DC172-Public Holidays Policy

Registration Number: {{org_field_registration_no}}

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.

This policy supports compliance with Regulation 12 (Statement of Purpose) of the Care Quality Commission (Registration) Regulations 2009 by evidencing how we deliver our regulated activities safely and consistently, including during bank/public holidays, and how we keep our Statement of Purpose accurate and under review where our operating arrangements change.

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.
We will maintain safe staffing in line with Regulation 18 (Staffing) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including ensuring there are sufficient, competent staff to meet assessed needs during public holidays. Where an event occurs that meets the statutory notification criteria, we will notify CQC without delay in line with Regulation 18 (Notification of other incidents) of the Care Quality Commission (Registration) Regulations 2009.

Public holiday rotas will be allocated fairly and transparently, using objective criteria (service need, competency, rota history and agreed availability). We will consider reasonable adjustments where required and will not allocate shifts in a way that unlawfully disadvantages staff with protected characteristics.

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 prioritised for those shifts, reducing disruption to others.

3.4 Employment Law: Annual Leave, Bank Holidays and Holiday Pay

Statutory annual leave entitlement is provided in accordance with the Working Time Regulations 1998. Bank/public holidays may be included as part of statutory annual leave entitlement or provided in addition, depending on the employment contract. There is no automatic right for staff to have bank holidays off; working arrangements and any enhanced pay rates will be set out in contracts and communicated through rota planning. Holiday pay and any enhancements will be calculated and paid in line with current legal requirements and contractual terms, with clear information provided on payslips.

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 staffing shortages create or increase risk to people (for example, missed/late calls, medication support delays, or inability to deliver essential care), the on-call manager will implement contingency actions immediately (re-prioritise essential calls, deploy additional staff, contact commissioning/family support where appropriate, and escalate to health services where clinically required). We will make any required statutory notifications to CQC without delay under Regulation 18 (Notification of other incidents) of the Care Quality Commission (Registration) Regulations 2009 where the criteria are met.

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.

In line with Regulation 19 (Fees) of the Care Quality Commission (Registration) Regulations 2009, we will provide service users (and/or their representative) with clear written information about any public holiday charging arrangements, including the amount, when it applies, and the contractual basis for the charge. Where no contractual public-holiday enhancement applies, no additional fee will be charged. Any changes will be communicated in advance, confirmed in writing, and reflected in the service agreement.

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.

If the registered person becomes financially insolvent or there is a material change affecting our ability to deliver safe services, we will notify CQC in line with Regulation 15 (Notice of changes) of the Care Quality Commission (Registration) Regulations 2009.

7. Compliance with CQC Standards

To ensure compliance with CQC requirements and the Fundamental Standards during public holidays, we will:

Maintain and review an accurate Statement of Purpose in line with Regulation 12 (Statement of Purpose) of the Care Quality Commission (Registration) Regulations 2009.
Maintain sufficient numbers of suitably qualified, competent and experienced staff in line with Regulation 18 (Staffing) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
Deliver care safely during holiday periods, including safe planning and escalation where risks increase, consistent with Regulation 12 (Safe care and treatment) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
Provide clear written information about any fees and terms, including public holiday arrangements, in line with Regulation 19 (Fees) of the Care Quality Commission (Registration) Regulations 2009.
Notify CQC of notifiable events/incidents without delay in line with Regulation 18 (Notification of other incidents) and notify relevant operational changes in line with Regulation 15 (Notice of changes) of the Care Quality Commission (Registration) Regulations 2009.
Keep accurate records of rotas, call delivery, incidents, actions taken and learning to evidence good governance and continuous improvement under CQC assessment.

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.
Where an incident meets the statutory notification criteria, we will notify CQC without delay under Regulation 18 (Notification of other incidents) of the Care Quality Commission (Registration) Regulations 2009, and we will retain auditable records of the incident, immediate actions taken, and learning/improvement.

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.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
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