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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Use of Equipment Policy

{{org_field_name}}

1. Purpose

The purpose of this policy is to ensure that all staff engaged by {{org_field_name}} understand their responsibilities and are fully competent in the safe use of medical and non-medical equipment while working within client organisations such as care homes, nursing homes, or other healthcare facilities. The safe and correct use of equipment is essential to safeguard the wellbeing of service users, staff, and others, and to maintain the quality of care provided. This policy is designed to comply with The Health and Safety at Work etc. Act 1974, The Provision and Use of Work Equipment Regulations 1998 (PUWER), The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), The Manual Handling Operations Regulations 1992 (as amended), The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, and the CQC Fundamental Standards.

2. Scope

This policy applies to:

• All registered nurses, healthcare assistants (HCAs), senior carers, and temporary staff engaged by {{org_field_name}} on zero-hours or flexible contracts
• The Director and all administrative staff responsible for recruitment, placement coordination, quality monitoring, and staff support
• Any use of client-owned or provided equipment during temporary assignments in care homes, nursing homes, and healthcare settings

3. Related Policies

• Health and Safety Policy
• Manual Handling Policy
• Infection Prevention and Control Policy
• Incident and Accident Reporting Policy
• Safeguarding Adults and Children Policy
• Training and Development Policy
• Code of Conduct

4. Policy Statement

{{org_field_name}} is committed to ensuring that all staff supplied to client organisations are trained and competent in the safe use of equipment used in the delivery of care. The agency recognises that misuse or neglect of equipment may result in injury to service users or staff and may compromise the safety and dignity of those receiving care. All staff are expected to adhere to the procedures outlined in this policy and to follow the local protocols of the client organisation. The Director will ensure this policy is implemented and kept up to date and that all agency staff are supported to maintain competence and accountability when using equipment in clinical and care settings.

5. Definitions

• Work equipment: Any machinery, appliance, apparatus, tool, or installation used at work (e.g., hoists, wheelchairs, beds, suction machines, monitoring devices)
• Medical equipment: Any item used in the diagnosis, prevention, monitoring, treatment, or alleviation of disease or disability (e.g., blood pressure monitors, thermometers, nebulisers)
• Non-medical care equipment: Items used to support daily care such as hoists, slings, bath lifts, profiling beds, and mobility aids
• PUWER: Requires that equipment provided for use at work is safe, maintained, and used only by trained persons
• LOLER: Applies to lifting equipment and requires thorough examination and maintenance

6. Responsibilities

Director
The Director is responsible for:

• Implementing and reviewing this policy
• Ensuring that all agency staff receive induction and refresher training on the safe use of equipment
• Ensuring that only trained, competent staff are assigned to tasks involving equipment
• Monitoring and investigating incidents involving equipment use
• Ensuring staff are supported through supervision and reflective learning following equipment-related incidents

All Agency Staff
All staff must:

• Use equipment in accordance with manufacturer instructions and client procedures
• Only use equipment for which they have received training and feel competent
• Carry out visual checks of equipment before use to identify obvious faults or risks
• Immediately report any equipment faults, damage, or hazards to the client organisation and to {{org_field_name}}
• Never use defective, unfamiliar, or unauthorised equipment
• Document any issues or incidents as per client policy and {{org_field_name}}‘s reporting procedure

Client Organisations
Client organisations are responsible for:

• Ensuring that all equipment used in their service is safe, maintained, and suitable for use
• Carrying out maintenance, inspection, and servicing in accordance with legal requirements and manufacturer guidance
• Providing site-specific training, particularly where specialised or bespoke equipment is used
• Making equipment available with clear instructions and protocols

7. Competence and Training

{{org_field_name}} will ensure that:

• All agency staff complete training on the safe use of commonly used equipment (e.g., hoists, beds, mobility aids, clinical monitors) as part of their induction
• Refresher training is offered annually or as required
• Any specialist training required for specific placements is coordinated with the client
• Training records are maintained for all staff
  Agency staff are responsible for seeking support if they do not feel competent using a particular item of equipment in a placement setting.

8. Manual Handling Equipment

Manual handling equipment includes mobile hoists, ceiling track hoists, slings, slide sheets, and transfer aids. Staff must:

• Complete manual handling training and assessment before undertaking any tasks involving lifting or handling
• Use the appropriate size, type, and condition of sling as indicated in the service user’s care plan
• Perform pre-use checks of all lifting equipment, including brakes, battery charge, sling integrity, and controls
• Use equipment only for its intended purpose
• Ensure that service users are informed and reassured during use
• Seek help when a second person is required for a safe transfer
• Record all transfers as per the client’s documentation system

9. Medical Devices and Monitoring Equipment

Examples include: blood pressure monitors, thermometers, oxygen concentrators, pulse oximeters, nebulisers, and suction machines. Staff must:

• Receive training prior to using any medical device
• Understand the indications, use, cleaning, and safety precautions
• Clean devices between uses according to infection control protocols
• Check for signs of damage or faults before use
• Never attempt to repair or modify equipment
• Ensure that observations or interventions using equipment are recorded accurately

10. Profiling Beds and Bed Rails

Profiling beds allow for safe positioning of service users and assist with mobility. Bed rails may be used to prevent falls but also present entrapment and restraint risks. Staff must:

• Follow the service user’s care plan and risk assessment before using bed rails
• Check bed rails for proper installation and maintenance
• Never use bed rails without prior instruction or risk assessment
• Use profiling beds in line with manufacturer and client instructions
• Maintain a clear area around the bed to reduce trip hazards

11. Pressure Relieving Equipment

This includes air mattresses, cushions, and overlays used for pressure ulcer prevention. Staff must:

• Ensure that pressure-relieving equipment is functioning and properly inflated
• Understand the need for regular repositioning even when such equipment is in use
• Inspect equipment for air leaks, alarms, or deflation
• Report malfunctions immediately
• Work with the client organisation to ensure the appropriate equipment is in place for service users at risk of pressure damage

12. Infection Prevention and Control

All equipment must be cleaned before and after use following local infection control protocols. Staff must:

• Use appropriate PPE when handling or cleaning equipment
• Follow decontamination guidelines, especially for reusable items
• Ensure shared equipment is cleaned between service users
• Immediately report concerns about the cleanliness or hygiene status of equipment

13. Maintenance and Fault Reporting

Staff must never use equipment that is faulty, unlabelled, or due for maintenance. Responsibilities include:

• Conducting visual checks of equipment before each use
• Notifying the client’s nominated person of any defects or issues
• Completing any required documentation or reporting logs
• Informing {{org_field_name}} of faults or incidents via the Incident and Accident Reporting Policy

14. Incident Reporting

Any incident involving the use or malfunction of equipment must be reported immediately to:

• The client organisation, following their procedures
• {{org_field_name}}, using the Incident Reporting Policy
  This includes:
• Equipment-related injuries
• Service user harm linked to equipment failure or misuse
• Near misses or observed risks

15. Governance and Quality Assurance

The Director will:

• Monitor equipment-related incidents involving agency staff
• Review incident data to identify trends or areas of concern
• Audit staff training and competence in relation to equipment
• Take corrective actions and implement improvement plans where needed
• Liaise with client organisations regarding equipment issues and safety measures

16. Supervision and Support

{{org_field_name}} will provide:

• Supervision sessions to discuss equipment-related challenges
• Reflective learning opportunities following incidents
• Support to staff who report concerns about equipment safety or usage
• Guidance when staff are asked to use unfamiliar equipment during placements

17. Director’s Oversight

The Director is responsible for:

• Reviewing and updating this policy annually
• Ensuring agency staff are trained, competent, and supported
• Investigating incidents and acting on findings
• Communicating with clients to resolve equipment safety issues
• Embedding a culture of safe, responsible equipment use across the agency

18. Policy Review

This policy will be reviewed annually by the Director or earlier if there are changes in legislation, guidance, incident trends, or operational needs.

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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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