Last Modified: Saturday April 8 2023 21:00
Welcome !
On behalf of your colleagues, we welcome you to Legacy Private Limited trading as The Place Care. I wish you great success here.
We have put together this handbook as a ready reference to answer all of the “How do I …..?” questions you may have before, during and after your assignment. After reading this, if you have any further questions, please do not hesitate to contact us Monday to Friday during normal business hours.
The Place Care was founded on the belief that we can improve on the already established care systems and services available to provide our clients with the best possible care. What distinguishes us from our competitors is our client-first approach.is a Supported Living, Domiciliary Care Providers and a leader in the placement of Healthcare Professionals. We foster excellence in patient care by recruiting highly qualified and experienced Healthcare Professionals by placing them throughout the United Kingdom. Our aim is to provide the best service to our clients/service users and our Healthcare Professional and also help them get the most out of their assignments. We are committed to achieving our business objectives in accordance with the highest ethical standards. All employees are responsible for acting in an ethical manner in all aspects of their work.
Be rest assured that when you take a job with Legacy Private Limited, you will have chosen a company that is committed to putting you and your career first – we do believe that our employees are our business so we will focus on you personally and professionally
The Place Care Management
Benefits | Any benefits offered by The Place Care will end on your last day of your assignment |
Registered Manager and Clinical Lead | Registered Manager and Clinical Lead are available during regular business hours to assist our staff with any clinical concerns. Staff should call their assigned team leader, Clinical Lead or Registered Manager for support at any point in their contract assignment. We also have a 24 hour cover through the “On Call” Clinical Lead for emergencies requiring immediate resolution. The out of hours phone number is (020 4530 9167). |
Credentialling Requirements | All staff must meet and maintain the credentialling standard – i.e. the Requirements to ensure that they are able to start on time and remain on assignment. Items needed to complete your credentialling process include but not limited to: • CV and completed application form • Medical and health-related questionnaires • Validity of trainings and professional qualifications • Obtaining references from current or previous employers • Certified Certificates 3 years traceable work experience • Police clearance equivalent to CRB dated within 6 months • Interviews References • Proof of English knowledge (IELTS) • COVID-19 Vaccine • TB Test via Home Office approved centres Staff are responsible for maintaining their licences and certificate (where it applies) in good standing. Staff are also required to inform HR Department immediately if there are any changes with their licences or certificates. Staff are encouraged to be proactive in the management of their registrations i.e. this applies to those on a professional register. |
Awareness and Adherence to Council and Government Laws and Orders | Staff are responsible for taking actions to become familiar with applicable laws and regulatory rules applicable to the local council they will be employed in e.g. council tax payments etc. The Place Care will provide essential resources and support to aid the staff in fulfilling their responsibilities. |
Housing | If you plan to travel with your partner, spouse, and children, please let the Registered Manager know as soon as possible before you confirm your assignment so that you can be informed of the associated costs and availability of accommodation. We might also need to assist you gain authorisation to the property for those accompanying you. You will be advised of any additional costs of housing, and you will be responsible for these cost. Not informing us may interfere with your scheduled move in date. Our team will do their best to find you suitable and comfortable housing. The Place Care will provide you with shared accommodation for the first 3 months, then they will support you with looking for your own accommodation. The first 3 months’ rent for the accommodation provided by The Place Care will be deducted from your wages at an agreed rate over 3 months. |
Payroll Information | Holiday pay rates, if applicable will be reflected in your Contract of Employment. You will be given access to our policies and procedures for further guidance on payroll, holiday pay rates etc. |
Time Keeping | We pay all of our staff for the time worked in an accurate and timely manner, in accordance with applicable laws, while maintaining required time records. Staff are responsible for accurately reporting the time they have worked. We are implementing a software to monitor time keeping and other care records. |
Emergency Contact Details | All staff contact information and emergency contact information is deemed critical information and it is to be kept current. This information will be kept confidential according to the GDPR regulations. Staff are required to inform HR of any changes to this information. |
After hours Emergencies 020 4530 9167
Registered Manager 020 4530 9167
Office Number 020 4530 9167
Registered Office Address: 17 Blackberry Court Woodmill Road
Clapton
London E5 9GE Our Values
Our Ethos is heavily rooted in all of our practices. Our business’ foundations operate on the six core values of nursing: care, compassion, competence, communication, courage, and commitment. These values influence and inform every action and decision we make. This means that we carry ourselves with integrity which enables us to make the best choices for you while you are on your care journey.
The Place is a new company that was founded on the belief that we can improve on the already established care systems and services available to provide our clients with the best possible care. What distinguishes us from our competitors is our client-first approach. We create bespoke care plans for each of our clients and discuss their care journey to ensure that their voice is heard. We want to brighten what can be an impersonal and daunting experience. We understand the compulsion to remain independent even in sickness and old age. We aim to oversee our clients’ medical care and encourage a dialogue between caregiver and patient, ensuring they are left with agency and dignity. It is our aim that our clients are treated with dignity and respect when it comes to decisions involving their health. Our approach recognises our clients as individuals with specific and unique needs and care requirements.
The Place Care’s future vision is to be listed among the best Supported Living and Domiciliary Care Providers in the United Kingdom (UK). The Place Care intends to provide Domiciliary Care and Supported living facilities for adults initially for the first three years of operation. In the fourth year of operating The Place intends to expand into providing Nursing and Residential care facilities. The Place Care is also looking at expanding into supplying medical equipment.
The Place does not only aim to generate wealth for its owners, one of their major objectives is to operate on the six core values of nursing: care, compassion, communication, competence, courage, and commitment. These values influence and inform every action and decision we make. This means that we carry ourselves with integrity which enables us to make the best choices for our clients while they focus on their recovery. The Place Care, our goal is to provide each of our Healthcare Professionals with the highest level of personalised service. From your initial contact through to your relocation to the United Kingdom, and after you start working, you will have the full support of our Company representatives.
Below is a brief explanation of the roles of our Company employees and how they will assist you.
Please note that many of the acronyms described in this section (e.g.) will be used throughout this handbook.
The Registered Manager will help you with your immigration, licensure, placement preparation, and education credentialing issues prior to traveling to the United Kingdom. Post arrival you may contact them if you have any further queries.
The Human Resources Manager will work with you prior to relocating to the United Kingdom to ensure that your Credentialing pre-arrival documentation is complete. He or she will also work as a liaison between you and your assignment Facility to ensure all Company and Facility requirements are met prior to your start date. While on assignment, the HR Manager will assist you in keeping all necessary documentation current.
The HR Manager will begin working with you approximately six weeks prior to your arrival in the United Kingdom. He or she will help you locate suitable housing, review rental property options, schedule induction and orientation of the area, arrange for a local Community tour during your first week in the United Kingdom. He or she is also responsible for confirming your start date with and is the main point of contact while you are on assignment. Upon arrival in the United Kingdom, our team will be on hand to welcome you and assist you in accomplishing required tasks during your first week in the United Kingdom including the following:
• Residence permit collection at the post office
• DBS application online
• Assist to open bank account
• GP registration
• Assist with finding accommodation
• Assist with finding flight tickets
• Mandatory trainings
• Start working
Our CT, comprises of U.K. experienced registered nurses, Support Workers who will help you with your transition into the United Kingdom Health and Social Care system and your specific assignment location. The Team will also help to prepare you clinically prior to your start date, and then provide ongoing clinical and managerial support while on assignment. You should reach out to the Registered Manager or Clinical Lead at any time during the assignment when you have a clinical question or concern.
Your Buddy will be your primary support person during the course of your stay in the United Kingdom. He or she will assist you with any non-clinical issues during your stay. Your Buddy can help you to navigate resources that are available in your new community. You should reach out to the Buddy with any social questions or concerns of any kind while you are on assignment . While on assignment, it is essential that your Buddy is able to contact you. We ask that you set up a voicemail on your phone so that we can leave you a message when you are working.
The Human Manager will assist you with any payroll related concerns during your assignment. During your assignment in the U.K. you may have questions or concerns pertaining to payroll, reimbursements, benefits and other issues. Our HR team is available to offer general assistance Monday through Friday, 9:00 a.m. to 5:00 p.m. and can be reached on: 020 4530 9167. Most importantly, we want you to know that you truly matter to us and we are here to help. We know that you want your concerns taken care of quickly, accurately and courteously. That is our goal, too! In addition, we are always looking for ways to improve our service. We value your ideas, so please give us a call or drop us an e-mail with your suggestions.
The Place Care website https://theplacecare.com/ is available to you 24/7 and provides you with a wide variety of information. We also have a policy and procedure App which you can easily access via your mobile phone, tablet or laptop. This software provides in more detail the policies governing your assignment.
Please take some time review the company policies and procedures and contact us with any questions you may have. Login details will be provided at induction. The Place Care also uses Home Care Software which allows you to easily check that we have received your timesheets. It also provides you with hours worked information as well as access to various forms that you may need to complete your assignment.
Many of the communications that will be made with you from the beginning of the process, until you relocate to the U.K. as well as throughout your assignment will be done via email. You should keep us updated at all times of your current contact information, including addresses, phones and email addresses. Should you go on vacation, it is essential to provide us with contact information. Remember to add all The Place Care email addresses to your approved sender list. You should routinely check your junk/spam folders to avoid missing any important correspondence.
Welcome letter
We will send you an email prior to your arrival to the UK.
We will send you a pack containing reminder of important documents, itinerary of the first week, information on accommodation, work location details, specifics on finances, information on pension, NI and tax, details unions, key contacts, OSCE prep (for nurses only), and induction schedule, local area facilities, local travel options, cost of living in the UK, maternity benefits and rights, take home pay after stoppages, reasonable adjustments.
Airport pick up
We will arrange for someone to meet you and pick you up from the airport and take you to your organised accommodation.
Accommodation
The company will provide you with 4 weeks of free accommodation, of which you will be expected to pay your rent in from your 5th week. Most landlords ask for rent in arrears. The accommodation organised by the company will be available for 6 months, giving you time to look for your own accommodation. The company will endevour to support you with this.
A welcome pack will be ready for you. In the welcome pack we will include information about the local area, nearby facilities, doctors, dentists, emergency contacts etc. We will also provide you with essential groceries such as milk, eggs, rice, noodles, bread, butter, coffee, tea etc. As well as household essentials like, bedding, toilet paper, kitchenware (crockery, kettle), prepaid travel card/company car, UK sim card. Information on where to buy food from home country.
We will endeavour to connect you to local communities, staff networks, religious and cultural groups.
Greetings lunch or dinner
We will organise a welcome lunch or dinner so you get to know the team.
You will be provided with information on local transport options with examples of what might work best for you.
We will assist you with picking up your Biometric Residence Permit (BRP) from the Post Office. We will also assist you with opening a bank account, by pre-booking the bank appointment for you.
We will facilitate a tour of the local area, including supermarkets, places of worship, banks, post office and local attractions.
Getting your footprint in the UK
We will support you with registering for your National Insurance (NI) and also registering you with a local GP which will enable you to see a Dr quickly, especially for vaccinations etc.
We will provide advice on salary/wages, information on employment contract, and information on salary advance – if anyone needs it. We can provide you with a salary advance of cash so that you have got access to money in case there are any delays in the bank account being set up. The salary advance will be deducted from your first wages.
Transportation
You will have access to the company’s pool cars. If you do not have a driving license the company will purchase a pre-paid travel card until you receive your first pay. This money will be deducted from your wages.
We provide a robust induction that includes how to report a risk, safeguarding procedures, infection control policies and procedures which include additional support if needed.
UK Culture
We will help you find resources where you can learn more about the UK culture.
Training / Mandatory training
We will facilitate ongoing training to help you to effectively do your job.
Driving will be required to travel to work in certain areas of the UK. The following areas need to be considered:
• The company will provide a pool car, that will be used for work purposes only and by authorised personnel only. We will guide you on how to obtain your own vehicle once in the UK, the steps needed to drive in the UK, information on local road system, rules of the road etc. Government sources like driving in the UK are a good source.
• If you are eligible to drive in the UK you might need a confidence course to help you familiarise with the UK road networks and driving conditions. One such course is the UK Familiarisation course (some of the things covered include: the law, defensive driving, motorways, dual carriage ways, town driving, country lane driving)
• Depending on the country of origin driving lessons and a test in the UK may still be required even if a licence is held. The government resource such as DVLA can help determine if you can exchange a foreign driver’s licence.
• Volunteer driver schemes might help those needing to travel which they are working towards their own driving competences.
Applicants who trained (nurses only) outside the UK need to demonstrated that they have the right level of English to be able to deliver safe care. There are three ways they can evidence their language competence:
• An approved English language test
• Their qualification, if it was taught and examined in English where the programme comprised 50 per cent clinical interaction with patients, families, healthcare professionals and other service users, 75 per cent of which was in English.
• If they have undertaken registered practice for at least 12 months in the last two years in a majority English-speaking country where their language was assess to gain registration in that country.
ILETS (International English Language Testing System) is one of the accepted examinations. This test assesses general language skills and is seen to be more academically focussed.
To register with the NMC (Nursing and Midwifery Council – for Nurses only) via ILETS, the overseas nurse must ensure they achieve the following grades:
• Grade 7.0 or above in speaking, listening and reading
• 6.5 or above in writing
• Overall grade of 7.0
The OET (Occupational English Test) is an alternative test, which has been accepted by the NMC since 2017. It assesses language skills more specific to healthcare workers, including the ability to communicate effectively in medical scenarios, write a referral letter or understand a patient consultation.
The overseas nurse must ensure they achieve at least a grade B in the reading, listening and speaking sub-tests and at least a grade C+ in the writing sub-test. Further information about the tests, including costs, remote testing, sample questions and scoring criteria, can be found on the OET and ILETS websites.
Upon successful completion of the CBT, we will assign you a Certificate of Sponsorship (CoS). You can then apply through UK Visas and Immigration (UKVI) for a Health and Care Visa as a skilled migrant worker under the skilled worker route. Overseas nurses have up to 12 weeks from the employment start date noted on their CoS to sit their first OSCE exam and achieve registration within eight months. They can be legally employed as a pre-registration candidate (band 4) during this preparation time.
The new immigration system is becoming digital by default. EU/EEA and Swiss overseas nurses will receive an eVisa which overseas nurse/health and social care staff from the rest of the world will still need to collect their biometric residence permits (BRPs) on arrival in the UK.
At your port of entry into the United Kingdom, you will go through the United Kingdom Immigration. Please ensure the Immigration Officer has the correct address for The Place Care listed as your mailing address – 17 Blackberry Court, Woodmill Road, Clapton, London, E5 9GE – to ensure your biometric card is delivered safely. The immigration official will need your sealed pack of immigration documents and passport. After processing your documents, the immigration official will stamp your entry date in your passport. Your visa would have been issued by the United Kingdom Embassy in your country of origin. It is important that they list your entry date as the visa is valid for 3 - 5 years.
After your travel date has been determined, our Human Resources Manager will contact you by telephone and/or e-mail to discuss and arrange all requirements for your arrival in the United Kingdom approximately six (6) weeks prior to your travel date. Please respond promptly to his or her requests to ensure critical issues are properly handled prior to your arrival in the United Kingdom.
To prepare for your move, we advise you to do as much research as possible on the location to which you are moving. The Internet is a great source for relocation information.
An excellent resource is which includes basic information on education, childcare, healthcare, etc.
This can be found on this site:https://www.gov.uk/browse/visas-immigration/arriving-in-theuk
Our HR Manager will assist you upon arrival in the United Kingdom, as requested, and will be available to you for up to 30 hours following your arrival. The HR will assist you in completing all and make you comfortable in your new surroundings. If you feel the need to exceed this allowance of hours, there may be additional costs to you.
The role of the HR Manager is to assist you in completing the essential tasks related to your employment and settling in to the area. Please be considerate by being responsible for your own luggage and asking for assistance with luggage when you need it. It is not a reasonable expectation for the HR Manager to carry all of your luggage or items that you purchased while shopping, up several flights of stairs.
Our HR Manager and Buddy will be your primary contacts during your first week in the United Kingdom. As soon as you have a phone number in the U.K., please provide us with that number so that we can reach you to communicate any changes in your schedule. It is also imperative that you set up and turn on your phone’s voicemail.
Prior to your departure, you will receive a detailed pre-departure letter via email from the HR Manager to print and carry with you. This letter will include all of the details you will need for traveling to the U.K., including your Buddy’s contact details, accommodation information and a schedule of required activities.
The HR Manager will assist you with the following tasks:
• Pre- employments drug screening (and immunisations, if needed)
• Application for a National Insurance (NI) Number
• Bank Account Opening
• Utility Connections (e.g. water, electricity) you will reside in a house provided for the first 3 months – with rent deductions being made from your wages
• Professional certifications/courses (e.g. Mandatory Training)
• Transportation (e.g. car pick-up/orientation to public transport)
• Contract signing and move-in
• Shopping (e.g. grocery/household items)
• Mobile phone/SIM card
Please note: The tasks will be scheduled in order of priority to ensure completion and clearance before your employment start date. DO NOT try to alter the schedule of the tasks, they are scheduled to ensure that you are cleared in time for your start date.
Most areas in the United Kingdom (except London) do not have adequate public transportation, so you will most likely be required to drive. Each Healthcare Professional is advised prior to relocating to the United Kingdom to learn to drive, obtain an international driver’s license and save money for the purchase of a car. The Place Care might provide a pool car for staff working outside London.
If you do not drive, we will make arrangements for transportation to and from your workplace, until you are able to either purchase your own car or are able to drive the pool car. To drive in the United Kingdom, your car must be roadworthy and you must have insurance and MOT.
Prior to arriving in the United Kingdom, you will need enough money saved to cover start-up expenses for your new life in the United Kingdom. The amount of money required will depend on the number of dependents traveling with you and the area of your relocation. We do understand that this might not be easy for everyone so we have decided that we can give an advance to anyone in need which will be deducted from your wages in the first month of employment. You will need to sign a promissory note, which is an interest free loan that automatically deducts an agreed amount month from your wages until the loan is satisfied.
We advise you not to travel with a large amount of cash. There is a legal limit of £10,000 GBP currency that may be transported into the United Kingdom. It is safer to use a bank draft/note or to have your funds wired to a U.K. bank account. In addition, you will also be able to draw funds from your overseas bank account from any ATM, just notify your bank in advance of your travel to prevent security alerts on your debit/credit cards. Before you travel, check out the U.K. Customs and Border Protection site to identify the specific limitations for transporting currency into the United Kingdom.
Upon arrival in the U.K., the HR Manager will assist you with opening a bank account. As part of your new employee paperwork, you will be required to complete a form with your new bank details. This form will allow The Place Care to electronically deposit your wages into your account each pay period.
Due to the cost of shipping and issues with compatibility of electronic equipment, it is desirable to limit the shipment of household goods to the United Kingdom. Please make inquiries prior to your departure, regarding the airline baggage limitations and car seat clearance for flights to the United Kingdom.
If needed, we advise you to contact a relocation company in your country of residence about shipping bulk items to your destination city. Keep in mind your new address may not be made available until two (2) weeks prior to your travel date, which may not be sufficient time for the company relocating your items. Most apartments are leased furnished / unfurnished.
It is important to decide what your childcare plan will be when you travel to the United Kingdom. Will your children come with you? Will they stay back with family until you are settled here in the U.K.? It is vital that you are proactive with who will take care of your children, because you will be contracted for a particular shift. Please note that because you are contracted for a specific shift you cannot ask for a change in shift due to your childcare issues.
It is your responsibility to ensure that you have a childcare plan in place before you travel to the United Kingdom.
National Society for the Prevention of Cruelty to Children (NSPCC) recommends that no child under the age of 12 be left at home alone. Whether you are just running to the store for a few minutes or working during after-school hours, parents need to be sure their children have the skills and maturity to handle the situation safely. There are guidelines to educate your family on the laws and requirements for leaving your children home alone: https://www.nspcc.org.uk/
The school year for public and private schools typically start mid-September and continue into May or June. Most schools provide calendars upon registration. Make note of the calendars, as school holidays and schedules will vary depending on the city/town.
Children typically start attending school later than in most countries. When you are provided with your school borough, you may want to contact the borough and familiarise yourself with the age requirements for your particular area.
When choosing housing please be sure to evaluate the schools in your borough before you decide on an area to live.
Important Reminder: Bring all your child(ren)’s school and medical records and have them ready for easy access after your arrival for school registration.
Once you accept an assignment in the United Kingdom, the HR Manager can assist you in finding suitable housing. You will be contacted by the HR Manager approximately six (6) weeks prior to your travel date. You will be provided with accommodation (shared) for a maximum period of 3 months – rent will be deducted from your wages for those 3 months. You will then be assisted to find your own accommodation.
To assist you in finding safe, affordable housing, we use the following means of identifying complexes:
• Local rental agents (additional fees may apply);
• Recommendations from our contacts at healthcare facilities; • Internet web site searches
You will be required to sign a lease agreement and submit an advanced deposit to hold the house/flat/apartment. Leases are typically 6 or 12 months. In addition to the monthly rent payment, most landlords require an additional month’s rent as a security deposit before you move in. Payment will be required prior to finalising your lease agreement. You are responsible for all rental payments and security deposits, but we can provide assistance.
As previously stated, The Place Care can provide accommodation for a period of 3 months maximum for your initial move-in, on the condition that you agree that rent be deducted from your weekly/monthly wages depending on how often you receive your wages. The HR Manager will explain the deduction process for any loans and forward you the promissory note electronically for signature indicating your financial commitment.
Note: It is IMPERATIVE that BEFORE you sign a lease you complete a pre-move in inspection of the specific apartment that you will be living in. The walk-thru is to confirm that you are satisfied with the living condition upon move-in. If you are not satisfied, it is your responsibility to resolve any and all issues prior to lease signing, because you are responsible for all costs associated with the lease.
Many housing properties will require a move-out inspection prior to the reimbursement of any deposits, please be sure to accompany the management company during this process.
Note: Once you sign your lease with the property, any and all concerns or issues related to your apartment need to be directed to the apartment community and not directed back to OGP.
If you are traveling with a spouse or other family members, please inform the HR Manager prior to your travel.
Nearly all staff choose to purchase a mobile phone from a local phone shop instead of a landline phone. Many staff choose to use their mobile phones in lieu of establishing separate long distance or land line phone service, but nearly all apartments/houses have the option of a land line phone.
If you did not want to sign a contract with a mobile phone provider, there is an option of pay as you go mobile phone service. Pay as you go mobile phone options are often the most cost-effective option, as the contract phone service will typically require a either a deposit and a credit check. It is essential that you get a phone immediately after arrival into the U.K., so you can contact the HR prior to starting your assignment. Internet service providers will vary based on your location. We will provide this information during the relocation phase.
Typically utilities are not included in your lease. The utilities that are not offered through your flat/house will require your set-up for utilities like gas, water and electric. These services may require a deposit, as well. You are responsible for your phone, internet connection, and cable TV installation and any related service charges. Your letting agent will assist you with contact information for the utilities and needed services prior to your moving in.
Our experience has shown that house/flat maintenance issues are resolved by your landlord, (please read the small print Please work with the property management directly.
It is important that you inspect the house/flat and notify the letting agent/landlord of any preexisting damages or cleaning needed as soon as you move in. Please read your lease agreement and ask relevant questions before you move in.
You will be paid by the Company directly into your bank account. Timekeeping and other policies and procedures will also vary by assignment and location. It will be important for you to understand the particular policies and procedures used for your placement. The following are some general guidelines.
Refer to your Job offer and employment contract for your specific hourly wage and information concerning other payments, such as: holiday pay, and paid time off. The rates and information reflected on your contract will govern the assignment, so please contact us immediately upon receipt of your Job Offer if you have any questions. The Job Offer is used in conjunction with your employment contract that you signed at the time of recruitment.
The Company follows national minimum wage and hour laws for payment of overtime worked. Some facilities do not authorise overtime work for contract staff. It is very important that you obtain approval from the Registered Manager prior to working any overtime. In addition, the Registered Manager must also approve the overtime on your timesheet. You can only work overtime after successful completion of your induction period.
You will be expected to purchase and pay for your on ticket from your home country to a major city closest to your assignment in the United Kingdom. Transport will be arranged for you from the airport to your assignment location. In the event the company purchases a ticket for you, you will provide need to repay this at an agreed rate within the first 3 months of your assignment. You are responsible for airline ticket purchase for your spouse and children, if applicable.
Your Employment Contract defines your Work Term in contract hours. You must account for any non-worked shifts. The timesheets must be fully completed, including the column for breaktimes, before it can be processed. If you do not work a scheduled shift, it is very important to indicate whether you or the Client cancelled it.
You may be required to report your time using the timesheet system. You will receive specific instructions from the HR Manager at the inception of the assignment regarding the use of the timesheet system at induction. Please follow the instructions to ensure accurate and timely processing of your payroll data.
Staff must report all hours worked and do so accurately. No supervisor or manager has the authority to require, permit, or ask our staff to work off-the-clock or to otherwise work hours without reporting them. Staff must notify Registered Manager or HR Manager immediately if they are told not to report all hours worked on their timesheet or are otherwise prevented or discouraged from accurately reporting all time worked. If you believe you have not been accurately paid for all hours you worked, you are expected to immediately notify the Company.
Accurate time submission is a serious matter and any falsification of time records will not be tolerated by the Company. The Company will investigate any concerns regarding offthe-clock work, and will also investigate any discrepancies in time-reporting. Evidence of falsifying records or fraud may be reported to the appropriate licensing board or any certifying agency and/or responsible criminal authorities, and may be grounds for termination.
At The Place Care, our focus on employee health and wellness means that we take workplace safety seriously. If an employee is injured on the job, our goal is to get that employee healthy and back to their usual work as quickly as possible. A work-related injury, illness, or exposure that requires treatment beyond minor first aid requires you to report to The Registered Manager as soon as possible.
Follow these steps to make sure you are properly reporting all work-related exposures, injuries, and illnesses:
1) Immediately notify your Supervisor at your work location of any work-related exposure, injury, or illness regardless of the severity of the incident to meet Health and Safety at Work requirements.
2) If the incident DOES NOT require medical treatment other than minor first aid, and no action is required beyond notifying your Supervisor at the location of the incident.
3) If the incident DOES require medical treatment other than minor first aid, you must seek medical treatment at the nearest ED or Occupational department of the location where you are currently working.
4) Also inform the Registered Manager at your earliest convenience.
You must be released back to full duty by your treating physician before you can return to your normal work if modified work is not available at your current location.
You can also expect to receive calls from the Company’s Risk Management department and/or your regular contacts at the Company to discuss employment logistics – including the Company’s Return to-Work program.
If you are informed that you have been exposed to a contagious disease or a blood borne pathogen (e.g. Tuberculosis, Hepatitis B, HIV), immediately report this exposure as outlined in the relevant policy. (See your Health Safety policy and procedure for further information about exposure to contagious diseases and blood borne pathogens.) If you become ill and have reason to believe the illness is work-related, it is important that you immediately report the illness as outlined in the policy and procedure.
If you are involved in an incident in which there may be an allegation of negligence, errors or omissions, abuse or harassment, a violation of rules or procedures, or if you are requested to give a statement, interview or deposition relating to an incident or lawsuit, it is absolutely critical that you notify your Registered Manager, Clinical Lead and HR Manager immediately. A delay in reporting the matter could result in the professional liability insurance company’s rejection of any claim that may result.
Reporting any involvement in a potential professional liability situation necessitates the collection of information. Before you call, try to have the following information available:
• What was the date and time of the incident?
• What shift were you working?
• What is the name of the patient involved?
• Where in the work location did the incident occur?
• What were you doing at the time of the incident? How did it occur?
• Who were the witnesses to the incident (patients, visitors, other staff, physicians, etc.)?
• What was the nature of the incident?
• Did the incident result in injury?
• Have there been any threats of legal action? By whom?
• Was there any equipment malfunction associated with the incident?
If possible, review your charting notes related to the incident to familiarize yourself with the situation. It is important that you refrain from discussing the incident with anyone other than a representative of the Company, unless specifically directed to do so by the Registered Manager or other Company representative.
The Company is committed to responding to any written or verbal complaint or incident report within 7 calendar days of receipt. The company will:
• Acknowledge receipt of the report and will keep the individual reporting the incident or complaint informed of the outcome of the investigation once completed.
• Provide a report to applicable nursing board and/or department of health according to minimum reporting requirements, which may be no later than 24 hours after learning of the incident, and will provide the results of the investigation to applicable nursing board and/or department of health.
• Maintain information collected about the incident for a period of three years after the date the information is received, or the company learns of the incident.
Note that the Company must report any action or condition affecting the professional’s fitness to practice, that might be grounds for enforcement or disciplinary action, to the board of nursing within five business days of receipt of the information.
Once your placement is confirmed, you will receive an e-mail notice of your Credentialing Requirements. It is essential that you fully complete all documentation and provide all information requested. Your placement at a United Kingdom location and travel arrangements to the U.K. will be arranged upon your fulfilment of the Credentialing Requirements within the required timelines. This part of the process will begin as soon as your placement at a U.K. location is confirmed.
After you begin your assignment, you are required to comply with all requests from the HR Team to keep your documents current and in compliance with the Company, Hospital and Joint Commission requirements. It is vital that you are in constant communication with the HR Team to ensure that all of your requirements are up to date.
Healthcare Professionals must meet the professional credentialing and health standards (called “Requirements”) based on the location to which they are assigned as well as the borough in which they are working. In some circumstances, the expense required to achieve and maintain the Requirements are covered by the Company and in others, it is your responsibility.
Additionally, the government and other regulating bodies such as the (NMC, CQC, etc) may impose regulations that must be adhered to by The Place Care or the work location. Through your compliance, the Company can ensure that every Healthcare Professional is practicing within the regulations issued by these regulatory bodies. You will be guided by the HR Team to bring your credentials into compliance with all the various assignment requirements.
Note: It is advisable to obtain and keep with you copies of all your health records and evidence of formal education and continuing education received from a previous employer. This information is required at certain assignments. Send current copies of the health screening and other documents mentioned in this section of the guide to HR Team. The general areas where you will find requirements are: licencing, certification, annual health review, TB screening, vaccinations for common contagious diseases including hepatitis B, work eligibility documentation and testing. Each of these requirements are described in more detail below. While not an exhaustive list of the possible requirements, it covers most.
The following requirements will need to be on file with the Company before you can begin your assignment and must remain in compliance with the Company, Hospital and Joint Commission requirements for the duration of your assignment. The HR Team will let you know which requirements are needed immediately and will keep you updated on any documents that expire while you are on assignment.
• Employment Application
• Skills Checklist(s) for each applicable specialty area
• License for each state in which you hold a current license
• Basic Life Support: American Heart Association Healthcare Provider card
• Certifications specific to your specialty areas (confirmed at time of placement) such as:
o ALS for ICU, ED, o NICU and L&D
o PALS for PICU and Paediatrics
• Electronic Background Check Authorisation Form
• Handbook Acknowledgement Form
• Medical Records Release Statement
• Job Specification
• Hepatitis B: Declination, Vaccination Series or Positive Titer
• Measles Vaccine (MMR) or Positive Titer
• Mumps Vaccine (MMR) or Positive Titer
• Rubella Vaccine (MMR) or Positive Titer
• Varicella Vaccine or Positive Titer
• Doctor’s Health Statement
• Tuberculosis Screening
• Drug Screen
• National Insurance Card
• Knowledge/Medication Exam for your specialty area
• Workplace Safety Manual Post Test
• Flu vaccination
The Company will assist you with obtaining your NMC registration (where applicable) prior to the start of your assignment in the U.K. Your NMC Registration will need to be renewed annually and you will undergo the revalidation process after 3 years of practicing in the UK, and will follow after every 3 years. It is your responsibility to renew and keep your NMC Registration current after you arrive in the U.K. Contact the NMC 60 days prior to the expiration date to determine the process for renewal. The NMC Registration can be renewed directly online via the NMC website, and you will be guided through this process.
You will need to provide HR Team with a copy of your NMC Pin Number once you receive it in the mail. It is important The Place Care to maintain a current copy of your licence in your file. You cannot carry out any work if your licence has expired.
TB testing is required a minimum of every 12 months, the HR Team will let you know the specific requirements for your assignment.
Proof of immunisation for measles (rubeola), mumps, German measles (rubella) and varicella will be required for your assignments. Please provide proof of all immunisations to the HR Team if you do not have the record of your immunisation, your UK GP can arrange these vaccinations for you but at a charge. This could delay you starting your assignment. A history of disease, or titers is used to assess immunity.
Note: It is becoming more common for employers to require varicella and mumps immunisation as well.
In adherence to Occupational health regulations, you will need to provide the Company with documentation of your past or present hepatitis B vaccination series, a titer demonstrating immunity to the virus, or a waiver of vaccination before you start your first assignment and annually thereafter. We strongly advise you to take this significant preventive step if you have not already done so.
You may decline to be vaccinated by submitting one of the following documents:
• Hepatitis B declination, acknowledging that you do not wish to be vaccinated at this time;
• Appropriately authorised document substantiating that you have previously completed the HBV vaccination series;
• Appropriately authorised document substantiating that antibody testing has revealed that you are immune to HBV; or
• A Doctor’s report indicating that the vaccine is temporarily or permanently contraindicated for medical reasons.
A booster dose may be recommended at a future date
The Company strives to place highly competent Healthcare Professionals at its locations. A common method of assessing competency is by testing in areas of clinical competency, knowledge and/or critical thinking skills. The HR Team will inform you of any testing requirements that must be completed either prior to, or once you arrive on assignment. If you receive a study guide for testing, please review this information thoroughly. Preparation might include, but not be limited to, reviewing Basic Life Support Protocols, Medication Dosage Calculations, or by completing the Company’s online education and professional development, you will be provided with the login details to complete the training. Preparation for testing in these areas will ensure you get off to a good start on your assignment. In some cases, passing the test with a certain score is required.
Before you begin working as a registered nurse in the U.K., you will need to complete several requirements, usually within a week of your arrival. Please note that additional documentation or certification may be needed, depending on the requirements of your assigned location.
All Healthcare Professionals in the U.K., regardless of specialty, are required to have Basic Life Support (BLS) certification. BLS is part of your Mandatory training which must be completed prior to starting work. BLS training must be taken within the first week of your arrival. You will be responsible for the training, however, the Company can pay for your training and deductions can be taken from your wages at an agreed rate. You are also responsible for the costs associated with renewing your required certifications.
BLS training is part of Mandatory training, and this training should be taken once a year. at least every two years. A copy of the certificate must be kept in our files and the original must be reviewed by HR Team. Please do not purchase this course online, you will undertake the one provided by the Company.
The HR Manager will photocopy the visa and entry stamp in your passport once you arrive and submit it to the Company as part of your work eligibility documentation.
Your NI will be generated once you enter the UK on an Immigrant Visa. The HR Team will assist and guide you with the application of an NI. Your NI will be required to complete your employment compliance.
At the start of your first assignment, you must present the original documents that establish your identity, licence to practice, and employment eligibility to an authorised representative. Most often, your passport (containing your Visa stamp) is used to complete the Employment Eligibility Verification process which will be included in your New Employee Welcome Package. For information regarding other acceptable documents, call or email the HR Manager in advance of your departure to the U.K. for your assignment.
The Company employs a Clinical Team, and Clinician Support Specialists as corporate staff that are available to assist our Healthcare Professionals with clinical and social concerns, and offer support to our International Clinicians while they adjust to life and work in the United States. Our Clinical Team is available during business hours to assist with resolving clinical practice issues or concerns while on assignment, including floating outside of the specialty, or any other professional or practice concerns that may arise during the assignment. With patience, communication, and professionalism, most issues are resolved to the satisfaction of everyone involved. The company also provides after hours coverage to help with clinical and non-clinical emergencies and can be reached at 020 4530 9167.
Prior to your assignment and annually thereafter, you will review the Company’s Workplace Safety and Patient Care Standards course. This course is required by OSHA, The Joint Commission, and aligns with the healthcare facilities’ orientation processes. Throughout the duration of your assignment, you are obligated to follow all reasonable direction from facility management personnel, including float assignments within your scope of practice, scheduling, and polices related to professional conduct. It is important to follow the facility policy on cell phone and internet usage, including tablets or any other type of electronic devices. Many facilities do not allow cell phone or internet use for personal reasons while in the unit. Earbuds or headphones are never appropriate while on duty.
You are responsible for learning and complying with the rules, policies, and procedures of the facility regarding professional conduct. This includes any social media polices, all information presented during orientation, and any required professional knowledge of testing, drug screening/testing, maintenance of professional licensure and required medical documents and certifications. It is also expected that you will comply with the policies and procedures outlined by the facility for patient care administration and disaster preparedness.
You are responsible for learning and adhering to the principles of the professional practice act in the United Kingdom. In addition to the general standards of professional conduct, it is imperative that you will comply with the following specific requirements, these include but are not limited to:
• Healthcare Professionals will not physically, sexually, or emotionally abuse or neglect a patient or co-worker.
• Healthcare Professionals will share concerns about suspicious behaviour, report suspected abuse or neglect of a patient, accept personal responsibility to protect patients from all forms of abuse, and notify the Registered Manager / Human Resources Manager/Director of Legacy Private Limited.
• Healthcare Professionals will contribute to a professional work environment that is free from harassment or discrimination as provided by law, facility, or company policy (see the Anti-Harassment policy in our QCS Policy and Procedure App for additional information). Legacy Private Limited TA The Place Care maintains a strict policy against violence or bullying in the workplace.
• Healthcare Professionals will maintain patient confidentiality and adhere to all privacy laws, including GDPR.
• Healthcare Professionals will not use the internet for personal use on sites such as Facebook, Twitter, Instagram or internet chat rooms during work time. Do not post client and patient scenarios on any social media as it can be construed as slander and potential GDPR violations.
• Healthcare Professionals will not sleep or appear to be sleeping during work time. Violation of this policy can result in immediate termination.
• Healthcare Professional is responsible for the care of the patient from the time of accepting the report until communication to the oncoming replacement or designated person occurs.
• Healthcare Professional is responsible for proper administration, documentation and wasting of controlled substances per hospital policy and federal regulations.
Acts of negligence, malpractice, tardiness, unauthorized absence, falsifying timesheets, substance abuse, sexual abuse, insubordination, and violation of facility rules, breach or neglect of duty will be grounds for immediate termination of the assignment, and may result in your exclusion from further assignment opportunities with the company. In appropriate circumstances, the company may work with the facility to which you are assigned to follow the facility “for cause” drug testing policy. Failure to comply with a facility request for “for cause” drug testing may result in immediate termination from the facility and the company. The company cooperates fully with the authorities to investigate all cases of alleged drug abuse.
Please refer to your Employment Agreement and Job Offer for the conditions and terms of your employment. As with any agreement, both parties have responsibilities that must be met. If you have any questions on your obligations under the agreement, please contact your Registered Manager or Human Resources Manager for assistance or clarification. Employment at a client facility may be terminated at the client’s discretion and without notice when standards are not met and may result in the Healthcare Professional being found in breach of his or her employment contract with Legacy Private Limited.
Regular attendance and punctuality are essential for the efficient operation of any organisation. It is required of every employee to satisfactorily maintain their work schedule, to be present each scheduled workday, and prepared to begin work
promptly at the scheduled time/place. The intent of this policy is to provide guidelines to identify when tardiness/absences exceed normal expectations or conflict with the requirements of the employment agreement and the needs of the assigned facility to properly staff its units.
Illness or emergency circumstances are a normal part of life. Any and all time off requests, whether paid or unpaid, must be communicated via a leave request forms submitted to a Company representative (Registered Manager/Human Resources Manager), after obtaining approval from the Registered Manager or director in advance of the occurrence whenever possible.
Unscheduled absences and repeated tardiness contribute to staffing deficiencies and patient care/client concerns. It is your responsibility to learn and adhere to your specific facility’s absence and tardiness policy.
Attendance is one of the factors affecting overall work performance. An individual’s good performance while present does not justify excessive tardiness or unscheduled absences. Failure to maintain the assigned work schedule is cause for disciplinary action. Poor attendance will hinder future employment opportunities within the assigned client facility and will also jeopardise the assignment, which may ultimately lead to termination and breach of the employment agreement.
a. Definitions:
1. Scheduled Absences: Include planned days off that have received advance, written approval from the designated Manager or client facility designee. Such advance approval is determined by the scheduling requirements of the client facility and the company, and can involve the use of accrued annual leave or unpaid time off.
2. Unscheduled Absences: Include days off that have not received advance approval from neither the client facility nor the company. These include sick call outs.
3. Tardiness: Includes any instance where the Healthcare Professional does not report for duty, ready to work at the appropriate location and scheduled start time or expected time of return from a break.
b. Notification of Unscheduled Absence:
1. It is understood that absences due to illness or personal emergency may occur. The Healthcare Professional must become aware of the required notice period at his/her assignment facility. When an unscheduled absence occurs, the Healthcare Professional is expected to contact his/her facility as required in their policy. This often has a minimum notice period of no less than 2 hours prior to the scheduled start of the shift. If no supervisor is available, the Healthcare Professional must contact the department receptionist or other designee to notify of the absence; direct contact must be made.
2. The Healthcare Professional is also to call his/her company representative (Registered Manager / Human Resources Manager ) to notify of the absence. Leave a message if necessary.
3. Healthcare Professionals who have more than three (3) consecutive unscheduled absences may be contacted by their Registered Manager/ Human Resources Manager to discuss the potential for a leave of absence.
4. Unscheduled absences will be given due consideration by The Registered Manager/Human Resources Manager in light of their circumstances. However, more than one (1) unscheduled absence in a consecutive three month period is considered excessive, barring unusual circumstances.
5. Healthcare Professionals must take reasonable precautions and make corrective measures surrounding potential tardiness due to extenuating circumstances such as weather and transportation. There is no “acceptable” amount of tardiness; however, the client Facility may excuse tardiness when it is caused by unusual circumstances beyond the Healthcare Professional’s control.
1. Disciplinary action will be based on the number of occurrences as well as the totality of circumstances surrounding the occurrences. Healthcare Professionals with excessive absences and/or tardiness will be disciplined,
2. and may be required to submit a doctor’s note for absences. Discipline for excessive absenteeism may include, but is not limited to, placement on probation and prohibition from utilising annual during the probationary period.
3. If the Healthcare Professional’s attendance record has been satisfactory for three months following the imposition of probationary status, the Healthcare Professional will be taken off of probation and allowed to use annual leave again.
Failure to abide by the professional service and conduct requirements as obligated by the Healthcare Professional’s Employment Agreement may result in termination and liability for breach of the Employment Agreement.
In the event of the death of an immediate family member, Healthcare Professionals are eligible for up to three (3) days off without pay, per occurrence if approved by the Registered Manager in writing. Immediate family is defined as parents, legal guardian, step-parent, siblings, spouse, child, step-children, grandchildren, domestic partner, grandparents, great-grandparents and in-laws, (in-laws include parent, sibling and grandparent) of a spouse, domestic partner or common law spouse. To attend other funerals not defined above, Healthcare Professionals must use their annual leave and must seek approval in advance from their Registered Manager. If a request is outside the above guidelines and considered a special circumstance, before Bereavement Leave is paid annual leave, it must be reviewed and approved in advance by The Director of Legacy Private Limited.
Time off without pay in excess of this bereavement time may be made available with the approval of the team member’s Registered Manager or Human Resources Manager agrees.
Legacy Private Limited in its offer of employment reserves the right to charge administration fees, which cover the cost such as the ones listed below, please note that the list below is not exhaustive. This amount will be deducted weekly from (employee name) at an agreed rate.
• Document verification (Overseas Agent)
• Administrative work (calls etc)
• Training
• Accommodation
• Company car
• Insurance
• Fuel
• Food
• DBS
• Practical training
• Uniforms
• ID badges
• PPE
I, (employee name) agree to reimburse Legacy Private Limited the named administration costs from my weekly wages until it is paid in full.
I, (employee name) agree to reimburse Legacy Private Limited if I voluntarily terminate my employment prior to the completion of two years of service according to the following rates and schedule:
Legacy Private Limited:
• Will provide a Certificate of Sponsorship once all checks and candidate compliance have been verified, and the candidate is in agreement with the administration costs.
• Does not process Visas for candidates, these are processed and issued by the Home Office, therefore the final decision lies with the Home Office.
• The process takes at least 18 weeks as per Home Office guidelines.
• By signing this handbook, you are agreeing to these terms and conditions.
• Will pay for all Immigration Skills charges, and CoS
I hereby certify my acceptance of the payback rates and schedule listed above and agree to reimburse Legacy Private Limited in the event of my voluntary termination prior to the completion of two years of service. I understand that my employment with Legacy Private Limited is considered at-will, meaning that either the company or I may terminate this employment relationship at any time with or without cause or notice.
If you accept the terms stated above please sign: