Pest Control Policy and Procedure

Pest Control Policy and Procedure

Version Version 1.0

Ratified By Infection Prevention & Control Advisory Sub Committ ee

Date Ratified November 2008

Author(s) Head of Operational Services

Responsible Committee / Officers Infection Prevention & Control Advisory Sub Committ ee

Date Issue November 2008

Review Date November 2010

Intended Audience Primary Care Board and all Employees

Impact Assessed November 2008

Further information about this document:

Document name Pest Control Policy and Procedure

Category of Document in The Policy Schedule

Infection Prevention & Control

Author(s) Contact(s) for further

information about this document

Jean Hutfield Head of Operational Services

Telephone: 01244 650326 Email: [email protected]

This document should be read in conjunction with

The pesticides regulations made under Food and Environment Protection Act (FETA) 1985 part 111 Infection Prevention and Control Policy/Strategy

Strategy and Policy for Cleanliness in Hospital Cli nics

Published by

Western Cheshire Primary Care Trust 1829 Building

Countess of Chester Health Park Liverpool Road

Chester, CH2 1HJ Main Telephone Number: 0800 132 966 (Freephone)

Main Email Address: [email protected]

Copies of this document are available from

Extranet: nww.wcheshirepct.nhs.uk Website: www.wcheshirepct.nhs.uk

Jean Hutfield Head of Operational Services

Copyright © Western Cheshire Primary Care Trust, 2007. All Rights Reserved Version Control:

Version History: Version Number Reviewing Committee / Officer Date

Draft Version 0.1 Pest Control Policy and Procedure November 2008 Draft Version 0.2 Pest Control Policy and Procedure November 2008

This document can be made available in a range of alternative formats including various languages,

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Pest Control Policy and Procedure Page 1 Version: 1.0

Contents

PAGE

1 SUMMARY 2

2 INTRODUCTION 2

3 SCOPE OF THE POLICY 2

4 POLICY AIMS 3

5 RESPONSIBILITIES 3

5.1 Chief Executive 3

5.2 Director of Patient Safety and Governance 3

5.3 Chief Operating Officer Provider Services 3

5.4 Director of Finance 3

5.5 Head of Governance and Quality for Community Care Western Cheshire 4

5.6 Head of Operational Estates 4

5.7 Head of Operational Services 4

5.8 Nominated Officers 5

6 COMMITTEE RESPONSIBILITIES 5

7. REPORTING 6

8. BASIC PEST CONTROL MEASURES 6

9. PEST CONTROL CONTRACT 7

10. TRAINING 8

11. KEY PERFORMANCE INDICATORS 8

12. LEGISLATION AND REFERENCES 9

13. GLOSSARY OF TERMS 11

APPENDIX 1 – NOMINATED OFFICERS 12


THE MANAGEMENT OF PEST CONTROL WITHIN WESTERN CHESHIRE PRIMARY CARE TRUST

1. SUMMARY

It is the policy of Western Cheshire Primary Care Trust to prevent Pest Infestation. This policy will ensure that all preventative measures will be undertaken within all Western Cheshire Primary Care Trust Premises. This Policy is to be read in conjunction with:-

The pesticide regulations made under the Food and Environment Protection Act (FEPA) 1985 Part 111.The control under section 16 of the act describes the aims as being:

• Protect the health of human beings, creatures and plants • Safeguard the environment • Secure safe, efficient and human methods of controlling pest • Make information about pesticides available to the public

This Policy should be read in conjunction with:

• Infection Prevention and Control Policy/Strategy

• Strategy and Policy for Cleanliness in Hospital Clinics

2. INTRODUCTION

2.1 The presence of pests can be offensive, present infection hazards, contaminate foodstuffs, damage materials and structures or be a nuisance. Once established pests can be difficult and costly to deal with. Satisfactory standards of pest control in both clinical and non-clinical areas are an integral part of providing an optimum environment for the delivery of good quality patient care.

2.2 Western Cheshire Primary Care Trust recognises its legal obligation to take necessary measures to prevent the risk of pest infestation in all food storage, catering areas, wards, clinics and health centres within Western Cheshire Primary Care Trust.

2.3 Western Cheshire Primary Care Trust and its Pest Control Contractors will adopt procedures to ensure that it is pest free in all Western Cheshire Primary Care Trust owned premises by pro-active work enabling Western Cheshire Primary Care Trust to maintain this position.

3. SCOPE OF POLICY

3.1 This policy applies to all Western Cheshire Primary Care Trust staff and those who provide a service under contract within Western Cheshire Primary Care Trust.


4. POLICY AIMS

The policy will provide a framework for Western Cheshire Primary Care Trust to manage the pest control policy and procedure.

5. RESPONSIBILITIES

Staff identified as having a key role within the policy will be asked to provide evidence to support their specific role through one to ones and personal development reviews.

5.1 The Chief Executive shall have overall responsi bility for the Pest Control policy by:

a. Ensuring there are arrangements in place for identifying and managing the requirements of legislation relating to Pest Control services.

b. Providing resources for implementing the policy.

c. Ensuring there are arrangements in place for monitoring incidents associated

with the sightings of pests within Western Cheshire Primary Care Trust.

5.2 The Director of Patient Safety and Governance i s responsible for:

a. Acting in the capacity of Director of Infection Prevention and Control and ensuring the Primary Care Trust fulfils it’s responsibilities in relation to the Hygiene Code and Standards for Better Health.

b. Ensuring the Quality Schedules of contracts for commissioned services with

Provider organisations reflect national standards in relation to infection prevention and control, including pest control.

c. Monitoring assurance provided by Provider organisations and effectively

managing risk in line with the Risk Management Strategy.

5.3 The Chief Operating Officer for Community Care Western Cheshire is responsible for:

a. Ensuring all staff within Community Care Western Cheshire are aware of the policy and understand the requirements, including their individual responsibilities

b. Ensuring that the appropriate information, instruction and training is provided

to employees within Community Care Western Cheshire.

5.4 The Director of Finance is responsible for:

a. Ensuring that the contracting for Pest Control is undertaken according to financial best practice and in line with the Primary Care Trust’s Standing Financial Instructions and Standing Orders

b. Ensuring that staff involved in the procurement of Pest Control Contracts are


aware of their personal responsibilities 5.5 Associate Director of Governance and Quality fo r Community Care Western Cheshire is responsible for:

a. Acting as the Infection Prevention and Control lead for Community Care Western Cheshire and ensuring compliance with the Hygiene Code and Standards for Better Health.

b. Ensuring pest control related incidents occurring within Community Care

Western Cheshire are investigated and risks escalated appropriately.

c. Monitoring the implementation of the Pest Control Policy through key performance indicators and providing assurance to the Infection Prevention & Control Advisory Sub Committee.

5.6 Head of Operational Estates is responsible for:

a. Ensuring the premises owned by Western Cheshire Primary Care Trusts are fully maintained.

b. Ensuring all premises within Western Cheshire Primary Care Trust are kept in

good decorative order.

c. Ensuring all premises within Western Cheshire Primary Care Trust are free of all damaged fixed units and furniture

5.7 The Head of Operational Services is responsible for:

The Head of Operational Services is the Authorised Officer acting on behalf of Western Cheshire Primary Care Trust for all purposes specified in this policy. The Authorised Officer has a nominated deputy who will assist in monitoring the performance of the pest control contractor to ensure Western Cheshire Primary Care Trust is receiving an effective and efficient service. The Authorised Officer and the Deputy Authorised Officer will

a. Ensure all necessary information regarding pest control is cascaded to relevant staff

b. Provide information and advice on the requirements of the policy

c. To assess the Contractors written reports and to note the action taken to

combat pest infestation since the Contractor’s last report.

d. Provide an assessment of the current situation, including any works required to eliminate harbourage and improve hygiene

e. Any proposals for further action by the Contractor


f. Investigating incidents, and making recommendations

g. Overall co-ordination and monitoring of Pest Control Contractors.

h. Keeping up to date with legislation and guidance relating to Pest Control and Environmental Health and implementing changes to the Policy as necessary

5.8. Nominated Officers

a. Nominated Officers will be responsible for dealing with the day to day infestations.

b. Appreciating the significance of the prevalent pests and the problems

associated with them.

c. To receive, investigate and initiate appropriate action on all reports of pest evidence or sightings of pests.

d. To form the main link between Western Cheshire Primary Care Trust and the

Contractor in respect of pest control issues.

e. To disseminate information and implement pest awareness within Western Cheshire Primary Care Trust, calling on advice from specialist sources when necessary.

f. Being aware of any incident involving pest infestation and ensure completion

of the incident on the Datix System.

g. Ensuring that appropriate support is provided for staff involved in any incident resulting from pest infestation.

h. Assessing requirements for and ensuring availability of Personal Protective

Equipment

i. Maintaining records showing the date the infestation and the action taken, and to report this to the weekly Risk Management group

j. The Nominated Officers will provide a written report and initiate appropriate

action on all reports of pest evidence or sightings of pests.

k. The role of Authorised and Nominated Officers will be included in Job Descriptions.

6. Committee Responsibilities 6.1 NHS Western Cheshire Board

Receives an annual board paper assuring compliance with the Pest Control Policy and Procedure.


6.2 Community Care Western Cheshire

Receives an annual report assuring compliance with the Pest Control Policy and Procedure.

6.3 Risk Management Sub Committee

Receive and reviews all incidents relating to Pest Control 6.4 Infection Control Advisory Group

The Infection Prevention & Control Advisory Sub Committee receives quarterly reports assuring compliance with the Key Performance Indicators.

7. REPORTING

All sightings of pests or evidence of their existence should be reported in the first place to the Nominated Officers, using the appropriate telephone number (Appendix 1) at the earliest opportunity. The information required will include:

a. The Location i.e ward, department, clinic etc.,

b. Precise locations i.e. ward bay, bathroom, clinical room, office

c. Possible numbers and frequency of sightings

d. The name of the person reporting the date and time of the sighting

In the event that a satisfactory response is not received within 24 hours of the time of reporting the Head of Operational Services who is the Authorised Officer should be contacted on Tel: No 01244 650326.

Action taken by the contractor following a notification will be recorded in the pest control book held in the Operational Services admin office.

Out of hours and weekends please contact the contractor directly on the number (Appendix 1).

8. BASIC PEST CONTROL MEASURES 8.1 NHS Western Cheshire Primary Care Trust will ensure that all basic pest

control measures are in place and adhered to: 8.2 Food should be covered or stored in pest proof containers.

8.3 Spillages should be promptly removed.

8.4 Waste should be stored in a manner suitable to prevent access to pests.

8.5 Accumulation of static/stagnant water should be avoided


8.6 Buildings should be of sound structure and well maintained, drains should be

covered, and leaking pipework repaired and damaged surfaces made good. Defects should be reported to the Operational Estates Department.

8.7 Cracks in plaster and woodwork, unsealed areas around pipework, damaged

tiles, badly fitted equipment and kitchen units are likely to provide excellent harbourage and should be maintained in a suitable condition.

8.8 Doors to food preparation areas should be kept closed 8.9 Food kept in ward pantries should be regularly checked and discarded if out

of date. 8.10 Treatment with insecticides and rodenticides alone is seldom sufficient;

attention must be paid to good hygiene and structural maintenance.

9. PEST CONTROL CONTRACT

9.1 The Western Cheshire Primary Care Trust will ensure that an appropriate pest control contract is in operation at all times.

9.2 The pest control contract will be monitored by the Nominated and Authorised Officers against a pest control contract specification.

9.3 The Contractor will perform the Contract in accordance with the Code of Practice of the British Pest Control Association (BPCA).

9.4 The service shall be carried out in an appropriate manner to the entire satisfaction of Western Cheshire Primary Care Trust’s authorised officer. The Contractor will be required to carry out routine inspections at the locations listed (Appendix 1) at frequencies agreed with the Authorised Officer. The Contractor will be required to agree the exact date and time of each inspection with Authorised Officer or Deputy.

9.5 On each inspection visit, the Contractor will be required to check all insect monitor stations and all rodent bait stations, together with a general inspection of high risk areas, for signs of any pest activity.

9.6 The Contractor shall provide written report of every visit whether emergency or otherwise

This report shall detail:

a. the date and time of the visit

b. the type of visit i.e. routine, emergency, follow-up or job work

c. the locations inspected and/or treated


d. any evidence of infestation including both the scientific name and general term for the pest. This applies to scheduled and non scheduled pests

e. the type of treatment carried out including the common name of the pesticide

and the amount used

f. any proofing, housekeeping or hygiene recommendations to eliminate causes of infestation

g. any precautions necessary to be observed by trust staff as a result of action

taken by the Contractor

h. a list of monitors and their locations

i. Technicians signature

j. Authorised Officers signature 9.7 The Contactors written report will also detail the pesticides applied together

with any warnings or precautions to be undertaken by trust’s staff in relation to the pesticides applied or work carried out.

9.8 It should be noted that an important aspect of pest control is denial of access

to pests and that the maintenance of an environment is important as it discourages the development of infestation. Reports should detail advice regarding proofing against access, denial of harbourage and removal of food sources, to facilitate control measures and discourage infestation.

9.10 The Contractor shall notify the Authorised Officer in writing of the state of infestation of the locations at the expiration of ‘Riddance times’ specified and any condition observed by him which may be conducive to infestations by pests or which may hinder efforts to combat them, within 10 days of such observation.

All adverse incidents must be reported immediately in accordance with NHS Western Cheshire Primary Care Trusts Incident Reporting Policy.

10. TRAINING

Healthcare staff working for Western Cheshire Primary Care Trust, as employees have a duty to ensure their own skills are updated to include Infection Prevention and Control training.

11. KEY PERFORMANCE INDICATORS

The following indicators will be monitored by the Community Care Western Cheshire Risk Management Sub Committee on a yearly basis:

a. Number of reported infestations within NHS Western Cheshire Primary Care


Trust premises.

b. Number of reported sightings dealt with within 24 hours

c. Number of actions taken as a result of non compliance within the basic

control measures.

d. Pest Control related Safety Alert Broadcast System (SABS) responses within

required timescales

12. LEGISLATION AND REFERENCES

12.1 Legislation

This section gives examples of legislation that might apply to NHS Western Cheshire Primary Care Trust:

Consumer Protection Act 1987 (Consumer Safety and Product Liability) [8]. Control

of Substances Hazardous to Health Regulations 1999 [25]

Employers’ Liability (Compulsory Insurance) Act 1969 [14]. General Product Safety

Regulations 2005 [9].

Health and Safety at Work etc. Act (HASAWA) 1974 [6].

Provision and Use of Work Equipment Regulations 1998 [30].

Trade Descriptions Act 1968 [21].

Unfair Contract Terms Act 1977 [23].

12.2 References

Healthcare Commission. Assessment for Improvement: annual health check. 2005.

http://www.healthcarecommission.org.uk

Department of Health. Standards for Better Health, 2004. http://www.dh.gov.uk

MHRA. Medical Device Alert MDA/2006/001 ‘Reporting adverse incidents and disseminating Medical Device Alerts’. 2006.

http://www.mhra.gov.uk


Health and Safety at Work etc. Act 1974. London: HMSO, 1974. ISBN

0105437743.

The Consumer Protection Act 1987 (Commencement No. 1) Order 1987. Statutory Instrument 1987 No. 1680 (C.51). ISBN 0 11 077680 1. http://www.opsi.gov.uk/si/si1987/Uksi_19871680_en_1.htm

The General Product Safety Regulations 2005. Statutory Instrument 2005 No 1803. ISBN 0110730542.

http://www.opsi.gov.uk/si/si2005/20051803.htm

TBSEN ISO 9001:2000 Quality management systems. Requirements http://www.bsonline.bsi-global.com/server/index.jsp

Employers’ Liability (Compulsory Insurance) Act 1969. HMSO 1969. ISBN 0105457698

13 Department of Health. Standards for Better Health, July 2004

http://www.dh.gov.uk

Sale and Supply of Goods Act 1994 (c. 35), ISBN 0105435945. http://www.opsi.gov.uk/acts/acts1994/Ukpga_19940035_en_1.htm

Trade Descriptions Act 1968. HMSO 1968. ISBN 0105429686.

Unfair Contract Terms Act 1977. HMSO 1977. ISBN 0105450774

Management of Health and Safety at Work Regulations 1999. Statutory Instrument 1999 No. 3242. ISBN 0 11 085625 2. http://www.opsi.gov.uk/SI/si1999/19993242.htm

Provision and Use of Work Equipment Regulations 1998. Statutory Instrument 1998 No. 2306. ISBN 0 11 079599 7. http://www.opsi.gov.uk/SI/si1998/19982306.htm

Establishing the Responsible Commissioner

http://www.dh.gov.uk/en/Publicationandstatistics/PublicationPolicyAndGuidance/dh_4069634

Our health, our care, our say: a new direction for community

services, The White Paper, Department of Health January 2006

www.dh.gov.uk/assetRoot/04/12/74/59/04127459.pdf


13. GLOSSARY OF TERMS

Contamination

The soiling or pollution of inanimate objects or living material with harmful, potentially infectious, or other unwanted matter. In non emergency patient transport situation, this is most likely to be organic matter and infectious agents

Disinfection

A process used to reduce the number of viable infectious agents but which may not necessarily inactivate certain viruses and bacterial spores. Disinfection does not achieve the same reduction in microbial contamination levels as sterilization. Under certain defined conditions moist heat will also disinfect.

“Rid” and “Riddance”

The Terms ‘rid and riddance’ are defined as eradication or achieving the best level of control that is technically practicably possible.

Legal entity

Trust or other responsible organisation.


Appendix 1

NOMINNATED OFFICERS

Operations Manager Tel: 01244 650326 Porters – Ellesmere Port Hospital Tel: 01244 362929

Bleep 2402 Contractor Out of Hours – Advanced Pest Management

Tel:01630 652958

Domestic Supervisor – Clinic & Health Centres Tel: 0794 7483816 Clerical Officers - Great Sutton Health Centre Tel: 0151 339 2208

Clerical Officers - Hope Farm Community Clinic Tel: 0151 339 4781

Clerical Officers – Stanney Lane Community Clinic

Tel: 0151 350 3300

Clerical Officers - Frodsham Community Clinic Tel 01928 732388

Clerical Officers- Blacon Community Clinic Tel: 01244 372677 Clerical Officers - Boughton Health Centre Tel: 01244 348022 Clerical Officers - Lache Health Centre Tel: 01244 682991 Clerical Officers - St Martins Community Clinic Tel: 01244 356800 Clerical Officers - Upton Community Clinic Tel: 01244 381366 Tarporley Health Centre Tel: 01829 733686 Tarvin Health Centre Tel: 01829 740082 Mercury House Tel: 01829 771678

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