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Registration Number: {{org_field_registration_no}}

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Managing Heatwaves Policy

1. Purpose

This policy sets out how {{org_field_name}} will prevent, monitor and respond to risks from hot weather and heatwaves to protect people we support, staff and visitors. This policy is aligned with the CQC Fundamental Standards and the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including Regulation 12 (Safe care and treatment), Regulation 14 (Meeting nutritional and hydration needs), Regulation 15 (Premises and equipment), Regulation 17 (Good governance) and Regulation 18 (Staffing). It is informed by the UK Health Security Agency (UKHSA) Adverse Weather and Health Plan and the Weather-Health Alerting system (Heat-Health Alerts), delivered in partnership with the Met Office, including the UKHSA Heat-Health Alert action cards for health and social care providers.

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. This policy applies to all occupied areas (bedrooms, lounges, dining rooms, corridors and vehicles used for transport) and includes the management of temperature-sensitive items such as medicines, food and clinical equipment. It also sets out record-keeping requirements (temperature, hydration and actions taken) to evidence compliance and learning.

3. Legal and regulatory framework

This policy supports compliance with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including:

• Regulation 12 – Safe care and treatment: risk assessment, mitigation and safe systems of care during hot weather.
• Regulation 14 – Meeting nutritional and hydration needs: proactive hydration support and monitoring to prevent dehydration.
• Regulation 15 – Premises and equipment: maintaining a safe, suitable environment and safe use/maintenance of cooling equipment.
• Regulation 17 – Good governance: maintaining accurate records (temperature/hydration/actions), auditing and learning from events.
• Regulation 18 – Staffing: ensuring sufficient competent staff and training to respond to heat alerts.
  The service will also follow the UKHSA Heat-Health Alerting system and associated action cards for health and social care providers.

4. 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.

5. Policy Statement

{{org_field_name}} will follow nationally recognised guidance from the UK Health Security Agency (UKHSA) and the Met Office including the Weather-Health Alerting system (Heat-Health Alerts) and the UKHSA heat-health action cards for health and social care providers. We will register for Heat-Health Alerts (as appropriate), monitor alerts and local conditions, and implement proportionate actions to prevent heat-related harm. 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.

6. 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.

7. 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: Indoor temperatures will be monitored and recorded at least twice daily in all key areas (including the warmest rooms) and more frequently during hot weather. Where any occupied area reaches 26°C or above, staff must implement additional cooling and hydration actions immediately and record the actions taken. Where temperatures continue to rise or a person remains at risk despite controls, staff must escalate to the Registered Manager (or senior on duty) the same shift to consider additional measures, including relocation to cooler areas and clinical advice.
• Recording and escalation: Temperature logs will show: date/time, area/room, temperature, actions taken, and escalation decisions. Where a person shows symptoms of heat illness or is assessed as high risk, staff must also record observations, hydration offered/accepted and any clinical escalation in the care record.
• 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.
• Hydration escalation pathway: During hot weather, staff will increase drink offers and tailor fluids to individual needs (including preferred drinks, dysphagia requirements and cultural preferences). Where a person is high risk, has poor intake, is unwell, or shows signs of dehydration, staff must start a hydration monitoring plan (for example fluid balance where clinically indicated) and escalate to the senior on duty for clinical advice as appropriate.

8. 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.
• Safe use of cooling equipment and the building: Fans, portable air-conditioning units and other cooling equipment must be used safely and maintained in line with manufacturer guidance. Fire doors must not be wedged open and ventilation must not compromise fire safety. Blinds/curtains should be used to reduce solar gain, and non-essential heat-generating equipment should be minimised during peak heat hours. Maintenance checks (filters, PAT testing where relevant, safe positioning of cables and trip hazards) must be completed and recorded.

9. 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.

10. 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.

11. Emergency Heatwave Response Plan

A structured response plan ensures timely action during heatwaves:

• Alert Levels: We will follow the UKHSA Weather-Health Alerting system (Heat-Health Alerts) and implement the actions set out in UKHSA heat-health action cards for health and social care providers. Heat-Health Alerts are: Green (preparedness), Yellow, Amber, and Red.
• Heat-Health Alert actions:

• Green (Preparedness): complete pre-summer checks (thermometers in place, staff briefings, hydration plan, cooling equipment serviced, warm-room identification, high-risk register updated).
• Yellow: increase monitoring frequency; prioritise high-risk people; implement enhanced hydration/cooling; review staffing deployment; brief families/visitors on precautions.
• Amber: implement all Yellow actions plus senior oversight each shift; consider pausing non-essential activities that increase heat exposure; proactively seek clinical advice for symptomatic/high-risk individuals; ensure “cool room” capacity and relocation plan.
• Red: treat as a significant risk event; implement emergency staffing and clinical escalation plan; liaise with local partners as required; ensure continuous monitoring of the most vulnerable people and record rationale for all escalations/relocations.

• 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.

12. Governance, records and audit

The Registered Manager (or senior on duty) will ensure the following records are completed and reviewed during hot weather/heat alerts: temperature logs, checks of cooling equipment, hydration rounds offered/accepted, and any heat-related symptoms/escalations. Heat-related incidents will be reported via the incident system and reviewed for themes, learning and actions. Audits will verify that records are complete, risks are escalated appropriately, and actions reduce harm.

13. 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.
• Training attendance and competence will be recorded and monitored, and any gaps addressed promptly through supervision and additional training to ensure enough competent staff are available during heat alerts.

14. Policy Review

This policy will be reviewed at least annually and after any Heat-Health Alert Amber/Red period affecting the service, any heat-related incident (including suspected heat exhaustion/heatstroke), significant changes to UKHSA guidance, or learning from audits/complaints. Outcomes of reviews (actions, owners and deadlines) will be recorded to evidence continuous improvement.

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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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