HRPOL45 Uniform Workwear Policy

HRPOL45

Uniform/Work Wear Policy

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Version:

V10

Ratified by:

Finance investment Committee

Date ratified:

08/05/2024

Job Title of author:

Senior HR Adviser

Reviewed by Committee or Expert Group

Staff Partnership Forum

Equality Impact Assessed by:

Director, People Partnering

Related procedural documents

CPOL25 - Policy for the Administration of Intravenous Drugs in the Community IPGUI02 - Infection Prevention & Control Guidelines IPPOL03 - Hand Hygiene Policy and Procedure IPPOL9 - Decontamination of Medical Equipment Policy and Procedure IPPOL18 - Management and Safety of Sharps Policy HRPOL14 – Disciplinary Policy & Procedure IPPOL21- Standard Precautions for Infection Prevention including TBPs and Isolation Precautions.

SICPs – NHS England 8 May 2027

Review date:

It is the responsibility of users to ensure that you are using the most up to date document template – i.e. obtained via the intranet.

In developing/reviewing this policy Provide Community has had regard to the principles of the NHS Constitution.

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Version Control Sheet Version 2

Date April 2011

Author Julia shields

3

11th April 2011

Pat Jackson

4

20th June 2013

Vicky Waldon Jane Hentley

V4.1

July 2013

Steph Schuster – Quality & Safety Administrator

5

October 2016

Deputy Clinical Director Deputy Clinical Director

January 2019 6 7

June 2019

HR Business Partner

8

November 2022 October 2023

Senior HR Advisor Director, People Partnering Director, People Partnering

9 10

January 2024

Status Reviewed policy

Comment Amended in line with new guidance Ratified Amended in line with Staff Smoking policy Ratified Amended section for nonclinical staff.

Number also changed as no longer an infection control policy (IPPOL6) No change to Updated in line review date with restructure and Organisational name change Review and update.

Clarification re wearing of jewellery Ratified Clarification re wearing of jewellery Review and Update Review & update Review & update

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Contents 1. Uniform/Dress Code Statement .............................................................................. 5 2.

Introduction ............................................................................................................. 5

3.

Guidance Principles ................................................................................................ 6

4.

Personal Identification ............................................................................................ 6

5.

Principles for Staff working in health and Social Care Environments ................. 6

6.

Principles for Staff working in non-care settings.................................................. 9

7.

Personal Belongings ............................................................................................. 10

8.

Personal Protective Equipment ........................................................................... 10

9.

Monitoring .............................................................................................................. 11

10.

References ......................................................................................................... 11

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 1: ‘Screening’ ...................... 12

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1. Uniform/Dress Code Statement All employees of Provide, whether uniformed or non-uniformed, have a responsibility to dress in a manner that encourages public trust and confidence.

Employees must present a professional and corporate image, which is easily identifiable to colleagues and stakeholders.

Colleagues should wear an ID badge and be identifiable Provide employees in the interest of public protection.

All clothing, including uniforms worn by employees when carrying out their duties should be clean and fit for purpose. Employees involved in patient care should wear short-sleeved tops, ‘bare below the elbows’ whilst providing direct care.

The policy is intended to maximise safety in the workplace and minimise the risk of crossinfection. Adherence to this policy is a mandatory requirement for all Provide employees.

This includes students and agency workers (uniforms supplied by agency) when working on the Provide premises. Failure for clinical employees to adhere to the ‘bare below the elbows’ protocol may result in disciplinary action being taken.

The Health Act 2008: Revised August 2015, Code of Practice on the prevention and control of infections and related guidance: Criterion 9: ‘Uniform and work-wear policies ensure that clothing worn by staff when carrying out their duties is clean and fit for purpose. Particular considerations should be given to items of attire that may inadvertently come into contact with the persons being cared for. Uniform and dress code policies should specifically support good hand hygiene.’

The wearing of uniforms in public places such as shops and supermarkets is not acceptable.

However, it is acknowledged that employees may need to undertake essential tasks in the course of their working day, for example re-fuelling cars etc. Therefore, during these occasions’ employees should ensure that their uniform is adequately covered 2.

Introduction

This policy gives all healthcare workers who work for the Provide Group guidance on wearing uniform and clearly sets out acceptable work wear for those employees who are not required to wear a uniform e.g., corporate services and administrative colleagues supporting clinical services.

Uniform is worn for a number of reasons, including: • • • • •

For patient /service user safety; For public recognition and confidence; For professional and corporate image; To reduce healthcare associated infections; For comfort.

A healthcare worker is any person whose normal duties concern the provision of treatment, accommodation or related services to patients, and who has access to patients in the normal course of their work.

This term includes not only front-line clinical and para-clinical employees, but also colleagues employed in Estates and Facilities management, such as domestic assistants and engineers.

Provide recognises the diversity of culture, religions and disability of its employees and will take a sensitive approach when this may impact on dress code and uniform requirements. If

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any employee believes that for any reason they are unable to comply with the policy they must inform their line manager, who will give due consideration to the concerns raised. However, priority will be given to health and safety, security and infection prevention and control considerations. It is also acknowledged that some employees receiving medical treatment may have mitigating circumstances; these should be discussed in confidence with the line manager.

Exposure of the forearms is not acceptable to some employees because of their faith.

Therefore, uniforms may include provision for sleeves that can be full length when staff are not engaged in direct patient care activity.

Disposable over-sleeves, elasticated at the elbow and wrist, may be used but must be put on and discarded in exactly the same way as disposable gloves. Strict procedures for washing hands and wrists must still be observed.

3.

Guidance Principles

Provide has a duty of care to provide an appropriate uniform to employees (excluding agencies or students) that require a uniform for their job.

Provide has a duty of care to provide the correct number of uniforms for employees to carry out their duties.

Employees who normally wear a uniform will be provided with a maternity uniform when pregnant.

Each manager will hold their uniform budget and be responsible for purchasing uniforms fit for purpose ensuring that all clinical employees have adequate supplies of uniforms to cover shifts worked on a weekly basis.

4.

Personal Identification

All employees will be supplied with a Provide identity security badge that must be worn at all times when on duty or acting in an official capacity representing Provide.

Employees working in clinical areas, or with machinery, are discouraged from wearing their security badges on a lanyard due to the potential risk of injury to either the wearer or patients.

It is acceptable for employees to wear a professional qualification badge or trade union badge.

However, employees must give consideration to the potential risk of causing harm to a patient/customer when wearing badges.

5. Principles for Staff working in health and Social Care Environments These principles apply to all staff working in a care environment regardless of job role and includes care staff, administration staff and domestic staff Where a uniform is required all female staff will be given the choice of wearing a dress or tunic or trousers. Provide recommends that, for manual handling purposes, tunic and trousers are the preferred choice.

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Where a uniform is not required staff should wear clothes that promote a smart appearance.

For both uniformed and non -uniformed staff in these environments. The dress and uniform code does not permit the following: • • • • • • • • • • •

Very casual or high-fashion trousers (i.e. ripped jeans) Low waistband trousers showing abdomen /lower back Cropped, strapless, overtly tight or revealing tops Casual sportswear (i.e. track suits) Clothing with inappropriate slogans Very short skirts No denim No cargo pants No slip on or flip flop shoes No crocs or similar Adornments that do not project a professional image

It is the individuals’ responsibility to ensure that their work wear /uniform enables free movement for all manual handling practices.

As uniformed staff do not have access to changing rooms in some premises, staff are advised to be discreet when wearing uniforms outside of the working environment, including travelling to and from work, ensuring they are adequately covered.

5.1 Laundry/Infection Prevention Colleagues are reminded that it is their responsibility to ensure that: •

they change uniforms/clothing immediately if the uniform or clothes become visibly soiled or contaminated. Visibly soiled or contaminated uniform/clothes could be a potential risk of cross infection and are likely to affect service user, residents, patient confidence.

•

their uniform/clothes are maintained and kept clean in accordance with the fabric care instructions and in line with the following laundry requirements: •

•

All elements of the washing process contribute to the removal of microorganisms on fabric. Detergents and agitation release any soiling from the clothes, which is then removed by the sheer volume of water during rinsing.

Temperature also plays a part. A 10-minute wash at 60°c is sufficient to remove almost all micro-organisms. Uniforms and washable footwear should be washed at the hottest temperature suitable for the fabric.

Provide does not have a laundry service designated for the reprocessing of uniforms including scrubs therefore any uniforms returned will be disposed of.

5.2 Tax Allowance You may be able to claim tax relief on the cost of cleaning, repairing or replacing your uniform.

For further information visit: Claim tax relief for your job expenses: Uniforms, work clothing and tools - GOV.UK (www.gov.uk)

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5.3 Footwear Appropriate footwear will enable staff to: • • • • • •

Respond rapidly to emergency situations Protect themselves from chemical spillage or trauma from equipment or machinery.

Facilitate safe manual handling Reduce noise levels for patients Minimise infection risk – canvas and suede shoes cannot be effectively cleaned Maintain a professional appearance

All footwear must be safe, sensible and appropriate to the working environment. All uniformed staff and staff working with service users, patients or residents in health or social care services are expected to wear that is: • • • • •

Black Low-heeled, Closed foot, Secure fitting with Non-slip soles Visibly clean and smart in appearance with no branding or adornments.

Leather or leather look shoes are recommended as they are easy to clean and protect the wearer from chemical spillages, body fluids and other contaminants. Shoes with fabric uppers may be worn in environments where the risk of contamination from chemical spillages, body fluids and other contaminants is unlikely, but the shoes must be fluid resistant, smart in appearance, fit securely and be machine washable.

Where appropriate, safety footwear, (e.g. steel toe capped boots or theatre shoes) will be provided by Provide to individuals working in high-risk areas All footwear must be appropriately maintained and cleaned by the individual. All shoes must be cleaned immediately if they become visibly soiled or contaminated. Visibly soiled or contaminated shoes could be a potential risk of cross infection and are likely to affect patient confidence. Shoes with fabric uppers must be machine washed regularly to maintain a smart appearance and keep them free from contaminants 5.4 Hosiery When wearing a uniform skirt or uniform dress, stockings or tights must be worn at all times except when the Heat Wave Policy is in effect. These must be black or natural in colour and un-patterned. Navy or black socks should be worn with uniform trousers.

5.5 Belts Belts and/or buckles can restrict movement and could lead to residents, service users, patients or employees being injured and therefore are advised not to be worn.

5.6 Jewellery Employees providing patient care may wear: •

One plain wedding band (ring), with no stones.

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• •

One plain stud per ear lobe for pierced ears, with no stones; body piercing not be visible. Nose studs should be discrete and must not include stones.

Fob - watches

should

Therefore wristwatches, stoned rings, bracelets, necklaces, ankle chains may not be worn.

Exception is made for an S.O.S talisman which can be worn but must not be visible.

5.7 Bare Below the Elbow Policy All employees must ensure that arms are bare (short sleeves or sleeves rolled up with jewellery and watches removed) when providing direct care to patients, service users or residents.

5.8 Fingernails and False Eye Lashes All uniformed and non- uniformed staff working with service users, patients or residents must ensure their nails are cut short and no nail polish (even colourless) to be worn. Artificial nails/extensions/gels, nail jewellery and false eye lashes must not be worn as they can give an unprofessional appearance and they could be source of fungal and bacterial infection.

False eye lashes and artificial nails also have the potential to become detached/dislodged with a potential contamination risk. This applies to employees involved in food preparation as well.

5.9 Hair and Beards All uniformed and non- uniformed staff working with service users, patients or residents must ensure hair, including facial hair, is kept clean, neat and tidy at all times and long hair must be tied above the collar. Hair style and colour must present a professional image Facial hair must be covered with a disposable beard cover whilst working in catering areas/ serving food and beverages and in the theatres.

5.10 Cardigans, Fleeces, Sweatshirts and Coats Cardigans, fleeces, jackets or coats must not be worn whilst providing direct clinical care, although may be worn out of the ward/department’s environment and when on breaks. All cardigans, fleeces and jackets must be kept clean to avoid contamination of uniforms and clothes 6. Principles for Staff working in non-care settings This section applies to all staff who are not required to wear a uniform and work from an office base or at home or who work in non- care settings such as schools.

Staff must present an image which is neat, tidy and does not cause offence to others. Staff must dress in a consistent manner to present an appropriate corporate and professional image this includes staff working virtually and will be visible to others in face-to-face calls and meetings via their phones, tablets or computers The dress and uniform code does not permit the following:

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• • • • • • • • • • •

Very casual or high-fashion trousers (i.e. ripped jeans) Low waistband trousers showing abdomen /lower back Cropped, strapless, overtly tight or revealing tops Casual sportswear (i.e. track suits) Clothing with inappropriate slogans Very short skirts No denim No cargo pants No slip on or flip flop shoes No crocs or similar Excessive jewellery (or items that do not project a professional image)

6.1 Footwear All footwear must be safe, sensible and appropriate to the working environment. As above, flip flops and other very casual shoes are not appropriate work wear. Where appropriate, safety footwear e.g. steel toe capped boots will be provided by Provide to the individual. All footwear must be appropriately maintained and cleaned by the individual.

Appropriate footwear will enable staff to: • • • • • •

respond rapidly in emergency situations protect themselves from chemical spillage or trauma from equipment or machinery facilitate safe manual handling reduce noise levels for people in the environment minimise infection risk by being washable and regularly cleaned maintain a professional appearance

6.2 Jewellery Employees should be aware that they must give a professional image when choosing to wear jewellery, watches and adornments to work.

6.4 Finger Nails Nails, including extensions, must be kept clean, a sensible length.

6.5 Hair and Beards Employees should be aware that they must give a professional image when choosing hair (including facial hair) style and colour.

7. Personal Belongings Provide recommends that employees do not wear/bring personal belongings to work to reduce risk of theft. All personal items are the responsibility of the employee.

8. Personal Protective Equipment

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Under Health and Safety at Work Act 1974 Personal Protective Equipment at Work Regulations 1992 there is a duty upon Provide as the employer to provide personal protective equipment when required in the workplace, and in addition, to provide the requisite training in the use of such equipment.

The employee has a duty to use equipment appropriately. This equipment may include uniforms, protective gloves, goggles, ear protection, hard hats, visors, aprons, x-ray aprons or protective footwear. Where personal protective equipment is required in line with Provide policies and SOPs employees have a duty to wear the equipment provided for them.

Following a risk assessment Personal Protective Equipment should be issued with the aim of reducing significant risk as far as reasonably practicable. Employees should alert their manager if they have concerns in connection with personal protective equipment, for example, if it becomes damaged or lost.

Personal Protective Equipment will be supplied to employees free of charge.

9. Monitoring This document will be kept under general review but will be reviewed no later than 3 years from the date of adoption. Any new statutory provisions affecting this document will automatically take precedence.

10. References NHS England, National infection prevention and control manual for England 7 September 2022

https://www.england.nhs.uk/national-infection-prevention-and-control-manual-nipcm-forengland/chapter-1-standard-infection-control-precautions-sicps/] NHS national services Scotland, Standard Infection Control Precautions Literature review.

Footwear Personal Protective Equipment (PPE) Footwear Publication date: 5 August 2021 https://www.nipcm.hps.scot.nhs.uk/media/1901/2021-07-22-ppe-footwear-v30-final.pdf NHS England Uniforms and workwear guidance for employers April 2020 Report template - NHSI website (england.nhs.uk) SICP’s – NHS England NHS England » Chapter 1: Standard infection control precautions (SICPs) GOV.UK – claiming for uniform tax allowance Claim tax relief for your job expenses: Uniforms, work clothing and tools - GOV.UK (www.gov.uk)

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EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 1: ‘Screening’ Name of project/policy/strategy (hereafter referred to as “initiative”):

Uniform/Work Wear Policy

Provide a brief summary (bullet points) of the aims of the initiative and main activities: The policy is intended to maximise safety in the workplace and minimise the risk of cross infection and promote a professional corporate image.

Project/Policy Manager: Director, People Partnering

Date: October 2023

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

Neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why?

Or is it clear at this stage that it will be equality “neutral”?

Equality neutral – reasonable adjustments can be considered regarding race, gender, religion.

HR data is not highlighting that colleagues are being discriminated against by the Uniform / Work Wear Policy.

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with employees or external groups/agencies.

Impact is positive, no further detailed assessment required.

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Guidelines: Things to consider • • •

• • •

•

Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.

The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.

Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?

It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that datagathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.