Lone Working Policy

Helen Ward Therapy
Trading name of ResolvedRM Ltd

Version: 1.0
Effective Date: 30/05/26
Review Date: 30/05/27

1. Purpose

Helen Ward Therapy recognises that, as a sole practitioner, therapeutic work is routinely undertaken alone. This policy sets out the arrangements in place to promote personal safety, maintain professional standards and manage the risks associated with lone working.

The purpose of this policy is to reduce foreseeable risks while supporting the safe delivery of therapeutic services.

2. Scope

This policy applies whenever Helen Ward is working alone in connection with the practice, including:

face-to-face therapy sessions;
online therapy sessions;
telephone appointments;
administrative work;
home working;
work undertaken from hired or shared therapy rooms;
travel undertaken as part of professional practice (where applicable).

3. Legal and Professional Framework

This policy has been developed with reference to:

Health and Safety at Work etc. Act 1974;
Management of Health and Safety at Work Regulations 1999;
UK General Data Protection Regulation (UK GDPR);
Data Protection Act 2018;
BACP Ethical Framework for the Counselling Professions.

4. Principles

Helen Ward Therapy is committed to:

maintaining a safe working environment;
identifying and reducing foreseeable risks;
balancing client accessibility with personal safety;
maintaining appropriate professional boundaries;
protecting confidential information;
reviewing lone working arrangements regularly.

5. Risk Assessment

Potential risks associated with lone working may include:

aggression or threatening behaviour;
medical emergencies;
accidents;
fire or other emergencies;
unauthorised access to premises;
theft or criminal activity;
technology failure;
communication failure;
emotional impact following particularly distressing sessions.

Risk assessments will be reviewed where there are changes to working arrangements or identified risks.

6. Premises Security

Where therapy is conducted from physical premises, reasonable steps will be taken to maintain personal safety.

These may include:

ensuring exits remain accessible;
maintaining adequate lighting;
securing doors where appropriate;
keeping the therapy environment free from unnecessary hazards;
ensuring confidential information is not visible to unauthorised persons.

Personal belongings, confidential records and electronic devices will be stored securely.

7. Appointment Management

Reasonable administrative measures will be taken to support safe working, including:

maintaining an appointment diary;
recording client contact details;
keeping emergency contact information where appropriate;
obtaining the client's GP details where clinically appropriate;
requesting information necessary to support risk management where indicated.

8. Managing Risk During Therapy

Professional judgement will be exercised throughout therapy.

Where behaviour presents an unacceptable risk to safety, Helen Ward Therapy reserves the right to:

pause the session;
end the session;
rearrange the appointment;
require future sessions to take place online where clinically appropriate;
terminate the therapeutic relationship where necessary.

Any such decision will be based upon professional judgement, ethical responsibilities and the safety of all concerned.

9. Online and Telephone Working

When providing therapy remotely, Helen Ward Therapy will:

work from a private and confidential environment;
use appropriate technology;
take reasonable steps to protect confidentiality;
ensure emergency contact procedures are in place where appropriate.

Clients are expected to take equivalent reasonable steps to protect their own privacy and safety.

10. Emergency Procedures

Where there is an immediate risk to safety, appropriate action may include:

contacting emergency services;
contacting building management or venue staff;
ending the session;
leaving the premises where safe to do so;
following emergency evacuation procedures.

Where a safeguarding concern arises, this will be managed in accordance with the Safeguarding Policies.

11. Wellbeing and Professional Support

Lone working can involve emotional as well as physical demands.

Helen Ward Therapy recognises the importance of:

regular clinical supervision;
reflective practice;
maintaining professional competence;
appropriate self-care;
recognising the impact of particularly challenging clinical work.

Support will be sought where appropriate to maintain safe and effective practice.

12. Incident Reporting

Any incident, accident, near miss or safety concern arising during lone working will be recorded where appropriate.

Where relevant, associated records may include:

Accident Record;
Safeguarding Concern Record;
Data Breach Record;
Significant Incident Record.

Following any incident, working practices and risk assessments will be reviewed to identify any improvements that may reasonably reduce future risk.

13. Responsibilities

Helen Ward is responsible for:

maintaining awareness of lone working risks;
undertaking suitable risk assessments;
maintaining safe working practices;
protecting confidential information;
seeking professional advice where appropriate;
reviewing this policy regularly.

Clients are expected to:

behave respectfully;
provide accurate contact information where required;
comply with agreed professional boundaries;
notify Helen Ward Therapy if circumstances arise that may affect the safe provision of therapy.

14. Policy Review

This policy will be reviewed annually or sooner where there are changes to legislation, professional guidance, working arrangements or identified risks.