Lone Working Policy

1. Purpose

The purpose of this policy is to protect all individuals who may be required to work alone within The Dawn Lister Therapy Centre (DLTC) and to ensure that appropriate measures are taken to minimise risks associated with lone working.

This policy applies to therapists, supervisors, teachers, and room hirers using DLTC premises. It does not apply to trainee counsellors, who must never work unsupervised within the building.

2. Definition of Lone Working

Lone working refers to any situation in which a person works without direct supervision or where they are out of visual or auditory contact with colleagues.

  • Working early mornings or late evenings when no one else is present.
  • Conducting sessions when the only other individuals on-site are clients.
  • Working during weekends or out-of-hours to prepare therapy rooms or classes.
3. Responsibilities

DLTC Directors

  • All lone working activities are risk assessed and regularly reviewed.
  • Methods of communication are clearly agreed with lone workers.
  • Emergency contact details are available and up to date.
  • Appropriate safety measures (e.g., secure entry systems, alarms, mobile phones) are in place.
  • No trainees are permitted to work in the centre alone.

Therapists, Teachers, and Other Lone Workers

  • Taking reasonable care of their own safety and that of others.
  • Ensuring the front door is locked between sessions when no other staff are present.
  • Informing Directors if they have any health conditions or disabilities that may increase lone working risks.
  • Carrying a mobile phone and ensuring emergency contacts are accessible.
  • Letting a colleague, friend, or other trusted contact (Director can perform that role if specifically agreed) know their expected schedule and departure time.
  • Agreeing a course of action with the colleague, friend, or other trusted contact so that there is clarity of what to do in an emergency
  • Reporting any incidents or concerns as soon as possible.
4. Communication and Monitoring
  • DLTC will maintain an agreed check-in procedure for those working alone.
  • Lone workers should confirm their arrival and departure times with a designated contact.
  • If a lone worker fails to make contact as expected, the designated person will initiate the agreed emergency response plan.
5. Emergency Procedures
  1. Call 999 immediately if there is an imminent threat to personal safety.
  2. Contact a DLTC Director once safe to do so.
  3. Record the incident in the Incident and Accident Log (see appendix 1) and share with the Director within 24 hours.
6. Personal Safety Measures
  • Keep the main door locked between sessions when alone.
  • Schedule potentially high-risk clients only when other staff are present.
  • Familiarise yourself with emergency exits and alarm locations.
  • Trust your instincts — if a situation feels unsafe, end the session and seek support.
  • Report any threats, suspicious behaviour, or environmental risks immediately.
7. Related Policies
  • Health and Safety Policy
  • Safeguarding Policy (v3)
  • Clinical Responsibility Policy
  • Risk Management (Trainees)
8. Review and Version Control

This policy will be reviewed annually, or sooner if changes occur in legislation or DLTC operational practices.

v7.11.25_Aligned – Updated for consistency with DLTC Health and Safety, Safeguarding, and Clinical Responsibility Policies; clarified procedures for communication, emergencies, and director responsibilities.

 

 

APPENDIX 1

Incident and Accident Log Template

Version: v7.11.25_Aligned

Review Date: Annually or following any significant incident

Purpose

This log is used to record all incidents, accidents, near misses, or safety concerns occurring within DLTC premises or during DLTC-related activities (including lone working). Accurate and timely recording supports health, safety, and safeguarding compliance and enables lessons to be learned from all events.

Instructions for Completion
  • Complete this form as soon as possible after the incident or accident.
    • Submit the completed record to a DLTC Director within 24 hours.
    • If the incident involves injury, safeguarding concerns, or property damage, notify a Director immediately.
    • All information will be handled confidentially and stored in line with GDPR and DLTC’s Data Protection Policy.
1. Basic Information
Date of Incident / Accident  
Time  
Location (Room / Area / Off-site)  
Person Completing Report  
Role / Position  
Contact Details  
Persons Involved (Names, Roles, Contact if applicable)  
2. Description of Incident / Accident

Describe what happened, in factual and chronological order (include events leading up to the incident, actions taken, and any immediate consequences):

 

3. Nature of Incident

☐ Accident (injury sustained)
☐ Near miss (no injury but potential for harm)
☐ Threat or aggression
☐ Security breach (unauthorised access, theft)
☐ Health or medical emergency
☐ Environmental hazard (fire, electrical fault, unsafe area)
☐ Safeguarding concern
☐ Other (please specify): _________________________

4. Injuries or Damage
Physical injury  
Emotional distress  
Property or equipment damage  
First aid given (if applicable)  
Medical treatment required  
Emergency services contacted (yes/no)  
5. Immediate Action Taken

Detail steps taken immediately following the incident (e.g., making area safe, assisting individuals, contacting emergency services):

 

6. Follow-Up Actions Required

Outline further actions to be taken (e.g., repairs, policy review, risk assessment, communication to staff, support offered):

7. Reporting and Review
Action Completed By Date / Time
Incident reported to DLTC Director    
Entered in DLTC central Incident Log    
Reviewed by Health & Safety / Safeguarding Lead    
Follow-up discussion completed    
8. Additional Notes

 

9. Sign-Off
Signature Name Role Date
Person Completing Report      
DLTC Director / Reviewer      
Retention and Confidentiality

All incident and accident reports will be securely retained for a minimum of seven years in accordance with DLTC’s Data Protection and Health & Safety policies. Records will be reviewed periodically to identify any patterns or areas for improvement.