Standard Operating Procedures

Cleaning COVID-19
Offices and Outpatient Units

Contents Pages

SOP Cleaning Offices and Outpatient Units 2-4

Hand-Hygiene Action Card (A) 5

Cleaning Chemicals Action Card (B) 6-8

Consulting with our Partners 9

Clear Workstation Policy 9

Office Cleaning Programme 10 - 11

1
Revision number 1 / 2020
What is this procedural document about?
This procedural document highlights the procedure that must be read by all Domestic Assistants
responsible for cleaning the offices across the estate and environment users.

The offices are available for staff members to occupy between the hours of 0800hrs – 1700hrs.
From 1700hrs to 0800hrs, the offices can be cleaned and this will also include the kitchen and
beverage areas that remain out of use during the cleaning process.

Am I able to deviate from the procedure?

No, the procedure is written for the wellbeing of you and your colleagues so it MUST be followed in
full.

When must it be read?

The procedure must be read immediately and where possible with your line manager.

Where do I get PPE for my team?

There isn’t a requirement to wear PPE wrap around spectacles or infection control disposable
gloves in the offices but please continue to wear the PPE when handling the cleaning chemicals, in
line with the product safety data sheet information sheets and a face mask.

What if I have any further questions?

If you have questions, please contact your line manager.

Contract Cleaning
The Trust provides a cleaning service which is delivered by Trust staff and/or contract cleaning
services provided by Interserve. The view of the Trust is that the relationship with Interserve and
contractors is a ‘one team approach’ and therefore this SOP is shared equally. To prevent
complications in ownership responsibilities, it is the responsibility of the Facilities Services
Manager (Catering & Domestic Services) and the Interserve General Account Manager, to
circulate the SOP document to sub-contractors that are working directly for them.

2
Introduction
This Safe Operating Procedure (SOP) provides the Domestic team, IFM and environment users
with the information they need to ensure the areas of occupation are kept hygienically clean for the
comfort and safety of staff. This procedure highlights the safety measures and resources which
the Trust has put in place to enable this goal to be achieved.

Purpose/Scope
This SOP outlines the procedure for offices and outpatient units, beverage, kitchen, breakout,
toilets and all meeting rooms.

PPE
The Domestic Team should carry on and continue to wear the normal hand protection gloves they
use to provide a barrier protection against the cleaning chemicals and face masks/face visors.

Hand-Hygiene
The rules of good hand-hygiene continue in order to reduce the transmission of infection. All
Domestic Assistants should decontaminate their hands with alcohol based hand rub when entering
and leaving. Remember the government advice to wash hands for at least 20 seconds. Please
remember to follow the hand hygiene rules which as required by the clinical team members. For
more information, please refer to Action Card (A) of this document.

Social Distancing
Please follow social distancing when working across the estate. Social distancing signage is
displayed across every building to remind individuals of their responsibilities.

Cleaning Chemicals (Chlorinated)

Cleaning chemicals (chlorinated) are provided to you by the Trust for LYPFT Domestic Staff. The
list here provides the chemicals which must only be used. For more information, please refer to
Action Card (B) of this document.

 GV Health – SoChlor Disinfectant surface wipes (or equivalent)

 GV Health - ScoChlor Disinfectant water soluble tablets (or equivalent)

Frequency of Cleaning
National guidance for the return to work within offices and call centres recommends a regular
cleaning programme. As such rolling out a daily programme meets this requirement and is a 5x
fold increase from pre COVID cleaning programmes from Monday to Friday.

Outpatient areas
Outpatient areas will be subjected to the cleaning programme outlined through the SOP, this will
be the daily clean. Cleaning of waiting areas and clinic rooms between appointments will follow
self-responsibility, with surfaces being wiped down by the environment user during the session that
they occupy the work area.

Maintenance of the Team Bubble

During the week, team members must stay within their own team office workspace. However,
during the weekend the Trust accepts that the team bubble is broken when individuals from other
teams enter and work in the office. In order to secure the team bubble, the Trust has committed to
the cleaning of the office by the Domestic Cleaners/IFM on the Friday evening, starting from 5pm,
in readiness for its occupation Saturday and Sunday. The Domestic Team / IFM will return

3
Monday morning to carry out a new clean, in readiness for occupation of the office by team
members.

Office staff self - responsibilities

We ask our staff members to use the surface anti-bacterial wipes to clean down the workstations
touch points. Instructions are left on each workstation surface to remind them to wipe down the
touch points before and after they have finished using it.

If the kitchen(s) are open, a notice is also displayed for staff members to read which is a reminder
to clean down any touch points and a pack of wipes is provided for them to use.

Cleaning the office environment

The cleaning of the office workspace is completed daily. As a minimum the following should be
included in the list of items to be cleaned. Please also include any fixtures and fitting which would
normally be done as part of the daily cleaning service;

Domestic/IFM Team Responsibilities Office Staff Responsibilities

 Door edges  Keyboard
 Door handles  Phone handset
 Door push plates  Water cooler touch points
 workstation surfaces  Computer mouse
 Light switches  Printer touch points
 Light pull cords  Confidential waste post box
 Toilet seat surrounding
 Shower heads  Kettle, toaster, microwave handle
 Shower screen  Levers of the chairs (which increases
 Bin Lid the chair height and backrest) and
 Toilet Seat arm-rest
 Meeting room table surface  Touch points on the workstation fan
 Consultation rooms between
appointments
 Window handles
 Toilet handles
 Taps
 Toilet door locks
 Room temperature adjustment wall touch
points
 Wall mounted power socket on/off touch
switches
 Kitchen work-surface
 Door/fridge/dishwasher/cupboard
handles

Soft Furnishings
Every operator’s chairs which as a soft furnishing covering should be steamed cleaned at 77 ₒc.
This process should be done for a minimum of 5 minutes. If there are any other soft furnishing
chairs within the office workspace that are being used, then these too should be steam cleaned
and could include soft furnishing chairs within any break-out areas, meeting rooms and reception
spaces etc. and the Trust is committed to cleaning of the soft furnishing every 8 - weeks.

4
Action Card (A)
Hand-Hygiene

5
 Action Card (B)
Essential Chlorine Chemicals

6
7
.

8
Consulting with our Partners
The Board recognises the valuable contribution our IFM partner and others make to providing a
clean environment for our staff and service users and their view is a ‘one-team approach’.

This SOP aligns with the service output specification (Appendix 3) from the PFI contract and
incorporates the contractual obligations required to be undertaken by IFM.

Clear Workstation (Personal Responsibility)

The surface of the workstation must remain clear of items by the individual before leaving at the
end of the working day. This means that the only items left on the workstation will be the handset,
keyboard, monitor and mouse.

Any personal items must not be left under the workstation by the individual.

Please remember, it is not the responsibility of IFM or LYPFT Domestic Staff to clear items of the
workstation.

9
Office Cleanng Programm – PFI Sites

*Becklin Monday……………………………….. x1 Early Morning Interserve

Centre Tuesday………………………………. clean Cleaners
Wednesday…………………………… x1 Daily clean
Thursday……………………………… x1 Daily Clean
Friday (Twilight Clean)……………... x1 Daily Clean
x1 Twilight Clean
*Asket Croft Monday……………………………….. x1 Daily Clean Interserve
Tuesday………………………………. x1 Daily clean Cleaners
Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*Asket Monday……………………………….. x1 Daily Clean Interserve
House Tuesday………………………………. x1 Daily clean Cleaners
Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*Little Monday……………………………….. x1 Daily Clean Interserve
Woodhouse Tuesday………………………………. x1 Daily clean Cleaners
Hall Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*Parkside Monday……………………………….. x1 Daily Clean Interserve
Lodge Tuesday………………………………. x1 Daily clean Cleaners
Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*The Monday……………………………….. x1 Daily Clean Interserve
Becklin Tuesday………………………………. x1 Daily clean Cleaners
Centre Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*The Mount Monday……………………………….. x1 Daily Clean Interserve
Tuesday………………………………. x1 Daily clean Cleaners
Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean
*The Monday……………………………….. x1 Daily Clean Interserve
Newsam Tuesday………………………………. x1 Daily clean Cleaners
Centre Wednesday…………………………… x1 Daily Clean
Thursday……………………………… x1 Daily Clean
Friday………………………………….. x1 Daly Clean

* Staff members using the workstations are personally responsible for wiping down their
workstation before and after use. A notice is placed on each desk to remind individuals.

10
Office Cleanng Programm – Trust Owned and Leased Sites

*Monday Daily and Twlight Cleaning LYPFT Trust Domestic Staff/

Contract Cleaners

*Tuesday Daily and Twlight Cleaning LYPFT Trust Domestic Staff/

Contract Cleaners

*Wednesday Daily and Twlight Cleaning LYPFT Trust Domestic Staff/

Contract Cleaners

*Thursday Daily and Twlight Cleaning LYPFT Trust Domestic Staff/

Contract Cleaners

*Friday Daily and Twlight Cleaning LYPFT Trust Domestic Staff/

Contract Cleaners

* Staff members using the workstations are presonably responsible for wiping down their
workstation before and after use. A notice is placed on each desk to remind individuals.

11