Last updated: 21st September 2020
Guidance for working on site at the HospiceDate added: 21st September 2020
Due to unforeseen circumstances we are temporarily suspending the cleaning of the offices within the Hospice and LPDC. We will continue to clean the high use touch points throughout the building and would ask that staff continue to use the detergent wipes provided to clean their work surface/ phone/keyboard etc.
If you require support from the domestic team in your office, please email the Ops support email address with your request.
Thank you in advance for your co-operation,
LOROS Future Working Expectations
Please read and familiarise yourself with the guidelines for future working expectations at LOROS. This should now be adhered to in all meeting whether they are through Teams or on site.
Date added: 25th August 2020
One-way system at the Hospice
We have a partial one-way system which begins at Main Reception and ends at the main entrance to the ward in the Social Area. This one-way system applies to everyone; staff, volunteers, patients, visitors and contractors. The dining room corridor is a designated 2-way corridor, as is the windowed corridor which slopes back down to main reception.
The purpose of a one way system is to minimise the number of people passing each other (face to face) in corridors. Although the dining corridor (and the windowed corridor) is 2-way we would like to encourage staff to take the long way to the ward via main reception, using the one-way system. Think of it as an opportunity to get more steps in and burn more calories as a result.
If you have passed beyond the main reception desk to where the Hospice shop is located, you must follow the one-way system.
This will be even more vital when we start to welcome back more visitors to the Hospice, visitors will begin their visit by following the one-way system to the ward and they will finish their visit by exiting via the dining room corridor and main reception. It is critical that we maintain a one-way flow as much as possible, even in 2-way corridors. Your support in ensuring this is much appreciated.
Ward staff using the staff dining room are permitted to take the direct route back to the ward, but please be mindful of others using the corridor. Keep to the left and continue to use the one way system in and out of the dining room.
Please take note of the signage and floor markers which will indicate the direction of travel and please keep to the left in the 2-way corridors. Continue to use your designated staff entrance:
- Main reception – Staff entrance/exit for Day Therapy, Complementary Therapy, Lymphoedema, Enablement, Catering, Marketing, Home Visiting, Chaplaincy, Bereavement Support and Volunteering. This will also continue to be the entrance/exit for patients and visitors.
- Entrance to the left of the pond – Staff entrance/exit for CNS, Counselling and Fundraising teams.
- Rear Staff entrance – Staff entrance/exit for those who work in the Admin corridor, SMC corridor, Lotteries and Finance. Also staff entrance for nursing teams who use the staff changing rooms.
- Cold corridor entrance –Willow Ward Office staff entrance/exit, and can be used by the clinical teams working on the ward.
The one-way system will be in operation between 8am and 7pm Monday to Friday. At all other times visitors will be permitted to take the direct route to the ward via the dining corridor.
Thank you in advance for your co-operation.
Date added: 13th August 2020
Guidance on the use of fans in the HospicePlease read the following guidance on using fans in all areas on the Hospice.
Update on the use of Face Masks
With the continued use of face masks, not only at LOROS but more broadly in relation to controlling the spread of COVID-19, we just want to outline/clarify a few key points:
As you will be aware these type of masks are more readily available now and we have had a number donated to the hospice, which we have been selling at main reception. Can I clarify that fabric masks are not suitable for wearing at the hospice and all staff must continue to use the surgical masks provider at the hospice entrances.
If for any reason you need to car/vehicle share with a work colleague you must both wear face masks for the duration of the journey.
As you will all appreciate we are currently using a large amount of face masks at the hospice at an additional cost to LOROS. Can I please remind you only to take what is required for your day at work, for most staff this is likely to be 1-2 masks per day, appreciating that this depends on job role and work area.
Enterprises has their own supply of masks and will ensure that staff and volunteers have access to these as required. Again can everyone please only utilise what is required for their working day.
Thank you for your understanding and support in relation to these issues.
Date added: 30th June 2020
Further to the news and information issued today, 30th June 2020, regarding the extension of lockdown for Leicester we would like to confirm the following:
We must continue our approach of discouraging any non-essential staff to come to work at the hospice. Working from home remains the preferred option whenever possible. The two week extension of lockdown now takes us through to July 14th at which time there will be a review by Government.
Date added: 10th June 2020
Creating a COVID safe environment at LOROS
Many of you will be aware that Helen Williams and Michael Bridge have been reviewing the work spaces throughout LOROS to help shape their thinking around ‘COVID safe working environments’.
This is in preparation for when lockdown further eases and the time that it will be possible for team members to return to the hospice. Please note that this date has not yet been confirmed by Government and as such this is only a preparatory e-mail.
To be COVID safe each work area will have a designated maximum number of staff allowed to populate that area. These numbers will be communicated to each Head of Department in advance. It will be for the Head of Department to then coordinate their team to use the work area in accordance with that maximum number. There is no intention to move desks / tables and chairs, as reconfiguring the entire hospice is not appropriate at this time. Moving the furniture could well create an onerous, expensive and time-consuming task for the Facilities Team, as well as the IT Team who will be required to disconnect and reconnect computers and phones. Instead, certain desks will be cordoned off and marked as unsafe or inappropriate to sit at for the foreseeable future. Please respect that this has been done to safeguard all team members.
In each work area desks will need to be cleared at the end of each day as they will most probably be ‘hot desks’ being used by more than one team member. In addition cleaning materials will be provided in each work area for staff to disinfect their work station and its equipment, before they start work and before they leave each day.
In advance of any return to work date, Heads of Department will be asked to coordinate having their team office spaces cleared of clutter. The anticipation is that any given desk will only have a computer and phone left on it – other papers / stationery will be removed and stored elsewhere. By doing so we will all help the domestic team do a deep clean of your area and ensure that teams are returning to a clean space. Helen and Michael will be in touch with HODs in the coming period to start this process.
It is our intention to create other flexible working spaces such as the old library however these plans are still being developed.
Helen and Michael will be in touch with HODs in the near future. They will be armed with questions to help you think through how to re-open your office areas safely as this can only be done through a concerted team effort.
As we have all experienced, working remotely has been predominately successful and we are not envisaging a future for LOROS when everyone is back in the hospice every day. Flexible working between LOROS and home will be a part of the charity’s future and clearly helps with pressure on office space and also parking.
Date added: 4th June 2020
Just a reminder that we need to still clean our desks, keyboards and telephones on as directed - if you need any more supplies, please speak to the housekeepers.
· Phones – after every use with distel wipes
· Keyboards – at least twice daily with distel wipes
· Desks – at least twice daily with clinell / sani-cloth wipes
Date added: 13th May 2020
Following recent advice from the government and from Dr Tang a virologist at UHL, we are recommending the use of face masks in all areas of the hospice. We don’t want this to cause alarm to staff it is purely an additional measure to help reduce the risk of staff transmitting and/or catching COVID-19.
Face masks should be worn by all staff within the hospice.
You should wear a mask:
· From when you first enter the hospice until you leave
· When walking anywhere within the hospice
· If you are in a shared office
· If you are in a meeting with other staff – even if it is only one other person
The exceptions are:
· If you have your own (single use) office but you should put a mask on if someone comes in to your office
· At break times to enable you to eat and drink (ensuring social distancing in the dining areas)
Masks can be picked up at the main reception or the staff entrance. Please use hand sanitiser before putting on your mask.
For non-clinical staff the same mask can be worn all day unless it becomes moist. It may be necessary to change your mask half way through the day, particularly if you are wearing it all of the time.
Take care when taking off your mask and wash your hands (or use hand sanitiser) before touching anything or eating. If possible keep your mask in a pocket or zip bag when not being worn.
Any staff working on the ward should follow the normal practice for wearing and changing masks between patients/patient areas. When the Ward has two working areas red (COVID-19 confirmed/suspected patients) and green (not suspected as having COVID-19), the wearing of masks is different in each area and staff will be told what masks they should wear. At the present time the red nursing team are working in the red area. Other staff should only go on to the ward if it is absolutely necessary.
Masks should always be disposed of in a clinical waste bin (orange). When you remove your mask at the end of the day it should be disposed of at the main reception or at the staff entrance and you should use hand sanitiser following removal. If you wish to wash your hands after you have taken off your mask you should dispose of it in the staff toilets nearest to the staff entrance.
When picking up your mask(s), only take what you require for the day (two at most for the majority of staff). Please do not take more than this as we don’t want to run out of supplies. PPE is still proving difficult to source and we need to ensure we have enough masks for frontline staff. They are currently very costly – 45p each on average, so please also be mindful of this when using them. If boxes are empty further supplies can be sourced from the housekeepers.
In addition to wearing masks wherever possible windows should be opened in officers and clinical areas to increase air flow and room ventilation.
Can we also remind you that whenever you can it is preferable for staff to work from home to keep safe and reduce the footfall at the Hospice.
Thank you for supporting this initiative which is being introduced for yours and others personal safety.
If you have any queries regarding this recommended practice please contact Jo Kavanagh.
Protecting yourself and when to self-isolate
Date Added: 31st July 2020
Regulations regarding self-isolation and holidays abroad
As the pandemic continues there are some new, legally enforceable regulations regarding self-isolation and holidays abroad which we must advise you about. Please take the time to read this information carefully as it could have an impact upon your plans for the coming months.
- For anyone who has taken a holiday in any country that has not been granted an exemption the new quarantine regulation is for you to remain at home for 14 days after arrival back in the UK.
- This now applies no matter what your job role within the organisation.
- For those staff that booked their holiday / travel overseas prior to 8th May, and who are able to provide evidence of that booking date, LOROS will support you to work at home if at all possible or accept an ‘allocation’ of special leave.
- For those staff who booked after the 8th May the 14 day quarantine period will need to be taken as either unpaid leave or additional annual leave. The only exception to this would be if the job role is considered to be business critical.
- If you suspect that you have symptoms of COVID-19 then you are now required to self-isolate for a period of 10 days (previously 7). You are able to get a self-isolation note via the NHS website or NHS 111 on line.
- If a member of your family or other person at home has symptoms of COVID then the self-isolation period remains at 14 days.
In addition, please note the following Government advice given for colleagues working in healthcare:
In healthcare associated outbreaks one key issue that has become apparent is that while staff are adhering to all IPC processes and principles within the workplace, this is not followed through while off duty (either within the healthcare premise while on breaks, staff get togethers, or off the premises and within their own lives). As a result we would ask that all staff are reminded of the following please:
Staying alert and safe (social distancing) - Meeting family and friends:
To avoid risks of transmission and stay as safe as possible, you should always maintain social distancing with people you do not live with – indoors and outdoors, including in the settings below. You should only have close social contact with others in your household and support bubble. You should:
- only socialise indoors with members of up to two households (anyone in your support bubble counts as one household) – this includes when dining out or going to the pub
- only socialise outdoors in a group of up to six people from different households, or in larger groups if everyone is exclusively from one or two households
- only visit businesses and venues in groups of up to two households (anyone in your support bubble counts as one household) or with a group of six people from different households if outdoors
- limit your interaction with anyone outside the group you are attending these places with even if you see other people you know, for example, in a restaurant, community centre or place of worship
- limit the number of people you see socially, especially over short periods of time, to keep you and them safe, and save lives – the more people you have interactions with, the more chances we give the virus to spread
- not hold or attend celebrations (such as parties) where it is difficult to maintain social distancing and avoid close social interaction – even if they are organised by businesses and venues that are taking steps to follow COVID-19 Secure guidelines
- It is against the law for gatherings of more than 30 people to take place in private homes (including gardens and other outdoor spaces) or in a public outdoors space, unless planned by an organisation in compliance with COVID-19 Secure guidance.
For the full guidance please click here.
Thank you for your ongoing attention to these measures. We must remain vigilant in creating and managing a safe environment at LOROS for ourselves, patients and their families. Your support is very much appreciated and particularly over such an extended period of time.
Date added: 25th June 2020
Updated information on self-isolation
As we enter the recovery phase following the COVID-19 pandemic, we want to update you on current self-isolation requirements.
As before, if you have any symptoms yourself you must self-isolate for at least 7 days and if you are in contact with anyone who has symptoms of COVID-19 you must still isolate for 14 days and provide HR with a self-isolation certificate which can be obtained from either the NHS website here. In these circumstances you should work from home if you are able to. If it is not possible to work from home, the time will be documented as sick but will not impact on sickness trigger points.
Track and Trace
Where ever possible, we would like staff not to have to isolate due to this recent initiative. We would therefore ask staff to be mindful of following recommended guidance when they are not at work, particularly when socialising with people outside of their own household. Please do adhere to social distancing rules and do not breach the guidance regarding numbers of people gathering together and/or the environment where you meet.
If you are contacted through the new Track and Trace scheme you must again self-isolate for 14 days. You will receive a letter to this effect and you should provide HR with a copy of this letter.
Again, in these circumstances you should work from home if you are able to. If it is not possible to work from home the time will be documented as sick but will not impact on sickness trigger points.
Please ensure that HR receives the self-isolation certificate or letter at the on-set of your absence.
Please ensure that HR receives the self-isolation certificate or letter at the on-set of your absence.
There is currently a lot of uncertainty regarding self-isolation following holidays abroad. An announcement is likely to be made in relation to this within the next week. At this moment in time the following applies to the majority of LOROS staff although there are some exceptions for those providing essential healthcare and we have agreed that this will be medical, nursing (qualified and HCA), physio and OT staff.
If you booked your holiday abroad before the measures were put into place (8th May) and still decide to go – i.e. you will lose money if you cancel, at this moment in time you will need to self-isolate for 14 days on your return (apart from when travelling to Ireland). If this is the case following agreement from your line manager you should work from home and/or be allocated alternative duties during this time to enable you to carry on working. If this is not possible this time will be documented as sick but again will not impact on sickness trigger points. Can you please let HR and your line manager know if you do have a holiday booked and are planning to go and provide HR with the evidence of the date your holiday was booked.
If you are planning to book a holiday abroad over the coming months you must discuss this with your line manager prior to booking to agree how this will be managed. It is hoped that there may be a number of countries that will not require you to self-isolate on your return but as it currently stands there will be a requirement to self-isolate for 14 days after returning from any holiday abroad (apart from Ireland).
If you are able to work from home, this is possible with the agreement of your line manager. If not you will either have to take further A/L to cover the additional time or take unpaid leave or any owing Toil or a combination of these things but again this needs to be with the agreement of your manager.
If an agreement is secured by the government that travel to some countries will be exempt from self-isolation requirements we would strongly recommend that holidays are booked to these destinations only, until the necessity for self-isolation is lifted.
Just to clarify if you are in the staff groups that are exempt as outlined above* you are not required to self-isolate on your return from holidays abroad and this is based on current guidance from the government. If you are unsure if you fit in to these groups please seek advice from your line manager.
If you are on furlough you will still need to self-isolate for 14 days on your return from holidays abroad but the other requirements do not apply. We would however like you to inform HR of any holiday plans to help us with future service planning.
If you have any queries in relation to this information please speak to your line manager or HR.
Date updated: 31st March 2020
Be aware of how you can avoid catching and spreading coronavirus (social distancing)
- If you are displaying any of the symptoms, you should stay at home for 7 days.
- If you live with other people, they should stay at home for 14 days from the day the first person got symptoms.
- If someone you live with has symptoms you should stay at home for 14 days from the day the first person got symptoms.
So that we are able to collate and provide accurate and consistent information with regards to Coronavirus sickness absence reporting please complete this form if you become unwell. Once completed all forms should be forwarded to Human Resources.
Heads of Department should ensure that they record as soon as possible the reason for the staff member’s absence on SelectHR. A deep clean of their desk and working areas will then be arranged if appropriate.
Our clinical and care services
Date updated: 6th August 2020
Clinical Services updates
Please note: In order to keep patients, staff and visitors safe the following restrictions now apply. We will continue to monitor the situation and update this information on a regular basis in accordance with local and national guidance.
· We will continue to operate our 31-bed Ward, but with restrictions on visitors (please see ‘Information for visitors’).
· We will offer over-the-phone or video Counselling sessions, instead of these taking place at the Hospice.
· We will offer over-the-phone support and advice to our Day Therapy patients, instead of bringing patients and family members into the Hospice. We’ll phone all new referrals and current patients.
· We are now offering Day Therapy virtual sessions for chat and conversation, with a different theme each day. These sessions are also open to those who were attending our well-being drop-in on Tuesdays.
· All Lymphoedema and Outpatient appointments will be assessed by the appropriate clinician to identify individual patient’s needs and a member of staff will then call you to discuss the options and if you need to be seen this will be either via video link or at the hospice.
· We will offer over-the-phone Home Visiting service support, instead of a member of the team or a volunteer visiting you in your home.
· Our Community Nurse Specialist team will contact you prior to visiting, and will provide advice over the phone and if you need to be seen this will be via video link or in your homes as required.
Visitors to all patients
All visitors should be asked to wear the relevant personal protective equipment (PPE) throughout their visit for their own and others safety. Please see further visiting information here.
PPE on the Ward
Any staff working on the Ward should follow the recommended practice for wearing and changing masks and other required PPE between patients and in the different patient areas.
Other staff should only go on to the Ward if it is absolutely necessary.
The above arrangements should be followed as a general rule but we appreciate that there may be situations where we may need to flex this arrangement due to specific patient circumstances.
If this does need to happen the nurse in charge and the SpR should discuss and agree any variation and the risks of visiting should be explained to any additional visitors who attend.
If the situation is very complex advice should be sought from the Ward Manager, Head of Inpatient Services or the Director of Care Services and the Consultant responsible for the patient or the Lead Clinician.Date added: 29th April 2020
COVID-19 at the HospiceWe do now have patients with COVID-19 at the Hospice.
In order to maintain a safe environment for all, and to limit the risk of potentially spreading COVID-19, we are following recommended national guidance in the same way as the NHS and are treating every patient that is admitted to the inpatient ward as if they may have the virus. All staff working on the ward are therefore wearing the required protective personal equipment (PPE) when caring for all of our patients at this time.
Some of you will already be aware that we have had some confirmed cases and we have reported these as we are required to do, to Public Health England. Most patients are on the ward stay for an average of 12-14 days. As the virus has a possible 14-day incubation period, some patients have displayed symptoms during their stay. When this has occurred, they are isolated and tested. We care for these patients in isolation until we get the results back and continue to provide all the care they require in relation to their initial reason for admission and any additional requirement’s associated with COVID-19 symptoms. Any positive cases at the Hospice, including deaths, are reported in line with local policy and fed back nationally for monitoring and reporting purposes.
We are experiencing staff sickness on the ward but are presently managing to run the service without having to formally close beds.
Tight restrictions are now in place regarding visiting, allowing close family only to visit those patients who are in their last day/hours of life. We know how difficult this can be for everyone, so we are embracing technology to enable families and friends to remain in contact with their loved ones 'virtually'.
TestingWe currently have an agreement with the local occupational health department to undertake testing of all front line staff. We are able to test an average of 10 people a week. This has helped us to identify staff who have COVID-19 after developing symptoms and support them back to work as soon as they are well enough to return. We are also testing their relatives with symptoms, as if they have a negative test result it prevents the member of staff having to be in isolation for 14 days. You may be aware that the government have now announced the expansion of testing to all essential workers and their families so we will monitor how this develops in relation to staff at LOROS.
Personal Protective Equipment (PPE)Date updated: 5th May 2020
We're pleased to report that we have ample PPE to keep everyone at the Hospice safe and protected.
We are aware that this is probably the next most topical issue. We wanted to reassure you that we continue to follow national guidance in relation to the appropriate use of PPE and currently have adequate stock levels to ensure all relevant staff are protected. Along with our NHS colleagues and other health and social care providers, we have had recent challenges in sourcing PPE and are following the local escalation process to ensure we can obtain the equipment we need to keep our patients and staff safe over the coming weeks. We have also had a number of donations from a variety of sources across our local community which we are extremely grateful for. In addition we are exploring a number of other opportunities particularly in relation to sourcing long sleeve gowns as there is a significant national shortage of these items. We would like to acknowledge the hard work of Naz Ghumra in tirelessly searching for all types of PPE from numerous sources over recent weeks and to other healthcare organisations who have with provided us with supplies. A number of Trustees have also helped us to obtain supplies and Dunelm have very kindly offered us 50 long sleeve gowns (35 received to date) as part of their campaign to support the NHS with this much needed element of PPE.
It's really important that staff feel reassured that we are sourcing the required PPE to ensure our frontline staff and patients are safe. A number of people have enquired about whether we should do a public appeal. We do not feel this is necessary at the moment but if we need to do this, we will. If staff have any contacts or ideas about sourcing PPE could they please raise these directly with Jo Kavanagh or Jo Hyde.
HR InformationDate added: 21st September 2020
You will recall at the beginning of the annual leave year we wrote to inform you that due to unprecedented times LOROS felt it was necessary to include some additional measures with regards to booking annual leave for 2020/21. As part of this communication we said there is a requirement for all staff, regardless of their current working arrangement, to take 25% of their annual leave entitlement (excluding Bank Holidays) by the end of July 2020.
On reviewing this, we had contemplated requesting staff to take a further 25% (50% in total) by the end of October 2020, however as we are already fast approaching the end of this period we have once again reviewed the situation. As a result I can confirm there is a further requirement for staff to take 66% of their annual leave by the end of December 2020. The purpose of this decision as stated in previous correspondence is to alleviate the pressure that could potentially be placed on LOROS in the future if everyone carries forward their annual leave. As you will all appreciate taking annual leave provides essential rest and keeps people healthy both physically and mentally and is extremely important during the challenging working practices we are all currently dealing with.
We acknowledge there may be some exceptions, for example staff who are providing patient care and other roles that are seen to be critical during this period of time. This being said we would still encourage staff to take leave where possible however, any of this leave not taken by the end of December will need to be pre-authorised by the staff member’s line Manager and Human Resources.
You may be aware the government has as part of COVID-19, introduced temporary legislation to enable organisations to make business decisions around annual leave being able to be carried forward for a 2yr period. LOROS will continually consider this as further decisions are made regarding annual leave. We can confirm at this stage, as a minimum, if staff are unable to take their full entitlement by the end of the leave year (March 2021) staff will be able to carry over up to a week’s entitlement into 2021/22.Should you require any clarity with regards to this email then please do not hesitate to contact the HR department.
Date added: 17th June 2020
The VR ProgramneThe VR Programme has now been communicated across the organisation, to our furloughed staff and to our volunteers. All of the information you need is contained in John Knight's email dated 17th June 2020.
The Programme is open to all members of the LOROS staff team with the exception of nurses and health care assistants. It is open from 17th to 28th June 2020. If you have any questions, please speak to either your line manager or Jayne Highland.
Date updated: 29th April 2020
Annual leaveDuring these unprecedented times LOROS feels it is necessary to include some additional measures with regards to booking annual leave for 2020/21. The purpose of this is to alleviate the pressure that could potentially be placed on LOROS in the future if everyone carries forward their annual leave. As you will all appreciate taking annual leave provides essential rest and keeps people healthy both physically and mentally and we do not want anyone to be disadvantaged by the current situation.
We have therefore agreed that it will be a requirement of all staff, regardless of their current working arrangement – i.e. staff working at the hospice, staff working at home and furloughed staff, to take 25% of their annual leave entitlement (excluding Bank Holidays) for 2020/21 by the end of July 2020. Please note that in line with new employment guidelines furloughed staff will be paid at 100% when on annual leave. This includes Bank Holidays.
We appreciate there may be some exceptions, for example staff who are providing patient care and other roles that are seen to be critical during this period of time. This being said we would still encourage staff to take leave where possible however, any of this leave not taken by the end of July will need to be pre-authorised by the staff member’s line Manager and Human Resources.
Without exception, all carry-over of annual leave from 2019/20 must be taken by week commencing 10 May 2020.
The government has as part of COVID-19, introduced temporary legislation to enable organisations to make business decisions around annual leave being able to be carried forward for a 2yr period. LOROS will continually consider this as further decisions are made regarding annual leave. We will continue to review the situation and provide further clarity regarding this situation no later than mid July 2020.
PDR ProcessDue to the impact of COVID-19 we acknowledge it will be difficult to undertake our usual timeline for completing staff appraisals. We have therefore agreed that this process will not take place until September 2020 and only if Heads of Department/Line Managers feel that it will be beneficial to undertake appraisals to support staff and clarify work priorities for the remainder of the financial year – i.e. to end of March 2021.
Prior to the next round of appraisals we will review the current PDR process and implement a new more streamlined approach for all staff to undertake from April 2021 onward.
Sickness Absence ReportingSo that we are able to collate and provide accurate and consistent information with regards to Coronavirus sickness absence reporting please complete this form if you become unwell. Once completed all forms should be forwarded to Human Resources.
Please also use SelectHR to continue to record sickness and holidays as you would do normally. You can access SelectHR here.
Furloughed Staff< For staff who have been furloughed, please see the section for furloughed staff on this page. We have also produced a helpful Q&A document to answer your questions surrounding furlough. If your question is not covered in this, please speak to your line manager or director.
Financial InformationDate added: 29th April 2020
You will be aware that LOROS, like many charities is experiencing financial challenges due to COVID-19. Due to the closure of all of our 29 shops and the postponement or cancellation of a number of our key events we are likely to see a deficit of around £1.4 million over the coming 6 months. The senior management team, predominately Wayne Matts our Director of Finance, Caroline Baker, Director of Income Generation and Business Development and Karen Ashcroft, Director of Strategy and Development have been exploring a variety of different ways to cover this shortfall. This along with the money John Knight emailed about last week, that was recently committed by the government to support charities through this difficult time, is helping us to secure our cash flow over the next few months and ensure we can cover salary costs and other essential expenditure.
Facilities and operations informationDate updated: 5th May 2020
- Do not order any personal items to be delivered to the Hospice or LPDC
- Do not order anything but essential items. Please liaise with your Head of Department if you are unsure what is essential.
Health and Safety InformationDate updated: 22nd May 2020
Fire Assembly points
With the reduced staff presence at the Hospice due to the COVID-19 pandemic we have carried out a review of the fire and emergency procedures.
With many employees working from home or furloughed there are significantly fewer staff working on site, and this has had a corresponding effect on the membership of the Hospice Fire Team.
In order to allow the remaining members of the Hospice Fire Team to manage an emergency situation more effectively we have decided to temporarily close Fire Assembly Points 2 and 3.
If you are working at the Hospice and the fire alarm sounds please leave by the nearest safe exit and proceed externally to Fire Assembly Point 1, which is situated in the corner of the front car park near to main reception, see the plan here. All ward based staff will continue to work to the existing fire procedure for the ward areas.
Fire Assembly Point 4 remains open for use of staff and visitors to the LPDC.
Thank you in advance for your cooperation.
Homeworking Risk AssessmentsAs many of you will now be working from home please consider the health, safety and wellbeing implications of carrying out your job from home. You could find yourself working from home on a regular basis and for a long period of time, therefore you must carry out an assessment of your home working environment.
Please complete the Home Working Risk Assessment which takes you through all the practical aspects of working from home and send the completed copy to firstname.lastname@example.org.
We appreciate that everyone’s home circumstances are different and that many of you will be working in an environment that is far from perfect. However there are a few simple steps that you can take to improve your home working environment:
Please use the Home Working Risk Assessment to ensure your home working environment is as functional and safe as it can be, remember you can contact me anytime for any advice and support.
One other aspect of home working that is sometimes neglected is the wellbeing of home workers. As human beings we all thrive on the social aspect of going to work, you may find yourself missing the camaraderie and the hustle and bustle of being at work. Please take the time to read the following tips for staying healthy while working at home:
Homeworking informationDate added:21st September 2020
LOROS Future Working ExpectationsPlease read and familiarise yourself with the guidelines for future working expectations at LOROS. This should now be adhered to in all meeting whether they are through Teams or on site.
Date added: 24th March 2020
At this time we ask that you work from home whether or not you have a full day’s work to do. We are endeavouring to have as few people at the hospice as possible for obvious reasons.
Date added: 20th March 2020
You may be aware that the Senior Team and other Heads of Department are meeting daily to respond to the ever changing situation and to plan as far ahead as possible with practical solutions.
With the advance of COVID 19 we have been planning how best to implement remote or home working (hereafter referred to just as home working) for team members across LOROS. There is every chance that this change – at least for the coming months – will make the hospice feel different. LOROS is a fantastic organisation and that is because of you and everything you bring to the workplace. We must retain that sense of team and the professional intimacy that makes our charity such a great place to work.
As a planning group we do appreciate that this form of working is not practicable for everyone and, with that in mind, please review what follows both with respect to your job role and also in conjunction with your line manager. In particular if you are an administrator you will need to speak to your line manager as your presence at the hospice may be essential. We do feel that some presence of team members in the hospice is necessary to both ensure the core delivery of services and also that essential hospice based roles are covered. To achieve this some teams will be split, some working from home and some coming in to the hospice on a rotational basis. Your line manager will decide that in consultation with you.
To that end;
- LOROS will introduce home working from Monday 23rd March.
- You will need to have this form of working agreed by your manager and remain accessible either by e-mail or by phone.
- Your manager will have an overview of the team – and some form of rota that clarifies who is either working from home or in the office. This will cover an initial 2 week period.
- What can be meaningfully achieved at home and what you may need to come to the hospice to do.
- Our guidance to home working, information governance and an introduction to Office 365 is available here, please ensure that you review it.
- Home working does not stop you taking any previously approved annual leave, indeed please do not assume that you can cancel pre-booked annual leave just because home working is now permissible.
- If any staff member had an agreement to carry over annual leave we are now insisting that this leave be taken by the end of April through agreement with your line manager.
- As stated we are initially planning this approach for the coming 2 weeks being w/b 23rd and w/b 30th March.
- Further plans will then be developed and communicated to you before the end of this period. Please ensure that you stay in touch with your line manager and seek out evolving information rather than waiting for them to come to you.
- Where ever possible you will be provided with the necessary resource to work at home – laptop, mobile phone or other essential items and where necessary technical support / tutoring to enable you to do so. In the first instance please read the attached guidance and please be mindful that there are significant additional pressures upon the IT team at this time.
- Please note that as a hospice employee, and if personally relevant, you have ‘key worker status’ that enables you to have your children cared for by their school. This has been confirmed by Hospice UK and their negotiations with Government. It applies no matter what your job is in the hospice.
- Your flexibility during these challenging times is much appreciated and could include being redeployed to work not just from home but also possibly in another areas of the hospice (i.e. Reception duties)
Once again my sincere thanks to you for your role in helping navigate LOROS through this time. We are of course all engaged ultimately to provide excellence in end of life care for patient and their families. Staying true and focussed upon that central mission is vital not only to sustain LOROS in the coming months but also to ensure we emerge from the pandemic as a thriving charity.
Information GovernanceDate added: 10th July 2020
Since the lockdown started in March 2020, we have only had one Information Governance (IG) breach or incident reported on Sentinel. This is lower than we would expect in a three month period.
While this may be due in part to a reduction in activity and some staff being on furlough, it is hard to imagine that there have been no other IG near misses, incidents, or breaches in this time.
With so many people working from home, and working remotely, the importance of good governance and safety of data is more important and of higher risk than ever before. We are conscious that we are also trialling new methods of communication and sharing more health data than we are used to. It is therefore vitally important that we are always mindful that personal data is confidential and sensitive and that we have a responsibility to ensure it is managed as such at all times.
We therefore want to reiterate the importance of reporting all IG incidents, including near misses, on Sentinel, however minor they may appear. This includes anything from sending emails to the wrong person or not blind copying external email addresses to losing information or any unauthorised access.
If incidents are not reported we are unable to identify trends, make improvements or changes to processes, highlight areas where training is needed, or report reliably to the Board of Trustees and the Information Commissioner, all of which help us to ensure we are protecting our communities’ data.
If you are unsure how or what to report please seek advice from your line manager, Naomi Lunn (IG Lead) or Michael Bridge (H&S Officer).
What’s App usage
We know that many people use WhatsApp to communicate, and that there are many staff WhatsApp groups set up across LOROS. We appreciate that these can be a great way to keep in touch with each other and can also act as a support mechanism for staff.
It is however important to acknowledge that these groups are for social use only, as have not been formally set up by LOROS to be used for work purposes.
There should be no confidential information shared on these groups, in particular any patient identifiable, medical records or staff data.
As they are not official LOROS communication channels please be mindful that anything within these groups is not official/authorised information. This will always be shared through the approved channels – for example these pages, Ask John, staff information sessions (via Zoom) and email.
IT Support, SystmOne and GDPR informationDate updated: 7th April 2020
Before contacting our IT team for support please read through the following:
Marketing and social mediaDate added: 29th April 2020
Social media guidanceWe fully appreciate that given the challenging times it can boost morale to have some fun whilst as work, potentially taking photos and videos which you may then want to share with friends and family on social media.
We clearly don’t want to completely stop this type of activity but can we ask you to please consider how this could be perceived by others who may see it when, for example, posts are shared on Facebook. Most people understand the need for light relief in these difficult times, but others may have recently lost a relative to COVID-19 and will not feel that we are being very sensitive in our approach. I know you are all aware that the reputation of the organisation and the continued support from our local community is paramount and we must we mindful of this in all we do, particularly when we are representing LOROS.
Good news storiesOur Marketing team are currently looking for 'good news' stories, examples of how staff are 'stepping up' and the difference we are making at this difficult time, so please remember to send any examples to the marketing team.
As I am sure you can appreciate, we are carefully managing our external messaging with regards to all operational issues including PPE and caring for COVID patients, so can I remind staff to ensure that all operational information is treated confidentially . If you have any concerns please raise these with your line manager in the usual way.
Income generation informationPlans for all LOROS Income Generation teams will be updated shortly.
FundraisingDate updated: 20th April 2020
Please see below for changes to planned events:
EnterprisesDate updated: 30th June 2020
Due to the recent tighter lock down restrictions imposed on Leicester, we've had to close some of our recently opened shops.
We have also had to close both of our warehouses so, from Tuesday 30th June, we will NOT be accepting donations at all.
The following shops are CLOSED until further notice:
· Glenfield Warehouse
· Wigston Superstore
· Gypsum Close Reuse Shop
· Queens Road bookshop
· Oadby.The following shops remain open from 10am-3pm on selected days. Please note: These shops will NOT be accepting donations.
· Ashby: Tuesday, Thursday and Saturday
· Lutterworth: Tuesday, Thursday & Saturday
· Biggin Street, Loughborough: Monday to Saturday
· Coalville (both shops): Monday to Saturday (closed Thursdays)
· Loughborough children’s shop: Monday to SaturdayAll our other shops remain closed for the time being.
When you visit you’ll see we’ve made a few changes to the shops to ensure the safety of our customers and volunteers. We hope you’ll understand that we’re doing everything we can to keep your experience enjoyable as well as safe.
To find the location of our shops and warehouses visit loros.co.uk/shops
LotteriesDate updated: 1st September 2020
To all of our supporters who play our weekly lottery, thank you. We’re working hard to ensure that the weekly draw continues.
Your support is vital, now more than ever before! We must ensure that we continue to provide patient care and family support, during these difficult and unprecedented times. Our patients still need us.
From July, we reinstated some of our cash rounds. If you are a cash player and your round hasn’t started yet, you will receive a letter regarding collections in your area during September. Due to either a Collector or a member of their household shielding, it may not be possible to reinstate all cash rounds. If you’d like to play and pay another way, why not give us a call on (0116) 231 8430 or sign up online.
Please note, the Lottery office will remain open, but with limited staff during this time. If we are forced to close, then the answerphone will be on for messages to be left. These messages will be picked up periodically. You can e-mail us at email@example.com, this will also be monitored during office hours.
Thank you for your ongoing support in these difficult times. We endeavour to make informed decisions based on official guidance and advice given by the Government. It is our priority to continue to provide a service, and keep us all safe. Please do not hesitate to contact the Lottery team if you have any queries.
Information for furloughed staffFor all of our staff that are currently furloughed, you will receive all of the latest news and updates via HR to your email. If you need to update your contact details, you can do so by logging into SelectHR here.
Date added: 25th May 2020
Keep up to date on what's happening at LOROSTo keep fully informed, please remember you can also:
- Access all staff news and information via the Staff Internal Homepage.
- Access information from the senior team about the Hospice’s future here.
- Find out about all the upcoming Ask John Zoom sessions here.
- Read the latest issue of our monthly eNewsletter - the Hospice Pin Board - here.
- Access our weekly Health and Wellbeing Programme here.
Date added: 14th May 2020
Looking aheadWe have introduced a new page called Looking ahead (Follow the link in the side bar or click here) which will feature regular video updates from John, and other members of the senior team, about the future of the Hospice. Here you will also find information on the upcoming Ask John Zoom sessions available for all staff.
Please don't forget that we will also answer any questions you may have, by emailing firstname.lastname@example.org.
Date updated: 14th May 2020
Thank youThanks to all of you for your continued support during this difficult time for our wonderful charity.
Once again, we want to ensure that you know how valued you are and to convey the immense gratitude that we, the senior team and Board of Trustees have for each and every one of you at this challenging time.
We are pleased to let you know that our Health and Wellbeing Programme is now available. The programme is available for all staff and volunteers and changes weekly. Follow the link in the side bar or click here. We acknowledge that this will be an anxious time for many and hope that these measures go some way to alleviate any feelings of isolation you may have.
We have produced a helpful Q&A document to answer your questions surrounding furlough. If your question is not covered in this, please speak to your line manager or director.
Please keep in touch. If you need to update your contact details, you can do so by logging into SelectHR here.
Information for volunteersDate added: 15th September 2020
October Zoom sessions for volunteersThe dates have now been set for the next Zoom sessions for our volunteers.
You do not need to download any Zoom applications to your IT equipment, just visit the Zoom home page and join the meetings using the meeting ID and password details that have been circulated via email.
Once again, there is a maximum number of participants (100) that can join each session, so please make sure you arrive promptly for the start.
**The dates and times for the volunteer session will be:**
- Thursday 1st October, 12pm
Date added: 13th August 2020
September's Ask John Zoom sessions for volunteers
Following the success of the last one, the next Zoom session for all volunteers will be on Wednesday 9th September at 4pm.
You do not need to download any Zoom applications to your IT equipment, just visit the Zoom home page and join the session using the meeting ID and password details that were circulated via email.
Please note: there is a maximum number of participants (100) that can join each session, if needed, we will host further sessions.
Date added: 4th June 2020
Information for all shop and enterprise volunteers
A letter from Gary, Retail Manager
I hope you and your family are all well and safe.
I would like to take the opportunity to update you all on our re-opening plan for LOROS shops. A few of you have been on John Knights calls and will have heard hospice wide updates.
We opened our warehouse at Glenfield on Friday 29th May for donations only. This will be open on Mondays, Wednesdays and Fridays between 10am-3pm. Currently our recycling company ARB are closed and have hinted they will only accept certain items once they beginning operating again. They will also be reducing their prices they offer us for our items to be recycled. As a result of this knowledge we are only accepting certain donations at the moment. This will be reviewed once they beginning operating. They send a lot of their items to Africa and with the borders closed they will be unable to move stock on.
We are planning on opening the following shops as a trial, week commencing the 15th June.
· Biggin Street
· Pullman Road
· Devonshire Square
· Queens Road Book Shop
· Coalville – Both shops
· Reuse Shop – date TBC.
These shops will all open to the public from 10am -3pm, although some have reduced opening days; e.g. Lutterworth and Ashby will open Tuesday, Thursday & Saturdays. During this trial we will be able to keep a close eye on how people are shopping and whether it is profitable for us to open more straight away. The trial will last 3weeks before we decide to open more or not and which ones to focus on, or whether we increase opening days and times for the ones above.
We currently have a small set up team going around the above shops setting them up ready for re-opening. We will be opening with reduced prices in all shops to clear some of our older stock, as we do not have a way of recycling culled stock. The team are either swapping or moving fixtures, setting out 2 meter floor tape boxes or lines, and ensuring there is clear 2m social distancing space for our customers, staff and volunteers. Some shops have been set up with one way systems.
Please see below things we have be preparing and putting into place, or will be in place once we open. The safety of our staff, volunteers and customers is very important to us and this is our focus whilst setting up the shops. We have / will be:-
· Designing posters which are being printed ready to go around the shops, and on our windows explaining what we are doing inside.
· Gloves and masks have arrived for all staff and volunteers to wear at all times during their shift.
· Hand sanitizer will be provide for staff and volunteers, and for our customers when they enter the shops.
· We will be limiting the amount of customers in the shop at any given time.
· We have increased contactless payment to £45 and this will be the encouraged method of payment.
· Fitting rooms will be closed.
· Till screens installed.
· Refunds will not be accepted to begin with, so we have increased our refund policy by 90 days.
· We will NOT be accepting ANY donations through our shops at all. Donations will ONLY be accepted at our warehouses or we will have a donations van outside your shop at a particular time and day. ( we have to store all donations for 72 hours once we accept them before we are able to manage them – this will not be manageable at our shops)
· All stock will arrive sorted in frequent deliveries upon the shops request.
· Maximum number of volunteers allowed on a particular shift.
We would love to have all our wonderful volunteers back working with us. We are still following government guidelines on who can be asked to work for us at the moment. LOROS has made a decision that we can ask all volunteers back, regardless of age to support our Shops and Warehouse. This is only for Enterprises at the moment. But we will need to carry out a risk review with anyone that would like to come to work with us at the moment. We will only be contacting people at the moment who has not previous highlighted that they sit within any of the underlying increased risk areas.
Ady Bryan, one of our Area Managers will be calling each volunteer who has not previously highlighted any health risks to us to ask whether they would like to support us at the moment. We really hope you can, but understand that some may not be able to at the moment. We hope that in the future you are able to return once circumstances change. A risk review will be carried out over the phone to those wishing to come back to ensure there are no risks in place to protect you and your colleagues. Calls will only be made to those shops we know are opening. Our managers are being updated all the time, so if you are unsure when your shop is opening, they shall be able to update you. We don’t have dates yet for those that are not on the list above, but we will update as soon as we know.
If your shop is not opening in the first stage but you are able to support one of the above please let us know and we can see what shifts we have available. Our Warehouse at Pullman Road, and Re-use Shop will need a lot of support, and we are trying to build our EBAY team at Pullman Road.
Lastly, I would like to update our Bank Managers. At present we will not be requiring the support from our Bank Managers as a paid member of staff. Whilst we still have Managers and team members still on furlough we will not be able to offer any hours to our Bank Managers. We would still very much welcome your support as a Volunteer should you wish to support your local shop or warehouse when it re-opens. We will be contacting you as the shop opens to see if you are able to support. Bank Managers are important to us as you kindly support when we require additional help, and keep our shops open. I am unable to give a date when we will be able to offer ‘paid hours’ at present as we are living in an unknown environment. Once we have all shops re-open we shall review this.
Please feel free to contact our office if you have any questions on 0116 2313666 or Jo Elliott, Mandatory Training & Implementation Officer for Volunteers on 07392312491.
I want to thank you all personally for your continued support. I am always overwhelmed with the ‘family’ within enterprises and so proud to be a part of it. I very much hope to see you all very soon.
GaryDate added: 1st June 2020
To our valued volunteers, as you may already be aware, 1-7th June is National Volunteer Week and as such we would like to mark the occasion by inviting you to a virtual celebration event at 3:30pm on Thursday, 4th June.
This is an opportunity for us to thank you for your continued support for LOROS and for us to have a social get together which includes a LOROS-themed quiz. You can register for the event here and will receive immediate confirmation of you booking. You will then be contacted by a member of the LOROS team with details of how to access the event as well as some hints and tips for using the technology.
We will also be paying tribute to you all via our social media channels and ask that if you have any volunteering related photos you would like to share, that you email them through to StephanieCvetkovic@loros.co.uk. Please note that sending the images to us implies your consent for us to use them.
Please feel free to bring some cake and a cuppa with you – we very much look forward to seeing you there.
Date added: 29th May 2020
When will you be able to return to volunteering?A question that gets asked often is when will you all be able to return to your valuable roles at LOROS?
We can't wait to be able to welcome you back safely.
But for now, we look forward to celebrating you and your wonderful contribution all next week for Volunteers' Week 2020!
Date added: 15th May 2020
The new Spring Volunteers newsletter is available to read here.
Date added: 14th May 2020
Looking aheadWe have introduced a new page called Looking ahead (Follow the link in the side bar or click here) which will feature regular video updates from John, and other members of the senior team, about the future of the Hospice.
We will also answer any questions you may have, so please send them to email@example.com.
Date added: 13th May 2020
Time to say thanksWe are very much looking forward to celebrating our wonderful voluntary workforce during Volunteers’ Week 2020 which runs from 1st – 7th June. It won’t be the face-to-face party that we had planned but that certainly doesn’t mean we can’t do a brilliant job of making sure you know just how much we appreciate you! Please check back here for details soon!
Date added: 7th May 2020
A new message to all of our volunteers from John Knight, LOROS CEO
Date added: 3rd April 2020
Thank you for your continued help and support. As the coronavirus situation develops and we have increased restrictions on people visiting and staff working from the Hospice, we are currently operating on a skeleton staff and as such your usual co-ordinator may not be available.
If you have questions or queries, please contact Suzann Chantrill if you are a volunteer mainly based within the Hospice, or Jo Elliott if you work in any part of the Income Generation team (which includes Enterprises).
We recognise that this is a difficult time and that some of you will be feeling anxious and perhaps lonely. The information on these pages and in the Hospice Pin Board are for both staff and volunteers, so please do check back regularly. From these pages you can keep up to date with everything happening at the Hospice as the coronavirus situation develops and you can read all of our general news and updates.
We are pleased to let you know that our Health and Wellbeing Programme is now available. The programme is available for all volunteers and changes weekly. Follow the link in the side bar or click here.
The Volunteer Voices team is also available to support you through this time, so please contact Cindy West if needed.
We very much look forward to welcoming you all back to LOROS in the near future and thank you for your ongoing and unwavering support.
Important documents and useful informationLOROS future working expectations (Date added: 21st September 2020)
Privacy notice for COVID-19 keyworker testing (Date added: 23rd April 2020)
Zoom and data protection (Date added: 7th April 2020)
Cyber security and staying safe online (Date added: 7th April 2020)
Q&A document for furloughed staff (Date added: 2nd April 2020)
LOROS Proxy server settings when using a laptop (Date added: 2nd April 2020)
LOROS Guidelines for clinical staff using online video conferencing (Date added: 31st March 2020)
Coronavirus Sickness Adsence Reporting Form (Date updated: 31st March 2020)
Logging into Office 365 and Outlook web access (Date added: 24th March 2020)
Working from Home - IT, GDPR and Office 365 Guidance (Date added: 24th March 2020)
Home Working Risk Assessment (Date added: 24th March 2020)
Visit the Government's Coronavirus website here for the latest information