External Security

When thinking about the security of your premises examine the exterior environment.

If there is a garden area surrounding the premises ensure that plants, trees and shrubs are trimmed and that fences and gates are secure. You need to ensure that there is nothing that can be climbed onto to assist entry through windows or that will help intruders gain access to the roof.

Exterior lighting or sensor lighting not only deters intruders, but also makes for safer, easier access for staff members who have to enter the premises after hours.

If the building has large windows on the street frontage some form of barrier i.e. planters or metal posts may lessen the chance of vehicular damage to the building.

External doors should be fitted with deadlocks, swipe card access or combination key pads. Windows should be fitted with security locks. Window grilles would add an extra level of security.

Internal security

Alarm Systems

Alarm systems come with many different features. They can be monitored or unmonitored, if unmonitored you will need to have some way of being told when it has been activated. Monitored alarms are usually connected to a security company who will contact a key holder of the premises when the alarm is activated. They may also supply a security guard to meet the key holder at the premises.

Alarms can also be silent or noisy. Noisy alarms are recommended, as intruders are less likely to remain on the premises.

Alarm codes can be allocated to individual staff members, to enable tracking should the need arise.

Panic buttons are available and are linked to the alarm system. You may wish to install one at reception. These are always “live” whether the alarm is set or not and can link to the monitoring firm. They are available in silent and noisy versions.

Surveillance

The use of a convex mirror may enable surveillance of the waiting room that is out of direct eyesight of the receptionist.

Close circuit TV is another method of providing a secure work environment.

Security Patrols

Practices may contract to a Security Company to provide an intermittent patrol at night and at the weekend. These patrols check exterior security of doors and windows and may be on hand to respond to alarm call outs.

Responsibility

The practice should appoint one person to be responsible for all security-related activities.

This person is responsible for maintaining a list of key holders and the keys allocated, also access card allocation and alarm codes.

There should be a process in place to deal with lost keys and cards, their replacement and reprogramming. Keys and access cards must be returned when employment ends.

Locks should be changed at intervals especially if keys have been lost or there has been a turnover of staff.

The security officer responsibilities:

• devise a process for risk assessment,
• plan on going education for existing staff and induction training for new staff members.
• incorporate security into the planning process for any planned changes to the practice.
• review security breaches or attempted breaches and make recommendations for improving systems.

Insurance

Ensure that the practice has adequate insurance cover in place in the event of break-in to the premises resulting in loss or damage to the building or contents.