2.4 Explain how to report concerns about the safety and hygiene of equipment or facilities used for personal care

This guide will help you answer 2.4 Explain how to report concerns about the safety and hygiene of equipment or facilities used for personal care.

Maintaining safety and hygiene of equipment and facilities during personal care protects both those receiving care and the staff providing it. Unsafe or unhygienic conditions can cause illness, injury or distress. When workers spot risks or concerns, reporting them is important. Acting quickly can prevent harm and supports a culture of safety.

Personal care covers everyday activities such as washing, dressing, toileting and eating. Equipment might include beds, hoists, commodes, bathing aids and wheelchairs. Facilities could refer to bathrooms, sluice rooms, laundry areas and storage rooms.

Why Reporting Safety and Hygiene Concerns Matters

Reporting keeps people safe from hazards. Potential problems include broken handrails, sharp edges, worn-out mattresses, or faulty hoists. There is also risk from dirty equipment: unwashed commodes, stained shower chairs or linen stored in contaminated areas. Mould or leaks in a bathroom, or blocked drains, spread germs. Spotting early signs of damage or dirt makes it easier to deal with. Poor hygiene can cause infections and cross-contamination.

Staff have a duty of care. This means acting in the best interests of people receiving care and taking steps to prevent harm. It ties in with professional standards, legal requirements and workplace codes of conduct.

Identifying Concerns to Report

Concerns about safety and hygiene can be clear or less obvious. Workers should notice hazards during day-to-day tasks. Signs to watch for include:

Broken, damaged or loose parts on equipment.
Dirt, stains or blood left on surfaces or tools.
Wet, slippery floors in bathrooms.
Poor lighting making areas unsafe.
Bad smells that suggest poor cleaning or blocked drains.
Missing safety labels, instructions or user guidance.
Faulty or missing parts, such as handles on commodes or safety belts on hoists.
Storage of clean equipment with dirty items.
Signs of pests, like droppings or insect activity.
Inadequate sharps disposal bins.

If the worker feels unsure whether something is unsafe, it is better to speak up. Never assume someone else will notice or report it.

Reporting Procedures: Step-by-Step

Every workplace should have agreed procedures for reporting. These may be written in health and safety policies or risk management guidelines. Always follow your own organisations policies and procedures. Below is an example and will vary depending on the care setting and organisation.

Here is how to report:

Stop Using It
If something is broken, hazardous or unhygienic, stop using it straight away, if safe to do so. This helps prevent accidents. Place clear signs, such as “Out of Order” labels, or remove from the area, if practical.

Record the Concern
Write down what you have seen. Include:

The date and time
Where it happened
A description of the issue (e.g., “bath chair has sharp edge on armrest”)
Any immediate action taken (such as removing from use)
Include your name. Some places use paper forms; others use electronic systems. Always follow your workplace guidance.

Report to Your Supervisor or Manager
Take your concern straight to whoever is named in your reporting procedure. This is often a line manager, senior carer or duty officer. If they are unavailable, use the contact details provided for emergencies.

If the risk is serious and cannot wait (such as exposed wiring, or a major hygiene outbreak), use the emergency line or accident reporting process.

Follow Up
Keep a copy of your report, if possible. If action is not taken in a short time, or the situation gets worse, raise the issue again. Good managers will investigate and keep you updated, but do not be afraid to chase.

Escalate If Necessary
If you think a concern has not been taken seriously, or you see immediate danger, use your whistleblowing policy. Whistleblowing is when a worker raises a concern outside their normal management structure, due to a risk of harm. Care organisations must have clear guidance about this.

Recording Details Accurately

Clear records help managers understand the problem and act quickly. Always include:

The nature of your concern, e.g. “hoist handle loose and cannot support weight”
Name, number or location of item
Who uses it, e.g. room number, service user’s initials (protecting confidentiality)
Anything already done, such as cordoning off an area

Keep records factual. Do not speculate. Describe what you see and what you have done.

Responding to Immediate Hazards

If you spot a danger that could cause immediate harm, act quickly. For example:

Remove the unsafe equipment from use, if safe.
Put up warning signs, or secure the area to protect others.
Inform colleagues by speaking to them directly.
Record and report using your agreed procedures.

Never try to repair complex equipment yourself, unless you are trained and authorised.

Working With Equipment and Facilities Providers

Sometimes external contractors maintain equipment and facilities. For example, a specialist company might clean and service hoists or deep-clean bathrooms.

If your concern relates to an item maintained by an external company, report it through your normal system. The manager will contact the supplier. It is not the worker’s duty to arrange maintenance directly. Record any information received from contractors about out-of-service dates, faults or required work.

Reporting Patterns and Recurring Issues

Some issues come up often. For example, regular breakdown of hoists, or repeat cleaning failures in a shared shower room.

You may be expected to highlight when faults happen more than once. Reporting these patterns helps managers identify underlying causes – for instance, poor staff training, insufficient cleaning rotas, or an equipment model prone to faults.

Report each incident separately but mention frequency. For example, “This is the third time the bath seat has failed in two months.”

Responding to Infections and Outbreaks

Dirty equipment or poor hygiene can lead to infection outbreaks. Examples include norovirus, MRSA (methicillin-resistant Staphylococcus aureus), or C. difficile (Clostridioides difficile).

If there are signs of infection like unexplained diarrhoea, vomiting, or skin infections in more than one person, report this as well. Infection control teams may need to deep-clean equipment and isolation procedures might be triggered.

Policies, Guidelines and Legal Requirements

Workplaces must follow laws and guidance about safe, clean environments. Key sources include:

The Health and Safety at Work etc Act 1974
This law says employers must protect staff and service users from risks linked to work, premises, and equipment.

The Control of Substances Hazardous to Health (COSHH) Regulations 2002
Protects against harm from hazardous chemicals or bacteria.

Care Quality Commission (CQC) Standards
Require cleanliness, equipment safety, and infection control in regulated services.

Manual Handling Operations Regulations 1992
Includes ensuring equipment like slings and hoists are safe for use to reduce injury risk.

Your organisation will have its own health and safety policy, with step-by-step reporting guidance.

When and How to Escalate Concerns

If nothing changes after reporting, or if you witness negligence, follow your escalation procedures. This is sometimes called the “duty to escalate.” If harm is occurring, or you suspect abuse or serious neglect, contact:

Your safeguarding lead or officer
The local authority safeguarding team
The Care Quality Commission (for registered services)
In emergencies, call 999

Use your workplace whistleblowing policy if your immediate manager does not respond, or if you fear repercussions.

Supporting Good Practice With Colleagues

Encourage others to notice and report hazards. Share practical examples of things you have reported and how they were resolved.

Support new or agency staff to understand the importance of raising concerns, especially if they are unsure of procedures.

If you notice repeated issues when working with specific colleagues, handle it sensitively. You might say, “I’ve noticed the commode has not been cleaned after use – I’m going to report this so we keep everyone safe.”

Confidentiality When Reporting

Always protect confidentiality:

Only share details with those who need to know
Do not discuss incidents or equipment faults openly where service users or visitors can hear
In records, use initials or codes rather than full names where possible
Store forms securely

If you suspect a concern is linked to poor practice or neglect, follow safeguarding procedures and never share the names of those involved unnecessarily.

How Managers Respond to Reports

After receiving a report, a manager should:

Investigate the concern quickly
Remove or repair broken equipment
Arrange cleaning or deep cleaning
Inform users and staff if there are restrictions on an area or item
Update records to show actions taken
Provide feedback to the person raising the concern

They might carry out risk assessments, involve external contractors, or review cleaning rotas.

Training and Ongoing Learning

Workers have a responsibility to refresh their knowledge of safe equipment use and infection control. Training often covers:

Using and cleaning aids safely
Recognising early signs of wear or contamination
Reporting concerns accurately

Ask for refresher training if unsure. Read any updates about product recalls or new cleaning guidance.

Barriers to Reporting – and How to Overcome Them

Workers sometimes feel unsure about raising concerns. Common reasons include:

Worrying about getting a colleague into trouble
Believing nothing will change
Not wanting to speak up in front of others
Not knowing the proper procedure

You have a duty to the person receiving care. Failing to report a risk could cause harm. Good managers welcome feedback and recognise staff who report concerns. If you need support, ask for supervision or mentoring.

Example Scenarios

Scenario 1: Dirty Shower Chair

You notice a shower chair has dried faeces and a broken footrest. The chair is needed for the next care routine. You do the following:

Do not use the chair; label as “Do Not Use”
Write details in your daily log with your initials
Report straight to the shift leader
Complete the incident report form as required
Help arrange for cleaning and repair
Tell other staff not to use until fixed

Scenario 2: Wet, Slippery Bathroom Floor

During your checks, you spot water leaking around a toilet, creating a slip hazard.

Close the bathroom, if possible
Put up a wet floor sign
Log the defect in the maintenance book
Inform your manager and maintenance staff

Scenario 3: Faulty Hoist

While moving someone from a bed to a chair, the hoist shudders and makes a grinding noise.

Stop using immediately and keep the person safe
Alert another staff member
Fill out the incident book
Report fault to a manager supervising equipment checks

Final Thoughts

Reporting concerns about the safety and hygiene of equipment and facilities used in personal care protects everyone. Early action prevents harm, stops the spread of infection, and creates a safer place for those giving and receiving care.

Follow workplace reporting procedures. Describe what you see, act to make the area safe, and share any patterns you spot. Stick to clear and factual language. If you worry nothing is being done, escalate the concern. Your actions can make a significant difference to someone’s wellbeing.