Safety Manual:
Home and Field Visit Safety

The purpose of this plan is to provide measures to promote home and field visit safety for all NKY Health staff. 

This plan applies to anyone representing NKY Health on home or field visits, and represents a proactive philosophy of risk prevention among all NKY Health staff. A home or field visit is defined as any contact or attempt to contact a client and perform a service outside of/away from NKY Health facilities. Home and field visits include services performed as a preventative or program visit, during inspections and investigations, and at off-site events including but not limited to fairs, festivals, organizational events, or inside/outside a NKY Health mobile unit.

Prior to providing home and field visit services, all staff must review this document. When providing the services, they must follow the guidelines as stated herein. Training records for NKY Health Employees are maintained in a learning management system and/or personnel files

• Review the client’s record, chart, or file. If the client is an established client, it may be useful to talk to the other staff members about the client.

• Use your work phone when making appointments or follow up calls. If you use your cell phone, be aware that this client will very likely see (have) your cell phone number. 

• When you contact the client for an appointment, politely gather pertinent information about pets, possible infestations (bed bugs, lice), and other persons who will be in the home. You may also politely gather information about any cultural or religious practices (taking shoes off, prayer times, meal times) that you should be aware of. 

• Consider timing of the visit. Early mornings may be safer in some areas. Plan visits during daylight hours if possible. Evening and weekend visits must have prior approval by the appropriate supervisor.

• Try to plan so that multiple visits in the same area can be made during the same timeframe.

• Try to plan the most direct routes. If possible, check for construction or traffic delays or road closures affecting your route.  

• Know the location of the visit. Be aware of the community and possible areas of concern. If uncertain of the location, use GPS devices, maps, other staff members or community resources such as the police department, post office, housing authority or apartment managers. Map out the safest and most direct route in advance.

• If you have safety concerns or concerns about illegal activity, seek direction from your supervisor. Your supervisor may allow another staff member to accompany you on the visit, a law enforcement official to accompany you, or may suggest another option including meeting at an alternate location.

• Wear shoes and clothing that are comfortable. Avoid wearing expensive jewelry and/or accessories.

• Ensure you use the appropriate Personal Protective Equipment (PPE).

• If you carry cash, only carry a minimal amount.

• Have with you your employee ID badge, driver’s license, car keys, and a fully charged cell phone with emergency numbers programmed.

• Carry only items which are necessary. Keep arms free.

• Never transport a client.

• Ensure your supervisor has your cell phone number.

• Notify your supervisor of your schedule of home/field visits, as directed. Contact your supervisor after the last home/field visit of the day if you are not returning to your work site and/or if the home/field visit extends beyond normal business hours.

• The automobile should be in good working condition: gas tank at least ½ full, working lights and horn, adequate tread on tires, working jack, inflated spare tire, and functional battery.

• Have a resource available to contact in the event of a vehicle breakdown.

• Choose open parking places so that the automobile cannot be blocked or obstructed from view. Do not park in areas where loiterers frequent.

• Be aware of one way and dead end streets. Try to park in the direction of departure.

• Watch for rubble and broken glass that could cause a flat tire.

• Try to park so that the vehicle is visible during the visit.

• Do not block another vehicle in a space.

• Before exiting the vehicle, make sure any perceived valuables are concealed (if they are not taken with you) and that you can clearly see the back seat when you return to the vehicle. 

• Carry car keys on your person for quick access. Keep an extra set of car keys only in your supply bag. 

• Hang a Health Department Official Business sign from the rearview mirror, as appropriate.

• Keep car windows up and doors locked upon exiting the vehicle.

The safety and well being of our staff is of critical importance to NKY Health. Therefore each of us has a responsibility to protect ourselves when on the road, but also do our part to protect others.

Staff required to drive on company business at any time must consistently:

• Wear seat belts and ensure that any passengers wear seat belts while in a moving vehicle being used for company business. (Staff may not have or drive clients in their vehicles - private or company owned - at any time.) 

• Refrain from using handheld cell phones and other electronic devices while driving.

• Use hands-free cell phones and electronic devices only when absolutely necessary (in unusual or emergency circumstances) while driving.

• Refrain from engaging in other distracting activities including, but not limited to, eating, putting on makeup, reading, or changing radio stations while driving.

• Refrain from driving while under the influence of alcohol, drugs or other substances, including certain over-the-counter cold or allergy medications that in any way impair driving ability.

• Follow all driving laws and safety rules such as adherence to posted speed limits and directional signs, and use of turn signals.

• Avoid confrontational or offensive behavior while driving.

• Never allow anyone to ride in any part of the vehicle not specifically intended for passenger use and/or any seat that does not include a working seat belt.

• Immediately report any accidents to local law enforcement and to your supervisor.

• Report any moving or parking violations received while driving on company business and/or in company vehicles to your immediate supervisor within 24 hours of receipt.

• Avoid getting into an elevator alone with a stranger; wait for the next available elevator.

• If you are uncomfortable with someone on the elevator, get off the elevator and wait for the next elevator.

• Stand next to the control panel.

• Be prepared to quickly leave the elevator with any sign of danger.

• As you approach the location, carefully observe the surroundings.

• Attentiveness is your first line of defense.

• Avoid people and groups in the area that seem to be hostile or unruly.

• Be aware of animals and avoid them if possible.

• Look for Neighborhood Watch and Safe Place signs, and signs for the Housing Authority or apartment manager’s office. Be aware of No Trespassing or Beware of Dog signs.

• Know the location of the local police or fire department in case you need to drive there for safety.

• If you arrive early or the client is late or not at home, do not wait in your client’s neighborhood for more than 15 minutes. Appropriate scheduling should minimize such occasions, but if you do need a safe place to wait, use our NKY Health buildings or other public venues. Call your work site to advise your supervisor of your location and/or itinerary change.

• Walk down the middle of the sidewalk -- avoid both curb and building sides.

• Use all your senses to determine potential safety hazards at the site. If you feel that you are in any danger, leave immediately.

• Trust your instincts.

• Use confident body language:

• Maintain a self-assured posture, keeping your head up and shoulders back.

• Walk at a normal pace.

• Maintain eye contact without staring at anyone.

• Avoid areas that leave you isolated from others such as alleys or virtually empty buildings.

• Pause at the doorway and listen, then knock on the door and identify yourself and your organization, and stand to the side of the door until the door is opened.

• Do not enter (or leave immediately) if you suspect an unsafe situation. An unsafe situation may be:

  • Someone is inappropriately dressed

  • Someone appears to be in a state of mental instability

  • Someone appears to be intoxicated, whether under the influence of drugs or alcohol

  • There are indicators of domestic violence

  • Drug paraphernalia, weapons, or other evidence of criminal activity is in plain sight

• Once inside:

  • Be alert at all times for changes in the situation.

  • Find out who is in the home during the visit.

  • Ask that animals be removed from the room and secured.

  • Keep the door in sight during the visit. Identify locations where other people may be present and possible escape routes.

  • Never examine or touch a client or his/her children without prior permission.

  • If it is necessary to use the client’s phone or go to another part of the house, obtain permission first.

• After completion of the visit, thank the client for allowing the visit. Leave a business card with the client. Do not give the client your home address, or home or cell phone number.

• Be aware of activities in the area as you leave the site. 

• Carry your keys in your hand.

• Remain attentive as you get in your car and lock the doors.

• Remain attentive as you drive away.

• Drive to a safe, public area, likely towards your next stop, to complete any necessary documentation.

• Ensure you have all personal protection supplies necessary for the particular service you are performing.  (For additional information see section on Hazard Assessment and PPE.) If you are the "lead" for the event, please ensure supplies for all staff attending. 

• Wear proper clothing and footwear (following NKY Health's dress code) for the service(s) being performed and under what conditions including but not limited to:

  • Stand/walking on asphalt or concrete

  • Walking through tall grasses, cluster of trees, uneven ground

  • Weather including outdoor temperatures (high or low), sun, precipitation, and wind 

• As appropriate, consider: sunscreen and insect repellent; drinking water/hot chocolate; sun visor or cap/earmuffs, scarf, or winter hat; cooling towels / "hot hands".

• Please ask your supervisor if you have any questions.

By policy, staff safety always takes priority over performance of job duties and responsibilities. Staff must not hesitate to leave a location or terminate a visit if there is any doubt that their safety may be at risk.

Staff who find themselves in a dangerous situation, are threatened with a dangerous situation, or staff who are faced with a situation that becomes dangerous during a home or field visit must follow these steps:

1. Immediately remove yourself from the situation. Get in your vehicle and leave the vicinity as quickly and safely as possible.

2. If the dangerous situation follows you, call 9-1-1 to request assistance from emergency personnel.

3. Report the situation to your supervisor immediately.

4. Act upon your supervisor’s direction.

Staff who witness a dangerous or violent situation but are not in danger themselves must follow these steps:

1. Ensure you are completely out of any danger.

2. Call 9-1-1 to notify emergency personnel.

3. You may be asked for your knowledge of the situation from emergency personnel.

4. Report the situation to your supervisor immediately.

5. Act upon your supervisor’s direction.

• If the situation feels chaotic, out of control or threatening, leave.

• Call 9-1-1 to report an emergency or situation that appears to be an emergency.

• If you witness or are involved in an emergency or criminal situation, be aware of the following:

  • Type of incident

  • Time of incident

  • Location of incident being as specific as possible

  • Description of the individuals involved and names if known to you

  • Any weapons involved

  • Vehicles involved and direction vehicles went, if applicable

• Discuss the incident with your supervisor as soon as possible. A written report of the incident may be required.

Safety is first and foremost.  Anytime you find yourself in an unsafe situation, you must remove yourself from that situation, obtain necessary emergency assistance, and then report the situation to your supervisor immediately.

If you are coordinating or participating in a program, event or meeting in a non-NKY Health facility, you must:

• Know how to contact facility staff during the event.

• Confirm the closest emergency exits and the shelter areas for that facility. You may need to assist your team or other participants should an emergency occur. 

• Remember standard protocol for emergency events as those detailed in our Workplace Emergencies:

  • Fire -- leave the building; Earthquake-- drop, cover, hold; Tornado -- shelter in an internal room like a bathroom; Active Shooter -- run, hide, fight

• In addition, confirm the location of the nearest AED and first aid / traumatic bleeding kit. 

• Finally, be aware of any of the possibility of a “localized emergency” (for example: a person threatening harm, a person under the influence of drugs or alcohol, or any other threat to the participants of the event.) Resolution may include suspension/termination of the event/meeting and/or calling law enforcement to escort the threatening person from the event/meeting. 

When you are coordinating or participating in an event in a NKY Health mobile unit, under a tent/awning, or other outdoor setting, you must:

• Always follow appropriate procedures for setting up, operating, and tearing down equipment. Refer to the manufacturer’s directions, guidelines set forth in the General Workplace Safety section of this Safety Manual, direction from the event coordinator, and direction from your supervisor.  

• Pay attention to forecasted weather. When an impending weather event is forecast, discuss any necessary planning revisions with your supervisor. 

• When an unexpected weather emergency occurs (for example, a storm with lightning, heavy winds, or hail) ensure your safety and other staff's personal safety by seeking shelter inside a facility.  Never handle, move, or relocate any metal equipment (tent stakes, easels, tables, chairs) during a weather emergency. Retrieve the equipment only when it is safe to do so.

• Understand the process to resolve a “localized emergency” with your supervisor. Resolution may include calling upon law enforcement, closing down a tent, and/or closing the doors to the mobile unit and leaving the area.