Facilities and Estates Catering Services: Standard Operating Procedure Document Control Summary Status: New Version: v1.0 Date: 16.02.16 Author/Title: Owner/Title: Paul Oxley Project Manager Robert Graves - Director of Facilities and Estates Approved by: Policy and Procedures Committee Date: 17 March 2016 Ratified: Policy and Procedures Committee Date: 17March 2016 Related Trust Strategy and/or Strategic Aims Implementation Date: March 2016 Review Date: March 2019 Key Words: Associated Policy or Standard Operating Procedures Patient meals, diet, food, restaurant, food hygiene, evening meal Facilities and Estates Management Policy Contents 1.0 Introduction... 2 2.0 Purpose... 2 3.0 Scope... 2 4.0 Roles and Relationships... 3 5.0 Key Elements of the Operating Procedure... 3 6.0 Quality Assurance Patient Involvement... 7 7.0 Commenting on the Patient Meal Service... 7 8.0 Process For Monitoring Compliance And Effectiveness... 7 9.0 References... 8
Change Control Amendment History Version Dates Amendments 1.0 Introduction As an organisation South Staffordshire and Shropshire Healthcare NHS Foundation Trust (known hereinafter as the Trust) has a duty of care to provide food that is safe at the point of consumption. Furthermore the Trust seeks to meet the requirements placed on it by external bodies; for instance, in the Standards for Better Health Standard C15 states: Where food is provided, health care organisations have systems in place to ensure that: Patients are provided with a choice and that it is prepared safely and provides a balanced diet. Service Users individual nutritional, personal and clinical dietary requirements are met, including any necessary help with feeding and access to food 24 hours per day. 2.0 Purpose This document forms part of the systems in place to ensure that the Trust meets the required standards for catering services; it must be read in conjunction with the Food Safety Policy and site specific Hazard Analysis Critical Control Point (HACCP) plans to inform and guide working practices. H.A.C.C.P. - Hazard Analysis and Critical Control Points is a system of risk assessment within the Food Receipt, Delivery and Service Processes. 3.0 Scope This Standard Operational Procedure (SOP) applies on the Trust sites where a catering service is offered; these are namely: St. Georges Hospital, Stafford, The Redwoods Centre, Shrewsbury and the George Bryan Centre (GBC), Tamworth. Page 2 of 8
The Trust operates various methods of catering systems including cook chill, cook freeze, brought in ready prepared items and on site prepared foods depending on site system configuration to provide a full 4 week menu cycle to cater for service user requirements. All suppliers used are contracted / on the NHS framework agreement and full nutritional information on these must be available. This system offers the following benefits: Safe tried and tested catering system that is a NHS nationally recognised system of food delivery; Ensures food can be served at the correct temperature; Meets current catering legislation; Consistent quality product is served; Offers the wards (service users) a greater degree of flexibility of meal content and service times; 4.0 Roles and Relationships The Director of Facilities and Estates is responsible for ensuring that systems and processes are in place to ensure that the Trust s catering service meets its duty of care and the requirements of relevant external bodies. The Head of Facilities supported by local Facilities / Service Managers will have responsibility to ensure operationally, agreed standards will be met. Detailed responsibilities for all staff groups can be found in the Trust Food hygiene Policy. 5.0 Key Elements of the Operating Procedure 5.1 Level of service to be provided Breakfast The wards will provide their own service for breakfast, nursing staff will be responsible for providing or supervising this service as necessary. This will be a continental style breakfast complimented with porridge, cereals and toast etc. as available at ward level. Lunch A two-course lunch will be provided via cook chill or cook freeze from the Supplier consisting of a choice from three hot entrees including at least one vegetarian choice. A selection of vegetable and potato dishes will also be available throughout the 4 weekly menu cycle with accompanying sauces, gravy etc. A choice of 2 desserts with appropriate sauces, custard etc. will be available each day. Page 3 of 8
Evening Meal The evening meal will offer a choice of soup followed by a selection of sandwiches, snack items and choice of dessert/fresh Fruit. The 2 main meals of the day may be interchanged taking in service needs and service user preferences. Special diets A range of special diets are available covering diabetic, vegetarian, vegan, Caribbean and Halal. The ward staff should contact the catering team if a service user has any special dietary needs. All patient food allergen information will be available within the Catering Department and available at ward level. Dieticians will whenever possible provide ward staff and service users with information on specific diets and healthy eating appropriate to the individual needs. 5.2 System for delivery of Food Sufficient food for service users will be delivered to the wards at all meal times to allow free choice at point of service, on a first come first served basis. If problems are encountered through this process the catering team should be contacted immediately. 5.3 Services to the Staff Restaurant A range of dishes, snacks and sandwiches will be offered in onsite Bistro s at St George s and Redwoods. Service users, relatives, carers and visitors are welcome to use this service on a pay to eat basis. The Bistros will also provide a call order type service to complement those dishes on a daily basis Monday to Friday lunchtimes (except Bank Holiday) as required. 5.4 Special Functions Special functions required by The Trust can be selected from the Catering Services Brochure charges for such functions will be the price ruling at that time. 5.5 Special Function/Birthday Party/BBQ s Ordering Procedure Requisitions for these types of functions must be authorised by the Modern Matron and submitted to the catering team at least 7 days before requirement. The cost of these functions will be met by the ward. 5.6 Delivery & Distribution of Food It is the responsibility of the catering department to provide sufficient food of good quality and to meet the pre-planned menu. Food suppliers will deliver to the catering department at each of the main sites (GBC food will be delivered to ward kitchen). The cook chill/frozen food will be delivered in regeneration containers and in a sealed state, thereby preventing contamination from physical, bacterial or chemical sources. Site HACCP plans give detail of standards expected of each process step as soon as food is delivered. Page 4 of 8
5.6.1 Delivery and Distribution Timetable Breakfast Bread and milk will be delivered to the wards by the hotel Services staff from 8:00 am each day. Breakfast cereal, coffee, jam, etc. will be delivered on a twice weekly basis by the portering staff. Lunch Lunch must be delivered from the Catering Department to enable food to be regenerated at ward level and to meet the service times as per ward schedule. If food has not reached its correct temperature by service time the ward staff must be informed ASAP and the food put through the boost cycle as in the training manual. The food boxes must be returned to the Catering Department as soon as possible after the meal service or food has been received at ward level. All crockery/cutlery/tumblers and food service utensils must be washed and held for general use in the ward kitchen, with the exception of the Forensic unit and this is held separately and issued as required. Evening Meal The evening meal will delivered from the Catering Department to enable food to be at ward level to meet the service times as per ward schedule. The food boxes must be returned to the Catering Department as soon as possible after the meal service or food has been received at ward level. All crockery/cutlery/tumblers and food service utensils must be washed and held for general use in the ward kitchen, with the exception of the Forensic unit and this is held separately and issued as required. 5.7 Patient Meal Time Specification Patients meals will generally fit into the following schedule, amendments can be made by prior agreement by either side (Ward or Housekeeping/Catering) as required. Breakfast 8:15 am to 9:15 am Lunch 12.30pm to 1:30 pm Evening Meal 5:15 pm to 6:15 pm Each ward displays posters advertising its protected mealtimes. If permanent changes to the schedule are required a dialogue between the ward manager or Modern Matron and the Facilities Manager will be required. Page 5 of 8
5.8 Receipt and Service of Meals/Washing up Before moving from any other task to serving food the Housekeeper must ensure that rings, watches etc. are removed and hair tied back prior to hands being washed. Also a disposable apron must be put on prior to commencing any food duties to prevent any contamination of such food. Breakfast Breakfast will be served to patients by a member of nursing staff from the ward stock levels. Lunch/Evening Meal The process of serving food is a joint responsibility between Hotel Services and ward staff, and tasks may vary on each ward. Principally the Hotel Support Worker/ Ward Hostess will receive the food, check delivery temperatures and regenerate meals as per the training manual. They should then plate up the meals as instructed by the ward staff. It will be the responsibility of the nursing staff to identify the patients requirement and to serve the meal to the patient. Clearing All dirty crockery will be cleared and placed in the ward kitchen where the hotel support worker will wash and store ready for next service. 5.9 Beverages A range of beverages will be available on all wards from ward stocks. Depending on ward protocol many service users will have free access to make beverages as and when required. 5.10 Ward Provisions/24 Hour Provision All ward provisions will be issued from the Catering Department on receipt of a completed requisition. Milk/Bread delivery these items will be delivered daily Monday Saturday. Snacks are provided daily and a fresh fruit is available on each ward. A 24 hour provision will be available from ward stocks including soup, snack items, toast with butter and preserves, fresh fruit as well as hot and cold drinks. 5.11 Food Hygiene/Health and Safety Hotel Support Workers employed on food service will receive the appropriate training up to a level 2 Food Safety in Catering. All other staff involved in the food system will have training commensurate with duties and in-line with agreed trust standards. All new staff must be trained on the safe regeneration of cook chill foods and be trained on the cook chill manual by their line supervisor. All staff must be informed on the importance of maintaining accurate temperature and waste logs for their ward area and where these are to be sent once completed. All staff must attend refresher training in line with trust standards. Page 6 of 8
5.12 Transportation of Meals Meal delivery to site will be in a suitable chilled vehicle owned and operated by Supplier or suitable replacement if this vehicle is out of service. The vehicle provided for the transportation of meals on site will be cleaned and disinfected at regular intervals. In the event of breakdown of this vehicle a replacement vehicle will be provided, this too will conform to the required Health and Safety/hygiene standards and be maintained in a hygienic condition throughout the period of the hire. Any trolleys etc. used for the transport of food should not be used for any other purpose such as the transport of waste or clean/soiled laundry. 6.0 Quality Assurance Patient Involvement 6.1 Assurance that the catering service consistently meets the needs of patients will be monitored using the following methods: Internal checks and audits carried out by Facilities staff; Annual PLACE assessments of all inpatient areas; Patients invited to sample dishes prior to their introduction onto the menu; By invitation Facilities / Catering staff to attend Patient Forums; Facilities / Catering staff to liaise with patient representatives, e.g. PALS, regarding service developments; Facilities / Catering staff to attend ward meetings where catering services are discussed; Where appropriate carry out patient catering surveys using the trust Meridian system 7.0 Commenting on the Patient Meal Service Patients, their representatives or ward staff who wish to comment on the catering service should in the first instance contact the relevant Catering Supervisor / Manager. If it involves a problem or minor complaint this should be done as soon as possible after the meal / service concerned. This will assist in putting the matter right as quickly as possible and assist in any investigation. Comments can also be sent to the Trust PALS service. 8.0 Process for Monitoring Compliance and Effectiveness This Standard Operating Procedure will be reviewed annually by the Trust s Page 7 of 8
Meal Enhancement Experience Group. It will also consider if all the areas are still appropriate and introduce any changes that may be necessary as a result of internal or external factors / influences. 9.0 References Food Safety Act 1990; Food Safety and Hygiene (England) Regulations 2013; EU Regulation 1169/2011, on the provision of food information to consumers; Management of food hygiene and food services in the National Health Service HSG (96)20; The Food Hygiene (England) Regulations 2006; "Hospital catering delivering a quality service" (Department of Health); Good Practice Guide Healthcare Food and Beverage Service; Regulation (EC) No. 852/2004 Hygiene of Foodstuffs; Regulation (EC) No. 178/2002; Regulation (EC) No. 853/2004; Regulation (EC) No. 2073/2005 on the microbiological criteria for foodstuffs; Food Standards Agency: The Eatwell Plate www.eatwell.gov.uk; Department of Health: Top Tips for Eating More Fruit and Vegetables www.5aday.nhs.uk. Trust Food Hygiene Policy Page 8 of 8