Guidance for the safe and effective use of satellite...

Guidance for the safe and effective use of satellite stores

Responsible committee: Gloucestershire Integrated Community Equipment Partnership Board

Target audience: GIS Healthcare, assessors of equipment, Health & Safety officers

Date of approval: May 2017

Review date: May 2020

Version 0.5

Document type Protocol

Key Words Equipment, storage, satellite store

2 Integrated Community Equipment Service Guidelines on the use of Satellite Stores 2017 v0.5

Author:

Cheryl Hampson ICES Team Manager Integrated Community Equipment Services Gloucestershire County Council C/O Gloucestershire Care Services NHS Tel: 0300 421 8136 Email: [email protected] Website: www.glosequip.co.uk

Guidance Author

Graham Skipp ICES Service Support Co-ordinator Integrated Community Equipment Services Gloucestershire County Council C/O Gloucestershire Care Services NHS Tel: 0300 421 8167 Email: [email protected] Website: www.glosequip.co.uk

Guidance Contributor

Sarah Griffiths ICES Clinician (OT) Integrated Community Equipment Services Gloucestershire County Council C/O Gloucestershire Care Services NHS Tel: 0300 421 8397 Email: [email protected] Website: www.glosequip.co.uk

Guidance Contributor

Donna Miles Lead Commissioning Manager Health & Social Care Gloucestershire Clinical Commissioning Group / Gloucestershire County Council Joint Commissioning and Community Services Telephone Landline: 0300 421 1748 Telephone Mobile: 07823 662122 Email: [email protected]

Guidance Sponsor

Version Control:

Date Version Status

14.10.10 0.1 Guidance prepared for GIS & Assessors

1.11.12 0.2 Guidance updated following feedback from stakeholders

8.3.2017 0.3 Guidance updated for consideration by stakeholders

25.4.2017 0.4 Guidance updated following consultation with stakeholders and sent to ICES Clinical Governance & Management Forum for approval

18.5.2017 0.5 Guidance amended following feedback from Health & Safety and approval by ICES Clinical Governance & Management Forum

mailto:[email protected]

http://www.glosequip.co.uk/







CONTENTS

Page

GLOSSARY OF TERMS & DEFINITIONS USED IN THIS DOCUMENT ............................ 4

INTRODUCTION ................................................................................................................. 5

GENERAL PRINCIPLES OF THE USE OF SATELLITE STORES ..................................... 6

STORAGE CONDITIONS .................................................................................................... 6

SUGGESTED EQUIPMENT LIST ....................................................................................... 6

CARRYING EQUIPMENT IN CARS .................................................................................. 15

PROCESS FOR CARRYING EQUIPMENT IN CARS FROM A SATELLITE STORE .............................. 18

APPENDIX 1 - SATELLITE STORE TRANSFER FORM…………………………………… 19

APPENDIX 2 - TEMPLATE RISK ASSESSMENT - CARRYING EQT IN CARS………….20


Glossary of terms & Definitions used in this document

CECOPS Community Equipment Code of Practice Scheme

CE

Community Equipment, also known as ‘medical devices’, ‘community equipment’, ‘assistive technology’. The Department of Health Guide to Integrating Community Equipment Services (2001) elaborates the description of equipment.

Community settings

Service users’ own homes and care homes registered under the Care Standards Act, but exclude private hospitals registered as care homes.

CQC Care Quality Commission

DF Driver Fitter

GCC Gloucestershire County Council

GCS Gloucestershire Care Services NHS Trust

GIS GIS Healthcare is the logistics provider for ICES. They are GCC in-house operations and also run a supported employment operation.

HSE Health & Safety Executive

ICES Integrated Community Equipment Services

LOLER

Lifting Operations and Lifting Equipment Regulations 1998 (LOLER). These Regulations (often abbreviated to LOLER) place duties on people and companies who own, operate or have control over lifting equipment. All lifting operations involving lifting equipment must be properly planned by a competent person, appropriately supervised and carried out in a safe manner.

MDA Medical Device Alert

NAEP National Association of Equipment Providers

Satellite store

Term used to describe a small store of equipment outside of GIS Healthcare warehouse for Authorised Assessors to utilise in emergencies or out of normal working hours

Service users

Could also be referred to as ‘Patients’, ‘clients’, , ‘residents’ and informal and funded carers in community settings who are receiving the equipment and will be utilising it.

Special (Bespoke) equipment

Equipment that has been purchased specifically for that service user and has not come from the standard stock catalogue.


1. Introduction

This document provides general advice for authorised assessors dealing with community equipment in Integrated Community Equipment Service (ICES) satellite stores. There is a small risk of cross infection from the reuse of medical equipment issued on loan by ICES stores (GIS Healthcare) directly from satellite stores. This risk can be minimised by some simple precautions. Putting safe systems in place to manage the decontamination of equipment will contribute to meeting the infection control and health and safety requirements. These guidelines have been developed as a basis for use by satellite stores (previously referred to as sub stores). It must be noted that where practical and possible satellite stores should not be used and all equipment issued to service users should be delivered directly by GIS Healthcare who have a robust decontamination and quality policy in place. However, there is a need for some satellite stores countywide to enable timely/ safe discharges from hospital, to prevent the need for same day deliveries and to enable access to equipment outside of GIS Healthcare’s normal working hours. Also to enable Assessors to assess with small pieces of equipment when they do not want to have the items delivered direct to the service user prior to assessment. Please be aware stock stored in satellite stores should be used within 6 months of issue to the satellite store or be returned to GIS. Each ICES Partner organisation is paying for this equipment and we need to live within our means and it is every assessor’s responsibility to ensure we are as effective as possible.


2. General Principles of the use of satellite stores

1. Older stock should be used first, a stock rotation system (whereby new deliveries are put to the back) may be required and should be agreed and implemented locally

2. Equipment requiring 6 monthly LOLER checks will not be carried out in Satellite stores i.e. if slings are kept in a satellite store for more than 6 months then then will need to be returned to GIS as they will be outside of LOLER check schedule.

3. That equipment that has been sent out and returned to satellite stores should not be reused again until it has been returned to GIS Healthcare for refurbishment.

4. That all equipment issued from satellite stores is recorded on CEquip using the satellite orders function. If the equipment barcodes cannot be found in the satellite store on CEquip then a transfer form needs to be completed and emailed to [email protected] See Appendix 1

5. Non-returnable items such as helping hands, shoe horns and sock aids do need to be transferred via CEquip as per standard stock so we can track who this equipment has been issued to in the case of a medical device alert.

6. Service users must be issued with a Service User leaflet for every delivery from a satellite store. This leaflet details the terms of the equipment loan and who to contact if equipment fails. Service User leaflets can be ordered for the satellite store on CEQuip.

3. Storage conditions

1. Storage areas should be easily accessible in and out of normal working hours.

2. That the storage area should be in a secure, clean and dry environment

3. Equipment is stored in such a way as to meet NHS infection control procedures i.e. clean and dirty/used equipment is not stored together in the same room unless there is clear demarcation.

4. Adequate shelving - The store should have enough shelving to ensure that equipment is stored safely and with the exception of floor standing equipment all equipment should be stored on shelves.

5. Pest eradication programmes will be in place.

4. Suggested Equipment List Each satellite store should review their ordering trends and stock those items which are issued on a regular basis to enable timely discharge, prevent use of same day requests or prevent admission to hospital/care. In general, if a piece of equipment has been issued less than 1 per month then it should not be stored in a satellite store and should be issued directly from GIS Healthcare.


http://www.glosequip.co.uk/images/ICES%20Service%20User%20Leaflet%20Oct%202014.pdf


4.1. Community Hospitals (combined therapy & Nursing store) suggested List

Category Equipment Catalogue Code, Equipment Description & Max number to be held in satellite store

Moving & handling

TZR175Z DUO TRANSFER BOARD 2

Tux Glove Deluxe Slings (size 7, 8 & 9) 2 of each size

VQR100Z ARJO MAXISLIDES:ISSUE OF 1:ORDER 2 FOR A PAIR

2 sets

FZD001 HANDLING BELT (WESTHOLME) 1

Bed accessories

TLE777 EASYLEAVER BED GRAB RAIL (WITHOUT STRAPS)

2

TLE778 EASYLEAVER STRAPS FOR TLE777 2

TLE1077 BED STICK 2

Household TSF110Z PERCHING STOOL WITH ARMS AND BACKREST ADJ HEIGHT

2

Furniture raisers

GKC264Z MULTI PURPOSE RAISER - 1 UNIT FITS 2 CASTORS (ORDER MULTIPLE 8)

6 sets

Langham Chair Raising Units 2 sets

Toileting TZR365Z RAISED TOILET SEAT 2" TAUNTON 1

TZR370Z RAISED TOILET SEAT 4" TAUNTON 1

TZR371Z RAISED TOILET SEAT 4" NOUVELLE 1


TZR380Z RAISED TOILET SEAT 3-4" UNI-FIX 1

FZS840K SLIPPER BEDPAN (GREEN) 2

FSE810A or BPAN1

BEDPAN 2

FWK640Z FEMALE URINAL POLYPROPYLENE NOT SLIPPER TYPE

2

FWV635Z MALE URINAL POLYPROPYLENE C/W COVER

6

GKK780F TOILET FRAME ADJUSTABLE 2

TSF248Z FOOTPLATES (PAIR) FOR MAYFAIR STYLE COMMODE.

1 set

TSF250Z MAYFAIR STYLE WHEELED COMMODE WITH BRAKES

2

TZR375Z COMBINED TOILET SEAT AND FRAME (MOWBRAY) - HEIGHT ADJUSTABLE

4


TZS214Z COMMODE ADJUSTABLE HEIGHT METAL FRAME

2

Mobility GZT143T WALKING FRAME - GUTTER - SMALL - (HEIGHT 33-37IN WIDTH 24.5IN

1

GZT185Z WALKING FRAME - GUTTER - LARGE - ADJUSTABLE HEIGHT 39-43" WIDTH 24.5"

1

GZT096Z WALKING FRAME WITH WHEELS - SMALL - (HEIGHT ADJ 28.75"- 31.75")

1

GZT102Z WALKING FRAME WITH WHEELS - MEDIUM - (HEIGHT ADJ 33"- 36")

4

GZT108Z WALKING FRAME WITH WHEELS - LARGE - (HEIGHT ADJ 35.75"- 38.75")

1

GZT555Z FRAME CADDY 4

GTB150Z CRUTCHES ELBOW - MEDIUM (STANDARD HANDGRIP - ISSUED SINGULARLY)

2 pairs

GTF240Z WALKING STICK - ADJUSTABLE 4

GTF320Z WALKING STICK - MEDIUM - ANATOMICAL HANDLE - ADJUSTABLE - RIGHT HAND

3

GTF321Z WALKING STICK - MEDIUM - ANATOMICAL HANDLE - ADJUSTABLE - LEFT HAND

3

GZT381Z TRI-WHEEL WALKER WITH BRAKES 2

GZT383Z SAFETY WALKER (100D) 3

THU300Z TROLLEY WITH BRAKES 3

Pressure Care

VQA100 REPOSE FOOT PROTECTORS 2

VQA150 MATTRESS & CUSHION REPOSE 1

VQA155 REPOSE CUSHION ONLY AND PUMP 2


4.2. Integrated Community Teams Suggested List


Moving & handling


WEN004

WEN003/

WEN008.

(flat single base sheet)

Biotechsys

2 of each size


2 sets


Bed accessories


2


TLE1077 BED STICK 2


2

Furniture raisers


2 sets







FSE810A BEDPAN 8


8


12



2 sets


2


4


4


1


1


1

GZT102Z WALKING FRAME WITH WHEELS - MEDIUM 4


- (HEIGHT ADJ 33"- 36")


1



2 pairs



3


3




Pressure Care





4.3. Acute Hospital A&E


Mobility GTB103Z CRUTCHES ELBOW - EXTRA LONG (ERGONOMIC HANDGRIP - ISSUED AS A PAIR)

2 sets

GTB108Z CRUTCHES ELBOW - MEDIUM (ERGONOMIC HANDGRIP - ISSUED AS A PAIR)

25 sets


30 sets

GTB153Z CRUTCHES ELBOW - EXTRA LONG (STANDARD HANDGRIP - ISSUED SINGULARLY)

5 sets

GTB156Z CRUTCHES ELBOW - SMALL (STANDARD HANDGRIP - ISSUED SINGULARLY)

10 sets

GTB220Z CRUTCHES GUTTER 5 sets

EWF190 BARIATRIC WALKING FRAME 3

GTF100Z WALKING FRAME - STANDARD - MEDIUM (HEIGHT ADJ 31.75"- 34.75")

10

GTF105Z WALKING FRAME - STANDARD - LARGE (HEIGHT ADJ 34.5"- 37.5")

5

GTF107Z WALKING FRAME STANDARD EX-LARGE ADJ 37IN-40IN

1

GTF160Z WALKING FRAME - SLIMLINE - LARGE - (HEIGHT ADJ 34" - 38")

1


GTF246U WALKING STICK - EXTRA LONG - ANATOMICAL ADJ - RIGHT

2

GTF247X WALKING STICK - EXTRA LONG - ANATOMICAL ADJUSTABLE - LEFT HAND

2


2


2

GZT092Z WALKING FRAME (INFANT) - HEIGHT ADJUSTABLE 21.6"- 26"

1

GZT095Z WALKING FRAME - STANDARD - SMALL (HEIGHT ADJ 27.5"- 30.75")

2


2


5


5

GZT143T WALKING FRAME - GUTTER - SMALL - (HEIGHT 33-37IN WIDTH 24.5IN

1

GZT150E WALKING FRAME - NARROW - SMALL - (HEIGHT ADJ 28.3 - 32.2")

1

GZT155Z WALKING FRAME - NARROW - MEDIUM - 1


(HEIGHT ADJ 31-35")


1

GZT195Z ATLAS - WALKING FRAME 1

SLM100Z WALKING FRAME - SLIM WITH WHEELS - SMALL

1

SLM200Z WALKING FRAME - SLIM WITH WHEELS - MEDIUM

2

SLM300Z WALKING FRAME - SLIM WITH WHEELS - LARGE

2


4.4. Acute Hospital Therapy Category Equipment Catalogue Code, Equipment Description & Max

number to be held in satellite store

Moving & handling


wendyletts, biotechsis


2 sets

WEN007 WENDYLETT 4WAY MAXI DRAWSHEET 200 X 200 CM (1647

3 sets


Bed accessories


2


TLE1077 BED STICK 2


2

Furniture raisers


2 sets







FSE810A or BPAN1

BEDPAN 8


8


12



2 sets


2


4


4


1


1


1


4



1



2 pairs



3


3




Pressure Care





5. Carrying Equipment in Cars Delivery and fitting of equipment is included in the GIS contract and is not charged per item. Clinical staff transporting equipment in their own car must be insured to do so and this should be recorded in their personal files and checked annually by their line manager. The principles of risk assessment and maximising personal safety need to be applied to all situations. An appropriate risk assessment should be completed and control measures put in place. All moving and handling situations are different and need to be assessed on their own merits - however the same principles of risk assessment and maximising personal safety need to be applied to all situations. Appendix 2 provides a generic risk assessments for carrying equipment in cars and should be reviewed/personalised and recorded on clinical notes as required by assessors Where the moving and handling of equipment is unavoidable, this needs to be planned to ensure that all efforts are made to minimise the risks involved. All equipment should be carried in the boot or hatchback of the car. It is not acceptable to have equipment on car seats belted in. The following questions need to be considered when issuing equipment:

Could this be delivered direct to the service user by GIS/Driver Fitter?

Does this require two people to manage safely- and if so who is the most appropriate person to ask in the team?

What is the most appropriate vehicle? (bear in mind available transport e.g. vans, lease/pool cars, etc.)

If it is appropriate to deliver the recommended equipment in your own car, is it safe and secure?

The main hazard with carrying equipment in cars is where loose items could form missiles in event of sudden stop/accident and the recommendation is to follow the good practice control measures:

Avoid hard braking/cornering;

Secure all loose items and loads;

Load in footwell if carrying items in front of car;

Avoid loading on rear parcel shelf;

Avoid any items on rear or front seat;

Place items in boot & ensure folding rear seats are secured. The following items of equipment were identified as warranting special consideration and guidance for provision via a satellite store and the delivery options listed are in order of priority. Please note that if a GIS is delivering equipment, the standard documentation advising clients not to use the item until instructed by the CE Assessor should be provided.


Equipment Category

Equipment Description What

Moving & Handling

Hoists

GIS (or subcontractor) to deliver and assemble where required. Not suitable for carrying in a car

Slings

GIS to deliver with hoist where possible Assessor can transport in the car from a satellite store in an emergency or out of hours Consideration of LOLER checks when stored for 6+ months in satellite stores (assessor to return to GIS if unsure)

Washing & Toileting

Bath lifts

GIS to deliver. Bath lifts will be delivered unboxed, fully charged and fitted as instructed by the CE Assessor Not suitable for carrying in a car

Shower chairs /Bathboards

GIS to deliver direct where possible Assessor can transport in the car boot from satellite store in an emergency or out of hours

Trolleys & Mayfair commodes

GIS to deliver direct where possible. Assessor can transport in the car boot from satellite store

Mowbrays/Raised toilet seats/Toilet Frame surrounds/Commodes

GIS to deliver direct where possible. Commodes in an emergency should be transported in the boot or in van. Mowbray’s and TFS’s should be transported in the boot.

Beds & Accessories

Cushions/Repose boots/Repose mattresses

GIS to deliver direct where possible.


Assessor can transport in a car from satellite store in an emergency or out of hours

Mobility

Crutches/walking sticks

Assessor can deliver from satellite store or provide to Service User directly GIS can deliver

Walking frames

Assessor can deliver from satellite store and should be transported in the car boot/van GIS can deliver

Wheelchairs

Assessor can deliver from satellite store and should be transported in the car boot/van Assessor can transport in the car boot/van. GIS can deliver – footplate heights should be noted on the order notes if assessor wishes GIS to adjust.


5.1. Process for carrying equipment in cars from a satellite store

Guidelines for carrying community equipment in cars

1Can the equipment be delivered by GIS in the

timescales needed?

2Assessor places order on GIS IT

System

Yes

3GIS Delivers Equipment

No

4The Equipment is urgently needed for:1. Prevention of admission2. To facilitate rapid discharge

(i.e. end of life)

If neither of the above applies go to step 2

5Can the equipment items be safely carried in the assessors car? (See

suggested list of suitable equipment that can safely be

transported in a car)

6Assessor delivers

/checks the equipment or

provided to Service user to use/fit (with

guidance)

Yes

7Assessor to re-assess and

determine the most appropriate, safe management of the service

user until GIS can deliver the equipment

No


APPENDIX 1 – Satellite store transfer form – click here

SATELLITE STORE

TRANSFER FORM - Revised March 2017.dot

http://glosequip.co.uk/images/Guidance_Documents/Forms/Satellite_Store_Transfer_Form_March_2017.docx


Appendix 2 - Generic Risk assessment – carrying equipment in cars – click here

RA ICES carrying

Equipment May 2017.docx

http://glosequip.co.uk/images/Guidance_Documents/RA_ICES_carrying_Equipment_May_2017.docx


References

“Transporting clients or equipment in your own vehicle” Employment Relations Briefing: COT/Unison. May 2011 Accessed online: 8.3.2017 https://www.cot.co.uk/sites/default/files/unison/private/Transporting-clients-or-equipment-in-your-own-vehicle.pdf “Transporting people and equipment in vehicles” Work Safe Briefing: May 2011 Accessed online: 8.3.2017 https://www.worksafe.vic.gov.au/__data/assets/pdf_file/0009/9558/WS_HSS_TRANSPORTING_PEOPLE_WEB.pdf “Guidelines for carrying equipment in cars” North Devon NHS Trust: August 2014 Accessed online: 8.3.2017 http://www.devon.gov.uk/260814_guidelines_for_carrying_equipment_in_staff_cars_v1draft.pdf

https://www.cot.co.uk/sites/default/files/unison/private/Transporting-clients-or-equipment-in-your-own-vehicle.pdf

https://www.cot.co.uk/sites/default/files/unison/private/Transporting-clients-or-equipment-in-your-own-vehicle.pdf

https://www.worksafe.vic.gov.au/__data/assets/pdf_file/0009/9558/WS_HSS_TRANSPORTING_PEOPLE_WEB.pdf

https://www.worksafe.vic.gov.au/__data/assets/pdf_file/0009/9558/WS_HSS_TRANSPORTING_PEOPLE_WEB.pdf

http://www.devon.gov.uk/260814_guidelines_for_carrying_equipment_in_staff_cars_v1draft.pdf

http://www.devon.gov.uk/260814_guidelines_for_carrying_equipment_in_staff_cars_v1draft.pdf

Guidance for the safe and effective use of satellite...

Documents

Transcript of Guidance for the safe and effective use of satellite...