BACK-TRACK Pro- Intro Manual Manual (v080112).pdf · BACK-TRACK Pro- Intro Manual Introduction ----- The BACK-TRACK system is used for Keeping Track of Backs

BACK-TRACK Pro- Intro Manual Introduction

----------------------------------------------------------------------------------------------------------------------------- The BACK-TRACK system is used for Keeping Track of Backs This manual contains the appropriate documentation to operate the BACK-TRACK System. Additional reference documentation is also available via download from the BACK-TRACK website. Log in to the BACK-TRACK Control Panel and go the Downloads area. A generic login and password is enclosed to allow this (on the laminated Welcome sheet). Please refer to Sect. 2 to create your own unique login and password. This manual comprises of generic sections relevant to all uses of the BACK-TRACK Pro-Intro System and then specific guides for using BACK-TRACK for;

� Preventing Injury Monitoring individuals lifting techniques and helping them adopt best practice

Induction of new employees

Work-place assessments to identify tasks that may create elevated risk of back injury Monitoring those with a historical back injury

� Training Manual Handling

Classes Patient Handling

� Rehabilitation Monitoring those returning to work from a short term absence related to back pain**

All documents contained in this manual can be downloaded by logging-in to the BACK-TRACK website (www.backtrack.co.uk) and going to the Downloads tab on the Control Panel. Additional reference materials are also available for download. The BACK-TRACK System can identify exposure to poor lifting postures, i.e.;

• Extended periods of leaning, (supporting the upper body for extended periods is damaging to the low back structures over time).

• Stooping (always to be avoided where possible)

• and Inactivity (used for rehabilitation following a short-term absence due to back pain).

BACK-TRACK does not take into consideration an individual’s personal risk factors. Therefore, those not identified as being at elevated risk, does not mean that they are not at risk. Using the BACK-TRACK System enhances an organisation’s existing back injury prevention strategies – it does not replace any of them. The BACK-TRACK system encourages an individual to adopt good lifting technique and to use their legs to lift, rather than their back. This puts additional load on leg muscles and on knees. It is important to ensure that an individual with a knee issue is individually assessed as to the suitability of advocated lifting methods.

For support, email [email protected]

Index -----------------------------------------------------------------------------------------------------------------------------

Section

1. How to use your BACK-TRACK Pro-Intro kit - flowchart

2. Accessing the BACK-TRACK Web Interface, Creating Additional Logins, Entering BACK-TRACK User’s Details and Assigning Devices to Users

3. BACK-TRACK Data Transfer Software (DTS) Installation, Installing Device Drivers & Connecting Devices

4. Quick Start User Guide

Using BACK-TRACK for;

5. PREVENTION OF INJURY incl. Induction and Workplace Assessment

5.1 Using BACK-TRACK in the Prevention of Back Injuries - The Team Leaders Responsibilities 5.2 Organisational Behavioural Safety via Individual Behaviour Change – How does BACK-TRACK Change Behaviour? 5.3 Setting Up Devices for Pro, Pro-MH / HC, BTW or Custom Usage

Downloading the Appropriate Threshold Settings 5.4 Introducing the BACK-TRACK System – Briefing New Users 5.5 Reviewing BACK-TRACK Preventative Reports 5.6 Conducting a 1:1 following use of BACK-TRACK for Preventing Back-Injury

6. TRAINING

6.1 Using BACK-TRACK for Manual Handling or Patient Handling Training – The Trainer’s Guide 6.2 Setting Up Devices for Pro, Pro-MH / HC, BTW or Custom Usage

Downloading the Appropriate Threshold Settings 6.3 Reviewing BACK-TRACK Training Class Reports

7. REHABILITATION (following a Short-Term Absence)

7.3 Using BACK-TRACK for Returning to Work following Short-Term-Absence due to Back-Pain – The Manager’s Guide

7.2 Setting Up Devices for Pro, Pro-MH / HC, BTW or Custom Usage Downloading the Appropriate Threshold Settings

7.3 Using BACK-TRACK following a Short-Term Absence due to Back-Pain – The User’s Guide 7.4 Reviewing the Back-To-Work Report following a Short-Term Absence due to Back-Pain. 7.5 Conducting a 1:1 review when using a BACK-TRACK following a Short-Term Absence due to Back-Pain.

8. FAQs

9. Troubleshooting Guide

Appendices App’x. 1 Welcome to your BACK-TRACK Pro-Intro kit page App’x 2 Examples of BACK-TRACK Reports BACK-TRACK Report – Overview Individual Detail Data Activations by Hour Report Back-To-Work Report App’x 3 BACK-TRACK Poster (available from BACK-TRACK Europe Ltd. as an A1 Poster) App’x 4 Briefing New Users PowerPoint Presentation (available from the BACK-TRACK website) App’x 5 General back-care guide (additional copies available from BACK-TRACK Europe Ltd) App’x 6 DTS Install – IT Managers Guide Note: All of these documents are available from the BACK-TRACK website. Login and go to the Downloads tab.

How to use your BACK-TRACK Pro-Intro kit -----------------------------------------------------------------------------------------------------------------------------

Pro-Intro kit received Charge devices prior to use.

Need a BACK-TRACK Web Interface Login?

(to manage Users, access Reports, etc)

1. Login with the generic login details on the laminated Welcome to your Pro-Intro kit sheet, or

2. Contact your site BACK-TRACK co-ordinator, or 3. Contact [email protected]

Is BACK-TRACK Data Transfer Software installed on a PC to

upload data?

To transfer data from the devices to the BACK-TRACK database, BACK-TRACK’s Data Transfer Software (DTS) is required, available to download from www.backtrack.co.uk/dts (password is B4ckTr4ck You may need assistance from you IT Department to do this. A detailed installation guide is included within the BACK-TRACK Manual as an appendix and from the BACK-TRACK website.

How are the devices to be used?

The Pro-Intro kit devices can be used for a number of purposes and can be set-up as required.

Prevention of Injury incl. Introducing Best- Practice, Induction,

Managing those with a Pre-Existing Condition,

Work-place assessments

Training Classes Manual Handling (Pro-MH) Patient Handling (Pro-HC)

Device Demonstration (use Pro-MH setting)

Rehabilitation

following Short-term Absence due to back-pain

Sect. 5 Sect. 6 Sect. 7

Install Setting - Pro

Install Setting Pro-MH or HC

Install Setting BTW

Brief BACK-TRACK Users Brief trainees Brief Individual

No Manual – verbal instruction only

Monitor data, review Reports & Conduct 1:1

process

For Training, data is not usually accessed – however

if uploaded, is available.

Monitor data, review the Back-To-Work Report and consult with Individual.

Sect. 2

Sect. 3

Managers

Guides

Download the

appropriate settings

User’s Guides

Review and follow-up

Quick Start User Guide How to attach and use BACK-TRACK Sect. 4

Pro-Intro Manual; Section 1

Accessing the BACK-TRACK Web Interface, Creating Additional Logins, Entering BACK-TRACK User’s Details and Assigning Devices to Users ----------------------------------------------------------------------------------------------------------------------------- To access the BACK-TRACK Client area, it is necessary to have a log-in. A generic login has been created to enable access to the BACK-TRACK web interface where you are able to create users, assign a BACK-TRACK to them and review their uploaded data. To Login to the BACK-TRACK website, go to www.backtrack.co.uk At the Client Login tab enter Username

Password

(This password is valid for 28 days from the date of despatch so please create your own unique login immediately). This login has been provided with the following permissions – to create Users and access data for users with devices registered to Location. This login can be used to create other user logins however, only with the same “permission” levels. Other permission levels (enabling greater user functionality, such as managing users from multiple Locations) are available – contact [email protected] for more information. If the above login information has expired and you are unable to login and access the BACK-TRACK client area, either contact your BACK-TRACK coordinator who will create one for you, or contact [email protected] Once you have logged in, the following Control Panel will be displayed.

From the Control Panel, you are able to access all areas of the BACK-TRACK website. To review data for an Individual, a User’s ID needs to be added to the BACK-TRACK database and then a BACK-TRACK assigned to that user. Please note that on receipt, the devices in the kits have been pre-assigned to generic Users, 1-10. This document describes how to create specific user names and how to assign devices to them. Once this is done, ensure that the appropriate threshold settings are downloaded onto the device – dependant on the desired use. To do this, see “Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage - (Downloading the appropriate threshold settings)”.


Entering BACK-TRACK User Details and Creating Additional Logins Go to the Control Panel and select the BACK-TRACK Users tab. Click on Add a new User.

When all details have been entered, click Add this User Device Users do not need a login. However, it will be necessary to create a login for Team Leaders, etc.

To do this, check the Add Login Details box. Enter their login User name and password (which they can update) Enter their access privileges ie which Locations they can view data / users Enter the Control Panel page tabs you want them to have access to Complete as required and click on Add this User.


Assigning a BACK-TRACK to a User Once a User name has been entered onto the database, it is possible to assign a specific BACK-TRACK to that User. The BACK-TRACKs all have a unique serial number on them ie HD 2.0 / XXXX. It is important care is taken to pair a device to a User and that this is accurately co-ordinated.

Once assigned, the device must be clearly labelled with the Users name. From the Control Panel, click on the BACK-TRACK Users tab. Identify the individual to be assigned a device and click on ASSIGN.

All unassigned devices belonging to the organisation will be listed (having been added to your organisations database prior to despatch from BACK-TRACK Europe Ltd). Note – previously assigned devices will not appear in this list. Click on the drop-down button to see a list of all unassigned devices in your Location. When the appropriate device has been selected, click on it. The assigned device is now displayed on the BACK-TRACK Users page, showing the device number with its assigned user. To reassign the device to a new User, click on Un-Assign and the device will no longer be connected to the User and is therefore available for the new User. Before issuing the device, ensure that the appropriate threshold settings are downloaded onto the device – dependant on the desired use. To do this, see the Section within this manual “Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage - (Downloading the appropriate threshold settings)”.


BACK-TRACK Data Transfer Software (DTS) Installation PC Set-Up, Installing Drivers & Connecting Devices

-----------------------------------------------------------------------------------------------------------------------------

Introduction

The BACK-TRACK System is used to manage back injury risk and rehabilitation of employees. A small data

collection device collects data which is uploaded over the web via a USB connection. To enable this, the

Data Transfer Software (DTS) needs to be installed on the PC to be used for uploading the data from the

devices. This document details this process.

Ideally, this PC should be located as near as is practical, to where the device user is located. The DTS can

be installed on as many PCs as is necessary.

Once installed, the DTS software communicates with the devices and the database. The devices will not

communicate with the BACK-TRACK database if the DTS software is not installed or is not running. The

software is free to download and use, so can be installed on as many PCs as may be required.

The latest version of the DTS is accessible from www.backtrack.co.uk/dts

Note, the required password is B4ckTr4ck

Requirements.

• Pentium 4 processor (or equivalent)

• Windows XP + Service Pack 2, Vista or Windows 7

• Functional USB ports (for charging and data upload).

• Network connection with web access always available (even without a user logged in)

• Access through Firewall for www.backtrack.co.uk and www.back-track.co.uk

The DTS installation process will require Administration rights to the PC to allow the software to be

downloaded and installed. This can often be performed remotely. However, to complete the device

driver installation process, it is necessary to connect a BACK-TRACK device to each of the PCs USB ports.

The device drivers have been “signed” and therefore in some installations can be installed without

additional USB access “Admin-rights” being necessary; however, this will depend on your organisations

policies.

Installation of the DTS Download and install the latest Data Transfer Software from www.backtrack.co.uk/dts

Testing the Data Transfer Software

1. Following installation of the DTS,

confirm that there is a BACK-TRACK

icon in the task bar (bottom right

hand corner of the screen). This

confirms the DTS is running.


Right click on this icon and select Internet Settings. This box will

be displayed. Select Test

If the Data Transfer Software is functioning

correctly, this message will be displayed.

Installing Device Drivers

To complete the device driver installation process, it is necessary to connect a BACK-TRACK device to

each of the PCs USB ports that may have a BACK-TRACK, a USB hub or BACK-TRACK recharging rack

connected to it.

For successful installation of device drivers, it is vital that when installing multiple BACK-TRACKs (the first time only), the device drivers are installed slowly, ie 30 seconds between devices.

Accessing the BACK-TRACK devices window;

To access the BACK-TRACK devices window, either click on the BACK-

TRACK icon in the taskbar, the BACK-TRACK icon on the Desktop or right

click on the taskbar icon and select BACK-TRACKs. It is not necessary to be

in Admin Mode.

This screen will appear and will show all

connected devices.

If not all devices are displayed, it may be

because the device driver for that connection

has not been installed correctly.

This completes the Installation process.

This is the basic Installation Guide. If you are having difficulties, there is a more comprehensive IT

Managers Guide contained within the appendices of the BACK-TRACK manual or contact us on

[email protected]



BACK-TRACK Pro-Intro Manual; Section 5

Using BACK-TRACK in the Prevention of Injury.

This section of the manual describes using BACK-TRACK in the Prevention of Injury including;

� Introducing best practice

� Induction of new employees

� Workplace assessment

� On-going monitoring of individuals with a historical back injury

Please read all of the documents within this section to familiarise yourself with the concept of identifying individuals at elevated risk of injury and how to encourage individual behaviour change. BACK-TRACK was developed for introducing best manual handling practice and the Pro-Intro kits are an ideal way of introducing best practice to an organisation. This may be by rotating the devices through the business, i.e. assessing individuals for a period and then moving them on to a new group of employees. A number of organisations are using BACK-TRACK for new employees, i.e. for reinforcing an organisations Health and Safety messages to new employees during an Induction period. This is often an ideal route of introducing the concept of BACK-TRACK to an organisation. This section is also useful for when using BACK-TRACK for Workplace Assessments and for the on-going monitoring of individuals that have had a historical back problem. For assistance, contact [email protected]


Using BACK-TRACK in the Prevention of Back Injuries The Team-Leader’s Responsibilities

----------------------------------------------------------------------------------------------------------------------------- This document details the BACK-TRACK Pro System for injury prevention and explains a Team Leader’s responsibility with respect to reviewing recorded data and the subsequent follow-up process.

Back Injury Back injury is one of the leading causes of absence for most employers and can be a life changing experience for an individual. At an early age, most of us adopt poor lifting technique and unfortunately we continue to lift in this manner for the rest of their lives. This cause’s incremental damage within the back and in some cases, this damage may lead to injury. In the worst cases, this injury may be severe and permanent.

BACK-TRACK – How it Works

The BACK-TRACK device detects movement and when worn, will detect if the wearer is stooping (an accepted risk factor for back injury), or if leaning forwards (even at a slight angle) for an extended period.

The device detects both of these undesirable events and will alert the wearer using a vibration alert. The device will also record the date and time of the event. Each device has a unique ID encoded within it, allowing all recorded data to be allocated to a specific user. The recorded data is automatically uploaded to the internet by connecting the device to a PC running BACK-TRACK’s Data Transfer Software. Activation data for the user is compiled allowing comparison of the BACK-TRACK user with others in the organisation.

Behavioural Change Refer to BACK-TRACK document Organisational Behaviour Safety via Individual Behaviour Change. The process of behavioural change is gradual. This is where manual handling training alone can fail. Employees will have received training on appropriate manual handling technique, however, this often requires a significant behavioural change. It is well known how difficult this is to achieve and it is very likely that it won’t happen following a brief training session. The BACK-TRACK behavioural change process starts to take place in a matter of weeks with noticeable improvement across the organisation taking only a matter of months. The key to this process is the periodic one to one review process with those that appear to be at the highest level of exposure to stooping (or poor lifting practices). It is this gradual behaviour change that makes the BACK-TRACK System unique. To use BACK-TRACK Pro-Intro devices preventatively, it is important that the correct device settings are programmed onto the device. The procedure contained within this Section of the manual describes this process - “Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage - (Downloading the appropriate threshold settings)”.


Team Leader Responsibilities BACK-TRACK Results – Review and Actions Team Leaders (Shift Managers) have a responsibility to monitor the health and safety of those reporting to them. The following describes the process of how to do this. If anything is unclear, refer to the BACK-TRACK Champion or your Manager.

• Team Leaders are expected to review the BACK-TRACK Report - Overview for their team at least on a monthly basis. This is done using your log-in to the BACK-TRACK website www.backtrack.co.uk

• There is a document that helps you understand what the Reports are telling you – Reviewing BACK-TRACK Preventative Reports, which is contained within this manual.

• It is especially important that new employees are regularly reviewed as they often show high levels of Activations / Hour.

• On a monthly basis, the review of BACK-TRACK data is formalised and documented. Those with high numbers of Activations / Hour will be prioritised for a 1:1 review, (the upper 5th percentile being identified in red, the next 5th percentile being identified in amber). This 1:1 review will be documented, see the guide; Conducting a 1:1 following use of BACK-TRACK for Preventing Back-Injury which is contained within this manual.

• BACK-TRACK reports can show the data sorted by Team Leader (if they are set up as a User Group). This enables the reports to be specific to a Team Leader.

Introducing Best Practice and Induction Some companies choose to use BACK-TRACK on employees for a period to introduce them to best practice and on new employees for the first month or two (or longer) of employment to reinforce the company’s health and safety messages. The above review process is applicable to employees undergoing Induction. Managing Employees with a Pre-Existing Condition Employees with historical back injuries are vulnerable to on-going back-pain and employers have an enhanced duty of care responsibility towards preventing further injury. This Preventative programme is applicable to those individuals. Organisations may choose to keep a BACK-TRACK on these individuals on a long-term basis. Work-place Assessments Some companies use BACK-TRACK for work-place assessments by using the Pro-Intro kits in a single area and monitoring the number of Activations seen. Also, by discussing with the individuals when the devices activate i.e. vibrate, it is possible to identify elements of a task that can be evaluated for amendment.


Organisational Behavioural Safety via Individual Behaviour Change How Does BACK-TRACK Change Behaviour ?

-----------------------------------------------------------------------------------------------------------------------------

Over the last ten years there has been a movement towards a behavioural approach for improvements in health and safety statistics. This document describes how the BACK-TRACK system has been adopted by a number of organisations and has become an integral part of their behavioural safety programmes. The concepts of behavioural safety via behavioural change, and how the BACK-TRACK system plays a part in these, must be explained. BACK-TRACK has been designed to identify individuals potentially at an elevated risk of back injury due to

their poor lifting technique (stooping). It will also identify individuals that are in positions of poor posture for long periods (e.g. extended periods of forward flexion). The data collected is reviewed and discussed, allowing two-way dialogue to take place. This may lead to modified lifting technique, discussion of tasks that are poorly designed, and opportunities to discuss how improvements and a reduction in risk may take place, e.g. job rotation, use of lifting aids, etc. By changing individual behaviour and reviewing tasks, an overall organisational change starts to occur. For manual handling, BACK-TRACK has demonstrated that organisational change can result. This document describes the process and how it can be part of a component of a behavioural safety programme.

Why is back injury such a big problem? The back injury statistics are horrendous with costs and incidence, both increasing year on year. In most manufacturing and industrial environments, manual handling is almost unavoidable Manual handling training is potentially ineffective ** There’s no Personal Protective Equipment (PPE) for backs What’s the Solution? The solution to manual handling issues will be complex – if it was easy, it would have been resolved already! Employers are legally obligated to conduct periodic risk assessments to assess exposure and risk. This will have indicated where the real problem areas are likely to be and suitable measures will have been implemented. However; the issue of manual handling training potentially being ineffective,

poor lifting technique being common-place and that there is no PPE for backs

is the reason why people injure them-selves. ** Effect of training and lifting equipment for preventing back pain in lifting and handling: systematic review, Kari-Pekka Martimo, Jos Verbeek, Jaro Karppinen, Andrea D Furlan, Esa-Pekka Takala, P Paul, F M Kuijer, Merja Jauhiainen BMJ published 31 Jan 2008


Why is poor lifting technique common-place? Because we develop bad habits at an early age and good technique is hard to achieve, it requires

practice balance

conditioning of under-used thigh muscles and most importantly A CHANGE IN BEHAVIOUR! Good lifting technique is not about knowledge. Most people will have been through manual handling training a number of times, yet they still choose not to adopt this good practice. Good technique is achieved by gradually changing behaviour. Unfortunately, manual handling training is not gradual and therefore tends to be soon forgotten. BACKTRACK Europe Ltd, developed BACK-TRACK to assist in the identification of individuals using poor technique, to demonstrate their susceptibility to them through exposure, gradually retrain them, develop their skills, change their behaviour and to sustain their awareness of the potential of future back injury. The BACK-TRACK system will bring about individual behaviour change and ultimately organisational change. The BACK-TRACK System – Achieving Behavioural Change The concept of continuous improvement via monitor -> review -> feedback -> modify -> monitor… is well known. BACK-TRACK uses this continuous improvement process to effect individual and organisational change.

Starting at the centre of the spiral, BACK-TRACK users wear the devices, continuously collecting data about their manual handling technique. At this stage, the vibration-alert function is disabled. This allows a baseline of exposure to be established, ie prior to any behaviour change. After a period (2-4 weeks) the data is reviewed and a 1:1 feedback session takes place. The individual may be asked to commit to modifying their manual handling technique. The vibration-alert function is enabled and the monitoring restarts - with the review / feedback / modify one to one process typically being every 4 weeks.

Behaviour changing


REVIEW The review process takes place using the exposure data collected by the BACK-TRACK device. This is collated and reviewed via a BACK-TRACK Report – Overview. (See Reviewing BACK-TRACK Preventative Reports for details on accessing these). The BACK-TRACK Report – Overview lists those with the highest levels of “activations / hour”, i.e. how many times per hour the device has detected poor lifting technique (stooping) or extended periods of poor posture i.e. leaning. Individuals with exposure levels in the upper 5th (red) and upper 10th percentiles (amber) are identified and it is these individuals that will have the opportunity for a review / feedback / modify session with their manager / supervisor. [Note, it is vital that managers and supervisors are seen to actively support the BACK-TRACK initiative as this support is a vital element of a successful behavioural safety programme). The BACK-TRACK Report – Overview may be accessed at any time via a standard web browser, however, BACK-TRACK Europe Ltd recommend that it is reviewed at least every four weeks and that those in the upper 5th and upper 10th percentiles have a 1:1 review. The online reports can show the data organised by department or job-title and hence a focussed approach may be achieved. FEEDBACK / MODIFY

This is the one-to-one process where the collected data is reviewed and issues discussed. These will include individual lifting technique (and a quick reminder of what it is). Additionally, there may be task related issues that can be resolved with minimal resource. Examples of these have included using a pallet truck for pulling ingredients out from a low pallet, a small stand manufactured for rinsing buckets on, etc. These simple steps also demonstrate the organisations commitment to risk reduction. This is a key element of a

successful behavioural safety culture.


Organisations need to establish their own policies, however, it must be considered how these 1:1 reviews are documented. An online facility exists to record the key elements of the discussion. For those who persistently appear at a level significantly higher than a company average, a policy of retraining, discussions with Occupational Health advisor, etc may be necessary. Some organisations have set a maximum exposure limit of 2 activations / hr and individuals exceeding this, may have additional resource directed towards resolving the causes. These targets are guides only and do not necessarily suggest safe limits. MONITOR The monitor process continues with the device collecting data for subsequent review. Each time it detects stooping, it will vibrate and alert the wearer. Eventually, and this may take a few weeks, the wearer will anticipate the device vibrating and they will therefore consider their lifting technique prior to the lift. This is the beginning of the behaviour change process. They will have had an opportunity to start conditioning their thigh muscles, develop their balance and practice using this technique. ORGANISATIONAL CHANGE THROUGH INDIVIDUAL CHANGE

This graph uses data from a BACK-TRACK customer. This graph shows the overall trend in the number of activations per hour for all BACK-TRACK users. It is apparent that a reduction in stooping (an accepted back injury risk factor) is occurring. This overall organisational change is due to many small individual behavioural changes.

CONCLUSION

� BACK-TRACK demonstrates to employees that their health and well-being is considered

important.

� BACK-TRACK helps employees develop the skills and techniques necessary to adopt good

manual handling technique.

� BACK-TRACK raises and sustains awareness of manual handling risk.

� BACK-TRACK is a platform for employers to have constructive, two-way dialogue with

employees regarding health and safety.

� The BACK-TRACK system can change individual and organisational behaviour and is therefore a

fundamental element of a behavioural safety objective.

Please remember that BACK-TRACK does not identify all back injury risk factors and organisations must continue with the surveillance procedures they are legally obligated to conduct.


Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage. (Downloading the appropriate threshold settings). ----------------------------------------------------------------------------------------------------------------------------- The BACK-TRACK devices have two programme Activation thresholds, i.e. angles at which the device alerts the wearer using a vibrate alert function and records the event. Dependant on use, there are some pre-set settings that are easily selected and downloaded onto the device. It is possible to also create Custom settings although it is unlikely that this will be necessary. Devices are usually supplied with the devices set-up with default Pro settings, ie for General Use however the available pre-sets are;

1. Default settings; pre-set = Pro

For introducing best practice to employees and monitoring individuals lifting techniques including

Induction (i.e. when BACK-TRACK is being used in a preventative capacity).

Used for work-place assessments.

Used for ongoing monitoring of those managing a pre-existing condition.

2. Manual Handling and Demonstration; preset = Pro-MH

The settings are amended to vibrate sooner than the Pro settings.

3. Patient Handling Training; preset = Pro-HC

The settings are amended to vibrate much sooner than the Pro settings and more appropriate to those

involved in handling patients.

4. Return-To-Work from brief absence (back injury); preset = BTW

These settings will cause BACK-TRACK to vibrate sooner than the default settings and include Activity

monitoring, to prevent sedentary workers spending long periods immobile. If the injury was serious

enough to require intervention from a healthcare professional, an alternative product (BACK-TRACK Back-

To-Work) should be used for rehabilitation.

The process of changing device settings using one of these pre-sets, is detailed below.

To update the devices to the required settings using one of the pre-set threshold settings, log in to the BACK-TRACK website and from the Control Panel, select the BACK-TRACKs tab.

Select the device which you want to update the device settings. Click on the Notepad symbol.

The device details will be displayed. Change the Version to the required setting eg Pro-MH. To update the device with these Pro-MH settings, connect it to a web enabled PC running BACK-TRACK Data Transfer Software. The device will now communicate with the BACK-TRACK database and the new settings will be received automatically onto the BACK-TRACK. By going back to the Control Panel and selecting the BACK-TRACKs tab, the device will be shown as


having been updated to Pro-MH. If this has not occurred, ensure the BACK-TRACK Data Transfer Software is running on the PC and that it has an internet connection. Next refresh the web page and check again if the devices are updated with the Pro-MH settings.

Activation Thresholds BACK-TRACK’s two adjustable thresholds are shown below. Note the angles of the BACK-TRACK devices.

Leaning Threshold Angle Stooping Threshold Angle Activity

Pro 30 degs and 15 secs delay 50 degs OFF Pro-MH 30 degs and 15 secs delay 45 degs OFF Pro-HC 20 degs and 6 secs delay 40 degs OFF BTW 25 degs and 10 secs delay 45 degs 3 mins every 60 mins To create a Custom threshold via the Device Users page, go to the Stoop / Lean column for the appropriate device and click on Update.

The following page will be displayed. To edit the settings, click on Edit Settings

50°

30°


The settings boxes (including the Vibration alert ON / OFF) may now be amended as required as below. Once amended, select the Confirm new Settings button. The Device Users page, now shows the device thresholds to be Pending, i.e. they have not yet been updated on the device. The next time the device is connected using the Data Transfer software, the new settings will automatically be updated.

Turn the Vibrate Alert ON / OFF as required.

Enter desired threshold angles.


Once, the appropriate BACK-TRACK device is connected to the Data Transfer Software and updated, the Pending button will be replaced with the Update button, indicating that the revised thresholds have been updated onto the device.

If it is required for the Update to happen immediately, disconnect the device from the PC, wait a few seconds (say 5s) and then reconnect it. Within 30 seconds, the device will update and the button will change from Pending to Update once the web page is refreshed (automatically once per minute).


Introducing the BACK-TRACK System Briefing New Users

----------------------------------------------------------------------------------------------------------------------------- Materials required; BACK-TRACK Poster – available from BACK-TRACK Europe Ltd

Quick Start User Guides – available from DOWNLOADS tab Briefing New Users - PowerPoint Presentation – available from the DOWNLOAD tab. A BACK-TRACK for demonstration

When introducing the BACK-TRACK System, it is important that that those that will be wearing the devices are briefed and trained. Dependant on the size of the group and the number of questions, these briefings typically take approximately 15 minutes. It is vital that management are seen to take the initiative seriously and therefore the briefing session must be conducted appropriately. If possible, arrange for an appropriate member of the senior management team to attend these briefings. It is recommended that a log is maintained as to who has attended the briefing session, or dependant on your organisational practices, some companies may want individuals to acknowledge that they have attended and understand the functionality and objectives of the BACK-TRACK System. The BACK-TRACK System requires a change in behaviour away from using the back to lift, towards sharing the load with the legs. This puts additional loading on legs and knees which are more resilient, however individuals with pre-existing weakness in these areas should be counselled and review whether the BACK-TRACK System is appropriate for them. It should be explained that the devices are intended to highlight to them when they may be putting their back at risk of injury and that this occurs via a vibration alert from their BACK-TRACK. Installations often start off with the vibration alert turned OFF to measure the existing pattern of behaviour. After a period of a few weeks the vibration alert will be turned ON and the devices will vibrate when the wearer stoops or leans forwards for an extended period. To turn the vibrate alert ON, see the document “Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage” contained within the manual. It should be explained that each time the device vibrates, it will record details of the event including the time. When the device is next connected to the PC, the data is sent over the internet to a database. The data is viewed via online reports and these may be printed and discussed at any time. The BACK-TRACK device should be demonstrated; � i.e. turning the device ON - by inserting in the pouch � Turning the device OFF – by removing the device from the pouch or by rotating the device by 180

degrees and re-inserting in the pouch � Demonstrate the flashing amber LED when the first threshold (leaning) is achieved � Demonstrate the red LED when the device is tilted to the stoop position – it may or may not

vibrate dependant on whether the vibration alert is ON or OFF. � Demonstrate that the flashing LED stops when the device is returned to its normal horizontal

position.

� Demonstrate how the BACK-TRACK is attached to their belt.


These briefings are an opportunity to remind the individuals of the nature of back injury, i.e. it occurs in a number of forms, and one common form is where individuals have adopted poor manual handling practices over long periods. Back injury (as opposed to back pain), very often occurs when the disc material (that separate the vertebrae) becomes damaged. It is this material that allows the spine to flex and the vertebrae to move. Damage occurs to this material every day and most of the damage is repaired when resting / sleeping, however, over time, gradual deterioration occurs. If the individual abuses this disc material (regular lifting of loads using poor technique over a number of years), back injury can occur. It is worth asking the group if anyone has suffered back injury in the past (very often some-one has) and asking them to talk about it. This will normally persuade people to realise that BACK-TRACK may help them prevent this type of injury. The briefing is also an opportunity to discuss manual handling. It is likely that the group will have been through manual handling training however this is an opportunity for correct lifting technique to be discussed. BACK-TRACK works because it gradually changes behaviour towards the techniques recommended by manual handling trainers. These techniques require conditioning of leg muscles (gradual), good balance and practice. BACK-TRACK acts as a regular reminder and with time, an individual will strengthen leg muscles, improve balance and become familiar with the recommended techniques. Because the process of change is gradual, it is much easier to adopt, (unlike manual handling training which will be a brief process) and is unfortunately quickly forgotten.

Stooping is easy and seemingly harmless – remind them, it is not!

This technique puts massive loads on discs and gradual damage will be occurring.

The techniques advocated by manual handling trainers, require conditioning of leg muscles, good balance and practice – and by using the BACK-TRACK System, behavioural change. These techniques are much kinder to the back (and are good for the leg muscles!). However, this method places an increased load on knees. BACK-TRACK is NOT suitable for anyone with a leg or knee condition and its use is therefore NOT recommended. This must be established PRIOR to use of the BACK-TRACK System.


Typical questions during the briefing are; How does it work…? � BACK-TRACK contains an accelerometer that measures motion in 3 axes. When it’s attached to a belt, it is measuring the angle of the belt which moves as the upper body moves forwards. How does the ON / OFF work? � The pouch contains a magnet and the device contains a switch which responds to the magnet which can turn it ON and OFF when it is removed from the pouch. How tough is it? � The device will withstand a reasonable amount of wear and tear, however – it is not indestructible. Where / when / how often do I need to plug it in to the PC? � The device needs to be connected to the PC being used to upload BACK-TRACK events data. This ideally should take place at the end of each shift. � When fully charged, the battery will keep the device running for approximately 7 days usage. Is it waterproof / shower-proof? � No, the device has an open connector and is therefore not waterproof. However, if this connector is protected as it is in the pouch, the device will not be damaged by a shower of rain. If working in the rain for long periods, the device must be protected, eg under a coat. I don’t wear a belt – can I still wear it on my trousers. � The device needs to be firmly attached so that it does not easily move if knocked. That is why a belt is recommended. What data is being sent across the internet? � All data being sent by the device and from the BACK-TRACK database to the clients PC, is encrypted. The data being sent by the device is event data and the device ID number. The database will return the username. � When accessing the web access interface via the BACK-TRACK website, users data such as name and employee number are transmitted over the internet. This data is encrypted and is not readable without an authorised log-in. When should I wear it - I don’t want to wear it… � Dependant on the organisation, it may be mandatory to wear BACK-TRACK. However if it is not mandatory, people potentially at risk of back injury are encouraged to wear a BACK-TRACK. Anyone refusing to wear a BACK-TRACK should be approached again in say a months time. Organisations should ensure that they have an HR policy if someone refuses to wear their device.

At the conclusion of the briefing, re-enforce the key elements of correct usage of the devices, which are;

� read the Quick Start User Guide, � always turn the device OFF when it is not being used,

� to turn the device OFF, remove it from the pouch,

� please look after it – they’re expensive!


BACK INJURY –

it’s a big problem!

Stooping like this is an accepted risk factor

for back injury, particularly if repeated

regularly.

The load on the disc m

aterial between the

vertebrae is calculated as 1/3 tonne when

lifting 20Kg using this technique.

(ref

Ref:

Nach

em

son,

(19

80

).

Repetition leads to cumulative damage of the

discs which is why age is also a risk factor for back injury.

BACK INJURY –

it’s a big problem!

Stooping like this is an accepted risk factor

for back injury, particularly if repeated

regularly.

The load on the disc m

aterial between the

vertebrae is calculated as 1/3 tonne when

lifting 20Kg using this technique.

(ref

Ref:

Nach

em

son,

(19

80

).

Repetition leads to cumulative damage of the

discs which is why age is also a risk factor for back injury.


It is accepted that sharing the load with the legs, which are strong and

resilient, reduces the loading on the spine.

Additionally, by reducing the curvature of the spine,

the pressure on the disc m

aterial

is reduced. This is very important

in preventing cumulative

damage to the disc.

NOTE –the BACK-TRACK on his belt.

It is accepted that sharing the load with the legs, which are strong and

resilient, reduces the loading on the spine.

Additionally, by reducing the curvature of the spine,

the pressure on the disc m

aterial

is reduced. This is very important

in preventing cumulative

damage to the disc.

NOTE –the BACK-TRACK on his belt.


So what does BACK-TRACK do?

•It m

onitors the angle you lean forw

ards at.

•Extreme angles, (stooping), are damaging and are therefore

recorded.

•Good technique requires you to lean forw

ards m

uch less and is not

recorded.

•Data is uploaded to a database and comparisons of who appears to

be at elevated risk can be m

ade, allowing solutions to be sought.

So what does BACK-TRACK do?

•It m

onitors the angle you lean forw

ards at.

•Extreme angles, (stooping), are damaging and are therefore

recorded.

•Good technique requires you to lean forw

ards m

uch less and is not

recorded.

•Data is uploaded to a database and comparisons of who appears to

be at elevated risk can be m

ade, allowing solutions to be sought.





Reviewing BACK-TRACK Preventative Reports -----------------------------------------------------------------------------------------------------------------------------

This document references the most common BACK-TRACK Reports, i.e.

• BACK-TRACK Report – Overview (for preventative use, gives an organisational or group overview, including Induction and those managing a pre-existing, historical injury.

• Individual Detail Data (for preventative use, shows a user’s detailed data, used during the 1:1 feedback sessions)

• Activations by Hour (Handling Training classes and for preventative use if more detail required in the 1:1 session)

Examples of these reports are available in the appendices of the manual or via the DOWNLOADS tab (from the Control Panel). This document is to be read in conjunction with these reports.

This drop-down provides a number of Report options. Select the period of interest. If required, you may refine your search criteria using these drop-down boxes. Section leaders can select their team Some reports require an individual name to be selected. After selecting required fields, click on Generate Report. After a short delay (typ. 30secs), a pdf report will be produced. Please ensure that you understand the limitations of the BACK-TRACK System.

Needs update to reflect BT Report – Overview.


BACK-TRACK Report – Overview. This Overview report is suitable for when BACK-TRACK is being used in a preventative capacity (introducing best practice to employees), during Induction, for Handling Training classes and for monitoring individuals with a pre-existing condition and shows a group of people’s data. It should be noted that the BACK-TRACK Overview Report highlights those that have caused their device to activate more than others. Those not highlighted may still be at risk of back injury and must be monitored in compliance with your organisations policies and applicable legislation.

This is a useful report to access on a monthly basis. Activations / Hour Table. This table summarises all critical BACK-TRACK User information.

The BACK-TRACK Pro system behaviour change model works by focussing on the top 5% and 10% populations and understanding the cause of their higher numbers.

Please refer to Organisational Behavioural Safety via Individual Behaviour Change and Using BACK-TRACK in the Prevention of Injuries - a Team-Leaders Guide available in the BACK-TRACK manual or via login from the BACK-TRACK website, (see Downloads). These explain the concept of using the report data in 1:1 feedback sessions to assist in bringing about behaviour change.

The colour coding lists in order those with the highest number of Activations / Hr. The colour coding indicates the top 5% (upper 5th percentile) as red. The next highest 5% are highlighted as amber. These top 10% are possibly at elevated risk of injury. The remaining 90% are shown as green. This page shows the top 24 users. Subsequent pages show additional users. The red group should be prioritised for a 1:1 and if possible, the amber group also. ACTIVATIONS. Note, this table ranks Activations per Hour – symptomatic of an individual’s lifting technique. It

does not rank exposure to lifting but it does show the number of activations. Note the order is different to Activations / Hr. People with high levels of Activations should also be part of a priority programme in reducing risks of injury.

Device thresholds are shown including if the Vibrate Alert function is enabled.

By using the drop-down lists when creating the report, the reports can be refined by selecting specific Job Titles, Locations and User Groups.


High Activations / Hr are generally symptomatic of poor lifting or manual handling technique however, there may be other causes such as the design of the task, use of handling aids, etc. These causes must be discussed during the 1:1s held with those individuals with high Activations / Hr and the potential for a work-place assessment using BACK-TRACK undertaken. Activations Chart. This is a very important chart as it shows an individual’s exposure to stooping activations. A high number of Activations is caused by a lot of lifting using poor technique, either due to the individual’s technique or due to the work-place design. Whereas Activations / Hr is indicative of technique – the number of Activations is indicative of how much lifting (exposure) the individual has been subjected to. It is therefore important to review which individuals have high numbers of Activations as this could be indicative of back injury risk. It is suggested that those highlighted in this graph (red and amber) also undergo the 1:1 process.

Both leaning and stooping activations are shown. This identifies if risk is associated with mostly stooping (as in this example) or whether there is also a lot of leaning activations - caused by leaning forwards for extended periods (and exceeding the User’s threshold settings).


Device Usage Report This report shows Users listed in order from left to right in order of numbers of hours of usage. This report is useful for highlighting who may NOT be wearing their BACK-TRACK as often as might be expected.

It must be noted that this chart shows Usage hours. Dormant time has been deducted from total ON time – and created Usage Hours. If a device user is dormant (ie when on a break or driving) the device will record this as dormant time. Usage Time = On Time – Dormant Time. Dormant time is usually set at 60 minutes by default. Therefore if an individual is inactive for more than sixty minutes, the dormant counter will record this time and deduct it from On time. This is also possible when the device has been left On in error. Monthly Average Activations / Hr for Organisation (for All Users). This graph shows the organizational trend by month of the average number of Activations / Hr for all users. This graph should show an ongoing reduction month by month in Average Activations / Hr. The objective is a reduction in organisational risk.


Individual’s Detail Data Report The Individual Detail Data Report is suitable for when BACK-TRACK is being used in a preventative capacity, for Induction and for monitoring individuals with a pre-existing condition. This report shows a breakdown of Individual Data. This is a useful report for when conducting 1:1’s. The Individual Detail Data shows very specific data for the period being investigated.

By selecting an individual User, the report will show the detail for the single User. By leaving the User as ALL, reports will be produced for each BACK-TRACK User. This may take up to 30 secs to collect data from the database and to compile the pdf report. Select User if data for a single user required. If data for all Users is required, leave the drop-down as ALL.

The following chart format will be created for each individual.

This chart shows the individual’s lean and stoop activations for each day the device was used.

Average Acts / Hr for each day.

Average Activations / Hr for each month. Note the trend shows a reduction over the period.

This chart shows the Usage hours (as define above).


Activations by Hour Report This report shows a breakdown of an Individual’s Activation data by Hour. This is useful or investigating at a very detailed level.

Usage time is shown in mins usage each hour

No. of leaning Activations and no. of stooping Activations is shown

Activations per Hour show total number of

activations / usage time

The frequency of the activations is shown;

black line = a lean, red line = a stoop.


Conducting a 1:1 following use of BACK-TRACK for Preventing Back-Injury -----------------------------------------------------------------------------------------------------------------------------

For those individuals that have been highlighted in the BACK-TRACK Report - Overview as being at an elevated level of risk i.e. they are highlighted as red in either the Activations per Hour table or in the Activations graph, then it is recommended that a 1:1 is undertaken with the individual. It is recommended that the review process is at least monthly. Please familiarise yourself with the document - Organisational Behaviour Safety via Individual Behaviour Change – prior to undertaking a 1:1. This is intended to be a positive review session and must not be perceived as a disciplinary process.

• The individual needs to understand that by using good manual handling techniques, the Number of Activations and the Activations / Hour figures can be reduced, however, it takes some effort to achieve this, i.e. practice, conditioning of leg muscles and a positive approach and change in technique.

• Demonstrate good manual handling technique and show them how the BACK-TRACK stays horizontal (approximately), when using good manual handling technique.

• Discuss the Individuals Detailed Data and Activations by Hour Report – does anything stand-out?

• If necessary, review the Activations By Hour Report

Documenting the 1:1

• This is a vital step in the continuous improvement process of behavioural change.

• Document the positive – what’s going well and document issues that need resolution.

• Seek agreement from the individual to reduce their number of activations next month.

• If there are reasons why the individual cannot achieve this, these reasons must be documented and elevated to your manager.

• BACK-TRACK is a system that can help in the prevention of injury. It is vital therefore that it is used appropriately.


Recording COMMENTS to DEVICE USER’s RECORDS During the one to one review, the important aspects of the conversation are recorded. This is done via the BACK-TRACK User’s page – accessed from the Control Panel.

Click View / Add link in the Comments column and the following screen will be displayed;

The following screen will be displayed. Enter text and select “Add this Comment”.

Comments are logged and retained on the database for reference.



Using BACK-TRACK for Training.

This section of the manual describes using BACK-TRACK for Handling Training, both Manual Handling and Patient Handling Training.


Using BACK-TRACK for Manual Handling or Patient Handling Training (The Trainer’s Guide) ----------------------------------------------------------------------------------------------------------------------------- It is often difficult to maintain engagement in training sessions and this can lead to a lack of

concentration on the part of the trainees.

BACK-TRACK can be used in both Manual Handling and Patient Handling training classes to reinforce the

instructor’s messages. RoSPA, the NHS and a number of large companies use BACK-TRACK in their

training classes. The principle of BACK-TRACK being attached to a belt, is to maintain a posture that minimises loading of the lower back structures as much as possible. Leaning at a moderate angle is considered acceptable as long as it’s not for an extended period. BACK-TRACK may not identify all instances of poor lifting technique, however will assist with many.

To use BACK-TRACK Pro-Intro devices for lifting training, it is important that the correct device settings

are programmed onto the device. To do this, refer to the BACK-TRACK Manual; Setting Up Devices for

Pro, Pro-MH / HC, BTW (or Custom) Usage.




























50°

30°









Reviewing BACK-TRACK Training Class Reports -----------------------------------------------------------------------------------------------------------------------------

In some organisations, it may be desired to collect the BACK-TRACK data following a training class (either conventional manual handling or patient handling). In these cases, a specific report may be useful - Activations by Hour. An example of this report is contained within the appendices of the manual.

To access a report, go to the Control Panel and select the Reports tab.

Select Activations by Hour from the drop-down menu Select the period of interest i.e. the day of the training class The Activations by Hour Report requires a User’s name to be selected. After selecting required fields, click on Generate Report. After a short delay (typ. 30secs), a pdf report will be produced.

Activations by Hour Report The Activations by Hour Report is suitable for reviewing the results of a training class. This report shows a breakdown of an Individual’s Activation data by Hour.

This graphic representation of the vibrate alerts the trainees experienced during the training class, further engages the attendees and helps raise the profile of handling risks.


Usage time is shown in mins usage each hour

No. of leaning Activations and no. of stooping Activations is shown

Activations per Hour show total number of

activations / usage time

The frequency of the activations is shown;

black line = a lean, red line = a stoop.



Using BACK-TRACK for Rehabilitation (following a short-term absence).

This section of the manual describes using BACK-TRACK for those returning to work following a short-term absence. The monitoring process is managed by a front-line supervisor or manager and therefore, is only appropriate for those with a minor back injury. Those with recurring absence due to back-pain and those with a more serious condition, should not use BACK-TRACK Pro-Intro products. These people should have their rehabilitation managed by an Occupational Healthcare professional. BACK-TRACK offers a service suitable for OH professionals using BACK-TRACK for monitoring and managing these more serious conditions. Please emphasise to employees that if their back-pain is worsening, they should consult their GP. Using BACK-TRACK Pro-Intro products for those returning from a short-term absence with back-pain can benefit from the prompts provided by BACK-TRACK when they either put excessive loading on their spine whilst stooping or due to extended periods of inactivity (i.e. walking). The regular feedback (1:1) sessions enable dialogue to take place ensuring that the individual is aware of what they are doing and also provides an opportunity to review tasks and the potential for job rotation. Those with sedentary occupations are ideally suited to using BACK-TRACK for rehabilitation as regular activity is vital for effective rehabilitation. Please note that the appendix to the Pro-Intro manual contains a BACK-TRACK General Back-Care guide. This may be useful advice to provide to those suffering with minor back-pain.


Using BACK-TRACK for Returning-To-Work following a Short-Term Absence due to Back-Pain (The Managers Guide)

----------------------------------------------------------------------------------------------------------------------------- BACK-TRACK Pro-Intro devices can be used for individuals returning to work from a short-term absence due to back-pain. They are not intended for use for individuals with a more serious back injury that may require intervention from a healthcare professional. In this instance, a different product is available from BACK-TRACK, i.e. a BACK-TRACK Back-To-Work kit which has similar functionality, however, is administered and managed by an Occupational Health professional.

For rehabilitation of a back injury, it is important not to exacerbate the condition.

BACK-TRACK Pro-Intro with Short-Term Absence settings (ie BTW) identify exposure to two significant back

injury risk factors – forward flexion and inactivity and highlights to the individual if they may be exacerbating

the condition and to allow a Team-Leader to monitor exposure to these two risk factors. The principle of

using BACK-TRACK B-T-W as a rehabilitation and injury management tool is to assist the individual (through

real time vibration alerts) and to assist those coordinating the rehabilitation process (through web based

reporting of collected data).

To use BACK-TRACK Pro-Intro devices for monitoring an individual returning after a short term absence, it is

important that the correct device settings are programmed onto the device, ie BTW. Refer to the BACK-TRACK Manual; - Setting Up Devices for Pro, Pro-MH / HC, BTW (or Custom) Usage Back Pain The employee will be suffering from some sort of back discomfort and is likely therefore to be receptive to using BACK-TRACK. There is a “Using BACK-TRACK following a Short-Term Absence due to Back-Pain, The User’s Guide” that must be given to the employee. Copies of these are downloadable from the BACK-TRACK website.

It should be explained to the employee that the BACK-TRACK devices are intended to highlight to them when they may be putting their back at risk of injury and that this occurs via a vibration alert. The devices will vibrate when the wearer stoops or leans forwards for an extended period or is inactive. Activity targets are set as a minimum of 3 minutes of walking per hour by default. If there is an opportunity, remind the employee of good manual handling practice and the importance of avoiding stressing the back elements that are being rehabilitated.

BACK-TRACK is only a part of a rehabilitation or return -to-work programme and therefore guidance about recommended maximum weights, restricted activities, working patterns, etc will also be incorporated into an appropriate plan. It is likely that almost all forms of manual handling (including lifting, pushing, pulling) will be undesirable initially and therefore best avoided, however, can be gradually re-introduced and it is therefore important that the employee, knows how best to avoid future injury. A general back-care guide is available within the appendices. Additional copies are available from BACK-TRACK Europe Ltd. Employees may need to wear the device for 8-12 weeks. Emphasise the importance of highlighting immediately if their back-pain changes. Explain how to wear BACK-TRACK and how and where to upload BACK-TRACK data via a PC. Reviewing Data with Employee Arrange to meet with the employee periodically (weekly initially) to review the collected data and emphasise the importance of highlighting if their back pain worsens in which case, it may be appropriate to make arrangements for the individual to see a an Occupational Health professional.




























50°

30°









Using BACK-TRACK following a Short-Term Absence due to Back-Pain The User’s Guide -----------------------------------------------------------------------------------------------------------------------------

BACK-TRACK is a tool for helping to reduce your back-pain. It tracks how you move and

how active you are. These are both vital in the rehabilitation process. It collects this

movement data which is uploaded via the internet and allows you and your manager to

manage your rehabilitation much more effectively.

The BACK-TRACK device is worn on your right hip, either in a clip-on pouch or in a pouch

that attaches to a belt.

Your employer will provide you with a BACK-TRACK that has settings that are

appropriate to your condition. These settings will monitor two things; if you lean

forwards (which puts considerable stress on the key structures in your lower back) the device will vibrate and

remind you to avoid doing this. All you need to do is straighten up and try to remember to avoid doing this. As

you are gradually rehabilitated, these settings are amended so that you can move around as you would

normally.

If you stoop forwards, for

example, to pick something

off the floor, the device will

vibrate immediately as this

should always be avoided

regardless of whether you have a back injury

– or not. During rehabilitation it is vital to

avoid stooping.

BACK-TRACK also monitors activity.

Inactivity slows the rehabilitation process

and is therefore to be avoided as much as

possible. It is important to try and take lots

of regular breaks and to aim to walk for a

minimum of 3 minutes an hour initially. This

will seem like a lot of activity but will speed

up your rehabilitation. Your BACK-TRACK

will alert you via the vibration alert if you miss the target.

The most suitable activity for rehabilitating someone with a back injury is walking and BACK-TRACK has been

design to monitor how much walking you do. Unfortunately, it is not waterproof and therefore some activities

that may promote your rehabilitation – such as swimming, cannot be recorded.

Your Manager will review the collected data and discuss your rehabilitation with you. To collect the data, your

employer will have enabled a PC with BACK-TRACK Data Transfer Software. When the BACK-TRACK is

connected to the PC (with the USB cable), the data is automatically uploaded and the device will

simultaneously recharge.

REMEMBER – if your back pain changes, tell your Team-Leader or Manager as soon as possible.

Answers to Frequently Asked Questions

• Recharging – the battery lasts for 2-3 days.

• Can I wear it at home? – Yes, but confirm this with your employer.

• How does it work? BACK-TRACK has a 3 axis accelerometer which records angle and activity. It turns ON using a

magnet in the pouch. Removing it from the pouch turns it OFF.

• How long do you need to wear it? For minor back-ain, probably for a minimum of 6 weeks.


Reviewing the Back-To-Work Report following a Short-Term Absence due to Back-Pain. -----------------------------------------------------------------------------------------------------------------------------

This document references the BACK-TRACK Back-To-Work Report. This Report is used for the dedicated rehabilitation product – BACK-TRACK Back-To-Work kits but the same report may also be used for BACK-TRACK Pro-Intro kits. The BACK-TRACK Back-To-Work kits are administered by an Occupational Health professional and can be used to assist those with more serious back injury, whereas the Pro-Intro kits can be used by supervisors or team leaders, but only for non-serious, short-term absence. An example of the Back-To-Work report is available within the appendices of the manual or by logging in to the BACK-TRACK website and via the DOWNLOADS tab. By selecting the REPORTS tab from the Control Panel, the following is displayed.

This drop-down provides a number of Report options. Select the Back-To-Work Report. Select the period of interest. If required, you may refine your search criteria using these drop-down boxes. The Back-To-Work Report requires an individual name to be selected. After selecting required fields, click on Generate Report. After a short delay (typ. 30secs), a pdf report will be produced. Please ensure that you understand the limitations of the BACK-TRACK System.



Back-To-Work Report The Back-To-Work Report is suitable for when BACK-TRACK is being used to monitor an individual returning to work following a short-term absence for back pain. The device settings are appropriate to ensure that an individual is quickly reminded if they may be adopting a posture that puts excessive load on their lower back – or, if they spend long periods of time immobile. The report therefore shows posture information (Activations) and mobility data (Activity), both important in back pain rehabilitation. The first page of results shows the number of leaning and stooping activations. And the second page of the report shows Activity data.

This graph shows the total recorded Activations each day.

This graph shows No. of Activations / No. of Usage Hours = Acts/Hr

This graph shows Total Usage Hours each day.

This graph shows how many times per day, the BACK-TRACK device has been activated due to forward flexion thresholds being exceeded.

This graph show how many times per hour the User activated their BACK-TRACK by exceeding the programmed forward flexion threshold angles.

This graph shows how many hours the BACK-TRACK device has been used each day.

This graph shows the trend of Activations / Hr each week. After 4 weeks, an average line will be plotted.

This graph shows the User’s % of Activity / day, (ie walking). It also shows the programmed Activity Target. Green bars indicate the Target has been achieved.

The average Activity for the Week is also plotted. Red indicates the target has been missed.

This table shows how many of the hours the devices was worn in the week, achieved the Activity Target. The Daily and Weekly charts on the far left show that the targets have been met overall for the day (or week). This table shows what % of each hour, the target was achieved.


The next page shows the Activity and Activations Detail breakdown by day and by hour. Green means the Activity target was achieved, The amber indicates that the target was almost achieved (within 20% of the target), and red boxes represent hours where the target was missed. This page very quickly shows if the Activity targets are being generally achieved (mostly green) or not.

This page shows the detail for each hour of every day.

The actual activity is shown.

The daily totals are shown

Activations per Hour by hour are shown

Frequency of Activations are shown

Frequency of Activity is shown

Note the % Activity. The Target of 3 mins / Hr

equates to 5% Activity.

No. of leaning Activations and no. of stooping Activations are shown


Conducting a 1:1 review when using BACK-TRACK following a Short-Term Absence due to Back-Pain. -----------------------------------------------------------------------------------------------------------------------------

For individuals absent from work for more than 3 days of back pain, we would not recommend BACK-TRACK Pro (Pro-Intro) products be used for rehabilitation. For these cases, we recommend that the BACK-TRACK Back-To-Work kits are used which are managed and monitored by healthcare professionals – such as an Occupational Healthcare Professional. The causes of back pain are very complex and include; Genetic factors

Life-style and personal risk factors (gender, age, weight) Damage to spinal structures due to exposure to long-term repetitive lifting Overall health and wellbeing Stress, etc.

BACK-TRACK raises the awareness of the potential for back-injury in an occupational setting, by monitoring exposure to some risk factors, specifically exposure to repetitive forward flexion i.e. leaning and stooping and to inactivity. When reviewing BACK-TRACK data with BACK-TRACK users, you must consider that there are multiple potential causes of back pain and therefore, the data BACK-TRACK provides may be relevant, but potentially may not assist the individual. If this is the case, it is recommended that BACK-TRACK Pro (Pro-Intro kits) products are not used and that the individual is directed towards the appropriate healthcare provision – typically their GP. BACK-TRACK can however be very successful in helping to raise the awareness of risk due to excessive exposure caused by poor postures and to allow an individual to manage their potential for risk of injury. BACK-TRACK is also used to monitor inactivity which is an important risk factor for those with sedentary occupations. Therefore, for office type environments, BACK-TRACK may be used to assist rehabilitation for those absent with short-term back-pain These 1:1 sessions may be performed by a Supervisor, Team Leader, Line Manager or in some cases with a Human Resources Manager. This is intended to be a positive and helpful review session and must not be perceived as a disciplinary process. It is vital to emphasise to the individual that if their back pain is getting worse, that they seek medical attention immediately.

When conducting a 1:1, ensure that you have the appropriate Back-To-Work report available and that you are familiar with what the data is saying. If you require assistance in understanding any elements of the report, contact us; [email protected]


Conducting the 1:1 Review

• The individual needs to understand that by avoiding risk factors that exacerbate their back-pain, rehabilitation will take place more effectively. For example, using better manual handling techniques, the no. of recorded Activations will reduce and therefore their Activations / Hour figures can be reduced. This is not easy to achieve, but they should be encouraged to persevere.

• This is an opportunity to demonstrate good manual handling technique and show them how the BACK-TRACK stays horizontal (approximately), when using better manual handling technique.

• If the individual has a role is a sedentary environment, either in an office or driving long distances, demonstrate how the report shows their actual Activity levels and discuss ways that the individual may be able to achieve more regular activity (mini-breaks) through the day. Drivers for example should be encouraged to take regular breaks and walk for a few minutes and try a few stretches.

• The last page of the report shows when during the day both stooping and activity (an hence periods of inactivity) are occurring (shown in one hour periods). This may help an individual and manager think about the task and review whether alternative working practices could be implemented – eg frequent job rotation.

A BACK-TRACK General Back-Care Guide is available within the manual and ideally should be given to the employee for reference. This includes tips for avoiding injury and advice for effective rehabilitation including exercises. Additional copies are available from BACK-TRACK Europe Ltd.

Documenting the 1:1

• This is an important step in the rehabilitation process.

• Document the positive – what’s going well as well as those areas where there is an opportunity to adopt best practice, i.e. by encouraging more Activity during the day.

• Seek agreement from the individual to adopt best practice where possible.

• If there are reasons why the individual cannot achieve this, these reasons must be documented and elevated as necessary.

• BACK-TRACK is a system that can help in the prevention of injury. It is vital therefore that it is used appropriately.


Recording COMMENTS to DEVICE USER’s RECORDS During the one to one review, the important aspects of the conversation are recorded. This is done via the BACK-TRACK User’s page – accessed from the Control Panel.

Click View / Add link in the Comments column and the following screen will be displayed;

The following screen will be displayed. Enter text and select “Add this Comment”.

Comments are logged and retained on the database for reference.


FAQs

Q. What is BACK-TRACK? The BACK-TRACK System is designed to minimise back injury risk and aid the rehabilitation of individuals through increased awareness of some back injury risk factors. A small device is worn by the user which collects data during use. This data is then uploaded over the web via a USB connection and can be reviewed with a web browser. Q. What software is required? BACK-TRACK Data Transfer Software needs to be downloaded and installed. It is only needed on the computer(s) used for uploading data from the BACK-TRACK devices. This software runs automatically in the background and only becomes active when a BACK-TRACK unit is connected. It then automatically uploads the data from the BACK-TRACK device. Q. What are the licensing requirements for this software? The Software is license-free and can be installed on as many PCs as necessary. Q. What are the technical requirements for a PC on which this software needs to be installed? Windows XP (SP2 or Later), Vista or Windows 7 Fully functioning USB Port Internet Access for uploading data Q. How much data is uploaded and where to? The BACK-TRACK Data Transfer Software uploads a small amount (around 10kb, based on a 100 event recording) of data to a BACK-TRACK server. The data is transferred via standard HTTP requests using Port 80. Q. How is the BACK-TRACK charged? When connected to a PC, the USB system will charge the BACK-TRACK battery. An hours charging will typically provide one days usage, 8hrs giving a week’s usage. Q. Is there any PID? Exactly what data is uploaded and what is the encryption? We use the following information in the database; Name – forename and surname. Alternatively, a client number can be used if this is more suitable. Medical information - during rehabilitation, it is possible for an Occupational Health Advisor to log relevant medical information, if required. This is also stored in the database. Access is limited to Occupational Health professionals. Data transfer between device and database - This transmits Activity data i.e. when the individual was moving and when they activated their device by excessive forward flexion i.e. stooping. We do not transmit the individual’s name but a device serial number that the database recognises and associates with the appropriate individual in the database. The collected data therefore is stored against that name.


All data is encrypted using the highest level available. We currently use a 256-bit Extended Verification SSL certificate provided by GeoTrust. In addition, all data transferred from the device to the PC and then to the database is also encrypted using a proprietary encryption algorithm based on TEA (Tiny Encryption Algorithm). Organisation information is also held on our system, including organisation name and contact details. Again, all data is protected by our SSL certificate and access to the system is only available to selected individuals who are required to register and enter login and password details. We use a strong password algorithm as recommended by Microsoft. Q. When there is no user logged into the PC, there is no background internet access on the PC. How will the BACK-TRACK software work in this scenario? Our software uses whatever proxy info is set for the user - just as Internet Explorer does. So roaming profiles, etc. should not cause an issue. At the moment, in this scenario, data will only upload when the user logs in (but see below). Testing your new BACK-TRACK

• There is no on-off switch. If it’s out of its pouch, it’s switched off.

• Use whichever pouch is best suited to your requirements. The wrap-around pouch fits on a belt and is recommended for industrial applications. The clip-on pouch can get knocked and is best suited for short-term usage or training.

• Once in the case, the LED will flash blue once every 5 seconds.

• It remains switched on as long as it is in its case.

• With the blue neon on top and closest to you, tip the unit slowly away from you.

• First, the unit should start to flash green and, as you continue to tip it away, it will flash red and may buzz (depending on its setting).

• Now you know it’s working! Uploading – this is done at the computer that already has the Data Transfer Software installed.

• For the first upload, double-click the BACK-TRACK logo in the bottom right corner of your screen (it’s a circle with a curved cross in it).

• This opens the upload viewing panel. (It is not essential to do this each time you upload, but you may care to do so to be reassured the upload is working properly).

• Remove the BACK-TRACK from its leather case and connect it to the computer using the USB cable provided.

• Whilst “sync’ing” to the database, the BACK-TRACK LED will flash blue – this will take only a few seconds.

• The display will show the Assigned User, the serial number of the BACK-TRACK and its status (waiting, uploading, charging, etc.)

• When the display shows “Charged,” the upload and charging process is complete and the unit is ready to use again.

Wearing

• The unit should be worn on the right side – on the widest part of the hip (and not forward of this position).

• It should be clipped to your belt horizontally and facing forward-back

• It may be necessary to skip a belt loop if necessary to ensure appropriate positioning of the BACK-TRACK pouch.

• The neon indicator light (flashing blue every 5 seconds) should be on top and at the back.


Documents

BACK-TRACK Pro- Intro Manual Manual (v080112).pdf · BACK-TRACK Pro- Intro Manual Introduction ----- The BACK-TRACK system is used for Keeping Track of Backs