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

ProcurementProvision 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

SMSProcesses

• 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

SMSProcesses

• 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

DoCheck

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

JOHSC

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 /Supervisors3. Employees4. 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 SupervisorsSupervisors

• 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

EmployeesEmployees

(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

DoCheck

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