Laundry Contract
Guide
Version 1
January 2016
1
Contents
Page Number
INTRODUCTION
3
STANDING ORERS AND DELIVERY SCHEDULES
3
PROCEDURES
3
Basic
LAUNDRY BAGGING PROCEDURES
4
OVERVIEW OF BAGGING PROCEDURES
5
RETURN TO SENDER ITEMS
5
SENDING SOILED PATIENTS CLOTHING
6
SCRUB SUITS/THEATRE WEAR
6
LOST ITEMS
7
MARKING OF LINEN, UNIFORMS AND PATIENT CLOTHING
8
BERESDEN SEWING ROOM PROCEDURE
9
REJECT LINEN
10
CONTACT LIST
11
Appendix 1 KEY FINISH DEFINITIONS
12
Appendix 2 STANDARDS OF FINISH
13
Appendix 3 DELIVERY SCHEDULE
14
2
Introduction
Our contract laundry service is provided by Beresden Laundry and the depot we use
is based on the Isle of Wight. Beresden provide a full range of linen and laundry
services providing everything from pillowcases to towels to theatre scrub suits, they
are also able to launder sites own laundry items such as Curtains and patient
clothing if needed.
Standing orders and delivery schedules
Each ward/site will either have a standing order via the Beresden Linen Portal or by
faxing, emailing or telephoning orders through to Laundry helpdesk before 1200 the
day prior to the delivery (Friday for Monday delivery). If your stocks exceed
“approved” levels Beresden will reduce your next delivery. See appendix 3.
Procedures
Basics
1. Linen hire items.
The majority of linen in use is hired from Beresden e.g. Bed linen and towels. When
returning items to the laundry please follow the correct bagging procedures. See
page 4
2. Return to sender items (Customers own)
These are items that are not hired but belong to either the Trust or to patients. These
items must be individually marked with patient name (if appropriate) ward and
hospital name prior to laundering. Beresden can mark items via its sewing room if
required but they must be clean and not soiled. Note: items are washed using
Thermal Disinfection (very hot temperature) please ensure any items sent are
suitable for this process. Items should be placed in a Blue Plastic bag. See page 5
for further details on RTS items.
3. Dry cleaning
Beresden offer a dry cleaning service for curtains which will include replacement of
fire retardance. Again curtains need to be marked with ward/hospital name prior to
sending in.
Curtains not marked for dry cleaning will be cleaned by the normal Thermal
disinfection route, please ensure your curtains are suitable for this process prior to
sending in.
3
4. Pillows
Beresden are only able to process washable pillows. Any other type sent in will be
disposed of and not returned.
Laundry bagging procedures
The procedure below is to be followed when packing and dispatching fouled and
dirty linen/laundry from wards/departments.
If it is hired items then no paperwork is required to be completed. If it is sites own
(RTS) then see page 5
Before bagging ensure any clinical items, patient/staff personal items or anything
other than the linen/laundry is removed. Note; Damages to plant or machinery resulting from
items being left in the laundry may be charged for.
Bags should be placed in a Beresden cage for return. These cages should not be
used for any other purpose. Bags should be no more than 2/3 full.
1. Fouled Linen (contaminated by body fluids)/Infected linen.
Fouled/infected linen is to be placed into Red water soluble bags (Alginet) and
then placed into white plastic bags. (see flow chart below).
2. Dirty Linen
Place dirty linen into White plastic bags
4
PROCEDURE FOR BAGGING LINEN
Fouled or infected
Yes
Wrap damp/wet/fouled/infectious
linen in dirty linen/sheet at bedside
Place into Red water soluble bag.
NO
Place dirty linen in White plastic
bag. Place in dirty linen trolley.
Remove bags from linen trolley and
store in Dirty sluice/storage area.
DO NOT PLACE IN CLEAN LINEN
STORE
Place Red water soluble bag into
White plastic bag place in dirty
linen trolley
Remove bags from linen trolley and
store in Dirty sluice/storage area.
DO NOT PLACE IN CLEAN LINEN
STORE
Bags to be collected from wards and transported to secure and
covered storage area to await collection by Beresden
5
Overview of the laundry bagging procedures
Laundry item
Coloured Bag
Paperwork
Bed linen
Towels
Fouled/Infected
Linen
Patient
Clothing(RTS)
White Plastic
White Plastic
Red Soluble inside
white plastic
Blue Plastic
Orange Fabric
outer
Blue Plastic
Orange Fabric
outer
Blue Plastic
Orange Fabric
outer
Blue Plastic
Orange Fabric
outer
Blue Plastic
Pink Plastic
None
None
None
Timescale for
return of items
Standing order
Standing order
N/A
Linen Book
3 -7 days
Linen Book
3 – 7 days
Linen Book
3 – 7 days
Linen Book
3 – 7 days
Linen Book
Linen Book
3 – 7 days
N/A
Chefs uniform
(RTS)
Curtains (RTS)
Hoists, Slings,
Duvets,
Pillows(RTS)
Marking of Linen
Rejected Linen
RTS Items
Return to Sender Items
Return to Sender (RTS ) Items are items not hired from Berendsen i.e. Chefs
Uniforms, Support Service/Domestic Uniforms, Patient Clothing, Hoists,
Slings, Duvet Covers, Duvets, Bespoke Pillow Cases, Pillows (washable, NOT
wipe clean), Curtains etc.
When returning RTS linen for cleaning, please use the Linen Book supplied, using
the following guidelines to ensure that the documentation is completed correctly and
the correct procedure is followed.
For RTS Laundry, please place in blue plastic bags (unless soiled patients clothing,
in which case follow separate procedure). Place the plastic bags inside an orange
fabric outer bag.
Ensure linen, hoist slings, curtains, uniforms, patient clothing, duvets, duvets covers,
pillows, pillow cases etc are marked correctly, these items cannot be returned to
the correct ward or department if this is not done. Aprons should not have the strings
tied together.
All RTS items will have a maximum of 7 days turn round from collection at dispatch
point.
6
1. Make sure the ward name, Site and Date are on the top of the paperwork
and the numbers of items being returned are entered in the appropriate
column
2. Tear off two copies and place these in the laundry bag to be sent to the
laundry.
3. Retain a copy for your records, use this copy to check off the linen
quantities you receive back.
4. If there are any discrepancies between items sent and the linen returned,
please follow the procedure on “How to contact Berendsen”. Quote the
reference number at the top right hand corner of the delivery note.
Many areas wash hoist slings locally, if this is the case follow your local procedures.
If any aprons are returned with the strings cut, then they should be rejected,
following the reject procedure.
Additional books are available by contacting the Laundry Helpdesk.
Sending soiled Patients clothing to the Laundry
1. Placed soiled item in a red water soluble bag
2. Place dissolvable bag inside blue plastic bag,
3. Clearly mark the bag PATIENTS CLOTHING, along with the name of the
Hospital and Ward on a label and attach the label to the bag ensuring that it
will not fall off in transit, as it cannot be returned to the correct ward or
department if this is not done.
4. Complete paperwork.
5. If the items require marking then following additional procedure for
Marking of Linen, Uniforms and Patient Clothing. See page 8
Scrub Suits / Theatre Wear
Fouled / infected scrub suits are to be placed into red water soluble bags and then
placed into a blue plastic bag.
Dirty scrub suits are to be placed directly into a blue plastic bag.
7
Additional bags can be ordered through the Laundry Helpdesk.
Please ensure ALL items are removed from the scrub suit pockets and badges
removed prior to being bagged for collection.
Items left on/in scrub suit pockets may damage our machinery.
Scrub suits are to be used as uniform for your hospital department. These are not to
be modified (taken in, darts added, leg length changed, cut etc), taken home or
condemned on site. Scrub suits remain the property of Berendsen at all times.
Lost Items
Berenson cannot accept any responsibility for items left in / scrub suits or collected in
bed linen. If you think a personal / patient / hospital item has been sent into the
laundry please contact the helpdesk.
Please also note we cannot guarantee the return of items, however we do try and re
unite them with their owners where possible, but most items become damaged
during the wash process.
Items left on/in scrub suit pockets or collected in bed linen may damage our
machinery. Damages to plant and machinery resulting from inappropriate items sent
into the laundry may be charged for.
Lost property must be reported to the Laundry Helpdesk and will be recorded on the
helpdesk log. Whilst all efforts are made to reunite lost items, after 1 month the
helpdesk log entry will be closed.
Marking of Linen, Uniforms and Patient Clothing
All items for marking are to be placed in blue bags with full details of marking
required, including patient name and / or ward, department and hospital.
When returning your linen for marking, use the Linen Book, use the following
guidelines to ensure that the documentation is filled in correctly and the correct
procedure is followed.
1.
Make sure the ward name, site, hospital and date are on the top of the
paperwork and the numbers of items being returned are entered.
2.
Enter details of the marking required for each item on the form, don’t forget to
include your TRUST NAME, HOSPITAL and WARD, for ease of identification of your
items after laundry.
3.
Tear two copies and place these in the laundry bag along with the linen that is
being sent to the laundry.
4.
Retain a copy for your records, to check off the linen quantities you receive
back.
5.
The linen will be returned marked within 7 days.
6.
On receipt of your returned linen, check items returned against your copy.
8
7.
If there are any discrepancies on the linen returned to you please follow the
procedure on “How to contact Berendsen”. Quote the reference number at the top
right hand corner of the delivery note.
For one-off items to be sent to the laundry, you can use an indelible laundry pen,
however this is not recommended for items that will be laundered on a regular basis
as the ink fades. All the information above MUST be written on the item.
Marking of Linen, Uniforms and Patient Clothing
All items for marking are to be placed in blue bags with full details of marking
required, including patient name and / or ward, department and hospital.
When returning your linen for marking, use the Linen Book, use the following
guidelines to ensure that the documentation is filled in correctly and the correct
procedure is followed.
1.
Make sure the ward name, site, hospital and date are on the top of the
paperwork and the numbers of items being returned are entered.
2.
Enter details of the marking required for each item on the form, don’t forget to
include your TRUST NAME, HOSPITAL and WARD, for ease of identification of
your items after laundry.
3.
Tear two copies and place these in the laundry bag along with the linen that is
being sent to the laundry.
4.
Retain a copy for your records, to check off the linen quantities you receive
back.
5.
The linen will be returned marked within 7 days.
6.
On receipt of your returned linen, check items returned against your copy.
7.
If there are any discrepancies on the linen returned to you please follow the
procedure on “How to contact Berendsen”. Quote the reference number at the top
right hand corner of the delivery note.
For one-off items to be sent to the laundry, you can use an indelible laundry pen,
however this is not recommended for items that will be laundered on a regular basis
as the ink fades. All the information above MUST be written on the item.
See flow chart on next page.
9
BERESDEN SEWING ROOM PROCEDURE
Ward Identify
clothes for sewing
room service
Count items and add
info to Laundry
Paperwork
Pack clothes and
paperwork in Blue
plastic bag
Reconcile activity
with the invoice
Ward receives
goods and complete
paperwork on the
ward
Leave bag for
collection
Driver to identify
Blue plastic bags
and separate from
load
Return to laundry
where the RTS
section will separate
Sewing room
unpack bag and
count to confirm
work load and
accuracy of
paperwork
Drivers deliver
goods with next
delivery
Sewing room
complete action and
return bag with
paperwork to
dispatch
10
Rejected Linen
All items of rejected linen are to be placed in a Pink bag.
When returning rejected linen, use the Linen Book, use the following guidelines to
ensure that the documentation is filled in correctly and the correct procedure is
followed.
1. Make sure the ward name, site, hospital and date are on the top of the
paperwork and the number of items being returned are entered in the
column SENT IN.
2. State reason for rejection of items on form.
3. Tear off two copies and place these in the laundry bag along with the linen
that is being sent to the laundry.
4. Keep track of amount of linen rejected, if there is a recurring problem then
follow the procedure on “How to contact Berendsen”. Quote the reference
number at the top right hand corner of the delivery note
5. Bags of rejected linen should be returned along with dirty linen.
RECORD ITEMS AND REASON
FOR REJECTING ITEMS IN
LAUNDRY COLLECTION BOOK
– PLACE TOP COPY IN PINK
PLASTIC BAG WITH REJECTED
ITEMS
CLEARLY MARKED WITH
WARD NAME AND HOSPITAL
CLEARLY LABEL BAG REJECTS
RETURN TO LAUNDRY ALONG
WITH NORMAL LINEN
RETURNS
11
PLEASE NOTE: FAILURE TO FOLLOW THE CORRECT REJECT PROCEDURE
WILL RESULT IN LINEN NOT BEING REPLACED FREE OF CHARGE.
ISLE OF WIGHT – CONTACT LIST
BERENDSEN UK LTD
UNIT D11
SPITHEAD BUSINESS PARK
NEWPORT ROAD
LAKE
ISLE OF WIGHT
PO36 9PH
Phone: 01983 405111
08.00 – 17.00 Monday – Friday and 08.00 – 12.00 – Saturday (answer phone out
of hours, checked on next working day)
Fax: 01983 400329
Mobile Numbers:
Lindy Jones – Operations Manager – 07920 808284
Sharon Bryant – Service Manager – 07966 213155
Emma Marshall – Customer Account Manager – 07825 008438
Lorraine Marshall – Production Manager – 01983 405111
Chris Foulkes – Regional Director – 07974 400496
Email Addresses:
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
12
Service Office: Sue, Debbie, Toyah and Judith
Appendix
Appendix
1 2
KEY FINISH DEFINITIONS
STANDARDS
OF FINISH
Standard of Finish
Linen Item
Definition
Standard of Finish
Condition of receipt
Sheets and
Staining
CounterpanesMajor stain
Calender finish
The actual state of an item on return from the Offerer to the Trust
Slight creasing allowed along any edges but must not exceed 15cm
A noticeable variation in colour caused by residue soiling
from the edge of the sheet. No creasing allowed in any other area.
A fresh stain that is clearly visible and greater than 2cm in
Holes are only permitted within 15cm from the edge but must
diameter in any area of the article.
exceed 2cm in diameter.
Minor stain
A stain of less intensity but still fairly visible to the naked eye and
Draw sheetsSlight creasing is allowed within 15cm of the hemmed edges.
greater than 4cm in diameter.
Calender finish
Slight creasing allowed towards both ends of the selvedge edges
Permanent Stain
A stain which is embedded on to the weave of the material and
but no creasing allowed within the centre section of the selvedge.
which has been washed twice through the normal wash process.
Holes or tears are permitted within 15cm from the hemmed edge
Likely types of staining will be mildew, iron or rust, concrete or
but must not exceed 2cm in diameter or length.
floor marking and medical products. Transfer these products to
PillowcasesCreasing allowed around the opening end and the internal flaps.
the rewash process. Products which are stained with a medical
Calender finish
Slight creasing allowed near to seamed edges. No creasing
consumable will need to be discussed with the Trust.
allowed in any other area.
Unacceptable stain
Any stain which falls in the definition of a major or minor stain or
BlanketsSlight creasing/wrinkling allowed in all areas of the article.
any stain on theatre linen
Fully dried and folded
Repair
An alteration to an article which returns it to a serviceable
TowelsSlight creasing/wrinkling allowed in all areas of the article.
condition
Fully dried and folded
Repair free
An article which may have been repaired but requires no further
Duvet coversSlight creasing is allowed near to the seamed edges and around
repair
Fully dried and folded the opening end of the duvet cover. No creasing allowed in any
Hole
Theatre linen – NO HOLES or perforations are permissible.
other area.
Neither are any foreign bodies, tape, plaster of paris and visually
Scrub suits/Pyjamas
Standard tunnel finish which will include minor creasing allowed
lint free
around the collar and along seams and slight creasing and
All other linen – a hole in an article greater than 2 cm in diameter
wrinkling under the armpits and crotch area. Slight wrinkling around
Creasing
Material overlap. Definite fold ridges in an article.
tapes.
Wrinkling
Defined as evidence of surface deformation. A wavy distortion
Uniforms/white coats Standard tunnel finish as above. The Offerer to be responsible for
across an article not expected on an ironed finished
the replacement of buttons and other fastenings if damaged during
Unacceptable dimensionalthe laundering
Any shrinkage
of the article which makes the article ineffective or
process.
distortion
unpractical for use
Trousers
Standard tunnel finish as above.
Odour
Articles should not have any unpleasant residual odour
Patients’
Standard tunnel finish as above.
Presentation
Edges should be folded together and squarely, with no overlap
gowns/nightwear
Dampness
All products
must
dry to
theOnly
touch.
Curtains (unlined)All selvedges
must
befeel
crease
free.
very light wrinkling allowed.
Feel
Articles
which
feel
harsh,
particularly
nappies
etcreturned
are not
Calander finish
Dimensional distortion should not exceedtowels,
three inches
and
acceptable
for
use
stacked in cages
Stains
relating
to
A dry
cleaning
process is required to effect removal of such
Curtains
(lined)
Crease
free
& folded.
grease/oil/plastics
stains for the articles to be acceptable for use. “Acceptability” will
be the decision of the Authorised Officer for the linen article
concerned. These items must then be wash to assure thermal
disinfection
13
Appendix 3
Delivery schedule
Hospital 1
Monday
R South Hants, Soton
CLOSED
Pieces
1
377
Call No
3
Woodhaven, Calmore
1
106
5
Lymington Hospital
1
1939
6
Ravenswood, Fareham
1
305
2
Gosport War Memorial
1
1330
1
Melbury, Winchester
1
350
7
Tuesday
Pieces
Call No
Adelaide, del to WCH
1
41
2
Moorgreen , West End
1
466
1
Romsey Hospital
1
356
5
R South Hants, Soton
1
377
4
Western Community Hospital
1
980
3
Fordingbridge Hospital
1
375
6
Leigh House, Winchester
1
350
7
Wednesday
Pieces
Call No
St James, Southsea
1
557
1
St Marys, Ports
Alton Community
1
1
312
534
2
5
Time
0930 1230
1030 1330
1200 1500
0830 1130
0730 1030
1300 1600
Time
0900 1200
0800 1100
1100 1400
1000 1300
0900 1200
1200 1500
1300 1600
Time
0700 1000
0730 1030
0945 14
Chase, Bordon
1
430
4
Petersfield Hospital
1
768
3
Fleet Hospital
1
227
6
Lymington Hospital
1
1939
8
Parklands, B/Stoke
1
350
7
Thursday
Pieces
Call No
Elmleigh, Havant
1
107
1
Gosport War Memorial
1
1330
4
Hollybank
1
48
2
Jubilee House
1
350
3
Ravenswood, Fareham
1
305
5
Moorgreen , West End
1
466
6
Romsey Hospital
1
356
10
R South Hants, Soton
1
377
7
Western Community Hospital
1
980
8
Fordingbridge Hospital
1
375
9
Friday
Pieces
Call No
St James, Southsea
1
557
1
St Marys, Ports
1
312
2
Bluebird House Calmore
1
134
5
Hythe Hospital
1
104
6
Jacobs Lodge, Totton
1
58
4
R South Hants, Soton
1
377
3
Lymington Hospital
1
1939
7
1245
0915 1215
0830 1130
1000 1300
1400 1700
1100 1400
Time
0730 1030
0930 1230
0800 1100
0845 1145
1000 1300
1100 1400
1330 1630
1145 1445
1200 1500
1230 1530
Time
0700 1000
0730 1030
1030 1330
1100 1400
1000 1300
0900 1200
1200 1500
15
Hospital 2
Monday
Pieces
Call No
St James, Southsea
1
557
2
St Marys, Ports
1
312
3
Hollybank
1
48
4
Jubilee House
1
350
5
Time
0730 1030
0800 1100
0900 1200
0930 1230
Tuesday
Pieces
Call No
Time
Wednesday
Pieces
Call No
Time
Thursday
Pieces
Call No
Time
Friday
Pieces
Call No
Time
1015 1315
0930 1230
Alton Community
1
534
5
Petersfield Hospital
1
768
4
16
Fleet Hospital
1
227
6
Parklands, B/Stoke
Horndean
Havant
Southsea
1
350
7
3
2
1
Saturday
Petersfield Hospital??
Horndean
Havant
Southsea
Port Solent
Port Solent East
Pieces
Call No
4
3
2
1
5
6
1130 1430
1200 1500
Time
17