Hygiene Policy

Hygiene Policy

Document AuthorWritten By:
Amar Lodhia,
Managing Director

3 March 2019

Effective Date:
31 March 2019

1 Executive Summary
Food Saftey Regulations 2013 and guidelines from the UK Food Standards Agency on the management of food services state that there must be systems in place to ensure that high standards of hygiene and food quality are achieved. This policy has been developed to provide this system in conjunction with Hazard Analysis Critical Control Points (HACCP). The policy outlines the Organisations’ expectations in terms of food hygiene and covers all areas where food and drink are prepared and distributed; this includes all food production kitchens, ward kitchens, therapy kitchens, retail and volunteer outlets and staff beverage areas.
The Food Safety Act 1990 outlines the requirements for all establishments serving food to ensure the safety of their customers. For Fit Kitchen Ltd it is imperative that we ensure the food sold to our customers including via third parties exceeds the requirements of the Food Safety Act 1990 and its associated policies and guidance documents.
The aim of this policy is to provide instructions on storage, handling and cooking of food in order to prevent incidents and outbreaks of food poisoning on Fit Kitchen premises. Food hygiene regulations must be taken seriously, outbreaks of food poisoning in these premises are notifiable by law to the Environmental Health Organisation (EHO).

2 Introduction
Fit Kitchen Ltd has a moral and legal duty to protect all service users from food-related illness and other harm arising from food contamination. Within Fit Kitchen’s operations, there are various processes by which service users are provided with food and drink.
Under the Food Safety and Hygiene (England) Regulations 2013, food safety must be managed using a documented HACCP (Hazard Analysis Critical Control Point) based approach and food handlers must be appropriately trained in food safety.
This policy identifies how Fit Kitchen enables these requirements to be met, both for the food/drink that is provided “in house” and that which is provided by organisations operating on behalf of The Company.
The ultimate aim is to ensure food safety and to ensure Fit Kitchen is able to demonstrate they have taken all reasonable precautions and exercised all due diligence to ensure that food is safe and wholesome.
3 Definitions
HACCP – Hazard Analysis Critical Control Points.
This policy relates to the Fit Kitchen Ltd and trading subsidiaries hereafter referred to as the “Fit Kitchen”. From time to time customers, subscribers and purchasers are referred to as “service users”

  • Scope

This policy and food legislation applies to all food and drink provided by or on behalf of Fit Kitchen to service users. This policy applies to all third parties, suppliers and contractors who have an involvement in food production and handling, including The Company’s own staff and staff working as volunteers/interns or aids. This policy applies to both permanent and temporary staff, such as agency staff and students whilst on premises. A food standards plan for Fit Kitchen is detailed in Appendices A, B, C, D, E.
5 Purpose

  • Specify the management arrangements and responsibilities for ensuring food safety for food provided by Fit Kitchen “The Company”
  • Specify the management arrangements and responsibilities for ensuring food safety for food provided by contracted suppliers, helpers, aids and anyone deemed to be working on behalf of The Company.
  • Provide specific food hygiene guidance to be followed by food
  • Set out the reporting and assurance framework to ensure food safety within Fit Kitchen.

6 Roles and Responsibilities
The roles and responsibilities for the food/drink provided by staff and volunteers are as follows:-

  • The Managing Director is responsible for overall responsibility and accountability for food hygiene, safety and welfare of all persons on Fit Kitchen’s Ensuring the policy is included within any contractual documentation pertaining to Catering.

The Managing Director is responsible for procuring suppliers of food and sundries to Fit Kitchen Ltd that adhere to the Government buying standards.
6.2 By appointment of the Managing Director, any organization, officer, or any other person in charge of production of food on behalf of The Company is responsible for the implementation of this policy.
6.3         Fit Kitchen’s Head of Food Production is responsible for ensuring that robust systems are in place to ensure food safety for the service they provide to Fit Kitchen. This will include a review and understanding of comprehensive, effective documented food safety management system based on HACCP principles for all appropriate contracted organisations. Training, instruction and supervision to be provided by The Company for any direct “in house” food handlers. To maintain accurate documentation in an organised manner and to make it available for inspection or audit at all times 

  • The contractor and/or outsourced service provider on behalf of the company is responsible for updating and maintaining the Food Hygiene Policy and is accountable for the day to day management of the Fit Kitchen. Ensuring that all food hygiene standards are maintained at all times within the its premises. The Policy will be regularly reviewed and updated by the Fit Kitchen in accordance with developments in legislation, with particular reference to identifying points that are critical to food safety this also includes food allergens.

It is the responsibility of suppliers, contractors and any organisations producing or handling food on behalf of The Company to inform Fit Kitchen if they are unable to effectively control and/ or meet food safety legal requirements.

  • The contractor and/or outsourced service provider on behalf of the company are responsible for implementation of the Food Hygiene Policy within its organization ensuring all employees responsible for food preparation are trained to basic food hygiene standards as per the legislative requirements including food allergen awareness.
  • The contractor and/or outsourced service provider on behalf of the company is responsible for ensuring that all food hygiene standards are maintained at all times within its organization and is also responsible for ensuring that all catering staff comply with the Environmental Health (EH) and infection control guidance and ensure that the all catering staff have an awareness of food
  • Any chef cooking or preparing food on behalf of Fit Kitchen are responsible for the safe preparation and cooking of all hot and cold foods for service users. They comply with the Environmental Health (EH) and infection control guidance and awareness of food .

6.8         Any other external organisations providing a food service to Fit Kitchen are responsible for ensuring that they have robust systems in place to ensure food safety for the service they provide to Fit Kitchen. This will include a comprehensive, effective documented food safety management system based on HACCP principles and appropriate staff training, instruction and supervision.
Informing Fit Kitchen if they are unable to effectively control and or meet food safety legal requirements.
To maintain accurate documentation in an organised manner and to make it available for inspection or audit at all times.
6.9         The Company is responsible for carrying out documented food safety audits at supplier sites throughout Fit Kitchen’s production chain.
In consultation with Fit Kitchens complaints department, handling food complaints or allegations of food poisoning arising from food/drink supplied by their staff.
Report to the Food Hygiene Group, serious or recurring food safety issues and matters which they are unable to resolve.
Food Hygiene Do’s and Don’ts Do’s

  • Do dispose of unlabelled/undated food;
  • Do discard food deemed unacceptable due to contamination. This is very important if pests or foreign bodies are discovered;
  • Do take drinking water from a designated drinking water port only;
  • Do clean up food spillages immediately and leave kitchens clean and tidy at all times
  • Do check and record fridge and freezer temperatures twice daily, refer to local procedures for information on what to do if there’s a problem;
  • Do keep all relevant recording forms for a period of three months;
  • Do cover, date and label all service user and staff foods held within the fridge;
  • Do wear appropriately coloured disposable green plastic aprons when food handling, preparing and serving;
  • Do store food and fluids in covered pest proof containers;
  • Do remove food waste from the kitchen after every meal;


  • Do not handle food if you have a diarrhoeal illness sickness or Vomiting, uncovered cuts or
  • Do not store hot food from trolley or tray service for later use;
  • Do not reheat service user or resident meals. If food temperatures are not satisfactory then the supplying kitchen MITIE must be contacted immediately so that a substitute meal may be supplied;
  • Do not use wooden implements or chopping boards within the kitchens;
  • Do not keep raw food in ward refrigerators;
  • Do not store medical items within the kitchen fridge. Most food poisoning outbreaks are caused by
  • Do not store staff food in the same fridge as service user

6.10      Role of Infection, Prevention & Control supplier will be to support Fit Kitchen in the event of a Food Poisoning incident attributed any Fit Kitchen product.
7          Policy detail/Course of Action
Once implemented this Policy requires Fit Kitchen to ensure all monitoring as outlined is adhered to.
8          Monitoring Compliance and Effectiveness
Monitoring will be carried out to ensure that this policy is implemented, and verification will be in place to ensure its effectiveness in preventing food-borne illness and food contamination.
Processes in place in order to monitor and verify this policy include:-
Day to day supervision of Trust and charitable supervisory staff and management staff. Assessment of supplier and contractor food hygiene reports.
Environmental Health reports.
Compliance checks by The Company
Mandatory inspections of will be carried out by the local Environment Health Officer. Copies of reports will be provided to Fit Kitchen giving it the authority to utilise agencies, food safety experts and other persons deemed qualified to conduct external audits if required.
Internal audits:-
The Head of Food Production will monitor the performance of the food hygiene standards achieved with regards to service user feeding at Ward level. This will be carried out via a programme of audits at supplier and contractor level.
Suppliers will be audited on a 6 month basis.
Complaints and incident reporting:-
Levels of complaints, incidents and allegations will serve to verify the effectiveness of the system.
Service user feedback/customer satisfaction:-
The results of customer satisfaction surveys, online reports, online transcripts and online tickets raised through live chat service will indicate the effectiveness of the food safety system.
Reporting framework:-
The results of any Hygiene audit will in the first instance be discussed at a local level. These reports will then be discussed at the bi-monthly meeting with directors which is then linked into the supplier audits.
9          Links to other Organisational Documents
Food Safety Act 1990
Personal Protective Equipment at Work Regulations 1992 (as amended). Available from www.hse.gov.uk
Food Hygiene {England} Regulations 2013. Available from Food Standards Agency Regulation {EC} 852/2004 on the hygiene of foodstuffs. Available from Food Standards Agency.
Regulation {EC} 853/2004 specific hygiene rules for food of animal origin. Available from Food Standards Agency
Regulation {EC} 854/2004 specific rules for organisation/controls on products of animal origin intended for human consumption. Available from Food Standards Agency
10      References
Industry Guide to Good Practice – Catering Guide. Industry Guide to Good Practice – Retail Guide.
11      Appendices
Appendix A  Food Hygiene Guidelines Appendix B  Food Allergens
Appendix C  Main Kitchen
Appendix D  Guidelines for Staff Bringing their Own Food into Work
Appendix E  High Risk Foods
Appendix A
Food hygiene guidelines
General Cleanliness
Sinks, drainers, all work surfaces, wash hand basins, cupboards must be cleaned weekly and floors kept clean at least once a day.
General Storage

  1. All food should be checked daily and discarded on or before USE BY or BEST BEFORE
  2. Jams, salad creams etc. should be stored as instructed on the label and dated on the day of
  3. Butter/margarine must be stored in the
  4. Store dry food in sealed


  1. The fridge must be kept clean and free from spillage inside and out. It must be defrosted and thoroughly cleaned monthly by a member of staff. This should be recorded.
  2. The fridge must operate between 0º – 5ºc (with a tolerance level of up to 8°c). A fridge thermometer should be placed inside the fridge, if a thermometer is not an integral part of the
  3. All food/juices etc. must be labelled with the date and time of
  4. All staff food must be named and
  5. All unlabelled food must be
  6. All food must be discarded on or before USE BY or BEST BEFORE
  7. All food, which does not have a use by, or best before date must be discarded after 24 hours.
  8. All food must be covered and securely stored to avoid
  9. After opening, tinned food not consumed immediately, should be decanted into a bowl, covered, named, dated and discarded after 24
  10. Blood, drugs or specimens MUST NOT be stored in the
  11. All cartons of milk should be dated on day of opening. Jugs of milk must be covered and
  12. The ice compartment in a fridge must not be used to store frozen


  1. Frozen foods must be named and
  2. Any unnamed food must be
  3. Freezers must be emptied defrosted and cleaned six monthly by staff. This must be recorded and details of this retained in the

Microwave Ovens

  1. The microwave wattage must be displayed at the front of the microwave
  2. It must be cleaned after

Cookers & Hobs (where present)

  1. These must be kept clean and free from spillage after use, inside and
  2. All cookers and hobs in use must be thoroughly cleaned at least once a

Waste Food

  1. a) All waste food products should be discarded


  1. Keep yourself clean and avoid touching your mouth, nose, ears or hair when handling food. Wash your hands if you
  2. Wash your hands thoroughly: Before handling food, after using the toilet, after handling raw foods, or waste, before starting work, after every break and after blowing your
  3. Ensure cuts and sores are covered with a waterproof
  4. Do not wear watches, rings or jewellery that can entrap food and dirt when handling. A plain wedding ring is

Earrings and other small items of jewellery which could fall into open food should not be worn.

  1. If you suffer from gastroenteritis (vomiting and/or diarrhoea), do not return to work until 48 hours after symptoms stop. You may be contagious if you
  2. Do not smoke, eat or drink in a kitchen area. Never cough or sneeze over food. If you sneeze over food, wash your hands afterwards, and discard any food
  3. Do not prepare food for other members of staff if you have skin, nose, throat or bowel problems, or if you have an infected
  4. Food must be stored in an appropriate
  5. Staff are responsible for ensuring they only bring in foods that they can appropriately and safely store, in light of the available

Appendix B
Food Allergens
There are 14 potential food allergens that may present a risk to human health. The allergens are:

  • Cereals containing gluten
  • Crustaceans, for example prawns, crabs, lobster and crayfish
  • Eggs
  • Fish
  • Peanuts
  • Soybeans
  • Milk
  • Nuts, such as almonds, hazelnuts, walnuts, pecan nuts, Brazil nuts, pistachio, cashew and macadamia (Queensland) nuts
  • Celery (and celeriac)
  • Mustard
  • Sesame
  • Sulphur dioxide, which is a preservative found in some dried fruit
  • Lupin
  • Molluscs, for example clams, mussels, whelks, oysters, snails and squid

Food labelling will include lists of known allergens contained within the products, or used in the manufacturing environment. This should be shown bold within the ingredient list.
Food allergies can result in a severe reaction in the event of contact with the allergen, leading to anaphylactic shock and in some instances can be fatal.
It is important that service users are asked about any allergies or intolerances they may have on arrival and that this is documented correctly in the service user notes.
Fit Kitchen must inform the food production supplier if a service user has declared any known food allergens.
The food allergens are clearly displayed on the service user’s orders and menu requirements and are accessible from the backend system by administrator access which will be provided to suppliers.
Appendix C
Policy Detail
The main kitchens should not be accessed by non-catering staff unless they are on official business and wearing the appropriate Personal Protective Equipment (PPE). The kitchen doors must carry a notice advising it is for catering staff use only.
A laminated copy of the food hygiene guidelines (Appendix A) must be clearly displayed in the kitchens of suppliers at all times.
·        Hand hygiene
Hand washing must be carried out prior to all food, drink preparation and service activities.
·        Use of protective clothing, Personal Protective Equipment Regulations 1992 will apply.
All staff must wear the PPE provided, this includes the following;

  • Safety shoes;
  • Chef’s hat, boater or black baseball caps;
  • Uniform appertaining to role;
  • Oven cleaning duties also includes eye protection and

Staff preparing raw food must wear disposable plastic aprons over their uniforms, which is to be disposed of before preparing cooked food to prevent cross contamination.
All staff must follow the current version of the Food Hygiene Guidelines, including hand washing and use of vinyl gloves for handling raw food.
These gloves should be vinyl, not latex or nitrile; the same gloves must not be worn for handling both raw and cooked food.
·        Purchase of supplies and goods inwards
All catering supplies must be procured safety. All goods must be inspected on receipt and temperatures of all chilled and frozen products documented. If the goods are damaged or the temperatures are outside their critical allowances they are to be rejected. If a supplier wanted to re-call a product due to food hygiene safety it will be removed immediately and an audit carried out on where the product was being used.

·        Food Storage
Food must be stored in an appropriate area, away from sources of contamination and at the appropriate temperature. Only food can be stored in kitchen fridges.
A system of stock rotation must be in place (always use oldest first) to ensure items at the back of the store do not reach their ‘use by’ date.
High risk foods such as prawns, eggs, jars of mayonnaise, raw meat, ice cream, soft cheese etc. must be kept away from other items and in a manner which is compliant with this food hygiene policy. See Appendix I.
Dry Goods must be stored in cupboards designated for food storage and contained in pest- proof containers. They must not be stored on the floor, in open packages or left uncovered.
Fresh Goods NOT needing Refrigeration (e.g. bread) must be stored in the appropriate area dependant on food type and any used goods must be stored in an air tight container. They must not be stored on the floor, or left uncovered.
Goods needing Refrigeration must be stored in a refrigerator which is monitored daily and maintains a temperature between 0°C and 5ºC at all times (with a tolerance level of up to
8°C if the door is opened frequently). If food has been exposed to >8°C for more than four hours it must be discarded immediately.
All refrigerators and freezers should meet the agreed specification for the organisation. They must be checked twice a day and records kept of the fridge and freezer temperature.
All food items in the refrigerator must be labelled with the date of preparation and/or packaging and with a use-by date. Packages and jars that have been opened must be labelled with the date of opening
Items must be thrown away as soon as they reach their ‘use by’ date.

  • Hazard Analysis

The Hazard Analysis Critical Control Point (H.A.C.C.P) is held in the kitchen for information.
·        Chilling & Cooling
Cool all food as fast as possible below 5 ºc within 90 minutes in the blast chiller. Refrigerate immediately after chilling to a temperature of 0 – 5 ºc, ensuring the time and temperature are monitored and recorded.
·        Reheating food
When reheating food the cooking guidelines are to meet the minimum core temperature of 75º c. This temperature is to be maintained at all times as per HACCP guidelines. Prior to Serving all food is to be probed, monitored and documented.
·        Food Preparation
Food both hot and cold must be prepared in a safe and clean environment using the correct colour coded equipment .Raw food preparation must be carried out in the designated raw food area to prevent cross contamination.

·        Plating of Service users meals
Plating of Service user meals must be in a manner that protects it from contamination and maintains hot food at above 63ºC, and cold foods below 8ºC. Temperature checks are to be carried out during the plating process and documented. If the food is outside the temperature range as highlighted above then it is be discarded.
·        Food Delivery
Food must be delivered in a manner that protects it from contamination and maintained at above 63ºC for hot food, and below 8ºC for cold foods; this includes Internal and external food for re-sale. Ice cream must be transported in conditions that ensure it remains frozen. Time of delivery must be in accordance with the agreed schedule of ward meal times.
·        Disposal of waste food
Any food waste must be deposited into the waste disposal system. Under no circumstances must food waste be disposed of by any other means. Waste food should not be disposed of in black bags as this can lead to problems with pests
·        Pests
Pests present a health risk to both service users and staff and the presence of pests are contrary to Food Hygiene Regulations. This includes pests such as ants, stored product pests (weevils, flour, moths) flies and rodents. Pest infestation in the kitchen must be notified to Fit Kitchen immediately. This can be done by any supervisors. (See the organisation’s Hazard Analysis, Hazard No: 610) All contractors and staff have a responsibility to report the presence of pests in kitchen areas.
·        Cleaning schedules
Cleaning schedules must be displayed in the office within the main kitchen.
Cleaning standards must be implemented by the suppliers and their officers and monitored by Fit Kitchen, any discrepancies must be acted upon immediately.
·        Training
This Food Hygiene Policy has a mandatory training requirement which is detailed in the organisation’s supplying The Company.
All Food Handlers must be trained to basic food hygiene requirements on local induction and every two years thereafter.
All supervisors are to hold the intermediate food hygiene certificate.
Training records should be maintained and monitored by the suppliers and is also recorded via Fit Kitchens as proof of compliance should they be required.
·        Monitoring
All monitoring undertaken is to be recorded to meet legal requirements and be available for checking by the local Environmental Health Officer.
Implementation of this policy will be audited annually.
Action plans will be required from suppliers failing to meet an acceptable standard of compliance. Action plans and subsequent remedial actions will be monitored by the Managing Director although responsibility for actions remains with the food production suppliers and food handlers
Appendix D
Guidelines for Staff Bringing their Own Food into Work
Ensure all coffee, tea, sugar and biscuits are kept in closed containers. These should be stored on a separate shelf or cupboard and clearly labelled for staff use;
Items brought in for consumption should be covered and labelled with the date and name of the staff member.
Fresh foods stored in an area away from service user’s food.
Staff fridges must be kept clean and the temperature should be checked and recorded once daily.
Staff must take responsibility to discard their un-used food following completion of their shift.
Food should only be consumed in designated dining areas. Staff must not bring in the following items for consumption;

  • Raw Meat
  • Raw Egg
  • Unpasteurised Milk
  • Shell Fish
  • Pate
  • Ripened soft or moulded cheese

Appendix E
High risk foods are foods which: –
will support the growth of food poisoning bacteria (or the formation of toxins)
AND which –
Are ready to eat, or have gone through most if not all steps in their preparation that might control such hazards.

  • Cooked products – containing meat, fish, cheese, pulses, rice, eggs and vegetables.
  • Dairy Products, Yoghurts, Mayonnaise and eggs
  • Ripened soft or moulded cheese
  • Prepared salads /sandwiches containing fish, eggs, cooked meat shellfish (prawns) and any product containing


  • Raw Meat
  • Raw Egg
  • Unpasteurised Milk
  • Shell Fish
  • Pate
  • Ripened soft or moulded cheese