Faults, maintenance, quarantine and learning

Reporting faults protects patients, staff and the practice. Small problems can become larger risks if devices are repeatedly reset, hidden when the clinic is busy, or assumed to have been reported by someone else.

Quarantine means removing an item from use and making that status clear. This can include a label, dedicated storage, a digital log, a service request or manager sign-off. The local process should prevent a faulty or contaminated item from returning to use by accident.

Report and record

• Device faults: error messages, failed startup, implausible readings, repeated failed tests, damaged parts, missing accessories or unstable setup.
• Cleaning failures: uncertain cleaning status, incorrect product used, missed room reset, contamination or lack of approved supplies.
• Maintenance concerns: expired service labels, overdue checks, missing logs, calibration warnings or repeated repairs.
• Patient impact: delayed appointment, repeated test, discomfort, incorrect record attachment, complaint or possible harm.
• Actions taken: who was informed, whether the item was removed from use, where it was placed and who is responsible for follow-up.

Do not normalise workarounds

Repeated errors, frequent retesting, missing supplies, vague service logs or unofficial tricks to make a device run are signals of underlying problems. These patterns should prompt review, not become part of routine practice.

If a fault may have affected patient care, involve the appropriate registrant or manager. The issue can overlap with complaints, duty of candour, data quality, referral safety or incident reporting.

Manager controls and adverse incidents

Faults and workarounds are safety information. Report the pattern before it becomes normal.