WDental Agency

Client Policy Handbook

For Practices Engaging Locum Staff Via WDental Agency

Version 1.0 – 05/09/25

1. Introduction

This Policy Handbook outlines the standards, procedures, and responsibilities expected of Clients engaging Locums through WDental Agency (“the Agency”). These policies ensure safe, compliant, and effective working environments for Locums and protect both parties under UK law and regulatory frameworks.

This handbook forms part of the agreement between the Client and the Agency.

2. Health & Safety Policy

Clients must maintain:

Safe, hygienic clinical premises

Risk assessments and fire safety procedures

Adequate PPE

Safe, maintained equipment

Clear induction on health and safety

Locums must adhere to Client safety procedures and report hazards.

3. Safeguarding Policy

To protect children and vulnerable adults.

Client Responsibilities:

Provide safeguarding leads and procedures

Ensure Locums know how to raise concerns

Notify the Agency immediately of any safeguarding issue

Agency Responsibilities:

Verify Locum safeguarding training

Support safeguarding investigations

Escalate to authorities when required

4. Compliance, data protection & UK GDPR

All compliance requirements, data protection obligations, and UK GDPR responsibilities relating to the supply and management of Locum personnel are governed by the terms already outlined in the Master Services Agreement (MSA). This handbook is intended to supplement, not replace, the provisions contained within the MSA. In the event of any inconsistency, the MSA shall take precedence. All Clients are expected to adhere to the compliance, confidentiality, and data protection standards detailed in both this handbook and the MSA.

5. Infection Prevention & Control (IPC) Policy

Client Responsibilities:

Provide Locums with IPC protocol

Supply appropriate PPE

Maintain decontamination and cross-infection systems

Ensure work areas meet CQC hygiene standards

Locum Responsibilities:

Follow practice IPC requirements

Perform hand hygiene and PPE protocols

Report any breaches or risks

6. Clinical Governance Policy

The Client agrees to:

Maintain policies related to quality, risk, and patient safety

Provide access to audits, clinical protocols, and procedures

Ensure Locums have access to reporting systems

Inform the Agency of clinical performance issues

The Agency:

Responds to performance concerns

Supports clinical investigations

Ensures Locums work within competence

7. Incident Reporting Policy

What Requires Reporting?

Accidents or injuries involving Locums or patients with staff

Equipment failures

Clinical errors or near misses

Safeguarding concerns

Allegations of misconduct

RIDDOR-reportable events

Reporting Process

Ensure immediate safety

Complete the Incident Reporting Form (Appendix A)

Submit to admin@wdentalagency.com within 48 hours

Agency acknowledges within 48 hours

Joint investigation (if required)

Outcome provided within 10 working days

8. Complaints Procedure

Submit complaints in writing to:

📧 admin@wdentalagency.com

Acknowledgement within 2 working days

Investigation completed within 7–10 working days

Outcome issued in writing

Escalation available to senior management or regulatory bodies (GDC, CQC, NHS)

9. Whistleblowing Policy

To allow Locums, Clients, or Agency staff to raise serious concerns confidentially and without fear of retaliation.

What Can Be Reported:

Patient safety concerns

Unsafe clinical practices

Abuse or neglect

Fraud or misconduct

Professional wrongdoing

Process:

Concerns should be raised directly with:

📧 admin@wdentalagency.com

The Agency will respond within 2 working days and take appropriate action, which may include regulatory escalation.

10. Equality, Diversity & Inclusion (EDI)

The Client must ensure Locums work in an environment free from

Discrimination

Harassment

Bullying

Victimisation

The Agency promotes equal opportunity regardless of disability, ethnicity, religion, age, sex, gender identity, or any protected characteristic.

Any discriminatory incidents must be reported immediately.

11. Escalation Procedure

Serious concerns must be escalated immediately if related to:

Patient safety

Professional misconduct

Safeguarding

Serious clinical incidents

The Agency will escalate to appropriate bodies, including:

GDC

CQC

NHS

Safeguarding Authorities

Police (where required)

12. Document Control

Version: 1.0

Approved by: Illa Ahmed

Issue Date: 05/09/2025

Review Date: 05/09/2026

Appendix A – Incident Reporting Form

Date of Incident:

Time:

Practice Name / Address:

Locum Name:

Person Completing Form:

Description of Incident:

Individuals Involved:

Immediate Actions Taken:

Injuries Sustained? (Yes/No):

Witness Details:

Is Further Action Needed?

Signature:

Date Submitted: