DCW86-Flood and Floods Management and Safety Policy
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Flood and Floods Management and Safety Policy
1. Purpose
The purpose of this policy is to ensure that {{org_field_name}} has a comprehensive flood management and safety plan to protect service users, staff, and business operations in the event of flooding. As climate change increases the likelihood of severe weather events, including floods, this policy outlines preventative measures, emergency response procedures, and recovery strategies to minimise risk and ensure continuity of care.
Our objectives are to:
- Ensure the safety and well-being of service users and staff during flood incidents.
- Implement robust flood risk assessments to identify and mitigate potential hazards.
- Establish clear emergency procedures for responding to floods.
- Maintain essential care services during and after flooding events.
- Comply with Care Inspectorate Wales (CIW) regulations and national emergency preparedness guidance.
2. Scope
This policy applies to:
- All service users, particularly those living in flood-risk areas.
- All employees, including care workers, administrative staff, and managers.
- The Registered Manager and Responsible Individual, ensuring compliance.
- External agencies, including emergency services, local authorities, and environmental agencies.
- Families and carers, where applicable, in supporting service users during flood events.
3. Legal and Regulatory Framework
This policy must be read and implemented in line with:
- Regulation and Inspection of Social Care (Wales) Act 2016.
- The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended) and the Welsh Ministers’ statutory guidance for care home and domiciliary support service providers (the “Statutory Guidance”). The service must “have regard” to this guidance when determining how it meets regulatory requirements.
- Regulation 57 (Health and safety): risks to the health and safety of individuals must be identified and reduced so far as reasonably practicable. Flood risk is treated as a health and safety risk for individuals, staff and others affected by service delivery.
- Regulation 58 (Medicines): arrangements must ensure medicines are stored/administered safely and that there is a sufficient supply, including during disruption.
- Regulation 59 (Records): records must be accurate, up to date, kept securely and available as required.
- Regulation 60 (Notifications by the service provider) and Schedule 3: the provider must notify the service regulator of notifiable events, including events that prevent, or could prevent, the service from continuing to be provided safely.
- Regulation 84 (Notifications by the Responsible Individual) and Schedule 4: the Responsible Individual must ensure CIW is notified of notifiable events without delay and in writing (in the manner required by the regulator).
- Civil Contingencies Act 2004 and relevant local resilience arrangements.
- Flood risk information and warnings issued by Natural Resources Wales (NRW) and the Met Office.
- Data protection legislation (UK GDPR and Data Protection Act 2018) as it applies to protecting service user records and confidentiality during disruption.
3.1 Definitions and activation thresholds
For the purposes of this policy:
- “Flood disruption” includes flooding, surface water, sewage backflow, blocked roads/bridges, loss of utilities (electricity, water, telecoms), or any event that prevents staff from safely reaching individuals or safely providing care.
- “Activation” of this policy occurs when NRW/Met Office warnings indicate likely local impact, or when the Registered Manager (or on-call manager) determines there is an actual or imminent disruption to safe service delivery.
- “Priority individuals” are those at highest risk if care is delayed (for example: oxygen-dependent, insulin-dependent, double-handed care for transfers, medication-critical visits, safeguarding risk, or lack of informal support).
4. Identifying Flood Risks and Prevention Strategies
4.1 Flood Risk Assessments
- Identify service users living in flood-prone areas using flood maps from Natural Resources Wales (NRW).
- Assess office locations and staff travel routes for potential flood risks.
- Ensure flood risk information is documented in individual service user care plans.
Flood risk must be recorded within the individual’s care documentation/personal plan and include:
- known flood risk at/near the person’s address;
- access risks (stairs, lifts, routes, alternative safe access points);
- utilities risks (power dependency for equipment, heating, water);
- a flood disruption contact plan (family/neighbours/keyholder details, safe refuge point);
- medication/critical care contingencies (what can and cannot be delayed); and
- the agreed welfare-check method if a scheduled visit cannot safely occur.
Flood risk entries must be reviewed at least annually and additionally after any flood incident affecting the individual, any change of address, any change in mobility/equipment/medication dependency, or any change in informal support.
4.2 Preventative Measures
- Encourage service users in flood-risk areas to register for flood alerts via NRW and local authorities.
- Work with service users and families to develop personal emergency plans.
- Ensure vital documents (e.g., care plans, medication records) are stored securely and digitally.
How we manage this efficiently:
- Service user records include flood risk ratings for proactive planning.
- A dedicated flood response lead coordinates risk assessments and updates.
5. Emergency Preparedness and Flood Response Plan
5.1 Roles and responsibilities
Responsible Individual (RI): ensures suitable arrangements are in place for compliance with notification duties and oversight of significant events, including flooding that affects safe delivery. Where appropriate, the RI may delegate the submission of CIW notifications to a designated person, but retains accountability.
Registered Manager: operational lead for activation, prioritisation decisions, staffing redeployment, commissioner liaison, and ensuring records/incident logs are completed.
Flood Response Lead (named role): coordinates monitoring, maintains flood-risk register, checks emergency contact lists, and maintains a real-time disruption log during activation.
Care staff: follow safe travel guidance, complete welfare checks as instructed, record missed/delayed visits and actions taken, and escalate concerns immediately.
Office/admin staff: support call-rounds, document control, and communications, including maintaining secure records during disruption.
5.2 Early Warning Systems and Communication
- Monitor flood warnings from NRW and Met Office.
- Implement an SMS and phone call alert system to notify staff and service users of impending floods.
- Ensure all staff are aware of flood response procedures and contact lists.
- During activation, the service will maintain a Flood Disruption Log recording: warnings received, decisions made, priority list changes, missed/delayed visits, welfare checks completed, escalation actions, safeguarding concerns, medication contingencies, and outcomes.
- Where flooding prevents, or could prevent, the service from continuing to be provided safely, the Registered Manager will ensure that CIW is notified without delay in line with the provider’s notification duties and CIW’s required method (CIW Online).
- Where individuals are commissioned/funded by a local authority or health body, the service will inform the relevant commissioner/placing authority of significant disruption, risks, and mitigation actions, in line with contractual requirements and safeguarding duties.
How we manage this efficiently:
- Emergency contact lists are updated quarterly.
- A digital emergency notification system ensures rapid alerts.
5.3 Evacuation, Temporary Relocation and Refusal of Evacuation
In a domiciliary support service, evacuation decisions are primarily led by the individual (and/or their representative) and the emergency services/local authority where applicable. Staff do not physically enforce evacuation.
For individuals identified as at risk, the service will have an agreed emergency relocation plan which documents: preferred temporary safe location(s), who can assist, key access arrangements, essential items/medication, and how care will continue.
Where an individual refuses to evacuate and staff believe there is a serious risk, staff must:
- escalate immediately to the on-call manager;
- consider mental capacity and best-interests decision-making in line with the Mental Capacity Act 2005;
- contact emergency services/local authority as appropriate;
- record the advice given, the individual’s decision, capacity considerations, and actions taken.
6. Maintaining Care Services During Floods
6.1 Staff Allocation and Remote Working
- Identify priority visits to high-risk service users during flood disruptions.
- Implement remote working protocols for administrative and non-essential staff.
- Ensure care staff have emergency travel plans to reach service users safely.
The service will maintain a live Priority Visit List during disruption, with clear rationale for prioritisation (risk and need). Staffing deployment decisions will take account of geographical locations and travel time so that individuals receive safe and reliable care.
If a scheduled visit cannot be safely completed, staff must not simply “cancel”; they must implement the individual’s contingency plan, which may include: welfare call/video check, contacting family/neighbours, contacting the commissioner, arranging alternative staff/routes, or contacting emergency services where there is immediate risk. All missed/delayed visits and actions taken must be recorded in the Flood Disruption Log and the individual’s records.
6.2 Medication and Medical Equipment Management
- Ensure service users in flood-prone areas have an extra supply of essential medication.
- Coordinate with pharmacies for emergency medication deliveries.
- Medication continuity arrangements must comply with Regulation 58 (Medicines), including maintaining sufficient supply, safe ordering/re-ordering, recording, handling, and disposal, and appropriate audit arrangements.
- Where medication records (e.g., MAR) are at risk due to flooding or loss of connectivity, staff must follow the service’s record-contingency process (temporary paper records if authorised, later reconciliation, and secure storage).
- Secure backup power solutions for individuals relying on electrical medical equipment.
How we manage this efficiently:
- A medical supplies contingency plan ensures continuity in emergencies.
- Local pharmacies and GPs are included in our emergency communication network.
7. Post-Flood Recovery and Service Continuity
7.1 Assessing Service User Well-being
- After a flood, staff must conduct welfare checks on all affected service users.
- Assess physical, emotional, and psychological impacts and provide support accordingly.
- Ensure homes are safe before resuming full care services.
Where flooding results in harm, near-miss, neglect risk, missed critical care, medication error risk, or safeguarding concerns, the manager must consider:
- Ensure homes are safe before resuming full care services.
- safeguarding referral pathways in line with the service safeguarding procedures and the Wales Safeguarding Procedures;
- duty of candour expectations (openness, apology where appropriate, and information sharing with individuals/representatives);
- whether CIW notifications are required; and
- completion of an incident report and management review with learning actions.
7.2 Restoring Office Operations
- Conduct post-flood safety assessments before reopening office premises.
- Sanitise and repair any damaged equipment to maintain a safe working environment.
- Implement flexible working arrangements if the office remains inaccessible.
How we manage this efficiently:
- A structured recovery plan ensures smooth transition back to normal operations.
- Incident reports are reviewed to improve future flood response strategies.
8. Staff Training and Awareness
8.1 Mandatory Flood Preparedness Training
- All staff must complete annual training on flood response and safety.
- Specific training is provided to care workers supporting service users in flood-prone areas.
- Scenario-based training ensures staff can handle real flood situations effectively.
8.2 Drills and Simulations
- Emergency flood response drills are conducted annually.
- Staff role-play emergency scenarios to reinforce quick decision-making.
How we manage this efficiently:
- A flood training log ensures compliance and competency levels.
- Feedback from drills is used to refine the emergency response plan.
9. Engaging with External Agencies and Multi-Agency Collaboration
- Maintain partnerships with local councils, emergency services, and NRW.
- Participate in regional flood planning discussions and updates.
- Ensure compliance with national emergency planning frameworks.
How we manage this efficiently:
- Regular liaison meetings with external agencies enhance flood preparedness.
- Multi-agency collaboration ensures effective response coordination.
10. Incident reporting, records and CIW notifications (flood-related)
10.1 Records and information security
All flood-related decisions and actions must be recorded and retained securely in line with the service’s records management arrangements. Records must be accurate, up to date, and stored securely (including electronic records).
10.2 CIW notifications
The service provider must notify CIW of events specified in Schedule 3 (Regulation 60), including events that prevent, or could prevent, the service from continuing to be provided safely (for example, widespread staff inability to travel, prolonged utilities loss affecting safe delivery, or significant disruption to care). Notifications are made without delay and in the required manner (CIW Online).
The Responsible Individual must also ensure compliance with Schedule 4 notification duties (Regulation 84) and ensure suitable arrangements exist for timely notification.
10.3 Timescales and evidence
Notifications must include relevant details (what happened, who was affected, immediate mitigation, ongoing risk controls, and how continuity of care is being maintained). The Flood Disruption Log and incident reports provide the evidence trail for CIW inspection and internal governance.
11. Related Policies
This policy aligns with:
- Emergency and Disaster Management Policy (DCW28).
- Health and Safety Policy (DCW18).
- Infection Control and Hygiene Policy (DCW22).
- Risk Assessment and Business Continuity Policy (DCW35).
12. Policy Review
This policy will be reviewed annually or sooner if required due to legislative changes, business needs, or CIW updates. The Registered Manager and Responsible Individual are responsible for ensuring compliance.ed annually or sooner if required due to legislative changes, business needs, or CIW updates. The Registered Manager and Responsible Individual are responsible for ensuring compliance.
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