Policies & Procedures
Our team is committed to our vision of creating and promoting a holistic experience, where children can develop social skills, environmental stewardship, and positive mental and physical health, within a natural environment.
The following policies and procedures outline how we strive to achieve this.
TERMS & CONDITIONS
Please read these terms and conditions carefully before signing the OT consent form. By referring your child to OT and signing the consent form you will have entered into a contract on the basis of these terms and conditions. If you have any questions about them please do not hesitate to contact us.
This document sets out the terms on which Ambroise Farm occupational therapists and assistants undertakes work for its clients.
INSTRUCTIONS
It is important that you provide us with all relevant information to enable us to carry out our work in your best interests and that you notify us of any changes to that information.
HEALTH AND SAFETY POLICY
In the event of an emergency please see our emergency procedure link below.
CONSENT AND RISK ASSESSMENT
Parents signing the consent form are agreeing for their child to be risk assessed by their individual occupational therapist. Risks will be assessed on the basis of:
CANCELLATIONS
Cancellations made by the client must be made at least 24 hours before the scheduled appointment, where rescheduling of the missed appointment will then be made at a later date with the occupational therapist. The client will not be offered a rescheduled appointment if the sufficient notice has not been made. This is due to the such short notice (less than 24 hours) not enabling the therapist to offer the appointment to someone else.
Due to the nature of our farm premises, cancellations may occur as late as the same day of a session by the occupational therapists due to unsafe weather e.g. high winds or floods. In such instances, every effort to relocate the session indoors will be made or rescheduling to another date will be offered to replace the missed session at no loss to the client.
Should a session be cancelled by the occupational therapist due to unforeseen circumstances, a rescheduled session will be offered to replace the missed session at no loss to the client.
FEES
Our fees will be in accordance with our current price list. This will take into account the degree of responsibility and level of skill of those involved. We do however reserve the right to revise that level of fees. Existing clients will be notified in advance of any such change.
Any payments to third parties (disbursements) are payable in addition to our fees. You will be notified of any significant disbursements. Disbursements are charged at cost.
PAYMENT ON ACCOUNTS
For private clients (i.e. parents), fees are due in advance, no later than 7 days prior to the booked services. We reserve the right to offer these services to other clients on our waiting list should fees not be paid on time. If an account remains unpaid, an overdue fee of £20 will be added to the invoice. This fine is added every successive fortnight until payment is received.
For local authorities, EHCP provision and contracted agencies, We ask that payment be made by the 15th of the month that follows the academic term in which our services were provided. If an account remains unpaid for 7 days after the 15th, a fine of £20 is added to your account. This fine is added every successive fortnight until payment is received. We reserve the right to suspend further work until payment is received. Recourse to the small claims court is made for accounts not paid 6 months after their due date.
RESPONSE TIMES
We are committed to our clients and will endeavour to respond to your telephone and/or written communications within five working days, unless automated out of office email reply has been set with a return date.
COMMUNICATION BY E-MAIL
If e-mail is used as a means of communicating with us, we advise that you ensure that all e-mail messages must be properly addressed. All e-mail messages sent to us will, if properly addressed, arrive on the terminal of the person to whom they are addressed. However, we advise that you take note of the following:
- our computer system may not always be linked to the internet, so consider a telephone call should you enquiry be urgent
- the confidentiality of e-mail sent via the Internet cannot be guaranteed.
- we recommend opening a free and secure Egress account to send confidential documents and/or reports. This can be done by following registration instructions at www.egress.com
STATEMENTS and EHCPs
Ambroise Farm occupational therapists do not write separate reports as part of a child’s statementing and Educational and Health Care Plan (EHCP) process. Where applicable, information gathered through an occupational therapy assessment or therapy sessions may be shared to feed into the NHS / County Council reports with prior agreement between parent/guardian and the occupational therapist.
TRIBUNALS
Ambroise Farm occupational therapists do not provide any tribunal related services, but we are happy to signpost to other independent practices that can support this process.
COMPLAINTS
If you feel that you have cause for dissatisfaction about any aspect of our service you should take this up with both Miriam Hollely-Barik and Charlotte Hobbs by emailing [email protected]. We would ask that you put your comments in writing and indicate what action you would like to be taken.
DATA PROTECTION
We are GDPR registered. We use the information you provide primarily for the provision of therapy services to you. Our use of that information is subject to your instructions, the Data Protection Act 1998 and our duty of confidentiality. As indicated on our consent form, our work for you may require us to give information to third parties such as other professionals. You have a right of access under data protection legislation to the personal data that we hold about you.
INSURANCE
Ambroise Farm as a site is covered to a level of £5,000,000 for public liability. Occupational therapists are covered to a level of £10,000,000 for public liability via their membership with the Royal College of Occupational Therapists (RCOT).
Individual risk assessments are completed prior to occupational therapy sessions and are subject to alteration and review at any point by the registered occupational therapists. We reserve the right to refuse or discontinue sessions should risks be assessed as unsafe within the parameters of Ambroise Farm occupational therapy.
SAFEGUARDING
It is the responsibility of the session leader and all staff to ensure the safety of all children and adults attending activities at Ambroise Farm.
Ambroise Farm is committed to creating an environment in which children are safe. It is the role of the session leader to minimise the risk of abuse taking place by:Following the forest school principles and criteria for good practice as set out by the Forest School Association and adhering to professional ethics and code of conduct as set out by Royal College of Occupational Therapy.
Appropriate steps will be taken where concerns arise regarding the safety of a participant. Concerns will be reported to the designated safeguarding officer and dealt with sensitively and appropriately.
2. Keep calm and offer some reassurance and accept what the child says without challenge
3. Make NO promises. You cannot ‘keep a secret’. You should make it understood that there are limits to confidentiality at the start of the disclosure
4. Inform the designated safeguarding member of staff
5. Keep an accurate, written record of the conversation including; the date, time, the location and what was said by the child and yourself. Keep it secure and hand the record to the designated member of staff for safeguarding as soon as possible.
Buckinghamshire Safeguarding Children Partnership First Response Team 01296 383962.
NSPCC helpline number 0808 800 5000
Care Quality Commission for vulnerable adults 0333 405 3333
BEHAVIOUR POLICY
Everyone attending sessions at Ambroise Farm have responsibility to protect their own and other group members' health, safety and well-being.
We aim to promote:
Behaviour expectations for all staff
1) Be a positive role model for participants, particularly with regards to respecting each person and the environment
2) Encourage and reinforce caring and nurturing behaviour
3) Be vigilant with regards to common sense safety
4) Facilitate from an egalitarian approach avoiding unnecessary rigidness or petty rules
5) Avoid coercive or manipulative behaviour management, or that based on personal negative messages, as these damage morale, motivation and self esteem and are counterproductive to the Ambroise Farm ethos and vision.
Encouraging Positive Behaviour
To allow the greatest potential for each participant's experience at Ambroise Farm to be transformational, each participant is welcomed from an open and unbiased viewpoint with regards to their behaviour and abilities. Boundaries and guidelines are presented clearly to all participants. Participants will be supported to contribute to the boundaries and guidelines of the session. Listening and respecting all participants' feelings and opinions will support the sessions to be a safer and more enjoyable experience.
De-escalation
If a situation arises in which participants are behaving in a way that threatens the safety of the themselves or others, the session leader will ensure that the following steps are taken:
1) Recount the facts of the incident as observed in simple language and without judgment. Remind the participants involved of any guidelines they have not followed.
2) Provide containment and a safe space for the participant to calm down.
3) Listen to the involved party or parties, if necessary gently separate them from the group for this. Listen and empathise with the participant to help them express themselves and take responsibility for their feelings. Ask them to consider how their behaviour has affected everyone else.
4) Try to establish what their needs were in the situation and how they were not being met. Discuss what their needs currently are and ask them to consider the needs of the rest of the group.
5) Help them to express their needs clearly and in a positive language.
6) Encourage discussion of new strategies so that if similar situations arise the participants feel able to communicate their needs without resorting to negative behaviours.
Recording and reporting
The session leader will record the incident and inform parents and carers. Where relevant any significant issues or incidents will be discussed with parents or carers in a private conversation, when the participant is not present.
FIRE ASSEMBLY POINT
Car park adjacent to the apple orchard by Ambroise Farm entrance.
FIRST AID
All staff are fully outdoor First Aid trained and carry First Aid kits. Risk assessments are completed. Injuries will be treated accordingly and reported to the parent/guardian.
PUBLICITY
We may from time to time use and include details of clients and the matters we have handled for them in our publicity or marketing material. No details of your identity will be revealed without your prior consent.
It is important that you provide us with all relevant information to enable us to carry out our work in your best interests and that you notify us of any changes to that information.
HEALTH AND SAFETY POLICY
In the event of an emergency please see our emergency procedure link below.
- Emergency procedure policy linked below
- Weather policy linked below
- Food hygiene - wash hands before and after handling and eating food. Clean containers and cooler bags used for refrigerated items and to be consumed within one hour.
- Food waste and general waste removed from site.
- Mains water tap is drinking water on site
- Toileting needs - refer to individual risk assessment (see example linked below) and level of support (privacy and independent promoted at all times). Hand washing and hand gel available after toileting at all times.
- Tree climbing - is only allowed to a height of 2 metres and based on individual risk assessment (as some children are not risk aware enough to complete this activity). we teach three points of contact and weight bearing on branches no thinner than their thigh, no climbing across to neighbouring trees. All trees are risk assessed as fit for climbing or not, one: one supervision provided at all times.
- Rope parameter of the woodland is shown and regularly reiterated.
- General risks such as sticks, trips, stings, and poisonous plants are shown and identified and regularly discussed and reiterated. Children are supervised at all times.
- Swings, ropes and frames are routinely safety checked for use.
- Based on individual risk assessment - parent/caregiver to remain in session, on site or within 3 mile radius with walkie talkie and mobile phone contact at all times.
- Communicating ground rules is assessed on an individual basis as part of individual risk assessment.
- Opportunities for fire lighting and tool use is assessed in the individualised risk assessment and are only used as part of a child's individual therapeutic goals. Instructions and adaptations of these activities are graded based on child capacity and need.
- Accessing the working farm yard is prohibited at all times and parents informed prior to arrival. Main gate to be kept shut at all times.
CONSENT AND RISK ASSESSMENT
Parents signing the consent form are agreeing for their child to be risk assessed by their individual occupational therapist. Risks will be assessed on the basis of:
- Danger awareness e.g. climbing trees, stinging nettles
- Fight / flight risks
- Eating unsafe items e.g. berries, mushrooms, non edibles
- Fire safety
- Handling tools
- Mobility
- Toileting
- Eating (choking, aspiration)
- Self-harm
- Engagement issues e.g. oppositional, demand avoidance
- Medical conditions e.g. seizures, allergies and medication/emergency procedures outlined specifically in risk assessment
- Safeguarding concerns requiring 2:1 supervision to access occupational therapy safely (parent remaining present in sessions for safe guarding and/or behavioural reasons)
CANCELLATIONS
Cancellations made by the client must be made at least 24 hours before the scheduled appointment, where rescheduling of the missed appointment will then be made at a later date with the occupational therapist. The client will not be offered a rescheduled appointment if the sufficient notice has not been made. This is due to the such short notice (less than 24 hours) not enabling the therapist to offer the appointment to someone else.
Due to the nature of our farm premises, cancellations may occur as late as the same day of a session by the occupational therapists due to unsafe weather e.g. high winds or floods. In such instances, every effort to relocate the session indoors will be made or rescheduling to another date will be offered to replace the missed session at no loss to the client.
Should a session be cancelled by the occupational therapist due to unforeseen circumstances, a rescheduled session will be offered to replace the missed session at no loss to the client.
FEES
Our fees will be in accordance with our current price list. This will take into account the degree of responsibility and level of skill of those involved. We do however reserve the right to revise that level of fees. Existing clients will be notified in advance of any such change.
Any payments to third parties (disbursements) are payable in addition to our fees. You will be notified of any significant disbursements. Disbursements are charged at cost.
PAYMENT ON ACCOUNTS
For private clients (i.e. parents), fees are due in advance, no later than 7 days prior to the booked services. We reserve the right to offer these services to other clients on our waiting list should fees not be paid on time. If an account remains unpaid, an overdue fee of £20 will be added to the invoice. This fine is added every successive fortnight until payment is received.
For local authorities, EHCP provision and contracted agencies, We ask that payment be made by the 15th of the month that follows the academic term in which our services were provided. If an account remains unpaid for 7 days after the 15th, a fine of £20 is added to your account. This fine is added every successive fortnight until payment is received. We reserve the right to suspend further work until payment is received. Recourse to the small claims court is made for accounts not paid 6 months after their due date.
RESPONSE TIMES
We are committed to our clients and will endeavour to respond to your telephone and/or written communications within five working days, unless automated out of office email reply has been set with a return date.
COMMUNICATION BY E-MAIL
If e-mail is used as a means of communicating with us, we advise that you ensure that all e-mail messages must be properly addressed. All e-mail messages sent to us will, if properly addressed, arrive on the terminal of the person to whom they are addressed. However, we advise that you take note of the following:
- our computer system may not always be linked to the internet, so consider a telephone call should you enquiry be urgent
- the confidentiality of e-mail sent via the Internet cannot be guaranteed.
- we recommend opening a free and secure Egress account to send confidential documents and/or reports. This can be done by following registration instructions at www.egress.com
STATEMENTS and EHCPs
Ambroise Farm occupational therapists do not write separate reports as part of a child’s statementing and Educational and Health Care Plan (EHCP) process. Where applicable, information gathered through an occupational therapy assessment or therapy sessions may be shared to feed into the NHS / County Council reports with prior agreement between parent/guardian and the occupational therapist.
TRIBUNALS
Ambroise Farm occupational therapists do not provide any tribunal related services, but we are happy to signpost to other independent practices that can support this process.
COMPLAINTS
If you feel that you have cause for dissatisfaction about any aspect of our service you should take this up with both Miriam Hollely-Barik and Charlotte Hobbs by emailing [email protected]. We would ask that you put your comments in writing and indicate what action you would like to be taken.
DATA PROTECTION
We are GDPR registered. We use the information you provide primarily for the provision of therapy services to you. Our use of that information is subject to your instructions, the Data Protection Act 1998 and our duty of confidentiality. As indicated on our consent form, our work for you may require us to give information to third parties such as other professionals. You have a right of access under data protection legislation to the personal data that we hold about you.
INSURANCE
Ambroise Farm as a site is covered to a level of £5,000,000 for public liability. Occupational therapists are covered to a level of £10,000,000 for public liability via their membership with the Royal College of Occupational Therapists (RCOT).
Individual risk assessments are completed prior to occupational therapy sessions and are subject to alteration and review at any point by the registered occupational therapists. We reserve the right to refuse or discontinue sessions should risks be assessed as unsafe within the parameters of Ambroise Farm occupational therapy.
SAFEGUARDING
It is the responsibility of the session leader and all staff to ensure the safety of all children and adults attending activities at Ambroise Farm.
Ambroise Farm is committed to creating an environment in which children are safe. It is the role of the session leader to minimise the risk of abuse taking place by:Following the forest school principles and criteria for good practice as set out by the Forest School Association and adhering to professional ethics and code of conduct as set out by Royal College of Occupational Therapy.
- Educating children how to stay safe and speak out.
- Ensuring that consent forms have been filled out for photos and videos.
- Taking appropriate action should any allegations arise and following the safeguarding policy. Ambroise Farm will ensure:
- All staff have up to date enhanced checks from the Disclosure and Barring Service (DBS), and will be subscribed to the update service.
- All leaders have completed safeguarding training.
- Ratios: The following minimum adult ratios will ensure appropriate support and supervision of vulnerable groups at all times. For children 0-2 yr olds: 1 adult:3 children, 3-5yr olds: 1 adult: 4 children, 5-7 yr olds : 1 adult :6 children, 8-11yr olds: 1 adult: 10 children. These ratios are for guidance only and suitable levels of support should be determined in advance depending on the activity and needs of the group. For vulnerable adults, suitable levels of support should be agreed in advance with staff/carers.
- Toileting: only when appropriate, the session staff or the child’s/adult’s parents/carers may assist with toileting.
- Photos and video permission will be requested via a consent form.
Appropriate steps will be taken where concerns arise regarding the safety of a participant. Concerns will be reported to the designated safeguarding officer and dealt with sensitively and appropriately.
- All concerns will be taken seriously and acted on immediately.
- Positive action will be taken to ensure the protection of participants who are subject to any concerns.
- The safety of the rest of the group will be secured before taking further action on site.
- If a crime has been committed call 999 and report to the police.
- Implicated adults will be asked to leave the group until the disclosure is officially cleared/action taken.
- All appropriate staff/managers will be informed.
- Adults, including parent helpers and other volunteers, need to appreciate that when children feel comfortable and content, when their instinct to trust and risk take is encouraged, they may be moved to disclose information which they might otherwise keep to themselves. Any volunteer or member of staff who finds that a child is telling them something which concerns them should:
2. Keep calm and offer some reassurance and accept what the child says without challenge
3. Make NO promises. You cannot ‘keep a secret’. You should make it understood that there are limits to confidentiality at the start of the disclosure
4. Inform the designated safeguarding member of staff
5. Keep an accurate, written record of the conversation including; the date, time, the location and what was said by the child and yourself. Keep it secure and hand the record to the designated member of staff for safeguarding as soon as possible.
Buckinghamshire Safeguarding Children Partnership First Response Team 01296 383962.
NSPCC helpline number 0808 800 5000
Care Quality Commission for vulnerable adults 0333 405 3333
BEHAVIOUR POLICY
Everyone attending sessions at Ambroise Farm have responsibility to protect their own and other group members' health, safety and well-being.
We aim to promote:
- Self-esteem
- Self-awareness of personal abilities and limitations
- Respect and care for oneself, other people and the natural environment
- Co-operation and non-violent communication
Behaviour expectations for all staff
1) Be a positive role model for participants, particularly with regards to respecting each person and the environment
2) Encourage and reinforce caring and nurturing behaviour
3) Be vigilant with regards to common sense safety
4) Facilitate from an egalitarian approach avoiding unnecessary rigidness or petty rules
5) Avoid coercive or manipulative behaviour management, or that based on personal negative messages, as these damage morale, motivation and self esteem and are counterproductive to the Ambroise Farm ethos and vision.
Encouraging Positive Behaviour
To allow the greatest potential for each participant's experience at Ambroise Farm to be transformational, each participant is welcomed from an open and unbiased viewpoint with regards to their behaviour and abilities. Boundaries and guidelines are presented clearly to all participants. Participants will be supported to contribute to the boundaries and guidelines of the session. Listening and respecting all participants' feelings and opinions will support the sessions to be a safer and more enjoyable experience.
De-escalation
If a situation arises in which participants are behaving in a way that threatens the safety of the themselves or others, the session leader will ensure that the following steps are taken:
1) Recount the facts of the incident as observed in simple language and without judgment. Remind the participants involved of any guidelines they have not followed.
2) Provide containment and a safe space for the participant to calm down.
3) Listen to the involved party or parties, if necessary gently separate them from the group for this. Listen and empathise with the participant to help them express themselves and take responsibility for their feelings. Ask them to consider how their behaviour has affected everyone else.
4) Try to establish what their needs were in the situation and how they were not being met. Discuss what their needs currently are and ask them to consider the needs of the rest of the group.
5) Help them to express their needs clearly and in a positive language.
6) Encourage discussion of new strategies so that if similar situations arise the participants feel able to communicate their needs without resorting to negative behaviours.
Recording and reporting
The session leader will record the incident and inform parents and carers. Where relevant any significant issues or incidents will be discussed with parents or carers in a private conversation, when the participant is not present.
FIRE ASSEMBLY POINT
Car park adjacent to the apple orchard by Ambroise Farm entrance.
FIRST AID
All staff are fully outdoor First Aid trained and carry First Aid kits. Risk assessments are completed. Injuries will be treated accordingly and reported to the parent/guardian.
PUBLICITY
We may from time to time use and include details of clients and the matters we have handled for them in our publicity or marketing material. No details of your identity will be revealed without your prior consent.
