Wirral University Teaching Hospital NHS Foundation Trust Policy Reference: 073 WATER COOLERS & ICEMAKERS Version: 6 Name and Designation of Policy Author(s) Ratified By (Committee / Group) Andrea Ledgerton Associate Director of Nursing Infection Prevention and Control Hospital Infection Control Team Date Ratified 21 st January 2015 Date Published 3 rd February 2015 Review Date 21 st January 2018 Target Audience Other Associated Strategies, Policies, Procedures, etc All wards and departments and Supplies Department Infection Prevention and Control related policies #PROUD TO CARE FOR YOU wuth.nhs.uk @wuthnhs #proud
CONTENTS Content Page 1 Introduction... 1 2 Purpose... 1 3 Scope... 1 4 Water coolers... 1 5 Icemakers... 3 6 Duties / Responsibilities... 4 7 References... 4 Appendices Appendix 1 Water Cooler Assessment... 5 Appendix 2 - Icemaker Assessment Form... 6 Appendix 3 Installation & Location of Water Coolers & Icemakers... 7.
1 Introduction For several years, water coolers have been purchased for many wards and departments within the hospital. There are different types of water coolers; some are plumbed in to the main hospital water supply, others have a replacement mineral water bottle that is supplied by a commercial company whilst others have a bottle that can be refilled with tap water when empty. Icemakers have also been purchased to provide ice for patients beverages, for therapeutic purposes (such as topical application for reducing inflammation) and for the collection of blood gases. There are two types of icemakers, a scoop type (an open trough for people to help themselves) and a sensor type which dispenses the ice from a closed compartment when a receptacle is placed underneath. Water is classified as a food by the Food Safety (General Food Hygiene) Regulations (1995) and must be dispensed in such a way that it is not harmful to health. Therefore, water or ice dispensers must be maintained hygienically to meet hygiene / safety standards. 2 Purpose The purpose of this policy is to ensure that all water coolers and icemakers dispense water or ice that is microbiologically safe to use at all times. The objectives of this policy are: To provide Supplies, Estates and Ward/Departmental staff with appropriate guidance to use when purchasing, maintaining and cleaning water coolers and/or icemakers. To ensure that the most suitable products are purchased for the specific needs of the Ward/Department. To ensure that existing water coolers and icemakers are being maintained, cleaned and are fit for purpose. 3 Scope The policy applies to staff working on wards and departments that have a water cooler or icemaker, or wish to purchase one for their area. The policy applies also to staff working in the Supplies department, to ensure that the most appropriate appliance is purchased and to the Estates department, to ensure that an assessment has taken place to establish that the most appropriate equipment is ordered. 4 Water coolers 4.1 Assessment Ward / Departmental Managers must contact the Supplies Department with a request to purchase or lease the equipment. The Supplies staff should commence the Water cooler Assessment Form (Appendix 1) if the Ward/Departmental Manager agrees that the mains water supply is Wirral University Teaching Hospital NHS Foundation Trust Page 1 of 7
palatable. The form will be sent to the Estates department for costing of installation of a plumbed in water cooler identifying a suitable location (Appendix 3). Estates will conduct a site survey and send a costing back on the assessment form Supplies will complete the assessment form and send it back to the Ward/Department for authorisation of complete costing of the water cooler and installation. 4.2 Maintenance Six monthly sanitisation contracts are necessary for plumbed in water coolers as advised by the PASA contract and recommended by the European Point of Use Drinking Water Association Standards (2005). If the water taste is not acceptable, the Supplies department will contact a bottled water company who will perform a site survey and then return complete a costing and assessment to Supplies. The bottled water company must include assessment for delivery, where the water bottles are to be stored and temperature of storage area (to indicate how long a bottle can be used once opened). An invoice will be returned to the Supplies department who will then send to the Ward/Departmental Manager. Note: The bottled water company must charge for quarterly sanitation of the internal workings of the machine and will be willing to sign the notice on the machine when this has been performed. 4.3 Daily Cleaning of Water coolers Daily Cleaning of a Plumbed-in Water Cooler Decontaminate hands thoroughly Turn on tap and run to flush drain Meanwhile using a damp cloth, clean tap and sink with detergent and hot water, clean the tap and the immediate area around the tap Turn off tap and dry all the surfaces with a paper towel Inspect casing and remove any marks (weekly) Daily Cleaning of a Bottled Water Cooler Decontaminate hands thoroughly Using a disposable cloth, detergent and hot water, clean the tap and the immediate area around the tap Remove drip tray, empty, wash in hot water and dry thoroughly Damp-dust the top of the bottle and spot clean any marks on the casing(weekly) 4.4 Existing Water coolers Plumbed-in Water coolers These must be cleaned daily, as per recommendations above. Bottled Water coolers Wirral University Teaching Hospital NHS Foundation Trust Page 2 of 7
All Ward/Departmental Managers must contact the Supplies Department to purchase a sanitation contract for the coolers. They must also ensure that the bottles are stored safely and are consumed within three weeks of opening. Managers must ensure that existing water coolers are cleaned daily, as recommended above. Refillable water coolers These are no longer recommended and therefore must be removed. Paper Cups Paper cups recommended for use with water coolers must be purchased and stored within the cup dispenser and are single use only. 5 Icemakers 5.1 Assessment Only closed system, sensor type icemakers are suitable within clinical areas. Any area that has a scoop type icemaker must have it replaced with a sensor model as soon as possible. Ward/Department Managers should contact the Supplies Department. Supplies will commence an Icemaker Assessment Form (Appendix 2, Part 1) The assessment form will then be sent to the Estates Department who will cost the plumbing requirements and identify a suitable location etc. Estates will conduct a site survey and return the assessment form to the Supplies Department with a cost (Appendix 2, Part 2). The Supplies Department will advise the Ward/Department of the complete costing for purchase, installation, maintenance and sanitation of the icemaker. Note: Sanitation contracts must be purchased with the icemaker to ensure that the internal surfaces are sanitised every six months. 5.2 Daily Cleaning of Icemakers Ward/Department Managers need to ensure that the domestic assistant is aware of their duties. Decontaminate hands thoroughly Using a disposable cloth, detergent and hot water, clean all the surfaces around the dispensing port and the drip tray Dry thoroughly using a paper towel Check casing for stains and keep clean (weekly) 5.3 Existing Icemakers All Ward/Departmental Managers must contact the Supplies Department and purchase a six monthly sanitation / maintenance contract. Managers must ensure that existing icemakers are cleaned daily as recommended above. All scoop type icemakers must be replaced with a sensor model as soon as possible. Wirral University Teaching Hospital NHS Foundation Trust Page 3 of 7
6 Duties / Responsibilities 5.1 Ward/ Departmental Managers must: Ensure that they purchase/lease water coolers through the WUTH Supplies Department. This will include any water coolers or icemakers to be purchased /leased with any funds/ donations endowment, revenue, lottery, fundraising initiative etc. Purchase any manufacturers recommended maintenance/sanitation programme with the goods that are acceptable to the Hospital Infection Control Group. They must also agree to any on-going maintenance/sanitation costs. Approve/decline the assessment sheet and return to the Supplies Department Ensure that there is a system in place to clean the water cooler daily. Ensure that an adequate supply of disposable cups are available Ensure that water is not consumed directly from the cooler 5.2 Supplies Manager will Generate an assessment form to ensure all recommendations are met Obtain water coolers and icemakers that are suitable for use following consultation with the Estates Department taking into account the location, usage, storage, ongoing maintenance, appropriate sanitation and cleaning. Will ensure that a service contract is in place for bottled water supplied to the Trust. 5.3 Estates Manager Will ensure that water coolers and icemakers are installed and maintained as prearranged (Appendix 3). 5.4 Infection Prevention and Control Nurses The Infection Prevention and Control Nurses will audit the cleanliness and sanitation of water coolers and icemakers on their annual inspections. The Hotel Services Quality Managers / Supervisors will also inspect them on their regular inspections. 7 References EPDWA Guidelines. Feb 2005 Provision of Coolers in Hospitals Wirral University Teaching Hospital NHS Foundation Trust Page 4 of 7
Appendix 1 Water Cooler Assessment Water Cooler Assessment (Page 1 of 2) PART 1 To be completed by Supplies Department (following a verbal request and/or receipt of requisition) then forwarded to Estates. Area:... Manager:... Date:... Requisition No:... 1) Water Cooler Intended For: Patients Staff Both 2) Reason for Request: 3) Intended Site for Water Cooler 4) Has the Ward / Department agreed to fund: Purchase / Lease Cost of Necessary Equipment Installation Costs Maintenance and Sanitation Costs Consumables Completion of Part 1 Signature:... Date:... PART 2 To be completed by Estates (following a site survey) then returned to Supplies 1) Type of Cooler Recommended: Plumbed In Free Standing 2) Cost of Installation (plumbed in model only):... Completion of Part 2 Signature:... Date:... Water Cooler Assessment (Page 2 of 2) PART 3 Acceptance of Costs by Ward / Departmental Manager Return to Supplies Type of Water Cooler:... Model No:... Supplier:... Period of Agreement:... Purchase / Lease Costs:... Installation Costs:... Maintenance / Sanitation Costs (per annum):... Cost of Consumables:... Completion of Part 3 Signature:... Date:... MANAGERS SHOULD BE AWARE OF THE DELIVERY, STORAGE AND CLEANING RESPONSIBILITIES ASSOCIATED WITH THIS EQUIPMENT. A copy of the completed form will be forwarded to: Estates Infection Prevention and Control Wirral University Teaching Hospital NHS Foundation Trust Page 5 of 7
Appendix 2 - Icemaker Assessment Form Icemaker Assessment Form (Page 1 of 2) PART 1 To be completed by Supplies Department (following a verbal request and/or receipt of requisition) then forwarded to Estates. Area:... Manager:... Date:... Requisition No:... 1) Icemaker Intended For: Patient Beverages Therapeutic Purposes 2) Reason for Request: 3) Intended Site for Icemaker: 4) Has the Ward / Department agreed to fund: Purchase / Lease Cost of Necessary Equipment Installation Costs Maintenance and Sanitation Costs Consumables Completion of Part 1 Signature:... Date:... PART 2 To be completed by Estates (following a site survey) then returned to Supplies 1) Cost of Installation:... Completion of Part 2 Signature:... Date:... Icemaker Assessment Form (Page 2 of 2) PART 3 Acceptance of Costs by Ward / Departmental Manager Return to Supplies Type of Icemaker:... Model No:... Supplier:... Period of Agreement:... Purchase / Lease Costs:... Installation Costs:... Maintenance / Sanitation Costs (per annum):... Cost of Consumables:... Completion of Part 3 Signature:... Date:... MANAGERS SHOULD BE AWARE OF THE DELIVERY, STORAGE AND CLEANING RESPONSIBILITIES ASSOCIATED WITH THIS EQUIPMENT. copy of the completed form will be forwarded to: Estates Infection Prevention and Control Wirral University Teaching Hospital NHS Foundation Trust Page 6 of 7
Appendix 3 Installation & Location of Water Coolers & Icemakers Installation and Location of Water Coolers and Icemakers (Estates Assessment) Location Ensure the location is accessible for the purpose and requirements of the water cooler/ icemaker and is in a clean environment. The list below is not meant to be definitive, but the following areas are not recommended: Dirty Utility (Sluice Rooms) Treatment Rooms Clean Utility General Public Corridor Areas Service Connection When deciding on a suitable location, the following must be considered: A suitable drainage facility is available within 3 metres PWS Water supply within 3 metres Note: 1. The supply to any of the above appliances must not be fed from a dead leg and should always be from a supply pipe that feeds other areas/appliances that are in regular use, i.e. daily use. 2. When installing a plumbed in water cooler, it should be verified that the requirement is for chilled water and is not a taste issue. If it is a taste issue it should be recommended that a bottled water cooler is used with a sanitation agreement included. Wirral University Teaching Hospital NHS Foundation Trust Page 7 of 7
Consultation, Communication and Implementation Consultation Required Authorised By Date Authorised Comments Equality Analysis Andrea Ledgerton Policy Group Other Stakeholders / Groups Consulted as Part of Development Trust Staff Consultation via Intranet Estates Department, Supplies Department 19 th Jan 2014 Full assessment not required Checked for workforce / development, medicines, finance, wider corporate implications. Date notice posted in the News Bulletin. February 2015 Date notice posted on the intranet February 2015 Describe the Implementation Plan for the Policy / Procedure (Considerations include; launch event, awareness sessions, communication / training via DMTs and other management structures, etc) IPC Divisional Meetings, Newsletters By Whom will this be Delivered? IPCT and Matrons Version History Date Ver Author Name and Designation Summary of Main Changes Mar 2004 1 Carmel Edwards, Senior Infection Control Nurse Jan 2006 2 Carmel Edwards, Senior Infection Control Nurse Jan 2007 3 Carmel Edwards, Senior Infection Control Nurse Nov 2008 4 Carmel Edwards, Senior Infection Control Nurse Nov 2011 5 Andrea Ledgerton, Lead Nurse Infection Change to approving and monitoring committee Prevention & Control only Nov 2014 6 Andrea Ledgerton Associate Director of Policy review minor amendments. No change to Nursing Infection Prevention and Control process
Monitoring Compliance with the Policy Describe Key Performance Indicators (KPIs) Target How will the KPI be Monitored? Which Committee will Frequency Lead Monitor this KPI? of Review All water coolers and icemakers are kept clean and are 100% Audit HICT Bi annually ADN IP&C fit for purpose. All wards/departments have the appropriately purchased equipment 100% Audit HICT Bi annually Facilities Manager Performance Management of the Policy Who is Responsible for Producing Action Plans if KPIs are Not Met? Which Committee Will Monitor These Action Plans? Frequency of Review (To be agreed by Committee) Ward managers HICT Quarterly