Hoist and Sling for Safer Patient Use Policy

Hoist and Sling for Safer Patient Use Policy DOCUMENT CONTROL: Version: 4 Ratified by: Quality and Safety Sub Committee Date ratified: 30 January 2017 Name of originator/author: Back Care Advisor Name of responsible Clinical Quality Group committee/individual: Date issued: 7 March 2017 Review date: January 2020 Target Audience In patient staff and Community staff

CONTENTS Section Page No 1. INTRODUCTION 3 2. PURPOSE 3 2.1 Definitions/Explanations of Terms Used 3 3. SCOPE 3 4. RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES 3 4.1 The Trust 3 4.2 Clinical Service Managers 4 4.3 The Staff Member 4 4.4 Trust Back Care Advisor 5 4.5 Purchasing Department 5 5. PROCEDURE/IMPLEMENTATION 5 5.1 Purchasing Lifting Equipment 5 5.2 Examination of Hoists 6 5.3 Examination of Slings 6 5.4 Availability of Records/Test Certificates 7 5.5 Labels 7 5.6 Reporting of Defects 7 5.7 Disposal of Hoists 8 5.8 Disposal of Slings 8 5.9 Relocation of Hoists 8 6. TRAINING IMPLICATIONS 8 7. MONITORING ARRANGEMENTS 9 8. EQUALITY IMPACT ASSESSMENT SCREENING 10 9. LINKS TO ANY ASSOCIATED DOCUMENTS 11 10. REFERENCES 11 11. APPENDICES 11 Appendix 1 - Sling Check Patient Specific, Stored in patients notes on discharge from care 12 Appendix 2 - Manual Handling Slings Maintenance Checklist 13 (LOLER) Appendix 3 - Individual check sheet 15 Appendix 4 - Safe use of Hoists flow chart 16 Page 2 of 16

1. INTRODUCTION The Hoist and Sing Policy for Safer Use supports the Safer Manual handling Policy and the Trust s Bariatric Policy 2. PURPOSE The purpose of this policy is to provide guidance to all staff on the legal and operational requirements for examination and maintenance of lifting equipment specified by the Lifting Operations and Lifting Equipment Regulations, 1998 (LOLER) and to set out the arrangements put in place by the Trust to comply with these Regulations. 2.1 Definitions/Explanation of Terms Used Hoist Is Lifting equipment, which is any work equipment for lifting and lowering loads, and includes any accessories used in doing so (such as attachments to support, fix or anchor the equipment). LOLER The Lifting Operations and Lifting Equipment Regulations 1998 Medical Devices MEDICAL DEVICES an instrument, apparatus, appliance, material or other article, whether used alone or in combination, together with any software necessary for its proper application, which is intended by the manufacturer to be used for the purposes of: diagnosis, prevention, monitoring, treatment or alleviation of disease diagnosis, monitoring, treatment, alleviation of, or compensation for, an injury or physical impairment 3. SCOPE The contents of this policy apply to any Trust employees (including temporary staff) who in the course of their work may either have to use, or be responsible for the safe storage and maintenance of patient lifting equipment. Hoist equipment is designated as high risk Medical devices equipment. For the purpose of this policy lifting equipment is defined as any assessed equipment, attachments or accessories that are used to lift patients. 4. RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES 4.1 The Trust Under the Lifting operation and lifting equipment regulations 1998 (LOLER) statutory duties are placed upon the employer in relation to the use and maintenance of lifting equipment, and failure to comply is a criminal offence. Page 3 of 16

Therefore the Trust must have systems in place for the on-going examination, and maintenance of all lifting equipment, and the training of staff in the safe use of this equipment. Arrangements for the register of Medical Devices also need to be made for there to be a central register within the Trust of all hoists and slings as part of the central Medical Devices Inventory. 4.2 Clinical Service Managers Maintaining a local Medical Devices Inventory for their clinical area. Notifying any changes in this inventory to the Medical Device Link Person to update database with service information. All lifting equipment within their specific area being maintained in a clean condition and all markings indicating the capacity of the equipment being clearly visible together with details on any temporary label attached to indicate the date of the last test, which will be not more than 6 calendar months prior to the date of use. Making available for examination by any relevant authority officer records of examination and test. Taking out of service any equipment which has not been examined within the required six month period. Black and yellow hazard tape should be wrapped around the hoist. Arranging training and updates to keep their staff safe and competent in the use of the equipment. Liaising with the Back Care Advisor prior to purchasing any new lifting equipment. Reporting any faults that occur to the Deputy Head of Procurement and Purchasing Tel: 01302 796116. Records should be available in the area of use and kept in a LOLER file. 4.3 The Staff Member Using the equipment or who has assessed the need for the equipment to be used. These staff will be responsible for: Being aware of the patient s weight. Page 4 of 16

Using equipment which is appropriate to the weight of the patient and the task to be undertaken. Undertaking a visual check of any slings which are to be used (see appendix 1) Use person centred assessments that take into account the following Patient risk assessment Tissue viability Infection prevention and control Choking risk Task Individual capability of staff Patients functional Independence Measure (FIM score), body tone, head control, spasm pattern if any Environment 4.4 Trust Back Care Advisor The Trust back care advisor will be responsible for; Advising Managers on the purchase of lifting equipment to ensure compatibility with Trust users, servicing and maintenance contracts and compatibility of equipment. Providing training to all new staff within the Trust at induction Co-ordinating the on-going training of staff in the use of safe manual handling techniques (including lifting equipment) through the Trust Key trainers. Supervising and supporting the Trust Key Trainers. 4.5 Purchasing Department The Contracts manger in purchasing Tel : 01302 796116 In conjunction with the Back Care Advisor will update, monitor and review the competent person contract for LOLER and servicing as agreed in the spec of the contract. Out of hours arrangements are through switch board at Tickhill road 01302 796000. 5. PROCEDURE/IMPLEMENTATION 5.1 Purchasing Lifting Equipment Purchasing equipment should be in line with procedures and guidance form the Medical Devices policy. Prior to the purchase of any lifting equipment advise must be sought from The Trust Back Care Advisor in relation to the equipment s suitability for the proposed task, and staff training requirements. Page 5 of 16

All slings and hoists must be compatible with each other i.e. a looped sling should be used with a hoist with hooks. A sling with clip should be used with a hoist designed for clips. Reusable slings must be able to withstand laundering at a temperature of 65 C for ten minutes or 71 C for three minutes for effective cleaning. 5.2 Examination of Hoists (Appendix 3) Hoists are required to be thoroughly examined every six months by a competent person. For the Trust services, the competent person for thorough examination and test is provided by a Contract Agency, on a planned maintenance programme. A central register for hoisting equipment is available through a nominated purchasing officer. 5.3 Examination of Slings (Appendix 1) Marking of reusable slings for the main Doncaster site will be carried out by the sewing room. (Appendix 2). All slings should be labelled with an in and out of date label not exceeding 5 years. This applies to single patient use slings; the date of opening the packet should be recorded. Any slings which are to be used with a hoist should be examined visually before every use and documented once a week. In addition to this weekly check a visual check is to be undertaken prior to each use by the staff who are using the equipment, to detect any visible defects or signs of weakness, such as: Tears/fraying/loose threads in material, stitching, seams, straps Cracks/breaks in plastic back supports and clips The sling must be visually checked for cleanliness. All slings should also have marked on them their: o Washing instructions, and o Safe working load. Any reusable slings should be uniquely marked, to be familiar with defect types. These records should be available in the area of use. Only clean slings not in use must be kept in the linen store. Page 6 of 16

Slings should be kept in individual patients lockers when in use or in the linen store when not in use. If the sling becomes visibly soiled or the patient using it is discharged, the sling is to be sent to the hospital laundry for cleaning. Slings must also be cleaned if the patient had a known /suspected infective episode (i.e. diarrhoea) and has been free of known symptoms for the required period of time. For patients with known long term infections/colonisation (i.e. MRSA) the slings must be cleaned when visibly soiled and on a weekly basis) Any slings which are brought in by patients or carers should only be used if they meet the requirements of this policy. 5.4 Availability of Records/Test Certificates The original test certificates that come with the equipment when new and the subsequent records of sling and hoist examination shall be made available for examination by any relevant authority officer and for staff to verify records. The LOLER file should contain a plastic folder for each piece of equipment with each service record and a history of each item. All documentation is saved on the Safeguard / Ulysees medical devices data base accessible by all departments in the Trust. Any overdue records in the Trust are checked by the Medical Devices and forwarded to the Designated Purchasing Manager to contact the Service and LOLER company to ensure complete recording in the Trust. 5.5 Labels Labels that the Contract Agencies apply following satisfactory examination and test must state: The examination and maintenance carried out is in compliance with LOLER 1998 The date of SERVICE or LOLER as appropriate The next examination date The initials of the representative of the company carrying out the Test The service date is also recorded Certificates should in addition to the previous label requirements also include the date of the last LOLER date in compliance with Schedule 9 of the LOLER regulations. 5.6 Reporting Defects All staff should report any defects coming to light on the equipment to the Page 7 of 16

manager who will then take the equipment out of service ensuring it is clearly marked do not use and stored to avoid use until such time as the contract agency have examined and rectified the problem and declared it fit to use. If the manager is on leave, the same procedure should be actioned immediately by the deputy. The defect should be reported to the Deputy Head of Procurement and Purchasing Tel: 01302 796116 an ad hoc requisition should be raised for this item. 5.7 Disposal of Hoists Disposal is as stated in the Trust waste policy except for the following: Great Oaks are to make special arrangements to return equipment to the St Catherine s site where it will be disposed. Swallownest Court and Rotherham Foundation Trust will dispose through the local estates provider for waste services. 5.8 Disposal of Slings If slings are identified as having rips tears or holes in them a ward manager needs to cut the sling up and ensure disposal. 5.9 Relocation of Hoists From time to time for revision of service needs the hoist and accompanying slings may be relocated. It is then the manager s responsibility to record in the Medical Device Inventory to ensure an up to date record is available at all times. 6. TRAINING IMPLICATIONS POLICY TITLE Staff groups requiring training Back Care Team Manual Handling Key How often should this be undertaken Length of training Delivery method Training delivered by whom Annually 1 hour Assessment NBE/ Interagency passport module 5 /peer review Annually 45 minutes Training and assessment Interagency passport module 5 Where are the records of attendance held? Electronic Staff Record system (ESR) Electronic Staff Record system (ESR) Page 8 of 16

Trainers Back Care Team All in patient, LD, older persons and clinical staff Annually 45 minutes Training Manual Handling Key trainers Electronic Staff Record system (ESR) Module 5 Interagency passport 7. MONITORING ARRANGEMENTS Area for Monitoring Analysis of any incidents which involve the use of slings and hoists Monitoring of any staff sickness and absence due to an incident involving the use of a sling and a hoist Staffs compliance with training Manual handling key trainer Delivery Hoist inspections and relevant How Who by Reported to Frequency Report, action and plan Report and action plan Audit of training records Audit of training records Audit of unannounced clinical visit Back Care Advisor Back Care Advisor and human Resources Department Back Care Advisor Back Care Advisor Back Care Advisor and Clinical manager of Health, Safety and Security forum and Medical Devices Group Health, Safety and Security forum and Medical Devices Group Learning and Development Group Health, Safety and Security forum Health, Safety and Security forum and Medical Devices Group Health, Safety and Security forum and Medical As they occur and at the end of the financial year in the Annual report As they occur and at the end of the financial year in the Annual report Quarterly Quarterly Once a year Page 9 of 16

Area for How Who by Reported to Frequency Monitoring paperwork that area Devices Group LOLER. Monitoring of appointed competent contractor Emails to appointed purchasing officer. Advise by Back Care Advisor reequipment needs. Regular meetings with the contractor arranged by Back care Advisor and interested parties. Medical Devices Group. 8. EQUALITY IMPACT ASSESSMENT SCREENING Three times a year The completed Equality Impact Assessment for this Policy has been published on this policy s webpage on the RDaSH website. 8.1 Privacy, Dignity and Respect The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi s review of the NHS, identifies the need to organise care around the individual, not just clinically but in terms of dignity and respect. As a consequence the Trust is required to articulate its intent to deliver care with privacy and dignity that treats all patients with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided). Indicate how this will be met No issues have been identified in relation to this policy. 8.2 Mental Capacity Act Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals capacity to participate in the decision making process. Consequently, no intervention should be carried out without either the individuals informed consent, or the powers included in a legal framework, or by order of the Court Therefore, the Trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act. For this reason all procedural documents will be considered, if relevant to Indicate How This Will Be Achieved. All individuals involved in the implementation of this policy should do so in accordance with the Guiding Principles of the Page 10 of 16

reflect the provisions of the Mental Capacity Act 2005 to ensure that the interests of an individual whose capacity is in question can continue to make as many decisions for themselves as possible. Mental Capacity Act 2005. (Section 1) 9. LINKS TO ANY ASSOCIATED DOCUMENTS Trust Policy Safer Manual Handling Operations Policy (Health and Safety Policy Manual)Service User Safety Strategy- Trust Strategies Health and Safety Policy Statement- Health and Safety Policies Mandatory Training Policy Clinical Policies Incident Reporting Health and Safety Policies Medical Devices Management Policy Clinical Policies Trust Laundry Policy clinical Policies Trust waste Policy Estates and Facilities Standard Infection Prevention and Control Precautions Policy Clinical policies 10 REFERENCES Provision and Use of Work Equipment Regulations 1998 PUWER Lifting Operations and Lifting Equipment Regulations 1998 LOLER Management of Health and Safety at Work Regulations 1999 MHRA (2011) Devices in Practice 11 APPENDICES Page 11 of 16

APPENDIX 1 Patient (Patient Specific) Sling: Make and identification of sling: Expiry Date: Sling Check Patient Specific (Stored in patients notes on discharge from care) Date Tears Rips Loose thread Action Signature Page 12 of 16

APPENDIX 2 Manual Handling Slings Maintenance Checklist (LOLER) NAME OF LAUNDRY ASSISTANT: DATE SLING NUMBER MAKE CONDITION Tears ACTION Return for relevant ward/area, tagged with information on the fault for condemn/destruction SIGNATURE Rips Return for relevant ward/area, tagged with information on the fault for condemn/destruction Loose Thread Return for relevant ward/area, tagged with information on the fault for condemn/destruction Cleanliness No Tears Return to Ward No Rips Return to Ward No Loose Thread Return to Ward Page 13 of 16

DATE SLING NUMBER MAKE CONDITION Tears ACTION Return for relevant ward/area, tagged with information on the fault for condemn/destruction SIGNATURE Rips Return for relevant ward/area, tagged with information on the fault for condemn/destruction Loose Thread Return for relevant ward/area, tagged with information on the fault for condemn/destruction Cleanliness No Tears Return to Ward No Rips Return to Ward No Loose Thread Return to Ward Page 14 of 16

APPENDIX 3 Examination of Hoists - Individual check sheet Week Date Checked 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Checked By Normal Function / Faults Identified Comments 22 Book LOLER Test 23 24 25 26 Page 15 of 16

APPENDIX 4 Safe use of Hoists Check service sticker/ LOLER sticker is in place on hoist Yes Is the service sticker and LOLER sticker current? No Transfer patient Take out of use with black and yellow tape Report Fault to line manager Contact the Purchasing Contracts manager 01302 796118 Out of hours contact to request a number for hoist engineer call out 01302 796000 Page 16 of 16