DC86-Flood and Floods Management and Safety Policy

Registration Number: {{org_field_registration_no}}

Flood and Floods Management and Safety Policy

1. Purpose and Commitment

The purpose of this policy is to outline our {{org_field_name}}’s approach to managing flood risks effectively, ensuring the safety of service users, staff, and property. We are committed to safeguarding health and well-being while maintaining service continuity during and after flood incidents. Our flood management strategy aligns with the Health and Social Care Act 2008 and the Care Quality Commission (CQC) requirements, ensuring safe, person-centred care in all circumstances.

We recognise that flooding can pose significant challenges to service delivery, disrupt lives, and endanger vulnerable individuals. Our commitment extends to taking proactive measures, raising awareness, and ensuring rapid response during emergencies. This policy ensures that all staff members understand their roles in mitigating flood risks and safeguarding service users.

2. Scope

This policy applies to all employees, service users, contractors, volunteers, and stakeholders associated with our domiciliary care services. It covers flood prevention, preparedness, response, and recovery measures within service users’ homes and our operational offices.

The policy extends to:

Office-based staff who support domiciliary operations.
Care staff providing direct services to users in their homes.
External contractors and suppliers working on behalf of the company.
Service users and their families.

The scope also includes emergency evacuation procedures, business continuity planning, and post-flood recovery actions.

3. Policy Statement

We are committed to implementing proactive flood management practices, including risk assessments, staff training, and emergency response planning. Our approach ensures service continuity, minimises disruption, and prioritises the safety and dignity of service users.

This commitment involves collaboration with emergency services, local authorities, and community organisations to ensure a well-coordinated response. We continuously review and improve our practices to remain resilient against evolving flood risks.

4. Flood Risk Assessment

4.1 Identifying Flood Risks Flood risk assessments are conducted regularly for both office premises and service users’ homes. These assessments consider environmental factors, historical flood data, and the Environment Agency’s flood maps. We identify high-risk zones and implement specific mitigation strategies tailored to each location.

4.2 Individualised Risk Assessments For service users in flood-prone areas, personalised risk assessments are included in their care plans. These assessments identify evacuation routes, emergency contacts, and required support during a flood event. Individualised plans consider mobility issues, medical needs, and communication preferences to ensure safe evacuation and continued care.

5. Flood Prevention Measures

5.1 Infrastructure and Equipment To reduce flood risks, we implement the following measures:

Installation of flood barriers and air brick covers to protect properties.
Regular maintenance of drainage systems to prevent blockages.
Ensuring electrical equipment is elevated above potential flood levels.
Providing sandbags and other protective materials in high-risk areas.

5.2 Service User Safety To safeguard service users, we:

Encourage storing important documents and medications in waterproof containers.
Provide service users with flood safety information and emergency contacts.
Ensure that personal emergency evacuation plans (PEEPs) are in place and regularly reviewed.

6. Emergency Preparedness

6.1 Flood Response Plan We maintain a comprehensive Flood Response Plan, detailing:

Roles and responsibilities during a flood event, including team leaders and coordinators.
Communication protocols with staff, service users, and emergency services.
Evacuation procedures and shelter arrangements, ensuring accessibility and comfort.
Backup power supplies and emergency lighting to maintain operational continuity.

6.2 Staff Training All staff receive flood awareness training, covering:

Recognising flood warnings and understanding flood alert levels.
Safe evacuation procedures tailored to service user needs.
Supporting service users during and after a flood, including emotional well-being and practical assistance.

Training is refreshed annually and following any significant flood events to ensure staff remain prepared.

7. Flood Warning and Communication

We subscribe to Environment Agency flood alerts and maintain a communication system to inform staff and service users of potential risks. Alerts are communicated via:

SMS and email notifications to staff and service users.
Phone calls to vulnerable service users and their families.
Posting updates on our company website and social media platforms.

Regular communication drills are conducted to ensure the effectiveness of our alert system.

8. Flood Response Procedures

8.1 During a Flood During a flood event, staff will follow these procedures:

Ensure service users’ immediate safety by moving to higher ground if necessary.
Secure the premises by turning off gas, water, and electricity if safe to do so.
Contact emergency services if evacuation is required.
Monitor flood alerts continuously and update all stakeholders.

8.2 Supporting Service Users To support service users effectively, we:

Ensure continuity of care by relocating service users to safe environments.
Provide emotional support and practical assistance during the evacuation.
Ensure that medications, medical equipment, and personal belongings are transferred safely.

9. Post-Flood Recovery

After a flood, we implement the following recovery measures:

Assess property damage and ensure premises are safe before re-entry.
Conduct well-being checks for service users and provide necessary support.
Review and update care plans based on the impact of the flood.
Arrange professional cleaning and decontamination of affected areas.

We also support staff and service users in accessing insurance claims and other recovery resources.

10. Record-Keeping and Reporting

Accurate records are maintained throughout the flood management process, including:

Flood risk assessments and mitigation plans.
Incident reports and response actions taken.
Communication logs with service users, families, and emergency services.
Post-flood evaluations to identify lessons learned and areas for improvement.

These records are stored securely and shared with relevant authorities when required.

11. Quality Assurance and Continuous Improvement

We regularly review our flood management practices, considering staff feedback, incident reports, and updated flood risk information. Lessons learned from flood events inform future planning and policy updates.

Quality assurance activities include:

Conducting regular drills and scenario testing.
Monitoring the effectiveness of flood prevention measures.
Reviewing service user feedback on emergency response and support provided.

Our {{org_field_name}} is dedicated to protecting service users, staff, and property from flood risks. Through robust planning, staff training, and responsive action, we ensure the continuity of safe, person-centred care during flood events. This policy reflects our commitment to resilience, safety, and excellence in care delivery.

We recognise that floods can have long-lasting effects on mental health and well-being. Therefore, post-flood support includes access to counselling services, advice on rebuilding and recovery, and regular follow-up to ensure that service users regain their sense of normalcy.

By fostering a culture of preparedness and continuous improvement, we aim to provide the highest standard of care, even during challenging circumstances.

12. Compliance and Review

This policy is reviewed annually or following significant flood incidents to ensure alignment with best practices, CQC regulations, and service user needs. Compliance checks are conducted to verify adherence to established protocols. Staff are encouraged to report any gaps or concerns regarding flood preparedness and response.

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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