Employee Protection Register (EPR)

Hartlepool Borough Council2014

Trevor Smith & Sue BeeversC&AS

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Introduction• Computer system in place that is incident based, i.e. a person

may have more than one incident on the system.

• Aim to protect council staff who deal with the public.

• Information on people/locations where incidents take place.

• Used for over 5 years, with more options to be added in 2014.

• Intranet based system.

• All relevant council staff can access the system.

• Housing Hartlepool & Connecting Communities also have access – maybe other partner organisations later?

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Background• Policy is in place – agreed by CMT (on Intranet) – please read this

(full detail).

• FAQ’s showing questions asked by users.

• Flow chart showing how to use the system

• Process overseen by EPR group.

• Regular awareness sessions completed (see emails).

• Aim to pull together all ‘hand held’ lists and other information sources & share across HBC – don’t keep details of potentially dangerous individuals to yourself.

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Who should use the system?• All council workers who interact with the public.

• Incidents may be face to face, telephone or even by post/fax.

• Always discuss an incident with your manager or EPR rep.

• Any worker can create an entry on the EPR.

• This system is not a replacement for completing risk assessments. Always complete a risk assessment where needed.

• It is also not a replacement for reporting a crime – if you have been assaulted, you should report to the Police etc.

• The EPR simply informs others who may be going to see that person, that there has been an issue (and to take precautions, which may include don’t visit alone, no female visitors etc).

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Why use the system?• Incident in Heaton, Newcastle on 19th May 2006.

• Ashleigh Ewing, a 22 year old support worker employed with ‘Mental Health Matters’ was attacked and killed by Ronald Dixon in his home.

• This attack occurred on her final day of probation after 6 months working with ‘MHM’.

• HSE’s Pam Waldron: “We believe that if ‘MHM’ had carried out a risk assessment , it would have resulted in the visiting arrangements being reviewed.”

• There are many other cases regionally and nationally where worker are attacked.

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How do we use the system?There are 2 basic functions when using the EPR system:

• Searching for a person or location you are about to visit (it takes only seconds to do this).

• Add on details of an incident after the incident has taken place (you may hopefully never have to do this, but only takes a few minutes).

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What do we enter into EPR?• Evidence based, not about a feeling.

• Do not enter opinions, stick to facts.

• Should be the same content as on the SIRF (Safety Incident Report Form)

• Need to be accurate and detailed,e.g. Don’t put ‘he was very aggressive’, say what he did, “He grabbed me by the arm and pushed me up against the door”.

• Include comments made by perpetrator, e.g. He said “I know where you live and I will come round your house to smash your face in”.

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Training• 2008-2013 = over 1200 people at 35 training sessions

• Main focus is to provide all potential users with information, as well as instructions on how to use the system.

• E-Learning tool being developed

• Further sessions will be included (but moving towards e-training for all workers).

• All workers should refresh their training regularly.

• Contact your dept reps to arrange any additional training

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Categories on EPRExisting categories• Category A = Actual violent behaviour• Category B = Serious verbal or written abuse or threats• Category C = Environmental hazard• Category D & E to be added later

Additional categories to be added:• Sexual incident• Professional information received, e.g. police

Full details in the policy document

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Process (1)• Incident occurs – member of staff reports this, initially discuss

with their manager .

• Complete Safety Incident Report Form (SIRF).

• Worker adds the incident to the EPR system.

• Entries can be completed later – but get the basic entry on asap (so anyone searching will know something has occurred).

• Incident waiting to be approved shows as “Awaiting Approval”.

• Same user who created incident cannot approve it.

• EPR chair (ANTHONY SMITH) approves then entry, then status shows as ‘Approved’.

• Good practice – use NOTES field (SIRF) to explain what occurred.

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Process (2)• Letter sent to the ‘incident offender’ (unless reason) stating they

have been added. Attach the letter to the EPR entry.

• Always describe the incident in full... Not just “he was aggressive”.

• EPR group check the entries going on EPR for consistency.

• Entries are reviewed annually by the EPR group.

• Category A (physical) stay on 5 years• Category B (verbal) stay on for 3 years• Category C (environment) stay for 1 year unless specific issues.

• Category D (sexual) stay on for 5 years• Category E (professional) stay on for 3 years.

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Demo of the system• Accessing the system• Logging in• Search for a person/address • Add an incident• Authorise an incident

New features• Google maps• Address finder

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Searching for an incident• Select ‘Search’ (binoculars)

• Enter first part of surname and First names, e.g. MOU for Mouse and MIC for Mickey.

• Names can be in different formats, e.g. Jim, Jimmy, James, Rob, Robert, Robbie, Bob etc.

• Click ‘Search’ button. Results of search will be shown.

• You can also search by address, e.g. enter ‘RAB’ in the address box to find addresses in “Raby Road”.

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Log an incident• Select ‘Log Incident’ & Create the incident details.

• Add the Person to incident (existing or new person).

• Attach the new/found person to incident .

• Add notes (tick private if sensitive?)

• Click on ‘Save’.

• Create letter using Word template (Appendix in EPR Policy), send to client and save letter in EPR system.

• Select ‘Submit for Approval’ when all details added.

• This will be approved by the EPR chair – queries raised first.

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EPR MobileIn your mobile phone internet browser type; https://remote.hartlepool.gov.uk/outlook

Enter your HBC username & password.

Select ‘EPR Mobile’

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EPR Mobile (2)• Type in your HBC username & password (2nd time)• Use exactly the same as the EPR full version.

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Other key points• Audit trail in place (must use information for professional

purposes only, not viewing for personal reasons).

• Evidence is needed (not just about a ‘feeling’).

• Data Protection is key.

• Roles of staff, e.g. users, approvers, administrator (CICT).

• Letters need to be sent to the person stating they are on the EPR (see policy document) - sent by manager (senior officer name).

• Address finder on intranet.

• Policy, FAQ’s, handouts and presentation are all on the intranet.

• System is not perfect, but a big improvement…

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ContactsC&AS R&N Legal Chief Execs H&S

TrevorSmith

SteveRussell

HayleyMartin

JulieHoward

Stuart Langston

Jacky Yeaman-Vass

Garry Hutchison

LizCook

Anthony Smith [CHAIR]

Sue Beevers

SallyForth

Danny Dunleavy

Nicholas Stone

JaneKett

CICT can be contacted for logins and system access problems etc.

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Questions

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Finally • Use this system before you go out on visits or meet

with the public.

• It only takes seconds to check a location or person.

• Contact CICT to get access set up.

• Duty to yourself and others.

• Information on Intranet, e.g. Policy, FAQ’s, process.

• Tell you colleagues to use this too!!

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Thank you

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