CH165-Emergency Supply Shortages and Contingency Planning Policy

Registration Number: {{org_field_registration_no}}

Emergency Supply Shortages and Contingency Planning Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} is prepared to respond efficiently and effectively to any disruptions in the supply of critical goods, services, or utilities that may impact the safety, wellbeing, or care of the people we support. It outlines our contingency measures for managing short-term or long-term shortages in supplies such as personal protective equipment (PPE), medicines, food, hygiene products, staffing, utilities, and equipment. This policy aligns with CQC Regulation 12 (Safe Care and Treatment), Regulation 15 (Premises and Equipment), and Regulation 17 (Good Governance), and reflects our duty to maintain continuity of care even in adverse circumstances.

2. Scope

This policy applies to all staff, volunteers, and contractors working for or on behalf of {{org_field_name}}, including those involved in procurement, care delivery, and operational management. It applies to all types of supply chain interruptions whether caused by national emergencies, supplier failure, weather-related events, pandemics, strikes, IT outages, transport disruption, or unforeseen incidents. This policy ensures that every member of the team understands their role in maintaining services and safeguarding people during supply shortages.

3. Related Policies

This policy should be read in conjunction with the following:

CH11 – Safe Care and Treatment Policy
CH15 – Premises and Equipment Policy
CH17 – Infection Prevention and Control Policy
CH18 – Risk Management and Assessment Policy
CH19 – Emergency and Business Continuity Plan
CH21 – Medication Management and Administration Policy
CH25 – Notification of Other Incidents Policy

4. Identification of Critical Supplies

Critical supplies are items essential for the delivery of safe and effective care. These include PPE (gloves, masks, aprons), cleaning and disinfectant products, food and nutrition supplies, medication, medical consumables, continence products, utilities (electricity, water, gas), assistive equipment (hoists, wheelchairs), and communication tools (phones, Wi-Fi, alarms). Each care location must maintain a list of critical items with minimum stock levels. These stock levels are reviewed weekly and monitored by the care coordinator or designated supplies lead to ensure sufficient availability and early identification of shortages.

5. Risk Assessment and Preparedness

Risk assessments are conducted at least annually, or when there is a change in operations or known threat, to identify vulnerabilities in our supply chain. This includes assessing single supplier dependencies, remote location risks, reliance on external contractors, and storage capacity. Each risk is rated and added to the organisation’s risk register. Contingency plans are developed and tested for each risk scenario. Key suppliers are asked to provide continuity plans to demonstrate their ability to maintain service during emergencies. Emergency plans are documented, accessible, and reviewed regularly.

6. Communication and Escalation Procedures

Any anticipated or actual disruption to supply must be reported immediately to the Registered Manager, {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}. The manager will assess the level of impact and escalate the issue internally and externally as necessary. This includes contacting alternative suppliers, notifying commissioners, informing families, and, where applicable, reporting to CQC under CH25 – Notification of Other Incidents Policy. Communication with staff and people we support is managed sensitively to provide reassurance and explain any changes to service delivery or routines.

7. Stock Management and Emergency Reserves

Each care site maintains an emergency reserve of essential supplies, such as PPE, basic medications, food rations, hygiene kits, and bottled water, sufficient to operate safely for a minimum of 72 hours. These reserves are clearly labelled, inventoried, and stored securely in accessible areas. Stock rotation procedures ensure that emergency items do not expire or degrade. Replenishment is the responsibility of the designated procurement officer or supplies lead. Monthly audits of emergency stocks are conducted and reported to the senior management team.

8. Alternative Suppliers and Mutual Aid

{{org_field_name}} maintains a directory of approved secondary and emergency suppliers for all critical categories. This includes local pharmacies, wholesalers, catering services, utility providers, and agency staffing services. Where possible, service-level agreements (SLAs) are in place to ensure priority supply during emergencies. We also maintain mutual aid arrangements with other care providers and local resilience forums to share critical items or staff during periods of extreme shortage. Participation in local authority contingency planning groups helps ensure collaborative and coordinated responses.

9. Medication and Clinical Supply Shortages

In the event of medication shortages, staff must immediately inform the Registered Manager and liaise with the community pharmacist or prescribing clinician to arrange alternatives. No unprescribed substitutions should be made. Risk assessments must be undertaken, and the GP consulted to adjust prescriptions or treatment plans. Where clinically necessary, medication stockpiles may be accessed under supervision. All changes must be recorded in the care plan and MAR chart, and clearly communicated to staff, families, and the individual being supported.

10. Staffing Shortages

In the event of sudden staff shortages due to illness, transport disruption, or other emergencies, {{org_field_name}} activates the emergency staffing rota. This includes:

Reassigning existing staff based on priority need
Extending hours or authorising overtime with staff consent
Deploying trained office-based staff for frontline care
Engaging pre-approved agency workers
Prioritising visits based on risk and essential need
The Registered Manager ensures that staffing levels remain safe and documented, and that any missed or delayed visits are reported, investigated, and followed up appropriately.

11. Training and Awareness

All staff receive training on this policy as part of their induction and ongoing development. This includes recognising supply risks, understanding escalation procedures, stock control responsibilities, and how to respond to supply-related emergencies. Annual drills are conducted as part of our CH19 – Emergency and Business Continuity Plan to ensure staff readiness. Learning from actual incidents is shared with staff through team briefings and supervision.

12. Governance, Audit and Learning

The Registered Manager is responsible for overseeing supply chain risks and contingency preparedness. A quarterly review of supply incidents, shortages, and response times is conducted as part of the governance process. Any patterns, failures, or near misses are recorded and investigated. Lessons learned are used to improve systems, update stock lists, enhance contracts with suppliers, and inform training. This continuous improvement approach supports our compliance with Regulation 17 – Good Governance.

13. Policy Review

This policy will be reviewed annually or sooner in response to significant supply chain changes, new risks, CQC guidance updates, or following the activation of contingency plans. The review will be led by the Registered Manager in consultation with procurement, health and safety, and care team leads.

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}}
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