Remote Working Guiding Principles - updated 6 October 2020
As we continue to work through the pandemic, it is critical that our services are able to respond to changing requirements in an agile way. However, at the same time, we must continue to ensure that we are able to work safely. We are encouraging teams to collectively consider and agree new ways of working; think innovatively about what would work best for your team, what tasks need to be completed in the workplace, what can be completed remotely, and the resources available to you. This will ensure we can all continue to contribute valuable work, and in turn provide quality patient care and services.
Watch this short film to see how you can consider remote working with your team - https://youtu.be/oJoPDtD_npk
This guidance will support both the individual and the manager to ensure working remotely is a positive experience for the individual, the team and the service. For more information see: Remote-Working-Guidance-for-Managers-and-Employees
The guidance will continue to be reviewed and developed during the period of Covid-19, and in line with Government guidelines, however, below are some guiding principles when considering remote working
- Remote Working: To become a modern and model employer, we must build on the flexible working changes that are emerging through COVID-19; supporting staff, patients and families to remain safe, whilst also supporting staff to maintain a healthy work-life balance.
- Roles Required on Site: Understanding that we have a great number of teams with roles which require staff to have an on-site presence, consideration should be given to allowing staff to work remotely on a rotational basis on days when they are not required to be on site. Discuss as a team what work can be done remotely and what work needs to be completed on site. This can be linked to considerations around workplace configurations, and the rotation or cohorting of staff based upon individual working patterns, to support social distancing.
- Flexible Working Hours: Teams should discuss and agree the flexibility of working hours and availability of staff both working remotely and within the workplace, taking into account each person's individual preferences, personal circumstances and the needs of the team and service. This will also enable managers to limit the number of individuals within a workspace at any one time, as well as enabling staff to avoid peak travel times when using public transport. Managers may be able to be flexible about when the work is done and be supportive to some duties being completed outside of normal working hours. Note where staff have requested to work in what would normally be deemed to be unsocial hours this work will not attract any form of pay enhancement.
- Personal Preference: We may have a number of individuals who do not wish to work remotely for various reasons, such as not having a suitable place at home from which they can work, increased distractions, or working styles and preferences. Line managers and their teams need to consider together how these staff could beneficially support the completion of key on-site tasks and other colleagues.
- Access to Shared Folders and Hardware: Hardware and remote access can be requested from IT via your General Manager, following the guidance below. Rostering or prioritising individuals may be required depending on the availability of equipment, and we recommend you discuss and agree this as a team. Access to some systems is available via a non-Trust device such as a home PC, with further details in the guidance below.
- Health, Wellbeing and Safety: We encourage line managers and their teams to continue to consider everyone’s health, well-being and safety, ensuring all staff continue to feel a sense of team, regardless of their working location. Ensure there is an effective process for 2 way communication, to enable all staff to feel comfortable in providing feedback and putting forward ideas for continuous improvement, and take the time to celebrate successes. Manager’s should regularly check-in with team members who are working remotely.
- The Digital Workplace: Staff use of technology should be encouraged wherever possible, to increase team connectivity and meeting effectiveness. Microsoft Teams has been implemented and provides features such as instant messaging, voice and video conferencing and screen sharing. Click here for guidance on accessing and using Microsoft Teams.
- Lessons Learned: We encourage all teams and departments to consider what has worked well during our response to Covid-19, and the new ways of working you wish to continue longer term, utilising these solutions to additionally support the continuation of social distancing and remote working.
Remote Working DSE Assessment Form
Click here for the latest Display Screen Equipment (DSE) Assessment for Remote Workers form - 16/06/2020
Remote access to Trust IT systems
If you only require access to Trust email, all colleagues can access email online via the nhs.net website using any personal device. Visit https://portal.nhs.net/ and log in using your nhs.net email address and password.
If you need remote access to other LTHT systems, there are two options:
- Limited system access using a non-Trust device (e.g. home desktop)
- This option allows access to a limited set of applications (Xero, PPM+, Patient Pass, LTHWeb, AVA Telephone Directory, Leeds Health Pathways, Incident Reporting, Melvis, ICE/Ordercomms (via Internet Explorer only). To see an updated list of web applications available please click
- Access to data drives (e.g. G:) will not be available.
- We are currently testing additional applications to see if they work via this mechanism and will issue an update when appropriate.
Full system access using your existing Trust laptop
- This provides access to all trust systems, applications and data drives (e.g. G-Drive)
To request access to options 1 or 2 please complete and submit a Remote Access Request form, available to download below. Please note that due to unprecedented demand fulfillment timescales are longer than usual so please bear with us.
The Trust has limited capacity to support remote working and we would therefore ask you to consider the following guidance:
- If you only require access to email you do not need a remote access VPN connection
- If you are working on a document, please disconnect from the VPN remote access network
- Do not leave connections/systems open when not required
- Ensure you log off and shutdown at the end of your working day to alleviate pressure on the systems
If you have any questions about remote working, please contact the Informatics Service Desk (firstname.lastname@example.org)
A further guide to staff working from home can be found here
NHS Mail - guidance for shared PCs
The Trust has identified an issue that is affecting staff who use a shared PC to access their NHS mail account. This is a result of the recent NHS mail refresh to the Office 365 based platform and is also affecting other organisations going through this transition. The issue identified is affecting shared PCs such as Kiosks, WOWs or PCs located in communal areas. Staff are finding that when they try to log on to their NHS mail account, they are being taken to another staff member’s NHS email account automatically.
Read the guidance here, which explains how to access your NHS mail account from a shared PC safely.
Trust IT systems and remote access
The Trust Informatics team are regularly publishing the latest IT updates during the pandemic, including support for remote working. Please access the latest information here
Previous updates include:
Click on the links below for other related IT updates:
- Staff behaviours when working from home
- A guide to accessing and using Microsoft Teams
- Application access from personal devices
- Cyber security at home
- Keeping in touch with patients and colleagues