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Registration Number: {{org_field_registration_no}}

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Managing Heat Waves Policy

1. Purpose

This policy ensures that {{org_field_name}} has effective measures in place to protect people we support, staff, and visitors from the risks associated with extreme heat conditions. It aligns with CQC Fundamental Standards, Public Health England (PHE) Heatwave Plan for England, and Regulation 12 (Safe Care and Treatment) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. The aim is to prevent heat-related illnesses, including dehydration, heat exhaustion, and heatstroke, and to ensure a safe and comfortable environment during high temperatures. By implementing this policy, {{org_field_name}} ensures that the service remains compliant with national health and safety regulations while providing optimal care and protection to those most vulnerable during heatwaves.

2. Scope

This policy applies to all staff, people we support, and visitors within {{org_field_name}}. It covers all aspects of heatwave management, including preventive actions, emergency response, hydration management, and environmental control measures. It ensures that all staff members understand their responsibilities in maintaining the safety and wellbeing of individuals during periods of extreme heat. Additionally, this policy provides guidance on collaboration with external agencies, including health professionals, emergency services, and local authorities, to ensure a coordinated response to heatwaves.

3. Related Policies

• Safe Care and Treatment Policy (CH11) to ensure health risks associated with extreme heat are managed effectively.
• Health and Safety at Work Policy (CH16) for workplace-related heat stress prevention and risk assessments.
• Infection Prevention and Control Policy (CH17) to ensure cooling systems do not pose infection risks.
• Risk Management and Assessment Policy (CH18) for assessing and mitigating risks related to heatwaves.
• Emergency and Business Continuity Plan (CH19) for ensuring a structured response to extreme heat events.

4. Policy Statement {{org_field_name}} is committed to ensuring the safety and wellbeing of people we support, staff, and visitors by implementing proactive measures to mitigate risks associated with extreme heat. Our approach is based on best practices from Public Health England (PHE), the Met Office, and NHS guidance. This includes providing a cool and comfortable environment, ensuring adequate hydration, and recognising early signs of heat-related illnesses. We particularly prioritise those who are most vulnerable, such as older adults, individuals with chronic illnesses, and those with reduced mobility. The organisation will continuously monitor heatwave alerts and take immediate action as necessary.

5. Identifying High-Risk Individuals Certain individuals are at greater risk during extreme heat conditions. Staff must identify and monitor those who:

• Have chronic conditions such as cardiovascular, respiratory, or kidney diseases, which may be worsened by high temperatures.
• Are elderly, as they may have a reduced ability to regulate body temperature effectively.
• Have limited mobility or are bedridden, making it difficult to relocate to cooler areas.
• Are on medications that impact hydration or thermoregulation, such as diuretics, sedatives, or psychotropic drugs.
• Have cognitive impairments, including dementia or learning disabilities, which may prevent them from recognising and responding to heat risks.

6. Preventive Measures Preventive measures help reduce the risk of heat-related illnesses and ensure a safe environment. The following strategies will be implemented:

• Temperature Monitoring: Regularly monitor indoor and outdoor temperatures. Immediate action will be taken if temperatures exceed 26°C.
• Hydration Support: People we support will be encouraged to drink water frequently. Staff will ensure hydration stations are accessible, and fluids will be offered regularly.
• Adjusting Clothing: People we support should wear lightweight, loose-fitting, and breathable clothing. Staff will advise on appropriate attire.
• Cooling Strategies:
  • Use of fans, air conditioning, and natural ventilation.
  • Keeping curtains and blinds closed during peak sunlight hours.
  • Providing cool showers, damp cloths, or cooling packs to help regulate body temperature.

7. Environmental Controls The physical environment plays a crucial role in managing heatwaves. Measures include:

• Room Ventilation: Ensuring all rooms have adequate airflow, using fans where appropriate.
• Reducing Heat Exposure: People we support will be encouraged to stay in shaded, well-ventilated areas during the hottest hours of the day.
• Avoiding Excessive Activity: Strenuous activities will be modified or rescheduled to avoid overexertion during peak heat hours (11 AM – 4 PM).
• Cooling Infrastructure: Ensure cooling aids such as portable fans, air conditioning, and hydration stations are in place and operational.

8. Staff Responsibilities

• Registered Manager:
  • Oversees the implementation of the heatwave plan and ensures staff compliance.
  • Ensures cooling equipment, hydration stations, and emergency procedures are available.
  • Communicates heatwave alerts and guidance to staff and families.
• Care Staff:
  • Monitor the wellbeing of people we support, ensuring they are hydrated and kept cool.
  • Recognise early signs of heat-related illnesses and implement cooling measures promptly.
  • Provide regular hydration reminders and assistance to those who need support with drinking.
• Catering Team:
  • Modify menus to include hydrating foods such as fruits, salads, and light meals.
  • Ensure cold drinks and electrolyte solutions are readily available.
  • Adapt meal service times to accommodate the needs of people we support during heatwaves.

9. Recognising and Responding to Heat-Related Illnesses It is critical to identify symptoms of heat-related illnesses early and take prompt action:

• Heat Exhaustion Signs:
  • Symptoms include heavy sweating, weakness, dizziness, nausea, and rapid pulse.
  • Immediate action: Move to a cool area, provide fluids, and use cooling methods such as damp cloths.
• Heatstroke Signs (Medical Emergency):
  • Symptoms include confusion, dry skin, rapid breathing, and unconsciousness.
  • Immediate action: Call emergency services, apply cooling packs, and provide hydration if possible.

10. Emergency Heatwave Response Plan A structured response plan ensures timely action during heatwaves:

• Alert Levels: Follow Public Health England (PHE) Heatwave Alerts and adjust response levels accordingly.
• Communication:
  • Staff, people we support, and families will receive updates on heatwave measures.
  • Guidance materials will be displayed in communal areas.
• Emergency Support:
  • Designate cool areas for those feeling unwell.
  • Assign additional staff if needed to manage increased care demands.

11. Training and Awareness

• All staff will receive mandatory training on recognising and managing heat-related illnesses.
• Annual refresher courses ensure staff remain informed about best practices and policy updates.
• Educational materials, such as leaflets and posters, will be used to inform people we support on self-care during heatwaves.

12. Policy Review This policy will be reviewed annually or sooner if new CQC guidance, climate considerations, or operational needs require an update. All staff will be informed of any changes to ensure ongoing compliance.

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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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