SUP 09 Portable Appliance Testing (PAT) Unified procedures for use within NHS Scotland

Transcription

1 SUP 09 Portable Appliance Testing (PAT) Unified procedures for use within NHS Scotland May 2015

2 Contents Page Acknowledgements... 4 Executive summary Introduction Legal considerations Aims of these procedures Scope of the policy Roles and Responsibilities within the NHS Board NHS Board responsibilities Chief Executive s responsibilities General Managers / Directors of Operations Head of Estates (Responsible Person) responsibilities Estates Manager(s) responsibilities Risk reduction strategies and procedures Portable, moveable and transportable equipment Exclusions Operational Arrangements User checks Formal visual inspection Combined inspection and test (PAT) Follow-up Reporting and Monitoring References Draft Version 0.04: May 2015 Page 2 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

3 Disclaimer The contents of this document are provided by way of general guidance only at the time of its publication. Any party making any use thereof or placing any reliance thereon shall do so only upon exercise of that party s own judgement as to the adequacy of the contents in the particular circumstances of its use and application. No warranty is given as to the accuracy, relevance or completeness of the contents of this document and Health Facilities Scotland, a Division of NHS National Services Scotland, shall have no responsibility for any errors in or omissions therefrom, or any use made of, or reliance placed upon, any of the contents of this document. Draft Version 0.04: May 2015 Page 3 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

4 Acknowledgements This unified procedures guidance has been produced for NHS Boards to adopt or adapt and incorporates information made available by NHS Lothian which is gratefully acknowledged. Draft Version 0.04: May 2015 Page 4 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

5 Executive summary Mission statement The NHS Board recognises its responsibilities under Health and Safety Legislation and its duty to protect, so far as is reasonably practicable, all patients, employees, contractors, students, voluntary workers and visitors as well as members of the public from injury or harm resulting from any failure in the management of Portable Electrical Appliances. Management responsibilities The NHS Board shall take all steps, as far as is reasonably practicable, to ensure that no person is placed at risk of injury or harm through the ineffective management of its portable appliances. The management of portable appliances within all the NHS Board controlled and maintained properties requires systematic maintenance and examination to ensure that there is suitable and adequate protection against any individuals suffering an electric shock. There is a need to have in place a suitable maintenance programme to ensure that there are suitable and sufficient controls to prevent electric shocks affecting vulnerable patients, staff visitors and contractors. Note: The term electric shock as used here is to mean that portable electrical equipment, if not suitably maintained inspected and tested, may give rise to electric currents from that device coming into contact with patients, staff, visitors and contractors to their severe injury. Legislation and Standards This procedures guidance was prepared for publication in After this date, those responsible for implementing the procedures should ensure that they are using the latest (or new) edition of all relevant Legislation, British Standards etc., which may post-date the publication of this documentation. Draft Version 0.04: May 2015 Page 5 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

6 1. Introduction Duty of NHS Board The NHS Board has a duty to protect all patients, employees, contractors, voluntary workers, visitors and members of the public from the risk of receiving an electric shock from coming into contact with portable and transportable electric equipment and appliances whilst within the NHS Board s premises. Those that would be considered vulnerable and at risk would include: patients; staff; visitors; contractors. Draft Version 0.04: May 2015 Page 6 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

7 2. Legal considerations 2.1 The legislative framework that underpins the NHS Board s obligation to manage Portable and Transportable electric equipment policy and procedures is contained within the following: The Health and Safety at Work etc Act 1974; The Workplace (Health, Safety and Welfare) Regulations 1992; The Provision and Use of Work Equipment Regulations 1998; The Management of Health and Safety at Work Regulations 1999 The NHS Reform (Scotland) Act 2004; The Electricity at Work Regulations Draft Version 0.04: May 2015 Page 7 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

8 3. Aims of these procedures 3.1 The NHS Board attaches the greatest importance to the health, safety and welfare of its employees and any others who may be affected by its activities. It particularly recognises the significance of the risks associated with the management of its Portable Electric Appliances. 3.2 These procedures set out now the NHS Board will ensure that such risks are eliminated or reduced to the lowest level in so far as is reasonably practicable. 3.3 The NHS Board recognises its responsibilities under health and safety regulation and its duty to provide, so far as is reasonably practicable, working environments that are safe and healthy for all patients, employees, contractors, students/pupils on placements, voluntary workers, visitors and members of the public. 3.4 The NHS Board will endeavour to protect all staff and other persons to whom it has third party liability from receiving electric shock by coming into contact with a portable electric appliance within its premises. This shall be achieved by ensuring that there are effective and auditable processes and procedures in place for the inspection and testing of such appliances. Draft Version 0.04: May 2015 Page 8 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

9 4. Scope of the policy 4.1 The NHS Board has established a system of control for the measurement of portable and transportable electric appliances that shall ensure the safety of those within its premises by putting in place both physical and procedural controls. These controls shall be systematically examined and monitored by the NHS Board s Estates Department. This policy shall apply to all premises that are managed and controlled by the NHS Board where patients, staff, visitors, contractors and other users have access. 4.2 There are no definitive rules published on the frequency of tests for portable appliances. The Memorandum of Guidance on the Electricity at Work Regulations suggests that Regular inspection is an essential part of any maintenance programme. Different situations require different measures to meet the risk of the danger presented. The risk and the factors affecting the frequency of the tests for individual items of equipment must be assessed by the Duty Holder. To determine their frequency the Duty Holder should consider the following: (this is not an exhaustive list) The users : (Public, staff, awareness, reporting, visual inspection before use); The environment: (arduous conditions, damp, dry, office, etc); Type of equipment: (e.g. hand held, desktop); Equipment construction: (e.g. Class 1 or Class 2). Draft Version 0.04: May 2015 Page 9 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

10 5. Roles and Responsibilities within the NHS Board NHS Board responsibilities 5.1 The NHS Board shall be responsible for the following: full and effective implementation of these procedures; providing a safe working environment in line with health and safety legislation; ensuring that there are arrangements for identifying, evaluating and managing the risks associated with the use of facilities and appliances that are in everyday use within any of its premises; providing (where applicable) sufficient resources to train staff effectively; ensuring that incidents relating to electric shocks reported to have been caused by contact with portable electric appliances are monitored and reported through the relevant Health and Safety Committee(s); ensuring that the Head of Estates (or equivalent) reviews the effectiveness of this policy on a periodic basis. Chief Executive s responsibilities 5.2 The Chief Executive shall be responsible for: ensuring that there are arrangements in place for identifying, evaluating and managing risk(s) associated with the management of portable and transportable electric appliances; ensuring that resources are provided for this policy to be implemented; ensuring that there are arrangements in place for the effective monitoring of any incident(s) involving such appliances. General Managers / Directors of Operations 5.3 The General Managers / Directors of Operations shall be responsible for: ensuring the risk control measures are implemented to avoid electric shocks from using portable and transportable electric appliances; ensuring that the NHS Board s Health and Safety Committee is appropriately informed as to the effectiveness of the control system and is made aware timeously of any problems being experienced in the operational procedures; ensuring that the operational arrangements are regularly monitored; ensuring that all equipment is maintained in a safe condition to the manufacturers recommendations. Draft Version 0.04: May 2015 Page 10 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

11 Head of Estates (Responsible Person) responsibilities 5.4 The Head of Estates (Responsible person) shall be responsible for: ensuring that effective maintenance is carried out on portable and transportable electric appliances by instituting a suitable and practicable inspecting and testing regime; ensuring that an Estates Operational Manager(s) or his nominated deputy are appointed as Authorised Person (LV) and assumes responsibility for the inspection and testing of portable and transportable electric appliances within specific hospitals and other NHS Board premises; ensuring that records are kept of all inspections and testing results giving locations, and recorded and maintained within the estates management system; ensuring that risk assessments are in place and reviewed regularly; ensuring that any significant change affecting the technical aspects of procedures and/or safe operation of portable electric appliances is communicated to the Director of Operations and other relevant people. Estates Manager(s) responsibilities 5.5 The Estates Manager(s) shall be responsible for: ensuring that all maintenance records are maintained and kept up to date; ensuring that standards are maintained by regular checking of maintenance records; ensuring that all staff conducting maintenance are competent to do so. Draft Version 0.04: May 2015 Page 11 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

12 6. Risk reduction strategies and procedures Note: As part of the NHS Board s risk reduction strategy, these procedures aim to increase the awareness of all staff to hazards associated with the operation of portable electric equipment and involve them in monitoring the fitness of appliances to be used. It should not be assumed that Staff will appreciate what actually constitutes Portable and Transportable Equipment and the part they play along with Estates staff in ensuring that equipment is fit for purpose. The following information is intended to lead to a greater understanding of both the type of equipment which is the subject of these procedures and the duties of users relating to safe operation. Portable, moveable and transportable equipment 6.1 A portable or moveable electric appliance comprises any item that can be moved, either connected or disconnected from an electrical supply. Such items generally have a cable lead and a plug-top or connected to a spur box. The scope covers Class 1 and Class 2 equipment. 6.2 Portable and moveable equipment includes the following: (this is not an exhaustive list) electrical equipment that can be easily moved around, such as kettles, vacuum cleaners, floor polishers, portable heaters, fans, desk lamps, some TVs, radios, some small cookers, PC projectors and small appliances such as irons, hair dryers and kitchen equipment including food mixers, tasters and the like; larger items that can be moved (albeit infrequently) would include water chillers, fridges, microwaves, photocopiers, vending machines, washing machines, electric cookers, fax machines, desktop computers and printers, electrically operated beds. These are considered to be moveable items; hand-held items such as hairdryers, that do not have a plug but are wired in (or fixed) via spur units are still considered to be portable appliances. Large electrical items, such as water boilers, which are wired in, are not portable as they are not designed to be moved. They would therefore come under the scope of fixed installation maintenance; mobile phone and other battery-charging equipment that are plugged into the mains (but not the actual phones or any other battery-operated equipment); and extension leads, multi-way adaptors and connection leads. microwave ovens: these should be subject to the appropriate test plus a door leakage test. Draft Version 0.04: May 2015 Page 12 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

13 Exclusions 6.3 The following are not covered by this policy and procedures; Fixed equipment or appliance: This comprises equipment or an appliance which is fastened to a support or otherwise secured in a specific location (e.g. a bathroom heater, towel rail, instantaneous water heater etc.) Such equipment will be subject to testing as part of the NHS Board s periodic fixed electrical installation inspecting and testing regime. Medical Devices: Medical devices and equipment will be inspected and tested by the appropriate Medical Physics Department or approved contractor. This would typically include syringes, suction pumps, anaesthetic equipment, scanners, X-ray machines. Laboratory equipment, ECG equipment, ventilators, defibrillators, baby incubators, etc. Battery operated equipment: This would comprise major items of plant such as vehicles, cranes and generators. Draft Version 0.04: May 2015 Page 13 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

14 7. Operational Arrangements 7.1 All NHS Board patients, visitors and staff must be presumed to be potentially at risk. The management of Portable and Transportable Appliance (PAT) Testing must follow the NHS Board s procedures for Portable and Transportable Equipment Electrical Safety Inspection and Testing. 7.2 The Estate Maintenance Plan should include effective maintenance of all electrical equipment, including that designated as portable and should include a combination of: checks by user; formal visual inspection by a Competent Person; PAT by electrically Competent Person. User checks 7.3 The user of the equipment should be encouraged to look at it before it is used and check for any signs that it may not be suitable or safe for use. These checks will include (but are not limited to): before use, checking for damage to cable; checking that equipment has a valid PAT test label which has not expired; checking that there is no damage to the plug; checking that there is no damage to the equipment casing; checking that the environment is suitable. Any defective appliances must be taken out of use immediately and reported to the NHS Board s estates maintenance team. All defective/faulty equipment must immediately be: switched off and unplugged from its electrical supply; labelled to identify that it must not be used; reported to the NHS Board s estates management team. Formal visual inspection 7.4 Formal visual inspection should be carried out by a competent person and the results held to control the risk. In addition to the checks noted in paragraph 7.3 the following should also be considered; is the equipment used in accordance with the manufacturers recommendations/ instructions? is the equipment suitable for the job? Draft Version 0.04: May 2015 Page 14 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

15 has the user reported any issues? has there been any change in circumstances? check the condition of the plug; check that the plug-top wiring is correct and that there is no damage; check that the fuse is of the correct rating; check that there are no bare wires and that terminal screws are tight. Combined inspection and test (PAT) 7.5 These tests should be carried out periodically to back up the user and formal visual tests. They must be carried out by a competent person who is appropriately trained. It is the responsibility of the NHS Board to make sure that the person is competent to carry out the works. HSE guidance advises that there are two levels of competency, namely: Level 1: Level 2: This relates to a person NOT skilled in electrical work and uses a simple Pass/Fail test instrument with no interpretation of the results. This relates to a person who has appropriate electrical skills and uses a more sophisticated test instrument which gives readings which require interpretation. The combined inspection and test should follow the guidance of BS 7671, the IET Code of Practice for in-service inspection and testing of electrical equipment, and HSE guidance. A preliminary inspection must be carried out before testing as this may reveal faults which the test may not show, such as unsecured cable, damaged cables, etc. The test has to be carried out with the equipment isolated from the electrical supply. This is straightforward when equipment is supplied via a plug and socket but less so if supplied via an isolator or connection unit. In the latter instance the competent person must have electrical training including safe isolation and disconnection (normally electrically operating). In certain circumstances there may be the need to request permission in writing to disconnect equipment prior to the test being carried out. Note: Equipment on hire should have had both a formal visual inspection plus a combined inspection and test before the equipment is issued. The supplier should also carry out a formal visual inspection after the equipment has been returned. This should be checked with the company or organisation providing the equipment to verify that PAT records are available and up-to-date for the hired equipment, prior to accepting the hire. Draft Version 0.04: May 2015 Page 15 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

16 Marking and labelling of equipment 7.6 In order to identify easily equipment which falls into the categories as determined above, this will be marked and labelled in such a way that everyone, whether users, Estates personnel or Contractors, will be able to identify it readily, as follows: User check Category Green Colour of labelling This is the section where, on a daily basis, staff should verify that there are no apparent defects with the equipment that they are about to use. The type of equipment subject to this checking would comprise: floor cleaners (all types); kitchen equipment; kettles; irons; cables (leads and plugs); extension leads; battery charging equipment. Category Formal visual inspection Orange Colour of labelling The type of equipment subject to this checking would comprise: desktop computers; VDU screens; photocopiers / faxes; fans; table lamps; floor cleaners (all types); kitchen equipment; electric kettles; irons; cables (leads and plugs); extension leads; battery charging equipment. Draft Version 0.04: May 2015 Page 16 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

17 Note: The equipment listed above for both these categories means that both the user and estates will check this equipment, but at different frequencies and it is therefore essential that users carry out their checks routinely before using the equipment. Category Combined inspection and testing Red Colour of labelling The type of equipment subject to this checking would comprise: desktop computers (if older than 4 years); VDU screens (if older than 4 years); photocopiers/faxes (if older than 4 years); floor cleaners (all types); kitchen equipment; irons; cables (leads and plugs); extension leads; battery charging equipment. This type of testing is carried out by Estates at a frequency determined by the type of equipment connected and from previous test results for the equipment type. Note: It can therefore be seen that some equipment / cables will have up to three labels attached. However, as the purpose of the different colours is to give an indication as to which types of checks or testing is required by the item of equipment and by whom, it should be easy to understand. Appliances that fail either visual inspections or combined inspection and testing shall be withdrawn from use and labelled advising that they should not be used, indicating that they had failed the safety test. Failed equipment should not be used until either repaired by a competent person or replaced entirely. The equipment records should be updated accordingly. Follow-up 7.7 Following any assessment of the risk, risk reduction strategies and procedures must be implemented where possible to reduce the likelihood and/or severity of incidents. 7.8 Risk Reduction strategies and procedures include: policy awareness and implementation; risk assessment both generic and specific; training; Draft Version 0.04: May 2015 Page 17 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

18 local procedure development; reporting and recording; evaluating effectiveness of risk reduction strategies and procedures; reviewing incident investigation and inspection reports and ensuring that remedial actions recommended are implemented; re-training staff if required, reading available policies, strategies and procedures; always reviewing clinical and workplace risk assessments after reports of any adverse events. Draft Version 0.04: May 2015 Page 18 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

19 8. Reporting and Monitoring 8.1 All incidents (including near misses) must be reported using the NHS Board s incident reporting and recording system and also reported to the environmental management team for recording on to the Corporate Greencode Environmental Management System. 8.2 Line managers must ensure that a review and investigation into an electric shock is carried out and recorded and seen as a significant adverse event in accordance with the NHS Board s Incident Management Policy and Procedure. 8.3 In order to ensure that implementation and effectiveness of this policy is achieved all incident reports relating to portable appliances should be reviewed regularly by the responsible manager. 8.4 All accidents and incidents are monitored by the local health and safety committees. Note: The application and effectiveness of this policy and procedures throughout the NHS Board s organisation shall be monitored by an internal audit process, reviewed and revised on a regular basis or as a result of any changes in legislation or guidance published by Health Facilities Scotland. 8.5 The following records should be kept for all PAT tested equipment to establish certainty that the equipment has been tested effectively throughout its life: a register of all equipment; a record of all formal inspections and tests; a record of who carried out the inspections and tests; a register of all failed / faulty / condemned equipment; a record of appropriate labels on each item of equipment. The register of equipment should include: register number / identifier; location; brief equipment description; serial number; recommended informal visual inspection frequency; frequency of formal visual inspection; frequency of formal combined inspection and test; equipment connection classification (e.g. Class 1, Class 2). Draft Version 0.04: May 2015 Page 19 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland

20 References Health and Safety Executive Guidance and Procedures HSE leaflet INDG236 (rev 3). HSE HSG107 (rev 3) Maintaining Portable and Transportable Electrical Equipment. HSE HSG 85 Electricity at Work safe working practices. HSE HSR 25 Memorandum of guidance on Electricity at Work Regulations HSE INDG 359 Safety on electricity testing at work. HSE INDG 231 Electrical safety and you: a Brief Guide. HSE GS 38 Electrical test equipment for use by electricians. Other references IET /BSI BS 7671 (2008): 2011 (or current revision) and associated guidance notes. IET Health & Safety Briefing No.34C: PAT testing. IET Code of Practice for in service inspection and testing of equipment. Draft Version 0.04: May 2015 Page 20 of 20 Health Facilities Scotland, a Division of NHS National Services Scotland