Equipment Maintenance and Calibration Policy

Equipment Maintenance & Calibration Policy

Effective Date: 1st April 2025
Review Date: 1st April 2026
Version: 1.1
Approved by: Clinical Governance Lead

HAUS OF ÄSTHETIK is committed to maintaining a safe clinical environment by ensuring that all equipment used within the clinic is regularly inspected, serviced, and calibrated to the highest standards. This policy underpins our dedication to safety, clinical effectiveness, and regulatory compliance as outlined by the CQC, Save Face, and applicable UK regulations.

To provide a comprehensive framework for the inspection, maintenance, calibration, and documentation of all clinical, aesthetic, and essential non-clinical equipment used at HAUS OF ÄSTHETIK.

This policy aims to:

• Minimise the risk of equipment-related harm to patients and staff.

• Ensure equipment is fit for purpose and used according to manufacturer guidelines.

• Maintain comprehensive records for auditing and regulatory compliance.

This policy aligns with:

• CQC Regulation 15: Premises and Equipment

• Save Face Standards: Equipment Maintenance and Calibration

• Medical Devices Regulations 2002 (as amended)

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014

• Manufacturer-specific servicing guidelines

Applies to:

• All clinical and aesthetic equipment (e.g. LED devices, emergency kit, cryotherapy machines, sharps containers, treatment couches)

• All personnel operating or managing equipment

• Contractors or external engineers servicing or calibrating equipment

• Digital platforms integrated with medical devices

Clinic Director: Holds overarching accountability for implementation and oversight.

Clinical Governance Lead: Maintains policy compliance, audits, and oversees training and record-keeping.

All Staff: Responsible for:

• Completing daily/weekly visual safety checks.

• Reporting faults promptly.

• Using equipment only for its intended purpose.

Each piece of equipment must be logged with:

• Equipment name and type

• Manufacturer and model

• Serial number

• Date of purchase and warranty expiry

• Maintenance and calibration schedule

• Date and outcome of most recent servicing or inspection

This register must be updated quarterly and reviewed during audits.

Equipment Type	Check Frequency	Maintenance/Calibration
Cryotherapy Device	Weekly visual + annual	Annual service
LED Light Therapy Device	Before use + annual	Annual calibration
Emergency Equipment	Weekly + monthly test	Annual service + restock
Fridges (Medical Use)	Daily temp check	Annual inspection
Thermometers	Weekly	Biannual calibration
Blood Pressure Monitors	Weekly	Biannual calibration
Sharps Bins	Weekly	Replaced as per policy

• Faults must be reported immediately using the Fault Reporting Form.

• Equipment with identified issues must be clearly labelled "Out of Service" and removed from use.

• Only certified technicians are authorised to carry out repairs.

• A Repair Log must be kept for all equipment incidents and rectifications.

• Calibration must follow manufacturer guidelines or be completed annually if not specified.

• Certificates must be retained in the Equipment Maintenance File.

• Digital equipment requiring calibration must be recalibrated after any software update or repair.

• Equipment must be cleaned after every use in line with the Infection Prevention & Control Policy.

• Single-use items must never be reused.

• Equipment must be stored in designated clean and dry areas.

• All staff must be trained during induction on safe use and maintenance of equipment.

• Refresher training to be delivered annually.

• Use of new equipment requires competency sign-off before clinical use.

• Training must be recorded in the Staff Training Matrix.

Maintain:

• Asset register

• Calibration certificates

• Maintenance reports

• Fault and repair logs

• Staff training records

All documentation must be kept for at least 5 years and be readily accessible for inspections by CQC, Save Face, or other regulatory bodies.

• Quarterly internal audits will assess:

  • Compliance with maintenance schedules

  • Fault reports and resolution timelines

  • Calibration currency and documentation

• Action plans will be implemented for any deficiencies.

This policy will be:

• Reviewed annually (or sooner if new equipment is introduced or regulations change)

• Audited as part of routine clinical governance procedures

This policy ensures a high standard of equipment safety and clinical effectiveness at HAUS OF ÄSTHETIK. It guarantees compliance with regulatory and ethical responsibilities and helps deliver consistently safe, high-quality aesthetic care.

For any queries or training related to this policy, please contact the Clinical Governance Lead.