Electrical systems policy

1 Document summary

This policy sets out how the trust manages electrical safety across all premises it owns, occupies, or operates within and ensures compliance with statutory legislation and NHS guidance, including the Health and Safety at Work Act (1974), the Electricity at Work Regulations (1989), Provision and Use of Work Equipment Regulations (PUWER), and relevant Health Technical Memoranda (HTM 06 series). It establishes arrangements to minimise the risk of electrical failure, injury, fire and service disruption, and to ensure effective contingency and emergency planning.

The policy aims to define clear responsibilities and controls to ensure that electrical systems and equipment are:

• reliable and resilient, with continuity of supply supported through appropriate design, installation, inspection, testing, maintenance and standby systems
• safe in normal operation and fault conditions, with systems designed to fail safely and risks managed through good design, maintenance, and safe user behaviour
• safe to maintain, with competent staff, safe systems of work, appropriate training and retained records of inspection, testing and maintenance

The policy aligns with national guidance for:

• design of electrical systems (Health Technical Memoranda 06-01, British Standard 7671)
• safety of low voltage systems (Health Technical Memoranda 06-02)
• maintenance and inspection, using a risk-based approach that balances safety, compliance and available resources

Clear accountability is defined, including:

• all staff: use electrical equipment safely and report defects
• managers: ensure staff are trained, informed and comply with procedures
• director of finance and estates: overall accountability for electrical safety.
• head of estates and development (designated person): strategic management of electrical systems and appointment of authorising engineers
• authorising engineer (low voltage): independent expert oversight, audit, assurance and compliance with health technical memorandum guidance
• authorised persons: day to day operational control of low voltage systems, permits to work, maintenance and records
• competent persons: safe execution of electrical work in line with procedures
• electrical safety group: multidisciplinary oversight of electrical safety, resilience and risk across the trust estate

The policy sets mandatory training requirements for authorised and competent persons, including refresher training and basic life support. All trust staff are made aware of key electrical safety principles relevant to their roles.

Compliance is monitored through:

• regular audits by the authorising engineer
• planned preventative maintenance (PPM) programmes
• training and competence reviews
• action plans, exception reporting and escalation through the Electrical Safety Group and Risk Management Group

2 Introduction and aim

The Rotherham Doncaster and South Humber NHS Foundation Trust, accepts its responsibility under the Health and Safety at Work Act (1974) (HSAWA), the Management of Health and Safety at Work Regulations (1999) (MHSW), Provision and Use of Work Equipment Regulations (1998) (PUWER), the Electricity at Work Regulations (1989) (EAWR), IEE Wiring Regulations latest version, Health Technical Memorandum (HTM) 06-01 (2017), 06-02 and 06-03 (2023) which place a duty on the trust to publish, issue and implement an electrical safety policy, which outlines the organisation and procedures required to achieve the objectives set out in those legislative documents.

Healthcare premises are dependent on the electrical supply to maintain a safe and comfortable environment for patients, staff and visitors. 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.

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.

The aim 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 the following.

• 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 Procedure

This policy relates to all trust premises whether owned or occupied by the trust under lease or other service level agreements (SLAs) and or private finance initiatives (PFI). Where the management of buildings or areas occupied by trust staff and or patients is carried out by others, the requirements of this policy remain applicable although implementation of the site-specific risk management requirements is managed by local policies.

The trust has many differing arrangements in relation to the properties that are occupied by its service users and staff. 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. These persons should comply with this policy and any supporting procedures.

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.

The high voltage system at the trust’s Tickhill Road site is operated and maintained by an external company on a Control, Operation and Maintenance Agreement (COMA) managed by the trust Estates department in accordance with Health Technical Memorandum 06-03.

3.1 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 and A2:2022 (current edition) requirements for electrical installations

3.2 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 Health Technical Memorandum (HTM) 06-02, Electrical services: Electrical Safety Guidance for Low Voltage Systems.

3.3 Electrical system maintenance

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

• British Standard 7671 (current edition) 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. 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.

4 Responsibilities

4.1 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.

4.2 Directors, deputy care group directors, 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.

4.3 Director of finance and estates, accountable officer

The director of finance and estates delegated overall responsibility for health and safety within the trust for the management of the electrical systems as detailed within the scheme of delegation, acting on behalf of the chief executive.

The director of finance and estates further devolves responsibility to the head of estates and development as the designated person and to officers of the estates department.

4.4 Head of estates and development, designated person

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 development, who acts as the trust’s designated person in accordance with Health Technical Memorandum 06-02, Electrical Safety Guidance for Low Voltage Systems.

The head of estates and development 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 development 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 development 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

4.5 Head of operational estates

The head of operational estates is responsible for ensuring that the authorised persons have the ability to fulfil their duties as authorised persons under Health Technical Memorandum (HTM) 06.

The head of operational estates will be nominated in writing by the head of estates and development and will possess adequate professional knowledge, with appropriate training, devise and manage the necessary procedures to ensure that electrical safety within the trust is well managed.

4.6 Authorising engineer

The authorising engineer will be independent of the trust, ideally be a chartered electrical engineer, who is appointed in writing by the designated person, to advise on safety arrangements for defined low voltage electrical systems.

The authorising engineer will be responsible for implementing, administering and monitoring the implementation of Health Technical Memorandum (HTM) 06.

The authorising engineer will:

• assess and recommend, in writing, an appropriate number of authorised persons for all organisations and properties across the trust estate
• define the exact area of responsibility for each authorised person and may remove an authorised person from their post if appropriate
• audit compliance of the trust against Health Technical Memorandum (HTM) 06 and produce an action plan for completion by the trust, and review progress of the action plan
• co-ordinate the investigation of serious incidents relating to the electrical system
• authorise the authorised person to allow live working where appropriate

4.7 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 Health Technical Memorandum (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

4.8 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

4.9 Estates officers and managers

Duties of estates officers and 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

4.10 The Electrical Safety Group

The Electrical Safety Group is a multidisciplinary group formed to assess all aspects of electrical safety and resilience required for the safe development and operation of health care premises, and it should inform the following areas:

• the design process for new healthcare premises
• the design process for modifications to existing premises
• commissioning
• operational management
• maintenance
• decommissioning and removal of equipment.

The Electrical Safety Group may typically comprise:

• estates (operations and projects) staff
• an authorising engineer or independent adviser for electrical services
• the authorised persons for electrical services
• staff from clinical engineering or specialist users (to be included as and when required)
• designers who are fully conversant with the design principals and the requirements of electrical systems in healthcare settings
• personnel from the finance department with accountability for capital and revenue evaluation
• other stakeholders as appropriate

5 Training implications

All trust staff should be made aware of the key points within appendix B of this policy.

5.1 Authorised persons (low voltage) training

• How often should this be undertaken: every 3 years.
• Length of training: 1 week.
• Delivery method: external provider.
• Training delivered by whom: external body.
• Where are the records of attendance held: electronic staff record (ESR) plus personal file.

5.2 Authorised persons (low voltage) refresher training

• How often should this be undertaken: every 3 years.
• Length of training: 3 days.
• Delivery method: external provider.
• Training delivered by whom: external body.
• Where are the records of attendance held: electronic staff record (ESR) plus personal file.

5.3 Competent persons (low voltage)

• How often should this be undertaken: every update of regulations.
• Length of training: 1 to 2 days.
• Delivery method: external provider.
• Training delivered by whom: external body.
• Where are the records of attendance held: electronic staff record (ESR) plus personal file.

5.4 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 or external health and safety training
• Where are the records of attendance held: electronic staff record (ESR) plus personal file.

6 Monitoring arrangements

6.1 Audit of the electrical safety procedures

Procedures that have been implemented across the trust estate and external properties to assess compliance with The Electricity at Work Act and relevant Health Technical Memorandum documents for example 06-02 (low voltage).

• How: audit.
• Who: externally appointed authorising engineer (electricity).
• Reported to: Electrical Safety Group.
• Frequency: yearly.

6.2 Authorising engineer electrical report

• How: action plan.
• Who: head of operational estates.
• Reported to: Electrical Safety Group.
• Frequency: quarterly.

6.3 Full planned preventative maintenance programme

The programme includes but is not limited to annual portable appliance testing (PAT), emergency lighting planned preventative maintenance (PPM) completed, 5 yearly fixed electrical testing, 6 monthly residual current devices (RCD) and residual current circuit breaker (RCBO) testing, 12 Monthly distribution board (DB) inspections, high voltage and low voltage switchgear maintenance

• How: monitoring reports.
• Who: head of operational estates.
• Reported to: Electrical Safety Group.
• Frequency: quarterly.

6.4 Training, competence and appointments

This includes the authorising engineer (electrical), authorised persons (electrical), competent persons (electrical), first aid training, updates according to the directorate training needs analysis

• How: report on compliance with requirements with summary or exception report.
• Who: head of operational estates.
• Reported to: Electrical Safety Group.
• Frequency: quarterly.

6.5 Compliance

This includes electrical safety, review of the electrical risks risk register, review and action of safety alerts, Estates and Sustainability Group terms of reference, frequency of the site-specific working groups, quarterly review of all listed monitoring reports, authorised engineer (electrical) action plan monitoring to completion.

• How: audit and review report on compliance with an executive summary.
• Who: head of operational estates.
• Reported to: Electrical Safety Group.
• Frequency: annual.

6.6 Exceptions

Related to training, planned preventative maintenance (PPM), concerns with relevant risks or incidents.

• How: summary or escalation report.
• Who: head of operational estates.
• Reported to: Risk Management Group.
• Frequency: quarterly.

7 Related documents

• Memorandum of guidance on Electricity at Work Regulations (1989). (HSR25). Health and Safety Executive (2007). Health and Safety Executive books.
• Health Technical Memorandum 06-01Electrical Services supply and distribution (2017).
• Health Technical Memorandum 06-02 Electrical services: Electrical Safety Guidance for Low Voltage Systems. (2023).
• British Standard 7671:2018 and A2:2022 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). Health and Safety Executive books.
• Electrical Safety on Construction Sites (HSG 141). Health and Safety Executive (1995). Health and Safety Executive 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.

8 Appendices

8.1 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.

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 so as to prevent, so far as is reasonably practicable, such danger.”

A system is defined to include portable electrical equipment.

What does this mean? The Electricity at Work Regulations were 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.

8.1.1 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 etc.

8.1.2 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

8.1.3 Methods to reduce the risk

8.1.3.1 Install residual current circuit devices

It is recommended that an in-line residual current circuit device (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, handheld cleaning appliances and tools etc. However, this is not necessary if the socket circuit itself is protected with a residual current circuit device.

8.1.3.2 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.

8.1.3.3 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.

8.1.3.4 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.

8.1.3.5 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 or 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.

8.1.3.6 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.

8.1.4 Types of equipment, its environment, frequency, risk factors and notes

8.1.4.1 All equipment that is used in hazardous environments

• For example: workshops, main kitchens and main laundries. This also Includes earthed handheld cleaning equipment and earthed equipment used in other hazardous environments and includes extension leads used in such environments.
• Frequency: visual inspection and test every year.
• Risk factors and notes:
  • earthed equipment, subject to damage, frequently moved, and which may be used in a hazardous environment for example a wet floor
  • the equipment must be used with a residual current circuit device 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 a residual current circuit device
  • all equipment, including double insulated equipment used outside any building must be used with a residual current circuit device

8.1.4.2 All equipment that is generally used in a non-hazardous environment

• For example: ward areas, office areas etc. Includes extension leads used in dry environments such as offices. Includes double insulated handheld cleaning equipment.
• Frequency: visual inspection and test every 2 years.
• Risk factors and notes:
  • extension leads must not be used with medical equipment
  • visual inspection of extension leads must include an inspection of the trailing “socket” end

8.1.4.3 All equipment that is always used in a low-risk environment

• For example: typically remains static such as computers, fax machines, copiers and other double insulated equipment.
• Frequency: visual inspection and test every 4 years.
• Risk factors and notes: extension leads used for all equipment must have a maximum inspection and test frequency of two years.

8.1.5 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 a residual current circuit device. 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 a residual current circuit device.

NHS estates issued a safety notice in December 2004 (NHS England 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.

8.2 Appendix B 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.

8.2.1 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.

8.2.2 Selection and use of portable appliances and equipment

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
• desktop computers

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.

8.2.3 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

8.2.4 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.

Page last reviewed: May 28, 2026
Next review due: May 28, 2027

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