CHW197-Food and Drinks Management Policy

Registration Number: {{org_field_registration_no}}

Food and Drinks Management Policy

1. Purpose

The purpose of this policy is to ensure that all individuals using the services of {{org_field_name}} receive safe, nutritious, balanced, and person-centred meals and hydration support in line with their health, cultural, religious, and personal preferences. This policy sets out how we manage the provision, preparation, monitoring, and review of food and drink in accordance with the Regulation and Inspection of Social Care (Wales) Act 2016, the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, and the Social Services and Well-being (Wales) Act 2014. It reflects CIW expectations that food and hydration provision must enhance individuals’ health, dignity, enjoyment, and quality of life.

2. Scope

This policy applies to all staff at {{org_field_name}} involved in the planning, preparation, service, assistance with, or monitoring of food and drink. This includes care staff, catering/kitchen staff, the Registered Manager, agency workers, and any professionals involved in dietary planning, including dietitians and speech and language therapists (SLTs). It also applies to contractors and suppliers responsible for delivering food products to the care home.

3. Related Policies

This policy should be read in conjunction with:
CHW07 – Person-Centred Care Policy
CHW11 – Safe Care and Treatment Policy
CHW12 – Meeting Nutritional and Hydration Needs Policy
CHW13 – Safeguarding Adults from Abuse and Improper Treatment Policy
CHW16 – Health and Safety at Work Policy
CHW17 – Infection Prevention and Control Policy
CHW21 – Medication Management and Administration Policy
CHW24 – Management of Accidents, Incidents, and Near Misses Policy
CHW40 – Assisting with Personal Care Policy

4. Policy Statement

At {{org_field_name}}, we are committed to promoting the health, wellbeing, independence, and dignity of every individual through the effective provision of food and drink. We ensure that all meals are safely prepared, nutritionally adequate, and aligned with individual needs and preferences. We understand the importance of mealtimes as social and cultural experiences and work to ensure they are unhurried, pleasant, and person-focused. Our approach is guided by dietetic best practice, current public health standards, and the preferences and rights of those we support.

5. Assessment and Planning of Food and Drink Needs

Upon admission, each individual undergoes a comprehensive nutritional and hydration assessment which includes: their medical history, dietary restrictions or allergies, food preferences, cultural and religious considerations, swallowing or chewing difficulties, weight history, BMI, and current nutritional risk (e.g. using the MUST tool). Care plans are developed in collaboration with the individual and regularly updated to reflect changes in health, appetite, or preferences. Where concerns are identified, appropriate referrals are made to dietitians, GPs, or speech and language therapists, and their recommendations are embedded into care plans.

6. Food Preparation and Menu Planning

Menus are prepared by the catering team in consultation with the Registered Manager and individuals using the service. Menus are rotated regularly and offer a variety of foods from all major food groups. Each meal includes options to accommodate dietary preferences, religious requirements, allergens, and special therapeutic diets (e.g. diabetic, low salt, fortified). Soft and modified texture diets are prepared in accordance with IDDSI guidelines following SLT recommendations. Kitchen staff receive training on food safety, nutrition, allergens, and cultural dietary needs. Meals are freshly prepared on site, using seasonal and locally sourced ingredients where possible. All food preparation areas meet hygiene standards and are subject to regular Environmental Health inspections.

7. Safe Food Handling and Allergen Management

All kitchen and care staff follow safe food handling procedures as outlined in CHW16 and CHW17 policies. HACCP principles are followed to manage food risks from delivery through to service. A record of each individual’s allergies and dietary restrictions is kept in both the kitchen and care planning systems. Separate preparation areas and utensils are used to avoid cross-contamination. Allergy awareness training is provided for all relevant staff. Allergen information is clearly labelled and communicated at mealtimes.

8. Meal Service and Support

Meal and snack times are designed to be inclusive, relaxed, and respectful. Individuals are supported to make choices about when, where, and with whom they eat. Staff offer assistance where needed, including help with positioning, feeding, prompting, or the use of adapted cutlery or crockery. Privacy is respected for individuals who wish to eat alone, and support is always delivered with dignity. A choice of drinks and snacks is available throughout the day, and hot and cold beverages are offered at regular intervals and on request. Hydration is monitored, especially for individuals with known risks of dehydration.

9. Monitoring Intake and Responding to Concerns

Food and fluid intake is monitored for individuals at risk of malnutrition or dehydration. Where intake is below target, staff intervene early by encouraging preferred foods, offering small frequent meals, or using fortified options. Records are kept of weight, intake, and any signs of nutritional decline. Where needed, food and fluid charts are completed, and relevant professionals are updated. Concerns about appetite, oral health, swallowing, or new preferences are discussed with the individual and reflected in care plan reviews.

10. Special Diets and Texture-Modified Food

Individuals requiring texture-modified food or thickened fluids are assessed by a speech and language therapist, and the IDDSI level is clearly documented and followed. Care and kitchen staff receive training in preparing safe and appealing modified meals. Individuals on special diets are still offered choice and mealtimes that promote dignity and enjoyment. Any changes to texture level, swallowing ability, or choking risks are recorded and reviewed immediately with relevant professionals.

11. Cultural, Religious, and Personal Preferences

All meals and drinks provided respect the individual’s cultural, religious, and ethical beliefs. Vegetarian, vegan, halal, kosher, gluten-free, and other dietary requirements are catered for consistently and respectfully. Staff communicate with individuals and their families to understand preferences and ensure these are upheld. We make every effort to accommodate celebrations, fasting practices, and culturally significant foods.

12. Involving Individuals in Mealtimes

Where appropriate, individuals are invited to participate in mealtime planning, food preparation activities, and providing feedback on meals. Resident meetings include food-related discussions, and feedback is acted upon in menu development and kitchen practices. Where possible, individuals may be supported to prepare their own drinks or meals to promote independence.

13. Environmental Considerations

Dining areas are maintained to a high standard of cleanliness and comfort. Tables are attractively laid, and staff create a warm and respectful mealtime atmosphere. Noise is minimised, lighting is suitable, and seating arrangements accommodate individual needs. Assistance is provided discreetly and supportively to promote dignity.

14. Training and Competence

All staff receive training in basic food hygiene, nutrition and hydration awareness, recognising malnutrition, allergy awareness, and supporting individuals to eat and drink safely. Care staff working with people on special diets or at risk of choking receive IDDSI and dysphagia training. Competence is assessed during induction and as part of ongoing supervision.

15. Auditing and Quality Assurance

Food and drink provision is audited regularly by the Registered Manager. This includes reviewing menus, individual satisfaction, intake monitoring, weight records, and kitchen hygiene standards. Feedback from individuals and families is incorporated into service improvement. The effectiveness of nutritional care is reviewed as part of our Quality of Care Review and is available for CIW inspectors.

16. Policy Review

This policy is reviewed annually, or sooner if there are changes to guidance from CIW, Public Health Wales, or relevant nutritional standards. All staff are informed of updates through training, team meetings, and internal communications.

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.