Portable & Fixed Electrical Equipment Policy Register No: Status: Public

Transcription

1 Portable & Fixed Electrical Equipment Policy Type: Policy Register No: Status: Public Developed in response to: Contributes to CQC Core Outcome HTM 06, IEE Regulations, The Health and Safety at Work Act 1974, The Management of Health & Safety at Work Regulations 1999 The Electricity at Work Regulations 1989, The Provision & Use of Work Equipment Regulations 1998, HSG 85 Electricity at Work; Safe Working Practices HSG 107 (2013) Maintaining Portable Electrical Equipment Outcome 10 Consulted With Post/Committee/Group Date Ryan Curtis Health & Safety Manager August 2014 Amanda Kirkham Infection Prevention Lead Nurse August 2014 Richard Wilks Fire Officer August 2014 Jo Mitchell Head of Performance (EFM) August 2014 Sue Brown Head of Hotel Services August 2014 Alan May Utilities Manager August 2014 Terry Fleming Projects Manager August 2014 Kate Thompson Director of IT August 2014 S Farnden EBME August 2014 Professionally Approved By Ian Jackson, Director of Estates and Facilities Management August 2014 Version Number 2.0 Issuing Directorate Estates & Facilities Directorate Ratified by: Document Ratification Group Ratified on: 25th September 2014 Executive Board Date October 2014 Implementation Date 29th September 2014 Next Review Date September 2017 Author/Contact for Information Steve Groombridge, Senior Estates Manager Policy to be followed by (target staff) All staff Distribution Method Electronic Copy to all Managers Intranet, Website Related Trust Policies (to be read in conjunction with) Health & Safety Policy Risk Management Strategy & Policy Control of Contractors (Estates) Permit to Work Electrical Safety Policy Document Review History Review No Authored/Reviewed by Review Date 1.0 Chris Churchouse August Formal review Ian Jackson August

2 INDEX 1 Purpose 2. Introduction 3. Scope 4. Responsibilities 5. Operational System 6. Monitoring 7. Training 8. Communication & Implementation 9. Equality & Diversity 10. References Appendix A Appendix B Appendix C Frequency of Inspection and of Combined Inspection and Testing Fixed Electrical Equipment Estates Department Checklist 2

3 1. Purpose 1.1 The Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1992 and the Electricity at Work Regulations 1989 place a duty on Mid Essex Hospital Services NHS Trust to publish, issue and implement a Portable Appliance Testing (PAT) Policy which outlines the procedures required to achieve the objectives set out in those legislative documents. This policy must be read in conjunction with the Trust Electrical Safety Policy. 1.2 The effectiveness of the PAT Policy depends to a large extent on the full co-operation and active participation of all employees to implement safe work practices and to report on any perceived risk of danger arising from the use of the electrical equipment. 2. Introduction 2.1 The Trust proposes to continue to promote and develop a proactive electrical safety regime by providing information, training and instruction for all employees together with safe workplace procedures and rigorous maintenance routines for all electrical equipment 2.2 The Trust review procedure for health and safety matters, identification of hazards and elimination of risk shall also take account of the electrical equipment, with safety codes guidance, to ensure compliance with statutory regulations. 2.3 The Trust regards health and safety as matters of prime importance which are to be given an equal priority with other business and operating objectives and will ensure so far as is reasonably practicable that the electrical safety of employees at work, patients and other persons is not adversely affected by any of Trust operational activities. 2.4 The Trust recognises that the lowest acceptable standards of electrical safety are contained in legislation and it is the aim of the Trust as an organisation committed to quality performance to improve upon these standards. This policy is to ensure the provision of safe electrical equipment which is insulated, earthed or otherwise suitably protected, thereby ensuring the safety of the user. 2.5 The Trust regards electrical safety at work as also being a responsibility of every employee in order to safeguard themselves, their colleagues and other persons within the sphere of the Trusts interests. 2.6 The Trust proposes to continue to promote and develop a proactive electrical safety regime by providing information, training and instruction for all employees together with safe workplace procedures and rigorous maintenance routines for all electrical equipment. 2.7 The Trust s review procedures for health and safety matters, identification of hazards and elimination of risks shall also take account of the electrical equipment, with the safety codes guidance, to ensure compliance with statutory legislation. 3. Scope 3.1 This policy will be adhered to by all Trust staff, bank nurses, agency staff, locums, volunteers and contractors on site. For the latter it will be the employing manager s responsibility to ensure that contractors are given this policy and to co-operate with the Trust in ensuring a safe environment and safe systems of work where relevant. 3

4 4. Responsibilities 4.1 Directors Directors are managerially responsible for organising health and safety matters within their area/locality. The Trust s Health & Safety Policy outlines their responsibilities in more detail. In addition they will: Ensure that all departments within their areas of responsibility are adhering to this and other health and safety related policies and procedures. Ensure that all tenants and other bodies using Trust premises within their areas of responsibility are aware of this policy and procedure. Ensure an effective line of communication is maintained within their locality/area for all matters relating to this policy. Respond to reports and requests from their managers to take appropriate remedial action to minimise risks. Identify and allocate resources, both human and financial in order to comply with this policy. 4.2 Director of Estates and Facilities Management The Director of Estates and Facilities Management is responsible for seeking sufficient resources to be made available, via the Investment Group Meeting, with the aim of ensuring that the duties outlined in this policy are carried out. In the event that sufficient resources are not available, prioritisation of allocation of expenditure will be agreed with the Investment Group. 4.3 Deputy Director of Estates and Facilities Management It is the responsibility of Deputy Director of Estates and Facilities Management to ensure: That any equipment or systems used on site complies with The Electricity Supply Regulations 1988 and the relevant British Standards. All items of equipment must be purchased through the Procurement Team Portable and Fixed Electrical appliances undergo the necessary testing and maintenance as laid down in the Policy. On notification immediate remedial action is taken as required when items or equipment is found to be defective. On notification where immediate action is not taken then the item or equipment is isolated so as to render it harmless until such repairs as necessary are carried out. That staff under their control receive appropriate training in relation to the duties they are required to undertake. That maintenance history and test records are retained for the life of the appropriate equipment. 4

5 Prior to carrying out programmed equipment testing and maintenance wherever possible notify service/site managers to enable them to ensure equipment availability. When equipment or devices are repaired or modified, in accordance with the findings of inspection that this is carried out by persons competent to undertake the task. Competent persons are appointed (see section 4.6) 4.4 Departmental Managers/ Wards Sisters It is the responsibility of Departmental Managers to ensure that: Items are checked in accordance with the Visual Users Check List (see Section 5.3) before use. Where items are found to be defective or are suspected of being unserviceable to attach adequate warning signs, report the defect immediately and not to use or allow the item or equipment to be used until the Estate Department has carried out the necessary repairs. All electrical equipment is made available for inspection as laid down in the policy. Where necessary suitable training and information is provided to staff to ensure that they fully understand the policy and in particular the required user checks (see Section 7). All new purchases or hire of electrical equipment is reported to and inspected by the Maintenance Department prior to use. If there is any question regarding the type or suitability of equipment advice can be obtained from the Estates and Facilities Management Directorate. Patients and visitors are not encouraged to use personal electrical items such as phone chargers and laptops on hospital premises. Should any patient and visitors personal electrical item appear unsafe it is not to be used without authorisation and checks from the Estates department. Staff do not bring onto site (this includes the nurses/staff accommodation) and use any untested equipment (fire, kettles etc.). This policy includes all equipment subject to a hire/rental agreement. All electrical equipment is to be purchased through the Procurement Team. 4.5 All Employees It is employees responsibilities to: Ensure that they understand and comply with this and other relevant policies in the area in which they work and bring any problems/faults to the attention of their line manager. Arrange for any unsafe equipment/items to be taken out of service immediately, labelled and then reported to their line manager. 5

6 Make full and proper use of any safe system of work/equipment provided for them. Report to their line manager any defects and ensure adequate warning notices are placed on the equipment/item. Ensure that items are checked in accordance with the Visual Users Check List (see Section 6.1) before use. Where applicable, ensure the accident/incident form is completed. 4.6 Competent Person The Trust Estates and Facilities Management Directorate ensure that all staff carrying out formal inspections and PATs testing of portable electrical appliances are suitably trained to do so Competent persons are defined as Level 1: A person not skilled in electrical work routinely uses a simple pass/fail type of portable appliance tester where no interpretation of readings is necessary. The person would need to know how to use the test equipment correctly. Providing the appropriate test procedures are rigorously followed and acceptance criteria are clearly defined, this routine can be straightforward. Level 2: A person with appropriate electrical skills uses a more sophisticated instrument that gives readings requiring interpretation. Such a person would need to be competent through technical knowledge or experience related to this type of work All competent persons will be appointed by the Senior Engineer (Maintenance) or by the Head of biomedical Equipment Engineering (for Medical Equipment only). 4.7 Contractors It is the responsibility of all contractors employed on Trust property to ensure that: Only 110v or lower portable electrical equipment.(i.e. nothing with a voltage rating higher than 110V AC) or equipment suitably protected by an RCD or equivalent device All electrical equipment is tested in line with best working practices and at least annually. Certificates are available for all tested equipment. (This may be in the form of labels attached to tools etc.). They do not attach any electrical equipment to the mains supply until authority has been given by the Estates Department. 5. Operational System 5.1 General Requirements Portable and transportable electrical equipment (including Medical Equipment) should only be used for the purpose for which it was intended and in the environment for which it was designed and constructed. It is unlikely that maintenance will remedy any situation where 6

7 equipment is not being used for its intended purpose, e.g., table lamp used as a hand lamp, or in an environment for which it was not designed, e.g., a wet environment Patients should not be allowed to use any personal electrical item that appears visually unsafe without authorisation and checks from the Estates department Specialised equipment, e.g., information technology (IT) equipment (computers and printers) photocopiers, fax machine etc., used in offices are not considered to present the same degree of risk, providing the lead and plug are protected from mechanical damage or stress. Movement and therefore damage through being moved, is less likely to occur and the equipment is often double insulated and used in a dry, clean environment with non-conducting floors User checks are to be carried out by persons using the equipment as laid down in Section All other checks and inspections are the responsibility of the Estates and Facilities Management Directorate and the programme of checks will be issued by them to all sites Inspections will be carried out on portable electrical equipment in line with recommendations laid down by the Health & Safety Executive as per Appendix A Inspections for fixed electrical systems will be completed on a five year cycle as laid down in IEE Guidance for Hospitals All temporary electrical installations including internal and external electrical supplies and lighting supplies (including Christmas tree lighting) are subject to this policy. 5.2 General Electrical Safety The Electricity at Work Regulations impose duties on employers and employees to take precautions against the risk of death or personal injury from electricity in work activities. Electricity above 50V and at normal mains voltage up to 240V can cause fatal shock, burns and fire. In addition supply at 440V is commonly used on Trust sites All electrical equipment is to be properly installed, serviced and maintained by a qualified person Each piece of equipment supplied through a permanent cable must have its own isolator or plug and socket arrangement so that it can be disconnected from the electrical supply for cleaning or repair. Each isolator and dedicated socket outlet should be clearly labelled to show which equipment it supplies. Isolating switches should preferably have a facility for locking them in the OFF position Efficient cables or cord grips should be used both at the plug and where the cable enters the equipment. Use the correct fuse (as a rough guide Watts divided by Volts = Amps). The earth wire (where provided) must always be properly connected. Loose, cracked or broken plugs should be taken out of use immediately and reported to the Estates Department and your line manager Flexible cables should be positioned and protected so that they cannot be easily damaged. They should not trail across sharp or heated surfaces. They should be checked regularly by the user for damage and loose connections. Cables to equipment in 7

8 every day use are to be checked daily by the user. Some cables can be seriously affected by animal fats, oils and cleaning fluids. If a cable is damaged, or shows signs of swelling or cracking the equipment should be taken out of use and the cable replaced. Do not carry out make-shift repairs to damaged cables, report it and have it replaced There is an increased risk of electric shock if water gets into electrical equipment. Do not trail extension cables through water and do not let water get into any electrical equipment during cleaning. Hoses and pressure washers create the greatest risk: do not use a hose to clean equipment that is not suitably constructed. Socket outlets should not be sited where they can get wet. Domestic 13 Amp square pin plugs are not suitable for use in wet or moist conditions. If such conditions are likely, splash proof, hose proof or watertight electrical plug sockets and equipment will be used A sensitive (30mA max) residual current device (RCD) (also known as an earth leakage circuit breaker) will be fitted in the supply to mains hand tools and cleaning equipment. These devices can appear to be working when they are not, so if fitted they must be checked regularly by the user by means of the test button provided. They are in addition to and not a substitute for proper installation and maintenance of the whole electrical system START buttons should be recessed or shrouded to prevent unintended operation STOP buttons should be red, clearly marked, protruding for easy operation and within easy reach of the operator No person is to carry out work on or near live conductors involving voltages greater than 110 Volts without there being a second competent person present trained to render assistance. Contractors are to employ identical arrangements No person is to work on or near a live conductor associated with portable applicable testing The loading on a single socket must not exceed 13 Amps (3 KW at 240V). The use of trailing adapters/extension leads is discouraged and additional fixed power sockets should be fitted if necessary All defective electrical items and appliances are to be clearly marked, electrically isolated and returned to the Estates and Facilities Management Directorate for repair or disposal The Estates and Facilities Management Directorate or Departmental Managers are to ensure that defective equipment is kept segregated from serviceable items until repaired When working on electrical supply installations or switch rooms a protective rubber mat to BS which protects up to 650v should be used. 5.3 User Inspection & Testing The person using the equipment is to look critically at the electrical equipment they use and visually check for signs that the equipment is not in sound condition, for example: damage (apart from light scuffing) to the supply cable, including fraying or cuts; damage to the plug or connector, e.g. the casing is cracking or the pins are bent; inadequate joints, including taped joints in the cable; 8

9 the outer sheath of the cable is not effectively secured where it enters the plug or the equipment. Evidence would be if the coloured insulation of the internal cable cores were showing; the equipment has been subjected to conditions for which it is not suitable, e.g. it is wet or excessively contaminated; damage to the external casing of the equipment; loose parts or screws; evidence of overheating (burn marks or discolouration). The test date is not valid (a test date label should be fitted where practicable) These checks also apply to extension leads (max. length 1.25sq.mm<12m, 1.5sq.mm<15m) and associated plugs and sockets Checks should be undertaken by the user when the equipment is taken into use and during use. Any faults should be reported to Ward/Department management and the equipment taken out of use immediately. Ward/Department management should then take effective steps to ensure that the equipment is not used again until repaired by a person competent to carry out the task, (e.g., the defective equipment could be labelled as faulty and its associated plug removed). 5.4 Formal Visual Inspections The most important component of a maintenance regime is the formal visual inspection carried out routinely by a competent person. The majority of potentially dangerous faults can be picked up by such inspections and the maintenance regime will always include this component. To control the risks and to monitor the user checks, a competent person will carry out regular inspections which include visual checks similar to those in Section 5.3, but undertaken in a more formal and systematic manner. Additional checks could include removal of the plug cover and a check made that a fuse is being used (e.g., it is a correctly rated fuse not a piece of wire or nail etc), the cord grip is effective, the cable terminations are secure and correct, including an earth where appropriate and there is no sign of internal damage, overheating or ingress of liquid or foreign matter. The formal visual inspection will not include taking the equipment apart. This will be confined, where necessary, to the combined inspection and testing The competent person will normally be a member of staff appointed by the Estates Department who has sufficient information and knowledge, following appropriate training in what to look for and what is acceptable. To avoid danger, competent persons should know when the limit of their knowledge and experience has been reached. Where any defects are noted or repairs required this will only be carried out by a suitably qualified person The inspections should be carried out as Appendix A. The period between inspections will vary considerably depending on the type of equipment, the conditions of use and on the environment. Faulty equipment will be taken out of service and not used again until properly repaired. If necessary, it must be tested The pattern of faults found can be used by the Estates Department to indicate whether: 9

10 The right equipment is being selected for the job; Further protection may be necessary in a harsh environment; The equipment is being misused; 5.5 Combined Inspection and Test (PAT) and Fixed Systems The checks and inspections outlined above will, if carried out properly, reveal most (but not all) potentially dangerous faults. However, some deterioration of the cable, its terminals and the equipment itself can be expected after significant use. Additionally, equipment may be misused or abused to the extent that it may give rise to danger. Testing, together with a thorough visual inspection can detect faults such as loss of earth integrity, e.g., broken earth wire within a flexible cable, or deterioration of insulation integrity or contamination of internal and external surfaces Failure of insulation could result in the user receiving an electric shock with potentially fatal results. Periodic inspection and testing are the only reliable way of detecting such faults and should be carried out to back up the inspection regime. Occasions when testing is likely to be justified are: Whenever there is reason to suppose the equipment may be defective, (but this cannot be confirmed by visual inspection); After any repair, modification or similar work; At periods appropriate to the equipment, the manner and frequency of use and the environment. See Appendix A and B The inspection carried out in conjunction with testing should include: Checking of correct polarity; Checking of correct fusing; the fuse should be securely gripped and should not show any signs of overheating. It should be Asta approved and marked as such. (NB: most appliances up to about 700W should have a 3A fuse fitted. Appliances over 700W fit a 13A fuse). Checking of effective termination of cables and cores; Checking of the suitability of the equipment for its environment Such combined inspection and testing should be carried out by someone with a wider degree of competence than that required for inspection alone, because the results of the tests may require interpretation and appropriate electrical knowledge will be needed. However, this can often be carried out by a competent employee, but is more likely to be a qualified electrician. 5.6 Maintenance and Test Records A maintenance and test log will be maintained by the Estates department. It will act as a management tool for monitoring and reviewing the effectiveness of the maintenance scheme. It will also be used as an inventory of portable/transportable electrical equipment and a check on the use of unauthorised equipment (e.g., domestic kettles or electric heaters brought to work by employees). 10

11 5.6.2 The log will include faults found during inspection, which may be a useful indicator of places of use or types of equipment that are subject to a higher than average level of wear or damage. This will help monitor whether suitable equipment has been selected. Entries in a test log will also highlight any adverse trends in test readings which may affect the safety of the equipment, thus enabling remedial action to be taken Care will be taken in interpreting trends where a subsequent test may be done with a different instrument to that used for an earlier test, since differences in the results may be due to difference in the instruments rather than indicating deterioration in the equipment being tested The records do not necessarily have to be on a paper system since test instruments are available which store the data electronically and which can be downloaded directly onto a computer database. The Estates Department where practical will label equipment to indicate that the equipment has been tested satisfactorily, i.e., has been passed as safe and when the date for the next test is due. Otherwise individual items may be missed on consecutive occasions. 6. Monitoring 6.1 An annual audit of this policy will be undertaken and results presented to the Health & Safety Group for scrutiny. The first audit will be implemented in March The monitoring of this policy will be through reference to the Trust Risk Event reporting procedure and subsequently through H & S Group reporting. 7. Training 7.1 Training is an essential element of safe work practices and all staff must be appropriately trained, prior to being appointed or instructed to undertake duties under the safety procedures. 7.2 The training of Estates staff, which may be by formal education and by on-the-job tuition, as appropriate, will be assessed for suitability by the Estates person responsible for the appointment of the individual to a particular duty. 7.3 Examination of Estates staffs training records will be included in the annual appraisal process, and where necessary, periodic retraining will be arranged, as appropriate for each individual s duties. 8. Communication & Implementation 8.1 The policy will be made available on the Trust s intranet & website. The Director of Estates and Facilities Management will be responsible for issuing copies to relevant senior operational managers for them to disseminate within their wards and departments. 8.2 The Deputy Director of Estates and Facilities Management will be responsible for ensuring all Estates and Facilities Management Directorate staff read and fully understand the policy and is read in conjunction with the Control of Contractors (Estates) Policy. 8.3 The Broomfield PFI (Bouygues) Estate Manager Estate Manager will be responsible for ensuring all Estate staff read and fully understand the policy and is read in conjunction with the Control of Contractors Policy. 11

12 8.4 The Braintree Community Hospital (BCH) PFI Estate Manager will be responsible for ensuring all Estate staff read and fully understand the policy and is read in conjunction with the Control of Contractors Policy. 8.5 The approved policy will be notified in the Trust s Staff Focus that is sent via to all staff. 9. Equality & Diversity 9.1 The Trust is committed to the provision of a service that is fair, accessible and meets the needs of all individuals. 10.0` References HTM 06 IEE Regulations The Health and Safety at Work Act 1974 The Management of Health & Safety at Work Regulations 1999 The Electricity at Work Regulations 1989 The Provision & Use of Work Equipment Regulations 1998, HSG 85 Electricity at Work; Safe Working Practices HSG 107 (2013) Maintaining Portable Electrical Equipment 12

13 Appendix A PORTABLE EQUIPMENT Frequency of Inspection & of Combined Inspection and Testing Deciding on the frequency of maintenance is a matter of judgement based on a thorough risk assessment. Factors to consider will include the type of equipment and whether it is hand held, manufacturer s recommendations, age and soundness of the equipment, working environment in which the equipment is used and foreseeable abuse of the equipment. If electrical equipment is used by the public and where a duty holder does not have direct control of the action of the public, inspection may need to be done much more frequently. The following table gives testing recommendations as issued by the Health and Safety Executive but this only applies to equipment under normal environmental conditions. Recommended Maintenance/Inspection Schedule EQUIPMENT/ENVIRONMENT USER CHECKS FORMAL VISUAL INSPECTION COMBINED INSPECTION AND TESTING Battery operated: (less than 20 Volts Extra low voltage: (less than 50 Volts AC) e.g., telephone equipment, low voltage desk lights No No No No No No Information technology: e.g., desktop computers, VDU screens No Yes, 2-4 years No if double insulated otherwise up to 5 years Photocopiers, fax machines: NOT hand-held. Rarely moved No Yes, 2-4 years No if double insulated otherwise up to 5 years Double insulated equipment: NOT hand-held. Moved occasionally, e.g., fans, table lamps, slide projectors No Yes, 2-4 years No Double insulated equipment: HAND-HELD e.g., some floor cleaners Yes Yes, 6 months 1 year Yes, 1-2 years Earthed equipment (Class 1): e.g., electric kettles, some floor cleaners Yes Yes, 6 months - 1 year Yes, 1-2 years Cables (leads) and plugs connected to the above Extension leads (mains voltage) Yes Yes, 6 months 4 years depending on the type of equipment item is connected to Yes, 1-5 years depending on the type of equipment it is connected to 13

14 Appendix B FIXED ELECTRICAL EQUIPMENT Fixed electrical equipment including wiring etc. will be tested by a qualified person at least once every 5 years. All tests will be carried out in compliance with the IEE Wiring Regulations 17 th Edition. (Or latest edition) Work is to be carried out in line with the Electricity at Work Safe Working Practices issued by HSE (ISBN ) and HSG

15 Appendix C Estates Department Checklist The Estates Department should use this to check whether they are managing the risks from portable and fixed electrical equipment and systems. (I) (ii) (iii) (iv) (v) (vi) (vii) (viii) Equipment has a system of maintenance/testing for portable and fixed electrical equipment; Check that Site/Service Managers have identified the portable electrical equipment that needs to be maintained and obtained information on where it is used and how (through the Site/Service Managers); Have provided straightforward training and information for all Estates Department staff to help them carry out user checks; Set up a formal visual inspection system; Give the job to and train someone to carry this out; Provide help and guidance relating to the visual inspection, what to look for and procedures to follow when faults are found (and when unauthorised equipment is in use); Decide on the appropriate frequency for formal visual inspection. (If different from Appendix A, the findings can be reviewed and the records used to check whether these inspections can be carried out less frequently or need to be carried out more frequently); Find someone to test equipment that: (a) (b) (c) Is suspected of being defective (but this cannot be determined by visual examination), has been repaired or modified; Is due for a combined inspection test (or has never had one at the start of a maintenance regime); All fixed systems are formally inspected on a 5 year cycle. (ix) Maintain a programme of inspections for portable appliances and fixed system testing. 15