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Public Holidays Policy

1. Purpose and Scope

This policy outlines how our domiciliary care service effectively manages care provision during public holidays while maintaining compliance with CQC regulations and ensuring the safety, continuity, and quality of care for service users. It also ensures that staff receive fair working arrangements, appropriate compensation, and clear guidance on managing holiday schedules.

Public holidays can present challenges, including staffing shortages, increased service demand, and changes in care routines. Our policy ensures that services are delivered seamlessly and safely without compromising the well-being of service users.

2. Responsibilities of the Care Provider

As a domiciliary care provider, we have a duty to ensure that public holidays do not impact service users’ safety, dignity, or quality of care. Our responsibilities include:

• Maintaining sufficient staffing levels to cover care needs.
• Ensuring service users receive uninterrupted and high-quality care.
• Providing fair and transparent scheduling arrangements for staff.
• Complying with CQC regulations on safe and effective care provision.
• Keeping service users and their families informed about any changes to care schedules.

To remain compliant with Regulation 12 (Statement of Purpose)​, our policies must reflect how we manage public holiday care efficiently.

3. Managing Staffing During Public Holidays

3.1 Staff Scheduling and Rotas

• A staff rota will be prepared at least six weeks in advance of any public holiday.
• Care coordinators will liaise with staff to agree on shifts fairly, ensuring those who worked a previous holiday have an opportunity to take the next off where possible.
• Additional staff may be recruited for public holidays if required to meet demand.
• Compliance with Regulation 18 (Notification of Other Incidents)​ will be maintained if staffing levels fall below safe limits.

3.2 Ensuring Service Continuity

• Essential care services such as medication administration, personal care, and meals will continue without disruption.
• Family members or informal carers will be consulted where appropriate to determine if they can support care provision during public holidays.
• Emergency on-call management will be in place to address urgent staffing issues.

3.3 Fair Working Arrangements for Staff

• Staff working on public holidays will receive appropriate compensation in line with employment contracts and legal requirements.
• Where possible, flexible working arrangements will be provided to accommodate personal commitments.
• Staff who prefer to work on public holidays will be prioritized for those shifts, reducing disruption to others.

4. Communication with Service Users and Families

4.1 Informing Service Users of Holiday Care Plans

• Service users and their families will be informed at least one month in advance about any changes to their care schedules over public holidays.
• Families will be consulted to determine if they will be available to support non-essential care needs, reducing strain on staff resources.

4.2 Contacting On-Call Management

• A dedicated contact line will be provided for service users to reach an on-call manager if they experience any difficulties during the holiday period.
• Emergency procedures will be clearly communicated to service users, carers, and staff.

5. Emergency Planning and Contingencies

5.1 Managing Unexpected Staff Shortages

• A reserve list of staff will be created to cover last-minute absences.
• Staff will be encouraged to provide advance notice if they are unable to work during public holidays.
• If staff shortages pose a risk to care delivery, a CQC notification under Regulation 18 (Notification of Other Incidents)​ may be required.

5.2 Responding to Incidents

• Emergency contacts for service users, staff, and healthcare professionals will be readily available to on-call managers.
• Any serious incidents or safeguarding concerns must be reported immediately and documented.

6. Financial Considerations and Fee Adjustments

6.1 Fair and Transparent Fee Structures

• If public holiday care incurs additional costs (e.g., enhanced pay rates for staff), service users will be informed in advance in accordance with Regulation 19 (Fees)​.
• Any fee adjustments will be clearly outlined in service agreements to maintain transparency.

6.2 Financial Viability of Holiday Operations

• The care provider must ensure they have sufficient financial resources to cover holiday staffing costs, maintaining compliance with Regulation 13 (Financial Position)​.
• Where necessary, financial forecasting will be conducted to ensure affordable and sustainable public holiday care services.

7. Compliance with CQC Standards

To ensure compliance with CQC requirements, we must:

• Maintain a clear Statement of Purpose under Regulation 12 (Statement of Purpose)​, outlining how we provide care on public holidays.
• Ensure safe staffing levels as per Regulation 18 (Notification of Other Incidents)​.
• Communicate fee changes and service adjustments transparently in accordance with Regulation 19 (Fees)​.
• Keep CQC informed of any major operational changes under Regulation 15 (Notice of Changes)​.

8. Staff Responsibilities

8.1 Care Workers

• Report availability for public holiday shifts well in advance.
• Arrive on time and follow the care plan as scheduled.
• Notify managers immediately if they are unable to attend a shift.
• Report any concerns, incidents, or risks affecting service users.

8.2 Care Coordinators and Managers

• Ensure staffing levels are adequate for all public holidays.
• Communicate changes in care plans to service users and families in advance.
• Monitor emergency calls and on-call service to manage issues effectively.
• Maintain accurate staffing and incident records for CQC audits.

9. Reporting and Record Keeping

9.1 Documentation of Holiday Schedules

• A record of holiday staff rotas will be maintained for CQC inspections.
• Any changes to care schedules must be documented and shared with service users.

9.2 Incident Reporting

• Any staff shortages, service disruptions, or significant incidents must be logged.
• Regulation 18 (Notification of Other Incidents)​ must be followed for reporting serious concerns to CQC.

10. Conclusion

This policy ensures that public holidays are managed efficiently in our domiciliary care service while maintaining CQC compliance and high-quality care for service users. By planning ahead, maintaining safe staffing levels, and communicating effectively with service users, we ensure that care remains consistent, safe, and dignified.

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