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1 Policy No: RM13 Version: 7.0 Name of Policy: Provision and Use of Work Equipment Policy Effective From: 26/04/2016 Date Ratified 10/03/2016 Ratified Health and Safety Committee Review Date 01/03/2018 Sponsor Deputy Chief Executive Expiry Date 09/03/2019 Withdrawn Date Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that this is the most up to date version This policy supersedes all previous issues Provision and Use of Work Equipment Policy v7

2 Version Control Version Release Author/Reviewer Ratified by/authorised by 1.0 Oct 2000 Risk Management Committee 2.0 Jul 2002 Risk Management Committee Date 06/10/ /01/2002 Changes (Please identify page no.) 3.0 Dec 2005 J Hill H&SC 13/12/ Dec 2009 J Hill H&SC 10/11/2009 3,4,5,6,9 5.0 March March March 2016 C Traill H&SC 20/03/2012 3,4,10 C. Traill H&SC 13/03/2014 5,8,10 C. Traill H&SC 10/03/2016 Addition of QEF where relevant Changes to the previous policy are detailed in blue font. Provision and Use of Work Equipment Policy v7 2

3 Contents Section Page 1 Introduction Policy scope Aim of policy Duties (Roles and responsibilities) Definitions Main Body of the policy New/Leased/Rented/Loaned Work Equipment Trust Controls Work Equipment in Use Replacement Equipment Purchases Sources of Support... 7 Training Equality and diversity Monitoring compliance with the policy Consultation and review Implementation of policy (including raising awareness) References Associated documentation (policies) Provision and Use of Work Equipment Policy v7 3

4 Provision and Use of Work Equipment Policy 1 Introduction This policy covers the provision and use of work equipment within the trust. Work equipment has a wide ranging definition ranging from light equipment such as hammers and screwdrivers to heavy equipment such as circular saws, it includes lifting and mobile work equipment and any machinery, appliance, apparatus or tool and any assembly which in order to achieve a common end, are arranged and controlled so that they function as a whole. The safety arrangements for the provision and use of work equipment are set out in the Provision and Use of Work Equipment Regulations 1998 (PUWER). In addition to PUWER, lifting equipment which includes equipment such as patient hoists is subject to the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER). The additional duties required under LOLER are covered in RM19 Lifting Equipment Protocol. This policy excludes medical devices i.e. any instrument, apparatus, implement, machine, appliance, implant, in vitro reagent or calibrator, software, material or other similar or related article, intended by the manufacturer to be used, alone or in combination, for human beings for one or more of the specific purposes of: Diagnosis, prevention, monitoring, treatment or alleviation of disease Diagnosis, monitoring, treatment, alleviation of or compensation for an injury Investigation, replacement, modification, or support of the anatomy or of a physiological process Supporting or sustaining life Control of conception Disinfection of medical devices (WHO, Global Harmonization Task Force document SG1/N029R11) Guidance in relation to medical Devices/equipment is covered by RM30: Procurement, Management and Use of Medical Devices; medical equipment will therefore bare no relation to this policy. This policy should be read in conjunction with RM18 Electrical Equipment Protocol 2 Policy scope 3 Aim This policy is trust wide and applies to all members of staff employed/working within Gateshead Health NHS Foundation Trust. The aim of this policy is to ensure work equipment is provided, maintained and used safely in accordance with standards set out in the Provision and Use of Work Equipment Regulations 1998 (PUWER) and other regulations so as to minimise the risk of injury to patients, staff, visitors and others. 4 Duties - Roles and Responsibilities 4.1 Chief Executive The Chief Executive is responsible to the Trust Board for the effective implementation of The Provision and Use of Work Equipment Policy. Provision and Use of Work Equipment Policy v7 4

5 4.2 Deputy Chief Executive The Deputy Chief Executive is responsible to the Chief Executive for the overall coordination and implementation of the policy within Gateshead Health NHS Foundation Trust. 4.3 QEF Estates Department The QEF Estates Department have a duty to: Undertake planned, preventative maintenance, by competent people, of the Trust s work equipment and keeping records of schedules of high risk equipment Advise Trust managers on the safety of work equipment Provide technical advice on the purchase of work equipment Inspect new electrical equipment prior to use Undertake initial inspections of work equipment prior to use ensuring correct installation where there is significant risk to staff. An example would be where safety is critically dependent on the installation conditions including those where guarding is provided by presence-sensing devices Ensure suitable inspections of work equipment are undertaken where there is significant risk to staff resulting from deterioration or exceptional circumstances and ensure that inspection records of at least the last inspection are kept. An example would be a circular saw. 4.4 Health and Safety Team Responsibilities include providing advice and support to staff throughout the organisation to ensure that appropriate risk assessments in relation to work equipment are undertaken, health and safety risks identified and appropriate health and safety systems are in place. The Health and Safety Advisor will lead on policy monitoring across the trust. 4.5 Divisional Directors and Divisional Managers The Divisional Directors and Division Managers have a joint responsibility to ensure this policy is implemented within the Division. 4.6 Heads of Department/Managers It will be the duty of managers responsible for work equipment to ensure that: Adequate and suitable risk assessments are carried out in the workplace prior to purchasing new equipment and on equipment already in use within the Trust to ensure that the Trust complies with the PUWER regulations by ensuring that:- The working conditions are safe and appropriate. The most appropriate items of equipment are selected for the job. The equipment is safe to use. The equipment is used correctly by staff who have been adequately trained The equipment is adequately maintained. Provision and Use of Work Equipment Policy v7 5

6 The equipment is accompanied by suitable safety measures eg protective devices, markings, warnings When new equipment is purchased it meets with EC standards That all electrical equipment and any other work equipment which poses significant risk to staff or other people is checked by the QEF Estates Department prior to use An initial inspection is carried out prior to use to ensure correct installation where there is significant risk to staff. An example of would be where safety is critically dependent on the installation conditions include those where guarding is provided by presence-sensing devices Suitable inspections of work equipment are undertaken where there is significant risk to staff resulting from deterioration or exceptional circumstances and that inspection records of at least the last inspection are kept. An example would be a circular saw No work equipment which requires regular technical inspections is moved to a different site, hired in or out of the Trust without the inspection record accompanying it Employees receive adequate health and safety training and are given such information and, where appropriate, written instructions pertaining to the work equipment. A record of training is kept Advice is sought if the manager is unsure Incidents and near misses are reported on Datix, the Trust s incident reporting system. 4.7 All staff It will be the duty of all staff to ensure that: They take reasonable care of themselves and of others who may be affected by their activity Such instruction and training is undertaken as deemed necessary Work equipment is used in accordance with procedure They report any problems, defects, concerns or potential hazards they encounter with work equipment as soon as possible to their line manager They check work equipment prior to use They must not knowingly, wilfully or recklessly use work equipment which is faulted, or use work equipment other than its intended use. Provision and Use of Work Equipment Policy v7 6

7 5 Definitions 5.1 Work Equipment - Generally, any equipment which is used by an employee at work for example hammers, ladders, drilling machines, circular saws, photocopiers, lifting equipment. 5.2 Mobile equipment - examples fork-lift trucks and dumper trucks. 5.3 Lifting equipment - equipment used predominately for lifting eg patient hoist, a electric adjustable height bed is not classed as lifting equipment. 5.4 Adequately maintained equipment is maintained so that its performance does not deteriorate to the extent that it puts people at risk 5.5 Inspection under PUWER is only necessary where there is a significant risk, it would include, where appropriate, visual checks, functional checks and testing to identify whether the equipment can be operated, adjusted and maintained safely and that any deterioration (for example defect, damage, wear) can be detected and remedied before it results in unacceptable risks. 5.6 Significant risk - is one which could result in an unforeseeable major injury e.g. fracture or worse. 5.7 Competent people persons who determine the nature of the inspections required and who carry out inspections. Competent persons should have the necessary knowledge and experience to; enable them to know what to look at (know the key components); know what to look for (fault-finding); and know what to do (reporting faults, making a record, who to report to). 6 Safe Provision and Use of Work Equipment 6.1 New/Leased/Rented/Loaned Work Equipment Managers responsible must ensure they take into account the following key factors when acquiring work equipment; EC standards: it must comply with appropriate EC standards e.g. CE marked, declaration of conformity. Ergonomics: it should be designed and be adaptable to take account of the user(s)/intended users and their needs so as not to put them at risk whilst at work. Environment: heat generation, humidity levels and ventilation needs can be affected and measures to manage these should be developed and costed as part of the acquisition. Location: safety of location conditions e.g. wet for electrical equipment, and safe storage facilities so far as is reasonably practicable. Power supply: a sufficient suitable electrical power supply and point(s) should be costed as part of the acquisition. Dangerous parts: machinery with dangerous parts should be inspected before use to ensure it complies with Regulations of PUWER. Provision and Use of Work Equipment Policy v7 7

8 That, any initial inspection required prior to use is undertaken by a competent person, usually by estates department tradesman, and the results recorded and kept. Cost, Whilst not a legal requirement, cost is an obvious Trust priority. In assessing equipment as well as its purchase cost, its reliability, ease and frequency of maintenance, cost of spare parts, installation costs (including any associated with the provision of any necessary ancillary equipment and fixtures/fittings) should be considered. 6.2 Trust Controls The purchase of several items of new equipment within the Trust are subject to counter signature from a designated person. This is the case with Information Technology or where plans for office refurbishments are seen and agreed by the Clinical Ergonomics Service. This benefits managers as there are often quite important issues that are interdependent and without which the installation of the new equipment would encounter unnecessary problems. 6.3 Work Equipment in Use Managers responsible must ensure that: work equipment is used for work for which it has been designed in a suitable environment and in accordance with manufacturer s specifications and instructions. That where there is a specific risk e.g. dangerous parts, the use and maintenance/repairs is restricted to those who are properly trained and specifically designated. work equipment is maintained, by a competent person e.g. electrician in an efficient state, so work equipment that it is safe to use and where there is a maintenance log it is kept up to date. Maintenance should follow manufacturer s instructions and should incorporate a system of work so as to protect the safety of the person undertaking the maintenance and the persons affected by it. On no account shall a member of staff attempt to repair/maintain a piece of work equipment for which they are not competent to undertake. That where they are required, regular inspections of work equipment are undertaken by competent persons and at least the results of the last record kept. Trained departmental staff should carry out simple visual inspections e.g. electrical cables/plugs etc. for portable electrical equipment whilst the portable appliance testing must be done by a qualified electrician/technician. 6.4 Replacement Equipment Purchases Where replacement equipment or upgrades are being considered the same process as for new equipment should be followed. Information captured from previous purchases should make the process easier but there must be a risk assessment carried out prior to any purchase or adaptation to ensure the change will not result in any risk for the organisation. There must always be risk reduction or no change to the risk level when the work has been altered. Provision and Use of Work Equipment Policy v7 8

9 6.5 Sources of Support There are many competent people across the organisation, who are available to support you on these matters. They can be accessed through Health and Safety, Occupation Health, Engineering in QEF Estates and whichever department s nominated person leads on the matter on behalf of the Trust. Managers or staff should avail themselves of available expertise to assist the Trust in its aims. 7 Information, Instructions and Training Managers must ensure their staff who use or supervise the use of work equipment receive adequate comprehensible health and safety information, where appropriate written instructions e.g. manufacturers/suppliers, user manuals/instruction sheets and adequate training including any alternative methods. The degree of training will depend upon the complexity and risk associated with the work equipment. 8 Equality & Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. 9 Process(s) for monitoring compliance with the policy Standard / process / issue Monitoring and audit Method By Committee Frequency NHSLA criterion 4 Standard 1 Risk Management Process Health and Safety Advisor Health and Safety Annually Committee. Provision and use of work equipment. Trust wide risk assessment audit and report 10 Consultation and Review The policy has been reviewed with comments being sought from senior QEF staff and members of the Safe Working Group. The Health and Safety Committee were involved in the original review of the policy. 11 Implementation of policy (including raising awareness) This policy will be implemented in accordance with policy OP27 Policy for the development, management and authorisation of policies and procedures 12 References Provision and Use of Work Equipment Regulations 1998 Lifting Operations and Lifting Equipment Regulations 1998 Management of Health and Safety at Work Regulations 1999 Provision and Use of Work Equipment Policy v7 9

10 13 Associated documentation RM18 Electrical Equipment Protocol RM19 Lifting Equipment Protocol RM30 Procurement, Management and Use of Medical Devices RM42 Driving at Work Policy Provision and Use of Work Equipment Policy v7 10