Human Resources - Flint House: Police rehabilitation centre protocol (L1380)

1. Summary of changes

1.1. This protocol has been reviewed in April 2022 and the following changes made:

• paragraph 3.2.2 deleted
• paragraphs 2.1, 3.2.1, 3.2.4, 3.2.5, 3.5.7 and 3.5.10 amended

2. What this protocol is about

2.1. This protocol aims to provide guidance and clarification to eligible police officers, retired police officers and staff members in certain roles in relation to attendance at Flint House Police Rehabilitation Centre, based in Goring-on-Thames, Oxfordshire. Eligible retired police officers are also able to attend the Rehabilitation Centre in Harrogate.

This protocol is not nor is it intended to be contractual.

3. Detail the protocol

3.1. Introduction

3.1.1. Treatments available at Flint House include:

• physiotherapy
• hydrotherapy
• stress counselling
• general nursing care
• acupuncture
• health classes
• sleep relaxation
• aromatherapy 
• therapeutic massage

3.1.2. Other treatments are available but a cost may be incurred to the individual. Further details are available from Flint House.

3.2. Eligibility

3.2.1. Serving police officers and police staff employees in specific roles are eligible to attend Flint House free of charge if they specifically donate to Flint House each month and have done so for a minimum of one year (the one year requirement does not apply to new probationers).

3.2.2.  Retired police officers are able to attend Flint House if they meet the eligibility criteria set by the Flint House Trustees (see page 3 of the retired officers' application form for further details). From 1 January 2016, the trustees at Flint House decided that retired officers will be charged a fee for each day of treatment they receive at the centre.

3.2.3.  Police staff employees are not generally eligible to attend Flint House unless they perform specific roles and subscribe to Flint House monthly. Those roles are: police community support officers and dedicated detention officers. Flint House facilities are also available to members of the Special Constabulary who chose to subscribe on a monthly basis.

3.2.4.  Police employees and Special Constabulary members who wish to subscribe to Flint House can do so via direct debit. There is no facility for police staff employees (PSE) colleagues to subscribe via salary deduction. For more information regarding eligibility and details regarding setting up a direct debit please see www.flinthouse.co.uk

3.3 Attending Flint House whilst absent from work due to illness or injury.

3.3.1. Individuals who attend Flint House whilst absent from work due to illness or injury should have a fit note from their GP for the period of their attendance at Flint House. The only occasion when this would not apply is during the first seven days of sickness absence when a fit note is not required.

3.3.2. Attendance at Flint House will be recorded as sickness absence. Any rest days falling during attendance at Flint House will not be re-rostered.

3.4. Attending Flint House whilst not absent from work due to illness or injury.

3.4.1. Individuals attending Flint House do not have to be recorded as ‘sick’. Divisional commanders, exigencies of duty permitting, will allow such individuals to attend Flint House.

3.4.2. In these circumstances, attendance at Flint House will be recorded on SAP as an authorised absence i.e. not as sickness absence.

3.4.3. Any rest days falling during attendance at Flint House will not be re-rostered.

3.4.4. Individuals will not be required to use annual leave in order to attend Flint House.

3.5. Admission process

The application forms to attend Flint House must be downloaded from the Flint House website. Failure to use the correct form may result in the application being returned and treatment delayed. Individuals should ensure that they select the correct application form as these vary depending on whether the patient is attending due to a physical or physiological injury.

3.5.1. Part 1 of the application for admission form should be completed by the individual.

3.5.2. Part 2 of the application for admission can be completed by either: the officer's line manager or supervisor, a Federation representative or the Benevolent Fund administrator.

3.5.3. Part 3 of the application for admission form should normally be completed by the individual’s hospital consultant or GP. A small charge may be made by some GP practices; this is not refundable. 

3.5.4. If the individual already has a pre-arranged appointment with the Force Medical Officer (FMO), s/he is authorised to complete this part of the application form, preferably at the time of the appointment.

3.5.5. The Occupational Health advisers and the force physiotherapist are not able to sign part 3 of the form.

3.5.6. Completed application forms for retired officers should be sent directly to Flint House. There is no requirement for a signature from a force representative prior to attendance.

3.5.7. Flint House will contact the officer with details of their booking and a copy simply confirming that the application has been accepted will be sent to Occupational Health department. 

3.5.8. The officer advises the force resource unit so that their duties can be updated.

3.5.9. Flint House do not send update reports to Kent Police Health Services on any treatment received by the individual. 

3.5.10. Travelling to and from Flint House is at the attendees own expense, no claim for any payment relating to treatment at Flint House should be submitted to Kent Police. Members of either the police, or the Police Staff Benevolent Fund are able to get a contribution towards their travel cost via their respective fund. Information on how to claim travel expenses from the Benevolent Fund can be found at 8.2.1, 8.2.3 and 8.2.4.

4. Equality Impact Assessment (EIA)

4.1. This protocol has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment, the protocol has been graded as having a medium potential impact.

5. Risk assessment

5.1. There is no specific risk assessment or health and safety consideration thought relevant to the content of this protocol.

5.2. Officers and members of police staff engaged within the process must remain aware that they must follow the protocol correctly otherwise the risk to the organisation of a possible employment tribunal could be raised. A failure to fully adopt the principles set out in this protocol could have a detrimental effect upon the reputation of the organisation.

6. Consultation

7. Monitoring and review

7.1. The monitoring of this protocol will be by the secretary of the Benevolent Fund.

7.2. The protocol will be reviewed within two years.

8. Governing force policy. Related force policies and related procedures (Essex)/linked standard operating procedures (Kent)

8.1. This HR protocol supports the overarching HR policy L1.