Vaccination as a Condition of Deployment (VCOD) Report in Oxford Health NHS Foundation Trust

Caring, safe and excellent Vaccination as a Condition of Deployment (VCOD) Report on the situation in Oxford Health NHS Foundation Trust Report on the situation in Oxford Health NHS Foundation Trust w/e 21 January 2022 w/e 21 January 2022 Executive Leads: Executive Leads: Charmaine De Souza (Chief People Officer) for employees, flexible workers and agency workers Mike McEnaney (Director of Finance) for third party contractors Updated: 18th January 2022

Caring, safe and excellent Introduction The Government has passed legislation which requires all individuals who are deployed for the provision of a CQC regulated activity and have face-to face contact with patients or service users in their role to have received 2 doses of a COVID-19 vaccination from 1 April 2022 unless they are medically exempt. To achieve this they must have received dose 1 by 3 February. This is known as Vaccination as a Condition of Employment (VCOD). Any individuals who are deemed to be in scope and have not received 2 doses of the COVID-19 vaccination and are not medically exempt will not be able to work in their current role from 1 April. The Trust is seeking to identify affected individuals and will encourage them to receive the vaccinations to ensure they meet the legislative requirements. Where an individual does not do so the Trust will work through a process with individuals to look at reasonable adjustments and redeployment to allow them to continue to work for the Trust. The reality is that opportunities for redeployment are likely to be limited and therefore there is a strong likelihood that individuals will be dismissed if they do not meet the new requirements. The Trust aims to manage this process in as compassionate a manner as possible and affected individuals will be offered support for seeking new employment opportunities if required. This report will provide a weekly update on the work undertaken and the current situation for the Trust in relation to VCOD.

Caring, safe and excellent Activity Undertaken to Date A multi disciplinary team has been created to manage the VCOD process, a project plan is being developed utilising NHS England guidance and further resource is being brought into this team to manage the project The Chief People Officer emailed all staff whose records were showing they had not received 2 doses of an approved vaccine on 16 December and a reminder letter was sent to the home address of these individuals on 19 January CEO Webinar provided presentations have been made to staff on VCOD. Further information was provided in the CEO Blog and through additional communication updates and staff weekly briefings Staff have been signposted to information and support about the vaccines, their efficacy and how to receive vaccination Criteria for staff in scope (Patient Facing) has been communicated to staff and can be found here. The Patient Facing Status of staff has been updated in the Managers Web Portal, indicating which staff are initially deemed to be in and out of scope. Managers have been asked to review the Patient Facing Status of all staff and highlight any that they believe to be incorrect by 31 January The chairs of staff equality networks and the Head of Inclusion have been consulted to ensure the Trust is doing everything possible to reach all staff groups. The intranet contains 48 leaflets presenting key information on the vaccine in different languages and in different formats to enable all our people to see the information in a way that works for them. Letters are being sent to partners who deliver work under contracts for OHFT to ensure their staff are compliant.

Caring, safe and excellent Numbers in scope for VCOD by staff group NOTE: INCLUDES ALL EMPLOYED STAFF AND FLEXIBLE WORKERS BUT EXCLUDES AGENCY AND HONORARY CONTRACTS UPDATED: 18/1/22 Number of in scope staff who have confirmed they're a firm NO to receiving a vaccine 0 0 0 0 0 0 0 0 0 Number of staff in scope and have no exemption who have NOT had a 1st dose Number of staff in scope and have no exemption who have NOT had a 2nd dose Number of staff in scope but are exempt (any reason) Baseline (Trust defined staff who are in Scope) (HC) Total Trust staff in post Staff group Add Prof Scientific and Technic Additional Clinical Services Administrative and Clerical Allied Health Professionals Estates and Ancillary Students Medical and Dental Nursing and Midwifery Registered Totals: 780 1878 1647 594 290 32 523 1838 7582 34 40 33 27 1 0 13 65 213 780 1877 296 594 272 32 523 1838 6212 50 204 111 31 28 7 112 133 676 66 274 146 45 33 7 125 179 875 Commentary: Staff Group Additional Clinical Services, (non registered clinical staff such as HealthCare Assistants)has the highest number of staff not fully vaccinated - 11% have not received Dose 1 or 204 people - 15% have not received Dose 2 or 274 people Medical and Dental and Admin and Clerical has the highest percentages of staff not fully vaccinated Medical & Dental - 22% have not received Dose 1 or 112 people - 24% have not received Dose 2 or 125 people Admin & Clerical - 38% have not received Dose 1 or 111 people - 49% have not received Dose 2 or 146 people Please note that the Patient Facing Status is currently under review and is likely to increase in the Admin and Clerical and Estates and Facilities staff groups. The final Patient Facing status numbers should be known by 1 February,

Caring, safe and excellent Numbers in scope for VCOD by Directorate NOTE: INCLUDES ALL EMPLOYED STAFF AND FLEXIBLE WORKERS BUT EXCLUDES AGENCY AND HONORARY UPDATED: 18/1/22 Number of in scope staff who have confirmed they're a firm NO to receiving a vaccine 0 0 0 0 0 0 0 Number of staff in scope and have no exemption who have NOT had a 1st dose Number of staff in scope and have no exemption who have NOT had a 2nd dose Number of staff in scope but are exempt (any reason) Baseline (Trust defined staff who are in Scope) (HC) Total Trust staff in post Directorate Buckinghamshire Mental Health Community Services Corporate Services Flexible Workers Oxfordshire and SW Mental Health Specialised Services Totals: 869 2168 1275 1075 1594 601 7582 22 83 24 10 60 14 213 743 1918 676 959 1374 542 6212 73 106 121 238 95 43 676 106 155 148 274 129 63 875 Commentary: Flexible (bank) Workers has the highest number of staff not fully vaccinated - 22.3% has not received Dose 1 or 238 people - 25.7% has not received Dose 2 or 274 people

Caring, safe and excellent Numbers in scope for VCOD by Ethnic Origin NOTE: INCLUDES ALL EMPLOYED STAFF AND FLEXIBLE WORKERS BUT EXCLUDES AGENCY AND HONORARY UPDATED: 18/1/22 Number of in scope staff who have confirmed they're a firm NO to receiving a vaccine 0 0 0 Number of staff in scope and have no exemption who have NOT had a 1st dose Number of staff in scope and have no exemption who have NOT had a 2nd dose Number of staff in scope but are exempt (any reason) Baseline (Trust defined staff who are in Scope) (HC) Total Trust staff in post Directorate Non-BAME or Unknown BAME Totals: 5929 1653 7582 170 43 213 4753 1459 6212 435 241 676 558 317 875 Commentary: There is a higher proportion of unvaccinated staff from the BAME group than the Non BAME / unknown group BAME staff - 15% - 19.7% has not received Dose 2 or 317 people has not received Dose 1 or 241 people Non-BAME or Unknown. - 7.6% has not received Dose 1 or 435 people - 9.7% has not received Dose 2 or 558 people

Caring, safe and excellent Next Steps Confirmation of staff in scope according to Trust definitions. Communications have been issued asking managers to confirm patient facing status for all their staff by 31/1/22 Reminder letter to those whose records do not show 2 doses of approved vaccine being sent to home addresses 19/1/22 Consider pausing recruitment for non-patient facing posts so post is available for potential redeployment. Note however that such posts are very low in number Develop and communicate processes for redeployment and potential termination of employment in accordance with NHS England guidance. Work with ICS colleagues to explore potential redeployment opportunities across the region and a package of outplacement support Continue to engage with NHS England to ensure approach is consistent with expectations and central guidance Secure additional HR resource to deal with the peak in workloads between January and May Work is being undertaken to identify where VCOD may have an impact on staffing levels and plans are being developed to mitigate this include those for increased recruitment of permanent and temporary staffing. Inclusion of an additional page in this weekly report showing status of individuals working in the Trust who are not employees such as students not on ESR, Agency Workers, individuals with Honorary contracts, volunteers , contractors Integrate with National Vaccination database to maximise knowledge of vaccinated staff using national solution (System C). Gather evidence of vaccination status to comply with regulations where data is not provided through the National Vaccination database

Caring, safe and excellent Executive Actions for the next period 3rd Party Providers/ Contracts: Further analysis taking place this week on our commercial contracts; reviewing our governance and systems to ensure that no third party workers are provided in breach of the regulations (Director of Finance) Impact on Service delivery: Ongoing engagement taking place with Service Directors, to understand the impact of legislation at service level; and to plan mitigations to disruption to patient care after 31 March 2022. In parallel, prioritization of recruitment campaigns against the staff groups / locations that we are potentially see further gaps in staffing. (MD, Communities/MD, Mental Health) OHFT Volunteers:work underway to understand vaccination status of volunteers via active communications this will also include work to understand the status of Governors. (Director of Corporate Affairs/Chief People Officer) Communications: Further internal promotion of the support available to staff via local and national channels including forthcoming national webinars on topics such vaccines and fertility; vaccines and your faith; vaccines and the science taking place in the next week. (Director of Corporate Affairs/Chief People Officer) Staff: Will continue to follow national guidance, next stage will be formal review process with all staff who have yet to have first vaccine to discuss possible adjustments and to make clear the implications of the legislation to them; followed by a formal meeting after 3 February if still unvaccinated. (Chief People Officer)