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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Use of Equipment Policy

1. Purpose

The purpose of this policy is to establish the arrangements through which {{org_field_name}} will protect temporary workers, client staff, service users and other persons from risks arising from the selection, allocation and use of work equipment during temporary assignments.

{{org_field_name}} is an employment business that supplies temporary workers to client organisations. It does not provide regulated personal or nursing care in its own right and does not own, manage or control the care services in which workers are placed. Client organisations normally provide and control the equipment used during an assignment. Nevertheless, {{org_field_name}} recognises that it retains responsibilities for the health, safety, information, instruction, training and competence of the workers it supplies. These responsibilities must be discharged in co-operation with the client organisation.

This policy supports compliance, where applicable, with:

• the Health and Safety at Work etc. Act 1974;
• the Management of Health and Safety at Work Regulations 1999;
• the Provision and Use of Work Equipment Regulations 1998;
• the Lifting Operations and Lifting Equipment Regulations 1998;
• the Manual Handling Operations Regulations 1992, as amended;
• the Electricity at Work Regulations 1989;
• the Personal Protective Equipment at Work Regulations 1992, as amended by the Personal Protective Equipment at Work (Amendment) Regulations 2022;
• the Control of Substances Hazardous to Health Regulations 2002, where cleaning agents, disinfectants or biological hazards are involved;
• the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013;
• the Medical Devices Regulations 2002, where relevant to the equipment being used; and
• applicable safety communications, alerts and guidance issued by the Health and Safety Executive and the Medicines and Healthcare products Regulatory Agency.

Where a client organisation is registered with the Care Quality Commission, workers must also follow the client’s policies and procedures for meeting its regulatory obligations. References to the client’s CQC obligations do not mean that {{org_field_name}} itself carries on a regulated activity or is required to be registered with CQC solely because it supplies temporary workers.

2. Scope

This policy applies to:

• all temporary workers supplied or engaged by {{org_field_name}}, including registered nurses, nursing associates where applicable, healthcare assistants, support workers, senior care workers and any other worker who may use, assist with or work near equipment;
• directors, managers, recruitment consultants, compliance staff, booking staff and other personnel involved in recruiting, checking, selecting, supplying, supporting or monitoring temporary workers;
• equipment owned, hired, leased, borrowed, supplied or controlled by a client organisation and used by a temporary worker during an assignment;
• agency-owned equipment, where {{org_field_name}} exceptionally provides equipment to a worker or client;
• medical devices, lifting equipment, mobility equipment, pressure-relieving equipment, electrical equipment, personal protective equipment and other work equipment used during an assignment; and
• work carried out in care homes, nursing homes, hospitals, hospices, supported living services, clinics, community settings and other healthcare or social care locations.

This policy does not authorise any worker to perform a clinical procedure, use a medical device or undertake a moving and handling activity outside their training, assessed competence, professional scope of practice, assignment description or the client’s authorised procedures.

3. Related Policies

• Health and Safety Policy

• Risk Assessment Policy
• Assignment and Client Suitability Policy
• Lone Working Policy
• Personal Protective Equipment Policy
• Control of Substances Hazardous to Health Policy
• Medical Devices and Clinical Procedures Policy
• Whistleblowing and Speaking Up Policy
• Professional Boundaries and Scope of Practice Policy
• Record Keeping and Confidentiality Policy
• Business Continuity and Emergency Procedures Policy

• Manual Handling Policy
• Infection Prevention and Control Policy
• Incident and Accident Reporting Policy
• Safeguarding Adults and Children Policy
• Training and Development Policy
• Code of Conduct

4. Policy Statement

{{org_field_name}} will take reasonably practicable steps to ensure that temporary workers are supplied only to assignments for which they have the necessary experience, training, information and competence.

Before accepting or filling an assignment that may involve work equipment, {{org_field_name}} will obtain sufficient information from the client about:

• the nature of the work;
• the equipment that the worker may be expected to use;
• any significant risks associated with that equipment;
• the training, qualifications, experience or competence required;
• the client’s arrangements for induction, supervision and site-specific instruction;
• the availability of relevant risk assessments, care plans and operating instructions;
• the arrangements for equipment inspection, servicing, maintenance and fault reporting; and
• the identity of the person to whom safety concerns must be reported.

{{org_field_name}} will communicate relevant information to the worker before the assignment, so far as reasonably practicable, and will not knowingly supply a worker to use equipment for which the worker is not suitably trained and competent.

Client organisations normally retain day-to-day control of their premises, service users, systems of work and equipment. They are therefore expected to provide safe and suitable equipment, suitable risk assessments, local induction, instructions, supervision and emergency arrangements. {{org_field_name}} will co-operate with clients and will take reasonable steps to confirm these arrangements before and during the supply of workers.

No worker will be criticised, disadvantaged or subjected to disciplinary action for refusing to use equipment where they reasonably believe that:

• the equipment is unsafe, defective, overdue for inspection or unsuitable;
• they have not received sufficient training, instruction or supervision;
• the required risk assessment or care plan is missing, unclear or materially out of date; or
• using the equipment would expose any person to a serious or imminent risk.

In those circumstances, the worker must make the situation safe, avoid using the equipment, immediately inform the client’s responsible person and contact {{org_field_name}}.

5. Definitions

Work equipment: Any machinery, appliance, apparatus, tool, or installation used at work (e.g., hoists, wheelchairs, beds, suction machines, monitoring devices)

Medical equipment: Any item used in the diagnosis, prevention, monitoring, treatment, or alleviation of disease or disability (e.g., blood pressure monitors, thermometers, nebulisers)

Non-medical care equipment: Items used to support daily care such as hoists, slings, bath lifts, profiling beds, and mobility aids

PUWER: The Provision and Use of Work Equipment Regulations 1998. PUWER requires work equipment to be suitable for its intended use, maintained in a safe condition, inspected where necessary and used only by persons who have received adequate information, instruction and training. PUWER duties can apply to organisations whose workers use equipment even where the equipment is owned by another organisation.

LOLER: The Lifting Operations and Lifting Equipment Regulations 1998. LOLER applies to lifting equipment and accessories used at work. It requires lifting operations to be properly planned by a competent person, appropriately supervised and carried out safely. Lifting equipment must be suitable, marked where required and thoroughly examined by a competent person at the legally required intervals or under a written examination scheme.

Agency or employment business: {{org_field_name}}, which supplies temporary workers to work under the supervision or direction of a client organisation.

Client or hirer: The organisation to which a temporary worker is supplied and which normally controls the workplace, service delivery, equipment and day-to-day work.

Competent person: A person who has sufficient training, knowledge, experience and other qualities to carry out the relevant task safely and effectively. Competence is task-specific and equipment-specific.

Medical device: An instrument, apparatus, appliance, software, implant, reagent, material or other article intended by its manufacturer to be used for a medical purpose. For this policy, the term includes reusable medical equipment used by workers during assignments.

Lifting accessory: Equipment used to attach a load, including a person, to lifting machinery, such as a sling, spreader bar or other attachment.

Thorough examination: A detailed examination of lifting equipment by a competent person in accordance with LOLER. It is separate from routine servicing, maintenance and pre-use checks.

Pre-use check: A basic check carried out by the user before equipment is used to identify readily visible damage, contamination, incompatibility, malfunction, missing parts or other obvious safety concerns. A pre-use check does not replace formal inspection, servicing or thorough examination.

Site-specific induction: Information, instruction and familiarisation provided by the client concerning its premises, equipment, emergency arrangements, policies, care records and reporting systems.

Safety alert: A communication issued by a manufacturer, the MHRA, HSE or another competent authority identifying a safety issue, required action, restriction or recall affecting equipment or a medical device.

Single-use device: A device designated by the manufacturer for use on an individual person during a single procedure. A single-use device must not be reprocessed or reused by agency staff.

Designated responsible person: The client representative with authority to respond to equipment faults, safety concerns, incidents and requests for instruction during an assignment.

6. Responsibilities

Director or Policy Owner

The Director or Policy Owner is responsible for:

• approving, implementing and reviewing this policy;
• ensuring that suitable arrangements are in place to obtain health and safety information from clients before workers are supplied;
• ensuring that booking and recruitment staff do not place workers in assignments involving equipment beyond the workers’ verified competence;
• ensuring that training and competence records are checked before relevant assignments are offered;
• ensuring that contractual arrangements with clients clearly allocate responsibility for equipment, risk assessments, local induction, supervision, maintenance, inspection and incident reporting;
• ensuring that concerns reported by workers are acted upon promptly and escalated to the client where necessary;
• suspending the supply of workers, or restricting particular tasks, where the client cannot demonstrate adequate safety arrangements;
• ensuring that incidents are investigated and that any possible RIDDOR-reporting responsibility is established with the client;
• ensuring that relevant MHRA, HSE and manufacturer safety alerts are reviewed and communicated where they affect workers or assignments; and
• maintaining evidence of policy implementation, training, client assurances, incidents, actions and reviews.

Recruitment, Compliance and Booking Staff

Recruitment, compliance and booking staff must:

• obtain an accurate assignment description before placing a worker;
• identify whether the assignment involves lifting equipment, medical devices or specialised equipment;
• compare the client’s requirements with the worker’s verified training, experience and competence;
• not treat attendance at a general training course as proof that a worker is competent to use every make, model or configuration of equipment;
• inform workers of known equipment-related risks and the requirement for local induction;
• record any restriction placed on a worker’s duties;
• refer uncertain or high-risk placements to the Director or a suitably competent clinical adviser; and
• record and escalate any client refusal to provide relevant health and safety information.

Temporary Workers

Every temporary worker must:

• take reasonable care of their own health and safety and that of other persons who may be affected by their acts or omissions;
• co-operate with {{org_field_name}} and the client’s health and safety arrangements;
• attend required training, induction and competency assessment;
• accurately declare their experience, competence and any restrictions affecting their ability to use equipment;
• read and follow the relevant care plan, risk assessment, manufacturer’s instructions and client procedure before use;
• use only equipment that they are authorised and competent to use;
• complete an appropriate pre-use check;
• use the equipment only for its intended purpose and within its stated safe working load or other operating limits;
• use compatible accessories, including the correct sling and attachment configuration;
• not override alarms, guards, interlocks, safety features or warning systems;
• not repair, modify, dismantle, improvise or reconfigure equipment unless this forms part of their authorised role and they are competent to do so;
• stop using and isolate unsafe equipment where this can be done safely;
• attach or request an appropriate “do not use” notice in accordance with the client’s procedure;
• immediately report faults, incidents, near misses and missing safety information to both the client and {{org_field_name}};
• preserve equipment and accessories involved in a serious incident for investigation and not return them to use unless authorised; and
• contact {{org_field_name}} immediately where they are asked to undertake a task beyond their competence or contrary to this policy.

Client Organisations

Before and throughout an assignment, the client organisation is expected to:

• provide accurate information about the work, equipment, risks and competence required;
• provide equipment that is suitable for its intended purpose and for the individual service user;
• ensure that equipment is correctly installed, compatible with associated equipment and used within manufacturer specifications;
• complete and maintain suitable risk assessments, care plans and safe systems of work;
• make relevant instructions and safety information readily available;
• provide site-specific induction, equipment familiarisation and supervision;
• ensure that equipment is maintained, inspected and, where applicable, thoroughly examined by competent persons;
• maintain evidence of inspection, maintenance, servicing and LOLER thorough examination;
• ensure that lifting operations are properly planned, appropriately supervised and carried out safely;
• provide suitable PPE where required by the risk assessment and clarify responsibility for its provision before the assignment begins;
• respond promptly to faults, quarantined equipment and safety concerns;
• notify {{org_field_name}} of material changes to the assignment or equipment;
• notify {{org_field_name}} of incidents involving a supplied worker and co-operate with any investigation; and
• determine, in consultation with {{org_field_name}} where necessary, who is the responsible person for any report required under RIDDOR.

Shared Responsibilities

{{org_field_name}} and the client organisation will co-operate and co-ordinate their health and safety arrangements. Neither party may assume that the other has completed a necessary check, risk assessment, induction, investigation or report without obtaining reasonable confirmation.

Where responsibilities are unclear, the worker must not be placed at risk while the matter is resolved.

7. Training, Competence and Authorisation

{{org_field_name}} will use a proportionate, risk-based process to assess whether a worker is suitable for an assignment involving equipment.

The assessment may include:

• relevant qualifications and professional registration;
• previous experience;
• training certificates;
• practical competency assessments;
• references;
• recent use of the equipment;
• knowledge of the relevant procedure;
• declared limitations; and
• the client’s requirements.

Completion of an online course or possession of a training certificate does not, by itself, establish practical competence to use every type, make or model of equipment.

Workers must receive site-specific induction or familiarisation before using unfamiliar, specialised, modified or bespoke equipment. Where a client introduces different equipment or substantially changes a procedure, the worker must receive further information, instruction, supervision or assessment before using it.

{{org_field_name}} will:

• provide or arrange general training appropriate to the assignments offered;
• verify relevant training and competence before placement;
• identify renewal dates and restrictions;
• maintain records of training and competence;
• require refresher training at intervals determined by risk, guidance, performance, changes in equipment or procedure, incident findings and client requirements;
• arrange reassessment where competence is in doubt; and
• prevent a worker from carrying out the relevant task until any identified training or competence gap has been addressed.

Annual refresher training may be used where appropriate, but the need for refresher training will not be determined solely by the passage of one year.

A worker who is unfamiliar with an item of equipment must not rely on informal instruction from another temporary worker unless that person has been expressly authorised by the client to provide the instruction.

Workers must inform {{org_field_name}} where a health condition, injury, pregnancy, disability, fatigue issue or other circumstance may affect their ability to use equipment safely. Appropriate support and risk assessment will then be considered without unlawful discrimination.

8. Pre-assignment and Site Induction Requirements

Before a worker is supplied to an assignment involving significant equipment risks, {{org_field_name}} will take reasonable steps to establish:

• what equipment the worker may be required to use;
• whether specialised competence is required;
• who will provide site-specific induction;
• whether the client will supervise the worker until local competence is confirmed;
• whether relevant risk assessments, care plans and operating instructions will be available;
• whether lifting equipment has a current thorough examination status;
• how faults and incidents must be reported; and
• who the worker should contact where equipment is unsafe or unfamiliar.

At the start of an assignment, the worker must identify the client’s responsible person and complete the required local induction. The induction should include, where relevant:

• the location and identity of equipment;
• the approved methods of use;
• emergency stop arrangements;
• alarm meanings and required responses;
• isolation procedures;
• cleaning and decontamination arrangements;
• battery charging and storage;
• location of instructions;
• fault and quarantine procedures;
• emergency arrangements; and
• incident reporting arrangements.

Where an adequate induction is not provided, the worker must inform the client and {{org_field_name}} and must not use unfamiliar or high-risk equipment until safe arrangements have been established.

9. Moving and Handling, Lifting Equipment and Lifting Accessories

Handling equipment may include mobile hoists, ceiling-track hoists, stand-assist hoists, slings, slide sheets, transfer boards, turntables, transfer belts and other transfer aids.

Before participating in a transfer, workers must:

• review the current individual moving and handling risk assessment and care plan;
• confirm the person’s identity, current condition, mobility, communication needs and ability to participate;
• confirm the prescribed equipment, sling type, sling size, attachment points and number of workers required;
• check that the equipment and accessories are compatible;
• check the safe working load and ensure it will not be exceeded;
• inspect the hoist, sling, loops, clips, spreader bar, controls, battery, castors and other relevant components for visible damage or malfunction;
• check that the equipment displays evidence of an in-date LOLER thorough examination where the client’s system uses an examination label;
• ensure that the environment is suitable and that the route is clear;
• explain the procedure and obtain the person’s consent or follow the client’s lawful decision-making arrangements; and
• obtain assistance where the risk assessment requires more than one worker.

Workers must not:

• use a sling that is torn, frayed, contaminated, incorrectly sized, incompatible, unlabelled or otherwise unsafe;
• substitute a different sling or attachment without an authorised reassessment;
• use lifting equipment that is outside its safe working load;
• proceed without the number of workers required by the risk assessment;
• leave a suspended person unattended;
• improvise a transfer technique;
• use a hoist to transport a person over an unnecessary distance; or
• continue the transfer where the person becomes distressed, equipment malfunctions or conditions materially change.

Lifting operations involving people must be properly planned, appropriately supervised and carried out safely. Pre-use checks do not replace servicing, inspection or LOLER thorough examination.

Where the worker believes that the care plan is unsafe, inconsistent with the equipment available or no longer reflects the person’s condition, the transfer must be paused and referred to the client’s responsible person.

10. Medical Devices and Monitoring Equipment

Medical devices may include blood pressure monitors, thermometers, pulse oximeters, blood glucose monitoring equipment, oxygen concentrators, nebulisers, suction equipment, feeding pumps, syringe drivers and other monitoring or treatment devices.

A worker may use a medical device only where:

• its use falls within the worker’s role, professional scope of practice and assignment description;
• the worker has received suitable training and has been assessed as competent where required;
• the worker has received any necessary device-specific or model-specific instruction;
• a current prescription, care plan, protocol or clinical instruction is available where required;
• the device is suitable for the intended person and purpose; and
• the worker understands the required observations, alarm responses, escalation arrangements and documentation.

Before use, the worker must check, as applicable:

• the identity of the device;
• cleanliness and decontamination status;
• visible condition;
• calibration, servicing or maintenance status;
• battery or power supply;
• accessories and consumables;
• settings;
• expiry dates;
• alarm function;
• compatibility with other equipment; and
• any safety alert, recall or restriction communicated by the client.

Workers must follow the manufacturer’s instructions and the client’s authorised procedure. They must not alter default settings, disable alarms, use unapproved accessories, repair equipment or continue using a device after an unexplained malfunction.

Single-use devices must not be reused. A device labelled for use on one person only must not be used for another person unless the manufacturer expressly permits this and the client has an authorised decontamination and reuse procedure.

All observations, settings, interventions, alarms, faults and escalation actions must be recorded accurately in the client’s approved records.

Where a medical device may have caused or contributed to death, serious injury, deterioration, incorrect treatment or a near miss, the worker must:

• stop using the device where safe to do so;
• provide immediate care and summon appropriate clinical assistance;
• preserve the device, accessories, packaging and consumables;
• record relevant settings and alarm information without altering them;
• report the incident immediately to the client and {{org_field_name}}; and
• follow the client’s arrangements for reporting to the manufacturer and the MHRA.

A worker must not independently report on behalf of the client unless authorised, but {{org_field_name}} will monitor whether appropriate escalation has occurred.

11. Profiling Beds, Trolleys, Bed Rails and Bed-Related Equipment

Profiling beds, trolleys, bed rails, bed grab handles, bed levers, lateral turning devices and associated mattresses can create risks of entrapment, crushing, falls and unintended restraint. These items must not be used solely because a person is at risk of falling from bed.

Before using bed rails or associated equipment, workers must:

• follow the current individual risk assessment and care plan;
• confirm that the equipment is prescribed or authorised for that person;
• check that the bed, mattress, rail, handle and any accessories are compatible;
• check for unsafe gaps and possible head, neck, chest, limb or body entrapment;
• consider the person’s size, anatomy, behaviour, confusion, mobility and likelihood of climbing over the rail;
• check correct fitting, locking, positioning and condition;
• confirm that bumpers, covers or gap fillers are approved and correctly fitted;
• keep cables, controls and equipment positioned safely;
• ensure that the bed is at the prescribed height and brakes are applied where required; and
• report any change in the person’s needs that may make the current arrangement unsafe.

Workers must not:

• fit, remove, substitute or modify bed rails, mattresses, grab handles or related equipment without authorisation;
• use makeshift padding or unapproved accessories;
• use bed rails as a routine substitute for observation, supervision or appropriate falls prevention;
• use equipment where compatibility or entrapment safety is uncertain; or
• continue using equipment affected by a safety notice or recall contrary to the action specified.

The worker must immediately report missing or inadequate risk assessments, unsafe gaps, loose fittings, damage, unexpected movement, entrapment concerns or any fall involving bed-related equipment.

12. Pressure-Relieving Equipment

Pressure-relieving equipment includes dynamic mattresses, static mattresses, overlays, cushions, heel protectors and associated pumps.

Workers must:

• follow the person’s current pressure-area risk assessment and care plan;
• confirm that the equipment is the prescribed type and is suitable for the person;
• check that the mattress or cushion is installed in the correct orientation;
• confirm that the person’s weight falls within the equipment’s operating range;
• check pump settings, connections, alarms, hoses and inflation;
• ensure that hoses and electrical leads do not create an entrapment, trip or disconnection risk;
• respond promptly to alarms and loss of pressure;
• continue repositioning and skin inspection in accordance with the care plan;
• avoid placing unapproved layers, blankets or pads between the person and the pressure-relieving surface; and
• document checks, repositioning, skin observations, alarms and actions.

Equipment malfunction, incorrect settings, loss of inflation, contamination or inability to provide the prescribed pressure relief must be escalated immediately to the client’s responsible person.

13. Cleaning, Decontamination and Infection Prevention

Equipment must be cleaned and, where required, disinfected or decontaminated in accordance with:

• the manufacturer’s instructions;
• the client’s infection prevention and control procedure;
• the client’s COSHH assessment;
• the equipment’s classification and intended use; and
• any additional precautions required for a known or suspected infection.

Workers must:

• perform hand hygiene before and after equipment use;
• use suitable PPE identified by the risk assessment;
• use only authorised cleaning products at the correct concentration and contact time;
• ensure that cleaning products are compatible with the equipment;
• avoid immersing or spraying electrical components unless expressly permitted;
• clean shared equipment between service users;
• separate clean equipment from contaminated equipment;
• follow the client’s procedure for equipment contaminated with blood or bodily fluids;
• use designated storage and charging areas;
• report damaged surfaces, corrosion or components that prevent effective cleaning; and
• record decontamination where required by the client.

Workers must not reuse single-use equipment or attempt to decontaminate equipment contrary to the manufacturer’s instructions.

Where adequate decontamination cannot be confirmed, the equipment must not be used until the client has made it safe.

14. Electrical Equipment and Charging

Before using mains-powered, rechargeable or battery-operated equipment, workers must complete an appropriate visual check.

The equipment must not be used where there is:

• damage to the plug, cable, casing or connector;
• exposed wiring;
• scorch marks, overheating, unusual noise, odour or vibration;
• evidence of liquid ingress;
• a loose component;
• an unsuitable extension lead or adaptor;
• a missing inspection or maintenance status where the client requires one; or
• any other indication that the equipment may be unsafe.

Workers must:

• use only the manufacturer-approved power supply, charger, battery and accessories;
• position cables so that they do not cause a trip, strangulation, entrapment or disconnection hazard;
• keep electrical equipment away from water and wet areas unless it is designed for that use;
• charge equipment only in the approved location;
• maintain ventilation around chargers and batteries;
• not overload sockets or use unauthorised adaptors;
• switch off or isolate equipment in accordance with the manufacturer’s and client’s instructions; and
• report battery swelling, overheating, leakage or repeated charging failure immediately.

Workers must not carry out electrical repairs or open equipment casings.

15. Inspection, Maintenance, Thorough Examination and Fault Reporting

The client organisation normally has day-to-day responsibility for ensuring that client-owned equipment is maintained, inspected, serviced and, where applicable, thoroughly examined.

Before using equipment, the worker must check for readily visible evidence that it is safe and available for use. Where the client operates an inspection, servicing or LOLER labelling system, the worker must check the displayed status.

Equipment must not be used where:

• it is visibly damaged, contaminated, incomplete or unstable;
• it operates abnormally;
• an alarm or safety feature is defective;
• it has been labelled or identified as out of service;
• it is known to be overdue for a required examination or inspection;
• the safe working load or identification is missing or illegible;
• compatibility with accessories is uncertain;
• it is affected by a recall, safety alert or restriction; or
• there is any other reasonable concern that it is unsafe.

When a fault is identified, the worker must:

• stop using the equipment;
• make the immediate situation safe;
• disconnect or isolate the equipment where trained and safe to do so;
• prevent further use in accordance with the client’s quarantine procedure;
• inform the client’s responsible person;
• record the fault in the client’s system;
• inform {{org_field_name}} promptly; and
• record the equipment identification, location, fault, time, persons notified and action taken.

Workers must not remove a quarantine label, return equipment to service or assume that a reported repair has been completed without confirmation from an authorised person.

Routine servicing or maintenance does not replace a LOLER thorough examination, and a pre-use check does not replace either process.

16. MHRA Alerts, Manufacturer Notices and Recalls

{{org_field_name}} will maintain a proportionate process for reviewing relevant equipment safety information received from:

• clients;
• the MHRA;
• the HSE;
• manufacturers and suppliers;
• professional bodies; and
• other competent authorities.

Where an alert may affect assignments undertaken by supplied workers, {{org_field_name}} will:

• identify the workers and clients who may be affected;
• communicate the required precautions or restrictions;
• obtain reasonable assurance that the client has acted on the alert;
• restrict the relevant activity where necessary; and
• retain a record of the action taken.

Workers must comply with notices, restrictions, quarantine instructions and recalls communicated by the client or {{org_field_name}}. A worker who becomes aware that potentially affected equipment remains in use must immediately escalate the concern.

17. Accident, Incident, Near-Miss and Regulatory Reporting

Any accident, incident, near miss or unsafe condition involving equipment must be reported immediately to:

• the client’s responsible person; and
• {{org_field_name}}, through its accident and incident reporting process.

Examples include:

• injury or harm to a service user, worker or other person;
• equipment failure or unexpected movement;
• incorrect readings, dosage, flow, pressure or treatment;
• use of incompatible equipment or accessories;
• entrapment, falls or near entrapment involving beds or rails;
• a dropped or partially dropped person during a transfer;
• lifting equipment or an accessory failing or becoming unstable;
• an alarm failing to operate or being missed;
• electrical overheating, electric shock or fire;
• use of equipment outside its safe working load;
• use by a person who was not trained or authorised;
• use of equipment that was overdue for examination or maintenance; and
• any situation that could reasonably have caused harm.

Following an incident, the worker must:

• prioritise immediate care and summon emergency assistance where necessary;
• stop the activity and make the area safe;
• preserve relevant equipment, accessories and records;
• not alter settings or delete data unless necessary to prevent immediate harm;
• make a contemporaneous factual record;
• identify witnesses where possible; and
• co-operate with the client’s and {{org_field_name}}’s investigations.

{{org_field_name}} and the client must promptly establish which organisation is the “responsible person” for any report required under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Each party must provide the other with information needed to determine reportability. Internal reporting does not replace any statutory report.

{{org_field_name}} will also consider whether the incident requires:

• notification to the worker’s professional regulator;
• safeguarding referral;
• referral to the Disclosure and Barring Service;
• notification to an insurer;
• reporting through the client’s medical-device vigilance process;
• contact with the manufacturer or supplier; or
• communication to other workers and clients to prevent recurrence.

Such referrals will be made only where the relevant legal or professional threshold is met.

18. Serious and Imminent Danger and Refusal to Use Equipment

A worker who reasonably believes that equipment presents a serious or imminent danger must:

• stop the activity where it is safe to do so;
• remove themselves and others from the immediate danger area where necessary;
• obtain urgent assistance;
• inform the client’s responsible person;
• contact {{org_field_name}}; and
• not resume the activity until the danger has been addressed by a competent and authorised person.

Workers are authorised to refuse to use equipment where:

• they have not been trained or assessed as competent;
• local instruction has not been provided;
• the equipment is damaged, unsuitable or unfamiliar;
• the risk assessment or care plan requires equipment or assistance that is unavailable;
• the required LOLER examination appears to have expired;
• compatible accessories are unavailable;
• a required safety device is absent or defective; or
• the proposed use conflicts with manufacturer instructions, the care plan or this policy.

{{org_field_name}} will support workers who raise genuine safety concerns and will not require a worker to continue an unsafe activity merely because the client requests it.

19. Governance and Quality Assurance

The Director or Policy Owner will ensure that {{org_field_name}}:

• monitors equipment-related accidents, incidents, near misses and concerns;
• analyses themes by client, equipment type, worker role and contributory factor;
• reviews whether workers were appropriately selected and supplied;
• audits training, competence and expiry records;
• audits whether clients provide adequate assignment and risk information;
• records and monitors restrictions placed on workers;
• follows up overdue client responses and unresolved hazards;
• shares relevant learning with workers and clients;
• reviews whether an incident indicates a wider training, contractual or placement risk;
• suspends placements or tasks where serious concerns remain unresolved; and
• records corrective action, responsible persons, target dates and completion evidence.

Governance reviews should consider:

• whether the equipment was suitable;
• whether the care plan and risk assessment were current;
• whether the worker had the required competence;
• whether local induction was adequate;
• whether staffing levels were sufficient;
• whether maintenance or thorough examination was current;
• whether the client and agency exchanged adequate information;
• whether workload, fatigue or time pressure contributed; and
• whether similar risks exist in other assignments.

20. Supervision, Monitoring and Support

{{org_field_name}} will provide workers with access to advice and support concerning equipment safety.

Support arrangements will include:

• a clear contact route during assignments;
• escalation to an appropriately experienced manager or clinical adviser where necessary;
• supervision and reflective learning following relevant incidents;
• reassessment or retraining where a competence concern is identified;
• welfare support following a distressing incident; and
• feedback to the worker on the outcome of concerns they have raised, so far as confidentiality and legal restrictions permit.

The client remains responsible for day-to-day operational supervision at the workplace. Where the client cannot provide the supervision required for a particular task, the worker must not undertake that task.

Supervision must not be used as a substitute for essential training or competence.

21. Records and Evidence

{{org_field_name}} will retain appropriate records demonstrating implementation of this policy, including:

• worker training and competency records;
• restrictions and authorisations;
• client assignment information;
• client health and safety assurances;
• induction confirmations where obtained;
• reported faults and safety concerns;
• incident and investigation records;
• communications with clients;
• actions arising from safety alerts;
• audit results; and
• policy reviews.

Records must be accurate, dated, attributable, securely stored and accessible only to authorised persons.

Health information, incident information and other personal data must be handled in accordance with the UK GDPR, the Data Protection Act 2018 and {{org_field_name}}’s data protection and retention arrangements.

Records will be retained for the period specified in the organisation’s retention schedule, taking account of statutory, contractual, insurance, safeguarding and limitation requirements. Records must not be destroyed while an investigation, claim, regulatory process or safeguarding matter is ongoing or reasonably anticipated.

22. Contractual Arrangements with Clients

Contracts or written terms with client organisations should clearly state:

• that the client controls the workplace, service-user risk assessments and client-owned equipment;
• the equipment-related information that must be supplied before a booking is filled;
• the client’s responsibility for safe equipment, maintenance, inspection and thorough examination;
• the client’s responsibility for site-specific induction and operational supervision;
• how worker competence requirements will be communicated;
• responsibility for PPE;
• arrangements for reporting equipment faults and incidents;
• arrangements for preserving equipment and evidence following an incident;
• arrangements for determining RIDDOR responsibility;
• the client’s duty to notify the agency of material changes to the assignment; and
• {{org_field_name}}’s right to remove a worker, restrict duties or suspend supply where safety requirements are not met.

Contractual allocation of responsibility does not remove any legal duty imposed directly on either party.

23. Policy Review

This policy will be reviewed:

• at least annually;
• following a serious equipment-related accident, incident or near miss;
• following an enforcement action, safeguarding concern or material complaint;
• following a relevant change in legislation, official guidance or professional standards;
• following a relevant MHRA, HSE or manufacturer safety alert;
• where audit findings identify a material weakness;
• where the agency begins supplying workers into a new type of service or role; or
• where there is a significant change to the equipment workers are expected to use.

24. Legislation and Guidance

This policy should be read with the latest applicable version of:

• Health and Safety at Work etc. Act 1974;
• Management of Health and Safety at Work Regulations 1999;
• Provision and Use of Work Equipment Regulations 1998;
• Lifting Operations and Lifting Equipment Regulations 1998;
• Manual Handling Operations Regulations 1992;
• Electricity at Work Regulations 1989;
• Personal Protective Equipment at Work Regulations 1992, as amended;
• Control of Substances Hazardous to Health Regulations 2002;
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013;
• Medical Devices Regulations 2002;
• HSE guidance on the provision and safe use of work equipment;
• HSE guidance on lifting equipment and lifting operations;
• HSE guidance concerning agency and temporary workers;
• MHRA guidance, Managing Medical Devices;
• MHRA guidance, Bed Rails: Management and Safe Use; and
• applicable MHRA National Patient Safety Alerts and medical-device safety communications.

Where legislation, binding regulatory requirements or current manufacturer instructions conflict with this policy, the higher or more specific safety requirement must be followed and the conflict must be reported to the Policy Owner.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.