Gas Safety (Boilers & Gas Appliances) Audit - Care Homes

Evidence to check

• • Current gas safety policy or procedure is available and reviewed
• • Policy covers boilers, pipework, catering equipment, gas appliances, flues, CO risks, emergency response and contractor controls
• • Staff know how to report gas concerns or suspected leaks
• • Observed practice and records match the policy

Evidence to check

• • Named maintenance manager, facilities lead, registered manager or responsible person is documented
• • Role includes monitoring certificates, servicing, contractor actions, emergency arrangements and remedial works
• • Deputy arrangements are in place
• • Responsible person can explain current gas safety status and outstanding actions

Evidence to check

• • Gas Safe registration is checked before work starts
• • Engineer competence matches the appliance type, including commercial or non-domestic categories where applicable
• • Engineer details and registration number are retained on reports
• • Staff do not allow unregistered or unsuitable contractors to work on gas systems

Evidence to check

• • Gas appliance register includes boilers, cookers, fires, heaters, water heaters and catering equipment
• • Register records location, make, model, serial number, service date and responsible contractor
• • Inventory matches equipment physically present
• • New, removed or decommissioned appliances are updated promptly

Evidence to check

• • Risk assessments cover gas leaks, carbon monoxide, ventilation failure, appliance failure, flame failure and hot surfaces
• • Resident vulnerability is considered, including frailty, dementia and inability to self-report symptoms
• • Risk assessments are reviewed after incidents, works, appliance changes or building changes
• • Actions from risk assessments are completed and evidenced

Evidence to check

• • Gas safety appears in health and safety, premises or governance meeting records
• • Certificates, servicing, faults and remedial actions are reviewed
• • High-risk issues are escalated to senior leadership
• • Gas safety risks are added to the risk register where appropriate

Evidence to check

• • Contractors sign in and out and are identifiable while on site
• • RAMS, permits to work or contractor controls are used where required
• • Contractor access to resident areas is supervised or managed safely
• • Safeguarding, infection control and disruption risks are considered before work begins

Evidence to check

• • Current gas safety certificate or equivalent report is available
• • All relevant appliances and pipework are included
• • Certificate is in date and signed by a competent engineer
• • Any exclusions or limitations are understood and addressed

Evidence to check

• • Servicing schedule includes each gas appliance
• • Manufacturer service frequency is followed
• • Service records are current and complete
• • Overdue servicing is escalated and risk assessed

Evidence to check

• • Catering appliances are listed on the gas appliance register
• • Commercial catering engineer competence is verified
• • Service and safety check records include kitchen gas appliances
• • Kitchen staff know how to report faults or suspected gas issues

Evidence to check

• • Flue and chimney inspection records are available
• • Reports identify condition, safe termination, support and signs of leakage or staining
• • Remedial works are tracked to completion
• • Flues are not obstructed, damaged or altered without review

Evidence to check

• • Gas Safe reports are reviewed after each visit
• • Remedial actions are transferred to an action tracker
• • Actions include responsible person, priority and deadline
• • Completion evidence is retained

Evidence to check

• • Staff understand AR and ID labels and what they mean
• • Appliances identified as unsafe are isolated or taken out of use immediately
• • Temporary arrangements are put in place to protect residents
• • Re-use only occurs after competent repair and sign-off

Evidence to check

• • Commissioning sheets, pressure tests or tightness testing records are retained
• • Installation certificates and handover documents are available
• • New installations are added to the appliance register and PPM schedule
• • Staff are briefed on new controls or safety arrangements

Evidence to check

• • Records are organised in a gas safety file or digital system
• • Historical records are retained in line with policy and legal requirements
• • Manager or facilities lead can access records promptly
• • Missing or incomplete records are escalated and corrected

Evidence to check

• • Reports clearly identify each appliance inspected or serviced
• • Work completed and outcome are recorded
• • Engineer name, registration number and company are visible
• • Records are clear enough to match reports to the appliance register

Evidence to check

• • PPM log includes boilers, gas appliances, flues, CO alarms and catering equipment where applicable
• • Tasks are completed within planned timescales
• • Overdue tasks are highlighted and escalated
• • PPM links to servicing records and contractor reports

Evidence to check

• • Plant room log is current where applicable
• • Checks include pressures, temperatures, alarms and faults as required
• • Abnormal readings are escalated
• • Recurring faults trigger investigation rather than repeated reset only

Evidence to check

• • Staff know how to report gas smell, heating failure, hot water failure or boiler faults
• • Concerns are logged and escalated promptly
• • Residents and relatives can raise concerns easily
• • Urgent safety concerns trigger immediate action

Evidence to check

• • Plant rooms are locked or access controlled
• • Authorised access arrangements are clear
• • Residents and visitors cannot access plant rooms unsupervised
• • Keys or access codes are managed securely

Evidence to check

• • Plant room walkaround shows clear access routes
• • Lighting and flooring are safe
• • No inappropriate storage blocks boilers, pipework, valves or controls
• • Hazards are recorded and corrected promptly

Evidence to check

• • Relevant signage is visible and in good condition
• • Emergency isolation location is clearly indicated
• • Signs are not hidden, damaged or outdated
• • Staff understand the meaning of key signs

Evidence to check

• • Vents and grilles are clear and not blocked, painted over or covered
• • Ventilation arrangements match appliance needs
• • Plant room is not used for storage that restricts airflow
• • Ventilation concerns are escalated to competent engineers

Evidence to check

• • Engineer reports confirm ventilation and combustion air are adequate
• • Building alterations are reviewed for impact on gas appliances
• • Rooms containing appliances are not enclosed or repurposed without risk review
• • Concerns are escalated before use continues

Evidence to check

• • Plant rooms are free from combustible storage
• • Cleaning products, paper, textiles and furniture are not stored near heat sources
• • Staff understand plant rooms are not general storage areas
• • Unsafe storage is removed immediately

Evidence to check

• • Hot pipework and surfaces are assessed for burn risk
• • Insulation, guarding or signage is in place where required
• • Resident, visitor and staff access risks are considered
• • Damaged insulation or guards are repaired promptly

Evidence to check

• • Main gas isolation point is labelled and accessible
• • Local appliance isolation valves are identifiable where required
• • Isolation points are not blocked by storage or locked behind inaccessible areas
• • Staff know who is authorised to isolate gas in an emergency

Evidence to check

• • Sampled staff can identify the emergency gas shut-off location
• • Staff can describe when to isolate and who to notify
• • Night and agency staff are included in awareness checks
• • Training or briefing records include gas emergency response

Evidence to check

• • Visual checks include exposed pipework, valves and areas at risk of impact
• • Pipework is protected where vehicles, trolleys or equipment could damage it
• • Signs of corrosion, damage or suspected leakage are escalated
• • Pipework concerns are reviewed by a competent engineer

Evidence to check

• • Tightness testing records are retained after relevant work
• • Records identify date, engineer and outcome
• • Failed or concerning tests trigger immediate action
• • System is not returned to use until safe

Evidence to check

• • Flexible connectors are suitable for the appliance and setting
• • Visual checks identify wear, kinks, damage or poor fitting
• • Kitchen connectors are included in contractor checks
• • Damaged or unsuitable connectors are replaced promptly

Evidence to check

• • Records show gas pipework modifications are authorised and completed by Gas Safe engineers
• • Drawings, schematics or asset records are updated where used
• • Changes are risk assessed before and after works
• • Staff are informed of any changed isolation points or controls

Evidence to check

• • Physical inspection checks visible flues for damage, support and staining
• • Engineer reports confirm flue safety
• • Discolouration, soot or staining is escalated immediately
• • External flue terminals are clear and unobstructed

Evidence to check

• • Rooms with gas appliances have visible ventilation where required
• • Vents are unobstructed
• • Resident belongings or furniture do not block airflow
• • Ventilation concerns are logged and escalated

Evidence to check

• • CO alarm locations are risk assessed
• • Alarms are installed near relevant gas appliances where required
• • Alarm type and placement follow competent advice or guidance
• • CO alarms are included in maintenance and testing schedules

Evidence to check

• • CO alarm testing schedule is in place
• • Testing records are current
• • Battery or expiry dates are monitored
• • Faulty or expired alarms are replaced promptly

Evidence to check

• • Procedure explains evacuation, ventilation, isolation, emergency services and engineer call-out
• • Staff can describe immediate actions
• • Procedure includes resident welfare checks and medical escalation
• • Any CO alarm activation is recorded and investigated

Evidence to check

• • Staff can identify symptoms such as headache, dizziness, nausea, confusion, weakness or collapse
• • Staff understand residents may not report symptoms clearly
• • Training or briefings include CO risk
• • Clusters of unexplained illness trigger escalation

Evidence to check

• • Emergency plans consider frail residents, people with dementia, respiratory disease or communication difficulties
• • Staff know who may need priority support during gas or CO incidents
• • Welfare checks are planned after heating or gas incidents
• • Resident risk is considered in evacuation or shelter decisions

Evidence to check

• • Kitchen gas appliances are listed on the appliance register
• • Service records are current
• • Kitchen equipment faults are reported promptly
• • Catering staff know safe shutdown and reporting procedures

Evidence to check

• • Extraction and ventilation maintenance records are current
• • Filters are cleaned or replaced as scheduled
• • Airflow appears effective and unobstructed
• • Ventilation issues are escalated due to combustion, heat and kitchen safety risks

Evidence to check

• • Engineer reports include safety device checks where applicable
• • Kitchen staff report faulty flames, ignition problems or safety interlock concerns
• • Appliances with faulty safety devices are removed from use
• • Repairs are completed before appliance reuse

Evidence to check

• • Kitchen staff can describe gas smell response
• • Training or briefing records include kitchen gas safety
• • Emergency isolation location is known
• • Staff understand not to investigate or repair faults themselves

Evidence to check

• • Kitchen isolation valve is clearly labelled
• • Access is not blocked by equipment, stock or furniture
• • Kitchen and senior staff know the location
• • Isolation arrangements are checked during audits

Evidence to check

• • Staff can explain what not to do during suspected gas leak
• • No unauthorised adjustment of boilers, gas valves or appliance controls is observed
• • Unsafe practices are challenged immediately
• • Gas safety reminders are included in staff briefings

Evidence to check

• • Emergency contractor contact details are available
• • On-call escalation process is clear
• • Night staff know how to access emergency support
• • Call-out response times are monitored after incidents

Evidence to check

• • Gas emergency instructions are displayed in relevant areas
• • Instructions include do not use switches, ventilate where safe, evacuate if needed, isolate gas if safe and call emergency services or gas emergency line
• • Staff know where to find emergency instructions
• • Signage is current and readable

Evidence to check

• • Training or briefing records include gas leak response
• • Night and agency staff are included in local induction or shift briefing
• • Staff can describe immediate actions without prompting
• • Knowledge gaps are addressed immediately

Evidence to check

• • Business continuity plan covers boiler failure, heating loss and hot water loss
• • Plan includes portable heater controls, temporary hot water, bathing, infection control and catering arrangements
• • Resident welfare checks and temperature monitoring are included
• • Plan has been tested or reviewed

Evidence to check

• • Breakdown log includes date, fault, impact, contractor response and repair outcome
• • Repeated faults are analysed for root cause
• • Temporary fixes are not relied on without permanent repair plan
• • Resident impact and service disruption are reviewed

Evidence to check

• • Residents at risk of hypothermia, infection, poor hygiene or distress are identified
• • Room temperatures and resident comfort are monitored
• • Alternative bathing, washing and dignity arrangements are made
• • Families, commissioners or professionals are informed where disruption is significant

Evidence to check

• • Procurement considers capacity, redundancy, efficiency, controls, resident risk and continuity needs
• • Competent advice is used for specification
• • Equipment is suitable for the size and dependency of the home
• • New appliances are added to registers, PPM and emergency plans

Evidence to check

• • Works plan considers noise, fumes, access restrictions, heating, hot water and temporary services
• • Residents and families are informed where appropriate
• • High-risk residents are protected during works
• • Post-work checks confirm areas are safe before normal use resumes

Evidence to check

• • RAMS are reviewed and approved before work starts
• • Resident access, contractor supervision and safeguarding controls are considered
• • Hot works or isolation risks are managed where applicable
• • Staff know which areas are restricted during works

Evidence to check

• • O&M manuals, warranties, commissioning sheets and user guides are retained
• • Controls and isolation points are explained to responsible staff
• • Maintenance requirements are added to PPM schedule
• • Relevant staff know how to operate the system safely

Evidence to check

• • Training or handover records for new controls are available
• • Staff know how to adjust settings within authorised limits
• • Unauthorised changes to controls are prevented
• • Resident comfort and safety are monitored after changes

Evidence to check

• • Latest gas safety certificates are available immediately
• • Certificates cover all relevant appliances
• • Remedial action evidence is complete
• • Manager or facilities lead can explain any outstanding items

Evidence to check

• • Sampled staff can locate the gas shut-off or explain how to access support
• • Staff can describe gas leak response steps accurately
• • Night and agency staff are included in checks
• • Knowledge gaps trigger immediate briefing

Evidence to check

• • Appliance register reconciles with service records
• • All boilers, appliances and catering equipment have current checks where required
• • No appliance is missing from the schedule
• • Overdue or unverified appliances are escalated immediately

Evidence to check

• • Spot check records include plant rooms, kitchens and gas appliance areas
• • Checks cover ventilation, signage, storage, access and obvious faults
• • Actions from spot checks are completed
• • Repeated issues are reviewed by management

Evidence to check

• • Audit includes walkaround checks, staff questioning and record review
• • Audit tests emergency response knowledge, isolation access, CO alarm testing and plant room conditions
• • Findings are risk rated and escalated where needed
• • Actions lead to safer practice and stronger emergency readiness

Evidence to check

• • Governance reviews consider how gas failure affects heating, hot water, hygiene, catering and resident welfare
• • Gas safety actions are linked with fire risk, water safety, catering and emergency planning where relevant
• • Service disruption risks are included in the risk register or continuity plan
• • Senior leaders can evidence joined-up oversight of gas-related risks