uCheck – Ensuring safety when there are more people in the workplace than normal

 

 

 

Winter is an exciting and busy time for all care providers. On one hand, the dangers increase due to darker days, colder weather, and more risks for slips, trips, and falls. But on the other, there’s usually more events, activities, and holiday merriment to keep spirits bright.

During this time, care providers often bring in extra hands – temporary or seasonal staff, entertainers, or contractors for essential maintenance.

This can lead to potential safeguarding risks, with unfamiliar faces moving around resident areas. So how do you make sure everyone stays safe? Our partner, uCheck, is here to shed some light on the matter.

What the law says

The government’s guidelines for Enhanced DBS checks state that anyone working around vulnerable adults within the following timeframes is eligible for an Enhanced DBS check without an Adults’ Barred List check:

• More than three days in a 30-day period
• Once overnight between 2AM and 6AM
• At least once a week on an ongoing basis

The guidelines also go on to say that workers who are there less often, but might still come into contact with residents, is eligible for a Standard DBS check.

What this means

If you’re planning on taking on seasonal staff, they will of course need to have thorough DBS checks. However, if you’re hosting a one-off event with performers or actors, then Enhanced checks aren’t needed.

But, likewise, if you’re planning on hosting a series of events throughout the holiday season with the same performers – every Saturday throughout December, for example – then yes, you’ll need to perform Enhanced DBS checks on them.

Similarly, if you have a burst pipe and you need a plumber in for one day to fix it, as long as they’re not working between 2AM and 6AM, they won’t need to complete a DBS check.

It’s all about frequency and setting. Ask yourself the following questions:

• Is the appearance routine?
• Will the third party be in contact with vulnerable dependents?
• Will they be working overnight?

So how do you ensure safety without a DBS checks?

Just because someone doesn’t need a DBS check doesn’t mean you throw caution to the wind. There are still several things you can do to ensure that those in your care are protected from third parties:

• Background checks: Research the people coming on to your site. Do they have good reviews? Are they part of a regulated agency or service?
• Schedule and plan: If you have contractors or performers arriving, make sure you know where they’ll be, the times they’ll be there, and the future plans for their return. If you need maintenance work, a first consultation will help you and the contractor plan out the frequency of work, helping you make informed decisions or set up safeguards before their arrival.
• Visitor book: Have anyone coming onto your premises sign a visitor’s book. This is not only essential in case of a fire, but it also provides physical evidence and a set timeframe in case something happens.
• Check legal criteria: Remind yourself of the legalities before allowing anyone on site for a scheduled event.
• Monitoring: Make sure any visitors are supervised at all times, where possible – staff should be present to provide a barrier and monitor activities between third parties and residents.

 

Practical controls when working in winter

So, now that you’re up to date with DBS guidelines, let’s take a look at what practical steps you can take to keep everyone safe when you’ve got more – or new – people in the workplace.

Plan the flow of people across your work

• Define which rooms are for residents only, which are mixed, and which can host events
• Clearly label construction zones and mark them off with physical barriers and signage
• Care facilities are usually quite bright places anyway, but check to see if you need extra lighting, such as floor lights or stairwell lights to guide the way, and that your emergency lighting works

Vetting, induction, and supervision

• Designate chaperones for visitors (contractors, performers etc.) so they know where they’re going
• Brief visitors on rules around dignity, consent, and photography
• Conduct careful Right to Work checks and Identity checks for new hires
• Make sure everyone has suitable training and are fully up to date on best practice for working with and around vulnerable adults
• Have photo badges, visitor passes, or ID cards for anyone coming on to site so they can be clearly identified

Adhere to construction regulations

• Make sure you’re up to date on your responsibilities under the Construction (Design and Management) Regulations 2015 – as a client, it’s your responsibility to manage the Health & Safety risks to those who may be affected

So, to sum it up…

For most frontline care and healthcare roles, yes, you’ll need an Enhanced DBS check with an Adults’ Barred List check. This is because you’ll be engaging in regulated activity.

However, many third parties aren’t in regulated activity, and will only be on site for a one-off event. This means they’ll only need Basic or Standard checks depending on their position and job. But if they’re performing late-night overnight work or working on your site more than three days in a month, they’ll need stronger checks.

Make sure you don’t request higher checks than necessary – check out our website to find out more!

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