Dover Vaccination Centre: Risk Assessment

Wed 3rd February 2021 at 9.51 am - Sat 31st July 2021 - 11.51 am

Risk assessment for volunteers at the centre. Latest update 2/03/21

Rotary in Dover - Health and Safety Risk Assessment Form

Club names: Dover and South Foreland

 Event: Car Parking & Patient Control/Direction at Covid 19 Vaccination Centre

Location: Dover Health Centre, Maison Dieu Road, Dover

 Event Date: January 2021 on-going

 Event Organiser: Robin Dodridge

Risk Assessor: David Smith

 Date: 26.01.2021, Updated to V2 01.02.2021

 Persons at Risk: Rotarians and other volunteers (collectively known as "marshals"), GP staff & members of public throughout the period the vaccination centre is open (8.00 am to 8.00 pm)

 NOTE: The Marshals’ Instructions shall contain a foreword reinforcing the Government’s core Hands-Face-Space Covid infection control message together with a reminder not to touch your face without first washing your hands

Hazard (What might cause harm?) 

Risk(s) (What harm might be caused?)

 Current Control Measures and/or Action to Reduce/Eliminate Risk (Including action by whom and by when)

H, R and C will be identified for each hazard as follows:

 H1 Fire or other emergency in the building 

R1 Injuries caused by fire or smoke

 Person unable to identify safe escape route

C1 Establishment and management of the evacuation plan, provision and testing of alarms, marking of exit routes, identification of assembly points etc. is the responsibility of the premises owner. In this regard, marshals have no more responsibility than any member of the public although we must expect, simply because they are wearing hi-vis, that other members of the public will look to them for guidance. Consequently the marshals instructions will include the following information and obligations:

 Correct actions to take either on discovering a fire or on hearing the alarm 

To shout, “This is not a test, Follow me to the safe assembly point now!” as they themselves leave the building without delay

 To report to the fire marshal designated by the premises owner’s evacuation plan and offer administrative assistance with head counts and name checks

H2 Marshals contract Covid-19

 R2 Transmission to other marshals, Health Centre staff or patients

C2 Marshals to be reminded of Government advice for symptom-free testing and its availability in Dover and Sandwich

 Marshals to be advised not to attend for duty, advise the rota administrator, arrange a test and follow Government guidelines

 H3 Patients with or with possible symptoms of Covid 19 

R3 Risk to GP staff and marshals of transmission of the Covid virus through close contact with patients

C3 Social distancing to be maintained at all times (ideally 2 Metres or 1 Metre plus mitigating precautions (see below)

 Marshals to wear face masks

 Direct conversations with patients kept to minimum

 Marshals to request vehicle drivers to only open window minimum distance when necessary for them to relay instructions re parking

H4 Vehicles entering the site

R4 Injury to members of the public, marshals etc due to moving vehicles

C4 Marshals to use hand gestures for instructions to drivers

 Marshals to stand well clear of cars during manoeuvring

 Marshals to wear hi-vis tabards

H5 Ice, loose gravel, uneven surfaces and unexpected steps  

R5 Slips, trips and falls either affecting marshals or members of the public, especially but not exclusively outside

C5 Steps connecting the main building to the Gazebo are unexpected and so are to be highlighted with yellow tape by the volunteer team.

The kerbed border between the public and staff car parks creates a trip hazard.  Marshal 4 is asked to try to route patients via the proper footpath However, as Marshal 4 is not always positioned adjacent to this hazard and it remains when the vaccination clinic is closed and no marshals are present, it has been reported to and corrective action requested from Dover District Council (DDC), NHS Property Services and the Channel Health Alliance but, to date, none of these bodies has deemed it necessary to do anything about it not withstanding that two injury accidents have occurred and been reported to the Health Centre in the last 7 weeks.  Note: DDC has positioned a few cones and some hazard tape but only delineating one quarter of the length of the trip- hazard kerbs and said tape is fading fast in the sunlight.

A large puddle forms and blocks the  proper footpath which encourages patients to look for alternative and sadly less safe routes, usually via the adjacent muddy and slippery bank, to avoid the puddle.  Marshal 4 has been provided with a broom to sweep away the water but it is recognised that this is a challenging task as the nearby portacabin downpipes discharge onto this path.  Moreover, as Marshal 4 is not always positioned adjacent to this hazard and the hazard remains even when the vaccination clinic is closed so no marshals are present, it has been reported to  and corrective action requested from Dover District Council, NHS Property Services and the Channel Health Alliance, but, to date, none of these bodies have deemed it necessary to do anything about it.

Marshals to check footpath adjacent to building and parking area immediately adjacent to building for trip and slip hazards and direct patients to follow a safe route minimising the need to cross over kerbs

 Marshal 4 to be issued with a torch so that they can illuminate the ground and a shovel so that they can spread salt from the adjacent grit bin when icy

 Marshal 4 to keep a lookout for any members of the public suffering a slip, trip or fall or other accident in the car park. Marshal to summon first aid from the Health Centre staff using radio if available

 Marshals to keep chairs and other lightweight furniture in the correct position inside the building to avoid such items becoming a trip hazard

 H6 Marshals not being seen in hours of darkness or foggy conditions

R6  Injury to members of the public, marshals, etc due to moving vehicles

C6 Marshals to wear hi-vis tabards

 Marshal 5 to be equipped with a torch to alert drivers of their presence

H7 Marshals unaccounted for in fire or emergency evacuation

R7 Marshal could be trapped and emergency services unaware

C7 Marshals required to sign in at reception on arrival and sign out on completion of their shift

H8 Marshal 4 working alone

 R8 Risk of attack or lack of response if otherwise in difficulty and unable to arrange own assistance

C8 Marshal 4 to be issued with a radio, if available, and a panic alarm to be attached to the large torch

 Marshal 4 to make contact with Marshal 1 at the front door approx. every 15 mins both to confirm s/he is ok but also to monitor patient queue at front door

H9 Marshals either being asked or taking own initiative to undertake duties beyond their competence

R9  Risk of unintentional harm to patients, fellow marshals or health centre staff or being sued by the injured person

C9 Marshals instructed to :

  • obey instructions from health centre medical professionals and understand that these take precedence over Marshals' instructions if they differ from the latter
  • Observe rather than monitor patients
  • Report any issues of concern, whether directly relating to or concerning patients or not, to a medical professional so that s/he can decide the appropriate course of action, if any

H10 Cross-contamination (a)

R10  Risk to marshals through transfer of virus through touching of common surfaces such as chairs and door handles

C10 Marshal to wipe touch points such as chairs and door handles with antibac wipes between patient usage

 Marshals only to remove mask once they have left the premises or to use rest facilities and to replace with new items on resuming duties

H11 Cross-contamination (b)

R11 Risk to marshals through transfer of virus through touching of common surfaces (hi-vis jacket/waistcoat material)

C11 Marshals encouraged to take Rotary tabards from office and retain for duration or bring their own h-vis attire if they have such.

 Hi-vis returned after final use to be isolated for 3 days before re-use 

H12 Cross-contamination (c)

R12 Risk to marshals through transfer of virus through touching of common surfaces (handles/surfaces of wheel chairs used by disabled patients)

C12 In first instance marshals should not be involved in contact with wheelchair bound patients. This should be the responsibility of the accompanying carer.

 If marshal is required to push wheelchair, ensure all surfaces likely to be touched by marshal are disinfected beforehand. Ensure masks are being worn by marshal and patient before commencing wheelchair manoeuvring

If a wheelchair needs to be provided by the surgery all surfaces must be wiped down/disinfected before and after each use. If this has not been done by the surgery staff then the marshal concerned should make sure this is completed

 H13 Inclement Weather 

R13 Risk to marshals of suffering adverse effects from cold, rain/snow or wind

C13  Marshals to check weather forecast before leaving home to come on shift

 Marshals to wear appropriate protective clothing to guard against the elements

 Marshal 4 to rotate with Marshals 1-3 during inclement/cold weather 

Marshals to take short break if needed inside Health Centre

 Marshals recommended to take warm drinks or be provided with same during shift by colleagues

 Important Notes to be completed:- 

1. Are the activities of this event covered by the standard RIBI Insurance Policy?

 Yes / No 

(see current “Insurance Guide” and current “Confirmation of Insurance - Public Liability”, both documents are available on the RIBI website in the “Downloads Library”). If No, take action to ensure appropriate cover, i.e. consult RIBI Insurance Brokers, Bartlett & Co Ltd.

 2. Is a DBS check required for any aspect of the activities?

 Yes / No

 (see current “RIBI Protection Policy” available on the RIBI website in the “Downloads Library”.)

 NB: If accidents or incidents, of any type, occur, then Marshalls should do their best to make a note of what occurred, including details of who was involved (including any witnesses), details of vehicles, etc, and, if possible, take photos, and/or make sketches of the collision site, and report the incident, to the event organiser/coordinator Andy Brading. Andy will then decide if further action is required, eg, reporting the incident to the liaison officer at the GP surgery, the HSE, or RIBI’s insurers, etc.

 Signed: David Smith Risk Assessor 

Signed: Robin Dodridge Event coordinator

 Print name: David Smith (RC Dover) 

Print name: Robin Dodridge (RC South Foreland) 

Date: 26.01.2021 updated 01.02.2021

 Date: 26.01.2021 updated 01.02.2021