Remote Working

Policy

All employees in New Zealand have a legal right to request flexible working arrangements.

Each request to work remotely will be considered on a case-by-case basis by the practice manager. The decision to approve remote working will be based on whether the employee's duties are able to be done from another location, without close supervision.

Approval to work remotely on one occasion is discretionary and doesn't create a precedent that future remote working requests will be approved.

For more information about remote working requests, see Employment New Zealand: Flexible working arrangements.

Employee responsibilities

Employees working remotely have the same obligations as they do in our workplace.

People working remotely must:

• have a suitable workspace
• fully focus their time and attention on their work
• comply with all usual workplace and employment policies
• manage any health and safety risks under their control
• ensure their home IT security systems are secure

  For example:

  • Software systems, browsers, and applications should be up to date.
  • Security features should be enabled (if available), e.g multi-factor authentification (MFA).

    Using multi-factor authentication (sometimes two-factor authentication or TFA) means that you need to provide two or more things, your password and something else, before you can log into an account. With MFA, even if someone works out your password they won't be able to access your account without the second thing.

    Depending on the app you use, authentication may be provided by:

    • a question that only you know the answer to
    • a code or once-only password sent to your email or phone
    • fingerprint, facial, retina or other physical recognition.

    See CertNZ guidance on multi-factor authentication

  • Use secure internet where possible, ideally using a Virtual Private Network (VPN).
  • Do not use public Wi-Fi.
• maintain patient privacy and confidentiality.

When working remotely, employees must make appropriate childcare arrangements and not work from home as a substitute for childcare. We may make occasional exceptions for unplanned or temporary circumstances, however this must be approved by the practice manager.

Employees must not work remotely during sick leave specified by a medical certificate.

Reimbursement for any additional expenses must be agreed with the practice manager before beginning remote working.

See also Human Resources, and IT Security.

Health and safety obligations

Under the Health and Safety at Work Act 2015, we have a legal duty of care for the health and safety of our employees "so far as is reasonably practicable" anywhere work is performed. This includes work done remotely.

Staff working remotely must:

• set up their workspace appropriately and ergonomically
• make sure their workspace is free from trip hazards, e.g. cords or wires
• make sure electrical equipment is in good condition
• take regular breaks away from the workstation.

See also Health and Safety. For workstation set-up, refer to Worksafe: Setting up a Healthy Workstation when Working from Home.

Maintaining patient privacy

It is very important to maintain patient privacy while working remotely.

Guidelines:

• Don't store patient information on any personal device.
• Make sure patient information is kept secure from others in the household:
  • keep physical documents secure
  • minimise screens if another person enters the room
  • ensure computer has password protection and the screen is locked if you need to walk away from it
  • ensure phone or video calls that include patient information cannot be overheard.
• If using a personal phone to contact patients, block caller ID before making calls so that your private number is kept secure.

See also Environmental Privacy.

Working from Home, Telehealth