Personal & Mobile Phone Policy by ps94506

VIEWS: 28 PAGES: 11

									           Personal & Mobile Phone Policy


Version                Final

Author                 Paul Emmerson

Date Written           October 2004

Date Approved          15th February 2005

Status                 Final

Approved by            Audit Committee

Review Date            October 2007

Responsible Director   Pam Wenger

Consultation           Executive Members
                       Board
                                            CONTENTS

1. INTRODUCTION .......................................................................................1

2. PRINCIPLES .............................................................................................2

3. USE OF MOBILE PHONES.......................................................................2

4. PRINCIPLES OF USING MOBILE PHONES ............................................2

5. RESPONSBILITIES OF MOBILE PHONES..............................................2

6. APPLICATION PROCESS ........................................................................3

7. OTHER PERSONAL TELEPHONE COSTS………………………………4

8. REVIEW MONITORING ARRANGEMENTS .............................................4

9. AUDIT ARRANGEMENTS ........................................................................4

10. MANAGERIAL RESPONSIBILITIES ........................................................4

11. NON CONFORMANCE………………………………………………………4

12. PREVENTION AND DETECTION OF FRAUD …………………………..4
1. INTRODUCTION

Mobile phones can be a significant enhancement to the safety and
convenience of staff working in the community. They can improve
communication between staff and patients, by allowing better access to staff
when they are out and about and prompt a better response to patient need.
They can increase efficiency by saving staff unnecessary journeys and time,
and enabling a prompt response to a sudden clinical or managerial need.

Merthyr Tydfil Local Health Board will therefore provide phones to staff where
appropriate based on a number of factors, including the amount of time spent
working in the community for the benefit of staff, the patients they serve and
the LHB.

The Government established a independent expert group to examine possible
effects of mobile phones. The report by the Expert Group points out that the
balance of evidence suggests that mobile phones do not cause adverse
health effects to the general population. Pending further research, the advice
is to keep calls short and not to use mobile phones while driving, or doing
anything else where safety is important and their use might interfere with
concentration. This policy will be reviewed, in light of any further advice on the
health and safety issues of mobile phones.




Mobile Phone Policy                                                             1
2. PRINCIPLES

2.1 The LHB will provide a mobile telephone for staff who spend a significant
amount of time in the community setting, with the recommended (by the
telephone supplier) best coverage for the particular area each individual works
within.

2.2 All staff who work away from the LHB base should carry a mobile
telephone when on duty, visiting patients in their homes or in the community.


3. USE OF MOBILE PHONES
3.1 Mobile phones should not be used in hospitals or in other areas where
electronic clinical equipment is in use. Staff, patients and visitors will be made
aware of the dangers of mobile phones interfering with such equipment.

3.2 All mobile communications equipment should be turned off when entering
clinical areas.

3.3 Staff should not use a mobile phone in public areas where their use is
prohibited e.g. Petrol Stations.

4. PRINCIPLES OF USING MOBILE PHONES
4.1 Staff should use their professional judgment when to use their mobile
telephones, bearing in mind the following principles:

− Patient confidentiality must always be respected; not all conversations are
  appropriate in a public place or another patient’s home.
− Mobile phones are normally to receive messages.
− Mobile phones should not be used for outgoing calls when land lines are
  available.
− Calls made by mobile should be brief – extended length calls should be
  arranged when a landline is available or the conversation can be made
  face to face.
− Personal calls are to be made only in exceptional circumstances.
− Mobile phones should never be used when driving.

5. RESPONSBILITIES OF MOBILE PHONES
5.1 It is the responsibility of staff to ensure that mobile phones are kept safe
and secure, that the batteries are fully charged.

5.2The mobile phone remains the property of Merthyr Tydfil Local Haelth
Board, and as such staff should report any loss, damage or misuse.




Mobile Phone Policy                                                                2
5.3 It is the responsibility of the associate Director of Corporate services to

      Formally authorise mobile phone applications;
      Identify funding from the appropriate budget;
      To authorise mobile phone invoices in a timely manner and pass them to
      the BSC for payment;
      To ensure that personal calls are identified and that these are reimbursed
      and that payment is deducted from salary payments; and
      Monitor Mobile phone usage and query any discrepancies that are
      identified.

5.4 Each member of staff will be asked to sign for receipt of the mobile phone,
and to acknowledge that they have read, understood and will comply with the
requirements of this policy.

5.5 Staff are required to take good care of the mobile phone and take all
reasonable precautions to ensure that the device is not damaged, lost or
stolen. In the event that the device is stolen, staff will be expected to report
the theft to the police and obtain an incident number. In addition to this they
should also inform their manager and the Corporate Services Directorate.

5.6 Staff leaving the LHB must return their mobile phone to the Associate
Director of Corporate services. Line managers will be responsible for making
sure that this has been done as part of the normal handing back of to the LHB
property.


6. APPLICATION PROCESS
6.1.     Applications must be submitted using the relevant form (a copy of
         which is included in Appendix A).

6.2.     To apply for a new mobile phone complete sections 1,2, and 4

6.3      Once the application form has been completed and authorised by the
         Appropriate Line manager it should be forwarded to the Associate
         Director of Corporate Services.

6.4      The Associate Director will arrange arrange for a Lone Worker Risk
         Assessment to be undertaken.

6.5      Based on the Risk Assessment the Associate Director of Corporate
         Services a decision will be made regarding the supply of a mobile
         phone.

6.6      If it is decided to supply a phone to the member of staff then an order
         will be placed with the respective supplier and the member of staff
         should then allow 15 working days from the time the order was
         received by the supplier for delivery and configuration.

6.4.     Applications will be periodically audited to ensure that there is a
         genuine need for a mobile telephone, which cannot be met, by other
         forms of communications technology.
Mobile Phone Policy                                                                3
7.       OTHER PERSONAL TELEPHONE COSTS

7.1.1 Where an individual incurs costs through use of personals calls
      reimbursement will be provided through the travel and subsistence
      claims process

7.1.2 Re-imbursement will only be made if an itemised supporting bill is
      provided

8.       REVIEW MONITORING ARRANGEMENTS

The Mobile Phone policy will be reviewed in a 3 year period or
sooner if
      − Changes in legislation; or
      − An incident occurs that requires improvement in practice.

9.       AUDIT ARRANGEMENTS

Regular audits will be undertaken to ensure:

            The implementation of this policy
            The appropriate use of Mobile Phones issued by the LHB

10.      MANAGERIAL RESPONSIBILITIES

Each and every employee of the Merthyr Tydfil Local Health Board is
responsible for the implementation of this policy .

Overall responsibility for the enforcement of this policy lies with the Chief
Executive.

It is the responsibility of the Associate Director of Corporate Services within
the Merthyr Tydfil Local Health Board, to monitor the appropriate use of this
policy within the Merthyr Tydfil Local Health Board and take appropriate action
where misuse is discovered.


11.      NON CONFORMANCE

There is a requirement of our staff to comply with the provision of this policy
and where requested to demonstrate such compliance. Failure to comply will
be dealt with under the Merthyr Tydfil Local Health Board’s disciplinary policy
as appropriate.


12.      PREVENTION AND DETECTION OF FRAUD

Internal Audit will provide period reviews of mobile phone claims made by
members and employees of Merthyr Tydfil Local Health Board. Their role will
be to ensure all claims are reasonable, and have followed the process set out
in this procedure.


Mobile Phone Policy                                                               4
Staff and members have a duty to alert the Director of Finance where fraud is
suspected by a member or employee of the Local Health Board.

Any fraudulent claim found to be made by any member of employee of the
LHB will be dealt with through the Local Health Board Disciplinary Procedure,
this may result in dismissal.




Mobile Phone Policy                                                         5
Appendix A
Mobile Phone Application Form
Please complete as follows and forward to the Associate Director of Corporate
services
a) To place an order for a new mobile phone please complete sections 1,2, and 3


Section 1
Details of applicant
Name:
Job Title
Department


Section 2
Should be completed to order a new mobile phone
Cost Code
Model
Light Usage
Medium Usage
Heavy Usage
Tariff
(Please tick appropriate box) Don’t know
Date required


Section 3
Authorisation of Head of Department
Department
Please print full name
Signature
Date:

Section 4-9
LHB Authorisation
Please print full name
Position Associate Director of Corporate services
Signature
Date:




Mobile Phone Policy                                                               6
                         MOBILE PHONE REQUEST
APPLICANT NAME:

JOB TITLE:                                  DIRECTORATE:


ADDITIONAL EQUIPMENT REQUESTED (tick the options which apply):

Hands-free kit
Car kit

REASONS FOR REQUEST:




LINE MANAGER’S COMMENTS:




I agree to hand in my mobile phone when I leave the employment
of the Local Health Board, or transfer to a new organisation by
agreement:
APPLICANT’S SIGNAURE:                                            DATE:

LINE MANAGER’S SIGNATURE:                                        DATE:


For office use only:

AUTHORISED: Yes/No                                               DATE:




Mobile Phone Policy                                                      7
                         RECEIPT OF MOBILE PHONE
MOBILE FOR USE BY:
MOBILE NUMBER:

HOME NUMBER:

NETWORK:

SIM CARD NUMBER:

ADDITIONAL EQUIPMENT ISSUED:



BUDGET CODE:      DEPT. SUBCODE: ……………………………………

I am now in possession of the above mobile phone and have understood the
LHBs mobile phone policy. I hereby give authorisation to payroll to deduct
from my salary the cost of any private phone calls that I make.
SIGNED:

DATED:


Copies to: Employee, Payroll, Personal File




Mobile Phone Policy                                                      8
HANDBACK OF MOBILE PHONE
DATE HANDED BACK:

I agree to pay within 30 days of receipt of an invoice the final bill for any
private phone calls.
SIGNED – MOBILE USER: _________________________________________


SIGNED –ADMIN OFFICE: _________________________________________

My forwarding contact details are:

HOME ADDRESS:




________________________________ Home Tel. ________________________________



Work Address: _____________________________________________________________


_________________________________________________________________________


_                                     Work Tel. _______________________________


Copies to: Employee, Payroll, Personal File




Mobile Phone Policy                                                               9

								
To top