SERVICE DESCRIPTION - HWB STUDENTS

Transcription

1 SERVICE DESCRIPTION - HWB STUDENTS 1. Pre-Entrant Health Screening This procedure outlines the process used to health screen and vaccinate where required pre-registration health and social care students engaging on programmes within the Faculty of Health and Wellbeing. Procedure 1.1 The online health clearance system 'HealthClear' shall be used to process and monitor the clearance statuses for pre-registration health and social care applicants and students of Sheffield Hallam University. A list of clearance status codes is included in Appendix After accepting an offer of a place personal details of applicants are received by the Professional Issues Team within one week who upload applicant records on to 'HealthClear'. 1.3 Applicants are sent a 'Welcome ' which includes log in details to a Pre- Course Day Site. Within the site the applicant is provided with a link and login instructions to HealthClear and a word version of the immunisation form. 1.4 The applicant accesses the site and completes and submits the online HealthClear questionnaire within 21 days. 1.5 Weekly reminders are sent by the Professional Issues Team to those applicants who fail to fully submit the questionnaire. 1.6 Any applicants who fail to submit the questionnaire within 12 weeks are rejected for non-engagement by the University, their HealthClear questionnaire deleted by the Professional Issues Team and the place is re-offered to another applicant. 1.7 On submission of the questionnaire HealthClear automatically generates an immediate provisional result based on the applicants responses: ProvOK (answers indicate no follow up required by SOHS) ProvFail (answers indicate further follow up is required by SOHS) a. ProvOK applicants No further action at this time

2 b. ProvFail applicants Within 2 working days SOHS access HealthClear and determine what followup action is required by doctor/nurse (see NHS screening procedure). Any action to be taken is logged in the 'Admin Notes' section on HealthClear for the Professional Issues to take note of. Applicants requiring further assessment and a face to face nurse appointment would be seen within 7 working days and a written report provided within a further 2 working days. Applicants that require a face to face medical appointment with a doctor will be seen within 10 working days and a written report provided within a further 2 working days. Once follow-up action is complete SOHS generate confirmation of fitness and change status on HealthClear to relevant status, depending on applicant specific case and progress within vaccination programme within 2 working days. 1.8 On completion of screening and vaccination programme confirmation of fitness is confirmed on HealthClear for the Professional Issues Team to access. 1.9 Any student who withdraws throughout their studies who does not achieve clearance prior to their withdrawal will be updated as 'Withdrawn' on HealthClear by the Professional Issues Team within 2 working days of the notice of withdrawal Six working weeks before the commencement of first placement block placement the Professional Issues Team check clearance statuses of students. As list of those not cleared is provided to SOHS who update the 'Admin Notes' on HealthClear accordingly indicating outstanding factors and timescales for clearance. No confidential patient information is available to the Professional Issues Team only overall status and outstanding factors The outstanding students are monitored by Professional Issues and SOHS on a weekly basis up to two working weeks prior to placement and any changes immediately indicated on the 'Admin Notes' on HealthClear Both Professional Issues and SOHS check clearance status for outstanding students every second working day in the two week period prior to the commencement of placement Any student's status which is not cleared in time for the start of their placement will be monitored on a daily basis by the Professional Issues Team and SOHS until the time they are cleared for placement.

3 1.14 Health screening of health and social care applicants is carried out for various purposes:- To confirm their fitness to complete the course including placements To indicate where additional support and adjustments are required for students to complete the placement aspects of their course. To confirm their fitness for employment within the NHS and Social Care environments at the end of their course The criteria for health screening of health applicants are the same as those which apply to NHS employees (appendix 2) The criteria for health screening of social care applicants are the same as those outlined in the HEOPS guidance for Social Workers (appendix 2). 2. Health Assessment during the course 2.1. The Faculty will provide SOHS with information on the expectations of student health care worker roles to aid in their assessments at the beginning of September in each academic year. Where there are no changes to roles from the previous year this will also be confirmed by the Faculty to SOHS Health at the beginning September in each academic year Health Assessment will be provided during the course of the students training to assist in the management of: (a) (b) (c) (d) (e) Short term sickness absence Long term sickness absence including return to work and rehabilitation Capability issues Termination of the course on grounds of ill health Where health problems otherwise impact on attendance / performance 2.3. SOHS will provide the Faculty and its students with impartial advice as it is required SOHS will make where appropriate recommendations on adjustments or additional support for students or applicants to the Faculty SOHS will make assessments and recommendations based on information provided on the student health care roles The Faculty recognises that the Faculty must retain the responsibility for subsequent decisions based on that advice and decide whether these are 'reasonable'.

4 2.7. All health assessments are carried out by appropriately trained medical staff at SOHS. 3. Referral Procedures 3.1. All referrals will be sent by letter or until the introduction of the online referral system via the Cohort system in a format agreed by the Faculty and SOHS On the introduction of the online referral system, referrals will be sent electronically in a format agreed by the Faculty and SOHS Appointments will normally be offered in response to referrals in the order of receipt by SOHS Any referrals marked 'Urgent' by the Faculty will be given priority appointments over other referrals Appointment notifications will be sent to students and the Professional Issues Team within one week of receipt of referral by SOHS Appointments will be offered within 7 working days of receipt for 'Urgent' referrals Appointments will be offered within 10 working days of receipt for normal referrals. For appointments with an OH Specialist Nurse (SpN) students will be offered the first available appointment but no later than 7 working days. Appointments with an Occupational Health Physician (OHP) students will be offered the first available appointment but no later than 10 working days All appointments will be held at SOHS Appointments will be notified to students by letter or telephone as appropriate with a reminder sent via SMS the day before the scheduled appointment The Faculty will routinely be notified of appointments Information and Communication All communication from SOHS will be sent to the named Faculty member on the referral and will be copied to the Professional Issues Team The Faculty must ensure that the student is fully informed of the reasons for referral and gain their consent in writing prior to submitting the referral.

5 The Faculty will ensure that the student has access to the referral prior to it being submitted to SOHS The Occupational Health Clinician will inform the student of the outcome of the assessment at the end of the consultation Prior to the implementation of the online referral system, the results of the referral assessment will be sent in writing to the Faculty and the student within 2 working days of the outcome Following the implementation of the online referral system the results of the referral assessment will be available to the Faculty and the student online within 2 working days of the outcome The referral and assessment outcome information form part of the student's occupational health records Cancellations and non-attendees All cancellations within 48 hours, unless filled by SOHS and nonattendees ("DNA's") will be counted as activity for the purpose of monitoring actual against contractual activity. The DNA / cancellation figures will be reported along with other contractual activity. 4. Immunisation Programme (also see separate price schedule) 4.1. SOHS will provide programmes to ensure that all students are protected against occupationally acquired illness by appropriate immunisation programmes. Immunisation will be provided in accordance with trust policies and national guidelines as appropriate including: - Chicken Pox Hepatitis B (screening and vaccinations) Hepatitis C (screening) Measles, Mumps and Rubella (MMR) Tuberculosis 4.2. By mid-february each year SOHS will provide the Faculty with guidance for students and SHU staff on the immunisation programmes in line with DoH and HEOPS guidance. Where there are no changes to the previous year SOHS will also confirm this in February each year to the Faculty The Professional Issues Team and SOHS will agree a schedule of appropriate dates for initial medicals (to be held during the Faculty's Pre-Course days with mop-events arranged for the beginning of each course) in January of each year.

6 4.4. The Professional Issues Team and SOHS will agree the schedule for appropriately timed follow-up vaccination appointments in January of each year The Professional Issues Team will confirm, to SOHS, the intended attendance at the initial medicals/sessions no later than two working days prior to the session Any non-attendees of initial medicals will be reported by SOHS within 2 working days by to the Professional Issues Team. The Professional Issues Team will then re-arrange the students initial medicals Any necessary follow up appointments will be agreed directly between the student and SOHS Any non-attendees of follow-up vaccination appointments will be reported by SOHS on the 'Admin Notes' on HealthClear within 2 working days. The Professional Issues Team will contact the student directly regarding the nonattendance Repeat non-attendees of vaccination appointments will be reported by SOHS to the Professional Issues Team via the 'Admin Notes' who will report the nonattendance to the appropriate Course Management Team for appropriate follow-up action with the student Immunisation is offered to meet occupational risks of NHS and UK social care work. Students going on placements / electives abroad must make their own arrangements for immunisations. 5. Control of Infection 5.1. Students will be included in control of infection procedures applicable to NHS staff in areas where they are on placement, including: i. Management of blood exposure incidents and injuries, including provision or post exposure prophylaxis for HIV and Hepatitis B as appropriate, in students on placement in Sheffield, and follow up management of incidents occurring on placement elsewhere. ii. iii. Management of actual / potential infections in individual students, eg following social or domestic exposure or illness, which may be a risk to patients or other staff, eg chicken pox, gastrointestinal illness, rubella, ringworm. Management of occupational aspects of HIV and Hepatitis B infected Health Care Workers (Consultant Occupational Physician).

7 6. Advice to Managers and Students on Occupational Health Issues 6.1. The SOHS will provide an advisory service on occupational health issues by providing: Ad hoc advice in response to requests from students, Student Support Teams, Academic staff, the Professional Issues Team or student representatives. Input to formalised training programmes as relevant SOHS will advise SHU on changes in occupational health practice / regulations and will assist the Faculty in reviewing its procedures 7. Advice to students on individual health concerns 7.1. Students will have access to health advice from the SOHS. This is not a treatment service, nor a substitute for general practice. Students may self-refer for advice on occupational issues. 8. Advice to applicants on individual health related queries 8.1. Applicants will have access to health advice from the SOHS prior to applying or admission to a course. This is not a treatment service, nor a substitute for general practice.

8 Appendix 1 - HealthClear Codes Code Description Use of Code QuO/S Questionnaire not started Status shown when applicants haven't yet started to complete questionnaire QuStarted Questionnaire started, but Status shown when applicants have started but not completed and submitted questionnaire not submitted ProvOK Provisionally cleared, subject to completion of standard health checks Status shown when applicants have submitted questionnaire and have been medically assessed as fit but have not yet started / completed immunisation programme ProvOK+EPP Provisionally cleared, subject to completion of standard health checks and confirmation of freedom from infection with BBVs Status shown when EPP applicants have submitted questionnaire and have been medically assessed as fit but have not yet started / completed immunisation programme ProvFailed Provisional clearance was not granted Status shown when applicants have submitted questionnaire but have not been assessed as medically fit. OH will contact for further details and note accordingly. WDHEI Offer withdrawn by HEI Status shown when an applicant has submitted their questionnaire but has not completed the full screening process and is withdrawn / withdraws from the University. DefMed Deferred start date (medical issue) Status shown where applicants have been deemed unfit at that time for medical grounds and their place is to be deferred to a later date. DefOther Deferred start date (other) Not used Fit Fit Applicant has been assessed as medically fit and has completed full course of vax Fit+EPP Fit cleared EPP EPP applicant has been assessed as medically fit and has completed full course of vax Fit+Con Fit with conditions and/or recommendations Applicant has been assessed as medically fit but with conditions and/or recommendations and has completed full course of vax NotFit Not Fit Status shown where applicants have been deemed unfit on medical grounds. Application withdrawn by Not used student FitLowRisk Fit - Low Risk Student has been assessed as medically fit and has had sufficient screening and vax to be deemed fit for low risk placement duties. PapFitIncomp Paper Fit / Imms incomplete Status used when students have been assessed as medically fit and have commenced their vax programme but have missed an appointment. Notes also to be entered in admin section of missed appointments. NonAttend Due to non-attendance unable to clear Status used where students have failed to attend OHN or OHP appointment so unable to confirm as fit for the course FITNOBCG Fit - No BCG Status where student has been assessed as medically fit and has completed all vax with the exception of BCG due to national shortage

9 Appendix 2 Health Screening and Immunisation Requirements for Students undertaking placements The following health requirements are in place for students undertaking placements. Health Assessments All students to have undergone health screening at, or prior to commencing their course, to Higher Education Occupational Physicians / Practitioners (HEOPS) Social Work Students - Standards of medical fitness to train. Immunisation Requirements Radiographer/Physio/OT/Orthoptics/Social work Testing for immunity and infection should be in accordance with current DH guidance or an equivalent evidence based standard. This will change over time. Students should protect service users, colleagues and themselves by being immunised against serious communicable diseases when vaccines are available. The current DH guidance recommends the following: a. TB Evidence of immunity and freedom from TB disease. b. Measles, Rubella and Chickenpox Evidence of immunity. c. Hepatitis B Immunisation is only indicated for those exposed to unfixed human blood or tissues. This immunisation is for the protection of the student and not service users. Some training environments may expose students to increased risk. Local risk assessment should be undertaken to establish the risks. Students should be offered this immunisation if they are at risk but the decision to accept the immunisation is that of the student after provision of adequate information about risks and benefits. Nursing/Midwifery/ODP/Paramedics Testing for immunity and infection This should be in accordance with current Department of Health (DH) guidance or an equivalent evidence based standard. This will change over time. Students should protect patients, colleagues and themselves by being immunised against serious communicable diseases when vaccines are available and there is no contraindication. The current DH guidance recommends the following: a. Tuberculosis (TB) Evidence of immunity and freedom from active TB disease. b. Measles, Rubella and Chickenpox Evidence of immunity. c. Hepatitis B Immunisation and tests to check response to be offered to all students. d. Hepatitis B, C and HIV Antibody tests for infection to be offered to all students. e. Additional health checks for students who undertake exposure prone procedures (EPP) are described in detail in online DH guidance. i.e. Full Hepatitis B, C and HIV screening will be offered. Students should seek specialist medical advice and diagnostic testing if they are, or could be, a carrier of a serious communicable disease such as hepatitis B or hepatitis C.