Security Policy

Policy Statement

SMCC Ltd is committed to the provision of a quality healthcare environment that is, safe for clients, patients, visitors, contractors and staff. Maintaining security of the Sutton Medical Consulting Unit within the Ashfurlong Medical Practice premises is of paramount importance and is the responsibility of all staff members.


It is a challenging task as the building is shared by several different parties; however there is a need for vigilance to identify personnel and those who have a legitimate reason to be present within the Sutton Medical Consulting working area.

The scope of this policy covers the following:

  • Entrances & Exits
  • Staff Identification
  • Contractors
  • Keys
  • Panic Buttons
  • Staff Property & Valuables


SMCC is accessed and exited via the main entrance to Ashfurlong Medical Centre. In the evening, Manor/Tudor & SMCC teams will liaise with each other prior to vacating the building. If the GP surgery is closing and all the patients have arrived for SMCC the main electronic doors will be set to one-way to stop access to the building, but will allow patients and staff to exit the building.

SMCC has a visual security communication system located at the entrance to the main doors. The entrance door can be released remotely and access to SMCC will only be given when an acceptable level of verbal and visual contact and verification of the identity of an expected patient is made on the security visual telephone system located at the receptionist’s desk.

Access should not be given to anybody unless the person at the door has been clearly identified as being known to clinic personnel or having a legitimate reason for access to the clinic.

Access to the clinic prior to the front doors opening can be done via the rear entrance/exit using the keypad 1289


Staff Identification

The SMCC team will all wear name badges. This is a mandatory requirement of Care Quality Commission.

Contractor/Visitors Identification

It is good practice for SMCC to inform Manor/Tudor practice reception staff in advance when they are expecting a contractor or visitor, however this is not essential.

SMCC staff will accompany visitors/contractors if they are not known to the clinic or they are unfamiliar to the building, other team members will be made aware of their presence.

Night Security

All staff should ensure that their working area is left in a secure state at the end of the working day. All filing cabinets and desk drawers containing sensitive or personal data must be locked and secured appropriately

The unit should be checked in a systematic manner, ensuring all windows are securely fastened, no equipment has been left on, and dangers are identified and rectified, lights turned off, the room is left in a tidy manner and doors locked.


Doors must be kept locked when not in use, e.g. when medical records, consumables, drugs or valuable equipment is stored within these rooms

Keys to these rooms must be properly and clearly labelled and located in the main key cupboard in the office behind reception.

You are responsible for your own keys and must ensure that they are not given to any non-employee, and always kept in a secure place.

If you are the last to exit the building, please ensure that you lock the building. The Practice teams will have turned off lights and locked their sections.

Locking Front surgery doors, rear exit and exiting the building:

  • Keys kept in the Key Cupboard in the back office
  • Firstly, lock the external doors to the car park
  • Turn the automatic door control key to Lock position to secure door shut, slide catches to the lock position and lock the door with the key.
  • Secondly, lock the internal automatic door.
  • Access the automatic door control is via the cupboard on the left hand side of the doors, and turn key to lock position, to secure door shut.
  • Lock the centre bolt turning clockwise and lock with the key the two bottom locks.
  • Turn off lights downstairs.
  • Go back upstairs check all fire doors are shut too, and turn all lights off.
  • Exit via the Tudor practice back stairs, turning off any remaining lights.
  • Press Green exit button to open the door, and set the alarm 1289 followed by the tick button.
  • Close the door behind you and lock the bottom lock with a key.

Panic Buttons

Panic buttons are located in all consulting rooms, treatment room, physiotherapy, and reception. These are for any emergency or security situations.

Activation of a panic button will trigger a recognisable tone in reception. When the pass code is entered into the keypad the alarm location will be displayed. Upon recognition of the alert message all available staff will proceed to the area seeking assistance.

The Buildings Manger, must be contacted in the event of an actual problem in main reception.

In the case of a security issue, staff must never place themselves or their colleagues in a position of danger and if, faced with physical or verbal aggression, must exercise non-confrontational yet protective behaviour. On no account must staff place themselves in a position whereby they could potentially be accused of assault. Restraint of the aggressor must be exercised as a last resort and without causing harm.

Any situation that you feel you are in danger press the panic button, and call 999 immediately.

All security incidents must be documented and the buildings manager must be informed.

Lone Working Policy

In the event that one member is left in the department alone, a Lone Working Policy is in place which all staff are aware of and the guidelines which need to be implemented. Evening shifts will always be staffed with two members of staff, never lock the building on your own.

Staff Property

Staff should use lockers for personal property and valuables. Handbags and other valuables should not be left unattended and should be stored and/or locked away from view. SMCC do not accept liability for any stolen items that have not been secured in the provided lockers.


Any thefts discovered should be reported to your line/Centre Manager who will escalate this to the Buildings Manager, and they will take the appropriate action. In the event of a Manager not being available you are responsible for contacting the buildings manager and ensuring that your line/Centre manager is also made aware.

An Incident form will be completed in the event of any security issue.