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Registration Number: {{org_field_registration_no}}

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Death of a Service User Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} has a dignified, professional, and legally compliant process in place for managing the death of a service user. This policy aligns with Care Inspectorate Wales (CIW) regulations, the Social Services and Well-being (Wales) Act 2014, the Regulation and Inspection of Social Care (Wales) Act 2016, and the Registration of Births and Deaths Regulations 1987. The policy ensures that all deaths are handled with respect, sensitivity, and in accordance with legal, medical, and procedural requirements.

2. Scope

This policy applies to all staff, including care workers, nurses, managers, and administrative personnel, as well as any external professionals involved in end-of-life care and post-death procedures. It covers:

• Recognition and verification of death.
• Immediate actions following a service user’s passing.
• Notifying appropriate authorities and next of kin.
• Handling personal belongings and documentation.
• Providing bereavement support to staff and service users.
• Compliance with legal and regulatory reporting requirements.

3. Recognition and Verification of Death

When a service user is found unresponsive, staff must follow these steps:

• Call for medical assistance immediately (GP, emergency services, or attending nurse).
• Check for signs of life, including breathing and pulse.
• If the service user is confirmed deceased, do not move the body until verification has been completed by an authorised healthcare professional.
• Record the exact time and circumstances in the service user’s care records.

Only a GP, registered nurse, or paramedic can formally verify and confirm death. If death is unexpected or suspicious, the police and HM Coroner must be notified.

4. Immediate Actions Following Death

Once a death has been confirmed, staff must:

• Notify the Registered Manager immediately.
• Provide dignity and respect by ensuring the service user is laid in a presentable manner.
• Contact the next of kin in a compassionate and professional manner.
• Ensure religious, spiritual, or cultural practices are respected in line with the service user’s wishes and care plan.
• Secure and document personal belongings to be passed to the next of kin or executor.

5. Notification of Authorities and Documentation

The following entities must be notified:

• GP or Medical Practitioner (to issue a Medical Certificate of Cause of Death if applicable).
• Next of Kin (or legal representative/executor of estate).
• Care Inspectorate Wales (CIW) (if required under regulatory guidelines).
• Local Authority and Coroner (if death is unexpected or requires investigation).
• Funeral service provider, as per service user or family preference.

All notifications must be documented, including the date, time, and name of the person contacted.

6. Handling Personal Belongings

The belongings of the deceased must be handled with care and documented properly:

• Inventory to be completed and verified by two staff members.
• Stored securely until collected by next of kin or legal representative.
• Items of value (e.g., jewellery, financial documents) must be stored safely and recorded.

A receipt must be signed when personal belongings are handed over to a designated recipient.

7. Bereavement Support for Staff and Service Users

The death of a service user can impact staff and fellow residents. {{org_field_name}} provides:

• Support and debriefing for staff who may require emotional support following a service user’s passing.
• Counselling referrals for staff struggling with grief.
• Compassionate communication and emotional support for other service users affected by the death.
• Memorial arrangements if appropriate, including remembrance services or gatherings.

8. Compliance and Record-Keeping

All deaths must be recorded in the service user’s care file and in the home’s records, including:

• Date, time, and circumstances of death.
• Name of verifying medical professional.
• Details of next of kin notification.
• Actions taken following death.
• Details of personal belongings handed over.

Records must be stored securely in compliance with GDPR and data protection laws.

9. Compliance and Monitoring

The Registered Manager is responsible for ensuring:

• All deaths are handled in line with CIW requirements.
• All documentation and notifications are completed in a timely manner.
• Staff receive bereavement support training.
• Internal audits are conducted to review compliance with this policy.

10. Related Policies

This policy should be read alongside:

• CHW07 – Person-Centred Care Policy
• CHW11 – Safe Care and Treatment Policy
• CHW16 – Health and Safety at Work Policy
• CHW34 – Confidentiality and Data Protection Policy
• CHW42 – Communication and Engagement with Service Users and Families Policy

11. Policy Review

This policy will be reviewed annually or sooner if required due to changes in CIW regulations, legislation, or operational requirements.

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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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.