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Standard Operating Procedure 2 (SOP 2)
Purchase, Delivery and Storage of Goods
Why we have a procedure?
Black Country Partnership NHS Foundation Trust (hereafter referred to as The Trust)
Catering Service is committed to providing food for our patients, staff and visitors which
is safe to eat, nutritious and meets their quality expectations.
The Food Safety Act 1990, Food Hygiene (England) Regulations 2006 (sections 1 and
2) and the EC 852/2004 on Food Stuffs set out clear minimum requirements for food
hygiene and safety with the fundamental objectives being the pursuit of the highest
level of protection of human life and health. Catering Services comply with all relevant
legal requirements for food safety within the parameters in which it operates.
This SOP outlines the enhanced food safety procedures to be used to reduce product
risk and the associated threat of food borne illness during purchase, delivery and
storage of goods. The procedure is based on industry best practice and departmental
experience and expertise.
What overarching policy the procedure links to?

Food Safety Policy
Which services of the trust does this apply to? Where is it in operation?
Group
Mental Health Services
Learning Disabilities Services
Children and Young People Services
Inpatients
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Community
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Locations
all
all
all
Who does the procedure apply to?
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Food Handlers and Catering Staff
Ward staff involved in the ordering and serving of food for in-patients
Therapists undertaking food preparation and education of patients
When should the procedure be applied?
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When purchasing products from the nominated supplier
When checking foods upon receipt of delivery
When storing products
Purchase, Delivery and Storage of Goods
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How to carry out this procedure
Purchasing of Goods
Purchase of products from nominated suppliers in small quantities on a regular basis
prevents overstocking of food product. Over stocking may result in the deterioration of
food products which can result in the growth of food poisoning bacteria and viruses.
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Regularly check fridges, freezers, and dry stores to assess stock levels
List products required in a notebook
When placing orders mark against a list that orders have been placed
When receiving delivery check goods against delivery note
Check invoice against delivery note to see if correct quantity has been charged
Random check prices against purchasing/ suppliers master book for correct prices
Inform supplier immediately if any differences in quantity charged or prices
Inform line manager of any price changes
Delivery of Goods
By checking foods upon receipt we reduce the potential risk of foods being
contaminated with bacteria, pests, chemicals, foreign bodies or being delivered at
temperatures that might allow the growth of food poisoning bacteria.
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Food delivery vehicle must be enclosed
The inside of the delivery vehicle must be clean and there must be no sign of
chemical contamination or pest infestation
Vehicle drivers must be clean
Check that the loading of the vehicle is appropriate to avoid cross contamination
e.g. raw foods are separate to ready to eat products
Ensure that food is at the correct delivery temperatures – acceptable delivery
temperatures for chilled foods are 0◦c - 8◦c and frozen foods -15◦c or colder
Retain a temperature printout from the vehicle (if available)
Check that the delivery corresponds with the delivery note and against what was
ordered
Check that the packaging is not damaged or shows any signs of contamination
e.g. damp. Check that non-food items are correctly packaged. Check that quality
of products is acceptable e.g. products
Ensure the products are within the required shelf life limitations
If products fail delivery checks then do not accept goods. Make a note on delivery
note of items rejected and inform supervisor
Store products as detailed in Storage of Goods (see below)
Complete delivery documentation
Store deliveries in the appropriate areas immediately upon receipt
Do not store food items on the floor
Storage of Goods
A common cause of cross contamination and bacterial growth is due to food storage.

Check chillers and freezers are operating correctly – Storage temperatures must
be 8◦c or cooler for chillers (ideally 5◦c or less) and -15◦c or colder for freezers
(ideally -18◦c or less)
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Before storing products rotate existing stock items and check they are still within
shelf life limitations. Discard any out of date stock and record
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Ensure that packaging is intact
Purchase, Delivery and Storage of Goods
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Products must be packaged or covered to avoid cross contamination - raw foods
must be stored below cooked or ready to eat foods
Store ice-cream, sorbets, frozen breaded products and frozen fresh cream
products immediately
Store chilled foods as quickly as possible and within a maximum of 30 minutes of
accepting delivery
Store other frozen foods as quickly as possible and within a maximum of 1 hour of
accepting delivery
Place foods removed from packaging in the appropriate sealed container
Label all food removed from their original packaging with a ‘use by’ sticker
Store ambient products last
Record air temperatures of chillers and freezers twice daily. Product temperatures
must be recorded weekly
Discard out of date foods
Recommended fridge and freezer layout:
Top
Fridge
Dairy products
Prepared salad items
Prepared cooked meats and fish
Unprepared salad items
Raw meats and shell eggs
Raw fish
Purchase, Delivery and Storage of Goods
Freezer
Cakes
Bread
Prepared cooked meats and fish
Raw vegetables
Raw meats
Raw fish
Bottom
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List of Approved Suppliers
Site Name:……………
Name and Address of
Supplier and Account
Number
Goods Supplied and
Delivery Day(s)
Telephone Number and Contact
Name
Remember: Order food from only approved suppliers, and report any concerns to Estates
and Facilities Department.
Purchase, Delivery and Storage of Goods
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Delivery Check Sheet
Date
Time
Supplier
Products
Invoices or
Delivery
Note
Temp
of
Product
(◦c)
Conditions of
wrapping +
adequacy of
shelf life
Accept
or
Reject
Initials/ Comments/
Action taken
Remember: Each delivery must be inspected and the following food must be rejected during delivery: spoiled or interior
products above 8◦c; frozen products above - 15◦c; and any products with damaged wrapping or inadequate or exceeded
date code, when checking temperature of product, place the probe between 2 packs of food.
Purchase, Delivery and Storage of Goods
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Food Storage Record
Unit……………………….. Location …………………. Month ………………………
1 2 3 4 5 6 7 8 9 1
0
1
1
1
2
1
3
1
4
1
5
1
6
1
7
1
8
1
9
2
0
2
1
2
2
2
3
2
4
2
5
2
6
2
7
2
8
2 3
9 0
Refrigerator/ Freezer
Food wrapped / Adequately Covered
Food Labelled
Stock Rotated &Within Date
Cleanliness of equipment
Raw & Cooked food separated
Dry Food Storage
Food stored away from contaminated
sources
Food wrapped / Adequately Covered
Food Labelled
Stock Rotated &Within Date
Cleanliness of Store
Sign of Infestation
1. Initial boxes to confirm a check has been
made once weekly
2. Identify where action points are required with
an "X"
3. Initial the next box to identify when the action
has been carried out.
4. Enter comments to identify persistent or
serious problems
Purchase, Delivery and Storage of Goods
Comments:
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3
1
Where do I go for further advice or information?
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Infection Prevention and Control Team
Facilities Manager
Training
Staff may receive training in relation to this procedure, where it is identified in their
appraisal as part of the specific development needs for their role and responsibilities.
Please refer to the Trust’s Mandatory & Risk Management Training Needs Analysis for
further details on training requirements, target audiences and update frequencies
Monitoring / Review of this Procedure
In the event of planned change in the process(es) described within this document or an
incident involving the described process(es) within the review cycle, this SOP will be
reviewed and revised as necessary to maintain its accuracy and effectiveness.
Equality Impact Assessment
Please refer to overarching policy
Data Protection Act and Freedom of Information Act
Please refer to overarching policy
Purchase, Delivery and Storage of Goods
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Standard Operating Procedure Details
Unique Identifier for this SOP is
BCPFT-EST-SOP-02-2
State if SOP is New or Revised
New
Policy Category
Estates
Executive Director
whose portfolio this SOP comes under
Policy Lead/Author
Job titles only
Committee/Group Responsible for
Approval of this SOP
Director of Estates
Catering Manager
Food and Hydration Steering Group
Month/year consultation process
completed
April 2016
Month/year SOP was approved
June 2016
Next review due
June 2019
Disclosure Status
‘B’ can be disclosed to patients and the public
Review and Amendment History
Version
Date
Description of Change
1.0
June
2016
New SOP for BCPFT to support Food Safety Policy
Purchase, Delivery and Storage of Goods
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