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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Cold Weather and Winter Safety Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} takes proactive and practical steps to safeguard the health, wellbeing, and safety of the people we support and our staff during cold weather and winter conditions. Cold weather presents increased risks, particularly to older adults and those with chronic health conditions. This policy outlines how we assess, manage, and mitigate risks associated with winter weather, including hypothermia, slips and falls, heating issues, power outages, and delays in care delivery. This is in alignment with Regulation 12 (Safe Care and Treatment) and Regulation 17 (Good Governance) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.

2. Scope

This policy applies to all employees, contractors, volunteers, and agency workers engaged by {{org_field_name}} who deliver or coordinate care and support services. It covers people we support in their own homes or in supported accommodation, particularly those most vulnerable to winter hazards. The policy is also relevant to management teams responsible for business continuity and the safety of care environments, including the Registered Manager and Deputy Manager. It forms part of our wider emergency preparedness and seasonal risk management plans.

3. Related Policies

• CH11 – Safe Care and Treatment Policy
• CH16 – Health and Safety at Work Policy
• CH18 – Risk Management and Assessment Policy
• CH19 – Emergency and Business Continuity Plan
• CH27 – Staff Supervision, Training, and Development Policy
• CH40 – Assisting with Personal Care Policy

4. Winter Risk Assessment and Planning

In preparation for each winter, {{org_field_name}} conducts seasonal risk assessments for all people we support, with particular attention to those with respiratory conditions, cardiovascular disease, limited mobility, or who live alone. These assessments include checks on heating adequacy, insulation, access to food and medication, and contingency plans in case of weather disruption. The results are incorporated into individual care plans and reviewed monthly between November and March. The Registered Manager ensures that risk assessments are updated following any weather alerts, hospital discharge, or health deterioration.

5. Keeping People We Support Safe and Warm

Our staff ensure that each person we support has access to a warm and safe living environment. Staff are trained to:

• Check indoor temperatures during each visit (aiming for 18–21°C in living areas)
• Report heating failures to the manager immediately
• Encourage warm clothing and provide assistance with layering garments
• Promote hydration and regular warm meals
• Provide blankets or heated throws if needed Where appropriate, {{org_field_name}} supports people to access the local Winter Fuel Payment, Cold Weather Payment, or apply for assistance from local support schemes. Staff provide information or signpost individuals to services that offer heating support and free insulation.

6. Slips, Trips, and Falls Prevention

Winter weather increases the risk of slips and falls, especially outside the home. Staff are trained to:

• Identify and report icy or slippery external paths
• Encourage the use of sturdy, non-slip footwear
• Assist people with mobility when walking outside or to vehicles
• Liaise with family members, neighbours or housing providers to grit paths
• Ensure mobility aids (walkers, canes) are checked and maintained For care settings with shared outdoor areas, the allocated maintenance team ensures de-icing and salting is completed daily during cold conditions.

7. Staff Safety and Travel Management

We ensure that staff safety during winter is prioritised, and continuity of care is maintained through:

• Provision of winter driving training and safety briefings
• Distribution of winter kits (de-icer, torch, gloves, first aid) for staff cars
• Use of a digital rota system that allows real-time route and schedule adjustments during adverse weather
• Encouraging the use of public transport or shared travel during severe conditions
• Having a backup team of local staff or volunteers on standby for critical visits In extreme weather events, care visits may be prioritised based on individual needs and risk levels. Any missed or delayed visits are documented and escalated to the manager for prompt communication with the person or their family.

8. Medication, Supplies, and Nutrition Planning

Staff ensure that people we support have access to adequate medication, food, and household essentials in case they are unable to leave the house during winter. This includes:

• Monitoring supplies of essential medications and arranging prescription refills in advance
• Supporting or reminding people to stock up on non-perishable food
• Identifying individuals who rely on meal deliveries and checking contingency plans
• Liaising with family members, pharmacies, and community volunteers to ensure deliveries are maintained Care records are updated to reflect these actions and any changes in health status related to nutrition or medication adherence.

9. Power Cuts and Emergency Heating

In the event of a power cut or heating failure:

• Staff check for alternative heating sources and advise on safe use
• Battery-powered torches are recommended over candles to reduce fire risk
• The person’s wellbeing is monitored closely, and the situation is escalated to the management team
• Emergency services are contacted if there are health concerns due to cold exposure
• Staff liaise with local councils and emergency energy services for updates and support In shared housing or schemes, the manager will notify all stakeholders of the incident and coordinate the response until services are restored.

10. Communication and Emergency Contacts

{{org_field_name}} maintains up-to-date emergency contact details for each person we support, including next of kin, GP, district nurse, and local authority. These details are accessible to staff at all times, including during out-of-hours support via {{out_of_hours}}. Staff are briefed on emergency contact procedures during induction and receive refresher training each winter. Managers ensure that staff understand the escalation pathway in case of emergencies.

11. Staff Training and Awareness

All staff receive seasonal training on winter safety measures during October. This includes:

• Identifying signs of cold-related illness such as hypothermia or respiratory distress
• Recognising isolation and loneliness risks during winter months
• Supporting safe use of heating equipment
• Using PPE appropriately in wet or icy environments Managers provide staff with regular updates on Met Office warnings and public health bulletins. Supervision meetings include discussions on winter preparedness, and staff are encouraged to share good practice and learning from past winters.

12. Partnership Working and Community Support

{{org_field_name}} works with community groups, GP practices, pharmacists, and local councils to coordinate care and support for vulnerable individuals during winter. We liaise with voluntary organisations to arrange befriending services, winter check-ins, or emergency supplies. Our team also supports the national and local Stay Well This Winter campaigns to share information with people we support and their families.

13. Efficient Winter Management at {{org_field_name}}

Our winter management plan is overseen by the Registered Manager and supported by a designated Winter Safety Lead. This includes:

• Weekly winter readiness reviews
• A centralised incident log for weather-related issues
• Regular communication with staff via email, SMS, or apps
• Liaison with local services for gritting, heating support, and safeguarding This coordinated approach ensures care is uninterrupted and people remain safe, warm, and supported throughout winter.

14. Policy Review

This policy will be reviewed annually, ideally in September, ahead of the winter season, or earlier if there are changes to legislation, CQC guidance, or as a result of learning from a critical incident.

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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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