{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Pest Control Policy

1. Purpose

The purpose of this policy is to ensure that effective arrangements are in place at {{org_field_name}} to prevent, identify and respond to pest activity and infestation, and to maintain premises that are clean, hygienic, safe and suitable for the provision of a care home service.

{{org_field_name}} will manage pest-related risks in accordance with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended. In particular, the service will ensure that the premises are properly maintained and kept clean to an appropriate standard, that satisfactory standards of hygiene are maintained, and that risks to the health and safety of individuals are identified and reduced so far as is reasonably practicable.

The service will also comply with applicable food safety, environmental health and health and safety legislation, including the Food Safety Act 1990 and the Health and Safety at Work etc. Act 1974.

Pest infestations may create risks to residents, staff and visitors, including contamination of food, transmission of infection, damage to premises and equipment, and exposure to pest-control substances. The service will therefore take appropriate preventative measures, maintain systems for the prompt reporting and investigation of signs of pest activity, obtain competent pest-control assistance where required, and take timely remedial action.

All pest-control arrangements will be implemented in a manner which protects the health, safety, dignity and well-being of residents and supports the safe and effective operation of the service.

2. Scope

This policy applies to all areas of {{org_field_name}} including kitchens, food storage areas, laundry rooms, bin storage, resident bedrooms, gardens, utility areas, and communal spaces. It applies to all staff, contractors, volunteers, and any third parties who enter or work within the premises. It also covers procedures relating to pest prevention, identification, reporting, and remediation of infestations caused by rodents, insects (including ants, cockroaches, flies, bedbugs), birds, and other vermin.

3. Related Policies

This policy should be read in conjunction with the following:
CHW11 – Safe Care and Treatment Policy
CHW16 – Health and Safety at Work Policy
CHW17 – Infection Prevention and Control Policy
CHW18 – Risk Management and Assessment Policy
CHW19 – Emergency and Business Continuity Plan
CHW24 – Management of Accidents, Incidents and Near Misses Policy
CHW25 – Notification of Other Incidents Policy

4. Policy Statement and Implementation

4.1 Preventative Measures and Environmental Management

Prevention is the first line of defence against pest activity and infestation. {{org_field_name}} will maintain a clean, hygienic and appropriately maintained environment in order to reduce the likelihood of pest ingress, harbourage and infestation.

All food preparation, food storage and dining areas will be cleaned routinely and waste will be managed in a manner that reduces the risk of attracting pests. External waste bins will be secured, cleaned regularly and positioned appropriately away from the main building wherever reasonably practicable.

Potential pest entry points, including doors, windows, vents, drainage points, service ducts, pipework entries, roof spaces and other structural openings, will be checked as part of routine environmental monitoring and maintenance arrangements. Where defects or potential entry points are identified, appropriate remedial action will be taken.

Gardens, external areas and grounds will be maintained so far as reasonably practicable to reduce conditions that may provide food, water, shelter or harbourage for rodents, insects, birds or other pests. Accumulations of waste, redundant equipment, vegetation or other materials that could encourage pest activity will be removed or appropriately managed.

Staff will follow appropriate food-storage, housekeeping and waste-management arrangements and will report any evidence or suspected evidence of pest activity promptly.

4.2 Routine Inspections and Professional Pest Control Arrangements

{{org_field_name}} maintains arrangements with a competent pest-control provider to undertake scheduled inspections and preventative pest-control activities throughout the year.

Scheduled inspections will include, as appropriate:

• inspection of areas considered to present an increased risk of pest activity;
• examination for evidence of rodents, insects, birds or other pests;
• inspection and monitoring of bait stations, traps or monitoring devices;
• identification of structural, environmental or housekeeping factors that may contribute to pest activity;
• recommendations for corrective or preventative action; and
• provision of written inspection or treatment reports.

The pest-control provider will also be contacted promptly where suspected or confirmed pest activity requires assessment or treatment outside the routine inspection programme.

Reports and recommendations resulting from pest-control inspections, treatments or call-outs will be reviewed by the Registered Manager or a delegated competent person. Required actions will be allocated, monitored and completed within a timeframe proportionate to the level of risk.

Where recommendations relate to structural defects, waste arrangements, food hygiene, cleaning, infection prevention and control or other environmental risks, these will be communicated to the relevant person or department and followed through to completion.

4.3 Staff Awareness and Reporting Procedures

All staff are responsible for remaining alert to signs that may indicate pest activity.

Signs may include, but are not limited to:

• pest sightings;
• droppings;
• gnawing or damaged packaging;
• nests or nesting materials;
• unusual odours;
• insect casings, eggs or larvae;
• pest tracks or smears;
• damaged food or food containers;
• unexplained contamination;
• scratching or movement noises; or
• signs of birds or rodents entering the building.

Any suspected evidence of pest activity must be reported without delay to the senior member of staff on duty or the Registered Manager.

A Pest Incident Log will be maintained to record relevant reports, investigations, actions and outcomes. Records will contain sufficient information to demonstrate the nature of the concern, action taken, professional advice obtained where applicable and whether further monitoring or remedial action was required.

Staff must not independently use pesticides, rodenticides or other pest-control chemicals unless they have been specifically authorised, appropriately trained and the use is consistent with the organisation’s risk assessments and procedures.

Where professional pest-control intervention is required, staff must escalate the concern rather than attempt to manage an infestation using unauthorised pest-control products or methods.

Pest awareness and reporting arrangements will be reinforced through induction, training, supervision, staff meetings or refresher information as appropriate to staff roles.

4.4 Food Hygiene and Waste Control

Food hygiene and waste-management arrangements will be maintained in a manner that minimises opportunities for pest activity and supports the requirements of the service’s infection prevention and control arrangements.

Food will be stored appropriately and, where necessary, in sealed or pest-resistant containers. Food will be labelled and dated in accordance with the home’s food-safety procedures.

Perishable food will be stored under appropriate temperature-controlled conditions and monitored in accordance with food-safety requirements.

Food preparation surfaces, storage areas, dining areas and associated equipment will be cleaned at appropriate intervals. Spillages and food debris will be removed promptly.

Waste will be removed from food preparation and dining areas regularly and placed in designated waste containers. Waste containers will be suitable for their intended purpose, fitted with lids where appropriate and cleaned regularly.

External waste-storage arrangements will be managed to minimise pest access and waste will not be allowed to accumulate unnecessarily.

Kitchen staff will undertake routine cleaning and scheduled deep cleaning in accordance with the service’s cleaning arrangements. Food-hygiene monitoring and audits will include consideration of pest risks and evidence of pest activity.

Where food, food packaging or food-storage areas show evidence of pest contamination, potentially affected food will be isolated and assessed. Food that is, or may reasonably be considered to be, unsafe or contaminated will not be provided to residents.

4.5 Pest Control During Building Works, Maintenance or Deliveries

Additional precautions will be taken where building works, refurbishment, maintenance or deliveries may increase the risk of pest entry or harbourage.

Contractors undertaking work at the service will be expected to:

• maintain appropriate housekeeping arrangements;
• manage building and other waste appropriately;
• avoid leaving external doors or access points unnecessarily open;
• secure openings created during works where reasonably practicable;
• minimise conditions that may provide harbourage for pests; and
• report evidence of pest activity identified during their work.

Following building or maintenance work, affected areas will be checked where appropriate to confirm that access points have been adequately secured and that waste or materials likely to attract pests have been removed.

Incoming goods and deliveries, particularly food and other consumable supplies, will be checked where appropriate for visible evidence of contamination, damaged packaging or pest activity before acceptance or storage.

Items suspected of being contaminated or affected by pests will not be transferred into normal storage areas until they have been appropriately assessed.

4.6 Response to Suspected or Confirmed Infestation

Where pest activity or a suspected or confirmed infestation is identified, prompt action will be taken to protect the health, safety and well-being of residents, staff and visitors and to prevent contamination or further spread.

The member of staff identifying or receiving the report must inform the senior member of staff on duty or the Registered Manager without delay. The affected area will be assessed and, where necessary, access will be restricted pending further assessment or treatment.

The Registered Manager, or delegated competent person, will ensure that:

• the pest-control contractor is contacted promptly where professional assessment or treatment is required;
• the nature, location and extent of the suspected infestation are established so far as reasonably practicable;
• an appropriate risk assessment is completed and reviewed as further information becomes available;
• immediate measures are taken to protect residents and prevent contamination of food, medicines, equipment, bedrooms, communal areas and other parts of the premises;
• affected food or other contaminated items are isolated and disposed of appropriately where they are no longer safe for use;
• the source of the infestation and any contributing environmental or structural factors are identified and addressed;
• necessary treatment, cleaning and decontamination are completed;
• relevant recommendations made by the pest-control contractor, Environmental Health or another competent authority are acted upon according to the level of risk;
• residents and their representatives are informed where the incident affects, or may materially affect, the resident’s care, accommodation, safety or well-being; and
• the effectiveness of the remedial action is checked and further treatment or monitoring arranged where required.

Where the infestation affects the service’s ability to continue operating safely, the Registered Manager will implement the relevant arrangements contained within the Emergency and Business Continuity Plan (CHW19), including alternative arrangements for residents where these are necessary to maintain their safety and continuity of care.

The incident will be recorded and managed in accordance with CHW24 – Management of Accidents, Incidents and Near Misses Policy and CHW25 – Notification of Other Incidents Policy.

A pest infestation is not automatically notifiable to Care Inspectorate Wales solely because pest activity has been identified. The Registered Manager must consider whether the circumstances meet a notification requirement under Regulation 60 and Schedule 3 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

Care Inspectorate Wales must be notified where the circumstances meet an applicable statutory notification criterion, including where the incident:

• results in an outbreak of infectious disease;
• results in a serious accident or injury which meets the statutory notification criteria;
• is reported to the police; or
• prevents, or could prevent, the provider from continuing to provide the service safely.

Where a notification to Care Inspectorate Wales is required, it must include details of the event and, unless a different timescale is specified by the Regulations, must be made without delay, in writing and in the manner and form required by Care Inspectorate Wales.

Any additional notification, referral or reporting requirement to Environmental Health, the local authority, a health body or another statutory authority arising from the circumstances of the incident must also be followed.

4.7 Infection Prevention, Chemical Safety and Resident Protection

All pest-control measures will be planned and carried out in a manner that protects residents, staff and visitors from avoidable harm and minimises any risk of infection, contamination or exposure to hazardous substances.

Before chemical pesticides, insecticides, rodenticides or other hazardous pest-control substances are used within the service, the associated risks must be assessed and suitable control measures put in place. Where the Control of Substances Hazardous to Health Regulations 2002 apply, a suitable and sufficient COSHH assessment must be available and the identified control measures must be followed.

Where pest-control treatment is undertaken by an external contractor, the service will obtain sufficient information about the proposed treatment to enable the Registered Manager, or delegated competent person, to assess the implications for residents, staff, visitors, food, medicines and the care-home environment.

Relevant safety information, treatment instructions and precautions provided by the contractor must be followed.

Pest-control products must be used, stored and managed safely and in accordance with the manufacturer’s instructions and any applicable product authorisation. Chemicals, traps and bait stations must not be positioned where they create an avoidable risk to residents, particularly individuals who may have cognitive impairment, reduced capacity, visual impairment, behavioural needs or other vulnerabilities.

Where required by the risk assessment or the instructions for the pest-control product:

• residents, staff and visitors will be excluded from the treatment area for the required period;
• food, medicines, equipment and personal possessions will be protected from contamination;
• traps and bait stations will be positioned securely and out of reach of residents;
• appropriate warning information or restrictions will be put in place;
• treated areas will not be returned to normal use until it is safe to do so; and
• any necessary cleaning or decontamination will be completed following treatment.

Any known allergy, sensitivity, respiratory condition or other individual circumstance that may increase a resident’s risk from a proposed treatment must be taken into account before the treatment is undertaken.

Alternative control arrangements must be considered where reasonably practicable if the proposed treatment would create an unacceptable risk.

Where pest activity has resulted in contamination by droppings, urine, nesting material, insects, carcasses or other biological material, the affected area must be managed in accordance with the service’s infection prevention and control arrangements.

Appropriate precautions must be taken during cleaning and disposal to prevent contamination and exposure.

The Registered Manager must ensure that any restrictions or precautions identified by the pest-control contractor or through the service’s risk assessment are communicated to relevant staff and remain in place for the required period.

4.8 Record Keeping, Monitoring and Follow-Up

The Registered Manager will ensure that pest-control activities and incidents are appropriately documented and that relevant records are available for inspection where required.

Records may include:

• routine pest-control inspection reports;
• treatment reports;
• contractor recommendations;
• Pest Incident Logs;
• risk assessments;
• COSHH assessments where applicable;
• records of cleaning or decontamination;
• records of repairs or environmental improvements arising from pest concerns;
• staff training or briefing records; and
• records of management review and follow-up action.

Records will be sufficiently detailed to demonstrate what was identified, the risks considered, what action was taken, who was responsible for the action and whether the issue was resolved.

Pest-control records and outstanding recommendations will be reviewed by the Registered Manager or delegated competent person to ensure that identified actions are completed.

Pest-control activity will be reviewed for patterns or recurrence, including repeated activity in the same area or repeated findings of the same pest species.

Where recurring or persistent problems are identified, the service will review possible underlying causes, including:

• structural defects;
• access points;
• waste arrangements;
• food storage;
• cleaning standards;
• drainage;
• grounds maintenance;
• building works;
• storage arrangements; and
• contractor recommendations.

Where monitoring identifies shortcomings or recurring risks, corrective actions will be implemented and reviewed to determine whether they have been effective.

Relevant findings may also be considered within the service’s wider quality assurance, health and safety and environmental monitoring arrangements.

4.9 Staff Training, Responsibilities and Management Oversight

All staff will receive information appropriate to their role about pest prevention, recognition and reporting.

Staff training or information will include, as appropriate:

• common signs of pest activity;
• the importance of prompt reporting;
• food hygiene and food-storage controls;
• appropriate waste management;
• environmental cleanliness;
• infection prevention and control considerations;
• actions staff must not take without authorisation; and
• the process for escalating concerns.

Staff must follow this policy and related procedures and immediately report suspected pest activity or conditions that may increase the likelihood of infestation.

Maintenance staff or other staff with environmental responsibilities will be provided with additional information or training appropriate to their duties, including recognising structural or environmental conditions that may allow pest entry or harbourage.

Staff who may be required to handle or work near pest-control substances must receive appropriate information and instruction regarding applicable risks and control measures.

The Registered Manager is responsible for overseeing the implementation of this policy and will ensure that:

• appropriate pest-control arrangements are maintained;
• reported concerns receive an appropriate response;
• professional pest-control assistance is obtained where required;
• relevant risk assessments are completed;
• recommendations and remedial actions are followed through;
• staff understand their responsibilities;
• relevant records are maintained;
• recurring pest-control concerns are investigated; and
• regulatory notifications are made where the statutory notification criteria are met.

The Registered Manager will escalate significant or recurring concerns to the Responsible Individual and/or service provider where appropriate, particularly where the issue may affect the safety, suitability or continued operation of the service.

5. Policy Review

This policy will be reviewed annually or earlier if there are changes in legislation, CIW regulations, or if an incident prompts a review. The Registered Manager is responsible for ensuring that pest control measures remain effective, records are up to date, and staff are informed of their responsibilities.

---

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.