electricity at work16)330electricityatwork.pdf · 2019-10-03 · ensuring the application of the...

Trust Policy and Procedure Document Ref. No: PP(16)330 ELECTRICITY AT WORK POLICY

For use in: West Suffolk NHS Foundation Trust Properties

For use by: All Trust Staff

For use for:

Document owner: Estates manager Facilities & Estates

Status: Approved

Purpose of this document This policy applies to all electrical systems and equipment except the West Suffolk NHS Foundation Trust High Voltage (HV) distribution system. All duties under the Regulations apply to the protection of employees, visitors and contractors. The Regulations impose responsibilities on the Trust, its employees and contractors, requiring them to conform with this policy and thereby the Regulations, in every respect. This procedure will be reviewed every 2 years or more frequently if required, to ensure continued compliance with electrical regulations, and relevant codes of practice, and best practice as appropriate

Table of Contents

Purpose of this document ........................................................................................................ 1 1.0 Introduction.................................................................................................................... 2 2.0 Policy Statement .......................................................................................................... 2 3.0 Roles and Responsibilities .......................................................................................... 2

3.1 Duty Holder – Chief Executive ................................................................................... 2 3.2 Nominated Person - Estates Manager ...................................................................... 3 3.3 EBME Department ....................................................................................................... 3 3.4 Trust Staff / Users of Electrical Equipment .............................................................. 3 3.5 Purchasing and Supplies. ........................................................................................... 4 3.6 Approved Contractors .................................................................................................. 4 3.7 Residences Manager and Residents ........................................................................ 5 3.8 Patients’ Equipment ..................................................................................................... 5

4.0 Isolation Procedures for Safe Working on Extra-Low and Low Voltages (Up to 1000v) ................................................................................................................ 5

5.0 References and Guidance sources ........................................................................... 8 6.0 Document management table .................................................................................... 8 7.0 Appendix 1 – Organisational Relationships ............................................................. 9 8.0 Appendix 2 – User Checks ......................................................................................... 11 9.0 Appendix 3 – Permit to work....................................................................................... 13

Document: Electricity at Work Status: Approved of 16 Issue date: Jan 2016 Valid until date: Jan 2018 Document Ref: PP(16)330

1.0 Introduction

The West Suffolk Hospital NHS Trust (hereafter referred to as the Trust) recognises that working with electricity and electrical equipment can pose a health and safety risk. The Health and Safety at Work Etc Act 1974 places a duty on the Trust to ensure that all equipment, plant and machinery is adequately maintained in a safe condition so as not to present a risk to its employees or other persons. The Electricity at Work Regulations 1989 further extend the Act placing A duty on employers (Directors, Managers and Heads of Service) to Ensure that all electrical equipment and electrical supply systems are Maintained in a safe condition and that only competent persons are permitted to work with, repair or maintain electrical systems or Apparatus. The Electricity at Work Regulations applies to all places of Work and to electrical systems at all voltages. BS7671 is the current national standard for all electrical work undertaken in the United Kingdom and the standard specification in design and maintenance at West Suffolk Hospital. 2.0 Policy Statement The Trust will establish the conditions whereby the use of both Electrical power and equipment connected to the electrical installation will, so far as is practicably, be adequately controlled in all activities to ensure the health and safety of those potentially affected. This policy will aim to ensure that the risks to staff and others from exposure to electrical hazards at work are adequately controlled and that all electrical systems are maintained to a high standard by performing inspection and testing. This policy covers all Trust properties and applies to all Trust Employees, contractors working for or on behalf of the West Suffolk Hospital NHS Trust and tenants occupying Trust property. 3.0 Roles and Responsibilities

3.1 Duty Holder – Chief Executive

The duty holder has ultimate management responsibility for the safe operation of this policy and is responsible for ensuring that all staff understands the principle requirements fully. For the Trust the Chief Executive is deemed the Duty Holder for the premises in accordance with statutory requirements. The following tasks are delegated to the “Estates Manager” as the nominated person on behalf of the Duty Holder, these include:

Refer to section 3.2 ‘Nominated Person- Estates Manager’

Ensuring the application of The electricity at work 1989 regulations is implemented fully with all trained and competent persons who will be working on the hospitals electrical systems.

A suitable and sufficient Electrical inspection and testing survey of its fixed wiring installation is carried out periodically to the latest edition of the IET wiring regulations – BS7671:2008 as amended.

[ An organisational flowchart for electricity is illustrated in figures 1 & 2, appendix 1 page 8]


3.2 Nominated Person - Estates Manager The Estates Manager is responsible for the safety of all fixed electrical installations and Portable appliances across the Trust. The Estates Manager shall appoint an Authorising Engineer, who will Advise the Trust on all aspects associated with high and low voltage Installations and also the appointment and number of suitable Authorised and Competent Persons, and for ensuring that adequate arrangements are in place for the testing and maintenance of fixed and Potable Appliances that are used within the Trust The Estates Manager also has the responsibility to ensure Observance of the statutory requirements imposed on the Trust by the Electrical at Work Regulations 1989. The Estates Manager shall operate a Permit to Work procedure for both high and low voltage installations and also ensure that adequate training is provided to competent staff to ensure that they are at all times trained to work in a safe manner on any part of the system. The Estates Manager will ensure that adequate arrangements are put in place to manage / capture a systematic regular maintenance and testing programme will be conducted on the fixed electrical services and equipment to ensure that the system and equipment is safe and fit for use. A programme of portable appliance testing (PAT) will be undertaken on all portable electrical equipment other than medical equipment (see section 3.2) only competent persons shall work on fixed installations and they shall use the relevant Permit to Work system. All PAT will be carried out in conjunction with the Trusts Estates Departments ‘Portable Appliance Testing’ procedure EDP-004 Work on both low and high voltage networks will be subject to Trust safety operating procedure documents for electrical systems The electrical supply system will be operated within its capacity so that overloading, and therefore loss of power, does not occur. The standby electrical generators that provide cover in the event of an Electrical mains failure will be tested to a regular programme to prove their readiness and capacity. All lightening protection systems will be maintained and tested to a regular programme to prove their effectiveness. . Any training for staff that uses equipment connected to the electrical supply system must be recorded in a format that can easily be audited and reviewed. The training should form part of the local induction. 3.3 EBME Department The EBME Department are responsible for the electrical safety of medical equipment. All medical equipment in use within the Trust, whether owned, on hire to, or hired by the Trust shall be electrically safety checked at commissioning prior to first use and periodically at planned preventative maintenance (PPM) intervals as determined by the EBME Department and/or the Manufacturer. . 3.4 Trust Staff / Users of Electrical Equipment Users of electrical equipment have a duty to use the equipment safely in accordance with the training given and the manufacturer’s instructions prior to each use staff shall visually inspect portable Electrical appliances for damage (i.e. frayed or damaged cables, burn marks on cables or plugs, coloured wiring visible or loose etc.). Further details are provided in Appendix 2 (Visual User Checks). Trust staff identifying such faults should remove the equipment from service, clearly label the faulty item with a ‘DO NOT USE’ label indicating the date taken out of service, the ward or department, the contact name in the ward or department, and contact the relevant


department for the repair or replacement of the equipment. All portable appliances shall undergo either an inspection or test, undertaken by a competent person, at regular intervals in accordance with current regulations. Where inspection of any portable electrical appliance by a competent person which, in their opinion, gives rise to an imminent risk of serious personal injury to the user or others, that appliance will be rendered safe by taking the appropriate action to prevent further use of the appliance. The Trust will not accept any liability for loss of work/data or any other inconvenience as a consequence of taking the appliance out of service on the grounds of safety. Portable electrical appliances owned by employees are not to be brought onto Trust premises, connected to the Trusts’ electrical supply system or used in the workplace unless checked by the Estates Department before use. All Trust employees who use portable appliances are responsible for ensuring that any non-tested items are immediately removed from the use until safety checked. Extension leads may be used as a temporary solution to provide additional socket outlets or to provide power during a mains failure from an alternative source. These leads should have been inspected and tested before use and should only be used for shortest period of time as possible. 3.5 Purchasing and Supplies. Trust staff initiating purchase requests must ensure that the equipment to be obtained is suitable for the use and environment intended. The Estates Maintenance department should be consulted for advice for non-medical equipment and the EBME Department for medical devices, in the first instance. So far as is reasonably practicable, Equipment conforming to the appropriate British Standard should be purchased. When obtaining foreign equipment, the purchaser shall ensure that the equipment is at least as safe as equipment constructed to the equivalent British Standard. Where the equipment is energy rated then the most energy efficient model option should be purchased. 3.6 Approved Contractors Contractors appointed by the Trust shall comply with the requirements of the Health and Safety at Work etc. Act 1974, the Electricity at Work Regulations 1989 and all recognised electrical codes of practice. All work to be undertaken will be agreed by the Trusts Appointed Representative. Where necessary a full risk assessment and/or method statement will be required to be approved prior to the work commencing. Work on live electrical apparatus is not permitted except for diagnostic testing and shall be in conjunction with the Trust’s defined Safe System of Work. Contractor’s shall regularly test and maintain their portable appliances and the appropriate test records shall be provided for inspection if requested by the Trusts Appointed Representative. The following requirements apply to all contractors carrying out any works on the Trust’s premises: The obligations set out in section 3.3 above (Users) applies equally to contractors.

Faulty tools and equipment shall not be brought onto the Trust’s premises or sites.

Power tools must be rated for 110v supply or battery operated.

Extension leads, where permitted, must be fully tested, correctly terminated and free from any joints or damage.

All portable electrical equipment shall have been tested in line with the practices above and be within its certification period.


3.7 Residences Manager and Residents Where portable electrical appliances are brought into the Trust’s accommodation facilities by residents the safety of such appliances is the responsibility of the resident owning those appliances. Residents will be provided with written information on how to get portable appliance items inspected on first taking up residence to ensure the safety of themselves and of other persons who may be affected. Residence Manager to ensure this information is imparted to all residents. 3.8 Patients’ Equipment Patients’ own electrical equipment must not be connected to the Hospital supply until checked by the Estates Department 4.0 Isolation Procedures for Safe Working on Extra-Low and Low Voltages (Up to

1000v) 4.1 Permit to work systems

At the Trust a permit-to-work system (appendix 3) is used to formally record and control work which is identified as potentially hazardous on low voltage isolation circuits. The permit details the work to be undertaken identifying:

• Details the work to be done; • Details the precautions to be taken; • States that all foreseeable hazards have been noted; • States the control measures to be implemented. • Isolation points of electrical circuits.

‘Permits to work’ do not, in themselves, make the task free from risk. The Trust ensures they are effectively controlled and coordinated, in order that hazards are identified and that all risks are suitably and sufficiently assessed. For safe isolation of low voltage electrical systems from the Trusts main intake room to the sub-main panel a ‘Permit to work’ system operates in line with HTM 06-01 and is overseen by the Trusts appointed authorised person. For Low voltage systems the authorised person lead is the Estates Manager, with support from the Estates Technical Support Officer. The Authorised person issues the permit to the competent person and both sign to confirm systems of work are acceptable and appropriate.

4.2 Safe isolation of electrical systems The following chart illustrates a safe Isolation Procedure for persons concerned with work on electrical systems on extra-low and low voltage (as defined in BS7671). Isolation is defined as a function intended to cut off for reasons of safety the supply from all, or a discrete section of, the installation by separating the installation or section from every source of electrical energy. Isolation means the operation of switches, the removal of fuses or links or physical disconnection of conductors in order to make any system or part of a system DEAD and secure so that it cannot be inadvertently made live. This will involve cutting off an electrical installation, a circuit or any equivalent item from every source of electrical energy.


In general remember the following rules:-

• Identify the source(s) of supply; • Isolate; • Secure Isolation; • Post notices; • Test that the equipment/system is DEAD; then • Apply earths where necessary and applicable. • Begin work.

Example Proving unit Example Test Lamp

Example Lock out box Example signs

Example lock off devices


Safe isolation and work permit flow chart

Locate and identify the circuit / equipment to be

worked on

Identify all sources of energy supply

Does the ANP consider a work permit is required?

No work permit necessary

Start work

Is the voltage of the circuit above low voltage?

Isolate, lock off. Prove circuit / equipment is

DEAD

Display warning notices.

Start work

Seek advice from HV appointed Person, DO NOT

ATTEMPT TO START WORK

Can all circuits / supplies / equipment be isolated?

AP to justify whether work can be undertaken

Isolate, lock off. Prove circuit / equipment is

DEAD

Is the circuit / equipment dead?

Issue and display permit to work and caution notices

Isolate and lock off as far as possible, all supplies in connection with the circuit /

equipment to be worked on

Take all suitable precautions

Start work

Start work

On completion of work return permit to work to the

AP for sign off.

DO NOT ATTEMPT TO START WORK

Seek guidance

NO

NO

NO

NO

NO

NO

YES

YES

YES

YES

YES

YES

YES


5.0 References and Guidance sources Health & Safety at Work Etc Act (1974) Electricity at Work Regulations (1989) Workplace (Health, safety and Welfare) Regulations (1992) Management of Health & Safety at Work Regulations (1992) Display Screen Equipment Regulations (1992) Electrical Equipment (Safety) Regulations (1994) Lifting Operations and Lifting Equipment Regulations LOLER (1998) Provision and use of Work Equipment Regulations PUWER (1998) Noise at Work Regulations (2005) Regulatory Reform (Fire Safety) Order (2005) Institute of Electrical Engineers BS 7671 IET Code of Practice Inspection and testing of electrical equipment (As amended) (IET COP) Health and Safety Executive guidance taken from www.hse.gov.uk Fire Safety Policy Trust Estates Portable Appliance Testing Procedure – EDP-004 Trust Estates Standard Operating procedure ‘Electrical isolation Sub mains and Main LV panels SOP/012’ For general information and links to detailed specific guidance on all aspects of electrical safety, go to the HSE website – www.hse.gov.uk/electricity/index.htm. 6.0 Document management table

Author(s): Terry Bird

Other contributions: Ian Stutchbury

Approval and endorsements: Estates Team meeting, Health and safety committee

Consultation: Authorising Engineer for Low voltage

Issue no: 1

Revised by: Jan’16

File name: O:\Facilities Documents\Facilities Health + Safety Documentation\30, Elec Regs

Supersedes: N/A

Additional information: Estates SoPs

Estates PA Testing Procedure

http://www.hse.gov.uk/

http://www.hse.gov.uk/electricity/index.htm


7.0 Appendix 1 – Organisational Relationships Figure 1 - Responsibility Structure

Chief Executive

(Duty Holder)

Estates Manager

(Nominated Person)

Authorised Persons for

Low Voltage

Competent Persons

(Trust Estates

Department)

Competent Persons

(Electrical

Contractors)


Figure 2 - Reporting Structure

Trust Board / Chief

Executive

Trust Corporate Risk

Committee

Trust Health and

Safety Committee

Trust Estates

Department

Electrical Contractors

Trust Estates Manager


8.0 Appendix 2 – User Checks

IET Code of Practice as amended - User Checks for Portable Appliances

The user check should proceed as follows. The user should:

Consider whether he/she is aware of any fault in the equipment and whether it works properly

Disconnect the equipment, if appropriate, by switching off and unplug

Check that the equipment has a legible label attached to it, in accordance with equipment labels in the IET Code of Practice 4th Edition code of practice

Inspect the equipment, the cable and the plug. The inspection should include the checks in table below.

Take action if any faults or damage are apparent. Faulty equipment should be

Switched off and unplugged from the supply

Labelled to identify that it is not to be used

Report to the West Suffolk NHS Foundation Trust Helpdesk (Ext. 5555)

Removed from service as soon as possible

USER CHECK GUIDANCE

Plug Not loose in socket outlet and be removed without difficulty

Free from cracks or damage

Free from any signs of overheating

Flexible cord secure in anchorage

If the plug is of a non rewirable type or moulded on type, the grip should be checked by firmly pulling and twisting the cable. No movement should be apparent

Pins not bent

Live pins should be sleeved in accordance with BS 1363

No Cardboard label on the bottom

Plug does not rattle

Flex or Cable In good condition

Free from cuts, fraying and damage

Not in a location where it can be damaged

Not too Long, too short or in any other way unsuitable

No joints or connections that may render it unsuitable for use, such as taped joints

Only one flex connected into one plug (A 13A plug is designed for one cable only –NOT TWO)

Not too tightly bent at any place

Not run under a carpet

Not a trip hazard

An extension lead should be inspected throughout its length. This would mean uncoiling coiled type extensions

Socket or Flex Outlet Free from cracks or other damage

No sign of overheating

Shutter mechanism of socket functioning

Not loose (i.e. properly secure)

Switch, if fitted, functions correctly

Adaptor or Extension Lead (Fitted with and RCD*)

Inspect device and verify it has a rated residual operating current not exceeding 30ma

Check device by plugging it in, switching it on and then pushing the test button.

The RCD* should operate and disconnect the supply from the socket outlet


Appliance or Item of Equipment (Includes ELV** equipment)

Free from cracks, chemical or corrosion damage to the case, or damage that could result in access to live parts

Equipment is operated with covers in place and doors closed

Able to be used safely

Works properly

Sufficient space to permit cooling. Not positioned so close to walls and partitions that there is inadequate spacing for ventilation and cooling

No signs of overheating

Not likely to overheat. Nothing, e.g. books or files, obstructing the cooling fan of a computer or towels etc. over a convector heater. The correct lamps should be fitted to luminaires, which do not exceed the rated capacity

Cups and plants are not placed where their contents could spill into equipment

Environment Equipment suitable for its environment

No improper use of extension leads or multiway adaptors

Equipment not normally left on overnight

Suitability Equipment suitable for the work it is required to carry out

* RCD – Residual Current Device – A mechanical switch that is designed to open the contacts when the residual current reaches a given value under specific conditions ** ELV – Extra-Low Voltage – Normally not exceeding 50V A.C. or 120V ripple free D.C. between conductors or to Earth


9.0 Appendix 3 – Permit to work

Limitation of access Permit


Permit to work