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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Adaptations and Specialist Equipment Management Policy

1. Purpose

The purpose of this policy is to set out how {{org_field_name}} ensures the safe, effective, and person-centred provision, maintenance, and use of adaptations and specialist equipment within the care home environment. This policy is developed in line with the Regulation and Inspection of Social Care (Wales) Act 2016, associated statutory guidance, Health and Safety Executive (HSE) requirements, and CIW expectations relating to the promotion of well-being, independence, and safety for individuals receiving care and support. Our aim is to ensure that any equipment or environmental adaptation required to meet the needs of individuals is selected, assessed, installed, maintained, and reviewed to the highest standard, with safety, dignity, and effectiveness prioritised.

2. Scope

This policy applies to all staff working at {{org_field_name}}, including care, domestic, maintenance, and management teams. It covers the assessment, selection, installation, use, training, inspection, and maintenance of all specialist equipment and adaptations provided for residents. This includes mobility aids, hoists, slings, profiling beds, wheelchairs, pressure-relieving equipment, adjustable furniture, accessible bathrooms, hearing or visual aids, communication devices, and environmental modifications such as ramps and grab rails.

3. Related Policies

This policy should be read in conjunction with the following:
CHW07 – Person-Centred Care Policy
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
CHW36 – Initial Assessment and Care Planning Policy
CHW37 – Moving and Handling Policy

4. Policy Statement and Implementation

A. Person-Centred Assessment and Provision
The need for adaptations or specialist equipment is identified through comprehensive, person-centred assessments undertaken prior to admission and reviewed regularly. These assessments are completed by appropriately trained staff in collaboration with occupational therapists, physiotherapists, or other allied health professionals where required. Equipment is only provided where it is required to meet an assessed need and is suitable for the individual’s specific preferences, physical capabilities, and safety. We ensure that adaptations are not made based on diagnosis alone, but are tailored to individual outcomes and functional goals, such as improved mobility, communication, or independence in personal care.

B. Equipment Procurement and Suitability
All equipment and adaptations used at {{org_field_name}} are sourced from reputable suppliers and meet relevant British Standards and CE/UKCA certification requirements. Where possible, we work in partnership with local health boards, local authority equipment stores, and accredited suppliers to access safe and suitable equipment. Before any equipment is introduced for use, it is checked for functionality, safety, and cleanliness by the maintenance or clinical team. Used or second-hand equipment is never introduced into use unless it has been professionally reconditioned, inspected, and approved.

C. Installation and Environmental Adaptations
Where fixed adaptations such as ceiling track hoists, ramps, widened doorways, or accessible bathrooms are required, these are installed by competent contractors following a risk assessment and in accordance with building and health and safety regulations. The installation is overseen by the Registered Manager or delegated Responsible Person. Environmental changes are made to enhance accessibility without compromising infection control or fire safety measures. All adaptations are logged in the care home’s premises and maintenance records.

D. Safe Use and Staff Training
All staff using specialist equipment are provided with full training and competency checks to ensure safe and effective use. This includes training on mobile and ceiling hoists, slings, transfer boards, profiling beds, wheelchair handling, stand aids, pressure mattresses, and communication aids. The Registered Manager ensures that training is up to date and included in the staff training matrix (see CHW27 – Staff Supervision, Training, and Development Policy). Each item of equipment is accompanied by a user manual or safe working procedure. Visual prompts or signage may be used in staff areas as a reminder of correct techniques. Staff must report immediately any fault, damage, or concern about equipment safety.

E. Maintenance, Servicing, and Inspection
All specialist equipment is subject to a robust programme of routine maintenance and safety checks in line with manufacturer instructions, statutory requirements, and LOLER (Lifting Operations and Lifting Equipment Regulations 1998) where applicable. This includes six-monthly inspections for hoists and slings, annual servicing of profiling beds, and scheduled checks on wheelchairs and sensory aids. Records of all maintenance and servicing are held in the Equipment Maintenance Log and are made available to CIW and other regulators upon request. Equipment found to be faulty or unsafe is immediately taken out of use, labelled, and quarantined until repaired or replaced.

F. Infection Prevention and Equipment Hygiene
All equipment is cleaned regularly and after each use in line with CHW17 – Infection Prevention and Control Policy. Cleaning schedules are maintained for shared equipment such as hoists, commodes, and wheelchairs. Single-user items are labelled and stored appropriately. Staff follow strict hand hygiene and PPE protocols when handling equipment to minimise the risk of cross-contamination. Maintenance staff are trained in cleaning standards when inspecting or repairing equipment. Equipment with soft surfaces (such as cushions or slings) is checked routinely for signs of wear, damage, or fluid ingress and replaced when necessary.

G. Emergency Access and Power-Dependent Equipment
Specialist equipment that relies on mains electricity (such as powered beds, alternating air mattresses, or communication devices) is monitored as part of our emergency planning and business continuity arrangements (CHW19). Backup arrangements are in place in the event of power failure, including battery back-up for essential aids and accessible manual alternatives where required. Equipment required for emergency evacuation (e.g., evacuation chairs) is positioned strategically, regularly checked, and staff are trained in their use.

H. Monitoring, Feedback, and Review
Each resident’s equipment and environmental adaptations are reviewed at least monthly as part of their care plan review (CHW36). Any changes in condition, preferences, or risk level trigger a reassessment. Residents and families are encouraged to give feedback on how equipment is helping them achieve their personal outcomes, and whether adjustments are needed. We also seek professional review from occupational therapists where concerns arise about fit-for-purpose or deterioration in mobility. Internal audits on equipment use, training compliance, and maintenance records are conducted quarterly and findings are reported to the Registered Manager and Responsible Individual.

5. Policy Review

This policy is reviewed annually or earlier in response to regulatory changes, audit findings, or incidents involving equipment failure or safety. The Registered Manager is responsible for ensuring this policy reflects current legislation, guidance, and best practice in equipment safety and care delivery. Copies are available to all staff and discussed as part of induction and supervision.

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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}}
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