Health and social care: Scottish manual handling passport scheme - version 3

1 Introduction

1.1 Overview

The Scottish Manual Handling Passport Scheme (SMHPS) is an initiative designed to improve the standard and consistency of manual handling (MH) training / education and the systems (process / procedures) that underpin it within Health Boards^[1], Local Authorities (LA) and the wider Social Care sector in Scotland.

It consists of three elements:

• manual handling organisation
• education, training and assessment, and
• an audit tool and guidance with criteria for manual handling documentation.

The ‘Passport’ element of the scheme is the record used to confirm an employee’s manual handling training / assessments. Employees can use it to provide evidence of manual handling training / competence when transferring to other departments / organisations, thereby avoiding any unnecessary repeat training.

By implementing the guidance contained in this document, participating organisations can ensure that manual handling training and education is being provided to an acknowledged and consistent level.^[2]

This latest version of the SMHPS replaces its predecessor,^[3] issued in 2014.

1.2 Target audience

The SMHPS is aimed at LA and NHS employers and managers, and Social Care providers with responsibility for manual handling. It will also be of use to others eg those who provide competent advice, deliver training, practise and receive training, etc, including:

• manual handling practitioners / trainers (those engaged specifically in an MH role)
• health and safety professionals
• employees.

Although developed for the public sector, private and voluntary organisations are encouraged to participate too. The Further / Higher Education sector, in designing courses to prepare the public sector workforce of the future, should also take cognisance of this guidance.

1.3 Context

Poor practice in manual handling, from moving equipment, laundry, catering, supplies, waste, refuse, etc to assisting people to move, causes circa a third of all workplace injuries, accounting for a significant number of working days lost.

Wherever possible, hazardous manual handling tasks should be avoided. If this is not possible, employers should assess the risks and put sensible health and safety measures in place eg lifting aids where necessary, to prevent injury.

Providing specific information, instruction and training on manual handling injury risks and prevention plays an important part in reducing the risk of injury.

When providing manual handling assistance to individuals, it is important to have regards to a person-centred approach that promotes independence and considers the core values embedded in the Scottish Governments Health and Social Care Standards^[4]. This includes regard to the safety and well-being of both staff and individuals being assisted and recognises an individual’s rights to dignity, respect, choice, inclusion and privacy. These factors should be included in manual handling education and risk assessments and are inherent to the provision of a high quality of care and or treatment. Additionally, for social care services the SMHPS should be considered in conjunction with the relevant, Scottish Social Services Council (SSSC) National Occupational Standards^[5].

Participation in the SMHPS is not mandatory. However, participation signifies an employer’s commitment to educate their employees to a minimum level and sets a benchmark against which organisations can be measured. It will also help employers demonstrate compliance with the law and reduce the likelihood of litigation cases and complaints.

Private and voluntary organisations, including temporary workers, contracted to deliver services to participating LAs and Health Boards, will be expected to participate in the scheme as appropriate.

1.4 Aims of the SMHPS

These are:

• To reduce manual handling injuries to employees and other people
• To ensure consistency in approach to manual handling learning, education and ongoing practise
• To provide a mechanism whereby skills can be transferred between participating organisations
• To minimise duplication within participating organisations
• To provide guidelines for use in commissioning contracted services.

1.5 Definitions of terms used within this document

• Manual Handling (MH) - transporting or supporting of a load (including the lifting, putting down, pushing, pulling, carrying or moving thereof) by hand or by bodily force. In addition, postural loading from fixed working postures.
• People / Person - the person being moved, including, patients, clients, residents and service users
• Employee - anybody working under direction of the employer.
• Competence - “The combination of training, skills, experience and knowledge that a person has and their ability to apply them to perform a task safely. Other factors, such as attitude and physical ability, can also affect someone’s competence.”^[6]
• Education - the imparting and acquiring of knowledge through teaching and learning.
• Training - the process of teaching or learning a skill or job, requiring practical application.
• Ongoing Practise - the application of learning and education to manual handling activities to meet the standards required to do the activity safely, which may incorporate additional education, review and / or assessment requirements.
• Dynamic risk assessment - workers identify hazards and analyse risks 'on the spot' to modify their approach and proceed with work safely.
• Verbal prompt - Where a person is assisted to move by a carer without physical contact, using verbal or potentially visual prompts only
• Minimal Assistance - Where a person is assisted to move by a carer with light physical contact and guidance
• More Support - Where a person is assisted to move by a carer with physical contact providing an increased level of support and guidance to the person

1.6 Legal requirements^[7]

The key health and safety legislation that applies to the SMHPS is summarised below. Implementing the management systems and guidance contained in this document represents a reasonably practicable way of meeting these legal requirements:

• The Health and Safety at Work, etc Act 1974 – requires employers to provide information, instruction, training and supervision to employees
• The Management of Health and Safety at Work Regulations 1999 - management arrangements, training on recruitment, when risks change and repeated as appropriate
• The Manual Handling Operations Regulations 1992 (as amended) (MHOR) – unavoidable hazardous manual handling (MH) operations suitably and sufficiently assessed, via assessment of the tasks, individual capability, load and environment; risk of injury reduced; underlying risks recognised by employees; safe working systems, and use of equipment considered
• The Provision and Use of Work Equipment Regulations 1998 (PUWER) – employees trained in use, risks and precautions of work equipment
• The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)– lifts planned/executed safely; supervised by competent people; systems for thorough examination and inspection of lifting equipment.

1.7 Monitoring the implementation of the SMHPS

A review group including representatives from LAs, NHS and other Key Stakeholders, monitors the implementation of the SMHPS. The Terms of Reference is available from the Scottish Manual Handling Forum^[8] internet page (where documents relating to SMHPS are hosted), and the key responsibilities of the group include):

• reviewing SMHPS uptake and promotion, as appropriate
• ensuring the integrity of the SMHPS, by periodically reviewing its content, in line with legislation and current evidence-based practice, and
• arranging for the inclusion of new material (eg modules) and information, as required.