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Registration Number: {{org_field_registration_no}}

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Statement of Purpose Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a clear, accurate and comprehensive Statement of Purpose (SoP) that complies with the Regulation and Inspection of Social Care (Wales) Act 2016 (“the Act”), The Regulated Services (Registration) (Wales) Regulations 2017 (including Schedule 2: information required to be contained in a statement of purpose), and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

This policy also ensures we have regard to Welsh Ministers’ statutory guidance issued under section 29 of the Act, and to Care Inspectorate Wales (CIW) guidance on compiling and updating a statement of purpose. The SoP provides a benchmark against which we, CIW, commissioners and people using the service can understand what the service is for, who it can support, and how it will be delivered.

2. Scope

This policy applies to:

• The Registered Service Provider, who has the statutory responsibility to ensure that the service is provided in accordance with the Statement of Purpose, to keep the Statement of Purpose under review, to revise it where appropriate and to ensure that all required notifications are made in accordance with Regulation 7 of The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.
• The Responsible Individual, who provides oversight of the management, quality and compliance of the regulated service and must satisfy themselves that the service continues to operate in accordance with its Statement of Purpose and applicable regulatory requirements.
• The Registered Manager, who is responsible for the day-to-day arrangements for maintaining the Statement of Purpose, identifying changes which may require it to be reviewed or revised, ensuring proposed amendments are escalated to the Service Provider and Responsible Individual, maintaining appropriate records and version control, and ensuring that the current Statement of Purpose is readily available.
• All staff members, who must be aware of the contents of the Statement of Purpose relevant to their roles and must provide care and support consistently with the services, staffing arrangements, facilities, aims and operating arrangements described within it.
• Individuals receiving the service and their representatives, who must be able to access the current Statement of Purpose in accordance with Regulation 7.

Where {{org_field_name}} operates more than one regulated service, or provides an accommodation-based service from more than one location, the required Statement of Purpose will be maintained for each regulated service or location in accordance with the applicable registration requirements and CIW guidance.

For a care home service, a separate Statement of Purpose must be maintained for each location at which the care home service is provided.

Where {{org_field_name}} also provides a domiciliary support service, the Statement of Purpose requirements applicable to that service will be followed in accordance with the conditions of registration and current CIW guidance.

3. Compliance with Legal and CIW Requirements

3.1 Content and accuracy of the Statement of Purpose

The Statement of Purpose must be accurate, comprehensive and kept up to date. It must include, as a minimum, the information required by Schedule 2 of The Regulated Services (Registration) (Wales) Regulations 2017, as amended, together with any additional information required by current Care Inspectorate Wales guidance.

The Statement of Purpose must include, where relevant:

• the name and address of the Service Provider;
• the name and address of the place at which the care home service is provided;
• the name of the Responsible Individual;
• the range of needs which the service is intended to meet;
• the age range, number and sex of individuals for whom the service is intended;
• the range of care and support provided;
• how the service will meet individuals’ assessed needs and support them to achieve their personal outcomes;
• the proposed management and staffing structure of the service;
• staffing arrangements, including the skills, qualifications and competencies required to meet the needs of individuals;
• arrangements for staff training, supervision and development;
• the facilities and equipment available to support individuals;
• a description of the location of the service and the community facilities and services available to individuals;
• arrangements for meeting individuals’ cultural, religious and linguistic needs;
• arrangements for meeting individuals’ communication needs, including arrangements for supporting individuals through the medium of Welsh;
• arrangements for consulting individuals and their representatives about the operation and development of the service; and
• details of any healthcare, nursing or therapeutic services provided at the premises, where applicable.

The Statement of Purpose must accurately reflect the service which {{org_field_name}} is registered to provide and must be consistent with any conditions attached to the Service Provider’s registration.

3.2 Review of the Statement of Purpose

The Service Provider must keep the Statement of Purpose under review and revise it where appropriate.

The Statement of Purpose will be formally reviewed at least annually and additionally whenever a proposed or actual change means that it may no longer accurately describe:

• the service being provided;
• the individuals for whom the service is intended;
• the range of needs which the service is able to meet;
• the care and support provided;
• the management or staffing arrangements;
• the premises, facilities or equipment;
• any specialist, nursing or therapeutic provision; or
• the manner in which the service is delivered.

Where there is an intention to make a change to the service, the Statement of Purpose must be reviewed before that change is implemented so that the Service Provider can determine whether the Statement of Purpose requires revision and whether any separate application to vary the Service Provider’s registration is required.

3.3 Notification of planned revisions to the Statement of Purpose

Unless it is necessary for a revision to the Statement of Purpose to take effect immediately, the Service Provider must notify the persons specified in Regulation 7(6) of The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, of the proposed revision at least 28 days before the revision is to take effect.

The persons who must be notified are:

• Care Inspectorate Wales, as the service regulator;
• the individuals receiving care and support from the service;
• the placing authority, where relevant; and
• any representative of an individual, unless notifying that representative would not be appropriate or would be inconsistent with the well-being of the individual.

The revised Statement of Purpose must be submitted to Care Inspectorate Wales using the notification or submission process required by CIW.

The Service Provider must retain evidence of the notifications made, including the date of notification and the persons or organisations notified.

3.4 Revisions which must take immediate effect

Where it is necessary to revise the Statement of Purpose with immediate effect, the requirement to provide at least 28 days’ advance notification does not apply.

In these circumstances, the Service Provider must, without delay, notify:

• Care Inspectorate Wales;
• the individuals receiving care and support from the service;
• the placing authority, where relevant; and
• any representative, unless notifying that representative would not be appropriate or would be inconsistent with the well-being of the individual.

Where practicable, Care Inspectorate Wales must be notified before an immediate change to the service is implemented.

The Statement of Purpose must be updated without delay and the revised Statement of Purpose must be provided to Care Inspectorate Wales in accordance with its required process.

A record must be retained of the reason why the revision was required to take immediate effect and of all notifications made.

3.5 Changes which may require a variation of registration

Before implementing a proposed change to the service, the Service Provider must consider whether the change can lawfully be made through revision of the Statement of Purpose or whether an application to vary the Service Provider’s registration is required.

Where a proposed change may affect a condition of registration, the change must not be treated solely as a routine amendment to the Statement of Purpose.

The appropriate CIW registration, variation or notification process must be followed before the change is implemented where this is required by legislation or by the conditions of registration.

The Statement of Purpose must be revised, where appropriate, so that it remains consistent with the Service Provider’s registration and accurately describes the service being provided.

3.6 Provision and availability of the Statement of Purpose

The current Statement of Purpose must be readily available to individuals receiving the service, staff and representatives.

In accordance with Regulation 7(7) of The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, the Service Provider must provide the up-to-date Statement of Purpose to any person on request unless it would not be appropriate to do so or would be inconsistent with the well-being of an individual.

Where necessary, reasonable steps must be taken to ensure that individuals are able to access and understand information contained within the Statement of Purpose in a format appropriate to their communication needs.

3.7 Accuracy, evidence and consistency with service delivery

The Statement of Purpose must at all times provide an accurate and honest description of what the service can and does provide.

The Service Provider, Responsible Individual and Registered Manager must ensure, within their respective roles and responsibilities, that statements concerning:

• the range of needs which the service can meet;
• staffing arrangements and staffing levels;
• staff qualifications, skills and competencies;
• specialist care or support;
• nursing provision;
• facilities and equipment;
• accommodation;
• healthcare or therapeutic provision; and
• any other material aspect of the service

are accurate, evidence-based and consistent with actual service provision.

The service must not routinely provide care or support outside the scope described within the Statement of Purpose or outside the conditions of the Service Provider’s registration.

Where the service is no longer able to provide an aspect of care or support described within the Statement of Purpose, or where service provision materially changes, the Statement of Purpose must be reviewed and revised in accordance with this policy.

4. Content of the Statement of Purpose

The Statement of Purpose includes (as a minimum) the information required by Schedule 2 of The Regulated Services (Registration) (Wales) Regulations 2017, and CIW guidance, including:

• Provider and service identity: provider name and address; service name; address of the place the service is provided (care home) and/or the area/office base(s) (if applicable).
• Responsible Individual and leadership: the name of the Responsible Individual; Registered Manager details; governance and management structure.
• Range of needs / who the service is for: the range of needs the service is designed to meet, including (as applicable) age range, number and sex of individuals; any specialist provision; and what the service cannot meet.
• How care and support will be provided: how the service will meet assessed needs and support people to achieve their personal outcomes, including person-centred practice.
• Staffing and training: proposed management/staffing structure; staffing competencies; training arrangements; supervision and support.
• Premises, facilities and equipment (care home): what facilities/equipment are available to meet needs; and (for accommodation-based services) a description of the local area and community facilities/services available.
• Cultural, linguistic and religious needs: arrangements to support these needs.
• Welsh language and communication needs: arrangements for meeting language/communication needs, including through the medium of Welsh.
• Consultation and involvement: how people using the service (and/or representatives) are consulted about the operation of the service and how feedback influences improvement.
• Healthcare / nursing / therapy: details of any healthcare (including nursing) or therapies provided at the premises (where applicable).
• Key operational information (good practice/CIW expectations): admissions/discharge, safeguarding, complaints, quality assurance and continuous improvement.

5. Managing the Statement of Purpose Efficiently

To ensure the Statement of Purpose is efficiently managed and kept up to date, we implement the following procedures:

• Regular Review Process: The Registered Manager ensures that the Statement of Purpose is reviewed at least annually or when significant changes occur, such as alterations in service provision, staffing, or regulatory requirements.
• Staff Awareness and Training: All staff members are trained on the Statement of Purpose during induction and are required to remain informed of any updates. This ensures that care is delivered in line with the service’s stated aims and objectives.
• Resident and Family Engagement: We actively encourage residents and their families to review the Statement of Purpose and provide feedback, ensuring transparency and trust.
• Notification, submission and version control: Every revision to the Statement of Purpose will be managed in accordance with Regulation 7 of The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended. Unless an immediate revision is necessary, the Service Provider will notify CIW, individuals receiving the service, the placing authority where relevant, and representatives, subject to the statutory exception relating to an individual’s well-being, at least 28 days before the revision takes effect. Where an immediate revision is necessary, those persons will be notified without delay. The revised Statement of Purpose will be submitted to CIW using the notification process required by CIW. Every amended Statement of Purpose will be subject to version control which records, as a minimum, the version number, date of amendment, effective date and a description of the amendment.
• Accessibility and Communication: A copy of the Statement of Purpose is available in multiple formats, including large print, Braille, and digital versions on {{org_field_website}}, ensuring inclusivity.

5.1 Change Control and Statutory Notifications

The Statement of Purpose is a fundamental regulatory document and must accurately describe the regulated service, including what care and support is provided, where and how the service is provided, the range of needs the service is able to meet, and the arrangements which support delivery of the service.

Review and identification of changes

The Registered Manager will ensure that the Statement of Purpose is reviewed at least annually and whenever a change is proposed or occurs which may mean that the Statement of Purpose no longer accurately describes the service or the way in which the service is provided.

Where a proposed operational change affects information contained within the Statement of Purpose, the change must be referred to the Service Provider and Responsible Individual before implementation so that the regulatory implications can be considered.

Examples include changes to:

• the range of needs the service is able to meet;
• the provision of nursing care;
• specialist care or specialist services;
• services which are to be introduced or withdrawn;
• the normal management or staffing arrangements;
• the number, age range or sex of individuals for whom the service is provided, where this alters the range stated in the Statement of Purpose;
• premises, facilities or equipment described within the Statement of Purpose; or
• the way in which the service is provided.

Planned revisions

Unless it is necessary for a revision to take effect immediately, the Service Provider must ensure that notification of every proposed revision is given at least 28 days before it is to take effect to:

• Care Inspectorate Wales;
• every individual receiving care and support from the service;
• the placing authority, where relevant; and
• any representative, unless notification of the representative would not be appropriate or would be inconsistent with the well-being of the individual.

The revised Statement of Purpose must be submitted to CIW using CIW’s required notification process.

Revisions which must take immediate effect

Where it is necessary to revise the Statement of Purpose with immediate effect, the 28-day advance notification requirement does not apply.

In these circumstances, the Service Provider must, without delay, notify:

• Care Inspectorate Wales;
• the individuals receiving care and support from the service;
• the placing authority, where relevant; and
• any representative, unless notification of that representative would not be appropriate or would be inconsistent with the well-being of the individual.

CIW must be notified immediately and, where practicable, before the service change is implemented. The Statement of Purpose must be updated without delay and a copy of the revised Statement of Purpose provided to CIW.

Changes which may require a variation of registration

Before implementing a proposed change, the Service Provider must consider whether the change can be made through revision of the Statement of Purpose or whether an application to vary the Service Provider’s registration is required.

Where the proposed change may affect a condition of registration, the change must not be treated as a routine Statement of Purpose amendment. The appropriate CIW registration or variation process must be followed before the change is implemented where required.

Approval

All revisions to the Statement of Purpose must be approved through the organisation’s governance arrangements. The Service Provider retains statutory responsibility for compliance with Regulation 7. The Responsible Individual must maintain appropriate oversight of the service and the Registered Manager will support the operational review, amendment and implementation process.

Communication

Where revisions are made, information about the change must be provided to the persons required by Regulation 7 in a manner which is appropriate to their communication needs.

Where notification to a representative is considered inappropriate or inconsistent with an individual’s well-being, the reason for that decision must be documented.

Version control and records

A record must be maintained for each revision which identifies:

• the previous and new version number;
• the date of amendment;
• the date the amendment takes effect;
• the nature and reason for the change;
• the person approving the change;
• whether the change required a variation of registration;
• the date CIW was notified;
• the dates individuals were notified;
• the dates placing authorities were notified, where relevant;
• the dates representatives were notified, where applicable; and
• where a representative was not notified, the recorded reason.

Superseded versions of the Statement of Purpose must be retained securely so that the service can demonstrate its history of revisions and regulatory compliance.

The current Statement of Purpose must be readily available to individuals using the service, staff and representatives. In accordance with Regulation 7(7), the Service Provider must provide the up-to-date Statement of Purpose to any person on request unless it would not be appropriate to do so or would be inconsistent with the well-being of an individual.

6. Monitoring and Audit

To maintain high standards, the following monitoring measures are in place:

• Internal Audits: The Registered Manager conducts audits to ensure compliance with the Statement of Purpose.
• Resident and Family Feedback: Surveys and resident meetings allow us to assess whether the care being provided aligns with our stated objectives.
• CIW Inspections: We ensure full cooperation with CIW inspections, using feedback to enhance service provision.

7. Related Policies

This policy should be read alongside the following policies:

• CHW04 – Good Governance Policy
• CHW07 – Person-Centred Care Policy
• CHW11 – Safe Care and Treatment Policy
• CHW26 – Recruitment, Selection, and Retention Policy
• CHW27 – Staff Supervision, Training, and Development Policy
• CHW35 – Duty of Candour Policy

8. Policy Review

This policy will be reviewed at least annually and sooner if there are changes in legislation, statutory guidance, CIW requirements, or operational practice. In addition, the Statement of Purpose itself will be reviewed at least annually and whenever changes are planned or occur which mean it no longer accurately describes the service and/or how it is provided.

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