Effective safety programs are just as important for physician offices and as they are for hospitals, outpatient clinics, and other health care delivery facilities. When providing a safe environment for patients, you are providing a safe environment for everyone.
This guidance cannot address all the possible patient, staff, and environmental risk exposures present in a physician office. However, it will provide the physician office with an overview of safety management. Physician offices are unique and have various areas of specialty and focus. Therefore, the importance of your office’s safety management plan should be customized to meet your office’s unique needs. Physician offices have a duty to ensure a safe environment as with any business. Local, state, federal and environmental protection regulations need to be followed. (epa.gov, osha.gov).
General Physician Office Safety Plan At a minimum the physician office safety management plan should address and comply with the following:
Fire Safety (Local and State Fire and Building Codes)
General Premises Safety Factors
Equipment Safety
OSHA Blood Borne Pathogens
Biohazard and Infectious Waste Removal
CLIA (Clinical Laboratory Improvement Act, for offices with laboratory services)
Workplace Violence
Disaster Preparedness
General Fire Safety
Each office should have a written fire safety plan. The plan should be reviewed periodically and updated as needed.
Fire drills should be conducted at least bi-annually, so staff will know what to do to ensure both their safety and the patients' safety in the event of a fire.
A fire and emergency evacuation plan should be developed and posted for each physician office site.
Fire exits should be clearly marked and exit doors not blocked.
Fire extinguishers should be in good working order, periodically tested, and easily located. Note: Some local fire departments will teach staff how to use a fire extinguisher using the “PASS” method.
Fire detectors, smoke alarms, and sprinkler systems should be well maintained and regularly tested. Note: Sprinkler heads should be free from any other objects that can obstruct water spray during a fire by 18 inches (osha.gov, FFPA).
All medical gases and flammable liquids should be properly stored.
Staff should be knowledgeable of emergency phone numbers and access to fire, police, and emergency medical services.
All staff should be actively involved in identifying potential fire hazards that may exist in the office setting. (i.e. overloaded outlets, frayed cords, etc.)
General Premise Safety At a minimum premise safety should include routine inspection of parking lots, walkways, ramps, hallways, waiting rooms, exam rooms, and restrooms. Parking and Building Access
Is handicapped parking available and does it meet local ordinance requirements?
Is there a wheelchair entrance or ramp and are wheelchairs available if needed?
Are parking lots and walkways in good condition? (i.e. no potholes, obstructions)
Is there adequate lighting for offices that have early AM or evening hours?
Does the office have a snow removal company or other service in case of inclement weather?
Is illuminated signage posted for all entry/exit doors?
Are all door locks in good working order and inspected periodically?
Does the office have an alarm system?
Waiting Rooms and Hallways
Are hallways free of clutter and exit doors clear?
Is the waiting room furniture and lighting adequate for the office setting?
Is the waiting room environment safe for patients and set up in a way to deter plants, office fixtures, etc. from being used as weapons?
Exam Rooms
Are there enough exam rooms to meet office needs?
Do exam rooms have the appropriate furniture, lighting, heating and cooling?
Do the exam rooms provide privacy for dressing/undressing?
Are sharp containers in exam rooms placed outside the reach of children or vulnerable adults?
Are there waste containers for regular trash and hazardous waste trash?
Are medications, scalpels, needles, etc. kept secure or in locked cabinets to prevent unauthorized access by a patient or visitor?
Rest Rooms
Do rest rooms meet ADA requirements for wheelchair use and height of commode?
Are rest rooms clean and free of urine, feces or trash that may cause a slip and fall?
Are restrooms periodically inspected throughout the day?
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