Dress Code Policy For Clinical Staff
Responsible Directorate:
Kirklees Community Healthcare Services
Responsible Director:
Robert Flack
Date Approved:
27 January 2009
Committee:
NHS Kirklees Governance Committee
Version Control
Document Title
Dress Code Policy for clinical staff
Document number
1
Author
Gwen Ruddlesdin
Contributors
Joan Booth, Catherine Smyth, Jane O Donnell, Elaine Sergeant
Version
2.0
Date of Production
November 2008
Review date
November 2010
Postholder revision
responsible
for Head of Integrated Governance, Community Healthcare Services
Kirklees
Primary Circulation List
NHS Kirklees clinical Staff
Web address
All ratified policies, strategies, procedures and protocols are published on the Trust Intranet and Public Website.
Restrictions
None
Standard for Better Health Map Domain
Domain 1 – Safety Domain 2 – Clinical and cost effectiveness Domain 7 – Public health Core / Development Standard C4a, C5b, C23 Reference Performance Indicators A reduction in the incidence of healthcare associated infections A reduction in reported incidence of accidents to staff resulting from inappropriate clothing or attire
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Contents
Section
Page
1
Introduction
3
2
Associated Policies and Procedures
3
3
Aim and Objectives
4
4
Scope of the Policy
4
5
Accountabilities and Responsibilities
4
6
Equality and Diversity
4
7
General Principles
5
8
Laundering of Uniform
5
9
Uniform (clinical staff)
5
10
Non-uniform wearers
7
11
The Ordering of Uniform
8
12
The Replacement of Uniform
8
13
The Alteration of Uniform
8
14
Equality Impact Assessment
8
15
Training Needs Analysis
8
16
Monitoring Compliance with this Policy
8
17
References
9
1
Stakeholder consultation
10
2
Equality impact assessment
11
Appendices
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Policy Statement NHS Kirklees employees working with the public will present a corporate image of professional appearance for all staff. This framework will apply to all staff whether provided with uniform or wearing their own clothes, ensuring staff comply with all relevant legislation and national evidence.
1. Introduction The policy sets out a dress code for all NHS Kirklees clinical and medical staff. It also includes bank and agency staff, staff with honorary contracts and all students on attachment. All Staff employed by NHS Kirklees are required to present a professional appearance to patients, visitors and colleagues. This policy allows for individual needs, specialist areas, cultural and religious obligations and disability. The possibility of transmitting infections via uniforms and other attire is a key issue for health care organisations. Staff also have a responsibility for their own health and safety at work and that of their colleagues and clients. The purpose of this document is to set out NHS Kirklees policy with regards to the wearing and laundering of staff uniform and clarify the requirements in relation to the workwear of non uniform wearers who have contact with the public. It has also been developed to enable staff to follow agreed standards of dress at work, and is intended to benefit patients, relatives and carers. The NHS Kirklees Human Resources team will provide advice and support if any specific issues or queries arise. NHS Kirklees has a duty to comply with national legislation such as the Health Act 2006. Duty 4H of this code states uniform and work wear policy must ensure that clothing worn by staff when carrying out their duties is clean and fit for purpose. Clinical staff are provided with disposable aprons, gloves and masks as necessary. Additional Personal Protective Equipment (PPE) will be provided in accordance with Emergency Planning policies and procedures.
2. Associated Policies and Procedures This policy should be read in accordance with the following NHS Kirklees policies, procedures and guidance. • • • • • •
Infection Control Policy (2007) Waste Management Guidelines (2007) Hand Decontamination Policy (2007) Incident Reporting Policy (2007) Disciplinary Policy and Procedures (2007) Diversity and Equal Opportunities in Employment Policy (2007) Page 3 of 12
• • • •
Health and Safety at Work Policy (2007) COSHH Policy (2006) Moving and Handling Policy (2008) Aseptic technique policy (2007)
3. Aims and Objectives The aim of this policy is to ensure that the principles of best practice are applied to both uniform and non uniform wearers working in clinical health care settings. This will be achieved through the following objectives: • • • •
To conform to health and safety requirements To reduce the risk of cross infection to patients and other members of the public To promote a positive professional image as employees of a public service To ensure the attainment of high standards of hygiene and cleanliness to achieve reductions in infection rate
4. Scope of the Policy This policy must be followed by all relevant NHS Kirklees employees and staff on temporary or honorary contracts as well as bank or agency staff and students.
5. Accountabilities & Responsibilities 5.1
Lead director
The Director for Kirklees Community Health Care Services is lead director at Board level responsible for staff groups covered by this policy. 5.2
Lead clinicians, Team Leaders and service managers
Lead clinicians, team leaders and service managers have overall day to day responsibility for ensuring all staff are aware of, and conform to this policy; and will take appropriate measures if it is breached. Managers must be consistent in their approach to applying the dress code as it would be difficult to justify in a disciplinary or tribunal if it is otherwise widely flouted. 5.3
Practitioners / clinicians
Practitioners and clinicians are responsible for ensuring that they comply with this policy and notifying team leaders or service managers of any difficulties in doing so.
6. Equality and diversity This Policy applies to all NHS Kirklees employees irrespective of age, colour, disability, nationality, gender, sexual orientation, marital, social and employment status, gender assignment, political affiliation, trade union membership or any other status. Page 4 of 12
Whilst the Trust recognises the diversity of cultures, religions and disabilities of its employees and will take a sensitive approach when this affects dress and uniform requirements, priority will be given to Health and Safety, security and infection control considerations. All employees will be treated in a fair and equitable manner recognising any special needs of individuals where adjustment may need to be made. No member of staff will suffer any form of discrimination, inequality, victimisation, harassment or bullying as a result of implementing this policy.
7. General Principles Uniform or clothing worn during contact with the public must be smart, safe and practical. It must also: •
Provide the wearer with mobility and comfort
•
Be durable enough to withstand the decontamination requirements necessary to minimise the risk of cross-infection
•
Contribute towards the identification of the worker
•
Project a professional image to encourage public trust and confidence
•
Contribute to the corporate image that NHS Kirklees wishes to present
•
Be designed with the client group in mind, reflecting the type of work undertaken
•
In the case of uniform wearers, not to be worn for shopping or social activities
8. Laundering of Clothing Department of Health Guidance is that clothing worn by clinical staff should be washed at the hottest temperature suitable for the fabric. Whilst a 10 minute wash at 60º C is sufficient to remove most micro-organisms, using detergents means that many organisms can be removed from fabrics at lower temperatures. MRSA is completely removed following a wash at 30º C (DOH 2007). Clothing should be dried quickly or tumble dried and ironed.
9.
Uniform Uniform is the property of the PCT and is provided solely for work purpose use. A Service Level Agreement is in place for staff uniforms. All staff will be informed of the current systems for the supply, alteration and replacement. When provided, it must always be used whilst undertaking clinical activity. It must be returned when an employee leaves the Trust. . A clean uniform must be worn daily and be removed at the end of the working day or shift. Should clothing become contaminated with blood or body fluids whilst on duty, then that clothing must be changed as soon as possible. It is recommended therefore that staff keep a spare uniform at their practice base.
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Uniforms must only be worn when working in a clinical capacity and own clothing worn when attending study days, meetings etc. If it is necessary for staff to enter buildings such as shops in a non-clinical capacity, they must apply an outer garment to cover their uniform. Staff who wear their own clothes rather than a uniform (e.g. Health Visitors; School Nurses; Specialist Nurses and Therapy staff etc) when working in a clinical environment must adhere to the general principles of the standards set out below. In particular, they should ensure that their clothes, shoes and jewellery do not pose a potential hazard to themselves, patients/clients and other staff from both an infection control and a health & safety perspective. Staff must ensure that they are “bare below the elbow” whilst undertaking any clinical activity. If for cultural reasons this is not acceptable then single use disposable sleeves are an option and will be provided. For those staff who wear a uniform when working in clinical practice the following must be observed: 9.1
Footwear
Must be: •
Low heeled
•
Firm based with heel and toe fully enclosed
•
Not made of an absorbent material such as suede or canvas
•
Navy or black unless there are specialist requirements for the area of work
•
Not removed, even in clients’ homes, as they provide protection. Disposable slipperettes will be provided should a patient / client hold particular religious / cultural beliefs requiring footwear to be removed.
9.2
Hosiery / socks
These must be un-patterned. 9.3
Neck ties
These are not to be worn during any care activity for infection control and Health and Safety reasons. 9.4
Accessories
Uniform wearers choosing to wear scarves, hats or gloves must ensure that they are navy or black. Belts and buckles must not be worn as they pose a risk of injury. For the same reasons badges with pins must not be worn. 9.5
Jewellery
The Trust does not accept responsibility for loss or damage to jewellery. In order to prevent injury or cross infection to patients or staff, only the following are allowed: •
A plain wedding ring
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•
Plain stud earrings
•
A fob watch pinned inside the uniform pocket (wrist watches must not be worn)
•
A Medicare bracelet, if clinically indicated, which may be worn on the ankle to facilitate correct handwashing technique
•
Jewellery specifically required for religious purposes (but these must be safely secured inside the uniform)
•
Necklaces must not be worn
9.6
Hair
Hair must be clean, well groomed, tidy and off the collar, to reduce the incidence of bacterial growth around the collar. During clinical activities, hair must be tied back (male & female staff) if longer than shoulder length. This applies to all hairstyles and types including extensions wigs, etc. Hair must not be excessively or unnaturally coloured. When hair clips are worn, they must not have the potential to injure staff and patients, and must comply with health and safety and infection control standards. Hair bands must be of a plain dark colour. 9.7
Fingernails
These must be kept short and free of polish. False nails and ‘infills’ must not be worn as these can harbor micro-organisms and can reduce compliance with hand hygiene. 9.8
Outer Garments
Cardigans, jumpers and fleeces must be removed when undertaking clinical care 9.9
Identification
All staff must wear their PCT photographic identification badges at all times in all areas of the organisation and whilst undertaking patient care in other environments for security and identity purposes. Although non-clinical staff can wear safety lanyards, clinical staff must use a clip on badge for infection control and Health and Safety reasons.
10. Non-uniform Wearers Non-uniformed wearers must also have due consideration for both infection control issues and health & safety issues. In addition, the appearance of nonuniformed staff reflects upon the organization and the expectations of service users. All NHS Kirklees employees working in clinical environments must adhere to the principles outlined in section 7. Cultural sensitivity will always be considered and cultural dress codes will be respected. Within the clinical working environment, the following are considered unsuitable: •
Very short skirts or dresses that do not allow the wearer to fully bend over
•
‘See through’ clothing
•
Low cut necklines Page 7 of 12
•
Bare midriff
•
Ragged or torn clothing
•
Shorts
•
Exaggerated forms of make-up or hair colour
•
Exposed tattoos which should be covered during clinical activity
•
T-shirts with inappropriate messages
•
Denim clothing
11. Equality Impact Assessment All public bodies have a statutory duty under the Race Relation (Amendment) Act 2000 to “set out arrangements to assess and consult on how their policies and functions impact on race equality.” This obligation has been increased to include equality and human rights with regard to disability, age and gender. The PCT aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. In order to meet these requirements, a single equality impact assessment is used to assess all its policies/guidelines and practices. This policy was found to be compliant with this philosophy (appendix B)
12. Training Needs Analysis It is not considered necessary to develop any specific training to accompany this policy. It is important, however, that all NHS Kirklees clinical staff are made aware of the need to adhere to this policy. This will be achieved through team meetings and professional forums, leading to inclusion in meeting minutes; and incorporated in departmental inductions with a subsequent entry in the induction checklist. Dress code requirements will be covered during induction training and mandatory annual infection control training sessions.
13. Monitoring Compliance with this Policy It is the responsibility of service managers to monitor compliance with this policy and to ensure that all staff are aware of it’s’ requirement
14. References DH (2007) Uniforms and Workwear – an evidence base for developing local policy
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Worcester Mental Health Partnership NHS Trust (2006) Dress Code Policy – Advice from NHS Employers around developing a dress code policy The Health Act (2006) Code of Practice for the Prevention of Health Care Associated Infection Department of Health 2004 standards for better health Health and Safety at Work Act 1974 National Patient Safety Agency (2007) Essential steps to infection control
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Appendix 1
Stakeholder Consultation
Involvement and participation of others in the process of developing these guidelines as shown below: Stakeholders name and designation
Key participant
Feedback requested
Catherine Smyth, Professional Development Nurse
X
Joan Booth, Head of Localities
X
Tina Quinn, Assistant Director of KCHS
X
Terry Service, Assistant Director of Corporate Services
X
Pam Lumb, Head of Therapies
X
Jane O’Donnell, Deputy Director of Infection Control
X
Policy Development Group
Yes
HR
Yes
Feedback accepted
X
X
Yes
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Appendix 2
Equality Impact Assessment Tool
Kirklees Community Health Care Services Dress Code Policy Yes/No 1.
Comments
Does the policy/guidance affect one group less or more favourably than another on the basis of: • Race • Ethnic origins travellers)
No (including
gypsies
and
No
• Nationality
No
• Gender
No
• Culture
No
• Religion or belief
No
• Sexual orientation including lesbian, gay and bisexual people
No
• Age
No
• Disability - learning disabilities, physical disability, sensory impairment and mental health problems
No
2.
Is there any evidence that some groups are affected differently?
No
3.
If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable?
N/A
4.
Is the impact of the policy/guidance likely to be negative?
No
5.
If so can the impact be avoided?
N/A
6.
What alternatives are there to achieving the policy/guidance without the impact?
N/A
7.
Can we reduce the impact by taking different action?
N/A
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