Electrical systems policy

1 Introduction

This document contains the trust’s policy in relation to electrical systems. Healthcare premises are dependent on the electrical supply to maintain a safe and comfortable environment for patients and staff. Failure of the supply may lead to serious situations developing in some areas whilst causing inconvenience and the inability to function normally in others. Therefore, it is essential that the electrical infrastructure is maintained to minimise the risk of failure and adequate contingency arrangements and emergency plans need to be in place to mitigate for the loss of electrical supplies. Guidance on the design, operation and maintenance of electrical services in NHS premises is set out in Health Technical Memorandum (HTM) 06-01 ‘Electrical Services supply and distribution.’

By their very nature electrical systems and equipment may be hazardous and systems and equipment should be operated and maintained in a safe manner. Procedures must be followed by those using equipment and by those with responsibility for maintaining electrical systems to reduce the possibility of injury to persons and damage to property. The Electricity at Work Regulations (1989) places broad duties on employers in relation to electrical systems.

The trust and its management have a duty, so far as it is reasonably practicable; to ensure that there is a management regime in place for the design, installation, and operational management of electrical systems and equipment.

Safe systems of work for low voltage systems in NHS premises are set out in HTM 06-02, ‘Electrical Safety guidance for low voltage systems.’

2 Purpose

The purpose of this policy is to provide clear definitions of responsibilities in relation to electrical systems and equipment. All electrical systems should be designed, maintained and operated to provide:

adequacy and reliability of supply, continuity of supply is ensured by good design, installation to appropriate standards, provision of standby facilities and adequate maintenance, inspection and testing
safety in operation and fault conditions, electrical systems should fail to safety in fault conditions by automatically disconnecting the electrical supply and thus preventing an electrical shock or a fire. Risks may be reduced by appropriate design, inspection, testing and maintenance and also by users of electrical equipment following basic procedures before, during and after use. Basic procedures include visual inspections for defects, observing instructions for use and by switching off electrical appliances when not in use for long periods, particularly those appliances where batteries are being charged
safety when carrying out maintenance, appropriate procedures should ensure that risks related to maintenance personnel are kept to a reasonably practicable minimum. Records of maintenance activity and inspection and testing should be kept. All maintenance staff should be competent to carry out the tasks requested of them. They should be made aware of any risks and be provided with suitable training and instruction. The frequency of maintenance will be determined by appropriate guidance and risk assessment techniques

3 Scope

This policy shall apply to all trust staff, contractors, and other persons who use and or maintain electrical supplies or equipment which is owned by the trust. These persons should comply with this policy and any supporting procedures. The trust has many differing arrangements in relation to the properties that are occupied by its service users and staff. The accountability for the management of electrical systems and equipment is the organisation with the overall control of the building or the organisation with the designated responsibility for electrical equipment. Other organisations may have their own policies and managers of trust services in these buildings should follow any local policies and procedures in addition to those outlined in this policy.

Where other organisations are in control of electrical systems in which the trust places its staff or service users, trust managers should ensure that appropriate precautions are being taken to minimise the risks from these systems where practicable to do so. This policy is not intended to detail precautions for specialist systems such as medical and electronic equipment, although some of the guidance and comment in this policy may be applicable to these systems. Advice on these systems should be sought from the trusts medical devices lead or the organisation with the responsibility to maintain the equipment.

Some of the activities associated with the management and use of electrical systems overlap with those of other policies and procedures. Specific regulations and guidance cover the hazards of these other activities and the precautions to be taken in relation to these. It is not the intention of this policy to provide details of the overlapping regulations and guidance or the related hazards and precautions to be taken.

The high voltage system at the trust’s Tickhill Road Site is operated and maintained by integrated utility services and safety issues related to the high voltage system is outside the scope of this policy.

4 Responsibilities, accountabilities and duties

4.1 The chief executive

The chief executive has the overall accountability for ensuring compliance with statutory regulations. The responsibility for the operation and safe use of electrical systems is devolved to directors, managers, heads of department and to all trust staff.

4.2 Director of finance

For buildings that are maintained by the trust the accountability for the overall management of electrical systems is given to the director of finance who further devolves responsibility to the head of estates and facilities and to officers of the estates department.

4.3 Head of estates and facilities

For buildings that are maintained by the trust, the responsibility for the overall management of electrical systems is given to the head of estates and facilities, who acts as the trust’s designated person in accordance with HTM 06-02, ‘Electrical safety guidance for low voltage systems’.

The head of estates and facilities shall appoint in writing an authorising engineer (low voltage) as set out in the NHS guidance for all electrical installations for which the trust has a responsibility. The head of estates and facilities shall review the authorising engineers (low voltage) appointment annually to ensure that the duties of the authorising engineer (low voltage) have been carried out in accordance with NHS guidance.

The head of estates and facilities has the delegated responsibility for:

ensuring that where reasonably practicable, all electrical systems and equipment under the control of the estates function are adequately designed, modified, installed, tested, commissioned and maintained
ensuring that where reasonably practicable all statutory instruments and guidance relating to the maintenance of electrical systems are implemented and maintained where resource allows and that adequate resources are available for staff training and maintenance within trust agreed financial limits. This responsibility is further delegated to other managers and officers in the estates department along with craftsmen and operatives. The current head of estates and facilities is also the senior authorised person (low voltage)

4.4 Estates officers or managers

Duties of estates officers or managers who are not designated as authorised persons include:

liaising with authorised persons for the design, installation and commissioning of electrical systems and equipment
for all contracts under their control, ensuring that as fitted and schematic diagrams of all modified or new electrical systems and equipment are provided to the authorised persons and ensuring that copies of commissioning results, maintenance, test instructions and details of any specific hazards pertaining to the systems and equipment are also provided
ensuring that adequate spares are provided on initial handover of schemes

4.5 Directors or deputy care group directors or service managers

Trust managers have a key responsibility for ensuring that there is a proactive approach to organising, planning, controlling and reviewing health and safety. They have a responsibility to ensure that staff under their control are provided with suitable information, instruction and training in relation to all relevant health and safety matters which includes electrical systems and equipment.

Trust managers shall ensure that staff under their control should be aware of and implement the guidance and procedures as detailed in appendix B of this policy.

4.6 All staff

All staff use electrical systems and equipment and therefore have a duty to ensure that electrical systems and equipment in their control are operated appropriately and that they follow procedures in accordance with the guidance provided in appendix B of this policy.

4.7 Authorising engineer

The authorising engineer is a suitably qualified electrical engineer who possesses the necessary degree of independence from local trust management and is appointed in writing to implement, administer and monitor the safety arrangements for the low voltage electrical supply and distribution systems and to assess the suitability and appointment of candidates in writing to be authorised persons (low voltage).

4.8 Authorised persons (low voltage systems)

Authorised persons are estates technical staff with the responsibility for operational management of low voltage electrical systems under their control in accordance with HTM 06-02. Duties of the authorised persons include:

ensuring that low voltage electrical systems under their control are maintained, inspected and tested and that all records of such activities are maintained
liaising with the authorising engineer, capital projects team, specialist consultants and other bodies as required
advising senior managers of any major remedial works or modifications that are necessary
supervising any remedial works or modifications under their control
supervising contracts for maintenance of low voltage electrical systems
ensuring that trust procedures (particularly those based on ‘electrical safety rules for low voltage systems’) safe working practices and permits to work are followed and that adequate records are maintained
ensuring that information manuals are available and maintained
to formulate policy and contract documents
ensure that risk assessments or procedures are in place for all operational tasks and that all installations are risk assessed including provision of emergency lighting
to appoint competent persons in writing and carry out an audit of the role of the competent persons and ensure that their training reflects current standards
arrange for the testing and maintenance of standby electrical equipment
maintain up-to-date schematic diagrams of all electrical distribution systems within their control and ensure that other authorised and competent persons are aware of their location
ensure that adequate spare fuses and equipment are maintained and are available in an emergency
informing users of any planned interruptions to the electrical supply
advising all estates personnel on matters relating to legislative guidance, policy, procedures and training for low voltage electrical systems

4.9 Competent persons

Competent persons are contractors and trades staff who have received adequate training and have sufficient experience to operate, maintain, inspect and test low voltage electrical systems in a safe and effective manner. Their duties include:

ensuring that all procedures, safe working practices and permits to work are followed and that written records for maintenance, inspection and test work are completed
prompt reporting of all defects, unusual occurrences and other anomalies
working with managers to identify hazards and reduce risks by following safe working practices
ensure that emergency stocks of fuses are replenished when used
informing users of any planned interruptions to the electrical supply

5 Procedure or implementation

5.1 Electrical system design

Guidance for estates staff on the design of electrical systems is set out in the documents:

Health Technical Memorandum 06-01 Electrical Services supply and distribution (2017)
British Standard 7671: 2018. Requirements for electrical installations

5.2 Electrical system safety

Guidance for estates staff on the safety aspects related to the replacement and repair of electrical systems is set out in the document HTM 06-02 electrical services: electrical safety guidance for low voltage systems.

5.3 Electrical system maintenance

Guidance for estates staff on electrical system and appliances maintenance is set out in the documents:

British standard 7671: 2018 requirements for electrical Installations (known as the IET wiring regulations)
Portable and transportable electrical equipment (HSG 107)

It is recognised that there is a need to balance the needs of complying with guidance and the resources available. The trust therefore operates a risk based maintenance strategy for its electrical systems and equipment as outlined in the estates maintenance policy. A risk based methodology for the use, inspection and maintenance of portable electrical appliances is set out in appendix A of this policy.

The trust has many differing arrangements in relation to the properties that are occupied by its service users and staff. The accountability for the management of electrical systems is the organisation with the overall control of the building or the designated responsibility for electrical equipment.

5.4 Electrical safety group (ESG) and the use of electrical systems and appliances

The function of the trust’s ESG is to provide a multi-disciplinary approach to assess and manage risks from electrical systems in the context of clinical risk to patients.

The ESG should ensure that appropriate expertise and competence is available to ensure the availability of a safe electrical supply. This group is a part of the health and safety forum which has clearly identified lines of accountability up to the chief executive and to the board. Duties of the WSG include:

to ensure effective ownership of electrical safety
to determine and assess the risks associated with the patient population, staff and visitors and the engineering risk assessment of all electrical systems to determine an overall risk
to agree and review remedial measures and actions, and ensure an action plan is in place, with agreed deadlines, to ensure any health risks pertaining to electrical systems are addressed
approving the procurement, design, and installation and commissioning of electrical systems
to review amendments when changes are carried out including new builds, refurbishments and recently decommissioned clinical departments or units
to ensure that new builds, refurbishments, modifications and equipment are designed, installed, commissioned and maintained to the required standards
to ensure maintenance and monitoring procedures are in place

The ESG need to ensure that there is good liaison between the estates team or maintenance providers and clinicians. Guidance for all trust staff on the selection and use of electrical equipment and appliances is set out in appendix B of this document.

6 Training implications

6.1 Authorised persons (low voltage) refresher training

How often should this be undertaken: Every 3 years.
Length of training: 1 week.
Delivery method: Approved authorised persons refresher training.
Training delivered by whom: External body.
Where are the records of attendance held: ESR plus personal file.

6.2 Competent persons (low voltage)

How often should this be undertaken: Every update of regulations.
Length of training: Not known.
Delivery method: Not known.
Training delivered by whom: External body.
Where are the records of attendance held: ESR plus personal file.

6.3 Authorised and competent persons basic life support

How often should this be undertaken: Every 3 years.
Length of training: 4 hours.
Delivery method: Practical assessment.
Training delivered by whom: In-house mandatory training.
Where are the records of attendance held: ESR plus personal file.

All trust staff should be made aware of the key points within appendix B of this policy. This will be achieved by team brief or daily email.

7 Monitoring arrangements

7.1 Compliance with policy

How: Audit.
Who: Head of estates and facilities.
Reported to: Head of estates and facilities.
Frequency: Yearly.

7.2 Policy remains up-to-date

How: Monitoring of regulations and guidance.
Who: Head of estates and facilities.
Reported to: Estates and facilities sub committee.
Frequency: Ongoing.

7.3 Review of authorising engineer

How: Audit.
Who: Head of estates and facilities.
Reported to: Estates and facilities sub committee.
Frequency: Yearly.

8 Equality impact assessment screening

To access the equality impact assessment for this policy, please email rdash.equalityanddiversity@nhs.net to request the document.

8.1 Privacy, dignity and respect

The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, ‘not just clinically but in terms of dignity and respect’.

As a consequence the trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided).

8.1.1 How this will be met

The NHS Constitution is not relevant to this policy.

8.2 Mental Capacity Act 2005

Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals’ capacity to participate in the decision-making process. Consequently, no intervention should be carried out without either the individual’s informed consent, or the powers included in a legal framework, or by order of the court.

Therefore, the trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act (2005). For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act (2005) to ensure that the rights of individual are protected and they are supported to make their own decisions where possible and that any decisions made on their behalf when they lack capacity are made in their best interests and least restrictive of their rights and freedoms.

8.2.1 How this will be met

The Mental Capacity Act is not relevant to this policy.

9 References

Memorandum of guidance on Electricity at Work Regulations 1989. (HSR25). Health and Safety Executive (2007). HSE books.
Health Technical Memorandum 06-01-Electrical Services supply and distribution (2017).
Health Technical Memorandum 06-02 – Electrical services: Electrical Safety Guidance for Low Voltage Systems. (2007). The Stationary office. (2007).
British Standard 7671:2018 Requirements for Electrical Installations (known as the IET wiring regulations). Institution of Engineering and Technology.
Health and Safety Executive Maintaining Portable and Transportable Electrical Equipment. (HSG 107). Health and Safety Executive (2013). HSE books.
Maintaining Portable Electrical Equipment in Offices and other Low-Risk Environments (INDG 236). Health and Safety Executive. Revision 3 (2013). HSE books.
Electrical Safety on Construction Sites (HSG 141). Health and Safety Executive (1995). HSE books. (in revision 2015).
Code of Practice for the In-Service Inspection and Testing of Electrical Equipment (978-1-84919-626-0) (2012) Institution of Electrical Engineers.

10 Appendices

10.1 Appendix A Portable electrical equipment

This document contains guidance on the selection and use of portable electrical appliances and sets out a methodology for a risk-based approach to the inspection and testing of portable electrical equipment.

10.1.1 What does the law say?’

Regulation 4(2) of the Electricity at Work Regulations 1989 says “as may be necessary to prevent danger, all systems shall be maintained to prevent, so far as it is reasonably practicable, such danger”.

A system is defined to include portable electrical equipment.

10.1.2 What does this mean?’

The Electricity at Work Regulations was introduced in 1989 and put an emphasis on maintaining all electrical equipment. The Regulations did not set specific frequencies for maintenance or testing of portable electrical appliances. The duty is to maintain the equipment to prevent danger.

The cost of any improvement in safety needs to be measured against the risk. The greater the risk the more effort (in time, trouble and expense) is needed to prevent or reduce it. The duty is to maintain portable electrical equipment to prevent danger

10.1.3 Definition of portable electrical equipment

This guidance is concerned with electrical equipment which is not part of a fixed installation but is intended to be connected to the distribution network by means of a flexible cable and a plug and socket or similar means.

The reason for distinguishing between portable and fixed equipment is that the electrical connections to portable equipment are likely to be subjected to and more vulnerable to physical damage, wear or harsh treatment than is equipment that forms part of a fixed installation.

Portable electrical equipment is usually that which has a lead and a plug and can be moved around from place to place. This includes fridges, washing machines, kettles, floor cleaners, electrical heaters, fans, televisions, table lights, photocopiers, fax machines, extension leads and desktop computers and so on.

10.1.4 The risks and risk factors

Portable electrical equipment, together with its connecting lead and plug can become damaged during use. This may result in an electrical shock or an increased risk of fire.

A visual inspection, looking for damage or faults is therefore the most effective maintenance precaution and this method will prevent most (90% plus) of electrical accidents from occurring.

There is a greater risk of fire with appliances that get hot by their nature of operation or have batteries that are charged or have electronic components within the equipment. The amount of testing that can be carried out on most electronic equipment and double insulated equipment is limited. Portable appliance testing on most electronic equipment within the trust is limited to a visual inspection and testing of the mains cable:

Turning off portable equipment when not in use is a very effective method of reducing risk.

The frequency of inspection and testing of portable appliances has always been determined by a risk assessment process. The risk assessment is based on the following risk factors.

Manufacturer’s recommendations.
Class of protection, double insulated equipment has a very low shock risk.
Age of equipment.
The environment it is used in, for example, use in wet areas is greater risk.
Power rating of the device.
Likelihood of mechanical damage.
The use of the equipment, for example, is it handheld or does it remain static?
Frequency of use.
Foreseeable abuse.
Effects of any modifications or repairs.
Previous test or inspection information.

Over recent years there have been a number of factors that have been introduced that have reduced the risks associated with portable appliances, these include:

the use of moulded plugs that restricts access to replacing the fuse only, thus reducing the risk of incorrect wiring, poor terminations and the use of makeshift fuse replacement
the increasing use of residual current circuit devices (RCCDs) on socket circuits that cut off the electrical supply should a ‘fault to earth’ occur
an increasing number of appliances are double insulated or battery operated thus reducing the risk of electrical shock. However there is an increased risk of fire when battery powered appliances are being charged

There may be circumstances where the equipment is used by a client group who have special needs. This may also increase the risk in some circumstances.

10.1.5 Methods to reduce the risk

10.1.5.1 Install RCCDS

It is recommended that an in line RCCD is fitted to all high risk equipment (equipment that is not double insulated) that is frequently used in high risk environments, for example, some toasters and other earthed kitchen ‘worktop’ equipment, hand held cleaning appliances and tools. However, this is not necessary if the socket circuit itself is protected with an RCCD.

10.1.5.2 Inspection, user check

All staff should carry out a visual inspection of the equipment that they use or are responsible for. Visual inspection is the most important maintenance precaution. Around 95% of faults or damage can be found by visual inspection.

If the equipment is infrequently used or it has multiple users then it should ideally be checked each time that it is used. However, if it is regularly used in the same way by the same person then checking each week or periodically may be sufficient. The frequency of checks can be further extended to every year for equipment that remains static such as desktop computers.

The user should critically look for:

damage to the cable sheath
damage to the plug
joints that appear inadequate
cable entry to plug not secure
exposure to unsuitable conditions
damage to equipment casing
evidence of overheating

It is important that the user knows what action to take if a fault is discovered, for example, how to:

take out of service
disable use of equipment
mark equipment with warning
report to appropriate person
take back into use

NHS staff are usually vigilant and have the ability to contact appropriate personnel to report any faults or damage to equipment which further reduces the risks in relation to the safety of portable equipment.

10.1.5.3 Inspection and test

Some faults cannot be seen just by visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety. Therefore all earthed equipment, and most leads and plugs connected to earthed equipment, should also have an occasional combined inspection and test to look for these and other faults. Specialised test equipment is used for this purpose. Extension leads have both a plug and socket and all the checks identified above also apply to extension leads including both the plug and trailing socket.

10.1.6 Records

There are benefits in recording the maintenance activities and results – particularly the tests. Such a record is useful as a management tool for monitoring and reviewing the effectiveness of the maintenance scheme and indeed to demonstrate that a scheme exists.

10.1.7 Recommended test frequencies

The table below is based on the risk factors given above and results history of previous inspections and tests.

Due to the number of variables the frequency of testing varies from 4 weekly to 4 yearly. Due to the number of factors in the risk assessment a number of organisations have specified a full annual test for all items of equipment regardless of the risk. This is unnecessary and fails to recognise that some equipment requires an inspection/test at frequencies less than 1 year. The frequencies and maintenance tests indicated below are to be carried out by personnel who have been specifically trained and are in addition to the visual inspections that are carried out by the users.

Most of the recommended tests and test frequencies are item specific, although some are area specific due to the environmental conditions in those areas. In some areas with a small total number of appliances, such as patient homes, it may be more economical to test all the appliances at a single frequency such as 1 yearly or 2 yearly.
Electrical equipment not owned by the trust

This includes equipment brought in by patients, relatives, staff, and others including contractors. The law is restricted to matters within the trust’s control.

Patients and relatives equipment is usually double insulated and presents a lower risk of electrical shock. It should be visually inspected by trust staff before being put into use.

Where staff reside in trust accommodation the equipment should be visually inspected and or tested as appropriate at the first opportunity by estates.

Contractors have responsibility for their own equipment.

Type of equipment and its environment	Type and frequency of maintenance by specialist personnel	Risk factors and notes
All equipment that is used in hazardous environments such as workshops, main kitchens, main laundries and so on. This also Includes earthed hand held cleaning equipment and earthed equipment used in other hazardous environments and includes extension leads used in such environments.	Visual inspection and test every year.	Earthed equipment, subject to damage, frequently moved, and which may be used in a hazardous environment, for example, wet floor. The equipment must be used with an RCCD protecting the socket, the equipment or any extension that is used. A 110 volt centre tapped transformer is preferred for building site work. Extension leads used in hazardous environments must be fitted with an RCCD. All equipment, including double insulated equipment used outside any building must be used with an RCCD.
All equipment that is generally used in a non-hazardous environment, such as ward areas, office areas and so on. Includes extension leads used in dry environments such as offices Includes double insulated hand held cleaning equipment.	Visual inspection and test, every 2 years.	Extension leads must not be used with medical equipment. Visual inspection of extension leads must include an inspection of the trailing ‘socket’ end.
All equipment that is always used in a low risk environment, and typically remains static such as computers, fax machines, copiers and other double insulated equipment.	Visual inspection and test, every 4 years.	Extension leads used for all equipment must have a maximum inspection and test frequency of two years.

10.1.8 Notes

Extension leads, particularly those in clinical areas and used with medical equipment have been the subject of 2 safety notices from NHS Estates. They should be removed from use wherever possible, particularly in a clinical environment. Extension leads must not be used in wet environments unless they are used with an RCCD. Extension leads must not be plugged into another extension lead. Extensions that are used in hazardous environments should be inspected and tested (both the plug and trailing socket) at a minimum of an annual basis. All other extensions should be inspected and tested every 2 years. All newly purchased extension leads must contain surge protection.
During the visit to each area by the equipment tester, any earthed equipment that is in use in either a high risk environment (for example, wet surfaces) or earthed equipment where the flex is subjected to a high degree of movement should be identified, and the equipment must be protected with an RCCD.
NHS estates issued a safety notice in December 2004 (NHSE 2004 to 2014) on the fire risk related to oscillating fans. In one incident a fan caught fire, the cause being wiring subject to movement, leading to conductors breaking, arching and fire. The location of the broken conductors was at the oscillating top section.
Equipment which is not earthed is termed ‘double insulated’ or ‘Class II’ and is marked with the ‘double square’ symbol. The cable has two wires. Equipment not marked with this symbol is earthed and is called ‘Class I’. The cable has three wires.
Some types of equipment, for example, computers, visual display units, printers, can be damaged by inappropriate tests, although detachable power leads can be safely tested when disconnected.
Internal Christmas tree lights must only be used that have an in line transformer and rated at a maximum of 24 volts. Advice must be sought from Estates on the use of external lights.
There is no requirement to test brand-new equipment or equipment that has been relocated before it is put into use, although it must be visually inspected for defects by the user.
Medical equipment, any necessary electrical safety checks are usually carried out as part of the maintenance programme for the equipment.
Charging units for e-cigarettes have been the subject of 2 alerts during 2014. The use of these is strictly prohibited on trust premises.

10.2 Appendix B Ward and departmental guidance

10.2.1 Guidance for all trust staff

This document contains some extracts from the trusts electrical systems policy. For further guidance, detail or clarification the full policy should be referred to.

10.2.2 Electrical supply to your ward or department

All wards and departments shall carry out a risk assessment for the failure of the electrical supply in their area. This shall identify the course of action to be taken on failure of both lighting and power circuits.

In the event of a failure of electrical power most critical systems such as electronic door locks and staff attack systems operate on battery power for a number of hours. Wards should identify in their emergency plans how they will continue to operate on a prolonged power failure and assume that critical systems have failed.

To mitigate the risks of failure of lighting circuits each ward must have at least two torches with spare batteries.

Emergency access may need to be gained to electrical switchgear. Storerooms and cupboards containing electrical distribution and switchgear (fuse boxes) must remain locked and adequate access must be maintained in case of an emergency requiring the electrical supply to be isolated or reinstated.

10.2.3 Selection and use of portable appliances or equipment

Portable electrical equipment, together with its connecting lead and plug can become damaged during use. Leads, plugs or the equipment itself can become damaged. This may result in an electrical shock or an increased risk of fire.

There is a greater risk of fire with appliances that get hot by their nature, such as electrical fires or have batteries that are charged or have electronic components within the equipment. The trust has banned the use of electrical ‘fan assisted’ or ‘natural convector’ electrical heaters. Oil filled electrical radiators may be used where these do not present a hazard to service users. E-cigarettes and their chargers also present a significant fire risk and have been banned from use within the NHS. The only type of portable electrical heater that may be used is an oil filled radiator

Portable appliance testing on most electronic equipment is limited to testing the main cable. An increasing number of appliances are double insulated or battery operated thus reducing the risk of electrical shock.

However there is an increased risk of fire when battery powered appliances are being charged.

Switching off equipment when not in use is therefore a very effective method of reducing risk.

Christmas tree lights must only be used that have a transformer which is rated at a maximum of 24 volts.

A visual inspection, which includes looking for damage or faults is the most effective maintenance precaution and this method will prevent most (90% plus) of electrical accidents from occurring.

All staff should carry out a visual inspection of the equipment that they use or are responsible for.

If the equipment is infrequently used or it has multiple users then it should ideally be checked by the person using the equipment each time that it is used. However, if it is regularly used in the same way by the same person then checking every time the equipment is moved may be sufficient. The frequency of checks can be further extended to every year for equipment that remains static such as desktop computers.

The bullet points below details how all staff can help reduce the risks related to electrical equipment.

Avoid using electrical equipment in the presence of water and other liquids, unless it has been specifically designed for use in such conditions.
Every time equipment is used in an area where water may be present, make a visual check to verify that it is not damaged or has been exposed to liquids.
Trailing cables from extension leads and equipment can trip the unwary, particularly children and the elderly. If possible, avoid using them or request additional sockets. If it is not possible to avoid their use take appropriate steps to reduce the risk, temporary measures may be put in place until a permanent solution is found, for example, tape the cable to the floor, provide suitable warning of the trip hazard (wet floor signs), then look for a permanent solution.

Switch off appliances when not in use and unplug when not in use for long periods.

The equipment user critically looks for:

damage to the cable sheath
damage to the plug
any cable damage or joints
cable entry to plug not secure
exposure to unsuitable conditions
damage to equipment casing
evidence of overheating

It is Important that the user knows what action to take if a fault is discovered, for example, how to:

take out of service and disable use of equipment
mark equipment with warning
report to appropriate person and take back into use.

There is a need to test some items of equipment. These tests may reveal faults that a visual inspection on its own may not identify. The equipment will have been tagged with a test date and possibly a next date due. For some equipment such as computers and electronic equipment a recommended frequency of testing is every 4 years. Under no circumstances shall any person work on electrical equipment unless they are competent to do so.

10.2.4 Extension leads

Extension leads, particularly those in clinical areas and used with medical equipment have been the subject of two safety notices. Wherever possible extension leads should be removed from use in a clinical environment. Extension leads must not be used in wet environments. Extension leads:

should not be plugged into another extension lead.
should not be overloaded, the maximum current is 13 amps
should be inspected and tested (both the plug and trailing socket) at a minimum of every 2 years
must contain surge protection

Do not use coiled extension leads.

10.2.5 Electrical equipment not owned by the trust

Portable electrical equipment that is brought onto trust premises including new equipment (anything with a plug on it either purchased, donated, brought in by relatives, patients, staff or visitors or on loan to the trust) must be visually inspected for defects as detailed above by local staff before it is put into use.

Document control

Version: 13.1.
Unique reference number: 182.
Ratified by: Corporate policy approval group.
Date ratified: 28 December 2023.
Name of originator or author: Head of estates and facilities.
Name of responsible committee or individual: Estates and facilities sub committee.
Date issued: 5 January 2024.
Review date: October 2024.
Target audience: All staff employed by the trust, all staff from other organisations and contractors working on trust premises.

Page last reviewed: December 16, 2024
Next review due: December 16, 2025

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