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Registration Number: {{org_field_registration_no}}

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Emergency Supply Shortages and Contingency Planning Policy

1. Purpose

The purpose of this policy is to establish a structured approach to managing emergency supply shortages and ensuring effective contingency planning within {{org_field_name}}. Our priority is to maintain continuity of care, ensuring that service users receive essential supplies, medications, and equipment necessary for their well-being despite potential supply chain disruptions.

This policy outlines the processes for anticipating, mitigating, and responding to supply shortages, ensuring compliance with Care Quality Commission (CQC) Fundamental Standards, the Health and Safety at Work Act 1974, and best practices in risk management.

2. Scope

This policy applies to:

• All domiciliary care staff, managers, and administrative personnel responsible for procurement and supply chain management.
• Service users and their families, ensuring they are informed and supported during supply shortages.
• External suppliers and healthcare partners, including pharmacies, medical equipment providers, and local authorities.
• Regulatory bodies and emergency response teams, ensuring compliance with government guidelines and public health recommendations.

It covers:

• Risk assessment and early identification of supply shortages.
• Procurement and inventory management.
• Emergency response procedures.
• Communication and coordination strategies.
• Staff training and preparedness.
• Monitoring, review, and continuous improvement.

3. Legal and Regulatory Framework

This policy aligns with the following laws and regulations:

• Care Act 2014 – Ensuring the provision of essential care services during crises.
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – Maintaining safety and continuity in care provision.
• Health and Safety at Work Act 1974 – Protecting staff and service users from risks associated with shortages.
• Medicines Act 1968 – Ensuring compliance in the procurement and management of medicines.
• General Data Protection Regulation (GDPR) 2018 – Governing the secure handling of supply-related data.
• The Civil Contingencies Act 2004 – Establishing frameworks for emergency planning and response.

4. Risk Assessment and Early Identification

To prevent supply shortages from impacting care provision, we implement the following measures:

• Regular risk assessments to identify potential supply chain vulnerabilities.
• Supplier reliability checks to ensure procurement from multiple trusted sources.
• Stock level monitoring to track inventory levels of critical supplies (medications, PPE, food, hygiene products, medical equipment).
• Forecasting demand trends based on service user needs and historical data.
• Participation in local emergency planning groups for collaborative contingency planning.

5. Procurement and Inventory Management

{{org_field_name}} maintains a robust supply chain by:

• Establishing framework agreements with multiple suppliers.
• Maintaining a minimum stock threshold for essential supplies.
• Creating a priority list of essential items and identifying alternatives where possible.
• Implementing a just-in-case (JIC) procurement strategy for high-risk shortages.
• Regularly reviewing supplier contracts to ensure resilience in the supply chain.

6. Emergency Response Procedures

If a supply shortage occurs, the following emergency response plan is activated:

• Step 1: Immediate Assessment
  • The Registered Manager or a designated team member assesses the severity and impact of the shortage by identifying the type of supply affected and the number of service users impacted.
  • Alternative supply sources are identified and contacted, including secondary suppliers, local pharmacies, and emergency procurement networks.
  • Staff are briefed on the situation and mitigation strategies, ensuring they understand contingency protocols and how to communicate effectively with service users and their families.
  • A real-time inventory check is conducted to determine existing stock levels and redistribution options.
• Step 2: Prioritisation of Essential Needs
  • Service users with critical care needs are prioritised based on medical urgency and dependence on the affected supplies.
  • Substitute products or alternative care solutions are explored, including the use of comparable medical devices, nutritional substitutions, or interim care adjustments.
  • Medication shortages are addressed with pharmacy and GP collaboration, ensuring prescriptions are adapted where appropriate and emergency alternatives are sourced.
  • An escalation plan is activated for high-risk service users, ensuring they receive immediate intervention if necessary.
• Step 3: Communication Plan
  • Service users and families are informed promptly through direct communication channels, including phone calls, emails, and care visits.
  • Local health authorities, NHS partners, and regulatory bodies are notified where required, ensuring compliance with emergency health protocols.
  • Staff are provided with clear guidance on temporary protocols, including modified care plans, alternative supply solutions, and emergency reporting measures.
  • Updates are issued at regular intervals, ensuring all stakeholders remain informed about supply status and expected resolution timelines.
• Step 4: Implementation of Contingency Measures
  • Emergency stockpiles are deployed where available, ensuring essential items are distributed based on prioritised needs.
  • Alternative suppliers or community support networks are utilised, including collaboration with local food banks, charitable organisations, and healthcare providers.
  • Adjustments to care plans are made in consultation with healthcare professionals, ensuring service users continue to receive safe, high-quality care despite the shortage.
  • Emergency procurement teams coordinate with suppliers to expedite deliveries, where feasible.
• Step 5: Review and Recovery
  • Once the shortage is resolved, a post-incident review is conducted to assess the effectiveness of response measures and identify areas for improvement.
  • Lessons learned are incorporated into future contingency planning, ensuring enhanced resilience against similar disruptions.
  • Supply chain agreements are reassessed for greater resilience, including evaluating supplier reliability, expanding supplier networks, and implementing preventative stockpiling strategies.
  • Staff feedback is collected to enhance emergency protocols, ensuring frontline experiences inform future preparedness measures.

7. Communication and Coordination Strategies

Effective communication ensures minimal disruption during supply shortages:

• Internal Coordination:
  • Daily briefing meetings to assess supply levels and risks.
  • Digital tracking systems to monitor real-time stock levels.
• External Collaboration:
  • Partnering with local authorities, NHS supply chains, and community organisations.
  • Participating in regional emergency response networks.
• Service User Communication:
  • Providing timely updates to service users and families.
  • Offering guidance on alternative solutions where needed.

8. Staff Training and Preparedness

To ensure staff are equipped to handle emergency supply shortages, we cover this scenario during the induction training.

9. Monitoring, Review, and Continuous Improvement

To maintain high standards of contingency planning, we:

• Conduct quarterly audits of supply levels and procurement processes.
• Hold post-incident reviews to assess response effectiveness.
• Update this policy annually or when significant regulatory changes occur.
• Engage with service users and families for feedback on contingency measures.

10. Policy Review and Updates

This policy is reviewed annually or in response to:

• Emerging supply chain risks.
• Changes in government guidelines or CQC requirements.

Lessons learned from real incidents or drills.

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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}}
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