Risk Management Procedure

Birth and Baby – TENS Machine Hire

1. Purpose

This page outlines the risk management procedures implemented by Birth and Baby to minimise risk to clients, the public, and the business in relation to the hire of TENS machines.

2. Scope

This procedure applies to:

• All TENS machine hire equipment

• Cleaning, handling, and storage processes

• Delivery and return of equipment

• Customer use and communication

3. Risk Identification

The following key risks have been identified:

• Hygiene and infection risk between users

• Equipment malfunction or failure

• Misuse of equipment by clients

• Loss, theft, or damage of equipment

• Injury or adverse reaction during use

• Transport and handling risks

4. Risk Control Measures

4.1 Hygiene & Infection Control

• All TENS machines are cleaned and disinfected between hires using hospital-grade disinfectant

• All external surfaces, leads, and controls are thoroughly wiped and inspected

• Electrode pads are single-use only and are not reused

• Only approved electrode pads suitable for TENS use are supplied

• Equipment is only reissued once it meets cleanliness standards

• Any equipment that cannot be cleaned to standard is removed from circulation

4.2 Equipment Safety & Maintenance

• All machines are tested between hires to ensure correct function and output

• Visual inspections are conducted for wear, damage, or faults

• Faulty or damaged equipment is immediately withdrawn from use

• Replacement of components occurs as required

4.3 Safe Use by Clients

• Clear written instructions provided by the manufacturer of the machine with every hire

• Safety warnings and contraindications are outlined in Terms & Conditions

• Clients are advised to seek medical advice if unsure about suitability

• Use is limited to external, non-invasive application only

4.4 Delivery & Handling

• Equipment is stored in a clean, dry, enclosed environment

• Protective cases are used during storage and transport

• Handling is minimised and hygiene practices followed during packing

• Courier returns include prepaid satchels to control handling processes

4.5 Loss, Damage & Asset Control

• All equipment is tracked through a booking system

• Clients accept responsibility for equipment during the hire period

• Replacement costs are outlined in Terms & Conditions

• Equipment is checked upon return for completeness and condition

4.6 Public Liability & Legal Risk

• Terms & Conditions clearly outline:

  • User responsibility

  • Proper use requirements

  • Limitation of liability

• The business does not provide medical advice

• The equipment is hired as a consumer device for external use only

5. Incident Management

In the event of an incident (e.g. injury, fault, or complaint):

• Details of the incident are recorded

• Equipment involved is immediately removed from circulation

• The issue is investigated and documented

• Corrective action is taken where required

• Insurer is notified if necessary

6. Staff Responsibilities

The business owner/operator is responsible for:

• Cleaning and testing equipment between hires

• Ensuring all procedures are followed

• Maintaining records of hires and incidents

• Reviewing and updating this procedure

7. Review & Continuous Improvement

This risk management procedure is reviewed:

• Annually, or

• Following any incident or identified risk

Updates are made as required to ensure ongoing safety and compliance.

8. Documentation & Record Keeping

The following records are maintained:

• Booking and hire records

• Cleaning and testing checks (informal or checklist-based)

• Incident reports (if applicable)

9. Conclusion

Birth and Baby is committed to maintaining safe, clean, and reliable equipment and minimising risk through practical and effective procedures. This business operates as a small-scale hire service and applies practical, risk-based controls appropriate to the nature of the equipment and service provided.