
Safe (Preventing Harm & Protecting Patients) Policy
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.