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Mobile Phone Policy – General Use

Author(s) Daniel Clifford, IT and Systems Project Manager

Version 2.1

Version Date July 2013

Implementation/approval Date July 2013

Review Date July 2016

Review Body Information Governance Committee

Policy Reference Number 223/tw/it/mp

Version Date Status Amended By Changes

1.0 12/09/12 Final Sam Maddin

Mubin Mullan

New Policy

2.0 May 13 Draft Mubin Mullan Dan Clifford

Policy reviewed and put into new trust format

2.1 June 13 Final Dan Clifford Revision of policy following Nursing feedback

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Contents Policy Summary .............................................................................................................. 3

1. Introduction .............................................................................................................. 3

2. Scope ....................................................................................................................... 3

3. Roles and Responsibilities ....................................................................................... 3

3.1 Caldicott Guardian ............................................................................................ 3

3.2 Senior Management .......................................................................................... 3

3.3 Line Managers .................................................................................................. 3

3.4 All Staff ............................................................................................................. 4

3.5 Patient & Visitors ............................................................................................... 4

4. Policy Procedure ...................................................................................................... 4

4.1 CODE OF CONDUCT ....................................................................................... 4

4.1.1 Areas of use ............................................................................................... 4

4.1.2 Signage ...................................................................................................... 4

4.1.3 Patients & Visitors ...................................................................................... 4

4.1.4 Staff ........................................................................................................... 5

4.2 EXEMPTIONS .................................................................................................. 5

4.3 COMPLIANCE .................................................................................................. 6

5. Training and Awareness ........................................................................................... 6

6. Review ..................................................................................................................... 6

7. Monitoring/Audit ....................................................................................................... 6

Appendices ..................................................................................................................... 7

i. MHRA recommendations (as of June 2013) ......................................................... 7

Sources of Evidence .................................................................................................... 9

8. Equality Impact Assessment .................................................................................. 10

Policy Submission Form ............................................................................................ 12

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Policy Summary This policy has been developed to ensure that all staff, patients and visitors are aware of the areas where the use of mobile phones is restricted or limited.

1. Introduction The Department of Health states that use of mobile phones in within NHS sites should be allowed, as long as their use does not affect:

The safety of patients or other people

Patients’ privacy and dignity

The operation of medical equipment Interference from mobile phones can stop medical equipment from working properly, for

example:

dialysis machines

defibrillators

ventilators

monitors

pumps Loud ring tones and alarms on mobile phones can also be confused with alarms on medical equipment.

This policy has been developed to ensure that all staff, patients and visitors are aware of the areas where the use of mobile phones is restricted or limited.

2. Scope This policy applies to all those working in the Trust, in whatever capacity. This policy also applies to staff that provide Trust services from non-Trust sites e.g. General practice, children centres and schools. A failure to follow the requirements of the policy may result in investigation and management action being taken as considered appropriate. This may include formal action in line with the Trust's disciplinary or capability procedures for Trust employees; and other action in relation to other workers, which may result in the termination of an assignment, placement, secondment or honorary arrangement.

This policy also applies to patients and visitors to the Trust whilst on Trust premises

3. Roles and Responsibilities

3.1 Caldicott Guardian

Responsible for Patient Confidentiality across the Trust

Ensures Mobile Phone policy is adhered to across the Trust

3.2 Senior Management

All Senior Managers in the Trust must enforce this policy in their areas.

3.3 Line Managers

Should ensure all current and future staff are instructed in this policy

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3.4 All Staff

All staff in the Trust must ensure that this policy is adhered to in all premises of the organisation

3.5 Patient & Visitors

All Patients & Visitors on Trust premises must ensure that this policy is adhered to

4. Policy Procedure

4.1 CODE OF CONDUCT

4.1.1 Areas of use Categories of mobile phone areas across the Trust can be split into three;

Category 1 – Non Clinical areas/low risk patient areas (e.g. clinic waiting areas, corridors, reception areas), where mobile phones can be used by staff, patients and visitors alike.

Category 2 – Clinical Patient areas (e.g. general wards, departments, patient homes) where mobile phones can be used by staff, patients and visitors, but may be subject to local restrictions if their use is deemed to be affecting patient care, dignity or confidentiality.

Category 3 – Safety Critical Patient areas (e.g. Intensive Care/NICU/Theatres) Mobile phones must be switched off in these areas.

4.1.2 Signage Signage needs to be in place across all sites where the Trust provides services to indicate the code of conduct for usage as well as which category the area is and if mobiles can be used.

4.1.3 Patients & Visitors Patients and visitors mobile phones are their own responsibility when on Trust property.

Patients and visitors must be mindful of moderation of tone, volume and language and may be informed if behavior is deemed disruptive. Telephone ringing and subsequent conversations may disrupt important patient/healthcare professional activities or may disturb and/or alarm patients who are resting

Patient and visitors will not be allowed to charge mobile devices when on Trust property.

Patients and visitors must switch phones to vibrate/silent in category 2 areas, if they wish to talk after 10pm or before 7am they must find a local category 1 area e.g. corridor

Staff should advise patients who are leaving the ward to use their phone, or to smoke, that mobiles phone should NOT be used within 1m of active infusion pumps and monitors.

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The use of camera phones may compromise patient confidentiality. The Maternity units may permit photos to be taken with a mobile phone, for example, parents with their newborn baby as long as no staff or other patients are in the photo.

Patients and visitors using other devices (e.g. Laptop Computers/Tablets/Gaming Devices) enabled with wireless network capabilities must also apply to this code of conduct.

4.1.4 Staff Staff personal mobile phones are their own responsibility when on Trust property.

Personal Mobiles must be kept on silent, unless working in a Category 3 area where they must be switched off. The only exemption being the staff member needs their phone on them for Trust business (e.g. consultant on call). Staff should not have their phones on them whilst in the clinical areas, they should be kept with other personal items e.g. handbag, backpack etc…

Staff must be mindful of moderation of tone, volume and language when using mobile phones on Trust premises

Integral cameras/ document management functions within any form of personal mobile communication should never be used for clinical purposes.

Charging of mobile phones is only allowed when using an official (Not generic) phone charger that has a valid PET safety test certificate. Only spare power sockets can be used with an understanding that other devices will take priority where limited sockets are available. Mobile phone chargers will also have to be unplugged when not in use.

It is an offence under the Road Traffic Act to use a handheld mobile phone whilst driving. Using a handheld mobile phone whilst driving on Trust business is not permitted.

When staff are visiting clients/patients/service users in their own home phones should be placed on silent and phone calls not accepted during this time

4.2 EXEMPTIONS

There are some special clinical circumstances where it is acceptable for mobile communication technology to be used where normally forbidden within this policy. These are considered to be:

Senior on-call clinicians and managers who may need to be urgently contacted whilst in a patient area

Where there is a clinical imperative that negates the use of all other means of communication

Where there is an urgent need for translation at the bedside of a patient and no advocate is available to attend.

Major incident declared.

Staff who meet the criteria for a temporary exemption to the policy are politely asked to show consideration to the enforcement of the policy to NHS colleagues, patients and visitors. It is accepted that it is the circumstances at the time that dictate the clinical

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imperative and as such people who are using their phones are requested to give consideration to politeness and professionalism.

4.3 COMPLIANCE The privacy and dignity of patients and compliance with health & safety is the duty of all staff, patients and visitors whilst on the hospital premises. For the reasons stated the Trust feels it is necessary from a clinical perspective that everyone complies with this policy.

Patients or visitors who fail to adhere to the policy will be asked to leave the prohibited use area and security may be called if they become abusive or aggressive towards staff enforcing this policy, in line with the Trusts Violence & Aggression Policy. It should be noted the Trust does not accept the display of violence or aggression towards NHS staff whilst undertaking their work.

Staff who fail to comply with the policy will be reported to their line manager and persistent breaches of the policy will be dealt with under the Trust’s disciplinary procedure.

5. Training and Awareness This policy will be made available to all staff via the intranet and will also be placed on the Trust external website for the public and patients to see. Reference will be made to this policy at Induction of new staff members.

6. Review

This Policy must be subject to review when any of the following conditions are met:

The adoption of the Policy highlights errors or omissions in its content

Where other policies/strategies/guidance issued by the Trust conflict with the information contained herein

Where the procedural or guidance framework of the NHS evolves/changes such that revision would bring about improvement

Three years elapse after approval of the current version

7. Monitoring/Audit

Measurable Policy Objective

Monitoring/Audit Frequency of monitoring

Responsibility for performing the monitoring

Monitoring reported to which groups/committees, inc responsibility for reviewing action plans

Number of incidents of patients breaching the

Record of this type of incident

Six months Head of Patient Experience

Patient Experience Committee

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policy

Number of disciplinary procedures brought as a result of failure

Record from Human Resources

Six Months Head of Employee Relations

Workforce Committee

Appendices

i. MHRA recommendations (as of June 2013)

Summary

Healthcare providers should actively manage the use of the radio frequency spectrum in their own sites. This includes considering areas where medical devices will not be affected and therefore no restrictions apply and other areas where authorised staff can use communication devices authorised by the hospital. Report incidents to the MHRA when a medical device is suspected to have suffered electromagnetic interference.

Further technical information

The International Organisation for Standardization (external link) has published a technical report; ISO TR 21730:2005 'Health informatics - use of mobile wireless communication and computing technology in healthcare facilities - recommendations for the management of electromagnetic interference with medical devices'.

Some points taken from this report:

• Misinformation regarding mobile wireless systems, electromagnetic interference and management procedures has led to a broad range of inconsistent policies among healthcare organisations.

• A balanced approach is necessary to ensure that all the benefits of mobile wireless technology can be made available to healthcare organisations.

• Overly-restrictive policies may act as obstacles to beneficial technology and may not address the growing need for personal communication of patients, visitors and the workforce. At the other extreme, unmanaged use of mobile communications can place patients at risk.

• One option involves issuing particular mobile wireless equipment to doctors and staff for healthcare-specific communication and health information access. This would allow the full benefit of wireless technology operating compatibly throughout the healthcare facility, even in sensitive areas in proximity of life-critical medical devices.

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However this would need to be comprehensively managed, and would involve ad-hoc on-site testing of representative units of all life-critical medical devices in the equipment inventory to characterise any potential health-threatening issues. This is because the variety of medical equipment types makes EMI difficult to predict, and because older equipment is likely to be more susceptible than newer equipment that has been designed according to current radio frequency immunity standards.

• It may not be feasible for healthcare organisations to manage every mobile wireless handset that is randomly brought into their facility without certain restrictive limits.

• Restrictive policies for non-controlled mobile wireless handsets can be facilitated by offering numerous areas that are easily accessed throughout the healthcare facility where the use of mobile wireless handsets by patients, visitors and staff is permitted. Be aware that mobile devices transmit in three dimensions.

Risk of interference

Type of communication system

Recommendation

High

Analogue emergency service radios.

Use in hospitals only in an emergency, never for routine communication.

Private business radios (PBRs) and PMR446. E.g. porters' and maintenance staff radios (two-way radios).

Minimise risks by changing to alternative lower risk technologies

Medium

Cellphones (mobile phones). TETRA (Terrestrial Trunked Radio System). Laptop computers, palmtops and gaming devices fitted with higher power wireless networks such as GPRS* and 3G. HIPERLAN**.

A total ban on these systems is not required and is impossible to enforce effectively.

Should be switched off near critical care or life support medical equipment.

Should be used only in designated areas.

Authorised health and social care staff and external service personnel should always comply with local rules regarding use.

Low

Cordless telephones (including DECT***). Low power computer wireless networks such as RLAN**** systems and Bluetooth

These systems are very unlikely to cause interference under most circumstances and need not be restricted.

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Sources of Evidence MRHA Website http://www.mhra.gov.uk/Safetyinformation/Generalsafetyinformationandadvice/Technicalinformation/Mobilecommunicationsinterference/Frequentlyaskedquestions/index.htm

NHS Choices Website http://www.nhs.uk/chq/Pages/2146.aspx?CategoryID=68&SubCategoryID=162

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8. Equality Impact Assessment

Policy/Service Name:

Mobile Phone Policy

Author: Dan Clifford

Role: IT & Systems Project Manager

Directorate: Corporate

Date June 2013

Equalities Impact Assessment Question

Yes No Comment

1. How does the attached policy/service fit into the trusts overall aims?

Mobile awareness and interference with medical devices

2. How will the policy/service be implemented?

Intranet / Email

3. What outcomes are intended by implementing the policy/delivering the service?

No use of mobile phones in restricted areas, general mobile use awareness

4. How will the above outcomes be measured?

Number of incidents of patients breaching the policy

Number of disciplinary procedures brought as a result of failure

5. Who are they key stakeholders in respect of this policy/service and how have they been involved?

Dzinja Kabambe

Niall Canavan

Louise Egan

Sarah Webb

Marcia Smikle

Submitted to IG Board for review

6. Does this policy/service impact on other policies or services and is that impact understood?

No

7. Does this policy/service impact on other agencies and is that impact understood?

No

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8. Is there any data on the policy or service that will help inform the EqIA?

No

9. Are there are information gaps, and how will they be addressed/what additional information is required?

No

Equalities Impact Assessment Question

Yes No Comment

10. Does the policy or service development have an adverse impact on any particular group?

No

11. Could the way the policy is carried out have an adverse impact on equality of opportunity or good relations between different groups?

No

12. Where an adverse impact has been identified can changes be made to minimise it?

No

13. Is the policy directly or indirectly discriminatory, and can the latter be justified?

No

14. Is the policy intended to increase equality of opportunity by permitting Positive Action or Reasonable Adjustment? If so is this lawful?

No

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Policy Submission Form

1 Details of policy

1.1 Title of Policy: Mobile Phone Policy

1.2 Lead Executive Director Chief Operating Officer

1.3 Author/Title Daniel Clifford – IT & Systems Project Manager

1.4 Lead Sub Committee Information Governance

1.5 Reason for Policy Mobile awareness and interference with medical devices

1.6 Who does policy affect? Staff, Patients, General Public

1.7 Are national guidelines/codes of practice incorporated?

Yes

1.8 Has an Equality Impact Assessment been carried out?

No

2 Information Collation

2.1 Where was Policy information obtained from?

Existing Trust Policy

3 Policy Management

3.1 Is there a requirement for a new or revised management structure if the policy is implemented?

No

3.2 If YES attach a copy to this form

3.3 If NO explain why General Usage guide only

4 Consultation Process

4.1 Was there internal/external consultation?

Yes

4.2 List groups/Persons involved Dzinja Kabambe, Niall Canavan, Louise Egan, Sarah Webb, Marcia Smikle

Submitted to IG Board for review

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