GOVERNANCE AND COMPLIANCE
Project inspections and testing/commissioning witnessing: An integral element of the above is that once developed to a stage where installation commences, then the AP(V) will typically have an ongoing role of site inspection and witnessing of testing and commissioning activities. This work and close involvement of the AP(V) at the construction stage is essential to avoid expensive and delays at handover, or defects at the operational phase.
Site investigations: Outside of capital developments, the AP(V) is the primary lead on operational incidents and issues involving the ventilation systems. These may be instigated from user/operator-reported issues, items identified through annual verifications or planned preventative maintenance, or reactive maintenance reports. While hopefully these situations are not frequent, they are nearly always time-consuming, and can escalate to have extremely serious patient or staff safety implications.
Management and monitoring of derogations: When considering a derogation, the initial question needs to be clearly established as to who has the authority to agree a derogation, and who ultimately holds the responsibility for the decision. Once a derogation has been identified as potentially being required or desired, the issue needs to be very clearly defined by the requester as to the exact nature and extent of the potential derogation. This should include full details of the clause or area of derogation, the reason(s) for the inability to conform to the relevant standard, the predictable consequences of the derogation, and what, if any, mitigation is being proposed to minimise or remove the residual risk of non-conformance. Following the request, the project team should log the request and undertake a review to assess the request with input from the appropriate working safety group and Authorised Person(s) for the discipline(s) involved. If considered necessary, the opinion of/comment from the Authorising Engineer for the specific discipline should also be sought, to ensure that all aspects have been suitably identified and considered. For the avoidance of doubt, the review must be comprehensive, and include representation for all stakeholders – including clinicians, IPC, Operational Estates & Facilities, and the Project team; it must not be undertaken in isolation by the project team.
Competent Person assessments and appointments: In addition to the roles I have already outlined, the AP(V) also holds primary responsibility for the assessment, and potentially the appointment, of the Competent Persons (Ventilation) CP(V). This person(s) provides skilled installation and/or maintenance of the specialist service.
The CP will be appointed, or authorised to work (if a contractor), by the relevant AP. They will demonstrate a sound trade background and specific skill in the specialist service. They will work under the direction of the AP, and in accordance with operating procedures, policies, and standards, of the service. As such, the AP(V) has a significant responsibility to ensure that all staff retained to work on the ventilation systems are competent to carry out the works required.
Maintaining CPD and providing awareness training to others: Finally, the AP(V) is required to be re-assessed at regular intervals (typically every three years) to ensure that they remain suitable to fulfil the role. To demonstrate this, they are required to undertake, and be able to demonstrate, a level of Continuing Professional Development (CPD) to ensure they remain up to date with technological developments and standards. This does not necessarily entail attendance at a refresher training course, but should include evidence of knowledge and skills maintenance, and development, where appropriate.
AP Role and Skills An AP(V) should have, and be able to demonstrate to an appropriate level or extent, the following skills and abilities to successfully fulfil the role: n Apply the main applications for ventilation in healthcare premises, and explain why the need exists.
n Apply management responsibilities in relation to ventilation and air-conditioning in accordance with the defined Authorised Person role in Department of Health and Social Care guidance.
n Describe health and safety issues relating to air quality, including the legal requirements relating to those issues and means of compliance.
n Describe how ventilation systems can be used to minimise healthcare-associated infections.
n Manage the essential monitoring and maintenance procedures required for the safe and efficient operation of plant components.
Andrew Poplett said: “Regular AHU maintenance is essential – even more so in a healthcare setting – where failure of such equipment to operate properly can put at risk the health of all the building’s occupants.”
March 2025 Health Estate Journal 29
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