Blog

Decontamination Responsibilities & Record Keeping

Tags: Decontamination, Record Keeping, Roles and Responsibilities

29.03.2017

A practice should carry out testing and validation on decontamination equipment:

  • washer disinfector
  • ultrasonic bath
  • benchtop steriliser

A record of the testing and validation should be recorded. The records should be stored for a minimum of 2 years from the date of completion and practice policies should reflect this information.

Roles and Responsibilities

A decontamination organisational chart should be devised. Employees with decontamination duties should be identified as to what their duties and responsibilities are.

Specific Roles are:

  • Registered Manager – has overall responsibility for overseeing the decontamination processes
  • Decontamination or Infection Control Lead – has day to day responsibility for overseeing the decontamination processes
  • Operators – are responsible on a day to day basis of ensuring the decontamination process are carried out routinely between patients
  • User – is responsible for day to day equipment management, and ensuring that operators are trained to carry out their duties
  • Designated Person – this role is linked between the dental practice and outside contractors such as maintenance and test engineers

Staff with decontamination duties should be appropriately trained during their induction. This training should be documented. Ongoing training is required throughout the year to keep refreshed with skills and advice.

Record Keeping

Practices have various options on record keeping systems:

  • Devise own system
  • Use the template sheets provided in free documents such as HTM 01-05
  • Use a manufacturers logbook
  • Use a suppliers logbook

There is no set guidance to say you must use a particular logbook, and any of the above options are suitable to all practices.

HTM 01-05 does recommend to follow manufacturer’s recommendations, so if your manufacturer recommends a particular logbook it is advisable to follow their recommendation.

Logbooks are beneficial to practices as they store all the relevant record keeping in one area for ease. When practices produce their own record keeping systems it often involves several pages, which can sometimes become complicated systems.

Manufacturer’s Logbooks

A benefit for practices to use a manufacturers own logbook is that it may be tailored specifically to their machine.

Aspects that would be machine specific would include:

  • List of fault codes
  • List of specific test cycles, for example if you were to perform a bowie dick or helix test on an Eschmann machine you would run a specific T3 cycle

Supplier Logbooks

Logbooks purchased from suppliers that do not sell, or produce machines, may appear to be more generic then the one’s manufacturers may produce.

Suppliers will often try to cater for everyone, ensuring all the guidance is available.

A benefit to supplier’s logbooks is that it includes extra guidance, and highlights all areas of compliance.

Supplier logbooks can often be tailored easily by placing N/A in certain areas, or producing a machine test schedule.

What should a record include?

Ultrasonic Logbook

An ultrasonic logbook may include daily, weekly, monthly, quarterly and annual record sheets. Tests may vary dependent on what machine is being tested.

Daily & Weekly record:

  • Visual Tests
  • General Maintenance
  • Safety Checks
  • Protein Residue Test
  • Soil Test

Monthly, Quarterly & Annual record:

  • Ultrasonic Activity Test
  • Safety Checks
  • Automatic Control Test
  • Cleaning Efficacy Tes
  • Protein Residue Test
  • Notes

Washer Disinfector Logbook

A washer disinfector logbook may include daily, weekly, quarterly and annual record sheets. Tests may vary dependent on what machine is being tested.

Daily & Weekly record:

  • Visual Tests
  • General Maintenance
  • Safety Checks
  • Protein Residue Test
  • Soil Test

Quarterly & Annual record:

  • Engineer Safety Checks
  • Engineer Automatic Control Test
  • Engineer Cleaning Efficacy Test
  • Engineer Protein Residue Test
  • Engineer Chemical Dosing Test
  • Engineer Thermometric Test
  • Notes and Graphs

Benchtop Steriliser Logbook

A steriliser logbook may include daily, weekly, quarterly and annual record sheets. Tests may vary dependent on what machine is being tested.

Daily & weekly record:

  • Automatic Control Test
  • Steam Penetration Test
  • Safety Checks
  • Residual Air Test
  • Air Leakage Test
  • General Maintenance

Quarterly & Annual record:

  • Engineer Safety Checks
  • Engineer Thermometric Test
  • Engineer Steam Penetration Test
  • Engineer Automatic Control Test
  • Engineer Residual Air Test
  • Engineer Air Leakage Test
  • Notes and Graphs

By Charlotte Cash