Health and safety law for dental practice -...

Advicesheet

A3Health and safety law for dental practice

Advicesheet

Health and safety law for dental practice A3


This advice sheet describes your general obligations under current health and safetylaw. The framework of health and safety law enforcement can look very complex butthe underlying principles are simple and, once the principles are understood,application to a particular work situation is largely a matter of common sense.

Other BDA publications will be useful in helping you to comply with your health andsafety requirements and include:

Advice sheets:

● Infection control in dentistry (A12)

● Radiation in dentistry (A11)

● Risk assessment in dentistry (A5)

● Tackling harassment by patients (D16)

● Violence at work (D14)

Advice notes:

● Amalgam separators

● COSHH

● Fire precautions and fire risk assessment

● Healthcare waste management

● Hepatitis B immunisation

● Laser registration with the Healthcare Commission (England)

● New and expectant mothers at work

● Pathology specimens through the post

● Water supplies to dental practice

● Work experience students and young trainees

BDA products:

● Practice Compendium

● Clinical Governance Kit

The Checklist at the end of this document will help you assess how well you aremeeting your requirements.

BDA Good Practice

This advice sheet helps you comply with relevant health and safety legislation. If you areworking through the BDA's Good Practice Scheme, it will be particularly helpful withthe requirements of commitment 4 - to look after the general health and safety ofpatients while receiving dental care


Duty of care 5

The role of the Health and Safety Executive 6

HSE inspections 6

The practice safety policy 7

Accidents 7

Anaesthetic gases 8

Asbestos 9

Display screen equipment (DSE) 10

Electricity 11

Fire precautions 12

First-aid and medical emergencies 13

Infection control 15

Lasers 16

Manual handling 16

Medicine storage 18

Mercury 19

Pathological specimens 20

Pressure systems 20

Personal protection 21

Radiation hazards 22

Risk assessment 23

Safety signs 25

Smoking 26

Stress 26

Ventilation 27

Waste management 27

Water supplies 29

Welfare arrangements 30

Useful sources of information 31

Health and safety checklist 32

contents page


A duty of careA dentist's responsibilities for health and safety are governed by the Health and Safety atWork etc Act 1974 (HSW Act). The Act seeks to protect all those at work - employers,employees and the self-employed, as well as members of the public who may beaffected by the work activities of these people. Failure to discharge the responsibilitieslaid down by the Act can lead to prosecution by the Health and Safety Executive.

An employing dentist has a general duty under the Act to ensure, so far as is reasonablypracticable, the health, safety and welfare of employees whilst at work. This duty of careextends to patients and to self-employed contractors who might be on the premises.The professional care of patients and clinical judgment are not covered by the Act.

In particular, a dentist should:

● provide and maintain safe equipment, appliances and systems of work

● ensure that dangerous or potentially harmful substances or articles are handled andstored safely

● maintain the place of work, including the means of entrance and exit, in a safecondition

● provide a working environment for employees that is safe, without risks to healthand with adequate facilities and arrangements for their welfare at work

● provide the necessary instruction, training and supervision to ensure health andsafety.

Health and safety legislation is risk-led. Recent legislation places a specific obligation onemployers to assess the risks to their employees and others who might be affected bytheir work activities. The requirement to assess risks may be general as with theManagement of Health and Safety at Work Regulations 1999 or specific as with the Controlof Substances Hazardous to Health Regulations 2002, the Health and Safety (Display ScreenEquipment) Regulations 1992 and the Regulatory Reform (Fire Safety) Order 2005.

Under the HSW Act, employees are required to take reasonable care for their ownand others' health and safety and to cooperate with the employer to implement therequirements of relevant legislation. As a last resort, an employee's continued refusal tocomply with safety rules could provide fair grounds for dismissal (although this decisionmust only be taken after seeking appropriate advice, from the BDA for example).

Contract workers (such as cleaners or nursing staff) also need to be taken intoconsideration. Both the practice and the contractor will have duties under health andsafety law. Similarly, if the contractor employs sub-contractors to carry out some or allof the work, all parties will have some health and safety responsibilities.

Measures to ensure contractors' carry out their work safely include:

● identifying the requirements of the job and assessing the risks involved

● deciding what information and training is required

● selecting appropriate contractors and checking their health and safety policies andprocedures

● finding out about subcontractors' competence if these are used

● reviewing their risk assessments and the way work is carried out

Ensure that there is co-operation and co-ordination at all times between the practiceand the contractor/subcontractor. In particular, you should:


● provide all parties with information, instruction and training on anything that mayaffect health and safety

● make contractors and subcontractors aware of your health and safety proceduresand policies

● provide management and supervision to ensure the safety ofcontractors/subcontractors

An approved poster entitled 'Health and Safety Law - what you should know' (ISBN 0-71-762493-9) should be displayed in every workplace or provided to all staff as a leaflet(Health and Safety Information for Employees Regulations 1989). You will need to add thename and address of the enforcing authority and the address of the Employment MedicalAdvisory Service for your area. The poster and leaflets are available from HSE Books (tel:01787 881165).

The role of the Health and Safety ExecutiveThe Health and Safety Executive is the statutory body responsible for enforcing theHSW Act and providing an advisory service. An Inspector has the power to:

● enter premises at a reasonable time

● examine and investigate all areas of the practice

● request such information, facilities and assistance as may be needed

● interview and take written statements from anyone they think might give theminformation relevant to their investigation.

If a health and safety risk is identified, the employer and employees must be told whataction will be taken. If there is a breach of legislation, an Inspector can:

● issue an improvement notice which specifies the legal requirements being broken,what action is required to put matters right and the period of time allowed

● issue a prohibition notice, if there is a risk of serious personal injury, which prohibits thecarrying on of the activity giving risk until the remedial action specified has been taken

● seize, render harmless or destroy any substance or article considered to be a causeof imminent danger or serious personal injury. This is clearly a last resort power andwould be used only when other powers are inadequate to deal with the situation

● prosecute anyone contravening a legal requirement, either instead of or in additionto serving a notice.

Anyone who is served a notice (an employer, a self-employed person or an employeeat the time of serving the notice) may appeal to an Industrial Tribunal within 21 days ofthe notice being served. An improvement notice is suspended pending the outcomebut a prohibition notice remains in force until the appeal is determined.

HSE inspectionsA routine HSE visit might take 30-45 minutes and, although not legally required to givenotice before calling, Inspectors normally make appointments to visit and do their bestto avoid disrupting a practice. Inspectors carry a warrant with an identifying photographand will produce this for examination if requested.

An inspection will generally consist of:

● an examination of the premises and equipment, with particular attention to anythingwith an obvious potential danger (radiographic equipment, autoclaves, electrical


How tocomply

appliances, and gas cylinders, for example). Inspectors will not undertake technicaltesting of equipment but will ask about the safety checks that have been carried outand expect to see evidence (reports, certificates etc). They can, where necessary,recruit specialist technical support.

● questions about who works in the practice, the protocols and precautions that arefollowed routinely and what training staff have received in working safely andavoiding hazards. Particular attention is paid to radiographic hazards, the safe use ofanaesthetic gases (including ventilation and cylinder storage) and the control ofother hazardous substances. Where five or more people work at the practice, theinspector might ask to see the practice safety policy.

The practice safety policyPractices with five or more employees must have a safety policy, which is brought tothe attention of all employees - ideally each employee should be given a copy.Associates/performers and self-employed hygienists and therapists must be included; itis essential that they also comply with the policy.

Health and safety policy statements usually consist of three parts:

● a statement of intent - a declaration of the employer's commitment to providing asafe and healthy workplace and environment

● details of responsibilities for health and safety throughout the workplace

● details of safe systems of work and safe working practices for all work activities.

A model safety policy for dental practices is included in the BDA Practice Compendiumand the BDA Clinical Governance Kit and can be adapted to suit your practice. A moregeneral safety policy is available from HSE Books (tel: 01787 881165) or the HSEwebsite at www.hse.gov.uk/pubns/indg259.pdf

AccidentsEmployers are required to notify the HSE of major accidents (including death) anddangerous occurrences (Reporting of Injuries, Diseases and Dangerous OccurrencesRegulations 1995 (RIDDOR)). Reports to the HSE (Incident Control Centre) can be madeby telephone, fax or email without delay to allow any necessary investigation to beginpromptly. The employing dentist must also confirm the details in writing within 10 dayson Form F2508. Accidents causing more than three days' absence from work must alsobe reported by sending a completed accident report form (F2508) to the Health andSafety Executive within 10 days of the accident - no immediate notification by telephoneis required. Reports must be submitted using the proper form and there are penalties forfailing to notify. The report forms can be downloaded from the HSE website atwww.riddor.gov.uk/reportanincident.html.

Major injuries are defined in the Regulations and include:

● fractures of the skull, spine or pelvis

● fracture of any bone in the arm or leg (except in the wrist, hand, ankle or foot)

● amputation of a hand or foot; loss of sight of an eye

● loss of consciousness through lack of oxygen

● any other injury resulting in a person being injured or admitted to hospital as aninpatient for more than 24 hours, unless detained only for observation.


Notifiable dangerous occurrences are also defined in the Regulations and include:

● explosion, collapse or bursting of any closed vessel, including a boiler or boiler tube,containing any gas (including air) or vapour above atmospheric pressure whichcould have caused major injury or resulted in significant damage to the plant - forexample a compressor or autoclave explosion

● electrical short circuit or overload attended by fire or explosion causing the equipmentto be unusable for more than 24 hours and which could have caused major injury

● the uncontrolled release or escape of any substance which could have causeddamage to health or major injury - for example a serious mercury spill

● inhalation, ingestion or other absorption of any substance, or lack of oxygen causingill health and requiring medical treatment

● any case of acute ill health where there is reason to believe that this resulted fromoccupational exposure to isolated pathogens or infectious material.

Employers are required to maintain records of all reported injuries and dangerousoccurrences, which must include the date and time of the accident, the name andoccupation of the person affected, the nature of the injury, the place and circumstancesof the accident. Accident books must comply with data protection legislation andappropriate versions are available from HMSO or from HSE Books (tel: 01787 881165).

Certain diseases must also be reported and include poisoning, certain skin diseases,hepatitis, tuberculosis, anthrax and bone cancer resulting from radiation. However, areport must only be made if a written diagnosis is received from a doctor. The reportform F2508A should be used.

More detailed guidance on the Regulations is available from HSE Books: A guide to theReporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (ISBN 0-7176-1012-8).

Adverse incidents involving medical devices should also be reported to the Medicinesand Healthcare Products Regulatory Agency (MHRA ). The appropriate reporting formscan be downloaded from its website at www.mhra.gov.uk

Anaesthetic gasesAt high concentrations of several thousand parts per million (ppm) all anaesthetic agentsreduce activity in the nervous system, leading to anaesthesia. In contrast to patients whomay be exposed to these high concentrations a few times in their lives, health care staffmay be exposed to much lower concentrations day after day. Anxiety about anaestheticgases tends to increase during pregnancy. There is, however, no conclusive evidence tosuggest that either exposure to anaesthetic agents has resulted in an increased risk ofmiscarriage or that exposure to nitrous oxide has caused developmental defects in thefoetus. Animal studies have demonstrated adverse effects at exposure to high levels, sothe potential for harm cannot be dismissed.

Workplace Exposure Limits (WELs) have been set for the following four anaestheticagents at which there are no significant risks to health:

Anaesthetic agent WEL over an 8-hour Time Weighted Average

Nitrous Oxide 100ppmEnflurane 50ppmIsoflurane 50ppmHalothane 10ppm


Employing dentists have responsibilities to ensure that staff exposure to anaestheticagents by inhalation should be reduced to the WEL.

To estimate exposure in dentistry, you will need to consider the amount of time staffare exposed to the anaesthetic and how well the room is ventilated. Where nitrousoxide is used as an analgesic, staff could be exposed to high concentrations but if this isonly for short periods their average exposures over an 8-hour period are unlikely toexceed the WEL. If you cannot easily estimate exposure levels, you may need to carryout some personal sampling as part of your assessment by taking time weighted airsamples in the breathing zone of those potentially most exposed.

You should visually check (at least once a week) that active scavenging and ventilationequipment is working properly and have it regularly serviced in accordance with themanufacturer's recommendations and at least every 14 months. Periodically reviewhow you operate scavenging equipment to ensure that it is being used correctly. Makesure your employees are aware of the possible risks to their health; understand whyscavenging and ventilation are necessary and how to use the equipment properly.

In dentistry, a mixture of nitrous oxide and oxygen is used in inhalation analgesia forpain relief and anxiety reduction. The main sources of pollution are the patient'sexhaled breath and leaks from the breathing circuit and facemasks. Where anaestheticgases are used for only one or two sessions a week, it is unlikely that staff will beexposed to levels in excess of the WEL. If you find that you are exceeding the WEL youwill need to improve the ventilation. The use of nitrous oxide should also be covered inthe practice COSHH assessment.

Further information can be found in the Health Services Advisory Committee'spublication Anaesthetic agents: Controlling exposure under COSHH (ISBN 0 7176 1043 8),available from HSE Books. Information is also available from the Department of Healththrough its guidance document Conscious Sedation in the Provision of Dental Care (2003)available at www.doh.gov.uk

Gas cylinders should be stored, if possible, in external well-ventilated storespreferably with piped supplies to the point of use. Many dental surgeries may not havea suitable external storage area that is easily accessible for cylinder deliveries andinternal storage may be the only option. Cylinders should be stored within a fire-resisting enclosure with ventilation through an external wall to a safe place outside thebuilding. Stocks should be kept as low as possible and any flammable gases should bekept away from sources of ignition and not be stored with oxygen. Medical oxygen hasa three year shelf life and cylinders should be replaced or refilled within this time.

AsbestosUnder the Control of Asbestos Regulations 2006, dentists who are responsible formaintaining their premises must assess whether asbestos is present on the premisesand its likely condition. A record of the assessment should be maintained together withany subsequent reviews. Building plans and the age of the building may be helpful. Partsof the building that are accessible should be inspected. The duty to manage asbestosrequires the controller of the building (usually the employing dentist) to:

● take reasonable steps to find out if there are materials containing asbestos in non-domestic premises, and if so, its amount, where it is and what condition it is in

● presume materials contain asbestos unless there is strong evidence that they do not

● maintain records of the location and condition of the asbestos containing materials -or materials presumed to contain asbestos

● assess the risk of anyone being exposed to the materials identified


● prepare and implement a plan to manage the risks from these materials

● periodically review and monitor the plan so that it remains relevant and up-to-date

● provide information on the location and condition of the materials to anyone who isliable to work on or disturb them.

Further advice on asbestos management can be found on the HSE website atwww.hse.gov.uk/asbestos

Display screen equipment (DSE)The use of computers within the practice is increasingly common. The Health andSafety (Display Screen Equipment) Regulations 1992 require employers to make certainprovisions.

Where DSE use is more or less continuous on most days, the worker will be deemedto be a user. An employee would also be classified as a user if most or all of thefollowing criteria apply:

● the job cannot be done effectively or at all without DSE

● the worker has no discretion over whether to use DSE

● the job requires significant training or particular skills

● the worker uses DSE for periods of an hour or more at a time, more or less on adaily basis

● the task depends upon the fast transfer of information between the worker andscreen

● attention and concentration demands are high, such as where there may be criticalconsequences of an error.

Work involving DSE use should be planned to incorporate breaks or changes of activity.Short frequent breaks are better than longer, less frequent ones and ideally theindividual should have some discretion over when they are taken.

The workstation must meet minimum requirements. For example, the screen shouldnormally have adjustable brightness and contrast controls, to allow individuals to find acomfortable level for their eyes, helping to avoid the problems of tired eyes andeyestrain. Health and safety training should be provided to make sure employees canuse all aspects of their workstation equipment safely and know how to make the bestuse of it to avoid health problems, for example by adjusting the chair, using a wrist padand foot rest.


Making the best of your DSE workstation

• adjust the chair and DSE to find the most comfortable position for working. Arms should be approximately horizontal and eyes the same height as the top of the screen casing

• make sure there is enough space underneath the desk to move legs freely. Move any obstacles such as boxes or equipment

• avoid excess pressure on the backs of legs and knees. A footrest, particularly for smaller users, may be helpful

• don't sit in the same position for long periods. Make sure posture is changed as often as is practicable. Some movement is desirable but avoid repeat stretching movements

• adjust the keyboard and screen to get a good keying and viewing position. A space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying

• don't bend the hands up at the wrist when keying. Keep a soft touch on the keysand don't overstretch fingers. Good keyboard technique is important

• try different layouts of keyboard, screen and document holder to find the best arrangement

• make sure there is enough work space to take whatever documents are needed.A document holder may help to avoid awkward neck movements

• arrange the desk and screen so that bright lights are not reflected in the screen. Adjust curtains or blinds to prevent unwanted light

• make sure the characters on the screen are sharply focused and can be read easily; they shouldn't flicker or move

• make sure the screen is free of dirt, grime or finger marks

• use the brightness control to suit the lighting conditions of the room.

'Users' can ask the employer to provide eye and eyesight tests. If spectacles arerequired specifically for working at the DSE, the employer must provide them but notspectacles that are required for any other purpose. The results of the eye and eyesighttest can only be disclosed to the employing dentist with the consent of the employee.

ElectricityResponsibilities concerning the safety of both the fixed supply to the premises and anymoveable (portable) appliances come under the Electricity at Work Regulations 1989.The supply to all appliances must be correctly wired and fused and should be installedby contractors registered with an appropriate organisation, for example, the NationalInspection Council for Electrical Installing Contracting.

Whilst the Regulations do not specify the need for examination and testing, therequirements for suitability, integrity and safety of electrical equipment imply a need forsome form of inspection and testing. It is not mandatory to maintain records ofinspection and testing but they would help provide evidence that all reasonable stepshad been taken to comply with the requirements of the legislation.

Electrical equipment must be in good working order at all times. The frequency ofinspection and testing depends upon the type of equipment and the circumstancesunder which it is used.

Portable electrical equipment is described as equipment that has a cable and a plug andis normally moved around or can easily be moved from place to place (kettle, heaters,fans and televisions, for example) and also equipment that could be moved(photocopiers and desktop computers, for example).


Visual inspection is the most important maintenance precaution. The cable and plug canbe inspected for:

● damage to the cable covering (eg cuts, abrasions)

● damage to the plug (eg cracked casing, bent pins)

● non-standard joints including taped joints in the cable

● the outer covering (sheath) of the cable not being gripped where it enters the plugor equipment. Is the coloured insulation of the internal wires showing?

● equipment that has been used in conditions where it is not suitable (eg wet ordusty workplaces)

● damage to the outer cover of the equipment or obvious loose parts or screws

● overheating (burn marks or staining).

Inspection could also include the removal of the plug cover and checking that:

● a fuse is being used (ie that it is a proper fuse and not a piece of wire, a nail etc)

● the cord grip is holding the outer part (sheath) of the cable tightly

● the wires, including the earth where fitted, are attached to the correct terminals

● no bare wire is visible other than at the terminals and the terminal screws are tight

● there is no sign of internal damage, overheating or entry of liquid, dust or dirt.

This internal inspection does not apply to moulded plugs where only the fuse can bechecked.

It is not necessary to have an electrician to carry out the visual inspection; competentmembers of staff can do it if they have enough knowledge and training and know howto avoid danger to themselves.

All earthed equipment and most leads and plugs connected to portable equipment shouldhave an occasional combined inspection and test by an appropriately trained (competent)person to identify the faults that cannot be found by the visual check. The Health andSafety Executive has suggested intervals of up to five years in low risk environmentsdepending on the type of equipment used. For dental practices every two or three yearswill be more appropriate. The regulations do not state the specific frequency of inspectionand testing of fixed systems and installations, however it is generally recommended thatevery five years is a satisfactory period. This frequency period should be checked with thepractice insurance provider.

Fire precautionsResponsibility for complying with the Regulatory Reform (Fire Safety) Order 2005 restswith the practice owner or employing dentist as the 'responsible person'. Firecertificates no longer have legal status and the responsible person must carry out a firerisk assessment. Although another competent person can undertake this task, theresponsible person remains responsible for meeting the order, specifically regarding:

● the elimination or reduction of risks from dangerous substances

● fire fighting and fire detection

● emergency routes and exits

● maintenance of equipment, facilities and devices provided

● provision of information to employers of contract staff or workers


The responsible person must make sure that everyone on the premises can escapesafely if there is a fire. This includes employees, visitors, patients or members of thepublic. Pay particular attention to those who may have a disability or need special help.

In deciding what fire precautions are appropriate, think about:

● the size and layout of the workplace

● the work activities, including the equipment and substances that are used

● the maximum number of people likely to be present at any one time.

If there is a fire, it is important that everyone in the workplace is alerted as quickly aspossible. Early discovery will allow people to escape safely before the fire takes holdand blocks escape routes or makes escape difficult. All workplaces should havearrangements for detecting and giving warning of fire. In most cases, fires are detectedby people in the workplace and no further warning device is needed. But a fire maybreak out in a part of the practice that is unoccupied and put people at risk, so someform of automatic fire detection system should be considered.

If fire breaks out and trained staff can safely extinguish it using suitable fire-fightingequipment, the risk to others will be removed. All workplaces should have suitable fire-fighting equipment. The water-type extinguisher or suitable alternative is the mostuseful fire-fighting equipment for general fire risks; one extinguisher for every 200square metres of floor space is recommended with a minimum of one per floor. Wherethe fire source might be electrical, other types of extinguishers should be considered(carbon dioxide or dry powder, for example). Fire extinguishers should be sited on exitroutes, preferably near to exit doors or, where they are provided for specific risks,near to the hazards they protect. Fire detection devices and fire-fighting equipmentmust be regularly checked to ensure its continued good working order.

First-aid and medical emergenciesAll workplaces must have adequate first-aid provisions, the extent of which dependsupon the hazards present and the number of people employed (including associatesand self-employed hygienists). Access to first-aid facilities must be available for allemployees during working hours, even when shifts are worked.

The Health and Safety (First-Aid) Regulations 1981 require you to assess the first-aidrequirements of the practice taking the following factors into account:

● the hazards and risks associated with the work - your practice risk assessment will help

● the number of people at the practice and where they work

● previous accidents (recorded in the accident book)

● access to emergency facilities and services

● arrangements for covering planned and unplanned absences

● patients - although there is no legal requirement to provide first-aid treatment andfacilities to non-employees.

You must ensure that everyone has reasonably quick access to first-aid. Those whowork outside the practice (domiciliary visits, for example) must still be provided withadequate first-aid cover.

Qualified personnel

The number of first-aiders or appointed persons required will depend on the individualcircumstances of each practice. Special circumstances, such as remoteness from


emergency medical services, shift work, domiciliary visits or practices with severalseparate buildings, may require more first-aid personnel to be available. Increasedprovision will be necessary to cover for absences.

Practices with fewer than 20 workers should have an appointed person on thepremises at all times the practice is open. The basic 'emergency first-aid' course forappointed persons is recommended and should include emergency actions,cardiopulmonary resuscitation (CPR), control of bleeding, treatment of wounds andtreatment of the unconscious patient.

A practice with more than 20 workers or where the working environment is assessedas hazardous, will need to have qualified 'first-aiders' on the premises at all times.

Training for 'first-aiders' includes:

● dealing with emergencies at work

● administering CPR

● administering first-aid to unconscious casualties

● administering first-aid to bleeding or wounded casualties,

● administering first-aid for burns/scalds, bone/muscle/joint injuries, shock, eyeinjuries, poisonings, casualties overcome by gas or fumes

● safe transport of casualties

● recognition of, and appropriate procedures for dealing with, common illnesses

● competent record keeping and effective communication or information to doctors etc.

If your assessment shows that first-aiders are needed in your practice, they will need toattend a course leading to a certificate of competence from a training organisationapproved by the HSE. These courses provide at least 24 hours of training, usually overfour days or several weeks. First-aid certificates are valid for three years and re-qualification requires a further 12 hours of training, usually over two days. Dentists arenot qualified as first-aiders unless they have undertaken appropriate training. First-aidcourses are arranged by a number of organisations, including St John Ambulance andthe British Red Cross.

First-aid box

All dental practices must have at least one first-aid box clearly marked with a whitecross on green background. First-aid boxes should contain sufficient quantities ofsuitable first-aid materials and nothing else. Minimum quantities for a low riskworkplace may be considered as:

● a general guidance leaflet on first-aid

● 20 individually wrapped sterile adhesive dressings (assorted sizes) appropriate forthe work environment

● 2 sterile eye pads

● 4 individually wrapped triangular bandages (preferably sterile)

● 6 safety pins

● 6 medium-sized individually wrapped sterile unmedicated wound dressings (approx12cm x 12cm)

● 2 large sterile individually wrapped unmedicated wound dressings (approx 18cm x 18cm)

● 1 pair of disposable gloves.

● Where mains tap water is not readily available for eye irrigation, sterile water orsterile normal saline solution (0.9%) in sealed disposable containers should beprovided. Once opened they should not be re-used.


Medical emergencies

Medical emergencies can happen at any time in dental practice. If you employ, manageor lead a team, you should make sure that:

● there are arrangements for at least two people available to deal with medicalemergencies when treatment is planned to take place

● all members of staff, not just the registered team members, know their role if apatient collapses or there is another kind of emergency

● all members of staff who might be involved in dealing with a medical emergency aretrained and prepared to deal with such an emergency at any time, and practicetogether regularly in a simulated emergency so they know exactly what to do.

Training should include the preparation and use of emergency drugs (whereappropriate) and resuscitation routines in a simulated emergency. This training shouldoccur at least annually.

Emergency drugs and equipment

There is no statutory list of emergency drugs required for dental practices - you needto decide what drugs to hold considering the treatments you provide and the patientsyou attend. The British National Formulary contains useful guidelines on themanagement of the more common medical emergencies that may arise in dentalpractice and the medicines that should be administered. It is a useful reference whendeciding which emergency drugs to keep.

Guidance on emergency equipment is also available from the Resuscitation Council(UK) at www.resus.org.uk/pages/MEdental.pdf. If you decide to include defibrillators aspart of your emergency equipment, you must ensure staff are fully trained in their useand the equipment is properly maintained.

If you undertake domiciliary visits, you will need to decide which emergency equipmentand drugs should be taken, bearing in mind that a medical emergency may occur duringthe visit.

Infection control Dentists have a duty to take appropriate precautions to protect patients and othermembers of the dental team from the risk of cross-infection. Failure to employadequate methods of infection control would almost certainly render a dentist liable toa charge of serious professional misconduct.

The need is obvious for surgery staff to be thoroughly instructed in the handling,decontamination and disposal of instruments to avoid cross-infection, injury frominstruments or from sterilising equipment. Basic training in surgery procedures shouldidentify the risks and how they are avoided.

To minimise the risk of transmission between patients and between patients and dentalclinical staff, a sensible and practicable routine for the prevention of infection and cross-infection should be followed with every patient. The practice infection control policyshould be displayed in each surgery to ensure the same infection control proceduresare followed by everyone.

The BDA's advice sheet on infection control (A12) contains more information on theprotocols and precautions that should be in place routinely for all patients. Furtherinformation can also be found in the Department of Health's guidance on dentaldecontamination (HTM 01-05).


LasersLaser equipment is classified according to power output - from class 1 to class 4. Theclassification and labelling of all laser products are the responsibility of themanufacturer. Class 1 lasers are virtually safe but classes 3 and 4 must be used onlyunder medical or dental supervision. Most dental lasers are class 3B or 4. Users of aclass 4 laser or intense pulse light sources in England must register with the HealthcareCommission.

All users of laser equipment must have in place quality assurance arrangements andappropriate safeguards for their patients. Users need to

● be suitably skilled and competent

● ensure staff have also received appropriate training

● appoint a Laser Protection Adviser (LPA)

● have local rules in place

● operate in an appropriate environment

● establish a laser controlled area

● display warning signs at every entrance

● maintain equipment according to the manufacturer's instructions, keeping recordsto show that this has been done

● obtain informed consent from patients undergoing treatment involving lasers

Further information on registration with the Healthcare Commission and health andsafety issues surrounding the use of lasers can be found in the BDA's Advice note LaserRegistration with the Healthcare Commission.

Manual handlingManual handling injuries currently account for over a quarter of all reported injuries andcause more absences from work than any other cause. Many manual handling injuriesbuild up over a period rather than being caused by a single handling incident.

The Manual Handling Operations Regulations 1992 (as amended) set out clear duties forthe employer and the employee. Manual handling should be avoided wherever possible.Where it cannot be avoided the employer must assess the risks and reduce thelikelihood of injury.

Identify the extent of manual handling within the practice, assess what actions pose asignificant risk to employees and decide whether it is possible to avoid them. Whererisky manual handling cannot be avoided, a more thorough assessment is needed, whichmust be documented. Your assessment must not be limited to weight. It should includefactors such as the task, the load itself, the work environment and individual capacity.


What to look for

The tasks: do they involve -

● holding loads away from trunk?

● twisting, stooping or reaching upwards?

● large vertical movements?

● long carrying distances?

● strenuous pushing or pulling?

● unpredictable movement of loads?

● repetitive handling?

● insufficient rest or recovery time?

The loads: are they -

● heavy, bulky or unwieldy?

● difficult to grasp?

● unstable or unpredictable?

● intrinsically harmful eg sharp or hot?

The working environment: are there -

● constraints on posture?

● poor floors?

● variations in levels?

● hot/cold/humid conditions?

● strong air movements?

● poor lighting conditions?

● restrictions on movement or posture from clothes orpersonal protective equipment?

Individual capacity: does the job -

● require unusual capability?

● endanger those with a health problem?

● endanger pregnant women?

● call for special information or training?

Ways of reducing the risk of injury

Can you -

● improve workplace layout to improve efficiency?

● reduce the amount of twisting and stooping?

● avoid lifting from floor level or above shoulder height?

● cut carrying distances?

● avoid repetitive handling?

● vary the work, allowing one set of muscles to restwhile another is used?

Can you make the load -

● lighter or less bulky?

● easier to grasp?

● more stable?

● less damaging to hold?

● have you asked your suppliers to help?

Can you -

● remove obstructions to free movement?

● provide better flooring?

● avoid steps and steep ramps?

● prevent extremes of hot and cold?

● improve lighting?

● consider less restrictive clothing or personalprotective equipment?

Can you -

● take better care of those who have a

● physical weakness or are pregnant?

● give your employees more information eg

● about the range of tasks they are likely to face?

● provide training?

Manual handling: assessing and reducing the risks


Training is important but on its own, it cannot overcome a lack of mechanical aids,unsuitable loads and bad working conditions. Training should enable an employee torecognise when manual handling might be harmful, when mechanical aids should beused and good handling techniques.

Medicine storageMedicines may undergo chemical or physical deterioration especially when stored inextreme temperatures, damp or direct sunlight. It can reduce their therapeuticeffectiveness and, if significant, have serious implications. Medicines should always bestored according to the manufacturer's recommendations.

The Misuse of Drugs (Safe Custody) Regulations 1973 require certain controlled drugs,that is most schedule 2 and some schedule 3 drugs, to be kept in a locked container orcupboard which can only be opened by the dentist. It is good practice to keep allmedicines in a locked cupboard. Police crime prevention officers are available andwilling to give advice on this.

Stocks of medicines should be kept to the minimum required for routine needs andforeseeable emergencies. Regular stock checks should be carried out and outdatedstocks destroyed. Strict records of medicines should be kept.

Emergency drugs should be kept securely but be accessible at all times.

Good handling technique

Stop and think: Plan the lift. Where is the load to be placed? Use appropriatehandling aids if possible. For a long lift, such as floor to shoulder height, considerresting the load midway on a table or bench in order to change grip.

Position the feet: Feet apart, giving a balanced and stable base for lifting (tight skirtsand unsuitable footwear make this difficult). Leading leg as far forward as is comfortable

Adopt a good posture: When lifting from a low level, bend the knees. But do notkneel or overflex the knees. Keep the back straight (tucking in the chin helps). Leanforward a little over the load if necessary to get a good grip. Keep the shoulderslevel and facing in the same direction as the hips

Get a firm grip: Try to keep the arms within the boundary formed by the legs. Thebest position and type of grip depends on the circumstances and individual preference;but it must be secure. A hook grip is less tiring than keeping the fingers straight

Keep close to the load: Keep the load close to the trunk for as long as possible.Keep the heaviest side of the load next to the trunk. If a close approach to the loadis not possible, slide it towards you before trying to lift

Don't jerk: Lift smoothly, keeping control of the load

Move the feet: Don't twist the trunk when turning to the side

Put down then adjust: If precise positioning of the load is necessary, put it downfirst, then slide it into the desired position


Mercury All those involved with the handling of mercury in any form should understand itspotential hazards and receive training in safe handling procedures to deal with mercuryspills, including the safe disposal of contaminated materials.

Mercury is a hazardous substance and employers must prevent their staff fromunnecessary exposure to it. Wherever possible, safer alternatives to mercury should beused. Where this is not practicable, it should be used in a safer form. Pre-proportionedamalgam capsules should be used routinely.

Working environment

Dental surgeries must be well ventilated. A ventilation system that exhausts to theoutside of the building is preferable but, for many surgeries, this may not be an option.Where ventilation systems are not available, opening a window will encourage a freshsupply of air and help reduce atmospheric mercury below the maximum permittedlevel. Recycling air conditioning systems are not recommended.

Floor coverings in dental surgeries should be non-slip and impervious and should coveslightly up the wall or cabinetry to eliminate crevices. Joints between sheets of floorcovering should be kept to a minimum and sealed, and avoided in the vicinity of thedental chair or amalgam preparation area. Tiled floors are not recommended andcarpets should never be used.

The area where amalgam is prepared should be well ventilated and away from anyform of heat (radiator, autoclave and sunlight, for example). The work surface shouldbe smooth, impervious and if possible, cove slightly up the wall to prevent mercuryaccumulating in inaccessible areas.

Personal hygiene

The use of encapsulated amalgam has significantly reduced the risk of exposure tomercury. If hands have been exposed to mercury, however, they should be washedimmediately with liquid soap in a stream of cold tap water until no stain on the skin isseen. Disposable towels should be used for hand drying.

Personal monitoring

Under the Control of Substances Hazardous to Health Regulations 2002, employingdentists must assess the risk to employees of exposure to mercury, taking into accountthe method used in preparing amalgam, the amount of work carried out each week,the measures taken to prevent spillage and vapour release and the level of ventilation.Those who work with non-encapsulated mercury should undergo regular monitoringto ensure they do not exceed the exposure limits. This is particularly important forfemale dental staff of childbearing age.

The COSHH Regulations require health surveillance "where employees are exposed toa substance linked to a particular disease or adverse health effect and there is areasonable likelihood, under the conditions of the work, of that disease or effectoccurring and it is possible to detect the disease or health effect".

At present, the simplest form of monitoring for dental health care workers is tomeasure the concentration of mercury present in the urine using atomic absorptionspectroscopy, considered by the Health and Safety Executive to be a satisfactory indexof exposure. Urinalysis is available through the UK Mercury Screening Service (tel:0114 290 0521) and will provide dentists and their staff with an indication of theirbiological mercury levels and any advice and follow up consultations.


Amalgam waste

Amalgam waste should be stored in a sealed, clearly labelled container under mercurysuppressing solution or paste. The disposal of waste amalgam, waste mercury and usedamalgam capsules is controlled and must be collected by a person licensed to carryhazardous waste. The relevant consignment notes should be completed and kept forthree years.

Amalgam separators

The Hazardous Waste Regulations 2005 classify all waste dental amalgam as 'hazardouswaste', so discharge to sewer is no longer permitted. All dental practices involved in theplacing or removing of amalgam restorations must install amalgam separators and disposeof amalgam waste as hazardous waste. Separators should meet the requirements of theBritish Standard 'Dental Equipment - Amalgam Separators' (BS ISO EN 11143:2000).Existing simple filters and gauze material do not comply with the legislation.

There are several types of separator available including gravity fed filtration(sedimentation), centrifugal and ionisation, which can either service the whole practice(depending on the model selected) or be fitted to each dental chair. As well as the costof purchasing the separator, there may be costs associated with installation, do checkwith the manufacturer. Also ask about the maintenance servicing requirements. Furtherguidance is available in the BDA Advice note Amalgam separators.

Pathological specimensDentists using Royal Mail to send patients' specimens to pathology laboratories fordiagnostic opinion or tests must comply with the UN 602 packaging requirements toensure its safety during transit. Further information is available in the BDA Advice notePathology specimens through the post.

A dentist sending a pathological specimen through the post without complying with theabove requirements may be liable to prosecution.

Pressure systemsAll those who use autoclaves within the practice should be thoroughly trained in theiruse (Provision and Use of Work Equipment Regulations 1998).

The Pressure Systems Safety Regulations 2000 were introduced to prevent the risk ofserious injury from the release of stored energy as a result of a pressure system failure.Air-receivers with a capacity of more than 250 Bar-litres and all autoclaves must complywith the Regulations.

Before an autoclave or air-receiver is used, a 'competent' person should draw up a writtenscheme of examination detailing the periodic examination of the vessel. The writtenscheme must be regularly reviewed. Records must be kept to show that the periodicexaminations have been carried out in line with the written scheme. The maximumintervals for inspection are 14 months for autoclaves and 26 months for air receivers.Inspection can be arranged through BDA Plus (tel: 0870 241 1761). Examination for safetyreasons is not equivalent to servicing and performance testing, which should be carried outin accordance with the manufacturer's instruction. Where the Regulations do not apply(small capacity air receivers, for example), regular maintenance is still essential.

A 'competent person' is defined as someone who has practical and theoreticalknowledge and actual experience of the type of machinery or plant to be examined,able to detect defects or weaknesses and to assess their importance in relation to thestrength or function of the particular vessel.


The Health and Safety Executive has produced guidance to help users of autoclavescomply with the law: Safety at Autoclaves (Guidance Note PM73, second edition),available from HSE Books (tel: 01787 881165).

The hazards associated with using autoclaves include:

● explosive displacement of a door - if the door of an autoclave is not properlysecured whilst under internal pressure, it may be displaced allowing an explosiverelease of stored energy

● violent opening of the door due to residual pressure at the end of a process cycle

● scalding

● explosion of sealed glass containers containing liquids.

The following safeguards should be in place:

● the design should meet relevant British Standards

● a safety valve to prevent over-pressurisation, a reducing valve to prevent themaximum pressure being exceeded, an isolating or stop valve in the inlet line, apressure indicator and a drainage system

● the maximum allowable working pressure should be clearly marked on the autoclave

● autoclaves with quick opening doors should not be capable of being pressurisedunless the door is completely closed, the securing mechanism fully engaged and thechamber sealed.

Maintenance checks, following the manufacturer's instruction, should be carried out atregular intervals by an experienced person properly trained and competent torecognise defects.

Personal protection Employers must provide protective equipment where it is necessary to ensure safesystems of work (Personal Protective Equipment at Work Regulations 1992). Employerscannot charge employees for supplying, cleaning, repairing or replacing protectiveequipment, including protective clothing. Personal protective equipment (PPE) made orsold in the UK must carry the CE mark to indicate that it has been satisfactorily type-examined by an Approved Body. In dentistry, protective clothing can minimise the risksat work but it is not a substitute for more basic safety measures.

Gloves

Medical gloves for single use (to BS EN 455, parts 1 and 2) should be worn for allclinical procedures as they protect against contact with blood, saliva and other tissuefluids. Heavy-duty gloves give protection against burns or skin irritation when handlingdisinfecting agents, domestic cleaning agents, cleaning solvents and radiographicprocessing chemicals. Damaged gloves do not provide adequate protection and shouldbe replaced and not kept in use.

Care should be taken when choosing latex gloves. Latex is covered by the COSHHRegulations, which restricts the use of both powdered latex gloves and those with highleachable protein content as far as is reasonably practicable. Further advice is availablefrom the MHRA and HSE:

● Latex sensitisation in the health care setting (use of latex gloves) (DB 9601) availablefrom the MHRA website at www.mhra.gov.uk,

● Latex and you, available from the HSE website at www.hse.gov.uk/pubns/indg320.pdf


● information on managing latex allergies in dental settings is available from the HSEwebsite at www.hse.gov.uk/latex/dental.htm

Hand dermatitis affects up to one in three healthcare workers with dental stafffeaturing highly in reported cases to the HSE. Dental workers are particularly at riskbecause of continuous glove use and frequent handwashing. Further information onhand dermatitis, (including latex allergy), its causes and its management is available fromthe BDA.

Eye protection

Eye protection should be worn by those working in close proximity to the patientduring treatment. Eyewear should have full lenses and side protection; half lenses donot give enough protection against splatter and projectiles from the mouth, forexample, tooth and amalgam particles.

Protective clothing

Protective clothing should be worn only in the surgery or laboratory. Uniforms shouldavoid any features that could collect mercury or catch equipment. Contaminatedclothing should be washed in a washing machine using a biological detergent and a hotwash cycle (at least 60°C). Suitable shoes can protect against spillage, irritants andother substances.

Radiation hazardsYour requirements under the Ionising Radiations Regulations 1999 and the IonisingRadiation (Medical Exposure) Regulations 2000 are consolidated in the BDA's advicesheet on radiation in dentistry (A11) and include:

● the various appointments that you need to make within the practice

● risks from dental radiology

● current radiation protection legislation

● education and training requirements for those involved in the taking or processingof radiographs

● patient selection and clinical justification

● diagnostic interpretation of the radiograph

● equipment for dental radiology

● quality assurance.

Local Rules should be kept with each x-ray machine and should detail the workingpractices to comply with the Regulations.

To comply, you should:

● notify the Health and Safety Executive of the use of radiation within the practice

● appoint an external Radiation Protection Adviser (RPA).

● appoint a suitably qualified and trained person within the practice to act as theRadiation Protection Supervisor (RPS). Where possible a deputy RPS should also beappointed to take responsibility when necessary

● ensure that equipment meets all appropriate standards and is serviced and maintainedaccording to the manufacturer's recommendations and the RPA's guidance

● ensure routine tests are carried out every three years by a competent authoritysuch as the National Radiological Protection Board or the medical physicsdepartment of your local hospital


● provide Local Rules which must contain the name of the RPA, RPS, a description ofthe controlled area and any local requirements. Model Local Rules can be found inthe BDA's Practice Compendium

● provide adequate information, instruction and training for all staff

● personal monitoring for staff is required if individual workload exceeds 100 intra-oralor 50 panoral films per week. A postal monitoring service is provided by the NRPB

● provide a contingency plan, specifying what to do in the event of equipmentmalfunction.

Risk assessment Employers are required to assess the risks to those in the workplace and any otherswho may be affected (Management of Health and Safety at Work Regulations 1999).Employers with five or more employees (including associates/performers and self-employed dental care professionals) must record the significant findings of thisassessment. Further information on risk assessment can be found in the BDA's advicesheet on risk assessment in dentistry (A5) and the Practice Compendium.

A risk assessment is nothing more than a careful examination of what in yourworkplace could cause people harm, so that you can weigh up whether you have takenenough precautions or need to do more. The following step-by-step approach will helpyou carry out a risk assessment within your practice.

Step 1: look for the hazards

Look around the practice for hazards and ask other members of the practice if they areaware of any hazards. Manufacturers' instructions (for equipment and products) andmaterial safety data sheets (for hazardous substances) are important in helping toidentify hazards and risks. Accidents and ill-health records can also be useful.

Step 2: decide who might be harmed and how

Consider those who may not be in the practice all the time, for example, cleaners,contractors and those who may share your premises. Is there a possibility that theycould be affected by your activities? Give particular consideration to children and ensurethey do not have access to hazardous substances, sharps containers, clinical waste etc.

Step 3: evaluate the risks arising from the hazards and decide whether existing precautionsare adequate or if more should be done

Even after all precautions have been taken, some risks may remain. You should decidefor each significant hazard whether the risk is high, medium or low. Have you doneeverything that is required by law? For example, have you assessed all the hazardoussubstances? Are generally accepted standards in place? You must do whatever isreasonably practicable to keep your workplace safe by minimising all risks. If you findthat something needs to be done, ask yourself whether you can eliminate the riskaltogether or, if not, what you can do to control the risk so that harm is unlikely.

Step 4: record your findings

This means writing down the more significant findings and recording your mostimportant conclusions. For example, "portable electrical appliances - visual inspection ofequipment cable and plug, internal wiring and fuse checked; all found sound".

You do not have to show how you did the assessment; you only have to show that:

● a proper check was made

● you asked who might be affected


● you dealt with all the obvious significant hazards

● the precautions are reasonable and the remaining risk is low.

To make things easier, you can refer to other assessments in the practice such as yourhealth and safety policy statement, COSHH assessments and manufacturers' instructions- these may already list hazards and precautions that you need to be aware of.

Step 5: review your assessment from time to time

Sooner or later you will add new equipment or substances to the practice, which couldintroduce new hazards. If there is a significant change, you should add to theassessment to take account of these new hazards.

In your risk assessment, you must assess the hazards and risks arising from work withdisplay screen equipment, manual handling, hazardous substances, young workers andpregnant or nursing staff. You will also need to consider the risk of fire in the workplaceand assess whether the existing precautions are adequate.

Risk assessment - hazardous substances (COSHH)Employers must ensure that exposure of workers to hazardous substances is eitherprevented or, where this is not reasonably practicable, adequately controlled (Control ofSubstances Hazardous to Health Regulations 2002, as amended (COSHH)).

When carrying out your COSHH assessment, you need to:

● identify the hazardous substances in the practice

● decide who might harmed and how

● assess the risks associated with their use

● carry out any necessary health surveillance

● prevent or control the risk

● ensure staff are aware of the risks and trained to handle hazardous substances carefully

● make a record of your assessment and update it regularly

Further information on carrying out your COSHH assessment can be found in theBDA's advice sheet on risk assessment in dentistry (A5), BDA Advice note COSHH andthe Practice Compendium.

You may have already covered some aspects of your COSHH assessment in yourgeneral risk assessment. It is not necessary to duplicate assessments, so where youhave already addressed a risk and identified how to reduce or control it, simply cross-reference your COSHH assessment with the practice risk assessment or combine theassessments.

Workplace Exposure Limits (WELs)

Some hazardous substances are assigned a WEL which must not be exceeded. A WELis defined as the concentration of a hazardous substance in the air that people breathe,averaged over a specified reference period to give a time-weighted average (TWA).Reference periods are either long-term (8 hours) or short-term (15 minutes). Exposureto substances above their WEL is illegal and is liable to have serious health implicationsfor workers.

Few substances used in dentistry are assigned a WEL. Nitrous oxide, as an example,has a WEL of 200ppm for long-term exposures.


Risk assessment - pregnant and nursing mothersYou must take particular account of risks to new and expectant mothers. Your riskassessment may show there is a substance or work process in your practice that coulddamage the health or safety of new or expectant mothers or their children. You need tobear in mind that there could be different risks depending on whether workers arepregnant, have recently given birth or are breast-feeding. For example, where nitrous oxideis used your risk assessment might reveal that a pregnant dental nurse is at risk whilst chair-side assisting. You might decide to seek additional monitoring and restrict exposure duringthe pregnancy to ensure that she is not exposed to levels that would put her at risk.

If you cannot avoid a risk by other means, you will need to make changes to workingconditions or working hours or offer suitable alternative work. If this is not possible,the employee should be given paid leave for as long as necessary to protect her healthor safety or that of her child.

Anxieties that the member of staff has about aspects of her work must be taken intoaccount and, wherever possible, work practices altered to alleviate concerns.

A model risk assessment for pregnant and nursing mothers, which you can adapt to suityour individual circumstances, is available in the Practice Compendium.

Risk assessment - young peopleYoung workers may be particularly at risk from workplace hazards because of their lackof awareness of existing potential risks, immaturity or inexperience. A young person isdefined as a person who has not reached the age of 18 and so will include workexperience students as well as trainee dental nurses. Young people on work experienceplacements are regarded in health and safety law as employees. Do check that youremployer's liability insurance covers work experience students. If not, additionalinsurance will be needed.

Before employing young people, you must carry out a risk assessment to identify anyspecific risks they might face. Take into account:

● the inexperience and immaturity of young people

● their lack of awareness of risks to their health and safety

● the fitting out and layout of the practice and surgery

● exposure to biological, chemical or physical agents

● use and handling of work equipment

● what the work involves - the processes and activities to be undertaken

● any health and safety training given or intended to be given.

With work experience students who are under 16 years, you will have to inform theparents or legal guardian of the findings of your risk assessment. The BDA's advicesheet on risk assessment (A5) provides further information. A model risk assessmentfor trainees and young people at work is available in the Practice Compendium.

Safety signs Employers are required to use a safety sign wherever a hazard exists that cannot beadequately controlled by any other means (The Health and Safety (Safety Signs andSignals) Regulations 1996). When everything else has been done to remove the hazard,safety signs should be used to reduce the risk further. Safety signs include acousticsignals, illuminated signs, marking of pipework and containers and hand signals.


All safety signs are required to contain a pictogram (symbol) as part of their design.There are a few exceptions to this rule. Fire signs such as 'Fire Door Keep Shut' do notcontain a symbol as part of design and so technically do not follow the patternprescribed by the Regulations. It is unlikely, however, that the use of these signs will beprecluded.

Dentists should have, as a minimum, the following safety signs within the practice:

● Fire safety signs - these signs provide safety information on escape routes,emergency exits, location of fire fighting equipment and a means of giving warningin the event of a fire (illuminated signs and acoustic signals are included)

● First-aid - where first-aid facilities are located and the designated person

● Radiation - adequate warning signals when the equipment is in use.

SmokingSmoking is prohibited in all enclosed or substantially enclosed work places in the UKand all dental practices must therefore display 'no smoking' signs at each entrance. An'enclosed' space has a ceiling or roof, and which (except for doors, windows andpassageways) is wholly enclosed (either permanently or temporarily). A 'substantiallyenclosed' space has a roof or ceiling and an opening in the wall which is less than halfthe area of the walls, excluding windows and doors that can be shut.

The sign must include the words 'No smoking. It is against the law to smoke in thesepremises'. The words 'in these premises can be replaced with 'in this dental practice' ifdesired.

Stress Work related stress is an increasing concern for employers and is currently the secondmost common cause of ill health associated with work. Stress can be defined as 'theadverse reaction people have to excessive pressure or other types of demand placedon them'. Potential causes of work-related stress include:

● organisational culture - e.g. poor communication, 'name and blame attitude'

● physical and psychological demands associated with the job

● level of control over the job

● relationships with managers, peers, etc

● management of change at work

● individuals not knowing what their role is, what their work entails or what theirresponsibilities are

● lack of managerial and/or peer support

Stress sufferers often demonstrate well-recognised physiological symptoms, whichinclude headaches, aching muscles particularly neck and shoulders, rashes and increasedsweating. Common psychological and behavioural signs include:

● depression or general negative outlook

● increased anxiousness

● increased irritability

● lack of concentration

● loss of aptitude

● poor work performance

● increased sickness absence


● inability to cope with normal tasks

● poor time keeping

● increased intake of alcohol, caffeine, nicotine, etc

Stress related complaints must be treated seriously and fully investigated. Successfulstress management will depend on good communication amongst staff, identifying thereasons for the stress and then developing a strategy to deal with the causes. Furtherinformation on work related stress can be found on the HSE website atwww.hse.gov.uk/stress

VentilationAir turbines, ultrasonic scalers, air-water syringes and dental lathes can produce splatterreaching a distance of seven feet and an aerosol containing tooth particles, bacteria,fungi and possibly viruses and oil. Instruments on the bracket table can easily becomecontaminated. Aerosol inhalation may lead to chronic coughs and bronchitis and can beharmful to the eyes. Risks are considerably reduced by good ventilation and the use ofhigh-speed suction, face masks and glasses.

Enclosed workplaces must be ventilated with sufficient fresh or purified air; an openwindow will provide sufficient ventilation in most cases. Where ventilation systems areused, the fresh air supply rate should not fall below 5-8 litres per second per occupantbut the means of ventilation should not create uncomfortable draughts. Recycling airconditioning systems are not recommended.

Where exposure to a hazardous substance cannot be prevented, it should be controlledby other means. Local exhaust ventilation is one of the most common and effectivemethods of control available. Personal protective equipment is regarded as a last resort.

Waste managementEach dental practice should have in place a healthcare waste policy which identifieswho is responsible for managing healthcare waste. The policy should identify:

● dental healthcare waste as hazardous, non-hazardous, offensive or trade

● detail how the waste is segregated, stored and handled

● the arrangements for collection and record keeping.

In the dental setting all clinical waste should be classified and collected as hazardouswaste. Clinical waste sacks must be no more than three-quarters full, have the airgently squeezed out to avoid bursting when handled, be labelled and tied at the neck,not knotted. Sharps' waste (needles and scalpel blades) must be sealed in UN typeapproved puncture proof containers (to BS7320), which must be labelled beforedisposal. Sharps containers should be disposed of when no more than two-thirds full.Clinical waste should either be incinerated or treated prior to landfill by a disposalfacility licensed to handle it.

Offensive waste is non-hazardous waste and is defined as 'wastes which are non-infectious, do not require specialist treatment or disposal but may cause offence to thosecoming into contact with it'. In dental practice this will include feminine hygiene waste.

Only someone registered to collect hazardous and offensive waste should collect it fromthe practice. When non-hazardous waste is transferred, a written description of thewaste must accompany it. In addition, a transfer note must be completed and copieskept by both parties. The following information must be included in the transfer note:


● identification of the waste

● whether it is loose or in a container

● the kind of container (if applicable)

● the time, date and place of transfer

● the name and address of the transferor and transferee

● whether the transferor is the producer or importer of the waste

● which (if any) authorised transport purpose applies

● which categories best describe the transferor and transferee, eg waste managementlicence holder, registered carrier etc.

● the licence number of either or both parties and the council that issued it.

Repeated transfers of the same kind of waste between the same parties can becovered by one transfer note for up to one year. Both parties must keep copies of thetransfer note for two years since either party may have to prove in court where thewaste came from or what happened to it.

Dentists are now required to add the appropriate European Waste Catalogue (EWC)code to the description of the waste on the transfer note.

European Waste Catalogue codes for dental waste

Waste Types Code

Sharps Box

If the sharps box is used to dispose of other wastes 18 01 01such as LA cartridges (fully discharged) or extracted teeth

Healthcare medicines (POMs and partially discharged LA 18 01 09cartridges)

Extracted teeth (no amalgam present) 18 01 02

Yellow/Orange Sacks*

Clinical waste (contaminated swabs, gloves etc.) 18 01 03

Female Hygiene Waste 18 01 04

Amalgam Waste*

Amalgam waste 18 01 10

Extracted teeth containing amalgam

Amalgam capsules

General Waste

Paper and cardboard 20 01 01

Biodegradable kitchen waste 20 01 08

Packaging material 15 01 06

Radiographic Solutions*

Developer 09 01 01

Fixer 09 01 04

* denotes Hazardous Waste that will require a consignment note

Prescribed medicines are no longer classified as hazardous waste.


Hazardous waste disposal

Disposal of hazardous waste is subject to additional controls and consignment notesmust be issued for each collection and kept for three years. An additional fee is payablefor waste requiring a consignment note.

Radiographic developer and fixer are classified as hazardous wastes. These solutionsshould be disposed of using a waste collection carrier licensed to collect and dispose ofhazardous waste; they must not be discharged to sewer.

Licensed waste collection companies will supply collection containers for radiographicdeveloper and fixer solutions, dental amalgam and waste containing cytostatic and cytotoxicdrugs. White rigid containers with a mercury suppressant are preferred for dental amalgam.Waste radiographic developer and fixer solution should be stored in leak proof containers.

Sharps (including needles, syringes with needles attached, broken glass ampoules,scalpels and other blades) can cause cuts or puncture wounds. A full description of thecontents of the sharps box should be given to the waste collector.

Detailed guidance on all aspects of waste disposal can be found in BDA Advice noteHealthcare waste management.

Water suppliesMains supplied water services must be protected from contamination by backsiphonage(The Water Supply (Water Fittings) Regulations 1999). The level of protection requireddepends upon the risk posed. The presence of blood and saliva in waste from thedental surgery requires the highest level of protection. Depending on your individualcircumstances, a Type AA, AB or AUK1 air gap may be needed, but you should seekfurther advice from your local water company.

Dental equipment requiring an air gap for protection against backsiphonage includesthe dental spittoon, the delivery system (the dental handpiece, three-in-one syringe andultrasonic scaler), wet-line suction apparatus and automatic radiographic processors.

An interposed cistern may be the most straightforward means of isolating theequipment from the mains water supply but it may result in loss of water pressure, so apressurised cistern may be needed. Manufacturers of dental equipment are aware ofthe requirements of the Regulations and provide equipment with an integral air gap;you will need to check this with the manufacturer. As a result of water being stored inan interposed cistern, biofilms of micro-organisms and their products can develop andcontaminate the associated dental water lines. Aerosolisation of contaminated watercan be potentially hazardous, especially if the waterlines have become contaminatedwith Legionella spp, for example.

The following precautions may help reduce or eliminate contaminated dental unitwaterlines:

● the ultrasonic scaler, triple syringe and handpiece should be supplied by bottled water('clean water' system). The manufacturer's recommendations on decontamination anddisinfection of the bottled water system must be followed closely

● effective anti-retraction systems should be installed

● sterile water should be used where surgical flaps or other surgical access into bodycavities is anticipated

● the manufacturer's recommendations on decontamination and disinfection of

interposed cisterns must be followed rigorously.


If you suspect that a waterline has become contaminated and the recommendeddecontamination and disinfection process is ineffective, advice should be sought fromthe consultant microbiologist of a local hospital (or dental hospital) or the HealthProtection Agency.

The BDA's Advice note Water supplies to dental practice gives more information onhow to comply with the requirements of the Regulations.

Welfare arrangementsYou must ensure the welfare at work of all your employees (Workplace (Health, Safetyand Welfare) Regulations 1992).

Working environment

● Lighting should be sufficient to enable people to work safely and without eyestrain.Where necessary, local lighting should be provided at individual workstations.

● Temperature. The workplace should be reasonably comfortable without the needfor special clothing. The temperature should normally be at least 16°C andthermometers must be available to check. There is no maximum temperature butyou should remember the general duty for you to provide a safe place of work andexcessive heat may adversely affect employees.

● Ventilation. Windows will generally provide sufficient ventilation. Where additionalventilation is required, mechanical systems should be provided.

● Room dimensions. Workrooms should have enough free space to allow people tomove around with ease. As a guide, the total volume of the room, when empty,divided by the number of people working in it should be at least 11m3; more ifmuch of the room is taken up by furniture.

● Workstations should be arranged so that each task can be carried out safely andcomfortably. Seating should provide support to the lower back and be appropriatefor the task.

Safety

● Floor surfaces should be free from holes, unevenness or slipperiness, which couldcause a person to trip, slip or fall, or to drop anything being carried

● Windows and skylights should be able to be opened, closed and cleaned from theinside (safely)

● Glazed doors and partitions should be made of a safety material or be protectedagainst breakage, for example, by obvious marking

● Doors and gates should have a transparent panel unless they are low enough tosee over.

Facilities

● Toilets and washing facilities should be sufficient to allow everyone in the practiceto use them without delay. The table shows the minimum number of toilets thatshould be provided. Separate male and female toilets should normally be providedunless the toilet is in a separate room and the door can be secured from the inside.Toilet paper should also be provided and where female employees are employedthere should be a suitable means for disposing of sanitary dressings.


Minimum number of toiletsEmployees present at any one time Number of toilets

1 to 5 1

6 to 25 2

26 to 50 3

If patients also use the toilets provided for staff, it may be necessary to increase thenumber of toilets so that staff can use the facilities without undue delay

● Changing and storing clothing. A changing room should be provided for workerswho change into special clothing. Work clothing and personal clothing should bestored in a well-ventilated place where it can dry out if necessary. Effectivemeasures should be taken to provide security of clothing.

● Rest areas where staff can relax and eat their meals at work should be provided.

Housekeeping

● Maintenance of workplace and equipment. Both should be in good workingorder and good repair. Equipment should be regularly maintained (with records).

● Cleanliness throughout the practice is essential and includes floors, walls andceilings. Cleaning should not present a health or safety risk.

Useful sources of informationHealth & Safety Executive www.hse.gov.ukInfoline: 0845 345 5500HSE Regional offices can be located by calling the HSE Infoline

HSE Books www.hsebooks.com/Books Tel: 01787 881165

BDA Insurance Services www.lloydandwhite.co.uk Tel: 0870 241 1761

Medicines and Healthcare Products Regulatory Agencywww.mhra.gov.uk Tel: 020 7972 8000

National Radiological Protection www.hpa.gov.uk Tel: 01132 300232

UK Mercury Screening Servicewww.analyticalservices-sao.co.uk Tel: 0114 290 0521


Health and Safety Checklist

Management of H&S CommentIs the health and safety poster on display or leaflet provided?Is the Certificate of Employers' Liability Insurance displayed?Is Public Liability Insurance in place for GDS practices?Is there a safety policy for the practice? Has it been signed by employer?Has the safety policy been made available to all staff?

AccidentsAre the contact details of the local HSE available?Are report forms F2508 and F2508a accessible?Is there an accident book in the practice?Are the MHRA contact details available to report adverse incidents?

Anaesthetic gasesAre the rooms used well ventilated?Is active scavenging used? Is the equipment in good working order and regularly serviced?Have staff received training on the control measures in place to keep exposure to a minimum?

Display screen equipmentHave 'users' been identified?Have they received the appropriate information, instruction and training?Has a risk assessment been carried out on each user and their workstation?Have the assessments been documented? Have users been given eyesight tests when requested?Has eyewear been provided if required?Has work been planned to allow for breaks or changes of activity?

ElectricityIs all portable electrical equipment regularly visually inspected? Are there records of these visual checks?Is electrical equipment periodically checked by a competent person? Are records kept of these inspections?Have staff been trained in the safe use of electrical equipment?

Fire precautionsHas a fire risk assessment been carried out and discussed with staff?Are fire detection measures in place?Is adequate fire fighting equipment available?Are all staff trained to use fire fighting equipment and know what to do in event of a fire?Is the fire safety equipment regularly checked and maintained?

First-aid / medical emergenciesIs there a trained first aider or appointed person in the practice at all times?Does everyone know where the first-aid box is kept? Is it fully stocked?Are sufficient members of the dental team trained in CPR? Has this training been undertaken in the last 12 months?Is the appropriate emergency equipment available?Are emergency drugs and a portable supply of oxygen readily available?

LasersAre users of Class 4 lasers registered with the Healthcare Commission?Are local rules and warning signs displayed?Is equipment regularly maintained and records kept?Have users been appropriately trained?


Manual handling CommentHas a manual handling assessment been carried out?Are staff trained in good handling techniques?Where risks have been identified, have control measures been introduced?

Medicine storageAre medicines stored according to manufacturer's instructions?Are medicines kept in a locked cupboard with restricted access?Are stocks regularly checked and out dated stock disposed of?Are records kept of supplies and suppliers?

Mercury / AmalgamHas the use of non-encapsulated mercury been considered?Have clinical staff been informed of the hazards of amalgam and mercury?Do clinical staff still using liquid mercury receive regular biological monitoring?Do staff know what to do in the event of a spillage?Is a fully stocked mercury spillage kit available?Are the surgeries adequately ventilated?Are floors and work-surfaces impervious, smooth?Are staff trained in the use of the amalgamator?

Pathological specimensIs first class or special delivery used when sending pathological specimens?Do packages comply with UN 602 requirements?Are outer packages labelled 'PACKED IN COMPLIANCE WITH THE POST OFFICE INLAND LETTER POST SCHEME'?

Pregnant and nursing mothersHas a risk assessment been carried out for pregnant and nursing members of staff?Have work practices been altered to eliminate health risks where appropriate?Are any anxieties about work being addressed?

Pressure systems - autoclaves and air-receiversHave staff been trained in how to use the equipment?Is there a written scheme of examination for each autoclave and air-receiver, detailing the extent and frequency of examination?Do you have records of these examinations and any work required?Is the equipment serviced in line with the manufacturer's instructions?Do you have records of servicing?

RadiationHave you informed HSE that radiation equipment is being used?Have a RPS and RPA been appointed?Has the RPA carried out a risk assessment?Has a controlled area been designated for each piece of equipment?Are there Local Rules for each piece of equipment?Is the radiation equipment maintained and serviced? Are there records?Are contingency plans in place in case of accidental over-exposure or malfunction of the equipment?Are staff trained for the tasks they are required to do? Are there records of the training provided?Has a clinical audit been carried out within the last 12 months?

Risk assessmentHave the hazards in the workplace been identified?Have employees at risk been identified?Have adequate controls been put in place to remove or reduce the risks?Has the risk assessment been written down and dated?Are staff informed of the outcome of the assessments?

Are the assessments updated regularly?Have you carried out separate assessments for any young workers and pregnant staff?

Risk assessment - hazardous substances (COSHH)Have you identified all hazardous substances used in the practice?Have you considered biological hazards?Have you assessed the risks to employees?Are the control measures adequate or does more need to be done?Have you considered the need for health surveillance (with mercury use, for example)?Have the assessments been documented and dated?Have you made staff aware of the risks involved with the hazardous substances identified and trained them to use these substances safely?Are the assessments reviewed on a regular basis?

Safety signsIs fire fighting equipment and escape routes clearly marked?Are the first aid facilities clearly marked and the designated person identified?Do all safety signs contain a pictogram?Does all radiographic equipment have warning signals to indicate when equipment is in use?Is the 'No Smoking' sign displayed?

WasteIs waste segregated into non-clinical, offensive and hazardous waste prior to disposal?Is the waste collection company registered by the Environment Agency?Are waste transfer notes / consignment notes completed and signed by both parties?Do you have waste transfer notes for the last 2 years and consignment notes for the last 3 years?Are the appropriate EWC codes inserted on the transfer and consignment notes?

WelfareIs there adequate ventilation in the practice?Is a suitable working temperature maintained?Is the lighting sufficient to carryout all work activities?Are there sufficient toilets for employees?Are sanitary disposal facilities provided in toilets used by females?Are suitable rest and eating facilities provided?Are floors free from tripping hazards?

British Dental Association● 64 Wimpole Street ● London W1G 8YS ● Tel: 020 7563 4563 ● Fax: 020 7487 5232

● E-mail: [email protected] ● www.bda.org ● © BDA February 2008

Health and safety law for dental practice -...

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