Standards › Standard 15 › Standard operating procedures (SOPs)
Standard operating procedure (SOP) · OPT-SOP-002 · Version 1.0 · Approved by the ASF Expert Committee
Supports: Standard 15 (Optical and Hearing), criterion 15.5
At a glance
- Each patient has a follow-up booked for adjustment and review, on OPT-FRM-004.
- A named contact is given to the patient for problems.
- A problem reported is seen within the set time.
- Each follow-up is recorded.
- Stop and get help straight away if: a patient is given a product with no follow-up booked or no named contact.
1. Purpose
To adjust, review and support each product after fitting (15.5).
2. Scope
| Applies to | Clinical and support staff in the hospital |
| Locations | All wards, clinics and departments of the facility |
| When | Whenever the activity described is carried out |
| Does not apply to | Activities covered by another document listed in section 15 |
3. Definitions
| Term | Meaning |
|---|---|
| Clinical lead | The doctor or nurse in charge of the area at the time |
4. Background
A product that is fitted once is not finished. Adjustment, review and follow-up after the fitting are where most problems are found and fixed.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Lead optometrist or audiologist | Owns the aftercare rule | Clinician |
| Dispenser or fitter | Books and runs the follow-up | Clinician |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Records and forms named in this document | Current version | Checked before use |
7. Safety
- Stop and call for help if a patient is at immediate risk. Do not delay urgent care to complete paperwork.
8. Before you start
- Confirm the forms and equipment named in this document are available and current.
9. Procedure
Step 1. Book.
- Book the adjustment and review visits before the patient leaves.
Key point: Before they leave.
Step 2. Name a contact.
- Give the named contact for problems.
Key point: Named contact.
Step 3. Respond.
- See a reported problem within the set time, and record it.
Key point: Within the set time.
10. Decision points
- No decision points in this procedure.
11. Special situations
| Situation | Action |
|---|---|
| Out of hours | Follow the same steps. Use the on-call contact on the wall of the area. |
12. Escalation
- Any serious problem goes to the duty clinical lead at once and to the clinical director the same day.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Patients with a follow-up booked | 100% | Monthly | Lead optometrist or audiologist | Escalate to medical director |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| Record named in this document | Patient record or the area file | the period set by the facility’s records policy years |
15. Training
- Staff are trained in this document at induction and refreshed each year, with a recorded competency check.
16. Related documents
| ID | Title | Use |
|---|---|---|
| OPT-FRM-004 | Aftercare and follow-up record | Record |
| HOS-SOP-011 | Post-discharge follow-up (existing, reused) | Procedure |
17. Evidence
| Reference | Note |
|---|---|
| E-009 | Based on the ASF Expert Committee consensus and the WHO World report on hearing (2021). |
| E-006 | ASF Policy Framework v1.2. Adapted. |
| E-009 | ASF Expert Committee consensus. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | set Expert Committee approval |
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References
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)