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SOP 10.2 - Visitor and Contractors Sign In

The Contractor and visitors Signing–In Book and Permit to Work system are in place to control the risks associated with contractors working within our premises, the activities they are undertaking and to ensure that the contractor is fully aware of any hazards that could affect them, i.e., fragile surfaces, asbestos, methane, store work activities etc. It is essential that all JVPS, Practice Managers and Key Holders familiarise themselves with the contents of this Safe Working Practice to minimise the risk of injury to colleagues, visitors and patients. The following instructions should be followed when dealing with contractors.

  • The Contractor and Visitors Signing-In book must be kept at a convenient location at reception. The signing in sheets will be supplied to you by your Health and Safety Manager once your asbestos survey has been completed.

  • Within the signing in form there is a section on Site Specific Information. This section must be completed by the JVP/Practice Manager and reviewed if equipment or processes change. This section provides information for contractors about Practice specific hazards, hazardous machinery and processes so must be available for the contractor to read when they sign in.


  • Once the Asbestos survey has been completed the practice will be provided with a copy and any outstanding actions are the responsibility of the practice to complete. Within the completed Asbestos Survey, you will find an Asbestos register which outlines all the asbestos containing materials in the building. The Asbestos Register should be available to contractors to view when signing in to complete works.

  • HGHQ will receive a copy of the Asbestos Survey, the Health and Safety manager will ensure there are reminders set up for those actions and contact the relevant practices to ensure those actions are completed.

  • The Health and Safety Manager will have a copy of each practice’s Asbestos register and ensure any reoccurring actions are completed and the correct measures are in place.

  • Practices built post-2000 are classed as Green for Asbestos.

  • All Practice’s that have an Asbestos Survey, where Asbestos was found, are classed as Red for asbestos and details of its whereabouts are to be added to the Asbestos register

  • All Other Practices are classed as Amber.

  • The JVP/Practice Managers must ensure that colleagues are made aware the JVP/Practice Manager is to be called when a contractor arrives at the premises.

  • All JVP/Practice Managers must ensure that all contractors complete the Signing-In Book before any work commences.

  • The Site-Specific Information Document (RAMS and Liability Insurance) must be shown and discussed with the contractor by the JVP/Practice Manager. Training on this can be found on HG Academy.

  • By signing the book, the contractor is confirming that they are aware of the hazards, work methods and necessary control measures that need to be put in place and that these have been discussed with the JVP/Practice Manager. It also confirms that they are aware of the emergency evacuation procedures and assembly points, and that they are suitably trained to carry out the work and will adhere to method statements and risk assessments. All contractors arranged locally should be competency checked. NB those arranged centrally should be working to centrally approved method statements and Risk Assessments.

  • If, as a JVP/Practice Manager, you are not comfortable with the safety of the work being undertaken you must stop the activity and contact either the facilities dept or your Health and Safety Manager for advice.

  • Contractors should be made aware that they may be subject to a search when they leave.

  • If the planned activity involves Electrical work, Working at Height, Hot Work, or Lone Working then a Permit to Work must be completed by the JVP/Practice Manager before the work commences.

  • Electrical Work - A permit is required for any work on your electrical systems.

  • Working at Height - A permit is required if the work is outside of normal activities from a step ladder even if it is at or below ground level.

  • Hot Work - This is a term for work processes which involve applying or creating localised heat therefore creating a fire risk. Hot works normally fall under the following processes: Welding, Burning (cutting metal using a gas torch), Grinding (using a grinding disc to clean or cut metal), Plumbing (braising or soldering pipes) and Roof repairs where hot material or heat is applied but could apply to any form of localised heat such as that used in the jointing of flooring.

  • Lone Working - Considers the risk of a person working alone in specific high-risk areas of the premises i.e., lift motor rooms, plant rooms, electrical switch gear rooms, generator rooms, boiler rooms, remote storage rooms. In the event of an accident a lone worker must be able to communicate with someone by some means and not be left undiscovered.

  • The Permit to Work sections relevant to the planned work activity should be completed by the JVP/Practice Manager with the contractor.

  • The JVP/Practice Manager must sign, date and time the Permit to Work to confirm they are satisfied that all the relevant sections of the Permit to Work have been completed, necessary controls are in place, and they are giving permission for the work to commence. Work cannot commence without the JVP/Practice Managers signature.

  • The contractor must also sign the Permit to Work to confirm that they have discussed all hazards with the JVP/Practice Manager and have supplied all relevant information for the relevant sections of the Permit to Work. The contractor must also supply an emergency contact number for use in the event of an accident/incident.

  • Each Permit to Work for a specific activity is only valid for the expected duration of the works or a maximum period of 24 hours, after which time a new permit to work must be completed.

  • It is at the JVP/Practice Manager’s discretion to allow contractors to use the Practices access equipment; however, it should be considered by the JVP/Practice Manager if the access equipment is suitable and fit for purpose for the work involved.

  • Upon completion of the activity the Permit to Work is to be signed by both the Contractor and JVP/Practice Manager and that no further work will be carried out unless a new Permit to Work is issued.

  • If the activity involved Hot Works, both contractor and JVP/Practice Manager must conduct a robust inspection of the work area and any adjacent areas to check that there is no risk of fire 1 hour after work completion (as stated in the permit to work). If the area is inaccessible the JVP/Practice Manager must witness the contractor carrying out the checks as far as is practical.

When all contractors have completed their work activity they must sign out before leaving the premises on the initial signing in sheet

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