Hazardous Substances

Policy

We have a duty under the Health and Safety at Work Act 2015 and the Health and Safety at Work (Hazardous Substances) Regulations 2017 to ensure any hazardous substances kept at the practice are managed appropriately to minimise the risk to staff, patients, and visitors.

Team members are trained to work safely with hazardous substances. In the event of an accident or near miss involving a hazardous substance, staff follow the practice's incident management procedure.

Keeping inventories

Regulations require that practices keep an inventory of all hazardous substances used or stored on site and have controls in place to manage the risks. Depending on the grade/severity some of these will need to be on the WorkSafe hazardous substances inventory, while the rest need to be on a separate practice inventory.

The WorkSafe | Mahi Haumaru Aotearoa Hazardous Substances Calculator will help determine whether any chemicals or other substances, e.g. medical oxygen, Entonox, alcohols, hydrogen peroxide, at the practice are 'hazardous', and what controls will need to be in place.

1. Generate a hazardous substances inventory, using the WorkSafe Calculator and template to help you.
2. Make a separate inventory of any other hazardous substances, including hazardous waste, held at the practice. Use a template like this, and include the relevant information.

   For each hazardous substance your inventory must include:

   • the substance's name and UN number (if available)
   • the maximum amount likely to be at the workplace
   • its location
   • any specific storage and segregation requirements
   • a current safety data sheet or a condensed version of the key information from the safety data sheet
   • any hazardous waste.

   Source: Worksafe | Mahi Haumaru Aotearoa

   Some hazardous substances, such as detergents, are not required to be entered into the practice inventory due to their grading, but must be entered into the hazards and risks register.

   Source: RNZCGP Indicator 13.2 Hazardous substances

3. Add both inventories (the WorkSafe, and the practice inventory) to your hazards and risks register.
   • Update both inventories whenever there is a change, e.g. there is a new substance or the maximum quantity of an existing substance changes.
   • Keep both inventories, and your hazards and risks register, readily available to emergency services, including in the instance of an evacuation.

     For example, you may keep a hard copy, electronic copy that can also be accessed off site, or a copy in some other form.

4. Carry out a hazardous substance risk assessment for all substances on your inventories.

   Consider:

   • quantity
   • storage and containment
   • health hazards
   • potential reactions with other substances
   • flammability and sources of flame or heat
   • likelihood and consequences of exposure.
5. Determine how to manage the risks.

Note: If the practice has any highly hazardous substances (e.g. Class 6.1A or 6.1B substances, such as phenol or formalin at certain concentrations), then these need to be under the personal control of a certified handler or a certified handler needs to be physically present and able to guide and assist an uncertified handler.

Management of hazardous substances

1. Keep safety data sheets for all hazardous substances:
   • Check a safety data sheet is provided with the substance when it is first supplied.
   • If the safety data sheet changes, get a copy of the amended sheet with the next supply.
   • If there is no safety data sheet or it is out of date, contact the supplier to get a copy.
2. Add all hazardous substances to the hazards and risks register.
3. Make sure all hazardous substances are kept in appropriate, sound containers and are properly labelled with:
   • product or chemical name
   • hazard pictogram
   • hazard statement.
4. Put controls in place, such as signage requirements or fire extinguishers, where indicated by the Hazardous Substances Calculator.
5. Provide staff with required information, instruction, safety data sheet training, and supervision before they carry out or supervise work involving hazardous substances. Document the training and keep a record of this.

   Content of training as per the data sheet:

   • properties of a hazardous substance
   • how it affects health and safety in the workplace
   • how to manage these risks
   • how the substance should be safely used, stored, transported, and disposed of
   • first aid information
   • information about PPE that the person handling the substance should wear (if applicable)
   • what to do in the event of an emergency, such as a spill or fire.

   Source: RNZCGP

6. Provide staff with any appropriate personal protective equipment (PPE).
7. Dispose of any surplus and non-recyclable hazardous substances according to the safety data sheet.
8. Have an emergency response plan and provide emergency equipment, e.g. spill kits and fire extinguishers, at hazardous substances locations.

In an emergency involving hazardous substances, call 111 and advise which substances are involved, and the quantity. Provide the hazardous substances inventory to emergency services when they arrive. If necessary, evacuate the practice. Notify WorkSafe if serious illness, injury or incident occurs.

Review and monitoring

Hazardous substances and control measures are reviewed during health and safety meetings:

• if a new hazardous substance has been identified.
• if anything has changed that may alter the risk and how it is managed.
• if an incident involving a hazardous substance has occurred.
• at least once every 5 years.

Related policies

• Emergency Response
• Incidents

Resources

• WorkSafe: Hazardous Substances
• WorkSafe: Hazardous Substances Calculator
• Hazardous Substances Toolbox
• The Health and Safety at Work (Hazardous Substances) Regulations 2017

safety data sheets