Equipment Servicing Audit - Care Homes

Evidence to check

• • Current medical devices or equipment management policy is available and reviewed.
• • Policy covers selection, checks, servicing, cleaning, storage, decontamination and fault reporting.
• • High-risk equipment such as oxygen, suction and mobility equipment is specifically referenced.
• • Staff can explain how the policy applies in practice.

Evidence to check

• • Named lead for equipment governance is identified in role description or delegated responsibilities.
• • Lead oversees asset register, servicing schedule, defects, contractors and overdue actions.
• • Deputy or cover arrangements are in place.
• • Responsible person can explain current risks and outstanding actions.

Evidence to check

• • Equipment register includes asset ID, make, model, serial number, location and ownership.
• • Service or inspection due dates are recorded clearly.
• • Register matches a physical sample of equipment in the home.
• • Leased or externally supplied items are not omitted.

Evidence to check

• • Equipment compliance is discussed in governance, quality or health and safety meetings.
• • Overdue servicing, defects and recurring issues are tracked with owners and deadlines.
• • Actions are followed through rather than repeatedly rolled over.
• • Management reporting goes beyond filing certificates.

Evidence to check

• • Service providers or contractors are approved and their competence or contracts are recorded.
• • Service level expectations include emergency breakdown response where relevant.
• • Current agreements, certificates or contact details are available.
• • Poor contractor performance is escalated and reviewed.

Evidence to check

• • Fault reporting process is known by staff and easy to use.
• • Unsafe equipment is labelled, quarantined or removed from use immediately.
• • Repairs and follow-up actions are logged.
• • Alternative safe equipment is arranged when needed.

Evidence to check

• • Register includes oxygen equipment, suction, wheelchairs and other relevant clinical or support equipment.
• • Specialist or low-use equipment is not missed from the inventory.
• • Shared and resident-specific equipment can be traced easily.
• • Sampled equipment categories match the register.

Evidence to check

• • Resident assessments or care plans show the right equipment has been selected for need and environment.
• • Equipment in use matches the documented plan.
• • Incorrect size or unsuitable equipment is escalated promptly.
• • Reviews occur when resident needs change.

Evidence to check

• • Wheelchair users have assessment information about size, support and pressure needs.
• • Seat width, posture and safety features are appropriate for the resident.
• • Concerns about fit, discomfort or posture are documented and acted on.
• • Pressure-relieving cushions are considered where needed.

Evidence to check

• • Bariatric needs are identified through assessment and risk review.
• • Safe working load limits are checked for relevant equipment.
• • Enough space and access is available for safe use and transfers.
• • Unsuitable substitutes are not used when bariatric equipment is needed.

Evidence to check

• • Resident-specific equipment is labelled or otherwise clearly identifiable.
• • Labelling helps prevent wheelchairs, oxygen equipment or accessories being mixed up.
• • Unclear ownership or location issues are resolved promptly.
• • Staff can identify which equipment belongs to which resident where relevant.

Evidence to check

• • Servicing schedules exist for oxygen concentrators, suction devices and other powered equipment.
• • Due dates are monitored centrally.
• • Sampled devices are within service date.
• • Missed or delayed services trigger action and risk review.

Evidence to check

• • Service certificates or records are available for sampled devices.
• • Records show date, work completed, outcome and next due date.
• • Asset details on certificates match the equipment register.
• • Failed or restricted equipment has follow-up evidence.

Evidence to check

• • Manufacturer instructions are available electronically or on file for relevant devices.
• • User checks and maintenance follow those instructions.
• • Staff know where to find guidance when unsure.
• • Local practice does not contradict manufacturer advice.

Evidence to check

• • PAT or equivalent electrical safety checks are recorded where applicable.
• • Electrical safety dates align sensibly with servicing arrangements.
• • Damaged plugs, cables or chargers are identified and removed from use.
• • Portable devices are not assumed safe without checks.

Evidence to check

• • Calibration requirements are identified for relevant monitoring equipment.
• • Calibration records are retained and current.
• • Out-of-calibration devices are not in routine use.
• • Staff know which devices need calibration and which do not.

Evidence to check

• • Overdue services are visible on the tracker or register.
• • Risk mitigation is documented, such as replacement equipment or restricted use.
• • Supplier escalation is evidenced where delays occur.
• • Overdue items are not left active without review.

Evidence to check

• • Daily or weekly user checks are recorded where required.
• • Checks cover function, alarms, tubing, cleanliness and visible condition as relevant.
• • Missing or repetitive entries are challenged.
• • Staff can demonstrate what they check before use.

Evidence to check

• • Oxygen tubing, regulators and flow meters are checked for wear, damage or leaks.
• • Replacement arrangements exist for damaged tubing or accessories.
• • Staff can explain what to do if damage is found.
• • Observed equipment is in good condition.

Evidence to check

• • Suction devices are checked for pressure or function, canister integrity and consumable availability.
• • Emergency suction equipment is ready for use where required.
• • Staff can explain the pre-use check process.
• • Faults or missing consumables are escalated promptly.

Evidence to check

• • Routine wheelchair checks cover brakes, tyres, footplates, armrests and frame stability.
• • Unsafe wheelchairs are removed from use or restricted immediately.
• • Checks are documented where the home's process requires it.
• • Sampled wheelchairs are visibly safe and maintained.

Evidence to check

• • Battery-powered devices are checked for charge before use.
• • Charging areas are safe and free from trip hazards or incorrect chargers.
• • Battery deterioration or repeated low-charge issues are investigated.
• • Spare batteries or charging plans exist where risk requires.

Evidence to check

• • Devices are cleaned between uses and after contamination.
• • Cleaning schedules or local procedures identify who is responsible.
• • Cleaning products used are appropriate for the device.
• • Shared equipment is not moved between residents while visibly unclean.

Evidence to check

• • Oxygen use is supported by a clear clinical plan or prescription.
• • Flow rate, indication and monitoring expectations are documented.
• • Care plans reflect current oxygen instructions.
• • Staff do not rely on verbal history alone.

Evidence to check

• • Oxygen cylinders are stored securely and upright where required.
• • Storage is away from heat sources and ignition risks.
• • Appropriate signage is in place.
• • Storage areas are orderly and not accessible inappropriately.

Evidence to check

• • Oxygen concentrators are positioned with adequate ventilation.
• • Units are not blocked, covered or placed unsafely.
• • Power supply arrangements are safe.
• • Observed setup matches manufacturer guidance.

Evidence to check

• • Staff can explain oxygen fire safety precautions.
• • No smoking, open flame and oil or grease risks are understood.
• • Fire safety signage and escalation arrangements are visible.
• • Recent briefings or training records support staff knowledge.

Evidence to check

• • Residents and visitors are informed about oxygen-related restrictions where relevant.
• • Care plans or risk assessments reference smoking or ignition controls.
• • Signage and supervision arrangements support compliance.
• • Managers can evidence how non-compliance is addressed.

Evidence to check

• • Emergency procedures for oxygen fire, leak or equipment failure are available.
• • Staff can describe immediate actions and who to contact.
• • Out-of-hours contacts are accessible.
• • Scenario discussion or training has covered these risks.

Evidence to check

• • Risk assessments cover smoking, cognition, mobility and evacuation for oxygen users.
• • Controls are proportionate to the resident's situation.
• • Assessments are reviewed when risks change.
• • Escalation to clinicians or fire safety advice is recorded where needed.

Evidence to check

• • Suction canisters, filters and tubing are changed according to guidance.
• • Consumable stock levels are adequate.
• • Date labels or replacement logs are available where required.
• • Expired or visibly poor-condition consumables are not in use.

Evidence to check

• • Single-use consumables are not reused.
• • Used items are disposed of through the correct waste stream.
• • Staff can identify what is single-use.
• • Waste practice around the device is safe and compliant.

Evidence to check

• • Reusable parts are decontaminated according to manufacturer guidance and IPC policy.
• • Cleaning method, product and drying arrangements are appropriate.
• • Staff know which parts are reusable and how to clean them.
• • Records or local checks support compliance where required.

Evidence to check

• • Suction devices are stored clean, assembled appropriately and easy to access.
• • Emergency-use devices are not buried in storage or missing key parts.
• • Availability matches the needs of residents at choking or secretion risk.
• • Staff can locate the device quickly.

Evidence to check

• • Only trained and competent staff use suction where it is part of care delivery.
• • Scope of practice and escalation limits are understood.
• • Competency or supervision evidence exists for relevant staff.
• • Complex residents have clear clinical support arrangements.

Evidence to check

• • Wheelchair servicing or maintenance intervals are defined.
• • In-house checks and any external servicing are recorded.
• • Recurring repair needs are visible in the history.
• • Unsafe chairs are not left in active use.

Evidence to check

• • Wheelchair cushions are checked for integrity, cleanliness and suitability.
• • Pressure-relief needs are considered in assessment or care planning.
• • Damaged or flattened cushions are replaced promptly.
• • Cleaning arrangements are clear.

Evidence to check

• • Wheelchairs are stored safely and do not block exits or corridors.
• • Residents can access their wheelchair when needed.
• • Parking areas are tidy and reduce trip risk.
• • Storage does not lead to mix-ups between residents.

Evidence to check

• • Transfer practice includes applying brakes and managing footplates appropriately.
• • Staff follow the resident's transfer plan and use the right equipment.
• • Near misses or unsafe transfer concerns are documented and addressed.
• • Observation or supervision supports safe practice.

Evidence to check

• • Resident wheelchairs are labelled where appropriate.
• • Personal settings such as footrests or seat adjustments are maintained.
• • Changes to settings are documented when clinically relevant.
• • Staff can explain how they avoid incorrect adjustments.

Evidence to check

• • Repairs are actioned promptly once defects are found.
• • Unsafe brakes, tyres or structure result in removal from use.
• • Repair logs show dates, actions and completion.
• • Temporary alternatives are arranged where needed.

Evidence to check

• • Training records show staff are trained in equipment relevant to their role.
• • Training includes safe checks as well as use.
• • New or redeployed staff are not assumed competent without local briefing.
• • Practice observed aligns with training records.

Evidence to check

• • Higher-risk equipment use has competency assessment records where appropriate.
• • Assessment is based on practical observation, not attendance alone.
• • Reassessment occurs after incidents or concerns.
• • Competency gaps lead to restrictions or extra support.

Evidence to check

• • Agency or bank staff receive briefing on local equipment risks and resident-specific needs.
• • Induction covers emergency contacts, restrictions and key checks.
• • Temporary staff are not left to manage unfamiliar high-risk equipment unsupported.
• • Records show the briefing has taken place.

Evidence to check

• • Care plans identify the device, settings, checks, cleaning and escalation steps needed.
• • Instructions are specific enough for staff to follow safely.
• • Care plan details match the equipment actually in use.
• • Changes in equipment or settings are updated promptly.

Evidence to check

• • Equipment-related incidents or failures are recorded formally.
• • Investigation considers the device, staff actions, maintenance history and resident impact.
• • Supplier follow-up or repair action is documented where relevant.
• • Learning or interim safeguards are recorded.

Evidence to check

• • Near misses and failures are reviewed for patterns.
• • Themes such as repeated breakdowns, staff misuse or supplier delays are visible.
• • Trend analysis leads to action rather than passive logging.
• • Management oversight is evidenced.

Evidence to check

• • Backup arrangements exist for critical equipment where risk requires.
• • Spare oxygen, replacement devices or alternative access routes are identified.
• • Staff know how to activate contingency plans.
• • Contingency arrangements are practical and current.

Evidence to check

• • There is a clear process for urgent replacement or loan equipment.
• • Supplier or community service contacts are available.
• • Recent examples show the process works in practice.
• • Delays are escalated when resident safety could be affected.

Evidence to check

• • Emergency contact numbers and service contract details are accessible to staff.
• • Out-of-hours arrangements are clear.
• • Contact information is current and not buried in inaccessible files.
• • Staff can explain who they would call for different equipment issues.

Evidence to check

• • Resident risk is reviewed when critical equipment is unavailable or faulty.
• • Interim measures such as increased monitoring or clinical escalation are documented.
• • Decisions are proportionate to the resident's dependency and risk.
• • Service interruptions are not managed informally without record.

Evidence to check

• • Equipment register can be produced promptly during audit.
• • Sampled oxygen and suction devices show in-date servicing on the register.
• • Register information matches physical labels or serial numbers.
• • Gaps or overdue items are visible and explained.

Evidence to check

• • Staff can demonstrate daily or weekly checks for a sampled wheelchair and oxygen or suction device.
• • Staff know where check records are kept.
• • Demonstration includes what to do if a fault is found.
• • Practice is confident and consistent with policy.

Evidence to check

• • Oxygen fire risk assessments are available for relevant residents or locations.
• • Warning signage is in place and appropriate.
• • Staff training or briefing records cover oxygen fire safety.
• • Controls for smoking and ignition risks are evidenced.

Evidence to check

• • Recent equipment failure examples can be produced on request.
• • Records show quarantine, repair, replacement or withdrawal from use.
• • Resident impact and interim safety actions are documented.
• • Learning from the incident has been shared or embedded.