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Registration Number: {{org_field_registration_no}}

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Home Adaptation and Equipment Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} supports people to access, use and review home adaptations, community equipment and assistive equipment safely, lawfully and in a person-centred way. The policy supports people’s independence, choice, dignity, privacy, safety and wellbeing, while recognising their right to be involved in decisions and to take informed risks.

This policy supports compliance with the Public Services Reform (Scotland) Act 2010, the Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011, the Health and Social Care Standards: My Support, My Life, the Care Inspectorate quality framework for support services, the Scottish Government Equipment and Adaptations Guidance 2023, and the SSSC Codes of Practice for Social Service Workers and Employers 2024.

This policy ensures that:

• Individuals receive timely and appropriate adaptations to their homes to enhance accessibility and safety.
• The selection and use of equipment meet safety and regulatory standards.
• Staff are trained and assessed as competent to support the safe use of agreed equipment within their role, and to report concerns, changes in need, faults or risks promptly. Staff must not prescribe, adapt, install, repair or recommend specialist equipment unless this is within their role, training and competence.
• Regular reviews and maintenance of equipment are conducted to ensure safety and effectiveness.
• Compliance with legal and regulatory requirements is maintained.

2. Scope

This policy applies to:

• All staff, including care workers, supervisors, coordinators and managers, who identify equipment-related needs, support people to use agreed equipment, complete or contribute to risk assessments, report faults or concerns, and work with relevant professionals.
• Agency and temporary staff, ensuring they follow the same standards when assisting individuals with equipment use.
• People we support, their families, and representatives, ensuring they understand available support and their rights.
• External professionals, such as occupational therapists, equipment suppliers, and housing authorities involved in home adaptations.
• Equipment owners and responsible bodies, including local authorities, NHS services, Integration Authorities, community equipment services, landlords, housing providers, private suppliers and the person themselves where equipment is privately purchased.

3. Legal and Regulatory Framework

This policy is underpinned by the following legislation, standards and guidance:

• Public Services Reform (Scotland) Act 2010 – establishes the framework for regulation and scrutiny of care services in Scotland.
• Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011 – including the principles of quality, safety, independence and choice, welfare of people using services, and Regulation 5 on personal plans.
• Health and Social Care Standards: My Support, My Life – including people’s rights to high-quality care, involvement in decisions, dignity, respect, safe care, and care that reflects their needs, wishes and choices.
• Care Inspectorate quality framework for support services, including care at home and supported living models of support – used for self-evaluation, inspection and improvement.
• Care Inspectorate notification and record keeping requirements – including immediate notification of accidents, incidents, injuries, allegations of abuse and significant equipment breakdowns.
• SSSC Codes of Practice for Social Service Workers and Employers 2024 – including requirements to protect rights, promote independence, work safely, maintain records, report harm and maintain skills and competence.
• Scottish Government Equipment and Adaptations Guidance 2023 – statutory guidance covering the responsibilities of NHS Scotland, local authorities, Integration Authorities and housing partners for equipment and adaptations.
• Public Bodies (Joint Working) (Scotland) Act 2014 – including integrated arrangements for health and social care functions relating to equipment and adaptations.
• National Health Service (Scotland) Act 1978, Social Work (Scotland) Act 1968, and Chronically Sick and Disabled Persons legislation as it applies in Scotland – relevant to health, social care and local authority responsibilities for assistance, equipment and adaptations.
• Housing (Scotland) Act 2006 and associated Scheme of Assistance arrangements – relevant to adaptations and financial assistance for disabled people in private housing.
• Adults with Incapacity (Scotland) Act 2000 – relevant where a person lacks capacity to make a decision about equipment, adaptations or associated risk.
• Adult Support and Protection (Scotland) Act 2007 – relevant where equipment failure, unsafe environments, neglect, coercion or acts of omission may place an adult at risk of harm.
• Equality Act 2010 – including the duty to avoid discrimination and support reasonable adjustments.
• Health and Safety at Work etc. Act 1974, Management of Health and Safety at Work Regulations 1999, Manual Handling Operations Regulations 1992, PUWER 1998 and LOLER 1998 – relevant to safe systems of work, work equipment, moving and handling, hoists, slings and lifting equipment.
• UK GDPR and Data Protection Act 2018 – relevant to records, personal plans, equipment records, supplier correspondence and information sharing.
• RIDDOR 2013, where applicable, and organisational incident reporting procedures.
• MHRA medical device reporting guidance, where equipment is a medical device and a defect, adverse incident or safety concern requires escalation.

4. Assessing the Need for Home Adaptations and Equipment

4.1 Initial Assessment

Each person’s need for home adaptations, community equipment or assistive equipment must be considered as part of their assessment, risk assessment and personal plan. The personal plan must set out how the person’s health, welfare and safety needs will be met, including any equipment or adaptations required to support their outcomes, independence, dignity, communication, mobility, safety and wellbeing. This includes:

• An environmental risk assessment of their home.
• A review of the individual’s mobility, health conditions, and daily living needs.
• Consultation with occupational therapists or healthcare professionals for specialist recommendations.
• Consideration of family and carer input where applicable.
• Identifying funding sources for adaptations (e.g., local authority grants, NHS support, self-funded options).

Equipment and adaptation needs must be considered with the person and, where appropriate, their representative, family, unpaid carer and relevant professionals. This may include occupational therapy, physiotherapy, nursing, speech and language therapy, community equipment services, housing services, landlords, the local authority, NHS services, Integration Authority services or specialist suppliers.

The personal plan must be prepared within 28 days of the person first receiving the service, made available to the person and any representative consulted, reviewed when requested, reviewed when there is a significant change in the person’s health, welfare or safety needs, and reviewed at least every six months while the person receives the service.

4.2 Types of Home Adaptations and Equipment

Adaptations and equipment may include:

• Mobility aids, such as walking frames, wheelchairs, and rollators.
• Bathroom adaptations, such as grab rails, raised toilet seats, and walk-in showers.
• Kitchen adaptations, including height-adjustable worktops and adapted utensils.
• Lifting and transferring equipment, including hoists and transfer boards.
• Sensory and communication aids, such as alerting devices for hearing impairments.
• Smart home technology, including voice-controlled assistants and automated lighting.

• Pressure care equipment, including specialist mattresses, cushions and positioning equipment.
• Bed rails, bed levers, support rails, profiling beds and associated entrapment risk assessments.
• Falls prevention equipment, including sensor mats, falls alarms, pendant alarms and telecare.
• Medication-related assistive technology, where this is part of the person’s agreed support.
• Augmentative and alternative communication aids, where required to support communication.
• Technology enabled care, including telecare, environmental controls and digital monitoring where lawful, proportionate and agreed.
• Emergency evacuation equipment, where required by the person’s assessed needs and home environment.

The use of technology enabled care or monitoring equipment must be lawful, necessary, proportionate and clearly recorded in the personal plan. Consent, capacity, privacy, data protection and human rights must be considered before any such equipment is used.

4.3 Risk Assessment and Suitability Checks

Before equipment is used or an adaptation is relied upon, {{org_field_name}} will ensure that:

• The person is involved in the decision as far as they are able and wishes to be involved.
• The person’s consent is obtained and recorded, unless there is lawful authority to proceed where the person lacks capacity.
• Where capacity is in doubt, staff follow the Adults with Incapacity (Scotland) Act 2000 and seek advice from the manager and relevant professionals.
• Any welfare attorney, guardian or relevant legal representative is consulted where required.
• The person’s right to take informed risks is respected, balanced with the provider’s duty to reduce avoidable harm.
• A moving and handling assessment is completed where equipment is used for transfers, mobility or repositioning.
• A home environmental risk assessment is completed, including space, flooring, lighting, trip hazards, pets, infection prevention and control, storage, access, exits and emergency evacuation.
• The equipment is suitable for the person’s needs, weight, height, mobility, communication, cognition, skin integrity, health condition and preferences.
• The equipment is suitable for the home environment and can be used safely by the person, staff and any unpaid carers.
• The equipment is used only in line with the personal plan, risk assessment, manufacturer’s instructions and any professional guidance.
• Ownership and maintenance responsibility are clearly recorded.
• Arrangements are in place for cleaning, servicing, repair, replacement, removal and return.
• Emergency procedures are recorded for equipment failure, power failure, telecare failure, hoist failure, entrapment, falls or other foreseeable risks.

4.4 Consent, Capacity and Restrictive Practice

People must be supported to make their own decisions about equipment and adaptations wherever possible. Staff must provide information in a way the person can understand, including accessible formats or communication support where required.

Where equipment may restrict a person’s movement, privacy or choice, such as bed rails, sensor equipment, monitoring technology, locked controls, specialist seating or equipment that limits independent movement, this must be treated as a rights-based decision. The least restrictive option must be used, and the reason for the restriction must be recorded in the personal plan and risk assessment.

Where the person lacks capacity to consent to the use of equipment or an adaptation, decisions must be made lawfully under the Adults with Incapacity (Scotland) Act 2000 and in consultation with relevant legal representatives and professionals. Staff must not use equipment as a form of restraint, convenience or routine practice.

5. Providing, Installing, and Maintaining Equipment

5.1 Sourcing, Ordering and Installation

Equipment and adaptations must be sourced through the appropriate pathway. This may include NHS services, local authority services, Integration Authority arrangements, community equipment services, housing services, landlords, approved suppliers or private purchase by the person.

{{org_field_name}} will not purchase, install, alter, adapt or repair specialist equipment unless this is within the organisation’s agreed role and competence. Where specialist advice is required, this must be sought from the relevant professional or responsible body.

Before equipment is used, staff must confirm and record:

• who owns the equipment;
• who is responsible for servicing, maintenance and repair;
• who staff should contact if the equipment fails;
• whether staff are trained and competent to use it;
• whether the person and any unpaid carer have received information or instruction;
• whether the equipment is included in the person’s personal plan and risk assessment;
• whether any manufacturer’s instructions, professional instructions or safe working procedures are available to staff.

5.2 Equipment Checks, Servicing and Maintenance

Equipment must be checked, cleaned, serviced, maintained and reviewed in line with the manufacturer’s instructions, professional advice, ownership arrangements and legal requirements.

Staff must complete visual and pre-use checks before using equipment, including checking for obvious damage, missing parts, poor fit, instability, unsafe positioning, battery or power issues, contamination, frayed straps, damaged slings, faulty brakes, loose fixings or expired servicing labels.

Staff must not use equipment if they believe it is unsafe, unsuitable, damaged, contaminated, overdue for required examination or not included in the person’s agreed plan. The matter must be reported immediately to the line manager and the responsible equipment provider or owner.

Where hoists, slings or other lifting equipment are used, {{org_field_name}} will ensure that LOLER requirements are followed. Lifting equipment and associated accessories used to lift people must normally be thoroughly examined every six months unless a competent person has set a different written examination scheme.

Records must be kept of equipment checks, reported faults, repairs, servicing, LOLER thorough examinations, professional reviews and any decision to remove, replace or stop using equipment.

5.3 Safe Storage and Handling

• Equipment must be stored safely and securely when not in use.
• Staff and individuals must follow manual handling procedures when using mobility and lifting aids.
• Protective covers or secure storage areas must be used where needed to prevent damage.

5.4 Faults, Breakdowns, Defects and Notifications

Any equipment fault, defect, breakdown, near miss or incident must be reported immediately to the line manager and recorded in accordance with the Incident and Accident Reporting Policy.

Staff must take immediate action to keep the person safe. This may include stopping use of the equipment, using an agreed alternative method, contacting emergency services, contacting the responsible equipment provider, contacting the person’s representative, or seeking urgent professional advice.

Significant equipment breakdowns must be notified to the Care Inspectorate without delay in line with Care Inspectorate notification requirements.

Where equipment failure has caused, or may have caused, harm, the manager must consider whether further notifications are required, including adult support and protection referral, RIDDOR reporting, duty of candour procedure, MHRA medical device reporting, local authority or NHS reporting, or notification to the equipment owner or supplier.

Faulty equipment must be clearly labelled, removed from use where safe and practical, and not returned to use until it has been checked, repaired or replaced by a competent person or responsible body.

5.5 Infection Prevention, Cleaning, Return and Re-use

Equipment must be kept clean and used in a way that reduces infection risk. Staff must follow infection prevention and control procedures, including hand hygiene, PPE where required, cleaning schedules and safe handling of contaminated equipment.

Equipment must not be shared between people unless it has been cleaned, decontaminated and approved for re-use in line with the responsible provider’s procedures.

Where equipment is returned to a community equipment store, supplier, NHS service, local authority or other provider, staff must follow the correct return, cleaning and reporting process.

6. Training, Competence and Staff Responsibilities

Staff must only use equipment that they have been trained and assessed as competent to use. Training must be relevant to the person, equipment, environment and task.

Staff responsibilities include:

• following the person’s personal plan, moving and handling assessment, risk assessment and manufacturer’s instructions;
• completing pre-use visual checks before using equipment;
• checking that equipment is clean, suitable and safe before use;
• using only the agreed sling, attachment, accessory or setting recorded in the person’s plan;
• respecting the person’s dignity, privacy, communication needs, preferences and right to be involved;
• stopping and seeking advice if the person’s needs, risks or environment have changed;
• reporting faults, defects, near misses, poor fit, discomfort, refusal, distress or unsafe use immediately;
• recording equipment use, concerns, incidents and actions taken accurately;
• attending refresher training and competency reassessment as required;
• telling their manager if they do not feel competent or safe to use any equipment.

Managers must ensure that training and competency records are maintained, including for agency and temporary staff. No staff member must be asked to use equipment where they have not received the required training, instruction and competency assessment.

7. Funding and Financial Considerations

7.1 Accessing Financial Support

People may be eligible for advice, support, equipment or adaptations through:

• NHS Scotland services;
• local authority services;
• Integration Authority or Health and Social Care Partnership arrangements;
• community equipment services;
• housing services, landlords or registered social landlords;
• the local authority Scheme of Assistance for private housing adaptations;
• grants, loans or practical assistance where available under Scottish housing arrangements;
• charitable funding or community organisations;
• self-funding, where statutory or other funding is not available or where the person chooses to purchase equipment privately.

Staff must not give financial advice beyond their role. Where funding, ownership, liability or tenancy issues arise, the person must be signposted to the relevant local authority, housing provider, occupational therapist, social worker, advocacy service, welfare rights service or independent advice provider.

7.2 Cost Transparency

• Individuals are informed of any financial contributions required before adaptations or equipment are provided.
• Funding applications are supported by staff where necessary.
• Invoices and purchase records are maintained for financial accountability.
• Where the person privately purchases equipment, the personal plan must record who owns it, who is responsible for maintenance, repair, replacement, insurance, safe disposal and any professional review required before staff use it.

8. Complaints, Feedback, and Continuous Improvement

8.1 Handling Complaints About Equipment or Adaptations

• Complaints are logged, reviewed, and addressed promptly.
• Affected individuals receive alternative solutions while issues are resolved.
• Equipment suppliers and maintenance teams are contacted for urgent repairs.

• People must be told how to raise concerns or complaints with {{org_field_name}}, the local authority, NHS service, equipment provider, housing provider or Care Inspectorate, depending on the issue.
• Where a concern relates to immediate safety, staff must act at once and must not wait for the complaints process before making the person safe.
• Complaints, concerns, incidents, near misses and feedback about equipment must be reviewed for learning and service improvement.

8.2 Gathering Feedback for Service Improvement

• People we support and staff are encouraged to provide feedback on adaptations and equipment.
• Regular service evaluations ensure equipment meets current needs.
• Lessons learned are used to improve processes and training.

Feedback about equipment and adaptations must be used as part of quality assurance and self-evaluation. This includes checking whether equipment remains suitable, whether staff follow the person’s plan, whether the person feels safe and confident, whether the equipment promotes independence and whether any delays, faults or barriers have affected outcomes.

8.3 Quality Assurance and Audit

The manager will ensure regular quality assurance of equipment and adaptation practice. This will include checks that:

• equipment needs are recorded in the personal plan;
• risk assessments are current and person-centred;
• personal plans are reviewed at least every six months, on request and following significant change;
• staff training and competency records are up to date;
• faults, incidents and near misses are recorded and acted upon;
• Care Inspectorate notifications are made where required;
• equipment maintenance, servicing and LOLER records are available where relevant;
• people and representatives are involved in decisions and reviews;
• equipment supports independence, dignity, safety, choice and personal outcomes.

9. Related Policies

This policy should be read alongside:

• Health and Safety Policy
• Moving and Handling Policy
• Risk Assessment Policy
• Incident and Accident Reporting Policy
• Statutory Notifications Policy
• Adult Support and Protection Policy
• Duty of Candour Policy
• Personal Planning Policy
• Medication Policy, where equipment supports medication arrangements
• Infection Prevention and Control Policy
• Training and Continuing Professional Development Policy
• Supporting Communication Needs Policy
• Accessing People’s Homes Policy
• Confidentiality, Records Management and Data Protection Policy
• Complaints Policy
• Business Continuity and Emergency Planning Policy

10. Policy Review

This policy will be reviewed at least annually, or sooner where there are changes in legislation, Care Inspectorate guidance, Scottish Government guidance, SSSC requirements, health and safety law, equipment safety alerts, organisational practice or learning from incidents, complaints, audits or inspections.

Any changes will be communicated to staff and, where relevant, to people receiving support, representatives, families, unpaid carers and partner professionals.

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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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