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 undertake work for their 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.

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:
  1. Danger awareness e.g. climbing trees, stinging nettles
  2. Fight / flight risks
  3. Eating unsafe items e.g. berries, mushrooms, non edibles
  4. Fire safety
  5. Handling tools
  6. Mobility
  7. Toileting
  8. Eating (choking, aspiration)
  9. Self-harm
  10. Engagement issues e.g. oppositional, demand avoidance
  11. Medical conditions e.g. seizures, allergies and medication/emergency procedures outlined specifically in risk assessment
  12. Safeguarding concerns requiring 2:1 supervision to access occupational therapy safely (parent remaining present in sessions for safe guarding and/or behavioural reasons)
At Ambroise Farm, if risks are assessed as beyond the capacity of the team and site at Ambroise Farm, we will sign post referrals to a more appropriate settings where possible. 

HEALTH AND SAFETY POLICY
In the event of an emergency please see our emergency procedure link below.

  • ​Weather policy linked below 
  • ​Emergency procedure 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.​
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
See link to data protection policy below 
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
1. Policy Statement: Ambroise Therapies Limited occupational therapists providing nature-based interventions, are committed to safeguarding and promoting the welfare of all children, young people, and vulnerable adults. 

2. Scope
This policy applies to all therapeutic activities conducted in natural environments, including forests, parks, and other outdoor settings. It encompasses all interactions with clients, their families, and any third parties involved in the provision of services.
3. Legal and Professional Framework This policy is informed by the following legislation and guidance:
  • Children Act 1989 and 2004


  • Working Together to Safeguard Children (2018)


  • Care Act 2014


  • Health and Care Professions Council (HCPC) Standards of Conduct, Performance and Ethics


  • Royal College of Occupational Therapists (RCOT) Professional Standards


4. Definitions
  • Safeguarding: Protecting children and vulnerable adults from maltreatment, preventing impairment of health or development, and ensuring safe and effective care.


  • Abuse: Forms of maltreatment including physical, emotional, sexual abuse, and neglect.


5. Roles and Responsibilities
  • Therapist: As the sole practitioner, I am the Designated Safeguarding Lead (DSL) responsible for implementing this policy, recognizing signs of abuse, and taking appropriate action.


  • Clients and Families: Encouraged to communicate any concerns regarding safety or wellbeing during therapy sessions.


6. Recognising Abuse, which may include:
  • Unexplained injuries


  • Changes in behavior or mood


  • Reluctance to participate in activities


  • Disclosures of harm

7. Responding to Concerns, If I suspect abuse or receive a disclosure:
  1. Immediate Safety: Ensure the immediate safety of the individual. Call 999 if it is an emergency.


  2. Record Keeping: Document the concern factually, including dates, times, and observations.


  3. Reporting: Contact the appropriate local authority safeguarding team or the police if necessary. Oxfordshire -MASH on 0345 050 7666 during office hours. Outside office hours- Emergency Duty Team on 0800 833 408. Oxfordshire LADO-  01865 810603
Buckinghamshire - MASH  01296 383 962 -office hours.0800 999 7677 -out of office Emergency Duty Team. 
Online referral Oxfordshire https://www.oscp.org.uk/concerned-about-a-child/
Buckinghamshire https://www.buckssafeguarding.org.uk/childrenpartnership/reporting-a-concern/


  1. Confidentiality: Maintain confidentiality, sharing information only with relevant authorities.


8. Outdoor Environment Considerations given the nature-based setting:
  • Risk Assessments: Conduct thorough risk assessments for each outdoor location.


  • Supervision: Ensure appropriate supervision ratios and clear boundaries during sessions.


  • Emergency Procedures: Have clear procedures for emergencies, including first aid and evacuation plans.

    9. Training and Continuing Professional Development
 Ambroise Therapies Limited, commit to:
  • Completing regular safeguarding training.
  • Staying updated with changes in legislation and best practices.

10. Policy Review: This policy will be reviewed annually or following any significant changes in legislation or practice.

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
Ground Rules, site boundaries and risks and hazards will be discussed prior and during sessions. A full risk assessment for individuals attending OT groups and/or 1:1 sessions will be completed prior to activities at Ambroise Farm. This risk assessment is subject to adjustments by the assigned OT at any point during therapy. 

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.