Estates Operations and Maintenance Practice Guidance Note Pest Control V01. Planned Review November Contents. Section Description Page No

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1 Estates Operations and Maintenance Practice Guidance Note Pest Control V01 Date Issued Issue 1 November 2016 Issue 2 November 2017 Planned Review November 2019 E-PGN-34 Part of NTW(O)32 Estates Operations and Maintenance Policy Author / Designation Responsible Officer / Designation Paul McCabe Head of Estates and Facilities Malcolm Aiston Director of Estates and Facilities Contents Section Description Page No 1 Introduction 1 2 Scope 1 3 Statement 1 4 Responsibilities 1 5 Main Implications 3 6 Training 5 7 Equality and Diversity 5 8 Monitoring The Effectiveness of the Practice Guidance Note 5 9 Review 6 10 Implementation 6 11 References 6 Appendices listed separate to PGN Document No: Description Issue Issue Date Review Date Appendix 1 Types of Pests 2 Nov 17 Nov 19 Appendix 2 Riddance Times for Pests 2 Nov 17 Nov 19

2 1 Introduction 1.1 The presence of pests can be offensive and present potential infection hazards, contaminate foodstuffs, damage materials and structure or be a nuisance. Once established, pests can be difficult and costly to deal with. Satisfactory standards of pest control in both clinical and non-clinical areas are an integral part of providing an optimum environment for the delivery of good quality patient care. 2 Scope 2.1 (the Trust/NTW) recognises its legal obligation to take necessary measures to prevent the risk of pest infestation in all food storage, distribution and catering areas and to ensure good standards of pest control in all other areas of its sites. This practice guidance note (PGN) applies to all Trust employees. 3 Statement 3.1 Prevention is better than control: The Trust and its contractors will adopt procedures to rid Trust owned and leased premises of existing infestation and thereafter, by pro-active work to maintain this position. 3.2 The terms rid and riddance are defined as eradication or achieving the best level of control that is technically and practicably possible. 4 Responsibilities 4.1 Chief Executive The Chief Executive has overall responsibility for ensuring that this PGN is implemented. This responsibility will be delegated to the Director of Estates and Facilities, for implementation. The Trust s Estates Department will be instructed to comply with the requirements of the PGN and implement the work as detailed. 4.2 Director of Estates and Facilities Overall responsibility of this Policy rests with the Director of Estates and Facilities with day to day responsibility delegated to staff within the Trust. 4.3 Head of Estates and Facilities The Head of Estates and Facilities shall ensure the execution this PGN relating to Pest Control Trust wide. They shall ensure the identification and prioritisation of system improvement schemes, and appoint and audit the Responsible Officers and ensure that they are adequately resourced. 1

3 4.3.2 It is the responsibility of the Head of Facilities to: Take the overall operational lead for Pest Prevention and Control throughout the Trust To ensure compliance with the NHS standards of cleanliness which effect pest control Manage the audit and monitoring programme; Ensure all legislation and all NHS standards are implemented Take the lead for contract review and negotiation The Head of Estates and Facilities will nominate Officers to act as the representative of the Trust for all purposes specified in this PGN 4.4 Responsible Officer (Estates) The Responsible Officers will have accountability for ensuring the requirements of this PGN are met and to specifically ensure that the following is undertaken: Undergo appropriate training with regard to understanding Pest Control issues Be aware of the requirements set out in the appropriate Regulations and ensure they are complied with Only issue instructions based upon this PGN and the supporting legislation, Approved Code of Practice (ACOP) and other relevant guidance Ensure that relevant information exists for all Pest Control methods Monitor the performance of the pest control contractor to ensure that the Trust is receiving an effective service Maintain records with regard to Pest Control, including infestations, type of pest/infestation and corrective action taken 2

4 Due to the technical element of the work that may be necessary to prevent or eradicate infestation, instigate a member of the Estates Department will initiate and support any remedial building work Ensuring that contractors are made aware of and comply with instructions given, relating to pest control, whenever appropriate Ensure that this PGN is reviewed periodically Ensure that any on-going maintenance requirements are adhered to The Responsible Officers are as follows: Central Sector: Senior Estates Officer (Building) North Sector: Senior Estates Officer South Sector: Senior Estates Officer 4.5 All Trust Staff It is the responsibility of all Trust staff to: Treat their working environment with respect, keeping it clean and tidy and easy for cleaning staff to access Refrain from littering or other careless activity likely to degrade the environment Report to their manager, or other appropriate staff, any concerns regarding cleanliness or tidiness standards in buildings or on sites occupied by the Trust 4.6 Contractors The Trust shall only use appropriately qualified and competent contractors who are recognised as being professionals in the field of Pest Control and preferably be members of the British Pest Control Association (BPCA). 5 Main Implications 5.1 Reporting Procedure All sightings of pests or evidence of their existence should be reported in the first instance to the Estates Department at the earliest opportunity. The information required will include: The location i.e. ward, department, clinics, etc; 3

5 Precise location, i.e. bathroom, office etc The type of pest if known Possible numbers and the frequency of sighting The name of the person reporting The date and time of sighting Action taken by the contractor following a notification will be suitably recorded with a report forwarded to the Estates Department at each main hospital site In the event that a satisfactory response is not received within 24 hours of the time of reporting the Operational Estates Manager for the relevant locality should be contacted. 5.2 Basic Pest Prevention and Control Measures Food should be covered or stored in airtight pest proof containers Spillages should be promptly removed Waste should be stored in a manner suitable to prevent access by pests Accumulation of static/stagnant water should be avoided Buildings should be of sound structure and well maintained, drains should be covered; leaking pipe work repaired and damaged surfaces made good. Defects should be reported to the Estates Department Cracks in plaster and woodwork, unsealed areas around pipe work, damaged tiles, badly fitted equipment and kitchen units are all likely to provide excellent harbourage and should be maintained in a suitable condition Where fitted fly screens should always be closed when windows are open Doors to food preparation areas should be kept closed Treatment with insecticides and rodenticides alone is seldom sufficient; attention must be paid to good hygiene and structure maintenance 4

6 5.3 Pest Prevention and Control Contract The Trust will ensure that an appropriate pest prevention and control contractor is available and competent to deal with pests at all times (Specification Appendix 2) The nominated contractors will adopt procedures to prevent Trust occupied premises from infestation by pro-active surveillance identifying evidence of pests quickly and instigating immediate corrective action All pesticides used by the Trust s pest control contractor will be approved in accordance with the Control of Pesticides Regulations (COPR) 1986 (as amended 1997), be strictly controlled and monitored and fully comply with the requirements of the Control of Substances Hazardous to Health (COSHH) Regulations Training 6.1 It is the responsibility of each Ward/Department Manager to ensure that all Trust employees understand the importance of good housekeeping. 7 Equality and Diversity 7.1 The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. 8 Monitoring the Effectiveness of the Policy 8.1 The pest prevention and control will be monitored by the Head of Estates and Facilities and Infection Prevention and Control Personnel. 8.2 Reports presented to PLACE on a quarterly basis and to the Trust Board on an annual basis. 8.3 Due to the particular vulnerability of catering areas there will be strict timetable of inspection. Main catering areas, including dining room, kitchens and ward kitchens will be inspected on a regular basis. Other catering areas such as storage areas, ducting and associated plant rooms will be inspected periodically. 8.4 Catering areas are also subject to regular inspection and external audits undertaken by Environmental Health Officers 8.5 The Responsible Officer (Estates) will monitor the performance of the pest control contractor to ensure that the contract specification and standards are met. 5

7 8.6 The Responsible Officer (Estates) maintains records of all: Technical monitoring reports provided by the contractor during routine visits Reported pest incidents with any remedial or corrective action 9 Review 9.1 The Pest Prevention and Control Contract will be reviewed every three years to ensure that the current specialist support required by the Trust is fully specified and contracted. 10 Policy Implementation 10.1 Responsibility for implementing and monitoring this Practice Guidance Note rests with the Director of Estates and Facilities and nominated officers. 11 References Food Safety Act 1990 Health and Safety at Work Act 1974 Prevention of Damage by Pests Act 1949 Conservation (Natural Habitats etc.) Regulations 1994 (amended 2007) Control of Substances Hazardous to Health Regulations 2002 HSG (96) 20 Management of Food Hygiene and Food Services in the National Health Service English Nature Wildlife and Countryside Act 1981 The Control of Pesticides Regulations 1986 (as amended 1997) Royal Society for the Protection of Birds (RSPB) 6