For a UK dental practice, the standards are clearly set out in HTM 01-05 (Decontamination in primary care dental practices), the Ionising Radiations Regulations 2017 (IRR17), and MHRA guidance.

Autoclaves → test daily, validate quarterly, service annually

Washer-disinfectors → test daily, validate quarterly, service annually

X-ray sets → perform safety checks daily, annual performance testing, and full RPA testing every 3 years

Summary Table – Dental Practice (HTM 01-05 Compliant)

If you look simply at invoice cost: ad-hoc might look cheaper in a “good year” (you pay less if nothing fails).

But if you factor in downtime, lost appointments, risk of breakdown, compliance cost, then the service plan often is a better investment for key equipment.

As a rule-of-thumb, look at how much a single surgery earns per hour, and a breakdown causes just a half-day or full day downtime, the cost of lost treatment easily amounts to more than the cost of a service plan for the year.

Therefore, for equipment that is critical to workflow (autoclave, washer-disinfector, dental chair, X-ray unit) a service plan is strongly advisable rather than leaving servicing purely reactive.

Here’s a breakdown of who legally qualifies as a competent person or engineer for:

• Autoclave/washer-disinfector validation,
• PSSR (Pressure Systems Safety Regulations 2000) examinations, and
• X-ray QA and safety testing

Autoclave & Washer-Disinfector Validation (HTM 01-05)

• A competent person is someone with appropriate training, qualifications, experience and access to necessary test equipment to carry out validation and periodic testing of decontamination equipment in accordance with national or international standards.

• Typically a qualified decontamination engineer employed by or accredited by a specialist dental engineering company.

• Must be trained and certified in HTM 01-05, BS EN ISO 17665, BS EN ISO 15883, and manufacturer’s protocols.

• Should hold calibration certificates for all test instruments.

• Should be independent from the practice (i.e. not a member of staff doing daily checks).

PSSR Examinations (Pressure Systems Safety Regulations 2000)

• A Competent Person is someone with sufficient practical and theoretical knowledge and actual experience of pressure systems to carry out examinations and judge whether the system is safe for continued use.

• An independent inspection body employing chartered mechanical or pressure systems engineers.

• They draw up a Written Scheme of Examination (WSE). Perform statutory thorough examinations (typically every 12–14 months). Issue a PSSR certificate/report required by the HSE.

Dental X-ray QA & Radiation Safety (IRR17 and IR(ME)R 2017)

Two different “competent” roles exist under radiation legislation:

Here’s a detailed guide on what CQC inspectors expect to see on the day and how to keep it inspection-ready.

1. Decontamination / Sterilisation (HTM 01-05)

CQC will want:

• Daily logs of autoclave cycles and washer-disinfector cycles (parameters: temperature, pressure, cycle duration).
• Bowie-Dick / Helix test records for vacuum autoclaves.
• Routine maintenance records – cleaning of washers, inspection of seals, filters, etc.
• Quarterly/annual validation reports from a competent engineer (UKAS-accredited if possible).
• Service and calibration certificates (for autoclaves, washer-disinfectors).
• Staff training records: anyone doing sterilisation or infection control trained in HTM 01-05 procedures.
• How to keep inspection-ready:
• Use bound or digital logbooks with daily entries signed/initialed by staff.
• Store quarterly and annual validation reports in a dedicated folder (physical or digital).
• Keep certificates readily accessible, not in archive storage.

2. X-ray / Radiography Compliance (IRR17 & IR(ME)R 2017)

CQC will want:

• RPA appointment letter and contact info.
• Critical examination reports (usually at installation or after major servicing).
• Routine QA / maintenance certificates (1–3-yearly).
• Radiation risk assessment documents.
• Staff training records (RPS training, IR(ME)R awareness, dosimetry records if applicable).
• Equipment logs: any faults, repairs, or replacements noted.
• Inspection-ready tips:
• Keep all QA reports in date order in a separate “Radiation Safety Folder”.
• Ensure staff know where logs and certificates are stored.
• Keep training certificates accessible (printed or digital).

3. PSSR (Pressure Systems Safety Regulations)

CQC will want:

• Written Scheme of Examination (WSE) for pressure systems (autoclaves, compressors).
• Competent Person inspection certificates (usually annual).
• Maintenance/service records showing issues addressed and completion dates.
• Inspection-ready tips:
• Keep one folder per pressure system.
• Mark the next due date for the inspection so nothing lapses.
• Include any corrective actions and evidence they were done.

4. Infection Prevention & Control (IPC)

CQC expects evidence of:

• Hand hygiene and PPE procedures.
• Sharps handling and disposal logs.
• Cleaning schedules for surgeries, waiting areas, and decontamination rooms.
• Waste disposal records (clinical, sharps, hazardous).
• Staff training in IPC (dates, topics, certificates).
• Inspection-ready tips:
• Have signed cleaning schedules in each area.
• Use dated waste disposal records.
• Maintain training matrix so you can show everyone is up to date.

5. Equipment Maintenance & Service Logs

CQC expects:

• Routine servicing logs for all clinical equipment (chairs, X-ray, autoclaves, compressors).
• Calibration certificates where required.
• Evidence that ad-hoc repairs were done promptly.
• Inspection-ready tips:
• Digital or paper logbooks with dates, signatures, and service engineer reports.
• Highlight upcoming service due dates to prevent missed inspections.

6. Training Records

CQC will check:

• Staff are trained for their role, including infection control, decontamination, radiation safety, and medical emergencies.
• Records show ongoing updates / refresher courses.
• Inspection-ready tips:
• Maintain a training matrix, updated whenever training is completed.
• Include certificates in personnel files or a central folder.

7. How to Keep Everything Inspection-Ready

• Centralised Documentation System
• Either cloud-based digital folder (with secure access) or physical binders clearly labeled.
• Consistent Filing
• Separate folders by category. Every log entry should have a date, time, and initials/signature of responsible staff: Autoclave & Washer-Disinfector logs ; X-ray / QA ; PSSR inspections ; Infection Control ; Staff Training ; Equipment Servicing ; Date & Signature Checks
• Audit Trail – Make sure all service reports, validation certificates, and training records are retained in order with previous years available for reference (usually last 3–5 years for CQC).
• Next Due Alerts
• Use a calendar or reminder system for: Equipment service dates ; Annual validations ; Staff refresher training ; PSSR inspections ; Regular Internal Audits
• Monthly/quarterly internal check to ensure all logs are complete and certificates are up-to-date.

When having your equipment serviced by our engineers, our purpose is to reduce the likelihood of future equipment problems as much as possible. All our technicians are manufacturer trained but we have also compiled our own service checklists, written by our senior engineers to ensure consistency and the same thorough approach is taken by all our team, regardless of experience.

If you’ve ever wondered what our engineers ‘actually do’ when they service a piece of equipment, now is the chance to learn! Download our Annual Service Checklists here.

Please note: Different makes and models of each equipment item will all have slightly different annual servicing requirements. Also, varying conditions and ages of equipment will often affect what action the engineers take. These checklists are a guide from the most common types but they are not to be applied rigidly in every situation.