Workbook for Developing an Active Food Safety Management System

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1 Workbook for Developing an Active Food Safety Management System A food safety management system will help to minimize the risk of foodborne illness in your food service establishment. It includes all the written policies, standard operating procedures (SOPs) and practices that you have in place to ensure that employees prepare and serve safe food each and every day. This workbook is designed to assist you in developing food safety policies and SOPs that are now required by FDA and Local Health Authorities. 1

2 (source: San Antonio Metro Health Webpage) 2

3 In developing a food safety management system you and your local health authority determine what policies and SOPs you need based on facility design and menu items being prepared in your operation. Having written procedures will make it easier to prepare food in a clean and sanitary kitchen each and every day. Examples of policies and SOPs that many restaurants already have in their food safety management system are listed below. Procedures marked with an * will be required in the new revised Texas State Health Code. 1. Policy for Employee Health and Illness* 2. Procedure for Handwashing and Maintaining Handwashing Stations* 3. Procedure for Minimizing Bare Hand Contact with Ready-to-Eat Food* 4. Safe Cooking Temperatures 5. Safe Cooling of Cooked Foods 6. Safe Reheating Procedures 7. Date Making of Ready-to-Eat TCS Food* 8. Safe Hot and Cold Holding of TCS Food 9. Cleaning and Sanitizing Food Contact Surfaces 10. Procedure for the Clean-up of Contamination Events* 11. Policy and Procedures for Specialized Food Processing Practices* (vacuum packing; curing; sprouting seeds; other) 12. Master Cleaning Schedule 13. Policy and Procedures for Monitoring Foodhandler Practices and Conducting Food Safety Self-Inspections 14. Other SOPs may be needed if you serve raw oysters, sushi, ceviche and other raw or undercooked foods. 15. Documentation and records related to pest control, grease trap maintenance, employee contact information and other records required by your local health authority are also part of your overall food safety management system. Follow these steps to developing and implementing your Food Safety Management System 1. Gather all your current records and documentation related to food safety for your operation and place in a folder or notebook. Examples include: training certificates and records; employee contact list; pest control records; grease trap maintenance records; and any written policies and SOPs you already have. 2. Review the checklist on page 4 for other food safety SOPs you may needed. Ask your local health inspector to help you identify other food safety policies and SOPs needed for your operation. 3

4 Food Safety Management System Checklist Review your menu to identify other standard operating procedures (SOPs) you may need such as cooling hot food; bare hand contact with ready-to-eat food; or using time only as a public health control (to name a few). Ask your local health inspector to help you identify other Food Safety SOPs that will help you to minimize our food safety risks. Policy and Procedure for Employee Health and Illness Reporting SOP for the Clean-up of Contamination Events Policy and Procedure for Employee Handwashing SOP Cleaning and Sanitizing Food Contact Surfaces SOP for Bare Hand Contact with Ready-to-Eat Food SOP for Using Time Only as a Public Health Control SOP for Cooling Large Volumes of Cooked Foods SOP for the Safe Cooking and Reheating of Foods Date Making of Ready-to-Eat TCS Food SOP Preventing Cross-contamination SOP Policy and Procedures for Specialized Food Processing Practices (vacuum packing; curing; juicing operation; sprouting seeds; other) Master Cleaning Schedule Policy and Procedures for Monitoring Foodhandler Practices and Conducting Food Safety Self-Inspections SOP for preparing and serving raw oysters, sushi, ceviche and other raw or undercooked foods. Documentation and records that need to be maintained: Pest control records Grease trap maintenance Employee contact information including phone numbers Employee training records Other: 4

5 Policy and Procedure for Employee Health and Illnesses Reporting Policy: It is the policy of this operation that employees will report their health status to their direct supervisor. Employees will be excluded from the operation or restricted from working with food as directed by the Certified Food Manager (CFM) Why: Food handlers can transfer illness to our customers while working when they are sick or have been exposed to certain diseases. Who: Applies to all employees. When: When employees are hired and throughout employment. How: 1. The Certified Food Manager (CFM) will provide and brief all current and new employees on the attached training aid on the need to report the following symptoms to their supervisor: diarrhea, jaundice, pustular lesions, vomiting or a sore throat with fever. The CFM will exclude (send home) any employee reporting diarrhea, jaundice, pustular lesions of vomiting from the operation. Employees reporting a sore throat with a fever will be restricted from working around food. 2. The CFM will also brief current and new employees on the need to report when they or a family member has been diagnosed with Hepatitis A, Salmonella typhi, Norovirus, Shigella, or shiga toxin producing E. coli The CFM will exclude any employee diagnosed with one of the above diseases and call the Local Health Authority to report the diagnosis and to coordinate when the employee may return to work. 3. After employees have been provided a copy of the attached handout and have been briefed on the need for reporting illnesses they will sign a statement stating: I have been briefed and understand the importance of reporting illness and certain diagnosed diseases to my supervisor for the protection of our customers. These statements will be maintained on file in the operation and available for review by the Health Authority.. 4. The CKM or person in charge (PIC) will observe and monitor employees throughout the work shift for signs and symptoms of illness described above. Employees will be provided periodic and ongoing training on the need for reporting illnesses described in Appendix A. Approved by: Date. 5

6 Training Poster and Handout 6

7 7

8 Example of Procedure for Clean-up of Contamination Events (note: Commercial clean-up kits are available employees must be trained in the use of protective gear and proper disposal of contaminated materials) 8

9 Hand Washing Policy and Standard Operating Procedure Hand Washing Policy: It is the policy of this establishment that the first thing that all employees must do upon arriving at work is to conduct a 20-second hand wash. During the work day employees will conduct a 20-second hand wash whenever hands may have become contaminated and at least hourly. Failure to follow this policy will be grounds for dismissal. Purpose: To prevent foodborne illness caused by contaminated hands. Scope: This procedure applies to all employees. Manager Responsibilities: 1. Train all employees on conducting a 20-second hand wash. 2. Post hand washing signs or posters in a language understood by all food service staff near all hand washing sinks, in food preparation areas, and restrooms. 3. Use designated hand washing sinks for hand washing only. Do not use food preparation, utility, and dishwashing sinks for hand washing. 4. Provide warm running water (100 F), soap, and single-use paper towels or warm air hand dryer. If paper towels are used, provide a waste container at each hand washing sink. 5. Keep hand washing sinks clean and accessible for use by employees. Employee Responsibilities: Follow proper hand washing procedures as indicated below: Wet hands and forearms with warm, running water (at least 110 ºF) and apply soap. Scrub lathered hands and forearms, under fingernails, and between fingers for at least 20 seconds. Rinse thoroughly under warm running water for 5-10 seconds. Dry hands and forearms thoroughly with single-use paper towels or an air dryer Turn off water using paper towels. Use paper towel to open door when exiting the restroom. Wash hands: Before starting work Before putting on or changing gloves After using the toilet After sneezing, coughing, or using a handkerchief or tissue After touching hair, face, or body After smoking, eating, drinking, or chewing gum or tobacco After handling raw meats, poultry, or fish After any clean up activity such as sweeping, mopping, or wiping counters After touching dirty dishes, equipment, or utensils After handling trash and any time the hands may become contaminated Monitoring: The Person-in-Charge will visually observe hand washing practices during each shift. Corrective Action: Employees that are observed not washing their hands at the appropriate times or using the proper procedure will be asked to wash their hands immediately. Employee will be re-trained to ensure proper hand washing procedures are followed. Approved by: Date: 9

10 SOP for Bare Hand Contact with Ready-to-Eat (RTE) Foods Purpose: To prevent foodborne illness caused by hand-to-food cross-contamination Scope: This procedure applies to food service employees who prepare, handle, or serve food. Manager Responsibilities: Train employees to: 1. Use 20-second hand washing procedure to wash hands prior to preparing or handling food or at anytime when the hands may have become contaminated. 2. Minimize the use of bare hands to handle ready-to-eat foods at all times. 3. Use suitable utensils when working with ready-to-eat food. Suitable utensils may include: Single-use gloves / Deli tissues / Foil wraps / Tongs, spoons, and spatulas 4. If direct hand contact is required the manager will train employees in conducting a double hand wash procedure using a nail brush every 30 minutes. Employee Responsibilities: 1. Use 20-second hand washing procedure to wash hands prior to preparing or handling food or at anytime when the hands may have become contaminated. 2. Minimize the use of bare hands to handle ready-to-eat foods at all times. 3. Use suitable utensils when working with ready-to-eat food. Suitable utensils may include: Singleuse gloves / Deli tissues / Foil wraps / Tongs, spoons and spatulas 4. If direct hand contact is required employees will conduct a double hand wash procedure using a nail brush every 30 minutes. 5. Single-use gloves: employees will select gloves that fit (hands are to be washed prior to putting gloves on). Hands are to be washed and gloves changed before beginning food preparation; beginning a new food handling task; after touching equipment (such as refrigerator doors) or utensils that have not been cleaned and sanitized; after contacting chemicals; after interruptions in food preparation occur, such as when answering the telephone or checking in a delivery; when a glove is torn or damaged and anytime contamination of a glove might have occurred Monitoring: The person-in-charge will visually observe food service employees during each shift to ensure that gloves or suitable utensils are being used and changed at the appropriate times. Corrective Action: Employees observed touching ready-to-eat food with bare hands with out proper hand washing or using suitable utensils shall be retrained at the time of the incident and food items will be discarded. Approved by: Date: Page 10

11 SOP for Cleaning and Sanitizing Food Contact Surfaces PURPOSE: To prevent foodborne illness by ensuring that all food contact surfaces are properly cleaned and sanitized. SCOPE: This procedure applies to food service employees involved in cleaning and sanitizing food contact surfaces. Food contact surfaces include all cutting boards, knives, utensils, equipment and any other surface foods may contact. Cleaned and sanitized cutting boards, knives and utensils must be stored in a manner to prevent contamination. Manager Responsibilities: 1. Train food service employees clean and sanitize food contact surfaces including, cutting boards, work tables, meat slicers and other equipment. 2. Train employees to use chemical test strips to maintain required levels of disinfectants in sanitizing solutions. 3. Train employees to follow manufacturer s instructions regarding the use and maintenance of equipment and use of chemicals for cleaning and sanitizing food contact surfaces. Employee Responsibilities: 1. Follow label directions for the use of all chemicals such as Clorox used in cleaning and sanitizing of food contact surfaces. 2. Use chemical test strips to maintain proper levels of disinfectants in sanitizing solutions. 1. Workstations and food contact surfaces are to be cleaned and sanitized before and after use, when starting a new food prep task, at the start and end of a work shift and any other time they may have become contaminated. When in constant use preparing the same item food contact surfaces must be cleaned and sanitized every 4 hours. 2. Obtain several small containers, clean clothes, a small supply of bleach (Clorox) or a spray disinfectant provided by your supervisor. Prepare a small container of detergent with hot water and a container with clean water for rinsing. Prepare a chlorine solution in a small container. First read the label and follow all safety instruction. Mix according to label directions or ask your supervisor. You will need to wear rubber gloves to protect your hands. 3. Check the concentration of the chlorine solution with a test strip to ensure that it is between 50 to 100 parts per million. You are now ready to clean and sanitize your workstation. 4. Wash the surface of the workstation to remove visible particles and germs you cannot see. After thoroughly scrubbing the surface rinse in clean water. 5. Apply the chlorine to the surface using a wiping cloth or spray bottle of sanitizer and allow to air dry. Page 11

12 Holding Hot and Cold TCS Foods Using Time Only as a Public Health Control Hot and cold TCS food items can be held without temperature control if allowed by your local health authority. If holding hot and cold TCS food items is allowed a written SOP is required. Situations in which TCS foods may need to be held without temperature control: 1. Buffet service 2. Catering operation (transportation, holding and service) 3. Equipment failures 4. Electrical outages Ask your health inspector for information about specific requirements of hold hot and cold food without temperature control. Master Cleaning Schedule A Master Cleaning Schedule (MCS) ensures that all areas of the kitchen are maintained is a clean and sanitary manner each and every day. The MCS includes the following: 1. A list of equipment and areas of the kitchen to be cleaned each day and a list of the chemical cleaners to be used. Food contact surfaces must be cleaned and sanitized using the SOP for Cleaning and Sanitizing Food Contact Surfaces. 2. A list of equipment and areas of the operation that are to be cleaned weekly. 3. A list of equipment and areas of the operation that are to be cleaned monthly. 4. A list of equipment and areas of the operation are to be cleaned less frequently. You also have need to have documentation and records for the following items: Food safety training records for managers and employees. A list of all employees with contact information. Pest control logs from your licensed pest control firm. Records and logs for cleaning, pumping and inspections of grease traps and interceptors documenting compliance with local and regional ordinances addressing the discharge of fats, oils, and grease into the sanitary sewer system and compliance with local stormwater ordinances. Temperature logs for refrigeration units. Copies of other required documents that may be required for, such as, oyster tags and certification letters from sushi and other suppliers. Copies of variances and HACCP plans for specialized food preparation techniques such as vacuum packaging, curing meats, acidifying sushi rice, bottling fresh juice or holding potentially hazardous foods without temperature control. Your local health authority may request that you provide copies of these documents during food safety audits and inspections. Page 12

13 Monitoring and Evaluating Your Food Safety Management System (Self-Inspections) There are several ways to monitor, evaluate and document if your food safety management system is working. A daily walk-through by the CKM or PIC should be done the first thing in the morning, check to see how things were left from the night before. Was food covered and stored properly? Is the food at proper temperatures? Are coolers and freezers at the right temperatures? Is equipment cleaned and sanitized? Are work areas clean? Is the kitchen ready for the health inspector? Throughout the day the CKM or PIC should observe food handling and personal hygiene practices of employees on a daily basis. Are employees clean and healthy? Are they washing their hands between tasks and after coming out of the restroom? Are they cleaning and sanitizing prep areas after each use? Are they storing wipedown cloths and cleaning rags in buckets of sanitizing solution? Are they checking food temperatures on the cooking and serving lines? Are established SOPs being followed? At least weekly, a more formal self-inspection should be performed by the CKM or PIC using a written checklist to document findings (see example provided below). The checklist used for this inspection should be based on your SOPs and food safety risks involved in your operation. Procedures requiring HACCP plans will require constant oversight and checks of critical control points identified in the plan. Your HACCP plan will include several logs to be completed when food items covered by the plan and being prepared. Page 13

14 Example of a Daily / Weekly Self Inspection Form Directions: Use this checklist daily or at least weekly to determine if SOPs are being followed. Maintain a copy for review by your local health authority. Name of Facility: Person Conducting Inspection: Date: Hand Washing Hand washing sinks are supplied, clean and accessible Yes No Item Corrected Handling Ready-to-Eat Foods Employees using direct hand contact with RTE foods. Yes No Item Corrected Hand washing sinks are provided hot and cold water. If direct hand contact is required a written SOP is available. Employees are observed to be using proper hand washing procedures. Employees wash hands after handling raw meats, fish and poultry. Cooling Foods Walk-in Cooler / Refrigerators Kitchen supervisor checks temperature of foods being cooled A temperature log is being maintained and is available for review. Cooked foods are cooled quickly using ice bath, stirring or other procedure. Refrigerated food products are maintained at 41 degrees F or below. Prepared foods to be stored cold placed in small containers for quick cooling Raw meats and poultry are stored beneath prepared foods Prepared foods to be stored covered and labeled with time and date Walk-in cooler is clean / no condensation dripping on stored foods. Cooking Temperatures Hot Holding Kitchen supervisor checks cooking temperatures. Cooked foods not immediately served are held at 135º F or higher. Required cooking temperature chart is posted in kitchen. If not maintained at 135 F and held longer than 4 hrs reheated or discarded. Cold items reheated on the stove to 165 F before serving or hot holding Kitchen supervisor uses a food thermometer to check temperature of foods held hot. Dishwashing and Sanitation Food Contact Surface Sanitation 3-compartment sink is properly set up for ware washing (wash-rinse-sanitize) Food contact surfaces are clean to sight and touch and have been sanitized. Dishwashing machine is properly set up and used / operator has been trained. Table tops for customers are clean to sight and touch and have been sanitized. Chemical test strips available and used Cleaning cloths stored in sanitizing solution. Water temperatures correct for wash and rinse / Water is clean and free of accumulated grease and food particles Employees trained in cleaning and sanitizing procedures for meat slicers / cheese graders and other equipment Other: Dry food storage area is clean Exhaust hood and filters are clean Chemicals are stored away from food and other food related supplies No signs or evidence of insect / rodent infestation. Stored equipment does not interfere with housekeeping and cleaning Outside area is clean, dumpster lid closed. Hair restraints used as needed. Monthly food safety training provided to employees. Page 14

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