ESOP01 Standard Operating Procedure for Food Safety by Provide Community

Standard Operating Procedure for Food Safety

Version: V4

Ratified by: Quality and Safety Committee

Date ratified: 25/02/2021

Job Title of author: Head of Estates and Facilities

Reviewed by Committee or Expert Group Health and Safety Group

1. Introduction

All food provided by the NHS must comply with the relevant food safety requirements as currently set down by the Food Safety Act 1990 and Food Hygiene Regulations made under that Act. For example, all food services within the NHS have legal responsibility for providing food which:

• Is fit for human consumption and is not so contaminated that it would be unreasonable to expect it to be used for human consumption.

• Has not been rendered injurious to health.

• Complies with the food safety requirements.

• Is of the nature, substance and quality demanded by the consumer.

Attention to high standards of management of food services and good hygiene practices are therefore essential if current legal obligations are to be met.

It is imperative that all staff understand and co-operate effectively in order to ensure their own safety and that of others.

2. Purpose

The purpose of this SOP is to provide clear definitions of responsibilities in relation to food safety and to ensure that Provide has considered the risks related to the provision of food and beverages on its premises. Provide has procedures to demonstrate compliance with relevant food safety legislation and good practice. The purpose of these is to ensure that:

• All staff including catering staff, ward/department staff and managers understand the scope of their responsibilities in relation to food hygiene and safety

• All patients and consumers including vulnerable risk groups, including the elderly, patients who are ill and those who are immunocompromised eg drug users are provided with food that is safe

• To minimise the risk of complaints or other action against Provide

It is the intention of Provide to ensure effective implementation of the following statements and to keep them under consideration in all aspects of resource management and decision making

• Provide attaches the greatest importance to the health, safety and welfare of its patients, staff and other persons to whom Provide owes a duty of care.

• Provide attaches a high priority to the safe provision of food.

• Provide considers it essential that all staff should work together positively to deliver the safe and effective provision of food services to its patients and others.

• Provide will provide training, information, procedures and safety equipment where appropriate.

3. Definitions

The definition of a food handler is anyone involved in the handling or preparation of food goods and beverages. This therefore includes such groups as catering staff, domestic staff, portering staff, nursing staff, all care staff, therapy staff, volunteers and patients

4. Duties

This SOP applies to all staff employed by the organisation including students, volunteers and agency staff. All workplaces, including domestic premises visited by Provide staff, are covered by this policy.

The SOP also covers patients, clients and their carers who may prepare food for their own or others consumption. In these circumstances staff should ensure that patients, clients and their carers are instructed or supervised so that they may meet the requirements of this policy and maintain high standards of food safety.

Provide

Provide has a responsibility to comply with all current food safety legislation in the interests of its patients, residents, visitors and staff.

The Chief Executive

Has overall responsibility for ensuring the organisation complies with all statutory obligations in relation to the management of risks relating to food safety activities within the organisation. The Chief Executive has ultimate responsibility for the successful implementation of this policy within the organisation.

Assistant Directors

Assistant Directors are responsible for the implementation of all aspects of food safety within their responsibility and will be the point of contact for the Health and Safety Inspectorate for matters relating to their respective locations

Managers

Managers must ensure that:

• The food safety instructions are brought to the attention of, and observed by their own staff and that every member of staff handling food participates in the training provided. They should bring to the attention of the Estates & Facilities Manager any potential risk within their department.

• Staff training sessions are arranged and staff attendance recorded. Food handlers must complete Food Safety Basic Awareness Training on e-learning every 2 years.

• Every new employee receives some ‘first day instructions’ which should include information regarding known risks, special practices / procedures and action relative to the department or discipline

• Bring to the attention of the Estates & Facilities Manager, information regarding

change of use or practice within a department or discipline

• The employee completes a questionnaire including details of past illnesses and other relevant information and is completed and signed by the prospective employee prior to any offer of employment

On commencement employees will sign an agreement to report infection in the following circumstances:

• Vomiting

• Diarrhoea

• Skin rash

• Septic cuts

• After returning from holiday during which an attack of any of the above lasted for more than two days

• After returning from illnesses involving any of the above

If a member of staff reports for duty with any of the following symptoms: vomiting, diarrhoea, skin rash or septic cuts, the member of staff must be withdrawn from duty and Occupational Health informed. A certificate of fitness to work must be received before return to work.

Occupational Health

Occupational Health will

• provide advice and guidance to managers and staff.

• Provide pre-employment health screening for all food handlers employed by Provide.

• Respond to all referrals from managers.

Individual Employees

It is the responsibility of all employees to comply with the requirements of this policy and to make full and proper use of any equipment or system of work.

Individual employees will

• Adhere to the rules, regulations and policies regarding food safety.

• Draw to the manager’s attention any deficiencies which might prove detrimental to themselves or others.

• Attend training sessions provided, as requested by their manager where post involves handling of food.

• Attend a pre-employment health interview and/or medical if they are to handle food.

5. Allergen Awareness

The EU Food Information for Consumers Regulation came into force in 2014.

Allergenic ingredients must be identified in the list of ingredients. There are 14 specified allergens covered by the Regulations which are shown below:

• Cereals containing gluten such as wheat, barley, oats, spelt

• Milk including lactose

• Eggs

• Peanuts

• Nuts such as almonds, hazelnuts, walnuts, cashews, brazil nuts

• Fish

• Crustaceans for example prawns, crabs, lobster, crayfish

• Molluscs for example mussels, whelks, oysters, squid

• Soya

• Celery

• Mustard

• Sesame seeds

• Sulphur Dioxide (>10mg/kg OR 10mg/L) Sulphites

• Lupin

• All persons who handle or serve food in the organisation must fully understand the legal requirements and what is expected of them.

This includes the following:

• Knowledge of the food items ingredients and whether they contain a known allergen

• Know how to find out what the ingredients are and whether the food items contain a known allergen

For more information and advice on food allergies and labelling visit the following websites

Food Standards Agency https://www.food.gov.uk/safety-hygiene/food-allergy-and-intolerance

Allergy UK www.allergyuk.org

6. Safe Hygienic Practices in Kitchens

Introduction

The Food Safety Act (1990) identifies anyone who has contact with the preparation, storage or serving of food is designated as a food handler, and has specific responsibilities under the Act.

Nurses / carers are identified as food handlers; therefore, Managers must ensure that the guidelines discussed in this document are adhered to.

Preventative Measures

Food prepared by relatives / friends for patients should only be brought into a ward area if:

• There is a genuine and specific need to do so

• Explicit permission has been obtained from the nurse in charge

• Food is not stored in the ward area.

• The food is not shared with other staff or patients.

• The food is properly enclosed in a container.

• Pre-packed foods, e.g. yogurts, should be labelled with the patients name and best before use date adhered.

Wash Hands

• After going to the toilet

• Before handling food

• Before handling equipment used for food preparation

• Before serving food to patients

A clean uniform, plastic apron and hat (if provided) must be worn when in contact with or serving food.

Visitors and patients must not use the kitchen facilities unless supervised

Keep all equipment clean and dry. This includes ovens, fridges, crockery and cutlery. Cleaning should be carried out at regular scheduled intervals and whenever equipment becomes spoiled.

Spillage should be cleaned promptly.

Defective equipment should be reported as soon as practical.

Hot food must be temperature checked to be no less than +75ºC and documented immediately prior to service. Food not served immediately must be discarded.

All perishable foods e.g. salads issued from the kitchen must be consumed that same day and not stored.

NOTE: Drugs and specimens must not be stored in the food fridge or food storage.

Any chilled or frozen food stuffs that are purchased or delivered, that exceed the temperature tolerances, shall be rejected and returned to the supplier. Foodstuffs must be stored at the correct conditions appropriate to that item.

Chilled food must be stored within the range of +1ºC - +4ºC. Temperatures are to be recorded am and pm. Report to Team Leader / Supervisor immediately for action if temperature exceeds +4ºC.

Food must always be covered, date and timed and stored separately to prevent the risk of cross contamination, and never stored with items that are not for consumption.

Date stamped food must always be used within that date.

Stock must be properly rotated, on first in first out date basis, and always within the use by date.

Refrigerators must be defrosted weekly.

Freezer Storage

Freezer temperatures must be between -21ºC to -18ºC. Inform the Team Leader / Supervisor if temperature is -18ºC or warmer.

Stock must be property rotated, on first in first out date basis and always within the use by date.

Maintain a log of temperature recordings.

In the event of a freezer breakdown food must be checked carefully to ensure it is safe to use. When in doubt food must not be used and ensure it is discarded safely

Pest Control

Pests such as cockroaches, flies, ants, mice, cats and some birds, e.g. pigeons can soil and contaminate food and may at the same time transmit infection. Pests may be introduced into the ward environment with food or may be attracted by food waste and warm, moist conditions.

Prevention

Food must be stored correctly off the floor in closed containers, cupboards or refrigerator Refuse and food waste must be removed from the kitchen as soon as possible.

Cleaning should be carried out properly to prevent a build-up of deposits behind, beneath and in kitchen equipment.

Birds, cats or other stray animals must not be fed.

Sightings of pests or evidence of infestation should be reported to the nurse in charge of the ward or contact the Estates Helpdesk to call out the Pest Control Contractor.

7. Illness among Food Handling Staff

Every food handler is required to report immediately to their manager / supervisor if they are suffering from an illness involving:

• A discharge from eyes, ears or nose;

• A chronic cough;

• Skin rash;

• Lesions on exposed skin (face, neck, hands, lower arm or scalp) that are scaling, weeping or discharging pus;

• Nausea / vomiting and / or diarrhoea;

• After returning from holiday in a place where there has been an outbreak of enteric fever (typhoid or paratyphoid);

• When returning to work after suffering involving any of the conditions mentioned above;

• Any staff member with other employment which might bring them into contact with others who have symptoms.

Incidents of Vomiting and / or Diarrhoea

• The food handler must report symptoms immediately to their supervisor.

• Staff member must be sent home immediately

• The supervisor should consider the work undertaken by the staff member before they reported their symptoms and take appropriate action to minimise the risk of contamination.

• The manager must notify the Occupational Health Department to ascertain if it

is necessary to obtain specimens for microbiology

• The staff member must stay away from work until 48 hours after their symptoms subside.

Dealing with Other Infections

• The supervisor or staff member must contact the Occupational Health Department for further advice.

8. References

Food Safety Act 1990

Food Safety and Hygiene Regulations (England) 2013

Regulation (EC) No 852/2004 on the hygiene of foodstuffs

EU Food Information for Consumers Regulation (No 1169/2011)

Food Information Regulations 2014

Provide Hazard Analysis Critical Control Points – HACCP SOP

9. Appendix 1: Guidelines for Visitors Bringing Food into Hospital for Patients

Introduction

Patients in hospital receive a well-balanced, nourishing diet.

However, we recognise that patients may ask for food from home, or visitors might bring in gifts of snacks or fruit.

Before bringing food or drink into hospital, please follow these simple guidelines. They will help to support patients on restricted diets and help us to maintain high standards of food hygiene.

Foods not to bring

The foods listed below must NOT be brought into the hospital because they may be contaminated with harmful bacteria:

• pâtés

• soft cheeses such as Brie and Camembert

• fresh cream

• eggs

• raw meat and fish

• ready prepared meals (freshly made or microwaveable meals)

• home-made or bought sandwiches.

Foods you may bring

Food and drinks listed below may be safely brought into hospital providing they are properly prepared and packaged:

• fresh fruit

• biscuits

• cakes without cream

• tinned fruits

• packaged savoury snacks

• sweets and chocolate

• fresh fruit juices

• squashes and cordials

• mineral water

• commercially prepared desserts e.g. yoghurts, fromage fraïs

• favourite brands of tea.

Other information

Always check with the nurse in charge or the patient’s named nurse before taking food onto the ward.

If food is not to be eaten straightaway, please give it to a nurse so that it may be properly stored until it is needed.

Remember, there is only limited space available in the ward fridge. Please keep food quantities small.

For food safety reasons, food and drink must be as fresh as possible. They must be stored in a sealed container, which is clearly labelled with contents, date, and the name of the person it is intended for.

No food will be stored for more than 24 hours unless it is pre-packaged and within its sell-by date.

Only bring cold or chilled food into the hospital and make sure it arrives fresh from the fridge, ideally in an insulated container.

Please do not bring any food that requires cooking or reheating.

We provide food and menus for people with special cultural, religious and dietary needs. Patients should discuss their individual dietary needs with the senior nurse or dietician, who will make sure the Facilities Department is kept fully informed.

10.Appendix 2: Patients Food Disclaimer Form

Patients Food Disclaimer Form

WARD: ………………………………………

Name of Ward Staff Concerned: ………………………………………………..

The Facilities Department provides meals to patients that have been stored, cooked and served following the Food Safety Laws.

I understand that during my stay in hospital I have chosen on this occasion to have food brought in, and have chosen not to have a meal from the main menu provided by the Facilities Department.

The food provided from an outside source may not have been transported at a safe temperature and I am prepared to take this RISK

Name of Patient: …………………………………………………..

Signature: …………………………………………………..

Date: ……………………………………………..