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WATER HYGIENE & SAFETY A risk systems


performance spreadsheet An example of this consistent reporting was the preparation of a risk systems performance spreadsheet. As both the Trust and Sodexo at the time were still working on paper-based systems, a spreadsheet was established for both organisations, with each spreadsheet detailing a particular monitoring task per sheet, i.e. monthly Domestic Hot Water (DHW). The sheet listed all of the previously summarised DHW generators from ‘summary of risk systems’, and this detailed all the required frequencies for monitoring (monthly in this case). Previously, in preparation for the OWG, the returned monitoring sheets from the Competent Persons (CPs) would have been reviewed by the AP and signed off or actioned if needed. Now, the status of each system is detailed on the spreadsheet, i.e. if in the month of ‘December’ each of the DHW generators had compliant temperatures recorded, then all of the ‘cells’ in the column for the month would be marked ‘green’ against each system. If a system had a non-compliant temperature, the cell would be marked ‘amber’, and the ‘job number’ for investigating would be added. Any missed/incomplete task would be marked ‘red’. As the system performance spreadsheet is updated monthly and presented quarterly to the WSG, this provides a visual representation to the group for all systems in the last quarter.


Harmonised reporting evidence The revised WSG agenda also required further harmonised reporting evidence of water safety compliance for both the Trust and Sodexo to use, populate, and then present at the WSG. This included the following: n A Review of Training Needs Analysis (TNA) – whereby


all those persons involved in water safety have their name, role/title, identification of training, and the date it was completed, documented. This TNA also includes details of AE (W) appraisals. This TNA allows the WSG members to confirm that those in post remain appropriate, and that their training is still current. An example of the TNA is available at: https://tinyurl.com/svdg6s4


n A Review of risk assessments – similar to the risk systems performance spreadsheet, this summarises each building and system. It details the current risk rating, and the number of recommendations outstanding. Given the removal of the two-year


28 Health Estate Journal April 2020


results and confirm the action/ remediation to then be taken.


An experienced Authorising Engineer can offer a wide range of valuable expertise, support, and help, to hospitals and other healthcare facilities.


reassessment frequency within ACOP L8 (2013) 4th Ed., the suggested criteria set out by the HSE for risk assessment review are detailed in the ‘risk assessment review’ summary, which is reviewed by the OWG monthly. One of the criteria is ‘a loss of control’, and if one particular risk system was failing this would be indicated on the summary, which would trigger the need for a new risk assessment – of that system. This summary is also presented at the WSG for review and agreement. An example of the Risk Assessment Review tool is available here at: https://tinyurl.com/v3vg7cq


n Water sampling results – a spreadsheet detailing sampling locations identified and dates of when samples are taken, with results detailed. Where non- compliant results have been returned, these are recorded in the spreadsheet. The communication of water sample results has also improved, with the results shared with core members of the WSG. A defined requirement within the respective WSP document is identification of when an ‘incident meeting’ is required, to discuss the


Daniel Pitcher


With 21 years’ independent consulting experience, Daniel Pitcher established the Water Hygiene Centre in February 2009 to be a ‘centre of excellence’ dedicated to independent water safety consultancy. His experience spans auditing, training, development of Water Safety Plans, incident investigations, competent help support ,and acting as an Authorising Engineer (Water) AE (W) for NHS Trusts, Health Boards, local government, universities, and housing associations.


He says he is ‘an absolute advocate of independent


consultancy’, having, as he puts it, “witnessed and experienced the lack of impartial advice and support given by ‘contractors’ to organisations.” He said: “The Water Hygiene Centre continues to develop services and support given to clients such as a dedicated AE (W), although we have a ‘collective’ of AE (W)s to ensure continued support to all clients, as well as offering UKAS-accredited risk assessments – being only 1 of 12 companies to have achieved such a standard.”


The outcome Firstly, this journey of improved performance for the WSG of Wye Valley NHS Trust and its PFI partner has not occurred overnight. The process started in late 2016 following the revision of HTM04-01, which initiated the development of the ToR and new meeting agenda, coupled with agreed reporting formats and establishing an Operational Working Group to collate and review the operational data. These agreed compliance reports meant that both the Trust and Sodexo were able to demonstrate that using the improved format of reporting ensures the availability of consistent, meaningful data. The OWG now deals with the operational issues separately; the WSG thus does not need to get ‘tied up’ trying to assimilate large volumes of data. The WSG can thus process data more readily, confident of its accuracy.


The journey has also seen a change in personnel within the Trust and Sodexo, with a more open, collective way of working. The Trust AE (W) now also supports Sodexo on the same basis as the Trust, and in doing so, helps deliver consistent advice for all involved. While the journey still continues, the Trust and Sodexo are now moving to PDA-based systems for data capture and reporting. The importance of continuity when producing WSG compliance reports during this changeover cannot be underestimated. A further improvement with the development of return loop monitoring – through reviewing new technology – will further advance compliance reporting to the WSG.


hej


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