CH169-Adaptations and Specialist Equipment Management Policy

Registration Number: {{org_field_registration_no}}

Adaptations and Specialist Equipment Management Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a robust system for the assessment, provision, safe use, maintenance, and monitoring of all adaptations and specialist equipment used in the delivery of care and support. This includes hoists, profiling beds, wheelchairs, bath lifts, communication aids, and bespoke home adaptations that enable independence, mobility, and dignity for the people we support. This policy is in accordance with Regulation 12 (Safe Care and Treatment), Regulation 15 (Premises and Equipment), and Regulation 9 (Person-Centred Care) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. It supports the prevention of harm, enables effective support, and ensures compliance with health and safety standards and manufacturers’ guidance.

2. Scope

This policy applies to all employees, including care staff, maintenance personnel, clinical staff, managers, and contractors involved in the use, delivery, recommendation, installation, or monitoring of specialist equipment and adaptations. It covers equipment owned by {{org_field_name}}, provided by NHS or local authority occupational therapy services, rented from suppliers, or provided directly by families. It also applies to adaptations in the homes of people we support, including those living in their own properties or supported housing.

3. Related Policies

CH07 – Person-Centred Care Policy
CH11 – Safe Care and Treatment Policy
CH15 – Premises and Equipment Policy
CH16 – Health and Safety at Work Policy
CH17 – Infection Prevention and Control Policy
CH18 – Risk Management and Assessment Policy
CH37 – Moving and Handling Policy
CH40 – Assisting with Personal Care Policy

4. Assessment of Need

All adaptations and specialist equipment must be provided in line with a person-centred assessment of needs. The assessment is carried out by a competent member of staff or qualified external professional such as an occupational therapist or physiotherapist. It includes:

Identifying physical, sensory, and mobility challenges
Understanding the person’s preferences, lifestyle, and environment
Evaluating safety, dignity, independence, and infection control needs
Recommendations must be documented in the individual’s care plan. Where external professionals are involved, their reports must be retained and reviewed regularly. The person and, where appropriate, their family or advocate are involved in all decisions regarding equipment.

5. Provision and Installation of Equipment

Equipment and adaptations are sourced through approved and reputable suppliers that meet regulatory standards. Where equipment is provided by external services, {{org_field_name}} ensures coordination with NHS equipment services, local authority teams, or private providers. All equipment must:

Be CE marked and compliant with UK medical device regulations
Be suitable for the individual’s assessed needs
Be delivered, installed, and tested according to manufacturer instructions
Be accompanied by user manuals and safety certificates
Installation is carried out by trained personnel or qualified contractors. Equipment is not used until installation checks have been completed and recorded.

6. Training and Competency

Only trained and competent staff are permitted to use, assist with, or maintain specialist equipment. Training includes:

Safe operation of the equipment
Manual handling and risk awareness
Emergency procedures in the event of equipment failure
Cleaning and infection prevention for equipment in use
Staff complete hands-on competency assessments and refresher training annually or when new equipment is introduced. Training records are held in the staff training matrix. The Registered Manager or delegated senior is responsible for ensuring all relevant staff are trained promptly.

7. Daily Checks and Use of Equipment

Staff are required to carry out daily visual checks of equipment before use to identify signs of wear, faults, or malfunction. This includes:

Frayed straps or slings on hoists
Low batteries or damaged leads
Signs of rust or instability
Unusual noises or reduced performance
Any concerns must be reported immediately to the line manager or maintenance lead, and the equipment must be taken out of service if unsafe. All equipment usage must follow the manufacturer’s guidelines and any care plan-specific instructions.

8. Servicing, Maintenance, and Repairs

All specialist equipment is maintained in line with manufacturer schedules, legal requirements, and safety standards. This includes:

Six-monthly servicing of hoists and lifting equipment under LOLER (Lifting Operations and Lifting Equipment Regulations 1998)
Annual checks of profiling beds, stand aids, and mobility devices
Prompt repairs by qualified technicians
Calibration and PAT testing where required
All maintenance and repair records are logged and audited monthly by the responsible officer. Equipment with expired service dates must be removed from use and reported.

9. Infection Prevention and Cleaning

Equipment must be cleaned regularly and between uses in accordance with CH17 – Infection Prevention and Control Policy. Staff must:

Use appropriate cleaning agents and follow manufacturer instructions
Wear PPE when cleaning equipment used for personal care
Remove and launder reusable slings, belts, or cushions as per guidelines
Dispose of single-use items following the clinical waste policy
In communal settings, shared equipment must be clearly labelled and documented for each use and cleaning cycle.

10. Equipment Provided in Private Homes

Where equipment is used in an individual’s own home, staff must support the person and their family to ensure the equipment is safe and used correctly. This includes:

Checking that the equipment is suitable and correctly installed
Advising on basic maintenance, cleaning, and reporting of faults
Reporting concerns about unsafe or deteriorating equipment to the manager
Liaising with suppliers, GPs, or therapists for replacements or upgrades
Staff must never modify equipment without approval or use makeshift alternatives.

11. Risk Management and Incident Reporting

All risks associated with equipment use must be assessed and documented in the person’s risk assessment. Any incident involving equipment failure, injury, near miss, or malfunction must be:

Reported immediately to the Registered Manager
Logged as an incident under CH24 – Management of Accidents, Incidents, and Near Misses Policy
Investigated with input from equipment providers or manufacturers where necessary
Result in updated risk assessments and care plans
Where necessary, CQC and other regulators will be notified under Regulation 18 – Notification of Other Incidents.

12. Efficient Management at {{org_field_name}}

We manage equipment and adaptations efficiently through:

A central equipment register monitored monthly
Scheduled maintenance contracts with accredited providers
Real-time tracking of servicing and training compliance
Coordinated referrals with NHS and social care teams
Contingency plans for equipment breakdowns including spares and out-of-hours support
This structured approach ensures regulatory compliance, safe working practices, and positive outcomes for the people we support.

13. Policy Review

This policy will be reviewed annually or earlier in response to equipment incidents, updates in legislation, or changes in manufacturer guidance. The Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} is responsible for ensuring this policy is up to date, communicated to all staff, and fully implemented across the organisation.

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}}
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