do employees work alone at night or at the weekend?	w	Means of communication to be provided such that other persons can be summoned in an emergency.		¡	l

Access to premises	w	How are visitors and customers [sic] received?	w - -	Visitors to be received in a separate area. Reception desk to be provided for customers. Customers and visitors to be accompanied at all times on the premises.		¡ ¡ ¡	l l l

	w	Are residents allowed to leave the premises?	w	Draw up rules for residents wishing to leave the premises.		¡	l

Motivation of personnel (health and safety)	w -	Do staff have problems with safety precautions? · unsafe conduct · failure to observe safety instructions Have dangerous situations ever arisen due to negligent behaviour of an employee?	w -	Discuss safety issues during meetings. Provide new recruits with information and training (trainees, working students, etc.).		¡ ¡	l l

	w	Are staff aware of the risks?	w -	Issue staff with information. Make information available regarding the use of protective equipment.		¡ ¡	l l

	w	Are staff involved in safety policy?	w	Provide for staff involvement.		¡	l

Purchases of appliances, aids and products	w	Is safety and user-friendliness of a appliances assessed before purchase?	w - -	Carry out a thorough assessment of machines before proceeding with purchase. Invite input from staff. J Allow staff to test the equipment.		¡ ¡ ¡	l l l

			-	Keep abreast of the latest technology and developments (in the fields of health and safety as well). J		¡	l

Instructions and training	w	Are working methods taught?	w	Training and instructions to be given to new recruits New recruits to be given a tour of the institution.	*	¡ ¡	l l

	w	Is training or are courses arranged regarding certain work-related problems?	w	Arrange explanatory sessions or courses which further explain certain aspects of work: co-ordination of work aggression and racism coping with alcohol dependency defensive techniques first-aid training J lifting techniques .......................	*	¡ ¡ ¡ ¡ ¡ ¡ ¡	l l l l l l l

Transport on the public highway	w	Are residents conveyed safely? (e.g. to and from school)	w -	Drivers of minibuses carrying more than 9 persons must have a type D driving licence. Drivers conveying passengers with a company vehicle are subject to medical selection.		¡ ¡	l l