Policy No: RM18 Version: 6.0 Name of Policy: Electrical Equipment Protocol Effective From: 11/03/2016 Date Ratified 14/01/2016 Ratified Health and Safety Committee Review Date 01/01/2018 Sponsor Deputy Chief Executive Expiry Date 13/01/2019 Withdrawn Date Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that this is the most up to date version This policy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 Electrical Equipment Protocol v6
Version Control Version Release Author/Reviewer 1.0 Ratified by/authorised by Date Changes (Please identify page no.) 2.0 3.0 16/03/2006 S Bell Health and Safety Committee 4.0 04/01/2009 K Smeaton Health and Safety Committee 5.0 28/11/2013 K Smeaton Health and Safety Committee 6.0 11/03/2016 D Jones Health and Safety Committee 13/12/2005 04/01/2009 14/11/2013 Rewritten in new trust OP27 policy format 14/01/2016 Minor modifications Electrical Equipment Protocol v6 2
Contents Section Page 1 Introduction... 4 2 Protocol scope... 4 3 Aim of Protocol... 4 4 Duties (Roles and responsibilities)... 4 5 Definitions... 5 6 Arrangements... 5 7 Training... 8 8 Equality and diversity... 9 9 Monitoring compliance with the protocol... 9 10 Consultation and review... 9 11 Implementation of protocol (including raising awareness)... 9 12 References... 10 13 Associated documentation (policies)... 10 Appendices Appendix A - Visual Inspection Guidance... 11 Appendix B - Guidance on the frequency of appliance testing... 12 Electrical Equipment Protocol v6 3
ELECTRICAL EQUIPMENT PROTOCOL 1. Introduction This document sets out safety responsibilities and advice associated with portable electrical equipment which managers are required to incorporate into their directorate/department health and safety arrangements. The Trust s specialist policy on Electricity at Work is held within the estates department. 2. Protocol scope This protocol applies to all portable electrical appliances owned by the Trust. 3. Aim of the protocol To minimise the risks from electricity through development of a proactive approach to the management of portable electrical equipment. To ensure compliance with legislative requirements. To establish and maintain a risk assessment process with documented records, where appropriate. 4. Duties roles and responsibilities 4.1 Chief Executive The Chief Executive is responsible to the Trust Board for the effective implementation of the Electrical Equipment Protocol 4.2 Deputy Chief Executive The Deputy Chief Executive is responsible to the Chief Executive for the overall implementation of the protocol within Gateshead Health NHS Foundation Trust. 4.3 Estates Technical Manager The Head of Estates is the senior designated officer for Estates maintenance services and is responsible to the Deputy Chief Executive for the implementation of this protocol by Estates engineering staff. 4.4 Managers Responsibilities Managers are responsible for ensuring that this protocol is complied with and all named groups discharge their stated roles and that periodic maintenance is carried out on all electrical equipment. a) New Equipment Prior to the purchase of any portable electrical equipment seek advice from the Estates Department as to the suitability for the equipment s use, maintenance and requirements of any associated works i.e. new sockets/supplies necessary to operate the proposed new equipment as well as any specialist testing equipment and safe storage so far as is reasonably practicable. New equipment may also Electrical Equipment Protocol v6 4
affect environmental conditions where it is installed therefore Estates should again be contacted for advice b) Safety Testing Portable appliances are required to be safety tested by the Estates department prior to use. The equipment will be numbered and a tested label affixed. Contact the Estates Department call-logging system to have this carried out. c) Routine Testing Ensure equipment is made available for testing on a routine basis as requested by Estates staff i.e. portable appliance testing. See section 6.6 for information on the frequency of testing. d) Use of Equipment 4.5 Staff Responsibilities 5 Definitions Ensure staff have received suitable information, instruction or training as necessary in the use of equipment. Staff should regularly visually inspect cables for wear, ensuring they are securely fixed to plugs and equipment. Visually check the plugs for signs of damage or overheating. This is particularly important for portable appliance. Staff should not attempt any repair themselves, no matter how minor, to any cables or equipment. Staff are responsible for reporting defective devices as per section 6.17. Portable Electrical Equipment Portable equipment is not part of a fixed installation but when used is connected to a fixed installation (or a generator), by means of a flexible cable, plug and socket. It includes equipment that is hand held or hand operated while connected to the supply. It also includes extension leads, plugs and sockets, and cord sets that supply portable equipment and are not part of the fixed installation, since they operate in the same environment and are subject to similar use as the equipment they serve. 6 Arrangements 6.1 All portable electrical equipment shall be of safe construction conforming to UK and/or EC product safety standards. Manufacturers of new electrical equipment have an obligation to ensure their equipment is safe for proper use. Any special operating instructions should be included and adhered to. Wherever possible equipment shall be double insulated (Class II type 2 wires) to ensure it is constructed with high integrity insulation without need for an earth connection. Any Class I type equipment (3 wires) shall be effectively earthed. [Note: Double insulated equipment is marked by the double square symbol or similar.] 6.2 Portable electrical equipment shall only be used for the purpose for which it was intended and in the environments for which it was designed and constructed. [Note: It is unlikely that maintenance will remedy any situation where equipment is not being used for its intended purpose or in an environment for which it was not designed.] Electrical Equipment Protocol v6 5
6.3 All portable electrical equipment shall be adequately maintained to determine whether it is fully serviceable or in need of any remedial action. Such maintenance may include: Occasional user checks (visual) Formal visual inspection by appointed competent persons (recorded) Combined inspection and testing (by competent persons/contractor) Repair Replacement 6.4 User checks and formal visual inspections shall be carried out in accordance with the guidance given at Appendix A. 6.5 All portable electrical equipment shall be included on a suitable register, including its location and use, and maintenance and test records. This register shall be reviewed at least annually and be kept up-to-date. Equipment shall be suitably marked so that it can be easily identified and cross-referenced with the register. 6.6 Items of portable electrical equipment shall be assessed to determine a suitable maintenance regime for each piece of equipment, based on the schedule given at Appendix B Occasions when testing is likely to be considered justified are : When there is a reason to suspect the equipment is faulty or damaged but this cannot be confirmed by visual inspection. After any repair: modification or similar work to equipment. At periods appropriate to the equipment, the manner and frequency of use and the environment in which it is used. 6.7 Formally tested portable electrical equipment shall be suitably labelled including an indication as to who carried out the test, whether it passed or failed the test, a date by which passed equipment must next be tested and the initials of the tester. Failed equipment, or equipment carrying an out of date test label, shall be immediately taken out of use and shall not be returned to use until suitable actions are taken and it passes a test carried out by a competent person. 6.8 Any calibration of equipment shall include appropriate safety testing. 6.9 A residual current device (RCD) shall be used to provide enhanced protection against the effects of electric shock where portable electrical equipment is used outdoors, or otherwise, and there is a risk of the equipment or cables becoming damaged, wet or cut (e.g. by vehicles) 6.10 Any hired equipment shall carry up-to-date certification that it passed testing prior to issue to Trust staff. Appropriate information, instruction and training shall be received prior to Trust staff using hired equipment. 6.11 Personal portable appliances Employees and Agency staff Employees and agency staff should not bring personal items of portable electrical equipment onto Trust property without first having obtained authorisation from their line manager. Where authorisation is granted the equipment is subject to the same inspection procedure as detailed in Section 6. Electrical Equipment Protocol v6 6
Contractors Battery operated hand tools and equipment are to be utilised where practicable. Mains powered portable electrical work equipment, including vacuum cleaners, used for construction work and work in other environments at the Trust must be supplied via a 110v 1 phase (55v to earth) transformer. Portable electrical equipment used in the Trust must be in date for test, including all extension leads, transformers and splitter boxes. Patients and visitors The Trust has a duty to test all portable electrical equipment brought onto the premises, including items that are owned by patients or visitors. Engineering staff can refuse to test equipment if they have any concerns about its condition. Patients and visitors should be informed that there is a risk that their electrical equipment will be damaged by the test, and the Trust cannot accept responsibility if the equipment is damaged by the test, or fails the test. Patients and visitors who do not wish to have their electrical equipment tested should ensure it is permanently removed from site. 6.12 Persons carrying out visual checks and inspections All persons carrying out visual checks and inspections shall be given a suitable level of information and instruction, and access to advice as necessary. 6.13 Persons carrying out testing of portable electrical equipment Persons carrying out testing of portable electrical equipment shall be deemed competent for the work they are to undertake. This may be a suitably trained member of Trust staff or a contractor. [Note: A competent person must be adequately trained to use the portable appliance tester correctly. Where the tester is more sophisticated than a simple pass/fail type it may involve some interpretation of readings - in these cases the competent person will need more technical knowledge, such as an electrician.] 6.14 Repairs Repairs to portable electrical equipment shall only be carried out by a qualified electrician. 6.15 Extension leads Extension leads are often used inappropriately leading to increased risk, either of an electrical accident or of a trip or fall. Their use is generally not permitted, the only exceptions being: Where there are insufficient permanent socket outlets in a particular location and application via a Cat D request has already been submitted to the Estates Department for the installation of additional socket outlets. Where their use is in conjunction with temporary mobile equipment installations such as overhead projectors, laptop computers etc. Extension leads are subject to the same policy as other portable electrical equipment and must be appropriately tested before and during their use. Due to the difficulty of keeping track of the location of extension leads, it is the users responsibility to ensure that the Estates Department is informed when further testing is required. Electrical Equipment Protocol v6 7
6.16 Multi plug adapters The use of multi plug adapters is not permitted in the Trust. 6.17 Small plug in air fresheners The use of small plug in devices such as air fresheners is not acceptable in the Trust due to the risk of overheating and fire. 6.18 Reporting of faults In the event of an electrical fault the member of staff should not touch the equipment but, if safe to do so, isolate it from the mains by switching off and unplugging the item. The fault should be reported via the Call Logging procedure. When the fault is discovered out of hours, the above procedure should be adhered to unless the equipment is needed for immediate use when the on call engineer should be contacted. Staff should ensure that all faulty equipment has warning notices affixed to it to prevent other staff from using it until repairs are made. 6.19 Disposal of equipment Equipment that is condemned or requires disposal should be disposed of via the Estates Department to ensure it cannot be re-used and disposed of in accordance with the relevant disposal regulations covering electric and electronic equipment (W.E.E.E. Regulations) 6.20 Vending machines etc. Vending machines are to be electrically tested by the owner of the equipment and a proof of test supplied to the Estates Department before the machine is installed and connected to the Trust electrical supply. Ongoing testing at a suitable frequency is also the responsibility of the owner of the machine. 6.21 Medical Devices For Medical Devices equipment the medical devices policy and relevant Control of Infection Policy (decontamination of equipment) should be strictly adhered to. 6.22 Portable electrical equipment is to be used in accordance with the manufacturer s instructions and by competent persons. 7 Training All individuals who are carrying out portable appliance testing or repairs will be trained or qualified to an appropriate level of competence. The level of competence depends on the activity the individual is carrying out: Appointed Person A person who has been suitably trained by a technically competent person (such as an electrician or electrical engineer) to be able to carry out a formal basic safety inspection of portable electrical equipment (including the inside of the plug and fuse) using safe working practices. PAT Tester Competent Person A person who is suitably trained to use a basic PAT tester (demonstrated by a certificate of competence) with the ability to interpret its findings and record the information it presents. (Note: Where a complex PAT tester is used interpretation of findings would normally require the competence of a qualified electrician) Electrical Equipment Protocol v6 8
Qualified Electrician Somebody with the correct skills, knowledge and experience to carry out electrical work, including City and Guilds IEE Wiring Regulations latest Edition qualifications (should have certificate(s) as proof). 8 Equality and diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way that services are provided to the public and the way staff are treated, reflects their individual needs and does not discriminate against individuals or groups on any grounds. This policy aims to ensure that no employee receives less favourable treatment on the grounds of a protected characteristic in accordance with the Equality Act 2010.This policy has been appropriately assessed. This policy when implemented should reflect anti-discriminatory practice. Any services, interventions or actions must take into account any needs arising from race, gender, age, religion and belief, language, communication, sensory impairment, disability and sexuality. 9 Monitoring compliance with the protocol The overall protocol will be monitored by the Estates Technical Manager and the Health and Safety Team using the Datix Incident Reporting System, the Estates Department Call Logging System, and health and safety Inspection reports, and any relevant incidents will be reported to the Health and Safety Committee. Standard / process / issue Regular review of incidents using the Datix Incident Reporting System and the Estates Department Call Logging System Monitoring and audit Method By Committee Frequency Regular review of Estates Health and Annually incidents Technical Safety Manager Committee and H&S Team 10 Consultation and review The protocol has been reviewed by QE Facilities staff and the Health and Safety Team, in consultation with members of the Health and Safety Committee. It has been reviewed and approved by the Health and Safety Committee and will be regularly reviewed according to OP27 Policy or more frequently depending on updates in health and safety legislation or building regulations. 11 Implementation of protocol (including raising awareness) This protocol reflects the Trust s stance on management of risk and the provision of good health and safety standards and will be implemented in accordance with OP27 Policy for the development, management and authorisation of policies and through appropriate training. Electrical Equipment Protocol v6 9
12 References HSE leaflet Maintaining portable electrical equipment in offices and other low-risk environments. HSE Guidance Note Maintaining portable and transportable electrical equipment (HSG107). HSE Approved Code of Practice on Safe use of work equipment (L22). IEE Wiring Regulations, 17th Edition 13 Associated documentation (policies) RM02 Health and Safety Policy RM04 Incident reporting and investigation policy RM05 Reporting of Defects & Failures Policy RM13 Provision and Use of Work Equipment Policy RM30 Policy for the Procurement Management and Use of Medical Devices RM79 Fire Policy Electrical Equipment Protocol v6 10
Visual Inspection Guidance Appendix A Visual inspections are usually the most important components of a portable electrical equipment maintenance regime. The majority of potentially dangerous faults can be picked up by such inspections, which are normally carried out by users themselves and/or periodically by an appointed person. Any visual inspection should critically examine the equipment to check that it appears to be in sound condition and should include any extension leads and associated plugs and sockets. User visual inspections should not include taking any equipment apart. When carrying out a visual inspection ensure the electrical equipment is turned off and check for: Damage to plugs (e.g. cracked casing or bent pins) Damage to the external cover/casing of the equipment, loose parts or loose/missing screws Damage to outer coverings/insulation to leads, wires or cables (apart from light scuffing). Cable located where it might be subject to damage or forced into a tight bend as it exits equipment. Inadequate joints, including taped joints in the cable Burn marks, staining or discoloration that may suggest overheating Whether the equipment has been subjected to conditions for which it is not suitable, e.g. spillage of fluids or solids, overly dirty or dusty, or excessively contaminated in some other way. Ensure no containers (flowerpots, coffeepots, etc.) are located such that spillage could occur to equipment. The absence of inappropriate pieces of equipment or foreign objects on or inside the equipment That there are no trailing wires; if there are, tuck them out of the way, for example under a suitable protective cover or a desk/table to prevent accidents The formal inspection by an appointed person (not the user) may also include checking the plug by removing the plug cover, particularly if there are any concerns (not applicable for moulded plugs, where only the fuse can be checked). This would only involve checking the correct fuse for the equipment is in use, the cord grip is effective, the cable terminations are secure and correct (including an earth where appropriate), and that there are no signs of internal damage, overheating or entry of liquid or foreign matter. Further guidance is given in the table and diagram below. Should a visual inspection indicate equipment to be unsafe for use (or reveal the lack of a valid PAT test where required) it should be reported to management and immediately taken out of use (disconnect from the power source and, if necessary, label as faulty and/or disable by removing the plug). Electrical Equipment Protocol v6 11
Appendix B The tables below have been prepared in line with guidance offered by the HSE and will satisfy many situations of average use. These frequencies can be used until sufficient data is built up to establish what is appropriate for particular circumstances. GENERAL GUIDANCE Type of Business Visual Inspection Full PAT Test Equipment Hire Before issue and on return Before Issue Construction Daily 3 monthly Industrial Before Use 6 monthly Premises used by public 3 6 months 12 monthly GUIDELINES FOR OFFICES AND OTHER LOW RISK ENVIRONMENTS ONLY Equipment/Environment User Check Visual Inspection Inspection Testing Gateshead NHS Battery operated (less than No No No No 20 volts) Extra Low Voltage (Less No No No No than 50 volts) IT Equipment (PC s/vdu s) No 2-4 years Up to 5 years Inspect and tested Up to 4 years Photocopiers/faxes. Not hand held (rarely moved) No 2-4 years 1 2 years Inspected and tested every 2years. Double insulated. Not hand held e.g. fans, table lamps, (moved occasionally) Double insulated hand held e.g. floor cleaners Earthed equipment (Class 1) e.g. electric kettles, some floor cleaners Lead and plugs/extension Also patient beds Plug in rcd s No 6 months 1 year 6 months 1 year 6 months 1 year 6 months 1 years 1 2 years 1-2 years 1 2 years 1-2 years Inspected annually and tested every 2years. Inspected and tested annually Inspected and tested annually Inspected and tested annually If a portable appliance includes a portable RCD this should accompany the appliance. So that it can be inspected and tested at the same time. Note: Inspection and testing should also be carried out: a) When there is a reason to suspect the equipment is faulty or damaged but this cannot be confirmed by visual inspection b) After any repair: modification or similar work to equipment. Electrical Equipment Protocol v6 12