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

Appendix A - Guidance for developing a Management Framework

The following suggested framework content includes key elements that should be included in your organisational arrangements (eg policy, procedures). It is intended as a guide towards a minimum standard. Additional local policies and procedures may be developed, as required. Headings can be rearranged as appropriate.

1.1. Statement of the organisation’s commitment to managing the risks associated with manual handling people and loads

• Recognition of risks (this may include statistics and information relating to musculoskeletal disorders and number of lost working days)
• Commitment to introducing measures to reduce these risks
• Intention to comply with legislative requirement and current evidence-based practice
• Commitment to comply with national standards eg SMHPS
• Commitment to allocation of sufficient resources to implement, develop and deliver the MH strategy

1.2. Details of who is responsible for doing what. Responsibilities should be clearly outlined to include those at all levels within the organisation

• Chief Executive; Directors; Heads of Service / Departmental Managers or equivalent
• Line Managers (eg responsible for: ensuring employees have received appropriate MH training, information and / or instruction; inspection, monitoring of MH activities in the workplace; investigating adverse incidents and initiating remedial action etc)
• Manual Handling Lead / Competent Person (may be provided in-house or by an external contractor); those with other delegated key MH roles eg Key workers / Link workers / Trainers
• Employees (eg responsible for: applying previously taught MH principles / techniques; reporting concerns with equipment, MH tasks; injuries etc.)
• Occupational Health Service; relevant others, including committees

1.3. Risk assessment and action planning - the organisation’s arrangements for ensuring suitable and sufficient assessments are completed, documented, implemented and reviewed for all hazardous MH activities should be outlined. This should include:

• Identification of those delegated to undertake risk assessments
• How the organisation ensures the competency of those delegated to undertake/record MH risk assessments
• Process for completion of risk assessments and action plans for MH activities
• Process for completion of person specific assessments for people handling activities (including a clear handling plan, reflecting the requirement for balanced risk assessment and, procedures to deal with disputes: (ie reluctance/refusal of person and/or their advocate to accept the outcomes of the risk assessment)

1.4. Unusual / higher risk handling situations - Predictable but non routine / higher risk situations should be acknowledged in the management arrangements. These can be detailed in separate organisational procedures or guidance. This may include:

• Emergency evacuation handling
• Dealing with the falling / fallen person
• Handling of plus size people
• Rehabilitation handling

1.5. Manual handling equipment - Arrangements for providing and maintaining handling equipment should be made clear:

• Assessment and selection process for suitable equipment
• Provision, suitability and sufficiency / availability
• Care and maintenance arrangements / requirements
• Training / instruction / monitoring in safe use

1.6. Advice, guidance, support, information for employees

• The arrangements for provision and referral process for competent advice
• Identification of those delegated to provide advice / guidance / support at local and organisational level (this may be included in the Responsibilities section)
• How the organisation ensures the competency of those delegated to provide competent advice, guidance and support (for further guidance, see Appendix B)
• Arrangements for informing employees on mechanisms for reporting discomfort, pain or injuries caused by MH activities

1.7. Manual handling education

• The organisation’s MH training and education plan / strategy (eg in-house or externally sourced provision; adoption of SMHPS)
• The organisation’s standards for foundation training and education (eg application of standards of the SMHPS)
• A clear requirement that new start employees do not undertake any handling activities posing significant risk until appropriate training is provided
• The arrangements in place for continuing education eg competency assessment and / or formal refresher / update education
• Identification of those delegated to provide workplace instruction / supervision, training, competency assessments (where competency assessments are implemented) at local and organisational level
• How the organisation ensures the competency of those delegated MH education roles

1.8. Monitoring, audit and review arrangements

• The arrangements for effective monitoring and supervision of workplace MH practices
• The processes used to monitor compliance and to audit and evaluate the MH arrangements eg:
  • Outcomes and indicators used to evaluate the organisation’s MH arrangements (eg accident/incident data; sickness absence rates; competency assessment outcomes)
  • Inspection regimes
  • Frequency of review of documented arrangements
• Audit arrangements and tools