TRAVEL AT WORK

Travelling and Subsistence Regulations are set out in: https://circulars.gov.ie/pdf/circular/finance

/1982/11.pdf

All travelling duties should be planned so as to reduce the total amount of travel to the minimum.
Travel should be by the shortest practicable routes and by the cheapest practicable mode of
transport.

Employees may not use their private vehicles on official business without first producing evidence
that there is a current motor insurance policy covering his/her use of the vehicle in connection
with his/her business or profession. The policy must be extended to indemnify the HSE and the
employee must complete and sign an Employee Declaration for use of own Motor Vehicle Form.

Travel Forms must be submitted monthly to the office. Bus tickets should be submitted monthly
to the office, with the completed relevant form.

HSE Safe Driving for Work Policy 2018

It is the policy of the HSE to reduce, so far as is reasonably practicable, the risks associated with
driving for work. In this regard the HSE is committed to complying with its legal obligations under
the Safety, Health and Welfare at Work Act, 2005 by ensuring that work related road safety is a
priority, and recognises that safe driving for work makes good sense as this protects employees,
other road users and the HSE itself.

Employee Responsibilities under the Policy

l Take reasonable care of their own safety, health and welfare and that of others.
l Adhere to the Policy and any associated risk assessments.
l Adhere to the rules of the road and speed limits unless the employee is entitled to avail of the
exemptions outlined in section 87 of the Road Traffic Act 2010. In such circumstances a dynamic
risk assessment must be applied.
l Not engage in improper conduct or behaviour or place anyone at risk whilst driving.
l Ensure they are fit to drive at all times and aware of the implications which alcohol/illegal
substances, medication and fatigue could have for driving safely.
l Respond truthfully to questions from the health professional regarding their health history and
status and the likely impact on their driving ability, including disclosure of drug or alcohol
dependence.
l Adhere to prescribed medical treatment and monitor and manage their conditions and any
adaptations with on-going consideration of their fitness to drive.

Best Practice Guidance For Health Care Support Assistants 41

l Notify line manager of any change in their medical status that may impact their ability to drive.
l Comply with requirements of their licence as appropriate including periodic medical reviews.
l Adhere to the procedures in place in the event of an accident or incident.
l Report to the line manager as soon as is practicable:
- Incidents/accidents, near misses while driving for work
- Any injury or illness or anything that may affect their ability to drive.

Drivers driving their own vehicle must:

l Hold a full current driving licence and insurance specifying HSE indemnification.
l Ensure driving licence is carried with them at all times while driving.
l Ensure vehicles are roadworthy, fully taxed, have a valid NCT (if required) and have both discs
displayed.
l Receive management approval and authorisation to drive.
l Report to the line manager if driving licence has been suspended or cancelled.

42 Best Practice Guidance For Health Care Support Assistants

SUPPORTS OFFERED TO HEALTH CARE
SUPPORT ASSISTANTS
l An induction program on commencement of employment
l Support during probationary period
l Employee Assistance and Counselling Service (Appendix 2)
l Dignity At Work Support Contact Personnel
l Occupational Health
l On-going training and support
l Staff Care Service 1800 409 388
l CKCH Health & Wellbeing Service

Employee Assistance and Counselling Service

The Employee Assistance and Counselling Service (EACS) is a national independent service that is
available free of charge to all employees in HSE funded hospitals and community health
organisations and divisions.

EACS provide the following free and confidential services to staff:

l Consultancy to Managers on staff wellbeing issues

l Critical Incident Stress Management (CISM) Individual and group staff support following a
critical incident and other CISM supports.
l Pre Incident Critical Incident Stress Management training for staff, managers and teams*
l General and Group Staff Support*
l Staff Wellbeing Workshop*
l Linkage with Educational Institutions*
l Input into training modules*
l Linkage with other appropriate support services*
Asterix (*) indicates services provided by internal staff.

Counselling
The Employee Assistance Programme (EAP) provides confidential professional support and
counselling to employees. This free service is provided to support employees at a time of difficulty
with personal and/or work related issues. Employees do not need to contact HR or their line manager
to access this service. The service is provided across each Health Region, Hospital Group, Primary Care
Reimbursement Service and National Ambulance Division.

Depending on your work location, the EAP Service will be provided by internal practitioners and may
also be provided by an agency provider. All practitioners within the service are accredited and required
to maintain continuous professional development standards. You may require urgent or out of hours
assistance and if this is the case, you should contact your General Practitioner (GP) immediately.

Best Practice Guidance For Health Care Support Assistants 43

How can I access the free EAP Service?

You can phone or email the service in your area directly or you can phone 0818 327 327 to access
EAP from anywhere in the country. You do not need to discuss this with anyone and you can access
it at a time and place that suits you. The majority of staff who attend EAP Service self refer.

What can I expect?

You will be treated in a respectful manner. You can expect the highest standards of professionalism
in a service where your wellbeing is supported at a time of difficulty. All EAP Service providers are
bound by strict standards of confidentiality and a code of Ethics as required by their accrediting
body.

What happens at my first appointment?

You will meet your counsellor/EAP practitioner and they will outline the process. A consent form
relating to the process will be signed by you and the counsellor/EAP practitioner.

How many appointments do I get?

The EAP is intended as a short–term service. If the service is provided by an internal EAP
counsellor/practitioner the number of sessions is agreed between you and the counsellor directly.
If the service is being provided by an agency an upper limit of 4 sessions applies. This may be
extended to a maximum of a further 2 sessions.

Is there any charge/do I have to pay fees?

There is no charge or fees that you have to pay to avail of this service.

Are my details given to anyone in the Health Service if I am attending EAP Service?

No. This is a one-to-one arrangement between you and an independent service. Your details are
anonymised from the moment you access the service. There is no sharing of information with
management or other services. Your counsellor/EAP practitioner may recommend that you avail
of a specific service and will be able to discuss this directly with you in the confines of your session.
Notes taken in the course of your EAP Service journey are maintained in complete confidence.

How qualified is the person that I am seeing when I attend EAPS?

The EAP Service provided is a quality, accredited professional independent service. Each EAP
Service counsellor/practitioner is required to attend regular clinical supervision as it is an essential
requirement for best practice. Clinical supervision is a formal confidential arrangement with a
trained and accredited supervisor.

The Employee Assistance Programme (EAP) is a FREE and Confidential service for all HSE staff:
please see link for further information: https://www.hse.ie/eng/staff/workplace-health-and
-wellbeing-unit/employee-assistance-and-counselling-service/

44 Best Practice Guidance For Health Care Support Assistants

Dignity at Work Support Contact Personnel

A support contact person is an employee of the HSE who has volunteered and received training to
provide support and information on the Dignity at Work policy to colleagues who may feel they
are experiencing bullying, harassment and/or sexual harassment.

Further information is available at: https://www.hse.ie/eng/staff/resources/hrppg/dignity-at-work-

policy.html

How can a Support Contact Person support me in these circumstances?

Their role is to enable you to better understand the Dignity at Work policy which explains bullying,
harassment and sexual harassment. The policy provides information on a range of options available
to you. Support Contact Persons are there to assist you over a short period of time, i.e. 3-4 visits if
required.

Who will know that I visited a Support Contact Person?

This support is available to all staff on a confidential basis. The only individual who will know about
your visit is the support contact person.

Will the Support Contact Person help me if I am accused of bullying, harassment or sexual
harassment?

Yes, this support is available to both people who may feel they are being bullied, harassed and/or
sexually harassed, or by staff who may have an accusation of bullying, harassment or sexual
harassment made against them.

Will the Support Contact Person speak to the person who is bullying, or harassing me?

No, this is not their role. They will help you to better understand what is going on, but will not speak
to anyone on your behalf.

Do I have to visit a Support Contact Person in my work area?

No, you can choose any Support Contact Person. Support Contact Persons are there to assist you
over a short period of time, i.e. 3-4 visits if required or via telephone.

Further information is available at: https://www.hse.ie/eng/staff/resources/hrppg/support-contact-

persons.html

CKCH Health & Wellbeing Service

CKCH Health & Wellbeing Service is committed to the promotion of staff health and wellbeing.
Please see link for further information on the resources available for employees to support
wellbeing at work.

https://www.hse.ie/eng/about/who/healthwellbeing/healthy-ireland/community-healthcare-
organisations/wellbeing-at-work-resource300720.pdf

Best Practice Guidance For Health Care Support Assistants 45

Open Disclosure – Information for HSE Employees

When things go wrong during the delivery of care to patients it affects staff also. It is important
that all staff involved in, or affected by patient safety incidents can access immediate and on-going
practical and emotional support.

If you experience a patient safety incident and need help please talk to your line manager. Your
manager will talk with you and give you any information you may need.

Other supports available to you are:

l Employee Assistance Programme
l Occupational Health
l Critical Incident Stress Management

46 Best Practice Guidance For Health Care Support Assistants

47 Best Practice Guidance For Health Care Support Assistants
SECTION 4 HSE Policies, Procedures, Protocols & Guidelines (PPPG)
Best Practice Guidance For Health Care Support Assistants 48
What are Policies, Procedures, Protocols & Guidelines?

The HSE’s Policies, Procedures, Protocols and Guidelines define what the HSE does and how we do
it.

What is a Policy?

“A policy is a written statement that clearly indicates the position

and values of the organisation on a given subject”. (HIQA, 2018).

It is a written operational statement of intent and explains the organisations stand on a subject.

When to use a Policy

“A policy is used to provide a guiding principle and regulates organisational action.

It is used to provide guidance, express rules, expectations and requirements”. (HSE, 2016)

It explains the ‘what’ and ‘why’ however, it does not inform exactly how something will be done.
A procedure deals with the ‘how’.

Examples:
HSE National Consent Policy 2019:
http://www.hse.ie/eng/about/Who/qualityandpatientsafety/National_Consent_Policy/
HSE National Managing Attendance Policy (January 2009) revised 2014:
http://www.hse.ie/eng/staff/Resources/hrppg/Managing%20Attendance%20Policy%20revised
%20May%202014.pdf
HSE Policy on the Prevention of Sharps Injuries 2016:
https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand%20wellbeing/hse%20policy%20
for%20the%20prevention%20of%20sharps%20injuries.pdf

What is a Procedure?

“A procedure is a written set of instructions that describe the approved

and recommended steps of a particular act or a sequence of events”. (HIQA, 2018).

Procedures supplement polices with specifics and completes the information users need.

When to use a Procedure

A procedure is used to outline the specific method of how things are done. It is action orientated
and outlines the ‘Why’. It describes specific step-by-step instructions and the sequence in which to
perform those steps. It specifies what will be done, when, and by whom and what records are to
be kept.

Examples:
Disciplinary Procedure for Employees of Health Service Executive 2007:
https://www.hse.ie/eng/staff/resources/hrppg/disciplinary-procedure-for-employees-of-hse-
2007.html

Best Practice Guidance For Health Care Support Assistants 49

What is a Protocol?

“A protocol is a written plan that specifies procedures to be followed in defined situations”.

(HSE 2016)

A protocol represents a standard of care that describes an intervention or set of interventions.

Protocols are more explicit and specific in their detail than guidelines; in that they specify who
does ‘what’, ‘when’ and ‘how’.

When to use a Protocol

Protocols can be used when developing specific instructions, for example, Departmental Protocol
on the occasion when client does not answer the door.

What is a Guideline?

“A guideline is defined as a principle or criterion that guides or directs action”. (HSE 2016)

Guideline development emphasises using clear evidence from the existing literature, rather than
expert opinion alone.

When to use a Guideline

Guidelines are used when recommendations on evidence-based clinical practice are required.
(source: Healthcare Improvement Scotland Methodology Toolkit NHS Scotland)

Examples:
HSE Long Term Absence Benefits Scheme Guidelines 2012:
https://www.hse.ie/eng/staff/resources/hrppg/long-term-absence-benefit-schemes-guidelines-
december-2012.html

50 Best Practice Guidance For Health Care Support Assistants