{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Emergency and Business Continuity Plan

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a robust Emergency and Business Continuity Plan that enables us to continue providing high-quality domiciliary care services in the event of an emergency or major disruption. This policy sets out our approach to risk assessment, emergency preparedness, response, and recovery in line with the Regulation and Inspection of Social Care (Wales) Act 2016【32】, the Social Services and Well-being (Wales) Act 2014, and guidance from Care Inspectorate Wales (CIW)【35】.

2. Scope

This policy applies to:

• All staff within {{org_field_name}}, including care workers, office-based staff, and management.
• Service users receiving domiciliary care and support.
• Stakeholders, including family members, healthcare professionals, and local authorities.

It covers:

• Emergency preparedness and response
• Business continuity measures
• Roles and responsibilities
• Communication protocols
• Post-emergency recovery

3. Risk Assessment and Emergency Preparedness

3.1 Identifying Potential Risks

We conduct regular risk assessments to identify emergencies that may disrupt care delivery, including:

• Natural disasters (e.g., flooding, storms, extreme weather).
• Utility failures (e.g., power outages, water supply disruption).
• Infectious disease outbreaks (e.g., flu, COVID-19, norovirus).
• Cybersecurity incidents (e.g., data breaches, system failures).
• Transport disruptions affecting staff travel.
• Major incidents (e.g., fire, terrorism, civil unrest).

Each risk is assessed based on likelihood, impact, and mitigation measures.

3.2 Emergency Preparedness Measures

• Emergency Response Team (ERT): A dedicated team responsible for coordinating responses to crises.
• Staff Training: All employees receive annual training on emergency procedures, first aid, fire safety, and infection control【34】.
• Service User Risk Assessments: Each care plan includes a contingency plan for emergencies.
• Supplies and Equipment: We maintain essential emergency supplies, such as PPE, medication backups, and battery-powered communication devices.

4. Emergency Response Procedures

4.1 Immediate Actions in an Emergency

When an emergency occurs, our priority is to ensure the safety and well-being of service users and staff. The following steps will be taken:

a) Activation of the Emergency Plan

• The Registered Manager or designated senior staff activates the Emergency Response Team.
• Emergency services and relevant authorities are notified as needed.

b) Ensuring Service User Safety

• Staff check on vulnerable service users and assess any immediate risks.
• If evacuation is necessary, staff follow the Fire Safety and Evacuation Procedures Policy (DCW20).
• Alternative care arrangements are made for service users requiring urgent medical support.

c) Staff Coordination

• Care workers are advised on changes in shift patterns, routes, and emergency roles.
• A staff recall system ensures availability for additional support.

d) Communication Protocols

• Key contacts (local authority, CIW, emergency services, family members) are notified.
• Service users and families receive regular updates via phone, email, or text.
• If digital systems fail, paper-based care records are used to ensure continuity.

5. Business Continuity Measures

5.1 Maintaining Essential Services

• Priority service users (e.g., those requiring medication, personal care, or oxygen support) are identified for priority visits.
• Temporary staffing solutions (bank staff, agency staff) are used when needed.
• Remote working is enabled for office-based staff if premises are inaccessible.

5.2 Alternative Care Arrangements

In cases where care staff are unable to attend scheduled visits, we ensure:

• Family and informal carers are contacted for assistance.
• Neighbouring domiciliary care providers are engaged for temporary support.
• Local authority emergency care teams are notified if external assistance is required.

5.3 IT and Data Security in Emergencies

• All records are backed up daily and stored securely off-site and in the cloud.
• In case of system failure, staff use paper-based care logs to continue operations.
• Cybersecurity protocols ensure that service user data remains protected【34】.

5.4 Financial and Resource Management

• Emergency funds are allocated to support additional staffing, transport, and supplies.
• Suppliers (e.g., medical equipment, PPE) are contracted to provide emergency stock replenishment.

6. Post-Emergency Recovery

6.1 Service Recovery Planning

Once the emergency is resolved, the Emergency Response Team initiates service restoration:

• Staff return to normal shift patterns.
• Service users are updated on the situation and any ongoing measures.
• A post-incident review is conducted to assess:
  • Effectiveness of the response.
  • Any gaps or areas for improvement.
  • Lessons learned for future emergencies.

6.2 Staff and Service User Well-being

• Counselling and mental health support is offered to those affected.
• A debriefing session allows staff to share feedback and concerns.

6.3 Compliance and Reporting

• CIW, local authorities, and relevant stakeholders are provided with a full incident report.
• Any regulatory breaches are rectified with immediate corrective action plans.

7. Roles and Responsibilities

7.1 Registered Manager

• Oversees all emergency preparedness and response measures.
• Ensures compliance with CIW regulations and local authority requirements.

7.2 Emergency Response Team (ERT)

• Coordinates emergency efforts, monitors risks, and communicates updates.
• Ensures service user safety and resource allocation.

7.3 Care Workers

• Follow emergency response procedures and risk assessment protocols.
• Report concerns immediately to senior management.

7.4 Administrative and IT Staff

• Ensure secure backup of records and maintain emergency communication channels.

8. Related Policies

This policy should be read in conjunction with:

• Health and Safety at Work Policy (DCW16)
• Fire Safety and Evacuation Procedures (DCW20)
• Infection Prevention and Control Policy (DCW17)
• Risk Management and Assessment Policy (DCW18)
• Data Protection and Confidentiality Policy (DCW34)

9. Policy Review

This policy will be reviewed annually or sooner if there are legislative updates, regulatory changes, or operational needs. Staff will be trained on any updates, and mock emergency drills will be conducted regularly.

---

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.