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CHW193-Energy Efficiency Policy

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Registration Number: {{org_field_registration_no}}

Energy Efficiency Policy

1. Purpose

The purpose of this policy is to set out how {{org_field_name}} manages energy use responsibly while ensuring that energy-efficiency measures do not compromise the health, safety, comfort, dignity or well-being of individuals receiving care and support, staff, visitors or other persons who may be affected by the operation of the service.

This policy supports the service provider’s compliance with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended. In particular, energy-efficiency arrangements will be managed so that premises, facilities and equipment remain suitable for the service; premises remain adequately heated and ventilated, properly maintained and free from avoidable hazards; satisfactory standards of hygiene and infection prevention are maintained; and risks to the health and safety of individuals are identified and reduced so far as reasonably practicable.

Energy efficiency will always be balanced against the assessed needs, personal outcomes, safety and comfort of individuals using the service. No energy-saving measure will be introduced or continued where it would adversely affect safe care and support, infection prevention and control, water safety, ventilation, heating, lighting, essential equipment, fire precautions or any other statutory health and safety requirement.

Where environmental or sustainability legislation places a specific duty directly upon {{org_field_name}} because of its legal status or functions, including where the organisation is a public body or public authority for the purposes of relevant Welsh legislation, those duties will also be complied with.

2. Scope

This policy applies to all staff, contractors, and service users within {{org_field_name}}. It covers the use of electricity, gas, water heating systems, lighting, appliances, IT equipment, and heating, ventilation, and air conditioning (HVAC) systems across the premises. It includes daily operations, procurement decisions, equipment use, maintenance, and future planning for building upgrades or modifications.

3. Related Policies

This policy should be read in conjunction with:
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
CHW20 – Fire Safety and Evacuation Procedures
CHW24 – Management of Accidents, Incidents and Near Misses Policy
CHW26 – Recruitment, Selection and Retention Policy

4. Policy Statement and Implementation

4.1 Commitment to Energy Efficiency

{{org_field_name}} is committed to minimising unnecessary energy use without compromising the health, safety, comfort, dignity, well-being or assessed needs of residents, staff or visitors.

Energy-efficient practices will be incorporated into the operation of the service where they are safe, appropriate and compatible with the requirements of the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, applicable health and safety legislation and relevant statutory guidance.

The Registered Manager will oversee the day-to-day implementation of energy-efficiency measures. The Responsible Individual will maintain appropriate oversight as part of their responsibilities for ensuring the effective management, monitoring and compliance of the regulated service.

Energy-efficiency objectives must not take priority over the safe provision of care and support. Where there is any conflict between an energy-saving measure and the health, safety, comfort, dignity, well-being or assessed needs of an individual, the individual’s needs and applicable legal requirements will take priority.

4.2 Heating, Cooling and Insulation

Heating, cooling and ventilation systems will be operated and maintained so that the premises remain adequately heated and ventilated and are suitable for the needs of the individuals receiving care and support.

Heating arrangements will take account of:

Energy-saving settings must not result in temperatures that could adversely affect an individual’s health, safety, comfort or well-being.

Thermostats and thermostatic radiator valves may be used to manage heating efficiently, provided that settings remain consistent with residents’ assessed needs and applicable health and safety requirements.

Radiators and other heat emitters will be kept appropriately clear to allow effective heat distribution, except where guarding, covers or other safety controls are required to protect an individual from burns, contact injuries or other hazards.

Portable heaters, fans or other supplementary heating or cooling equipment must only be used where authorised and following appropriate consideration of relevant risks, including:

Reasonable measures will be taken to minimise unnecessary heat loss through appropriate insulation, maintenance of doors, windows and seals and effective management of heating systems.

Windows and external doors should not be left open unnecessarily while heating or cooling systems are operating. However, this must never prevent ventilation that is required to:

Heating, ventilation and cooling arrangements will be reviewed where there is a significant change to the premises, equipment, occupancy, residents’ assessed needs or applicable health and safety guidance.

4.3 Lighting and Electrical Usage

Lighting throughout the premises will be managed to provide sufficient illumination for residents, staff and visitors while avoiding unnecessary energy consumption.

Energy-efficient lighting, including LED lighting, will be used where appropriate. Automatic controls, such as motion or occupancy sensors, may be used in suitable areas where their use does not create a risk to residents or interfere with accessibility, orientation, safe movement or emergency arrangements.

Staff will be encouraged to switch off unnecessary lighting and electrical equipment when it is not required and to make appropriate use of natural light during daylight hours.

Non-essential electrical appliances may be switched off when they are not required, provided that doing so does not affect:

Electrical equipment will be selected, installed, used and maintained in accordance with applicable safety requirements. Energy efficiency may be considered when equipment is procured or replaced, provided that suitability, safety, accessibility, reliability and the needs of residents remain the primary considerations.

4.4 Water Heating and Usage

Hot and cold water systems will be operated, monitored and maintained in a manner that gives priority to water safety, infection prevention, control of Legionella and other waterborne hazards, and prevention of scalding.

Energy-saving measures must not compromise these requirements.

{{org_field_name}} will ensure that a suitable and sufficient assessment of risks arising from the hot and cold water system is undertaken and that appropriate controls, monitoring and maintenance arrangements are implemented by competent persons in accordance with applicable health and safety legislation and current Health and Safety Executive guidance.

Where temperature is used as a means of controlling Legionella risk, hot water storage and distribution temperatures will be maintained at levels required by the current water-safety risk assessment and applicable guidance.

Current Health and Safety Executive guidance provides that, where temperature is used as the primary means of controlling Legionella:

Alternative control arrangements may only be used where they form part of a suitable and sufficient risk-assessed water-safety control programme.

The risk of scalding will be assessed for individuals who may be vulnerable because of factors including:

Appropriate engineering controls, including suitable thermostatic mixing valves where required, will be installed, monitored and maintained.

Where vulnerable individuals are exposed to whole-body immersion in baths or showers, water delivered for bathing or showering must not exceed 44°C.

Timers, thermostats or other energy-management controls must not be used to reduce water temperatures, circulation or availability in a manner that conflicts with:

Infrequently used outlets and relevant parts of the water system will be managed in accordance with the water-safety risk assessment and applicable guidance. This may include appropriate flushing, cleaning, descaling, monitoring and maintenance.

Staff must promptly report:

Appropriate action must be taken without unnecessary delay.

Water-conservation measures, including flow restrictors, aerated taps, sensor controls or dual-flush toilets, may be used where appropriate, provided that they do not adversely affect:

4.5 Monitoring and Metering

Energy usage will be monitored through appropriate readings or records relating to electricity, gas and water consumption.

The frequency of monitoring will be determined by the service having regard to the size and nature of the premises, the systems in use and any contractual or metering arrangements.

The Registered Manager, or a person delegated by the Registered Manager, will review relevant consumption information and investigate significant or unexplained anomalies where appropriate.

Unusual consumption patterns may be investigated to identify matters such as:

Energy-use information may form part of the service’s wider audit and quality-assurance arrangements where it is relevant to the safe and effective operation of the service.

Opportunities for safe energy-efficiency improvements may be discussed at staff meetings and through other appropriate governance arrangements.

Any proposed improvement identified through monitoring must remain subject to the safety requirements contained within this policy.

4.6 Staff Training and Awareness

Staff will receive information and instruction appropriate to their role regarding the safe and efficient use of energy and relevant equipment.

Energy-efficiency information may be incorporated into induction and refresher arrangements where appropriate.

Staff guidance will make clear that energy-saving measures must not override:

Visual reminders may be displayed in suitable staff areas and near equipment where this supports safe practice.

Staff will be encouraged to report:

Domestic, catering, laundry, maintenance and other relevant staff will receive role-appropriate information concerning the safe and efficient operation of equipment for which they are responsible.

Managers and senior staff will promote appropriate practice and address unsafe or inappropriate energy-saving practices where these are identified.

4.7 Procurement and Equipment Management

When purchasing, leasing or replacing equipment, {{org_field_name}} will consider energy efficiency where it is appropriate to do so.

Energy efficiency will not be considered in isolation. Procurement decisions will also take account of relevant factors including:

Equipment will be installed, operated, inspected, serviced and maintained in accordance with applicable legislation, manufacturer instructions and the service’s maintenance arrangements.

Faulty equipment will be taken out of use where continued use could create a risk to health or safety.

Equipment that is no longer safe, suitable or capable of supporting the needs of individuals will be repaired or replaced as appropriate.

Where suppliers or contractors are used, {{org_field_name}} will take reasonable steps to ensure that they are competent to undertake the work for which they are engaged.

4.8 Resident Engagement

Residents will be informed about and, where appropriate, involved in energy-efficiency initiatives that may affect their day-to-day environment.

Energy-saving arrangements will respect:

Residents must not be required to tolerate inappropriate temperatures, inadequate lighting, insufficient ventilation or other unsuitable conditions for the purpose of saving energy.

Where a resident wishes to use their own electrical equipment, the service will manage its use in accordance with relevant health and safety, fire-safety and electrical-safety arrangements.

Any assessment or approval process relating to personal electrical equipment will be proportionate to the level of risk and must respect the resident’s rights and personal choices so far as this is compatible with the safety of the individual and others.

Where a personal heater or similar higher-risk appliance is requested, additional consideration will be given to matters including:

Residents’ feedback about temperature, lighting, ventilation, hot water and other environmental conditions will be taken seriously and acted upon where appropriate.

4.9 Emergency Planning and Sustainability Goals

Energy-efficiency arrangements will be considered as part of the service’s wider emergency and business continuity arrangements.

However, the safety, health and well-being of individuals and the continuity of essential care and support will take priority over energy-saving objectives during any emergency or disruption.

During a loss or restriction of electricity, gas, heating, hot water or other utilities, {{org_field_name}} will implement the relevant Emergency and Business Continuity Plan and take appropriate action to maintain safe care and support.

Priority will be given, as applicable, to maintaining:

Energy-saving controls may be suspended or overridden where this is reasonably necessary to maintain safety, continuity of care or compliance with legal requirements.

Any loss of utilities or failure of energy-related systems will be risk assessed and escalated in accordance with the Emergency and Business Continuity Plan.

Where an event prevents, or could prevent, the provider from continuing to provide the service safely, the service provider will make any notification required to Care Inspectorate Wales and any other relevant authority without delay and in accordance with applicable statutory notification requirements.

Sustainability will continue to be considered when planning refurbishment, replacement of equipment and improvements to the premises, but sustainability objectives will not take precedence over statutory requirements relating to health, safety, infection prevention, resident well-being or the safe delivery of care and support.

4.10 Auditing, Reporting and Continuous Improvement

The Registered Manager will monitor the operation of this policy and ensure that identified concerns relating to energy use, heating, cooling, ventilation, water systems, electrical systems or energy-related equipment are appropriately investigated and acted upon.

Energy-consumption information may be reviewed to identify unusual consumption, equipment faults or opportunities for safe and proportionate improvement.

Where monitoring identifies an issue that may affect the safety, health, comfort or well-being of individuals, the matter will be treated as a health and safety or service-quality concern and appropriate remedial action will take priority over energy-saving objectives.

Audits relevant to this policy will include, where applicable, consideration of whether:

Where an audit, incident, risk assessment, external inspection or professional assessment identifies a deficiency, corrective action will be:

Information arising from monitoring and audits will be incorporated into the service’s wider governance and quality-assurance arrangements where it is relevant to the safety, quality or effectiveness of the regulated service.

The Responsible Individual will receive sufficient information about significant issues arising under this policy to enable appropriate oversight of the service.

4.11 Safety Priority and Change Control

No energy-efficiency measure may be introduced, modified or continued where it would compromise:

Before making a material change to heating, cooling, ventilation, hot or cold water systems, lighting, electrical installations, building controls, insulation, renewable-energy systems or other equipment that could affect the safe operation of the care home, {{org_field_name}} will consider the health and safety implications of the proposed change and will complete or update relevant risk assessments.

Where specialist knowledge is required, advice will be obtained from a suitably competent person before the change is implemented.

The assessment must consider, where relevant:

Any control measures identified by the assessment must be implemented before, or as part of, the proposed change.

Relevant maintenance schedules, emergency arrangements, staff instructions, risk assessments and other associated documents must be updated following the change where necessary.

Where a proposed change could materially affect the way in which the regulated service is provided, the Registered Manager and Responsible Individual must consider whether any corresponding review or amendment of the service’s statement of purpose, policies, procedures or other regulatory documentation is required.

If an energy-saving measure is found to create or increase an unacceptable risk, it must be stopped, modified or replaced without delay.

5. Policy Review

This policy will be reviewed at least annually and sooner where necessary because of a change in legislation, regulations, statutory guidance, recognised health and safety guidance, the statement of purpose, the premises or equipment, residents’ assessed needs, an incident or near miss, an identified risk, an inspection finding or other information indicating that the policy may no longer be appropriate or effective.

The Service Provider will ensure that the policy remains appropriate to the needs of individuals receiving care and support, consistent with the statement of purpose and kept up to date.

The Responsible Individual will put suitable arrangements in place to ensure that this policy is kept under review and remains up to date, in accordance with their statutory oversight responsibilities.

The Registered Manager will be responsible for the day-to-day implementation of the policy, for identifying when an operational review is required and for ensuring that staff are informed of relevant changes.

Where a change to this policy affects staff practice, relevant information, instruction or training will be provided before or as soon as reasonably practicable after the revised arrangements are introduced.

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.

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