Portsmouth Hospitals Procedural Document template

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Nov 20, 2013 ... Mobile phone, smartphone, laptop, 3G, TIA ... and that they are managed during their contract period to minimise overall costs to the Trust.
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|Version |1 | |Name of responsible (ratifying) |Senior Management Team | |committee | | |Date ratified |21st September 2013 | |Document Manager (job title) |Director of ICT | |Date issued |20th November 2013 | |Review date |2 years after ratification date | |Electronic location |Management Policies | |Related Procedural Documents | | |Key Words (to aid with searching)|Mobile phone, smartphone, laptop, 3G, TIA |


Mobile technology is pervasive in the modern world and used responsibly can deliver benefits to the Trust. There is an expectation from staff that they should have access to this technology when appropriate to their job roles. This technology is rapidly developing and the Trust will need to review this policy regularly to ensure it keeps up with the potential business benefits of new innovations. Mobile technology can also blur the line between work and home and this policy allows staff to use personal devices for business purposes if they so wish and they meet the eligibility criteria.


This policy is to establish a standard set of conditions and framework for the allocation and use of mobile telephones (including smartphones/blackberries), 3G cards/dongles, laptops and TIA services in PHT and includes options for the use of personal devices for business purposes. The principle behind the policy is to meet the business needs of the organisation whilst ensuring best value for money.

Adherence to this policy will ensure the devices are allocated and used appropriately and that they are managed during their contract period to minimise overall costs to the Trust.


This policy is mandatory and non-compliance may result in disciplinary action up to and including dismissal and notification to the appropriate authorities if criminal or suspected criminal actions. It covers the following Trust devices:

• Standard Mobile Phones – for making and receiving calls and SMS texts • Smartphones – as standard mobile phones plus the ability to access (including viewing some attachments) and send email, view and make appointments and access the web. Blackberries are included in this category • 3G cards/dongles – to enable laptops to access the internet using the mobile phone carrier network, generally used with the TIA service • Laptops – mobile computers, specified by and managed by IPHIS • TIA service – service that allows an internet connected computer to securely access the Trust network and systems.

This policy includes the use of personal smartphones for business purposes. This policy excludes pagers and bleeps, which are covered by the Telecommunications Equipment Policy, which should be read in conjunction with this policy.

This policy excludes guidance on electromagnetic interference to medical devices caused by mobile telecommunications devices, for which see Electromagnetic Interference (EMI) to Medical Devices from Mobile Communications Devices Policy.

The policy applies to all staff employed within the Trust wishing to apply for, or who have been issued with, a mobile device for work purposes. It also applies retrospectively to staff that already hold the devices or make use of the services defined in this section. In the event of an infection outbreak, flu pandemic or major incident, the Trust recognises that it may not be possible to adhere to all aspects of this document. In such circumstances, staff should take advice from their manager and all possible action must be taken to maintain ongoing patient and staff safety


Recipient – any member of staff issued with or using a mobile device covered by this policy. Issuing/receiving department – the department responsible for the issuing of, or the safe receiving of returned mobile devices covered by this policy. The issuing/receiving department for standard mobile phones is the Carillion switchboard.

The issuing/receiving department for Trust smartphones, 3G cards/dongles, laptops and the TIA service is IPHIS. More details of the processes are given in Appendix B.

Mobile devices and services – mobile devices and services as listed above in section 3. Contractor – The supplier of Trust mobile devices covered by this policy, excluding laptops.

The current contractor is O2.



The appropriate General Manager or Head of Corporate Service is responsible for the approval of requests for mobile devices or services for his/her staff. Before approving new or additional devices or services, the GM or HoCS must:

• Review the request against the eligibility criteria in Appendix A to confirm the request is justified and, if it is for a Trust device, acceptance of the five year term with the contractor. The same eligibility criteria apply if the request is for use of a personal device for business purposes but the five year term is not applicable. • Ensure that budget holders / line managers comply with the process for issuing new Trust devices, monitoring use, returning Trust devices that are no longer required and that they are aware of their obligation to continue to pay the five year term of the contract unless the device is reissued to another service who will pay for the remaining term. Trust mobile devices must not be retained by services when no longer required but must be returned to the appropriate receiving department. • Maintain a central register of all Trust mobile devices issued to and services supplied to staff within their service.


The budget-holder/line manager is:

• Responsible for the monitoring, review and authorisation of their departmental staff’s Trust mobile device and services bills, to ensure appropriate use and to take action over any inappropriate use. The contractor’s bill manager software is available for this purpose. A training manual is on the Trust intranet. • Responsible for the management of pooled mobile devices, for example if staff member’s duties require them to be on call after normal business hours or to be out of the office on an ad-hoc basis only they may be issued with a pooled mobile device. It is the responsibility of the Line Manager to monitor use of this equipment and ensure staff are aware of this policy. • Responsible for ensuring the recipient follows the process for personal use; if he/she has given permission to the recipient for such use of a Trust device, see section 6 below. • Responsible for ensuring recipients of Trust mobile devices sign for receipt of these on the appropriate Trust form, see Appendix B. This signature is an acceptance of responsibility for the custody of the handset and the restrictions of its use by the individual and the manager’s authority for that individual to hold the device for the period of employment in the designated role where it is contractually required. Ensure the holder returns the device to the receiving department at the end of their employment or move to another department. • Responsible for informing IPHIS when staff that use personal smartphones for business use are no longer eligible so the software licences can be reused. • Responsible for ensuring all recipients understand the contents of this policy; • Responsible for promoting the safe use of mobile devices to their staff, and ensuring they are trained in the requirements of the data protection act and patient confidentiality. • Responsible for investigating any alleged abuse of this policy and, where appropriate, instigating disciplinary action in accordance with the Trusts disciplinary procedures. IPHIS (ICT DEPARTMENT)

IPHIS must: • Act as the Issuing/Receiving Department for Trust smartphones, 3G cards/dongles, laptops and the TIA service, keeping a record of devices and recipients. • Undertake spot audits each month on usage of those devices and provide the Corporate Finance Section Manager with details of high usage and usage outside normal parameters for that user, including underuse. If a device is unused for 3 months it will be disabled. • Monitor TIA usage and refer any underused accounts to the relevant budget holder/line manager for a decision on whether the service is required. • Maintain a record of users authorised to use their personal smartphones for business purposes, ensure numbers are within the total number of Trust licences and monitor business email and calendar usage to identify any underused software licences so they can be reallocated as necessary. • Notify the Corporate Finance Section Manager of relevant changes to users

The IPHIS service desk (tel. 7703-2680 or via email [email protected]) will provide support for Trust smartphones, 3G cards/dongles, laptops and the TIA service, including providing support for users authorised to use their personal smartphones for business purposes on how to download the relevant app and instructions on its use.


Carillion must: • Act as the Issuing/Receiving Department for Trust standard mobile phones, keeping a record of devices and recipients. • Undertake spot audits each month on usage of those devices and provide the Corporate Finance Section Manager with details of high usage and usage outside normal parameters for that user, including underuse. If a device is unused for 3 months it will be disabled. • Notify the Corporate Finance Section Manager of relevant changes to users

The Carillion Helpdesk (tel. 7700-6321 or via e-mail [email protected]) will provide support for Trust standard mobile phones.


The Corporate Finance Section Manager must: • Agree a consolidated bill with the contractor. • Cross charge budgets with the appropriate amounts, providing details to line managers /budget holders, taking note of any relevant changes reported by the Issuing/Receiving Departments. • Escalate the results of spot audits carried out by the Issuing/Receiving Departments as appropriate.


All recipients must: • Ensure they understand and comply with the provisions of this policy • Sign for a Trust device on receipt to confirm their understanding of the policy • Not share or loan the Trust device to anyone else unless agreed by their Line Manager and a method of checking the calls made by the person using it during this time is in place • Return the device to the appropriate Issuing/Receiving Department before they leave the employment of the Trust or move to a department where they are no longer eligible. The Trust will impose penalties on the individual or department if the individual does not comply with this requirement • Inform their Line Manager/Budget Holder if they are not going to use their device for more than 30 days (e.g., holiday, sick leave, maternity leave, etc.) so the device can be returned and reallocated if necessary. • Ensure mobile devices covered by this policy are charged and switched on during normal working hours, apart from the exceptions covered below. • Ensure mobile devices are switched off or put in silent mode during meetings, lectures, seminars, training courses etc. other than in very exceptional circumstances where it is necessary to take an urgent call. In these circumstances it is courteous to alert colleagues to the fact that an urgent call is expected. • Ensure calls from a Trust mobile device to other networks and landlines are kept to a minimum and in circumstances where a fixed telephone is available to make outgoing calls to another fixed telephone this should be the preferred choice. Land line phones must not be re-routed to mobile devices. • Ensure confidential information is not discussed in open areas or inappropriate locations. • Ensure the email policy is followed with respect to the transfer of person identifiable information and data for all mobile devices covered by this policy that have the capability of sending emails. • Comply with restrictions on mobile phone use in locations where they are imposed by the Trust or other organisations (e.g. in the Department of Critical Care).

Trust staff may be required as part of their role to give their mobile device number to patients/relatives/suppliers. Staff using their personal smartphones for making and receiving calls and SMS texts in such circumstances will be required to sign to agree to the disclosure of their personal number to the public. This is a legal requirement.

Trust staff who meet the eligibility criteria for having a Trust smartphone but who choose to use their personal smartphones for making and receiving business calls and SMS texts will be required to sign to agree to accept those costs. If they don’t agree they have the option of the Trust smartphone or using their personal smartphone for email and calendar and having a Trust standard mobile phone for business calls and texts.


Staff must not make personal calls on Trust mobile devices without the explicit permission of their line manager. There may be exceptions to this, such as emergency situations where no other means of communication is available. In such an event the holder must raise the event to the attention of their line manager at the earliest opportunity.

Recipients of Trust mobile devices will be required to reimburse the Trust for any approved personal calls they make. They should use the contractor’s bill manager software to identify all personal calls. They must pay for these calls at the Trust Cashiers’ Office, requesting the money be credited to the budget from which the mobile device charges are paid. They must provide the receipt they are given by the Cashiers to their line managers as proof of reimbursement.

Where personal calls values are low, it is acceptable for Trust mobile telecommunications devices holders to agree with their line managers to accumulate the charges throughout the year and make a single payment, provided this is within the same financial year that the bill is paid.


Certain numbers will be blocked routinely on Trust mobile devices due to cost. These include 0800 numbers and all premium numbers. International calls are also blocked on Trust mobile devices and Blackberries; these are not permitted unless enabled for a time-limited period by the written approval of the Director of Finance and Investment. Issuing/Receiving Departments require 7 days notice to enable international facilities.


Personal calls during work time, even on personal mobile phones, are at the discretion of line managers and must be limited to essential calls only.


Holders of Trust mobile devices are responsible for their security and care. Any defects or losses are to be reported as soon as reasonably practicable to the Issuing/Receiving Department and their line manager. Holders must not leave Trust mobile devices in unattended vehicles. Holders losing or damaging a Trust mobile device where they are deemed not to have taken appropriate care of the device, will be required to pay in full or in part for a replacement.


The Trust requires its employees to follow the guidance issued by the Department of Transport in its leaflet mobile phones and driving. This document contains advice appropriate to all employees using mobile phones and driving as part of their duties carried out on behalf of the Trust. This includes Trust employees, volunteers, and agency workers.

The driver when driving should never use hand-held voice device. From 1st December 2003 this is an offence as drivers must have proper control of their vehicles at all times. Failure to do this can result in a prosecution. APPENDIX A – ELIGIBILITY CRITERIA

To use the table determine which services the member of staff requires, phone, email, applications/files or a combination of the three, then determine what user type they are with work pattern A, B, C or D. Then read off what are the appropriate mobile devices and services. The most likely combinations are highlighted.



Authorisation for the purchase of a mobile device or services must be given by:

• The individual’s line manager/budget manager to confirm they meet the eligibility criteria; and they will fund the costs. • The General Manager/Head of Corporate Service confirming approval.

Once authorisation has been given, the request should be made to the appropriate Issuing/Receiving Department using the forms stored on the Intranet. The Issuing/Receiving department for standard mobile phones is the Carillion switchboard. The Issuing/Receiving department for Trust smartphones, 3G cards/dongles, laptops and the TIA service is IPHIS. These departments will minimise Trust costs by redeploying existing devices before purchasing new ones. Any devices purchased will be in accordance with contracts agreed with the Trust’s approved contractor.