{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Emergency Supply Shortages and Contingency Planning Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} is prepared for, and can effectively manage, any emergency or unplanned supply shortages that may impact our ability to deliver safe and effective care. This includes shortages of food, water, personal protective equipment (PPE), medical supplies, medication, staffing, fuel, utilities, or other critical resources. The policy outlines the contingency plans in place to minimise disruption, safeguard individuals using the service, and comply with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017. It also supports CIW’s expectations under good governance and safe care delivery principles.

2. Scope

This policy applies to the entire workforce of {{org_field_name}}, including permanent, temporary, agency staff, and management. It also applies to suppliers, contractors, and visitors where relevant. The policy is supported by our emergency planning and business continuity arrangements and is designed to ensure the home remains operational and safe during unforeseen disruptions.

3. Related Policies

This policy should be read in conjunction with:
CHW04 – Good Governance
CHW11 – Safe Care and Treatment Policy
CHW16 – Health and Safety at Work Policy
CHW17 – Infection Prevention and Control Policy
CHW18 – Risk Management and Assessment Policy
CHW19 – Emergency and Business Continuity Plan
CHW21 – Medication Management and Administration Policy
CHW24 – Management of Accidents, Incidents, and Near Misses Policy

4. Policy Statement and Procedures

4.1 Identifying and Monitoring Critical Supplies
We maintain an inventory of critical supplies required to deliver safe and uninterrupted care. These include, but are not limited to: medical consumables, incontinence products, prescribed medication, PPE, cleaning materials, food and drink, bedding, heating, and IT systems. Stock levels are reviewed at minimum weekly by designated staff and overseen by the Registered Manager, {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}. Minimum stock thresholds are established to trigger early reordering, and preferred supplier arrangements are in place to ensure continuity of supply.

4.2 Risk Assessment and Contingency Planning
A full risk assessment is undertaken to evaluate the likelihood and impact of supply shortages. This includes considering seasonal pressures, pandemics, delivery disruptions, fuel crises, or supplier insolvency. The Emergency and Business Continuity Plan (CHW19) includes specific contingency plans for each critical supply category. These plans identify: alternative suppliers, mutual aid agreements with local care homes, stockpiling arrangements, and prioritisation strategies to protect the most vulnerable residents.

4.3 Communication and Roles in an Emergency
In the event of a shortage, the Registered Manager or Responsible Individual activates the contingency plan and assigns clear responsibilities to key staff. Communication is maintained with staff, residents, families, and CIW. All staff are briefed on their roles and kept informed via shift handovers, noticeboards, and internal alerts. Emergency contact details for suppliers and public agencies are maintained and readily accessible. CIW is notified as appropriate if a shortage affects regulated care delivery or results in serious risk.

4.4 Medication and Clinical Supplies
To prevent medication shortages, reordering is planned to allow for delivery delays, and excess stock is avoided in compliance with safe storage protocols. Medication administration is monitored closely to detect low stock, and emergency prescriptions are arranged when necessary via GPs or out-of-hours providers. In the event of a shortage of a particular drug, we liaise with the pharmacy, prescribers, and healthcare professionals to identify safe alternatives and update the MAR (Medication Administration Record) promptly.

4.5 PPE and Infection Control Resources
PPE usage is monitored daily and logged. During outbreaks or pandemics, additional PPE is ordered in advance based on projected usage. Emergency stockpiles are kept on-site and replenished as used. {{org_field_infection_control_lead_name}}, in their role as {{org_field_infection_control_lead_role}}, ensures infection control measures are maintained, and substitutions of PPE meet Public Health Wales standards.

4.6 Food and Catering Supplies
The kitchen team maintains a stock of non-perishable food items to sustain meals for up to 72 hours in case of delivery delays. Alternative menus are planned using available ingredients, and individuals with special diets are prioritised. We maintain contact with multiple food suppliers and local providers who can deliver in emergencies. Water supply disruptions are managed by storing bottled water and liaising with the local utility provider.

4.7 Staffing Shortages
In the event of significant staff absence due to illness, adverse weather, or industrial action, we implement our staffing contingency protocol. This includes:
Calling in off-duty or bank staff
Contacting approved agency providers with whom we have pre-agreed contracts
Reassigning duties to ensure care delivery is prioritised
Postponing non-essential activities
Engaging management or office-based staff with care experience to support direct care duties
The safety and wellbeing of residents is our top priority. We ensure that all staff, including temporary or agency workers, are competent and supervised to deliver care safely.

4.8 Utilities and IT Systems
We maintain contact details for utility providers to report outages immediately. Battery-powered equipment, torches, and manual systems are available in case of power or IT failures. Emergency lighting, fire safety systems, and heating systems are checked regularly and included in our maintenance schedule. In case of IT system failures, we revert to paper-based documentation to ensure continuity of care recording and communication.

4.9 Coordination with External Agencies
In the event of major supply disruptions, we contact relevant partners including:
Local Authority commissioning teams
Public Health Wales
Local Emergency Planning Groups
Neighbouring care homes for mutual support
{{org_field_local_authority_authority_name}} and CIW are informed where risks to care delivery or safety are identified. Our Registered Manager and Responsible Individual ensure timely, transparent communication and collaborate with partners to minimise risk.

4.10 Learning and Continuous Improvement
After any incident involving emergency supply shortages, a debriefing is held to review the effectiveness of the contingency measures and identify lessons learned. The Emergency and Business Continuity Plan and this policy are updated accordingly. Findings are also reviewed as part of our Quality of Care Review cycle. Staff involved are supported and recognised for their contribution to maintaining safe service delivery.

5. Policy Review

This policy will be reviewed annually, or sooner if there is a significant change in legislation, CIW guidance, supplier circumstances, or a supply-related incident. All staff will be made aware of changes through training and internal communication.

---

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.