A first aid policy helps to make sure your organisation’s first aid arrangements are clearly communicated and understood by employees. It also supports compliance with the Health and Safety (First-Aid) Regulations 1981 and the Health and Safety at Work etc. Act 1974.
The Health and Safety at Work Act states that all organisations must have a health and safety policy. As a vital aspect of health and safety, first aid arrangements fall under this requirement and many organisations choose to have a separate policy.
Regularly reviewing your first aid policy is essential to incorporate changes in the workplace, and changes to regulations and best practices.
When should you review your first aid policy?
We recommend reviewing your first aid policy at least every twelve months. Here we discuss what you need to consider.
Regulatory changes
First aid regulations change, best practices evolve, and new guidelines are issued by the Health and Safety Executive (HSE) or industry bodies. By reviewing your first aid policy regularly, your organisation can ensure procedures align with current requirements.
New guidance has already been published by the HSE this year. They have updated their guide to The Health and Safety (First-Aid) Regulations 1981.
The new guidance:
- Supports employers to incorporate employees’ mental health in their first aid needs assessment.
- Changes the term ‘catastrophic bleeding’ to ‘life-threatening bleeding’ and helps employers to manage life-threatening bleeding if it has been identified as a risk in their workplace.
- Signposts employers towards further guidance, Selecting a first-aid training provider: A guide for employers.
Selecting a first-aid training provider: A guide for employers supports employers to choose training providers that meet current standards. The guide has been updated to reflect the fact that first aid training is now often delivered through blended learning.
At Praxis42 we understand how difficult it is for busy organisations to stay informed about changes to health and safety legislation and guidance. We offer a Legislation Awareness and Alerts service to help organisations to plan ahead and stay compliant.
Changes in the workplace
Workplace environments may change due to organisational growth, relocation, new staff, or the introduction of new equipment or processes. These changes can impact first aid provision.
Under the law, first aid provision must be continuously ‘adequate’, and therefore appropriate to your organisation’s current needs.
If there are changes in your workplace, it is advisable to review your risk assessment and first aid needs assessment. A first aid needs assessment supports your first aid policy.
The HSE’s publication, First aid at work: The Health and Safety (First-Aid) Regulations 1981 explains what you need to consider when carrying out a first aid needs assessment.
New training needs
Your organisation’s first aid training needs may change over time and your first aid policy will need to be updated accordingly.
A first aid policy should specify the type and frequency of training for employees. There are different types of first aid personnel with different levels of training and responsibilities. The type of first aid personnel required by your organisation depends on the specific hazards and risks identified.
The qualifications necessary for first aiders in your workplace should be detailed in the policy, along with provision for regular refresher courses. The policy should also explain the procedures for documenting and keeping track of training, for example through a learning management system.
If your organisation requires an appointed person, Praxis42 IOSH Approved First Aid Appointed Person course will equip them with the knowledge and skills to fulfil their responsibilities. Our flexible, online training is suitable for employees in all organisations, regardless of size or industry.
Following an incident
Accidents and near-misses may happen due to unidentified risks or gaps in first aid training, equipment provision or procedures.
By following HSE guidance post-incident and conducting a thorough investigation and review, organisations can identify any areas for improvement. Certain work-related injuries must be reported to RIDDOR to help prevent similar accidents happening in the future.
Updating and refining relevant health and safety policies, including the first aid policy, based on new information helps to ensure that hazards are mitigated and emergencies are managed more effectively to protect everyone’s safety.
Other changes
First aid policies should be reviewed regularly to reflect anything that has changed. This may include changes to contact information, reporting forms or procedures. New first aiders may have been appointed and qualifications might be different.
Ensuring that all relevant information is accurate and accessible helps streamline the response to first aid incidents.
Gathering feedback
Feedback from employees, first aiders, and other stakeholders should be incorporated into the first aid policy review process.
Employees could be asked:
- How confident they feel about first aid provision.
- Whether they think they would be adequately supported in an emergency.
- Whether they feel they would benefit from additional training.
- If they know where first aid kits and equipment is located.
- Whether they understand the first aid procedures outlined in the first aid policy.
- Whether they understand how to respond to and report medical emergencies.
- For any other suggestions for improvement.
When gathering feedback from first aiders, you might consider the following:
- Incident response. Ask first aiders about their experiences in responding to incidents. Understand the challenges they faced, such as the type of injuries encountered, the effectiveness of current procedures and any difficulties in accessing or using first aid equipment.
- Training effectiveness. Evaluate the adequacy of the first aid training provided to first aiders. Enquire about the relevance and sufficiency of the training courses, whether there are any gaps in knowledge or skills and if additional training is needed.
- Policy clarity. Ensure first aiders understand the first aid policy and procedures. Seek feedback on the clarity and comprehensiveness of the policy to highlight any areas that are confusing.
- Communication and reporting. Evaluate the communication channels and reporting mechanisms for first aid incidents. Determine if there are any issues with reporting procedures, such as delays, and ask for suggestions for improvement.
- Support and resources. Assess the level of support provided to first aiders. Ask whether they need any additional support or resources to help them fulfil their duties, such as access to ongoing training.
It is advisable to establish an ongoing feedback mechanism so all employees can communicate their experiences, concerns, and suggestions for improvement at any time. By taking a proactive approach, your first aid policy and procedures will be continuously effective.
