SRSS Alleged Allergen Procedure

SRSS Alleged Allergen Procedure 1. DOCUMENT CONTROL Management System Element Document Title Document Number Document Owner Approved by SRSS SMS PRO...
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SRSS Alleged Allergen Procedure

1. DOCUMENT CONTROL Management System Element Document Title Document Number Document Owner Approved by

SRSS SMS PROCEDURE Alleged Allergen SMS_FS_PR_018_ Alleged Allergen_V1 QHSE Manager QHSE Manager

Version # Revision date Issue date Effective Date

& V1

10/08/15

01/09/15 01/09/15

2. REVISION LOG Revision date 10/08/15 10/08/16

Version number V1 V2

Section number All All

Description of change

Revised by

New document Review

QHSE Manager

3. OBJECTIVES This procedure detailed below outlines how all allegations of allergen poisoning should be addressed. This procedure must not be read in isolation, there are several supporting processes and guidance documents that must be read in conjunction with this procedure. Should anyone allege that food produced or sold by Sodexo has caused them to be ill through allergen contamination, then the following course of action should be taken.

4. RESPONSIBILITIES Sodexo’s Leadership Team has the ultimate responsibility for ensuring that the company meets the requirements of the Food Safety Act 1990, the Health and Safety at Work etc1974 and all relevant regulations.

Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 1 of 6 © Sodexo 2015

The SRSS Senior Leadership Team and Senior Managers are defined as senior leadership in relation to meeting the requirements of the relevant standards. The Quality Manager is responsible for ensuring that the requirements of this procedure are implemented. The Operations Managers are responsible for ensuring that all identification and disposal requirements for waste products are implemented in accordance with specified site requirements. Job site personnel are responsible for ensuring all waste products are processed in accordance with site procedures/instructions requirements.

5. WHAT YOU NEED TO KNOW Legislation: Food Safety Act 1990 The Food Hygiene (England) Regulations 2013 The Food Hygiene (Scotland) Regulations 2006 The Official Feed and Food Controls (Scotland) Regulations 2009 Procedure Any implicated foods, or foods containing implicated ingredients which are displayed for service, must be removed from the service counter immediately. Any implicated ingredients in fridges or freezers should be isolated and labelled ‘DO NOT USE’ Contact Sodexo Remote Sites HSEQ Department on 01224 324388 for further advice as soon as possible and follow their instructions. Liaise with the affected person(s) and fill out the SMS_FS_GU_018a_Allergen Incident Form_V1 advise them that as thorough an investigation of the incident will be carried out. If the customers are not on site, send them a copy of the SMS_FS_GU_018a_Allergen Incident Form_V1 and request that it is completed and returned as soon as possible. Food Sampling This section contains information about taking food samples. What You Need to Do

The unit manager must ensure that: Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 2 of 6 © Sodexo 2015

1. Where applicable, staff are aware of the food sampling procedure. 2. Nominated staff are aware of the sampling and packaging process for sending food samples for analysis.

Do I need to keep food samples? The following units must keep a sample of the high risk foods served at each meal: 

Residential training centre, all Healthcare establishments, cook-chill establishments, boarding schools and junior schools.



Units producing food for employees in a food factory



Any unit catering for a special event e.g. open days, pensioners’ party, outdoor function

The foods to be sampled are: 

Cooked meats and poultry



Meat and fish based sauces and gravy



Dairy based desserts, gateaux, etc.



Seafoods



Any composite product containing cooked meat or fish e.g. ham quiche



Cereal-based composite salads e.g. rice salad, pasta salad.

Samples must be taken in the following manner: 1. During food service, take a minimum of 100 grams of food (approx. 4 oz, or one portion) and place in a new plastic bag using clean, dry equipment e.g. spatula, spoon, tongs. 2. Record on the sample bag the following information: Unit location

-

e.g.

ABC Ltd anywhere

Food Item

-

e.g.

Roast Chicken

-

e.g.

Date and Time 3.

24.9.00 - 13.30 hours

Store the samples in a freezer for at least 7 days.

Packaging Samples and Transport to the Laboratory

Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 3 of 6 © Sodexo 2015

Samples sent to the laboratory must be packed well to maintain product temperature, prevent spillage and cross contamination. High risk food samples should be frozen before sending them to the laboratory.

(a) Before sending any food samples, ring the Health and Safety Manager at Aberdeen, Tel 01224 324388, who will advise on the appropriate method of packaging and will arrange collection of the sample(s) via a courier. Give your client Company’s name and address, telephone number, a contact name in the Sodexo Remote Sites unit and details of the unit’s closing times.

(b) Seal sample bags closed with adhesive tape. Use adhesive tape to keep lids attached to sample pots. Make sure each bag and pot is clearly labelled with the sample and unit details. Freeze the sample.

(c) Place sample containers in a suitably sized insulated rigid box with one or two frozen ice packs (the type supplied with picnic boxes). Use bubble wrap or newspaper to prevent sample pots/bags from moving around inside the box. If an insulated box is not available, use bubble wrap or several layers of newspaper to line a box before placing the sample containers inside. If ice packs are not available, ice cubes may be used provided they are enclosed in a leak proof container (such as plastic jar with screw cap) to prevent melted ice contaminating the sample or leaking through the packing. DO NOT place loose ice cubes in the box. (d) Enclose a completed copy of the ‘Routine Food Sample' form or the ‘Alleged Food Poisoning preliminary questionnaire’ with the samples.

(e) Address the package to contact the HSEQ Manager at Sodexo Remote Sites on 01224 324388. Keep the whole package in the freezer until collected by the courier.

Food Sampling Checklist

Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 4 of 6 © Sodexo 2015



Where applicable, are staff aware of the food sampling procedure? – check samples.



Nominated staff aware of the sampling and packaging process if foods have to be sent to the laboratory in the event of an allegation of food poisoning – ask questions, check training record cards.

6. COMPETENCES AND TRAINING What you need to do? The unit manager must ensure that all staff are adequately trained. The type of training given will depend on a number of factors but will be based on one or more of the following categories:    

Induction Training Legal Training Mandatory On-Job Training Certified Training

In order to demonstrate compliance with legal requirements and ‘Due Diligence’ all training must be recorded on Training Record Cards.

7. RECORD KEEPING What information should be kept? SMS_FS_GU_018a_Allergen Incident Form_V1 8. FURTHER GUIDANCE SMS_QAL_PR_006_Non-Conformance Procedure_V1 SMS_QAL_PR_007_Corrective and Preventive Action Procedure_V1 SMS_QAL_PR_008_Job Description Procedure_V1 SMS_QAL_PR_010_Customer Complaint/Feedback Procedure_V1 SMS_QAL_PR_015_Contract Review Procedure_V1 SMS_QAL_PR_017_Control of Contracts Procedure_V1 SMS_QAL_PR_022_Receipt & Storage of Supplies Offshore Procedure_V1 SMS_QAL_PR_024_Stock Control Procedure_V1 SMS_QAL_PR_025_Control of Customer Supplier Equipment_V1 SMS_QAL_PR_026_Product Identification and Traceability Procedure_V1 Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 5 of 6 © Sodexo 2015

SMS_FS_PR_001_Food Planning_V1 SMS_HS_PR_004_Use of Equipment Procedure_V1 SMS_FS_PR _005_Inspection, Testing and Release of Finished Product_V1 SMS_FS_PR_006_Handling, Packaging, Storage, Preservation & Delivery_V1

Document Number

SMS_FS_PR_018_Alleged Allergen_V1

Effective Date Date printed

01/09/15

Page 6 of 6 © Sodexo 2015