3.2.08 Operating instructions: Create, manage

1 Aim and purpose

Operating instructions are workplace and activity-related written instructions issued by the management on the safe handling of hazardous substances and work equipment (devices, machines, systems, tools) and other matters with the aim of preventing operating errors, accidents at work and health risks. They therefore serve to inform employees about the dangers associated with handling and the protective measures required to avoid them, and define rules of behaviour. They also serve to fulfil legal requirements and form the basis for instructions.

Creating, managing and making available operating instructions that were deemed necessary as a result of the risk assessment (hazardous substances, equipment).

2 Application

All areas of the HOSPITAL in which hazardous substances or technical equipment are handled.

3 Description

3.1 Initial situation

List as a result of the risk assessment in accordance with VA 3.2.13.
The list indicates whether or not operating instructions must be created.
It is determined who is responsible for creating the operating instructions.
The occupational safety specialist can help with the preparation of operating instructions for the hospital.

3.2 Sources of information

As far as possible, sources of information should be used when creating operating instructions:
- Safety data sheets of the manufacturers

- Operating instructions of the manufacturer

- Operating instructions for hazardous substances and technical work equipment on the Internet (Google entry: operating instructions)

- the label on the packaging

- Hazardous Substances Ordinance and its annexes

- Technical rules for hazardous substances (TRGS)

- Trade association rules and regulations (BG regulations, BG rules, BG information)

- Hazardous substance databases on the Internet, e.g. from universities. Bielefeld, Erlangen,

- Database of the state of NRW "Information system for hazardous and environmentally relevant substances (IGS)"

- Database www.gefahrstoffe-im-griff.de

- Technical Rules of the Ordinance on Industrial Safety and Health (TRBS)

- Instructions for use, device descriptions and maintenance plans from manufacturers

3.3 Preparation of operating instructions for hazardous substances

The following shows how an operating instruction for handling hazardous substances is structured and what content is important

3.3.1 Formalities

Each operating instruction is labelled with the name of the creator, the person responsible, a serial number and the date of creation.

3.3.2 Work area, workplace, activity

The area of application of the operating instruction is defined. For example, this can be the entire hospital or a specific ward, e.g. intensive care unit or a specific area, e.g. trauma surgery or a defined activity, e.g. wipe disinfection.

3.3.3 Hazardous substance (designation)

The hazardous substance must be named here. Enter the name of the hazardous substance that is known to the employees, e.g. alcohol. In addition, the chemical name, e.g. ethanol, must be entered for individual substances and the names of the substances relevant to health hazards for substance mixtures, e.g. disinfectants. Information on the hazardous substance designation can be found in the safety data sheet that the manufacturer supplies with each hazardous substance or that can be requested from the manufacturer. Information can be found in section 1 "Substance, preparation and company names" and in section 2 "Composition/information on ingredients"=== 3.3.4 Hazards to humans and the environment === The hazards that have been determined from the information on the special hazards (R-phrases) and from other information provided by the manufacturer must be described. The hazard symbol according to GefStoffV and, if applicable, warning signs according to BGV A 8 should be inserted here.
Information on this section can be found in the safety data sheet in section 3 "Potential hazards", in section 11 "Toxicological information", in section 12 "Ecological information" and in section 15 "Regulations".

3.3.5 Protective measures and rules of behaviour

The protective measures and rules of behaviour to be listed here are divided into
- Technical/structural protective measures e.g. ventilation; fume cupboard

- Organisational protective measures e.g. labelling; instruction

- Personal/behavioural protective measures e.g. personal protective equipment (respiratory protection, hand protection, eye protection, skin protection), measures against environmental hazards, hygiene, extinguishing agents Information on this can be found in the safety data sheet in section 7 "Handling and storage" and in section 8 "Personal protective equipment".
Signs to be used: Mandatory signs and prohibition signs in accordance with BGV A 8 (safety labelling)

3.3.6 Behaviour in the event of danger

The protective measures and rules of behaviour required in the event of danger (leakage, leakage of hazardous substances, fire, explosion) must be listed, e.g. emergency call 112.
Information on behaviour in case of danger can be found in the safety data sheet under section 7 "Handling and storage", under section 5 "Fire-fighting measures" and under section 6 "Accidental release measures".
The regulations of the fire safety regulations and the hospital's alarm plan form the binding basis for the measures to be included in the operating instructions in the event of danger. First aid To describe the first aid measures, the immediate measures to be taken "on site" should be specified. It should be clearly stated when a doctor should be called and which measures should be omitted. The following subdivision should be chosen:

- After inhalation

- After eye contact

- After skin contact

- After ingestion

- After burns

Information on first aid can be found in the safety data sheet under section 4 "First aid measures" and in the first aid boxes in the areas.

3.3.7 Proper disposal

This section must describe how to dispose of hazardous substance residues or the spilled hazardous substance properly. Information must be provided on suitable
- Personal protective equipment

- Disposal containers with hazard labelling

- Collection centres

- Absorbent

- Cleaning agents and options

Information on proper disposal can be found in section 13 "Disposal instructions" of the safety data sheet and in the hospital's waste disposal plan.

3.3.8 Example operating instructions

Operating instructions for hazardous substances should have a red frame. The operating instructions for medical oxygen and mineral spirits DAB are attached as examples in Annexes 1 and 2.

3.4 Operating instructions for work equipment

Operating instructions should be drawn up for the handling of technical work equipment if the risk assessment has shown that there is a risk to employees.
Operating instructions for work equipment should be structured according to the scheme for operating instructions for the handling of hazardous substances and have a blue border. The name of the work equipment should be entered instead of the hazardous substance name.

3.4.1 Work area, workplace, activity

The area of application of the operating instructions must be defined. The hospital, the work area, e.g. the workshop or kitchen, or the activity, e.g. handling circular saws or electric welding, must be specified.
The name of the creator, the person responsible and the date of creation must be added so that it is easier to recognise whether the operating instructions are still up to date.

3.4.2 Work equipment (designation)

The work equipment must be precisely labelled, e.g. "circular saw", "centrifuge", "lathe", etc., stating the type of equipment. The work equipment must be briefly described. The definition, function, intended use and main features must be stated. Specific information on the work equipment can be found in the operating instructions and the manufacturer's product description. Further important information can be found in the rules and regulations of the employers' liability insurance association, e.g. in BGR 111 on kitchen appliances.

3.4.3 Hazards for humans and the environment

The hazards resulting from the risk assessment for the use of the work equipment in the respective working environment in accordance with VA 3.2.13 must be described. In this context, the manufacturer's specifications must also be observed, the relevant statements in the trade association regulations and rules as well as the national legal provisions on occupational health and safety and environmental protection must be taken into account. Attention should also be drawn to typical injuries that can be caused by careless handling of the work equipment, such as cuts, crushing injuries, being pulled in, burns, e.g. in the form of warning signs from BGV A8

3.4.4 Protective measures and rules of behaviour

Protective measures and rules of behaviour that must be observed when handling the work equipment in the respective working environment should be listed here. The necessary measures and applicable rules should be derived from the risk assessment. They can usually be divided into
- Technical/structural protective measures e.g. protective devices

- Organisational protective measures e.g. instruction, functional tests before starting work, marking of danger points

- Personal and behaviour-related protective measures e.g. personal protective equipment

3.4.5 Behaviour in the event of danger and malfunctions

The necessary protective measures and rules of behaviour must be listed in the event of danger and malfunctions of the work equipment, e.g.

- Emergency call 112

- Additional technical protective measures e.g. emergency stop

- Necessary measures against environmental hazards

Information on behaviour in the event of a malfunction can be found in the manufacturer's operating instructions. Regulations in the fire safety regulations and the alarm plan can be measures that must be included in the operating instructions for hazardous situations.

3.4.6 First aid

The immediate measures to be taken by the first aider "on site" must be specified.

3.4.7 Disposal/maintenance

It must be described how appliance and machine parts, as well as chemical substances or oils that arise during repair and maintenance work, are disposed of properly. Information must be provided on suitable

- Personal protective equipment

- Disposal containers with hazard labelling

- Collection centres

- Absorbent

- Cleaning agents and options

Furthermore, it should be specified who is authorised to carry out maintenance work and what must be observed when replacing wearing parts. An approval certificate from the client may be required, e.g. if protective devices have to be removed and the work equipment cannot be de-energised.
Information on disposal can be found in the waste disposal plan. Information on maintenance can be found in the manufacturer's maintenance schedule.

3.4.8 Example operating instructions

Operating instructions for work equipment should have a blue frame. The operating instructions for a circular saw and a deep fryer are attached as examples in Appendices 3 and 4.

4 Documentation

Specific hazardous substance folders or notices in the departments/areas, possibly shrink-wrapped in foil
Specific folder for technical work equipment in departments/areas
Central folder for operating instructions for hazardous substances and work equipment at the occupational safety specialist, filing by serial number, keeping a table of contents

5 Resources

Working time: Preparer of operating instructions approx. 30 min to 3 h, depending on the experience and level of knowledge of the preparer
Working hours: Occupational safety specialist
PC equipment
Office

6 Responsibility, qualification

Expertise with regard to hazardous substances or work equipment Knowledge of internet research Familiarity with the work process on the device to be described.

7 Notes and comments

8 Applicable documents

8.1 Literature

BGV A1 (principles of prevention) BGV A 8 (safety labelling) TRGS 220 (safety data sheet) TRGS 555 (preparation of operating instructions)

8.2 Terms

Creation date: January 2008 Voss/Böhm

Attachments