The problem
An environmental health officer visits your hotel and carries out an inspection. No one on duty knows what to do and they are unable to provide the answers to management questions. The first time you find out about the visit is when you receive a summons in the post for food hygiene offences.
Expert Advice
An environmental health, trading standards or fire officer can arrive to inspect premises without notice. So, it is best to be prepared with a plan of action should they do so.
The most important action is to have someone deal with them who knows the business, is familiar with practices and procedures and who carries an air of authority. If the officer receives credible answers to his or her questions, then they may be satisfied that, as a business, you are aware of your responsibilities and are trying to carry them out diligently, even if things are not perfect.
Understand some of the critical things an environmental health officer (EHO) wants to see - they are there, after all, to ensure that you are complying with the law.
Food safety and hygiene
Have up-to-date, readily available documentation for the following:
* HACCP system.
* Temperature-control records.
* Fridge/freezer temperature checks.
* Hot food temperature checks.
* Stock control systems, ie, day dots, use-by dates, etc.
* Cleaning schedules.
* Staff training records.
* Delivery checks.
If records are not up to date, explain why. Perhaps you've been short-staffed. Doing something is better than doing nothing.
Health and safety
Have the following readily available:
* Company health and safety policy statement.
* Company health and safety manual.
* Risk assessments.
* COSHH assessments.
* Training records.
* Accident book/records.
* Internal safety checks.
* Maintenance records for equipment, eg, lifts, electrical appliances.
What to do during the inspection
Accompany the inspector during their inspection. Ask what they are writing in their notebook, what they think is not good enough and how they would like to see it improved. Don't argue about a point but explain your position. Make notes for yourself about what you see. Inform higher management. The EHO can:
* Take photos.
* Check documents.
* Seize documents, products, articles or items.
* Take samples.
Make sure you have exact details of what they have and why they want them.
What action could the EHO take?
The EHO could:
* Give you informal, verbal advice.
* Leave you with an inspection report.
* Write to you informally.
* Serve you with legal notices.
* Prosecute for offences noted.
The law
EHOs and other enforcing authority officials such as trading standards and fire officers can demand entry to premises carrying out business functions at all reasonable times and without any prior warning or notification. Refusing entry to an authorised officer is an offence and carries a fine if prosecuted.
Check list
* Accompany any enforcement officer on their visit.
* Have an experienced member of staff available.
* Make notes of the inspection, what they've seen, commented on, etc.
* Show them documentation.
* Explain how you do things.
* Ask what action they will take.
* Inform higher management.
* Check the inspector or EHO's identity card - bogus officers do exist.
BEWARE!
EHOs may be tougher than they need to be because they haven't been given the correct answers during the inspection, or because no one seemed to understand the procedures.
Make sure all staff are trained in what to do when "an inspector calls" and that they refer the matter immediately to the duty manager.
Contact
Perry Scott Nash
01438 745771