CH180-Refurbishment and Building Structure Works Policy

Registration Number: {{org_field_registration_no}}

Refurbishment and Building Structure Works Policy

1. Purpose

The purpose of this policy is to ensure that any refurbishment, maintenance, or building structure works carried out at premises managed by {{org_field_name}} are planned, risk assessed, and implemented in a way that maintains the safety, dignity, privacy, and continuity of care for the people we support. This policy supports compliance with Regulation 15 (Premises and Equipment), Regulation 12 (Safe Care and Treatment), and Regulation 17 (Good Governance) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. The aim is to ensure that works enhance the quality of the care environment while minimising disruption, safeguarding people, and ensuring all regulatory and legal requirements are met.

2. Scope

This policy applies to all refurbishment activities, building structure works, repairs, installations, redecoration, or infrastructure changes occurring at any location operated by {{org_field_name}}. It applies to all staff, maintenance personnel, contractors, agency workers, and management involved in or affected by such works. It also covers temporary adjustments to care arrangements and health and safety controls to protect the people we support during the planning and implementation of such works.

3. Related Policies

This policy should be read in conjunction with:

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
CH25 – Notification of Other Incidents Policy
CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy

4. Planning and Approval Process

All refurbishment and structural works must be formally approved by the Registered Manager, {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}, and the company director {{org_field_company_director_first_name}} {{org_field_company_director_last_name}}, where required. A clear project plan must be created outlining the scope of the works, timelines, affected areas, and mitigation strategies. Where applicable, the local authority and CQC will be notified in advance, particularly if services may be disrupted. Where a change affects the Statement of Purpose, a formal notification will be submitted to the CQC in line with CH12 – Statement of Purpose Policy.

5. Risk Assessment and Health & Safety

Before any works begin, a comprehensive risk assessment must be completed and signed off by the Registered Manager and the Health and Safety Lead. This assessment will identify risks including dust, noise, restricted access, fire safety concerns, and any structural hazards. A method statement and control measures must be in place to mitigate these risks. The safety of the people we support is paramount, and any risks to health, infection control, or access must be eliminated or minimised before work proceeds. Daily site checks must be conducted during the works to ensure ongoing safety.

6. Communication and Consent

People receiving care, their families, advocates, and staff must be informed in advance of any planned works. The purpose, duration, areas affected, and adjustments to care arrangements must be explained clearly and in accessible formats. Individuals must be reassured that their safety, dignity, and continuity of care remain a priority. Where care needs or routines are disrupted, consent is obtained, and alternative arrangements are made in line with the person’s preferences and support plan. Staff must ensure any confusion or anxiety about building works is responded to promptly and compassionately.

7. Infection Prevention and Cleanliness

Building and refurbishment works can increase the risk of infection through dust, debris, and disruptions to cleaning routines. A separate infection control risk assessment must be carried out, and control measures such as dust barriers, increased cleaning schedules, and the safe disposal of waste must be implemented. Where works affect bathrooms or kitchens, temporary alternatives must be arranged to maintain hygiene standards. Staff must ensure that handwashing facilities remain available at all times. All contractors are required to adhere to our CH17 – Infection Prevention and Control Policy while on site.

8. Contractor Management and Site Security

Only qualified, insured, and approved contractors may carry out refurbishment or structural works at {{org_field_name}} premises. Contractors must be DBS checked if working in areas accessible to people receiving care. All contractors are required to sign in and out, wear identification, and be supervised as needed. A site induction is carried out prior to commencement of work, covering safeguarding, health and safety, and communication protocols. Work areas must be cordoned off, clearly signed, and kept secure from unauthorised access. Contractors must not interact with people we support unless required and only with staff supervision.

9. Continuity of Care

During refurbishment works, we ensure that care services continue uninterrupted. If any room or area becomes temporarily unavailable, alternative care spaces are identified and adapted as necessary. Staffing is reviewed to ensure that additional support is provided during periods of disruption. Where night-time or essential care routines may be affected, specific contingency plans are activated. If care cannot safely continue during the work period, temporary relocation options or alternative service provision will be considered and communicated clearly to individuals and families.

10. Equipment and Furniture Management

Any equipment or furniture affected by refurbishment works must be safely relocated, covered, or stored securely to prevent contamination or damage. Equipment must be cleaned and disinfected before re-use. Furniture and fittings installed during refurbishment must be suitable for a care environment and meet fire safety, accessibility, and infection control requirements. All new items must be risk assessed and documented as part of the premises audit process.

11. Fire Safety and Emergency Access

Refurbishment or structural works must not obstruct emergency exits, fire doors, smoke detectors, or access routes. Fire safety systems must remain fully operational throughout the works. If any fire alarm, sprinkler, or evacuation route is affected, temporary measures and clear signage must be in place. The fire risk assessment must be reviewed and updated accordingly, and staff and contractors briefed on any changes to fire procedures. Fire drills or simulated exercises may be conducted during longer-term refurbishment projects.

12. Monitoring, Handover, and Quality Assurance

All works must be monitored by a designated lead throughout the project, with regular progress updates to the Registered Manager. On completion, a full inspection must be conducted to ensure the environment is safe, clean, and suitable for care delivery. Any snagging issues must be resolved before rooms or spaces are reopened for care. A final report is produced and retained, including warranties, safety certificates, and maintenance guidance. Feedback from staff and people we support is gathered post-completion to inform future projects.

13. Policy Review

This policy will be reviewed annually or earlier if significant refurbishment is planned, regulatory guidance changes, or incidents prompt policy updates. Reviews are led by the Registered Manager in consultation with the Health and Safety Lead, maintenance teams, and feedback from the people we support. All updates are communicated to staff and incorporated into relevant procedures and training.

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.