2023-08-31_sspeirs_TK Canada Violence Risk Assessment Policy.docx

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Canada Violence Risk Assessment Policy

Last Updated- 8/24/2023

Overview

Introduction

The purpose of this Violence Risk Assessment Policy is to ensure the safety and well-being of our caregivers, staff, and clients by identifying and addressing potential risks of violence in the home care environment. This policy outlines the procedures for conducting annual comprehensive violence risk assessments and implementing preventive measures to mitigate these risks effectively.

This policy applies to all employees, caregivers and caregivers of TheKey of Canada. It encompassess both initial risk assessments and on-going monitoring of potential violence related risks.

Information

Violence: Any physical, verbal, psychological, or emotional act that poses a threat to the safety or well-being of an individual or group.

Risk Assessment: The process of evaluating and identifying potential situations, behaviors, or factors that could lead to violence.

Process for Caregiver Survey & Risk Assessment

Step One-

Prior to the initial risk assessment, a Canada Violence Risk Assessment Survey - Caregivers is constructed and sent out to the caregivers where the VRA (violence risk assessment) is to be conducted. The VRA lead can use the tools below or design their own to inform caregivers regarding the need for their participation in the survey. The

VRA team (Canada field team member appointed by regional director) should allow two weeks for caregivers to respond to the survey. This timeline may be adjusted to ensure adequate time for quality feedback.

The sections of text below are sample emails for the VRA lead and/or the manager to alter as needed

and sent to their staff.

A: Subject: ACTION REQUIRED: Violence prevention risk assessment survey for your Unit, Area or

Department

Hello [Name],

As part of the violence risk assessment planned for your department (or site, unit, etc.), caregivers

are being asked to complete a short, employee survey.

Below is a sample email to inform them of the survey and to outline your expectations for

completion.

Thank you,

[Your name]

B: Subject: Violence prevention assessment: Request to complete staff survey (paper format)

Dear staff,

TheKey of Canada is committed to creating a healthy and safe work environment

for all of our staff.

TheKey of Canada has begun conducting a workplace violence risk assessment of

Caregivers. The purpose of the assessment is to identify and assess violence risk

factors and then make recommendations to address those risks so they’re reduced or

Eliminated.

This is your opportunity to provide input and be part of influencing violence prevention

initiatives, making your workplace safer for yourselves and your clients. We ask

that you complete a short survey by [Date]. Your feedback is appreciated and all feedback will remain anonymous.

[Canada Violence Risk Assessment Survey - Caregivers]

We look forward to beginning this assessment and thank you in advance for contributing to a

safer workplace.

[Signed, Manager]

Step Two-

Understanding the risk - Once the survey has been completed by the caregivers. You can view all anonymous results through the excel spreadsheet titled, Canada Violence Risk Assessment Survey - Responses.

After you determine what hazards exist in your workplace, the next step is to assess the risk these hazards pose to workers, so you can dedicate the appropriate attention and level of control to each one. The risk is the chance that somebody could be harmed by these hazards, as well as the potential severity of harm.

Below are some examples of hazards that may pose potential risks where action is required by the field team members:

Level of experience / Lack of training to support client needs

Care Academy

On-site training

Collaborating with the training department on specific needs

Unsafe environment

Safety home tour assessment

Durable medical equipment

Well lit indoor and outdoor areas

PT/OT complete assessment of home

House cleaners for unsanitary conditions

Outdated care plans

Client Success Manager conducts re-assessment

Monthly care plan updates

Challenging family dynamics

Add language

Challenging client

Add language

Step Three-

Implement measures to control risk - The greatest risk should be addressed first. If you cannot eliminate a risk, you’ll need to implement control measures to minimize it. The hierarchy of controls can help you select and implement more effective measures to control risks.

Per the guidance of WorkSafeBC - When considering how to reduce the risk, there's a certain order you should follow. This is called the hierarchy of controls. It's important to follow the hierarchy, as shown below, rather than start with the easiest control measures.

Note that while the controls are listed in order of effectiveness, all four types of controls should be considered. They often work best in combination. For example, first responders cannot eliminate risks by choosing not to enter a burning building, but they can use engineering controls, administrative controls, and personal protective equipment and clothing to minimize the risks when they enter that building.

Step Four-

Communicate your findings with the appropriate stakeholders from TheKey based upon your findings. Below is an example of what communication should look like with various stakeholders.

* Important note - Always remember to provide detailed documentation of the risks, findings, actions taken, and any preventive measures implemented.

Step Five-

Monitor, Update and Close the loop - Monitor the effectiveness of the control measures in place and improve those that are not working as intended. Look for new or changing hazards and risks when you conduct your regular safety inspections, and make sure you are observing and supervising work activities that have a higher level of risk.

Be sure to keep clear documentation of your risk assessment and the control measures you put in place. This documentation can help you monitor when your control measures need to be modified. It is also an important step in showing due diligence. WorkSafeBC has created a template that supports documentation for monitoring, providing actionable information and closing the loop, you can find the template here.

Resources-

WorkSafeBC has several resources that can help you meet your requirements and improve health and safety in your workplace.

Managing Risks in your workplace

Basics for Managing Workplace Risks: A Guide for Employers

Employers obligation to safeguard workers

Workplace Violence Prevention Program

TheKey:

Canada Violence Risk Assessment Survey - Caregivers

Canada Violence Risk Assessment Survey - Responses

Workplace Link (in any)

Corporate Contacts-

Compliance@thekey.com

Mmehta@thekey.com

Caregiverinvestigations@thekey.com

HRSC@thekey.com

Department owner: | Canada Regional Director, Compliance & HR (Safety & Risk Manager)

Distribute to: | Canada Field Team Members

Applicable divisions: | TheKey Employees

Date Implemented: | TBD

Authored by: | Mansi Mehta

Elimination or substitution
Eliminating the hazard completely is always the first choice. Substitution involves replacing the material or process with a less hazardous one. | When considering these options, ask yourself:
Can I find safer ways to perform the task? For example, if falling is a hazard, eliminate the risk by storing stock at lower heights so workers don't have to climb ladders to reach the goods.
Can I use something less harmful? For example, if chemical-heavy industrial cleaners are a hazard, consider substituting cleaners made with vinegar, salt, borax, or baking soda. Just make sure the substitutions don't create new hazards.

Engineering controls | If you can't eliminate the hazards or substitute safer alternatives, engineering controls are the next best options. These involve using work equipment or other means to prevent workers from being exposed to a hazard. Engineering controls are physical changes to the workplace and may include equipment such as guardrails, durable medical equipment (DME), and many other options.
For example, if a client/caregiver fall risk is a hazard, eliminate the risk by hiring an OT to assess the home and install appropriate DME. A short term solution can also look like  providing gait belts, transfer boards, etc. to caregivers which in turn will reduce the risk of falls and provide a safer environment. Additionally, assess the caregiver’s skill set to determine if additional training is needed.

Administrative controls | Administrative controls involve identifying and implementing safe work procedures so your workers can perform their job duties safely. The findings of your risk assessment will form the basis of these safe work procedures.
Examples of administrative controls include implementing person-check procedures and prohibiting the use of mobile phones while workers are driving. Another example is updating outdated care plans to ensure proper caregiver/client matching is taking place.

Personal protective equipment and clothing | Using personal protective equipment (PPE) is another important control to protect workers. The use of PPE such as protective eyewear and gloves will help to reduce the exposure risk.

Caregivers | Communicate, document, and equip the caregivers with the necessary resources, policies, and training to create a safe workplace environment.

Regional Leaders | Any incidents (low to high risk) must be immediately reported.

Client Success Manager | Based on the findings of the risk assessments, the client’s care plan will need to be adjusted to include strategies that minimizes the risk of violence. This could also warrant a client reassessment or a care conference meeting.

Staffing Specialist / Caregiver Ambassador | Based on the findings of the risk assessments, the caregiver may need to be removed from the schedule or additional training, on-site support may be required.

Compliance Team | Contact when a situation becomes unmanageable or escalates despite preventive measures.

Safety & Risk Manager | Contact when a situation becomes unmanageable or escalates despite preventive measures.

Employee Relations / Caregiver Investigations | Contact when a situation becomes unmanageable or escalates despite preventive measures.