Labour and Advanced Education

Improving Safety Outcomes and Legislative Compliance through a

Health & Safety Management System

Introduction

• In the previous module “Exploring Nova Scotia`s OHS

Legislative Structure” we coached in understanding the

Occupational Health and Safety Legislative Structure in

Nova Scotia.

• This module “Improving Safety Outcomes and

Legislative Compliance through a Health & Safety

Management System” discusses how to move forward

through the development, implementation and monitoring

of an OH&S Management System.

Objectives

1. Introduce the concept of “Health & Safety Management

Systems”

2. Identify workplace safety inputs/outputs

3. Introduce the concept of “continuous improvement” as a

driver for positive safety outcomes

4. Link the IRS and effective Health & Safety Management

Systems

The Organization as an Open

System • All organizations are made up of interrelated

parts….therefore they are systems

Human Resources/

Administration

Policies & Procedures

Procurement Provision of

Care

Clients and Staff

Safety

The Organization as an Open

System

• Every system has inputs and outputs…….regardless of healthcare sector

• All systems rely on feedback to determine how well they are performing

Sample Inputs/Outputs

Input Process Output

• Resident/

Client

• Mobility of

care recipient

• Equipment

• Replacement

Parts

• Mobility

Assessment

• Positioning/

usage of

required

equipment

• Resident/

Client Re-

positioned

Continuous Improvement/Adaptation

Inputs and Outputs-

Workplace Safety

1. Identify the Inputs and Outputs to your

agencies “safety system”

2. What feedback do you currently rely on?

Inputs

• NS Act & Regulations

• WCB Legislation

• Standards

• Best Practice

• Funding/Budget

• Equipment/Supplies

• Employees

• Unions

• Safety Associations

• Hazard Alerts

SMS Processes

• Leadership, Commitment & Participation

• Defined Responsibility, Accountability & Authority

• Planning

• Development

• Policy

• SOPs

• SWPs

• Implementation

• Management Review for CQI

• Internal Audit

Outputs

• Reduced:

• Illness/Injury

• WCB Premiums

• Improved

• Compliance

• Recruitment/Retention

• Productivity

• Profitability

• Job Satisfaction

HSMS Feedback Loop “Continuous Improvement”

Sample HSMS Inputs and

Outputs

What is a Health & Safety Management

System? • Provides clear roles, responsibilities, and accountability

for OH&S documented and defined in OH&S policy,

standards, safe work practices, job descriptions and

performance management

• Focuses the organization on the proactive prevention of

workplace injury/illness vs. reacting to incidents

• Uses a continuous improvement approach

Inputs

• NS Act & Regulations

• WCB Legislation

• Standards

• Best Practice

• Funding/Budget

• Equipment/Supplies

• Employees

• Unions

• Safety Associations

• Hazard Alerts

SMS Processes

• Leadership, Commitment & Participation

• Defined Responsibility, Accountability & Authority

• Planning

• Development

• Policy

• SOPs

• SWPs

• Implementation

• Management Review for CQI

Outputs

• Reduced:

• Illness/Injury

• WCB Premiums

• Improved

• Compliance

• Recruitment/Retention

• Productivity

• Profitability

• Job Satisfaction

SMS Feedback Loop “Continuous Improvement”

Sample HSMS Inputs and

Outputs

Plan

Do Check

Act

Employees - diverse values/beliefs/education/experience/norms/expectations/mindset

IRS

Health & Safety Management System

Demonstrated Leadership Commitment Talk the Talk / Walk The Walk

Plan - Risk Assessment / Legislative Review / Gap Analysis /

Objectives (S.M.A.R.T) / Process Improvement Plan / Key Performance

Measures (KPIs)

Do - Vision Statement / Policy Statement / Standard Operating

Procedures (SOPs) / Safe Work Practices (SWPs)

Check - Monitor progress against Objectives / Plan / Monitor Key

Performance Indicators (KPIs)

Act - Adjust to obtain desired outcomes

= Safety Culture =

shared values/believes/education/experiences/norms/expectations/mindset

What a Health & Safety Management

System is NOT

• It is not a substitute for:

1. compliance with legislation;

2. having the necessary equipment or training;

3. working procedures and

4. competent personnel.

• A HSMS is not a binder on a shelf

HSMS Written Components

Vision Statement

OHS Policy Statement

Safety Procedures

Safe Work Practice

Safety Vision Statement

• Sometimes called a picture of your company or organization in the future

• Much more than that - is your inspiration, the framework for your strategic planning.

OH&S Policy Statement

• Required section 27 of the Act

• Outlines the workplaces guiding principles for

OHS

• May want to add statements – philosophy of

OHS

• Must contain statements of:

– Commitment and reason for commitment

– Co-operation

– Responsibility

Standard Operating Procedures (SOPs)

• Required under Section 28 (as written program)

• Process documents that describe how an activity is to be carried

out

• Include the who, what, when, where, how

• Begin with process maps

Must Haves

• Hazard Identification, Control &Inspection

• Investigation

• JOHSC

• Training /Supervision

• Evaluation

• Safe Work Practices

• Monitoring

• Maintenance or Records and Stats

Potential SOPs • Exposure To Blood / Body Fluids Practice

• WHIMS

• Household Chemical Safety Practice

• Working alone

• Violence in the workplace

• Fire Extinguishers Practice

• Preventing Musculoskeletal Injuries Practice

• Transferring Clients Practice

• Refusing unsafe work

• Managing employee injuries (SAW/RTW)

• A document produced to detail how a specific

work task is to be performed.

• Provides step by step activities

• Describes what could go wrong or hazards

involved in each step and also documents

control measures for each.

Safe Work Practice

Demonstrated Leadership Commitment

• Create a Safety Culture Vision Statement

• Create a OHS Policy Statement

• Ensure that an Occupational HSMS is developed,

implemented, monitored and improved on a continual

basis.

• Provide resources (human, financial and organizational)

to ensure success of the HSMS.

• Establish authority, responsibility, accountability for the

HSMS

• Approve Standard Operating Procedures

• Develop a communication plan (safety specific)

Plan

• Identify legal requirements

• Identify and evaluate hazards and risks including

ranking their aspects and impacts

• Establish S.M.A.R.T. Objectives* and an Action Plan

*(Stated, Measurable, Attainable, Realistic, Time Based)

Do-

Development, Implementation and Monitor

• Vision Statement

• Policy Statement

• Standard Operating Procedures

• Safe Work Practices

• Monitoring and Measuring

• Managing Change

• Procurement

• Contracting

• Operational Control

• Documentation Control

Check: Management Review and

Continual Improvement

• Review Objectives and define new objectives on a yearly basis

• Review Go Forward Plan ensuring it is on track on a monthly basis.

ACT

• Make changes to improve system as identified from assessments in “check” phase

• Incorporate a continuous improvement philosophy for safety

BOD

OWNERS

CEO

Senior

Leaders

MANAGERS

SUPERVISORS

EMPLOYEES

( Contractors / Volunteers)

Responsibility Accountability

The IRS & an Effective HSMS

Exercise #2: Please list the responsibilities (or considerations) for each of the groups on the sheet provided.

1. BOD /CEO Senior Leadership

2. Managers /Supervisors

3. Employees

4. JOHSC

IRS -HSMS Responsibilities

BOD /CEO Senior

Leadership

• Develop OH&S Vision Statement • Develop OH&S Policy Statement • Undertake a Legislative Review • Develop Annual OH&S S.M.A.R.T.

Objectives • Develop Annual OH&S Action Plans • Approve Standard Operating

Procedures • Monitor OH&S Outcomes

IRS -HSMS Responsibilities

Managers Supervisors Supervisors

• Implement standard operating procedures applicable to your area of control

• Monitor adverse events and near misses • Conduct workplace inspections in your

area of control • Conduct incident investigations in your

are of control • Develop Safe Work Practices for critical

tasks in your area of control

IRS -HSMS Responsibilities

Employees Employees

(All Levels) (Physicians/

Contractors / Volunteers)

• Commit to Working Safely • Adhere to OHS Policy, General Safety

Rules, SSPs and SWPs • Report Incidents (Actual and Close

Calls? Hazards • Apply OHS Training / Wear PPE as

Required • Assist Co-Workers to Work Safely

IRS -HSMS Responsibilities

jJOHSC

• Monitor HSMS System Effectiveness • Drive Continual Improvement of SMS • Act as Safety Ambassadors • Coach and Communicate Co-Workers • Research OHS Issues as Requested • Assist in Development of SOPs and

SWPs • Participate in Inspections and

Investigations as Required

STEPS TO ZERO INCIDENTS

ORGANIZATIONS “CORE VALUES“ INCLUDE EMPLOYEE HEALTH,SAFETY AND WELLNESS

OHS VISION STATEMENT – SENIOR LEADERSHIP TEAM DEVELOPS AN OHS VISION STATEMENT

– “WHAT IS IT THAT WE WANT?”

DEMONSTRATED LEADERSHIP – “TALK THE TALK / WALK THE WALK”

OHS POLICY - GUIDING PRINCIPLES & GENERAL SAFETY RULES

ASSESS CURRENT STATE – “WHERE ARE WE NOW?”

DEVELOP ORGANIZATIONAL (S.M.A.R.T.) GOALS - “WHERE ARE WE GOING”

BUILD OHS ACTION PLAN – “HOW ARE WE GOING TO GET THERE”

DEVELOP AND IMPLEMENT HSMS

EMPLOYEES HELD ACCOUNTABLE FOR “BEHAVIORS”

EVALUATE – “HOW ARE WE DOING – NEXT STEPS”

STEPS TO SUCCESS

ORGANIZATIONS “CORE VALUES“ INCLUDE EMPLOYEE HEALTH,SAFETY AND WELLNESS

OHS VISION STATEMENT – SENIOR LEADERSHIP TEAM DEVELOPS AN OHS VISION STATEMENT

– “WHAT IS IT THAT WE WANT?”

DEMONSTRATED LEADERSHIP – “TALK THE TALK / WALK THE WALK”

OHS POLICY - GUIDING PRINCIPLES & GENERAL SAFETY RULES

ASSESS CURRENT STATE – “WHERE ARE WE NOW?”

DEVELOP ORGANIZATIONAL (S.M.A.R.T.) GOALS - “WHERE ARE WE GOING”

BUILD OHS ACTION PLAN – “HOW ARE WE GOING TO GET THERE”

DEVELOP AND IMPLEMENT SMS

EMPLOYEES HELD ACCOUNTABLE FOR “BEHAVIORS”

EVALUATE – “HOW ARE WE DOING – NEXT STEPS”

Plan

Do Check

Act

Final Considerations

• Tailor the HSMS for your organization

• Use a realistic and effective auditing schedule

• Consider concurrent activities in your

organization

• Think beyond minimum compliance

Thank You/Questions