DCW22-Handling and Disposal of Hazardous Substances Policy
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Handling and Disposal of Hazardous Substances Policy
1. Purpose
The purpose of this policy is to ensure the safe handling, storage, use, and disposal of hazardous substances within {{org_field_name}} to protect staff, service users, visitors, and the environment. This policy has regard to the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended), and the Welsh Government statutory guidance for domiciliary support services (last updated 27 March 2024). It reflects CIW expectations that providers operate safe systems for hazardous substances, clinical waste, and medicines disposal.
The objectives of this policy are to:
- Ensure compliance with all relevant legislation and regulatory requirements.
- Minimise risks associated with hazardous substances to protect staff, service users, and the public.
- Provide clear procedures for the safe storage, handling, and disposal of hazardous substances.
- Ensure staff training and competency in managing hazardous materials.
- Prevent environmental contamination through safe disposal practices.
2. Scope
This policy applies to:
- All staff, including care workers, managers, and administrative personnel.
- Service users and their families, ensuring awareness of potential risks.
- Contractors and external professionals, who must follow safety procedures when working with hazardous substances.
- The Registered Manager and Responsible Individual, who oversee compliance and risk management.
3. Legal and Regulatory Framework
This policy has regard to the following legislation, regulations and statutory guidance (as amended):
- Regulation and Inspection of Social Care (Wales) Act 2016.
- Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017.
- Welsh Government statutory guidance for care home and domiciliary support service providers (last updated 27 March 2024).
- Health and Safety at Work etc. Act 1974.
- Control of Substances Hazardous to Health Regulations 2002 (COSHH).
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
- Environmental Protection Act 1990 (duty of care for waste).
- The Hazardous Waste (Wales) Regulations 2005 (hazardous waste controls and consignment arrangements).
- Welsh Health Technical Memorandum (WHTM) 07-01: Safe and sustainable management of healthcare waste (best practice framework for healthcare/clinical waste streams).
Where medicines and sharps disposal is in scope, this policy must be read alongside the service’s Medicines Management and Infection Prevention and Control policies.
4. Identifying Hazardous Substances in Domiciliary Care
Hazardous substances commonly encountered in domiciliary care settings include:
- Cleaning chemicals, such as disinfectants, bleach, and descalers.
- Medication waste, including controlled drugs, expired medications, and liquid medicines.
- Sharps and needles, used for insulin injections and other treatments.
- Biological hazards, including bodily fluids, waste, and contaminated items.
- Personal protective equipment (PPE) waste, such as gloves, masks, and gowns.
How we manage this efficiently:
- Comprehensive risk assessments are conducted for all hazardous substances.
- Safety data sheets (SDS) are available for all chemicals used by staff.
- Service users’ care plans include individual risk assessments related to hazardous substances.
4.1 Substances owned by individuals (service users) in their own homes
In domiciliary support services, many cleaning products and household chemicals may be owned by the individual. Staff must not use any product that is unlabelled, decanted into an unknown container, past its expiry date, or appears unsafe. Where the service requires staff to use specific products (for example, disinfectants), these must be service-approved products with accessible manufacturer instructions and (where applicable) SDS/COSHH information. Any restrictions (for example, asthma/respiratory sensitivity, allergies, or oxygen use in the home) must be recorded in the individual’s risk assessment and personal plan, and staff must follow those controls.
5. Handling and Storage of Hazardous Substances
To prevent accidents, exposure, and contamination, all hazardous substances must be handled and stored correctly.
5.1 Safe Handling Procedures
- Staff must wear appropriate PPE, including gloves and masks, when handling hazardous substances.
- All hazardous substances should be used in well-ventilated areas where possible.
- Decanting chemicals is strictly prohibited to prevent accidental misuse.
- No hazardous substances should be left unattended in service users’ homes.
- Chemicals must never be mixed, as this can create harmful reactions.
How we manage this efficiently:
- All staff receive COSHH training on the safe handling of hazardous substances.
- Staff follow written instructions and manufacturer guidelines when using cleaning products.
- Emergency procedures are in place in case of accidental exposure.
5.2 Storage of Hazardous Substances
- All hazardous substances must be stored in original containers, clearly labelled with hazard symbols.
- Cleaning chemicals must be stored securely and out of reach of children and anyone at risk, and where a lockable cupboard is available this must be used. Where a lockable location is not available in an individual’s home, staff must agree the safest available storage location with the individual/representative, record this in the risk assessment/personal plan, and escalate any unresolved safety concerns to the Registered Manager.
- Flammable substances must be stored away from heat sources.
- Service users’ homes are risk assessed to ensure proper storage.
How we manage this efficiently:
- Regular audits are conducted to ensure proper storage of hazardous substances.
- Staff training includes best practices for storage safety.
- Care workers are required to check and report any storage concerns in service users’ homes.
6. Disposal of Hazardous Substances
Proper disposal procedures help prevent harm to staff, service users, and the environment.
6.1 Safe Disposal of Cleaning Chemicals
- Never dispose of hazardous substances down household drains or toilets unless specified as safe by the manufacturer.
- Follow local authority guidance for chemical disposal.
- Use designated hazardous waste containers for expired or unused chemicals.
6.2 Safe Disposal of Medication Waste
- Unused or expired medications must never be flushed down toilets or sinks.
- Medication waste should be returned to pharmacies for safe disposal.
Controlled drugs and other medicines must not be disposed of in household waste, sinks or toilets. Where medicines are no longer required (including after a change of prescription or following a death), staff must follow the Medicines Management Policy: record the action taken, and return medicines to a community pharmacy (or other authorised route) as soon as possible. Any discrepancies, suspected diversion, or concerns about misuse must be escalated immediately in line with safeguarding and incident reporting procedures.
6.3 Safe Disposal of Sharps and Needles
- Sharps must be disposed of in an approved sharps container, never in household bins.
- Used needles should never be recapped, to prevent injuries.
- Full sharps bins must be collected by licensed waste disposal services.
In domiciliary support, sharps containers are normally provided and collected via local authority or health services arrangements. Staff must confirm (and record in the individual’s plan) how sharps are obtained and collected. If a safe sharps container is not available, is overfilled, or collection has failed, staff must stop the task if necessary to prevent injury, make the area safe, and escalate to the Registered Manager for urgent resolution.
6.4 Safe Disposal of Biological Waste
- Contaminated PPE and waste should be double-bagged and disposed of as per local guidelines.
- Bodily fluids should be cleaned using appropriate disinfectants, with waste disposed of safely.
How we manage this efficiently:
- Staff follow strict disposal guidelines in line with environmental and health regulations.
- Clear procedures are communicated to service users and families where applicable.
- Routine checks ensure staff compliance with safe disposal practices.
6.5 Waste duty of care, contractors and records
Where the service provider arranges removal of hazardous/clinical waste (including full sharps containers) from any premises it controls or from service activities, only authorised/appropriately registered waste contractors must be used. The service must retain required waste documentation (for example, transfer documentation and, where applicable, hazardous waste consignment documentation) in line with legal and contractual requirements. The Registered Manager (or delegate) must ensure there is oversight of waste arrangements and that any recurring issues (missed collections, unsafe containers, segregation problems) are escalated and actioned.
7. Incident Reporting and Emergency Procedures
7.1 Incident Reporting
Any exposure, spill, or improper disposal of hazardous substances must be reported immediately using incident report forms.
Incidents must be reported internally immediately. Where the incident meets RIDDOR reporting criteria, the Registered Manager (or delegate) must ensure reporting to the HSE. Where the incident meets the threshold for a CIW notifiable incident (for example, an accident or injury requiring treatment by a healthcare professional and resulting in significant harm), the service must notify CIW without delay in the form/manner required.
- Medical attention should be sought for any exposure-related injury or illness.
- Risk assessments must be updated following any incident.
7.2 Emergency Procedures
- In case of chemical spills, staff must evacuate and use appropriate spill kits.
- Inhalation or ingestion of hazardous substances must be treated as a medical emergency.
- Emergency contacts for hazardous waste disposal are available for staff use.
How we manage this efficiently:
- Emergency response plans are in place for hazardous substance incidents.
- Incident reports are analysed for trends and improvements.
- Regular drills ensure staff are prepared for emergencies.
8. Training and Staff Awareness
- All staff receive mandatory COSHH training, refreshed annually.
- Care workers handling hazardous substances undergo practical training.
- Supervisors conduct regular spot-checks to ensure compliance.
Training must also cover:
- safe handling and disposal of clinical waste and sharps (including sharps injury prevention and what to do if a sharps container is unavailable/overfilled);
- spill management (including bodily fluid spillages) and the safe use of PPE;
- reporting and escalation pathways, including RIDDOR and CIW notifiable incidents where applicable;
- documenting controls in risk assessments and personal plans.
9. Related Policies
This policy aligns with:
- Health and Safety at Work Policy (DCW16).
- Risk Management and Assessment Policy (DCW18).
- Infection Prevention and Control Policy (DCW17).
- Management of Accidents, Incidents, and Near Misses Policy (DCW24).
10. Policy Review
This policy will be reviewed annually or sooner if required due to changes in legislation, business needs, or CIW regulations. The Registered Manager and Responsible Individual are responsible for ensuring its accuracy and implementation.
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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