Effectiveness of Health and Safety Management Systems

Answer

Effectiveness of Health and Safety Management Systems

Executive summary

Effective safety management system consists of four essential elements including identification of safety hazards within the organizational setting and associated risk exposures to workers and the public; an elaborate remedial action focused on maintaining safety performance; continuous and regular assessment and monitoring of safety performance and; continuous improvement of the safety management system's overall performance. It important to note that the concept of safety management system has historically evolved from a haphazard collection of activities considered as best practices to promoting safety across a wide range of industrial contexts. Notably, occupational health and safety is critical in maintaining workers health and wellbeing that positively impacts the productivity and economic efficiency of an organization through reduced occupational accidents and diseases. This can be achieved through effective occupational health and safety management system; a health and safety program that is focused on health and safety systems, policies, standards, as well as records, and that incorporates health and safety activities and program into the organization's other business processes. Indeed, an effective occupational health and safety management system underpins the ability of an organization to continuously monitor, assess and identify hazards and control risks. Epworth HealthCare has a very effective health and safety management system that is comprehensive and integrated as regards the control measures adopted by the organization concerning the occurrence of incidents at the facility.

1. Introduction

A safety management system (SMS) refers to a systematic approach to managing safety using a planned, documented and verifiable method of dealing with both hazards and their associated risks. It involves putting the necessary safety-sensitive organizational structures in place, fostering organizational accountabilities and promoting policies and procedures that are geared towards ensuring workplace safety (Thomas, 2012). Notably, an effective safety management system consist of four essential elements including identification of safety hazards within the organizational setting and associated risk exposures to workers and the public; an elaborate remedial action focused on maintaining safety performance; continuous and regular assessment and monitoring of safety performance and; continuous improvement of the safety management system’s overall performance. It important to note that the concept of safety management system has historically evolved from a haphazard collection of activities considered as best practices to promoting safety across a wide range of industrial contexts (Thomas, 2012). Through this evolution, the primary mechanism for safety management have shifted away from prescriptive regulation to organizational responsibility in which specific practices for organizational safety management underpins the effectivity character of an organization’s safety management system. Indeed, safety management system has evolved into a conglomerate of safety-related activities that are designed and performed to enable effective discharge of organizational activities by an organization, under the specter of self-regulation (Thomas, 2012). Notably, occupational health and safety is critical in maintaining workers health and wellbeing that positively impacts the productivity, and economic efficiency of an organization through reduced occupational accidents and diseases (Yoon, et al., 2013). This can be achieved through effective occupational health and safety management system; a health and safety program that is focused on health and safety systems, policies, standards, as well as records, and that incorporates health and safety activities and program into the organization’s other business processes. Indeed, an effective occupational health and safety management system underpins the ability of an organization to continuously monitor, assess and identify hazards and control risks (Zanko, & Dawson, 2012). Under the Work Health and Safety (WHS) Regulations, all organizations characterized by hazardous risks must not only establish an effective Safety Management System but also ensure its full implementation as the primary means of fostering safe operations to reduce the associated risks (Zanko, & Dawson, 2012). This essay seeks to critically analyze and evaluate the effectiveness of health and safety management systems in Epworth Healthcare Organization.

1. Epworth HealthCare Organization

Epworth HealthCare is a healthcare organization based in Melbourne, Victoria, Australia. The organization provides acute medical, surgical and rehabilitation services. The operations of this organization are health-and-safety minded and, are underpinned by an effective health and safety management systems (Grummet et al. 2014). This is evidenced by the organization’s commitment to recruiting for and supporting excellence among its staff, as demonstrated by its entire strategic plan, so as to ensure the provision of the best patient care in Victoria (Di Francesco, & Wickramasinghe, 2014). Indeed, the organization implements various initiatives that are focused on promoting staff safety and wellbeing as well as ensuring a safe work environment that in turn improve clinical outcomes for its patients. Notably, Epworth is committed to ensuring a significant reduction of work-related injuries every year in line with the national reduction target set by Safe Work Australia.

1. Health and safety management systems in Epworth Healthcare

Epworth's health and safety management system is characterized by a passionate commitment by all members of the organization to workplace safety and wellbeing leadership in which every member is expected to be at the forefront of fostering safety regardless of role, seniority or location. Consequently, the organization has integrated workplace safety and wellbeing best practice into its organization culture of excellence (Thompson, & Tan, 2016). Notably, all staff of this organization share workplace safety and wellbeing responsibilities including identification of the risk, addressing of the risk as well as following risk management protocols such as the procedures that reflect the organization’s professional integrity, its sense of community as well as its respect for both colleagues and the place of work. Notably, the organization requires active participation by all staff in Epworth’s Workplace Safety and Wellbeing Initiative in order to foster a conscientious attitude to team welfare and safety among all employees in every aspect of its activities. To achieve this, the company upholds communication and consultation with all stakeholders including as key to setting its health and safety management systems focused on workplace safety and wellbeing (Marketing, 2014). To ensure effective management of key workplace safety and wellbeing risks, the organization is keen on identifying risks and acknowledges the range of safety and wellbeing risks presenting within its workplace environment. Indeed, the organization’s health and safety management system is designed to effectively identify the hazards as well as the potential risks for illness and injury to the organization’s staff. For instance, the organization has been able to identify both psychological and physical risks thereby adopting a holistic approach to ensure safety and wellbeing of its workers (Thompson, & Tan, 2016). Consequently, Epworth has adopted health and safety management systems underpinned by proactive programs on workplace safety and wellbeing to promote the benefits of both psychological and physical health within its workforce through self-regulations that are focused on the prevention of issues before they arise (Marketing, 2014). It is important to note that Epworth is committed to evaluating its health and safety management systems by focusing a lens on its Safety and Wellbeing Initiative. The Evaluation by the organization is done against the objective of the proactive risk management as well as the degree of success in incorporating safety and wellbeing management into the organization’s day-to-day business (Thompson, & Tan, 2016). The result of the evaluation is then used by the organization to review and revise its health and safety management system to ensure effectivity.

1. The effectiveness of Epworth’s Health and safety management systems

Epworth HealthCare has a very effective health and safety management system that is comprehensive and integrated as regards the control measures adopted by the organization concerning the occurrence of incidents at the facility (Thomas, 2012). The organization is focused on full implementation of its health and safety management system in its effort to foster workplace safety. Moreover, the effectivity of the health and safety management system of this organization is augmented by its focus on safety measures including planning and operations (Thomas, 2012). Notably, the effectivity of Epworth’s Health and safety management systems is underpinned by its key components presenting in various stages including Establishing the context, Commitment, and policy, Planning, implementation, Measurement, and evaluation as well as Review and improvement

• Establishing the context

This is the first stage in the preparation of an SMS and involves understanding the internal and external environment of the organization. The effectivity of Epworth’s health and safety management systems is traced back to its preparing stage. Notably, during the designing of this health and safety management system, the organization evaluated and understood both its internal and external environment. This enables the organization to understand the social and cultural environment in which the safety management system is intended to operate as well as its political, legal, regulatory, financial, technological and economic environment (Thomas, 2012). On the other hand, the evaluation of the internal environment of the organization enabled the HSMS to be designed to meet the policies and objectives of the organization based on the strategies in place. Also, it enabled the designing process of HSMS to be done with organization’s structure and culture in mind including its relationships with internal stakeholders as well as the guidelines, and the operation models adopted by the organization. This approach to designing the HSMS contributed to its effectivity by fostering its relevance and facilitating the incident investigation, performance monitoring, auditing as well as continuous improvement (Thomas, 2012). Moreover, it has facilitated the inclusion of such elements as operating procedures, risk management, emergency planning, work permitting and maintenance management, as well as asset integrity management and management of change in the health and safety management system thereby improving its effectivity.

• Commitment and Policy

This is the second stage of HSMS development and it involves the setting of safety policy (Thomas, 2012). The organization does not only have a well-defined safety policy but is also committed to achieving it. Indeed, the organization has a clear statement that set out its health and safety policy besides detailing its aims for the safe operation of the facility as demonstrated in this policy statement of the company; "We are committed to providing a safe workplace and safe systems of work for all workers." Notably, both the management of Epworth and the workers have demonstrated commitment towards achieving the goals of the safety policy through their actions and involvement leading to a fully functional and integrated HSMS thereby enhancing its effectivity.

• Planning

This stage of safety management involves defining the scope, boundaries as well as the performance objectives for various SMS components (Thomas, 2012). Notably, Epworth has achieved this by setting standards for specific components of its SMS by focusing on an effective Work Permit system geared towards providing a safe systems of work and safe workplace as spelt out in its policy. For instance, the organization has set standards that set out the sort of work to be undertaken under the permit as well as the precautions necessary for the worker carrying out the work (Thomas, 2012). This has significantly influenced the effectivity of the organization’s health and safety management system by ensuring relevant expertise in various elements of its operation thereby reducing risks associated with lack of know-how.

• Implementation

The implementation stage of the organization’ safety and health management system is undertaken collectively by all the members of the organization based on the elements that are directly involved in the organization’s daily operation including maintenance and operating procedures, asset integrity programs, emergency exercise programs as well as direct work management such as work permits. Notably, the Epworth’s work permit system is integrated into its safety and management system to ensure that all employees have relevant and appropriate responsibilities as well as the skills required for implement the procedures set out in the safety management system. Moreover, the organization’s safety management system has well-defined roles and responsibilities of each employee thereby ensuring safe operation of the facility (Thomas, 2012). It is important to note that the safety management system of this organization has a means of ensuring that the workers possess the knowledge and skills necessary for the performance their allocated tasks besides ensuring the discharge of such allocated responsibilities. For instance, the system has skill matrix that defines the necessary skills for all positions. See appendix 1 below. Moreover, the organization’s safety management system include systems that address management of knowledge, changes in skills, competency assurance, fatigue, and shift work, staff turnover, responsibilities and command structures as well as handling workloads and disputes and communications (Thomas, 2012). This has ensured effective implementation of the health and safety management policies leading to the effectivity of the system.

Besides, the Epworth's safety management system encompasses operational controls including all procedures and processes that directly impact on the safe operation of machines in the organization. Indeed, the safety management system consists of the procedures for permitting work, maintaining the integrity medical equipment, operating medical equipment, achieving safe isolation of equipment, controlling abnormal conditions as well as identifying, reporting, and eliminating human error. It also includes procedural checks, alarm handling procedures as well as fault-tolerant procedures focused on fostering compliance with procedures (Thomas, 2012). Also, the safety management system has emphasizes on the compliance with policies and procedures set out by the Workplace Health and Safety Act including division 3 of Part 9.3 of the Workplace Health and Safety that defines the duties of operators in the management of risk as well as part 9.4 and part 9.5 of the of the same regulation (Thomas, 2012). This way, the safety management system has remained effective in controlling the workplace risks. Furthermore, the safety management system employed by Epworth contains formal procedures for planning and managing ‘modifications’ within the organization, frequently referred to as ‘Management of Change.’ Indeed, this has contributed to the robust and comprehensive nature of this safety management system since changes may induce major hazards thereby increasing the risk arising from existing hazards. As noted above, the organization review and revise its health and safety management system regularly to ensure effectivity. This is done through management of change procedure in line with the requirements of regulations 559 and 569 (Thomas, 2012). In addition, the effectivity of this safety management system is also underpinned by its element that documents not only the engineering standards but also the design principles the medical equipment operator is relying on. This has significantly improved the safety of operations in the facility. Notably, the system is regularly updated to improve its relevance to the changing standards over time. The organization employs ‘Design principles’ in the form of both technical and management principles including principles for the management of human factors, standards for engineering design as well as standards for implementation of operating procedures (Thomas, 2012). As a result, the safety management system has effectively reduced occupational risks within this organization.

• Measurement and evaluation

The Epworth HealthCare considers measurement and evaluation of the safety management system as the key to identifying the elements of the safety management system that are less effective thereby facilitating review and revision of the system to enhance its effectivity (Podgórski, 2015). This is done by monitoring or measuring the performance of each specific aspect of the safety management system and evaluating whether the performance commensurate to the function the system is intended to achieve (Podgórski, 2015). Notably, the effectiveness of this system can be analyzed and measured using performance monitoring and auditing.

4.6.1 Performance monitoring

The Epworth HealthCare has a system for monitoring its safety management system’s performance. Indeed, the organization has well-developed and detailed performance standards for the measuring of the effectiveness of all elements of its safety management system. Moreover, the organization employs such performance indicators as the rate of accidents and injuries, and patient satisfaction in measuring the effectiveness of its control measures (Sinelnikov, Inouye, & Kerper, 2015). Notably, the organization has a formal incident investigation system within its safety management system. The performance of the system can be measured by determine the duration taken to fully complete an investigation. This should be augmented by independent review of the investigation to unearth the quality of the investigations, their effectiveness as well as both underlying and direct causes of incidents to enable remedial interventions to prevent future reoccurrence of such incidences. This process should also rate the identified causes and the relevant follow-up action items being developed (Sinelnikov, Inouye, & Kerper, 2015). Similarly, control measures can be measured using performance indicators by assigning performance indicators for each control measures or a group of controls. Notably, each control measure should have performance indicators to enable the measuring, monitoring and testing the effectiveness of each control measure (Sinelnikov, Inouye, & Kerper, 2015). Also, the organization should determine the best method, which is suitable in its circumstances, for reporting performance against these indicators. Besides, it should initiate corrective actions focused on the mitigating failure of controls in such events as well as in case of failure of indicators to meet performance targets.

4.6.2 Audit

The safety management system of this organization consist of audit management system including qualifying auditors, audit scheduling, result documentation as well as tracking recommendations (Podgórski, 2015). Consequently, the effectiveness of the safety management system of the organization can be measured using auditing focused on checking the performance of the elements of its safety management system against their performance standards. Notably, the auditing process should consider both implementation and functionality of the systems (Podgórski, 2015).

4.7 Review and improvement

The Epworth’s safety management system has a means for formal review its performance and develop improvements. Notably, the organization’s management committee reviews the system's performance in collaboration with health and safety representatives and, with the assistance of technical specialists (Podgórski, 2015). The review is undertaken regularly by examining data generated by performance monitoring system. Through these reviews, the organization is able to identify any gaps as well as the underlying or direct causes of such gaps thereby designing follow-up action items to close the identified gaps.

1. Conclusion

Notably, occupational health and safety is critical in maintaining workers health and wellbeing that positively impacts the productivity and economic efficiency of an organization through reduced occupational accidents and diseases. Consequently, Epworth HealthCare implements various initiatives that are focused on promoting staff safety and wellbeing as well as ensuring a safe work environment that in turn improve clinical outcomes for its patients. To achieve this goal, Epworth employs a health and safety management systems that is characterized by a passionate commitment by all members of the organization to workplace safety and wellbeing leadership in which every member is expected to be at the forefront of fostering safety regardless of role, seniority or location. Indeed, Epworth HealthCare has a very effective health and safety management system that is comprehensive and integrated as regards the control measures adopted by the organization concerning the occurrence of incidents at the facility notably, the effectivity of Epworth’s Health and safety management systems is underpinned by its key components presenting in various stages including: Establishing the context, Commitment and policy, Planning, implementation, Measurement and evaluation as well as Review and improvement.