CHW19-Emergency and Business Continuity Plan

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}} is fully prepared to respond effectively to emergencies and maintain essential services during disruptions. This plan complies with the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, and guidance from Care Inspectorate Wales (CIW). It outlines the procedures to safeguard residents, staff, and visitors while minimising disruption to operations.

2. Scope

This plan applies to:

All staff members, including management, care workers, administrative teams, and support staff.
Residents and their families, ensuring clear communication and continuity of care.
External agencies and emergency responders, ensuring coordinated responses.
Contractors and suppliers, ensuring the continued provision of essential goods and services.

3. Compliance with CIW Regulations and Legal Framework

Our emergency and business continuity plan aligns with:

Regulation 44 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, which requires service providers to have emergency procedures in place.
The Civil Contingencies Act 2004, which mandates preparedness for major incidents.
Health and Safety at Work Act 1974, ensuring risk mitigation and staff training in emergency response.
Fire Safety Order 2005, covering evacuation and fire safety measures.
Public Health Wales guidance, ensuring preparedness for infectious disease outbreaks.

4. Risk Assessment and Emergency Planning

{{org_field_name}} conducts comprehensive risk assessments to identify potential emergency scenarios, including:

Fire and Evacuation Incidents
Extreme Weather Conditions (Flooding, Storms, Heatwaves, Snow/Ice)
Infectious Disease Outbreaks (Flu, COVID-19, Norovirus)
Utility Failures (Power, Gas, Water, Internet, Heating)
Major Accidents or Incidents (Structural Damage, Road Closures)
Cybersecurity Breaches Affecting Resident Data and Records
Staffing Shortages Due to Industrial Action or Pandemics
Security Threats (Intruders, Violence, Theft, Terrorism)

Each risk is assessed for likelihood and impact, and mitigation strategies are put in place to reduce disruption.

5. Emergency Response Procedures

5.1 Activation of Emergency Plan

The Registered Manager or designated Incident Response Lead is responsible for activating the emergency plan.
Staff are immediately briefed and assigned emergency response roles.
Emergency contacts, including CIW, local authorities, and emergency services, are informed where necessary.

5.2 Evacuation and Fire Safety

The Fire Safety Lead ensures regular fire drills and maintains clear evacuation routes.
Residents with mobility issues have Personal Emergency Evacuation Plans (PEEPs).
Designated assembly points are assigned, and emergency transport options are identified.

5.3 Infectious Disease and Pandemic Preparedness

Infection Control Lead implements isolation protocols and enhanced hygiene measures.
Supply chains are monitored to prevent shortages of PPE, medication, and cleaning supplies.
Virtual visiting options are implemented to maintain social interaction while reducing transmission risk.

5.4 Utility and Infrastructure Failure Response

Backup power generators ensure essential equipment remains functional during power outages.
Water storage and alternative heating solutions are in place for prolonged outages.
Communication continuity plans, including battery-powered radios and emergency phone lines, ensure contact is maintained.

5.5 Staff Shortages and Workforce Contingency

Emergency staffing lists and bank staff arrangements ensure coverage during absences.
Mutual aid agreements with nearby care providers allow for staff redeployment if required.
Remote working capabilities for administrative staff ensure operational continuity.

6. Business Continuity Strategy

To maintain service provision during and after an emergency, the following key elements are implemented:

6.1 Alternative Care Arrangements

Emergency agreements with other care homes and local authority providers ensure temporary relocation if required.
Home care services may be arranged for residents who can safely transition to home-based care.
Family involvement is encouraged where appropriate to support continuity of care.

6.2 Communication and Information Management

Emergency contact lists for staff, families, local authorities, and emergency responders are maintained and regularly updated.
Incident reports are logged and reviewed to improve future responses.
Regular briefings ensure all stakeholders are informed and reassured.

6.3 Data Protection and Cybersecurity

Cloud-based backup systems ensure secure storage of resident records.
Access controls and cybersecurity measures protect sensitive data from breaches.
Alternative documentation processes are in place should electronic systems fail.

7. Testing, Training, and Continuous Improvement

Quarterly emergency drills ensure staff readiness for various scenarios.
Annual reviews and updates of the emergency plan ensure compliance with current best practices.
Staff training sessions on emergency preparedness, first aid, infection control, and evacuation procedures are mandatory.
Post-incident reviews identify lessons learned and inform improvements.

8. Related Policies

This plan should be read in conjunction with:

CHW16 – Health and Safety at Work Policy
CHW18 – Risk Management and Assessment Policy
CHW20 – Fire Safety and Evacuation Procedures
CHW23 – Lone Working and Staff Safety Policy
CHW24 – Management of Accidents, Incidents, and Near Misses Policy

9. Policy Review

This plan will be reviewed annually or following any major incident, regulatory change, or operational need. The Registered Manager and Responsible Individual will ensure compliance and effectiveness.

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.