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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Use of Equipment and Aids Policy

1. Purpose

The purpose of this policy is to ensure that all equipment and aids used within {{org_field_name}} are maintained, used, and managed safely to prevent harm to the people we support and staff. This policy provides clear guidance on the correct procedures for selecting, using, inspecting, maintaining, and reporting issues related to equipment and aids. By adhering to this policy, we ensure compliance with the Health and Safety at Work etc. Act 1974, The Provision and Use of Work Equipment Regulations (PUWER) 1998, Lifting Operations and Lifting Equipment Regulations (LOLER) 1998, and Health and Social Care Standards (Scotland).

This policy aims to:

• Ensure all equipment and aids are used correctly and safely to support the independence and well-being of the people we support.
• Minimise risks associated with the use of equipment and aids in care settings.
• Provide clear procedures for staff to follow when using, maintaining, and inspecting equipment.
• Outline the responsibilities of staff, management, and external contractors in maintaining safe equipment.
• Ensure compliance with Care Inspectorate Scotland regulations.

2. Scope

This policy applies to all employees of {{org_field_name}}, including care workers, supervisors, managers, and other personnel involved in the use, maintenance, or procurement of equipment and aids. It also applies to external contractors providing servicing or inspection services for equipment.

3. Legal and Regulatory Framework

This policy is informed by and must be applied in line with the following requirements (as amended from time to time):

• Health and Safety at Work etc. Act 1974 – overarching duties to protect health, safety and welfare of workers and others affected by our activities.
• Management of Health and Safety at Work Regulations 1999 – requirements for suitable and sufficient risk assessment and safe systems of work.
• Provision and Use of Work Equipment Regulations 1998 (PUWER) – duties to ensure work equipment is suitable, maintained, inspected where necessary, and used only by people who have received adequate information, instruction and training.
• Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) – duties relating to lifting equipment (including hoists) and lifting accessories (including slings), including planned lifting operations and statutory thorough examination requirements.
• Manual Handling Operations Regulations 1992 – duties to avoid hazardous manual handling where reasonably practicable and to reduce risk where it cannot be avoided.
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) – legal reporting duties to the HSE where applicable.
• The Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011 (SSI 2011/210) – including requirements linked to service user welfare and safe provision of the service.
• Health and Social Care Standards (Scotland) (effective from 1 April 2018) – including people’s right to safe, compassionate care and support, and to be involved in decisions affecting them.
• Care Inspectorate quality framework for support services (care at home, including supported living models of support) (May 2022) – used in scrutiny and self-evaluation and sets expectations for safe, well-planned care including safe equipment use.
• SSSC Codes of Practice for Social Service Workers and Employers (in force from 1 May 2024) – including duties to work lawfully and safely, follow risk assessment procedures, keep accurate records, and escalate concerns.

4. Safe Selection and Procurement of Equipment

All equipment and aids used must be suitable, safe and fit for purpose for the individual and the environment in which it will be used. When selecting, accepting, borrowing, or purchasing equipment, the Service will ensure that:

• Equipment is obtained from reputable suppliers and is compliant with applicable product safety requirements for the Great Britain market (for example UKCA and/or CE marking where applicable).
• The individual’s needs and outcomes are assessed before equipment is introduced, and the equipment is recorded within the person’s relevant plan/risk assessment where it affects delivery of care.
• The home environment is assessed for safe use (for example space, flooring, access, storage, electrical safety, infection prevention considerations, and presence of other household members/pets).
• Manufacturer instructions, safe working load limits, compatibility requirements (for example correct sling for hoist), and cleaning requirements are reviewed and followed.
• A suitable and sufficient risk assessment is completed prior to first use and reviewed when needs change, after any incident/near miss, after equipment changes, or where concerns are identified.
• The Service has a process to monitor and respond to Medicines and Healthcare products Regulatory Agency (MHRA) safety alerts relevant to equipment used in the service, and actions taken are recorded.

5. Staff Training and Competency

To ensure safety and compliance, all staff using equipment must:

1. Receive Training: All staff must undergo induction and ongoing training on the safe use of care equipment.
2. Demonstrate Competency: Staff must be assessed on their ability to operate equipment safely before use.
3. Manual Handling Certification: Where applicable, staff must complete training in safe lifting techniques.
4. Emergency Response Knowledge: Staff must understand emergency procedures in case of equipment failure or accidents.
5. Annual Refreshers: Training should be refreshed annually or when introducing new equipment.

6. Equipment Maintenance and Inspection

Regular maintenance and inspection of equipment are essential to prevent malfunctions and safety hazards. {{org_field_name}} ensures that:

1. Daily Checks: Staff must visually inspect equipment before each use.
2. Scheduled Maintenance: Equipment such as hoists, wheelchairs, and beds must be serviced regularly.
3. Record Keeping: All maintenance and repair activities must be documented.
4. Immediate Reporting: Staff must report faults or wear and tear immediately.
5. Statutory Thorough Examination (LOLER): Where equipment is used to lift people (for example mobile hoists, ceiling track hoists, stand aids when used as lifting equipment, and all associated slings and lifting accessories), the Service will ensure thorough examinations are completed by a competent person at least every 6 months, unless a written examination scheme specifies different intervals. Certificates/reports will be retained and defects acted upon immediately.
6. PUWER inspection and maintenance: All work equipment used by staff to deliver the service must be suitable for its intended purpose, maintained in efficient working order and good repair, and inspected where required (for example where deterioration could result in a significant risk). The Service will ensure that pre-use checks are completed as required, faults are reported and actioned promptly, and maintenance/inspection records are retained in line with record-keeping requirements.
7. Electrical safety (where applicable): Where electrically powered equipment is provided, owned, supplied or maintained by the Service, the Service will ensure that electrical safety is managed in line with risk. This includes visual/pre-use checks by staff where required, removal from use where damage is suspected (for example damaged plugs, cables, controls, casings, or evidence of overheating), and planned electrical safety testing/inspection where this is required based on risk and manufacturer guidance. Actions taken and results of checks/testing must be recorded.
8. Cleaning and decontamination: Reusable equipment must be cleaned and, where required, disinfected in line with manufacturer instructions and infection prevention and control guidance. Where equipment is shared between people, it must be cleaned/disinfected between users (and additionally when visibly soiled). The Service will clearly define who is responsible for cleaning (Service, supplier, or person supported/family), ensure staff have access to suitable cleaning products/PPE where required, and keep appropriate records where cleaning/decontamination is part of the Service’s responsibility.

7. Safe Use of Mobility Aids

Mobility aids such as walking frames, rollators, wheelchairs, and crutches must be used safely and appropriately. Staff must:

1. Assess Suitability: Ensure the aid is suitable for the individual’s needs.
2. Perform Pre-Use Checks: Verify that rubber tips, brakes, and frames are intact.
3. Provide Guidance: Assist individuals in using mobility aids safely.
4. Monitor Changes: Identify if an individual’s needs have changed, requiring a different aid.
5. Store Safely: Ensure mobility aids are stored in a dry, accessible location.

8. Safe Use of Hoists and Lifting Equipment

Hoists and lifting aids require specific training and handling procedures. Staff must:

1. Verify Suitability: Check weight limits and individual risk assessments before use.
2. Conduct Safety Checks: Inspect slings, straps, and motors before operation.
3. Staffing for transfers: Transfers must be carried out in line with the individual’s moving and handling risk assessment and the equipment manufacturer’s instructions. The minimum number of staff required must be explicitly stated in the risk assessment/plan (for example, many hoist transfers require two trained staff, but staffing may vary depending on the assessed risks, the person’s presentation, the environment, and the type of equipment).
4. Compatibility and safety checks: Staff must ensure the correct sling type/size is used, the sling is compatible with the hoist, and the safe working load is not exceeded.
5. Defects and quarantine: Any hoist or sling that is damaged, missing labels, has an expired thorough examination date, or is otherwise suspected to be unsafe must be removed from use immediately, clearly labelled “DO NOT USE”, and reported in line with Section 10.
6. Emergency lowering and contingency: Staff must know and follow the manufacturer’s emergency lowering procedure and the Service contingency arrangements if equipment fails during a transfer.
7. Ensure Comfort and Security: Position individuals properly before lifting.
8. Report Issues Immediately: Do not use hoists showing signs of wear or malfunction.

9. Personal Protective Equipment (PPE)

Staff must wear appropriate PPE when using certain types of equipment to prevent injury. This includes:

• Gloves when handling personal care equipment.
• Safety footwear when moving heavy items.
• Protective clothing where there is a risk of contamination.

All PPE must comply with Control of Substances Hazardous to Health (COSHH) Regulations.

10. Reporting and Managing Equipment Failures

Faulty equipment poses a serious safety risk. Staff must:

1. Stop Using the Equipment Immediately.
2. Report the Fault to a Supervisor.
3. Record the Issue in the Incident Log.
4. Mark the Equipment as Out of Service.
5. Arrange for Repairs or Replacement.

External reporting and notifications (Care Inspectorate / HSE):

Where an equipment failure, defect, misuse, or environmental factor results in (or could reasonably have resulted in) harm, the Service will consider and action any required external reporting. This includes:

• Care Inspectorate notifications via the required system (for example, accidents/incidents/injuries and significant equipment breakdown).
• Protection notifications: where there is a concern that a person has been harmed or is at risk of harm (including where unsafe equipment use or failure contributes), the Service will follow current Care Inspectorate protection notification processes (including the updated “protection concern” notification arrangements introduced from 7 April 2025).
• RIDDOR reporting to the HSE where legal thresholds are met (for example specified injuries, dangerous occurrences, or work-related fatalities).

11. Emergency Procedures

In case of equipment failure, staff must:

• Use alternative manual handling techniques where safe and appropriate.
• Follow emergency evacuation plans if equipment failure poses a safety risk.
• Report any injury or incident immediately following incident reporting protocols.

12. Quality Assurance and Continuous Improvement

To ensure ongoing compliance and safety, {{org_field_name}} will:

• Conduct regular audits on equipment use and maintenance records.
• Obtain feedback from staff and people receiving care on equipment safety and usability.
• Keep up to date with new technology and best practices in equipment safety.
• Review this policy and associated procedures in line with learning from incidents, audit findings, changes in legislation, and updates to Care Inspectorate guidance, including the Quality framework for support services (care at home, including supported living models of support) (May 2022).

13. Related Policies

This policy should be read alongside:

• Health and Safety Policy
• Manual Handling Policy
• Risk Assessment and Incident Reporting Policy
• Infection Control Policy

14. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

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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.