Pest Control Policy
Finance, Estates & Facilities
25 March 2009
NICE GUIDANCE Once NICE guidance is published, health professionals are expected to take it fully into account when exercising their clinical judgment. However, NICE guidance does not override the individual responsibility of health professionals to make appropriate decisions according to the circumstances of the individual patient in consultation with the patient and/or their guardian or carer.
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Version Control Current versions of all policies can be found on NHS Kirklees internet and intranet. If printing a document, please check internet/intranet for most up-to-date version. Document Title: Document number: Author: Contributors: Version: Date of Production: Review date: Post holder responsible for revision: Primary Circulation List: Web address: Restrictions:
Pest Control Policy 1 Jenny Scholefield 0.2 March 2009 March 2012 Hotel Services Manager Infection Control, Estates Manager
Standard for Better Health Map Domain: Core Standard Reference: Performance Indicators:
Sixth: care environment and amenities C20, C21 1.Health care services are provided in environments which promote effective care and optimize health outcomes, by being a safe and secure environment which protects patients, staff, visitors and their property, and the physical assets of the organization; 2. Health care services are provided in environments which promote effective care and optimize health outcomes by being well designed and well maintained with cleanliness levels in clinical and non-clinical areas that meet the national specification for clean NHS premises.
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Section 1. 2. 3. 4. 5. 6. 6.1 6.2 6.3 6.4 6.5 6.6 7 8 9 10 11
Page Introduction 4 Associated Policies and Procedures 4 Aims and Objectives 4 Scope of the Policy 5 Accountabilities and Responsibilities 5 Pest Prevention and Control 5 The design, maintenance and proofing of buildings 5 Good housekeeping 6 Correct storage 7 Action taken in case of suspected or known infestations 7 Services to be provided by Pest Control Contractor 8 Pest control service requirements 8 Equality Impact Assessment 9 Training needs analysis 9 Monitoring compliance with this policy 9 References 10 Appendices 10
Appendices A B C D E F
Definitions Key Stakeholders consulted/involved in the development of the policy/procedure Equality Impact Assessment Tool Performance Parameters for managing pest control contractors Attendance times and rectification times Continuous improvement indicators
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10 10 11 12 13 14
Policy Statement NHS Kirklees will ensure that effective pest control measures are implemented.
Pests require food, shelter, warmth and security. Denial of these environmental factors will prevent their survival. This form of control may be termed environmental control and is the first line of defence against possible infestations and re-infestations. Environmental controls require the co-operation and vigilance of all building occupiers, as outlined in this policy, but that may not be entirely successful in which case additional steps must be taken to remove/destroy any pests which gain access to healthcare premises. The Trust’s priority for pest control is to prevent them from gaining access to premises and/or finding suitable habitats within buildings. Premises shall be designed, constructed, kept clean and maintained in good repair and condition as to avoid the risk of harboring pests, contaminating foodstuffs, equipment, furnishings and fixtures. Effective pest control necessitates rapid identification of the species causing concern, a knowledge of its lifecycle and the most economical, rapid and safe way of eliminating it. Reasons for pest control: a. to prevent spread of disease; b. to prevent wastage of food, stores etc c. to prevent damage d. to comply with the law, current statutory requirements: - The Food Hygiene (General Food Hygiene) Regulations 1995 - Workplace (Health, Safety and Welfare) Regulations 1992 - The Food Safety Act 1990 - The Wildlife and Countryside Act 1981 - Health and Safety at Work Act 1974 - The Prevention of Damage by Pests Act 1949 2. Associated policies & procedures This policy should be read in accordance with the following Trust policies, procedures and guidance: • Food Hygiene Policy • Cleaning Policy • Infection Control Policy • Policy for Maintenance 3. Aims and objectives To provide the Trust with a comprehensive, technical and fully operated Pest Control Service. To ensure that effective pest control measures are implemented. Page 4 of 14
Scope of the policy
This policy must be followed by all NHS Kirklees employees and people who utilize NHS Kirklees premises: who may notice signs of pests; are responsible for keeping areas tidy/ organized so there are no undisturbed areas where pest infestations may become established; and are responsible for reporting issues for action to be taken as appropriate. It must be followed by all staff who work for NHS Kirklees, including those on temporary or honorary contracts, bank staff and students. Breaches of this policy may lead to disciplinary action being taken against the individual. Independent Contractors are responsible for the development and management of their own procedural documents and for ensuring compliance with relevant legislation and best practice guidelines. Independent Contractors are encouraged to seek advice and support as required. 5. Accountabilities and Responsibilities Under the Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992, NHS Kirklees has a legal obligation to ensure, as far as reasonably practicable, the health, safety and welfare of employees. Under the Health Act 2006 the Trust has an obligation to ensure healthcare services are delivered in appropriate environments. The presence of an infestation of certain pests could result in unsafe working conditions or the facilities being unfit for purpose. Managers, clinicians and independent contractors must ensure NHS Kirklees facilities which they use are appropriate and fit for purpose, part of which would be to ensure they are kept free from pests. All staff have a responsibility for ensuring that standards are maintained, by their own actions in accordance with this policy. Ward/ Department / Line Managers and Independent Contractors are responsible for reporting issues regarding pest control, cleaning and maintenance to Estates and Facilities. The Hotel Services Manager will arrange for a pest control contract to be implemented for NHS Kirklees premises utilizing the NHS Facilities Management Standard Service Level Specification â€“ Pest Control. Pest Control services are already incorporated into the North Kirklees PFI premises.
6. Pest Prevention and Control 6.1 The design, maintenance and proofing of buildings Harborage in food premises is not only provided in dark, undisturbed areas but also within the very structure of some buildings. Boxing or ducting of pipes creates ideal conditions for harborage and should normally be avoided. All parts of the structure should be capable of being easily cleaned. No gaps should exist around pipe work passing into cupboards. All structural damage such as holes in walls, broken windows, loose tiles and damaged insulation should be repaired immediately to obviate its potential for insect harborage. Silicon mastics are particularly useful for sealing small gaps. Page 5 of 14
All buildings should be adequately proofed: doors should be close fitting and external doors provided with metal kick plates. Defective drains both above and below ground must be made good. All external ventilation stacks must be provided with wire balloons fixed in the top of each pipe. All ventilation openings must be adequately proofed to avoid insects gaining access, for example, air bricks should be fitted with metal gauze. It should be noted that if a pencil can pass through a gap, so can a young mouse. Additional requirements for food handling areas are detailed in the Food Hygiene Policy. Rats drink three times the amount they eat and denying sources of water will therefore assist control. Dripping taps, defective gutters, leaking roofs and puddles are all examples of common sources which must be removed. Lift shafts must be regularly inspected to remove debris and sources of food. Fixtures and fittings should be at least 50mm above the floor to facilitate cleaning. 6.2 Good housekeeping Despite all proofing precautions pests will inevitably get into a building at some time. There is a difference, however, between the occasional invader and the establishment of a stable population. To reduce the risk of an infestation it is important to deny the lone invader the conditions it likes, and in particular all occupiers/ users of NHS Kirklees buildings must ensure that: 1. Their rooms are kept in a clean and tidy condition to reduce sources of food and harborage. Attention must be paid to staff locker rooms, changing, dining, sterile and dressings stores, record stores, treatment rooms and waste compounds; 2. Co-operation between occupiers/ users and cleaners of NHS Kirklees premises and pest control contractors is essential, to ensure baits are not moved, re-positioned or washed away; 3. Spillages are cleared away promptly; 4. Food is kept in rodent proof containers, lids are always replaced; 5. Unused equipment, packaging, materials, leaflets, stores and similar articles must be rotated and checked frequently as rodents prefer living in undisturbed areas; 6. Special attention must be paid to waste disposal. Receptacles should be of adequate capacity to avoid overflowing and should be provided with tight fitting lids or covers. Waste must be removed promptly and efficiently and refuse areas kept clean. Receptacles themselves must be cleaned after emptying to prevent deposits providing breeding sites for flies.
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6.3 Correct Storage The correct storage of goods is essential to reduce pest incidence. The following principles must be adhered to by occupiers of NHS Kirklees premises: 1. All areas must remain accessible for cleaning and inspection, which should be carried out at frequent and regular intervals; 2. Damage to containers must be minimized to reduce spillage. 3. All goods must be kept clear of the walls, windows and ventilators; 4. All goods must be kept off the floor, taking care enough room is left to clear spillages; 5. All areas must be well ventilated and lighted; 6. Storage areas must be in good repair and effectively proofed against pest entry; 7. Storage space should be cleaned and inspected before new stock arrives
6.4 Action to be taken in case of suspected or known pest infestation 1. A pest control contract will be implemented to ensure regular monitoring by Specialist Pest Control Operatives, to ensure prompt identification and treatment of pests. 2. Occupants and users of NHS Kirklees premises must report any incidence of pests immediately to the Estates and Facilities Department for advice and action as appropriate. Please note that in conjunction with any remedial pest control eradication taking place, standards of maintenance and housekeeping must be reviewed: - filling holes/ repairing drains and preventing further entrance of pests - if the rooms are congested, pest control operators may not have sufficient access to treat effectively, so they must be tidied/ re-organised as required; - re-infestation will rapidly occur if ideal conditions are maintained for pests; - all non essential equipment, files, leaflets etc must be removed from treatment/consulting and food rooms. 3. Where pests have been identified, clear information is required, including details of numbers, dates, descriptions, reasons for concern occasional insects may venture into buildings, eg ants, but unless they find ideal conditions they will not stay long enough to warrant treatment, however, where insects find food and suitable harborage, e.g. spilled cordials, discarded fruit, they may rapidly multiply and become an infestation. However, isolated sittings / signs of rodents such as hairs, droppings, gnawing, damage, must be taken seriously and action taken immediately.
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6.5 Services to be Provided by Pest Control Contractors The Pest Control Service shall provide, manage and operate a comprehensive system of pest control management. Types of pests historically experienced by Trusts in past years have included but are not limited to: Insects including: • Flies • Cockroaches • Millipedes • Wasps • Stored product insects, such as moths • Lice and mites • Silverfish • Ants • Fleas • Crickets • Bees • Hornets Rodents and mammals including: • Rattus Norvegicus (common, brown or Norway rat) • Rattus Rattus (ship or black rat) • Mus Domesticus (house mouse) • Grey squirrels • Rabbits • Foxes • Feral cats • Moles Birds including • Feral pigeons 6.6 Service Requirements Pest control contractors shall provide a comprehensive preventative, reactive (requested) and oncall (out of hours) service arrangement, using personnel who are fully trained, qualified and able to provide high quality professional and practical advice. Two planned preventative site assessments to be made at night, one in the winter months and one in the summer months. In addition to the pest control service, the Contractor shall provide emergency pest control advice to the Trust; an on-call emergency service facility must apply in and outside normal working hours for dealing with non-routine, urgent and emergency requests; the Service must respond, if requested, visit the site(s) and take the appropriate action. The Pest Control Contractor shall undertake all work in a safe and cost effective manner which maximizes availability of the Trust’s resources and reduces to an absolute minimum the risk in terms of safety, food hygiene, infection control, damage to land and buildings, loss of clinical service activity, etc from pest infestation.
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Pest Control Contractors shall provide safe and efficient methods of catching, destroying and safely disposing of pests (adopting safe and humane procedures in all instances). The Pest Control Service shall ensure all insect and rodent control systems shall be tamper resistant. Pest Control Contractors shall be expected to use chemical treatments only with the Trustâ€™s consent and where other forms of prevention are ineffective in controlling pests. The Pest Control Contractor shall ensure the use of chemicals, including pesticides, are strictly controlled and monitored and fully comply with COSHH requirements â€“ records of their use must be available for inspection by the Trust and other authorized organisations/personnel. If the Pest Control Contractor wishes to use any other form of chemical product which has not been formally authorized by the Trust in writing, it must obtain written authority prior to use. In all cases no chemicals shall be used by the Pest Control Contractor that may come into contact with patients and/or visitors directly or indirectly. 7.
Equality Impact Assessment
This Policy was found to be compliant with this philosophy (see appendix C). 8. Training Needs Analysis In order to ensure that policies, guidelines and protocols are introduced and work effectively, there is a need to provide adequate training and instruction. As a result, the author(s) of this document have carried out a training needs analysis which has identified the staff who require training, the methodology of training delivery and the frequency that the training will be provided. The policy author must ensure that the details of this training are passed to the Training and Education Team and where necessary this will then be included in the Trust Training Prospectus. The main training need associated with this policy is to increase awareness of the issues highlighted and responsibilities detailed in this policy. 9. Monitoring Compliance with this policy Pest Control Contractors shall supply the Trust, on an agreed date each month, with a service report giving a complete overview on pest control activity within the Sites and/or the Facilities during the previous month and identifying future action. The Pest Control Service shall measure, record, report and provide the following information: a) A signed and dated report detailing the locations and areas inspected and treated and the product name and COSHH number of the pesticide used if applicable; b) Number, type and location of infestations reported; c) Any evidence of any pest and any belief that any infestation is associated with any other premises (whether Trust owned or otherwise) that may affect the Sites or the Facilities. d) Recommend preventative measures to minimize re-infestation
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References • • • • • • • •
The Food Hygiene (General Food Hygiene) Regulations 1995 Workplace (Health, Safety and Welfare) Regulations 1992 The Food Safety Act 1990 The Wildlife and Countryside Act 1981 Health and Safety at Work Act 1974 The Prevention of Damage by Pests Act 1949 Industry Guide to Good Hygiene Practice: catering Guide 1995 Hygiene for management, Richard Sprenger
Appendices A. Definitions Infestation:
the presence of rats, mice, insects or mites in numbers or under conditions which involve an immediate or potential risk of contamination, loss or damage to food, clinical equipment or activities.
any living creature capable of directly or indirectly contaminating food or clinical equipment, fixtures/fittings.
B. Key stakeholders consulted/involved in the development of the policy/procedure
Stakeholders name and designation Keith Geldard, Estates Manager Jane O’Donnell, Deputy Director Infection Control Pat Patrice, head of Corporate Governance and Services Joan Booth, Head of Localities Pam Lumb, Head of Therapies David Henwood, Head of Estates and Facilities Bryan Machin, Director of Finance Policy Development Group
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Key Participant Yes/No Yes Yes Yes Yes Yes Yes Yes
Feedback Feedback requested accepted Yes/No Yes/No Yes Yes Yes Yes Yes Yes Yes Yes Yes
C. Equality Impact Assessment Tool To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. Insert Name of Policy / Procedure Yes/No 1.
Does the policy/guidance affect one group less or more favourably than another on the basis of: • Race
• Ethnic origins (including gypsies and travellers)
• Religion or belief
• Sexual orientation including lesbian, gay and bisexual people
• Disability - learning disabilities, physical disability, sensory impairment and mental health problems
Is there any evidence that some groups are affected differently?
If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable?
Is the impact of the policy/guidance likely to be negative?
If so can the impact be avoided?
What alternatives are there to achieving the policy/guidance without the impact?
Can we reduce the impact by taking different action?
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Appendix D Performance Parameters for Managing Pest Control Contractors Source: NHS FM Standard Service Level Specifications Ref. SP01
Performance Parameters Pest Control Contractors shall provide at the commencement of each contract year a schedule of inspection and treatments for the forthcoming contract year, as agreed by the Trust, detailing the areas affected (and the extent of such impact) and timescales of each item of work. The schedule of monthly inspections shall demonstrate that the site is planned to remain free of infestation in accordance with Good Industry Practice and the requirements of Law at all times. As a minimum two planned preventative Site assessments to be made at night; one in the winter months and one in the summer months. The planned inspections and treatments shall pay particular regard to food preparation areas and patient areas. SP02 Pest Control Contractors shall undertake inspections and treatments in accordance with the schedule of inspections and treatments. Pest Control Contractors shall attend to faults/infestations/evidence relating to the Pest Control Service in accordance with the attendance times set out in Appendix E. SP03 Emergency faults/infestations/evidence of pests are attended within the attendance time. SP04 Urgent faults/infestations/evidence of pests are attended within the attendance time. SP05 Routine faults/infestations/evidence of pests are attended within the attendance time. SP06 Pest Control Contractors shall submit to the Trust prior to service commencement, and thereafter review on a quarterly basis, a series of action plans for dealing with pests in differing locations within the site. SP07 Pest Control Contractors shall rectify infestations/faults/evidence relating to the Pest Control Service in accordance with rectification times set out in appendix E. SP08 Pest Control Contractors shall provide safe, humane and efficient methods of catching, destroying (if appropriate) and safely disposing of pests. The Pest Control Service shall ensure all pest control systems shall be tamper resistant. SP09 Pest Control Contractors shall ensure that where chemical pest control treatments are used they; a) are approved by the Trust b) are used in accordance with any Trust relevant policy. c) are used and stored in accordance with the General Standards. d) do not pose a risk to patients, visitors or Trust Staff. SP10 Pest Control Contractors shall supply to the Trust, on an agreed date each month, a service report giving a complete overview on pest control activity within the Site during the previous month and identifying future action, The Pest Control Service shall measure, record and report the following information: a) provide a signed and dated individual report detailing the locations, times and areas inspected and treated and the product name and COSHH number of the pesticide used (if applicable); b) number, type and location of infestations reported; c) any evidence of any pest and any belief that any infestation is associated with any other premises whether Trust owned or otherwise that may affect the Site. d) Recommend preventative measures to minimize re-infestation. Appendix E â€“ Attendance Times and Rectification Times Page 12 of 14
Rectification Times Rectified in accordance with a predetermined action plan appropriate for the type of pest and the location.
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Appendix F Continuous Improvement Indicators Performance ranges to be established by the Trust
Ref. 01 02
Continuous Improvement Indicator Number of pest related call to helpdesk per annum. Average Emergency Attendance Time for Ad Hoc Service Requests. Average Urgent Attendance Time for Ad Hoc Service Requests.
Performance Range Green <
[ ] – [ ] minutes > [ ] minutes
[ ] – [ ] minutes > [ ] minutes
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