This beginning section should just include personal details (including name, job title and contact information).
The written scheme and the risk documents are two things which are necessary when the public have access to your hot tub, For example in holiday lets and renting. You have a responsibility over the safety of your customers to ensure that they are not exposed to legionella and other bacteria which can grow in your hot tub.
The Health and Safety at Work etc Act, applies responsibilities to the duty holders. Sections 2, 3 and 6 of the act state that employers, as well as those who are self-employed, and manufactures have this responsibility of a duty of care towards those relevant persons. In this case it would be the people using or working on or near your hot tub.
Risk document
Clear allocation of management responsibilities
Clear identification of roles and responsibilities including employees and contractors
This section is important as it lists all the other people involved in the process and can be crucial in an emergency or if the hot tub tests positive for legionella as well as other bacteria. (As those who may be exposed need to be contacted and made aware).
Competence, training and instruction of key personnel, employees and contractors including training records
This section just wants you to list all relevant training you or your employees (who are working on the hot tub) have taken in regard to the operation and management of the hot tub.
Check to confirm that consideration was given to preventing the risk by elimination or substitution before implementing control measures
This section means that, when managing the hazard, which in this case is your hot tub, you must look for ways to completely remove the danger or swap it for something much safer.
As substitution and elimination are hard to achieve when it comes to legionella or other bacteria, It’s better to take an approach where you will show that you will apply strict physical and chemical management.
Within this section it’s also important to look at the water source and determine whether or not that can be a potential future problem.
Description of the spa-pool system, component parts and associated equipment
In this part you should list what type of spa-pool/hot tub system you own as well as all the parts that will be cleaned and disinfected. This can include things like; the type of dosing equipment, including the use of any automatic controls, timers, pumps, balance tank(s), air blowers etc.
Evaluation of the risk which should include the potential for microbial growth, other health and safety issues and compliance with the water safety elements of the water fittings regulations
This section requires a thorough site inspection to identify hazards within your water system, ensuring the water supply is safe to use, protects human health, and meets UK legal standards.
(These standards require duty-holders to have cleaning schedules, and regimes. In addition, have frequent water testing and treatment etc)
This section also requires you to consider health and safety issues like trips or slips and confined spaces.
It is important in this section to ensure all potential risks around the hot tub are well thought through and understood, as well as ensuing that any parts regarding the hot tub are up to standard, to prevent any further risks.
Assessing the potential for the system to become contaminated with micro-organisms and other material
You need to monitor mechanical vulnerabilities for anywhere that can increase the risk of micro-organisms like stagnant water. You will also need to identify and evaluate all the ways that unwanted micro-organisms or materials can enter the system/water, like people not showering before going in etc.
Arrangements to review the risk assessment regularly and particularly when there is reason to suspect it is no longer valid
In this section it is important to state that you will be reassessing the equipment and the potential for contamination, if it is clear that your hot tub has been contaminated through, identifying disease or testing.
Written scheme
Purpose
In the section you will outline why the document exists e.g., primarily to ensure compliance with UK health and safety legislation and to establish clear operating procedures.
Scope
In this section you will put the exact location and identification of the tub, and specify what use it has, e.g. commercial/ business use. This should include the associated plant, which is all the relevant parts of the hot tub machine. This could be in the form of an up-to-date schematic diagram of hot tub.
Risk document
In this section you will need to input your risk document from the Risk document section above.
Management structure
This section is quite simple. This is where you list; who is primarily responsible for the care of the hot tub, as well as their contact details. In this section you will also list everyone else working on or close to the hot tub.
Instructions for correct and safe operation of the system
This would be the step-by-step guide on how to effectively operate the equipment correctly. This should follow the exact method given in the operating guide to prevent accidents.
Safe operating procedures for the spa pool system including appropriate control measure
This section should contain your normal operating plan, which includes what you do day to day. This should follow the advice given in the operating manual and be adapted to meet the needs of your specific hot tub.
The normal operating plan will depend on how many people are in the hot tub each turnover, and cleaning methods like if you backwash and the filter you use as well; as well as much more.
There may even be the need to list any unusual operating procedures, like whether or not there are frequent power cuts or pump breakdowns.
Precautions in place to prevent or minimise risks associated with the system
The HSE provides some great examples of this, like putting up signs telling people to shower before getting in, being strict on who can get in the hot tub, not allowing consumption to occur in the tub, cleaning schedules etc.
In this section just provide details as to what you are doing to minimise and risks.
Effectiveness of control measures including chemical and physical water treatment, disinfection and cleaning regimes and remedial work and maintenance
In this section of your written scheme, you will need to check how well your water safety plan works by looking if your cleaning, germ-killing, and repair work is actually stopping harmful bacteria.
Monitoring, inspection and maintenance procedures
This is where you list how frequently you check and monitor your hot tubs. For example, how often you check the PH or add chemicals, the backwashing schedule etc.
You will also include in this section how often you clean the tub or preform maintenance procedures.
The HSE provides a table outlining the frequency in which the hot tubs should be cleaned, on page 34 - 35) of the following document:
HSG282 - The control of legionella and other infectious agents in spa pool systems
Results of monitoring, inspection and any checks carried out
In here you simply input the results of your testing, monitoring and checks (the frequency of these results will be put in the section below).
Tests, checks and inspections to be carried out, their frequency and resulting corrective actions
You should test for common bacteria like E. coli every month while legionella testing should happen quarterly. However, if testing reveals that your hot tub actually does have any dangerous bacteria this may change, and you will be asked to test more regularly until the problem gets resolved.
This section simply wants you to state how frequently you test your hot tubs and your corrective actions.
Remedial action to be taken in the event that the scheme and control measures are found to be not effective
Your written scheme should make it clear that you will have a plan of remedial action. This should probably be closing the hot tub to guests, draining as well as an intensive cleaning schedule of all parts on the hot tub not just the surface e.g., like pipes and filtration system. It should also be clear that you will reassess chemicals used as well as the cleaning/maintenance schedule, and test regularly until results are negative.
Health and safety information, including detail on storage, handling, use, and disposal of any disinfectant used in both the treatment of the system and testing of the water
Provide the health and safety information you are using to make your decisions. In addition to this, explain where you are storing, handing, using and disposing your chemicals and disinfectants and how you are ensuring they comply to health and safety laws and regulations.
This should also include any dosing equipment.
For example, through storing the chemicals in dry and dark storage rooms upright. Also, using the right PPE when handling the concentrated chemicals.
Emergency plan to deal with situations involving serious or imminent danger
This emergency action plan (EPA) should give specific instructions on the action to be taken, by all staff, in the event of any emergency.
Audit of contractors upon completion of any contracted work
This section means that a quality and compliance review is conducted after a contractor finishes a job. This verifies that the contractor adhered to health and safety regulations and left the site secure and clean.