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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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COVID-19 Management Policy

1. Purpose

The purpose of this policy is to outline how {{org_field_name}} manages the risks associated with COVID-19 and other acute respiratory infections, including influenza and respiratory syncytial virus (RSV), in order to protect service users, staff, visitors and others while maintaining safe, person-centred domiciliary care services. This policy is written in line with the Regulation and Inspection of Social Care (Wales) Act 2016, The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, the Welsh Government statutory guidance for providers and responsible individuals of domiciliary support services, Public Health Wales infection prevention and control guidance, and Care Inspectorate Wales notification requirements.

The policy ensures that infection prevention and control (IPC) measures, staff training, and emergency response protocols are in place to minimise transmission risks and safeguard the health and well-being of service users and employees.

This policy reflects the current Welsh public health position that COVID-19 is managed as part of wider acute respiratory infection prevention and control. Additional safeguards will be applied where symptoms of acute respiratory infection are present, but the service will also support normality, independence, dignity and well-being, recognising that domiciliary care is delivered in people’s own homes and that infection control measures must be proportionate to the level of risk.

2. Scope

This policy applies to: All staff, including care workers, managers, and office personnel. Service users receiving care and their families or representatives. Visitors, healthcare professionals, and external contractors interacting with service users.

It covers:

• infection prevention and control measures for COVID-19 and other acute respiratory infections;
• staff symptom reporting and exclusion from work where appropriate;
• proportionate testing arrangements;
• vaccination promotion;
• PPE usage based on standard infection prevention and control precautions and transmission-based precautions;
• staff training and competency;
• response to suspected or confirmed acute respiratory infection cases;
• outbreak escalation and CIW notification where required;
• safe working practices in domiciliary care;
• mental health and well-being support;
• record keeping;
• compliance with Welsh Government, Public Health Wales and CIW requirements.

3. Principles of COVID-19 and Acute Respiratory Infection Management

3.1 Infection Prevention and Control (IPC) Measures

To reduce the risk of transmission of COVID-19 and other acute respiratory infections, {{org_field_name}} applies standard infection prevention and control precautions at all times and transmission-based precautions where symptoms, suspected infection, confirmed infection or outbreak risk indicate this is required, including:

• Hand hygiene protocols: Staff must wash or sanitise hands before and after providing care, after removing PPE, and after touching any high-contact surfaces.
• Enhanced cleaning procedures: Service user homes and office environments must be regularly disinfected, focusing on high-touch areas such as door handles, mobility aids, and bathroom fixtures.
• Ventilation: Rooms should be well-ventilated where possible to reduce airborne transmission risks.
• Respiratory hygiene: Staff must encourage and support good respiratory hygiene where appropriate, including safe disposal of tissues, hand hygiene after coughing or sneezing, and practical measures to reduce spread when a service user has respiratory symptoms.
• Proportionate contact precautions: Staff should avoid unnecessary close contact where this does not affect safe care delivery, but care must continue to be provided in a dignified, person-centred way. Infection control measures must be proportionate to the individual’s needs, the task being undertaken, the level of interaction, and the anticipated exposure to blood, body fluids, secretions, excretions, non-intact skin, mucous membranes or contaminated equipment or environments.

All IPC measures align with Public Health Wales and CIW infection control standards to protect vulnerable individuals receiving domiciliary care.

3.2 Symptom Monitoring, Testing and Staff Exclusion from Work

{{org_field_name}} will follow current Welsh Government and Public Health Wales guidance on testing and management of COVID-19 and other acute respiratory infections.

Staff must self-monitor for symptoms of respiratory infection before attending work. Symptoms may include a new or worsening cough, high temperature, feeling unwell, shortness of breath, sore throat, runny nose, muscle aches, fatigue or other symptoms consistent with respiratory infection.

Any staff member who works in close contact with service users and has symptoms of a respiratory infection, including COVID-19, must stay at home, must not attend care calls, and must notify their line manager as soon as possible. The staff member may return to work when they no longer feel unwell, do not have a high temperature if they had one, and are well enough to work. A risk assessment must be completed where the staff member provides care to a person who is immunosuppressed or otherwise at higher risk of serious illness.

Staff who live with, or have stayed overnight in the household of, someone with symptoms of a respiratory infection or a positive COVID-19 test must discuss this with their line manager before attending work. The manager will consider proportionate measures to minimise onward transmission, which may include enhanced IPC precautions, avoiding contact with higher-risk service users where practicable, or temporary changes to duties.

Asymptomatic testing is not routinely required for staff or service users. Symptomatic testing is not routinely recommended for health and social care staff unless testing is clinically indicated, required to support access to antiviral treatment, requested as part of surveillance, or advised as part of infection prevention and control activity or management of an incident or outbreak.

Where a service user develops symptoms of COVID-19 or another acute respiratory infection, staff must document the symptoms, inform the Registered Manager or nominated senior person, follow the individual’s personal plan and risk assessment, apply appropriate IPC precautions, and seek clinical advice where required, particularly where the service user may be eligible for COVID-19 or influenza antiviral treatment.

3.3 Vaccination Policy and Promotion

Vaccination is a key measure in reducing severe illness and transmission risks. {{org_field_name}} encourages all staff and service users to be fully vaccinated and receive booster doses where applicable.

• Education and awareness: Staff are provided with up-to-date information on the benefits of COVID-19 vaccination and how to access vaccines.
• Facilitating access: Where possible, {{org_field_name}} supports service users in attending vaccination appointments.

{{org_field_name}} encourages staff to take up all vaccinations for which they are eligible, including seasonal COVID-19 and influenza vaccination where offered, to help protect themselves, their families and the people they support.

Vaccination is not a condition of employment unless a future legal requirement or commissioner requirement applies. Vaccination information will only be requested, recorded or used where there is a lawful basis for doing so, for example to support individual risk assessment, outbreak management, occupational health advice or compliance with a specific legal or contractual requirement. Any vaccination information will be handled confidentially in accordance with data protection requirements.

3.4 Personal Protective Equipment (PPE) Usage and Management

The correct use of PPE is essential in preventing COVID-19 transmission.

Staff must:

• use PPE in accordance with the National Infection Prevention and Control Manual Wales, Public Health Wales guidance, risk assessment, and the task being undertaken;
• wear gloves and aprons when providing close personal care where contact with blood, body fluids, secretions, excretions, non-intact skin, mucous membranes or contaminated equipment or environments is anticipated;
• wear eye or face protection where splashing or spraying to the eyes, nose or mouth is anticipated;
• wear a fluid-resistant surgical mask when providing care within 2 metres of a person who has symptoms of an acute respiratory infection, including suspected or confirmed COVID-19, unless current guidance advises otherwise;
• change PPE between service users and between different care tasks where required to prevent cross-contamination;
• dispose of used PPE safely in accordance with waste management and infection control procedures;
• carry out hand hygiene before putting on PPE and after removing PPE; and
• report any PPE shortage immediately to management.

Service users are not routinely required to wear face masks. Where a service user has respiratory symptoms, staff should support them to take reasonable steps to reduce transmission where this is tolerated and does not compromise their dignity, communication, safety, care or well-being.

Regular audits ensure staff compliance with PPE protocols, and supplies are continuously monitored to prevent shortages.

3.5 Staff Training and Competency in COVID-19 Management

All staff must receive regular training on COVID-19 protocols, covering:

• Recognising symptoms and responding appropriately.
• Proper use of PPE and hand hygiene techniques.
• Safe working practices when providing domiciliary care.
• Infection control and outbreak prevention.

• Current Welsh Government and Public Health Wales guidance on acute respiratory infections, including COVID-19, influenza and RSV.
• Use of standard infection prevention and control precautions and transmission-based precautions.
• CIW notification requirements, including when an infectious disease outbreak must be reported.

Training must be updated regularly to reflect the latest public health guidance and CIW regulations.

3.6 Response to Suspected or Confirmed Acute Respiratory Infection, Including COVID-19

Where a service user or staff member has symptoms of COVID-19 or another acute respiratory infection, {{org_field_name}} will take proportionate action based on the individual’s needs, the nature of the symptoms, the risk to others, and current Welsh Government/Public Health Wales guidance.

For a symptomatic staff member, the staff member must stay at home, notify their line manager, and only return to work when they no longer feel unwell, do not have a high temperature if they had one, and are well enough to work. A return-to-work risk assessment must be considered where the staff member supports service users who are immunosuppressed or otherwise at higher risk.

For a symptomatic service user, staff must inform the Registered Manager or nominated senior person, document the concern, follow the individual’s personal plan and risk assessment, use appropriate PPE and IPC precautions, encourage ventilation where practicable, and seek clinical advice where required. Where the service user may be eligible for COVID-19 or influenza antiviral treatment, advice must be sought promptly so that testing or treatment can be arranged if clinically indicated.

Individual cases of COVID-19 do not routinely need to be notified to CIW. However, {{org_field_name}} must notify CIW through CIW Online where there is an outbreak of COVID-19 or another infectious disease, or where an event prevents or could prevent the service from continuing to operate safely. For COVID-19, CIW classifies an outbreak as two or more cases.

Where two or more service users or staff linked to the service develop acute respiratory symptoms, the Registered Manager must assess whether this may constitute an outbreak, seek advice from the relevant health protection route where required, ensure enhanced IPC measures are in place, maintain clear records of actions taken, and submit required notifications to CIW without delay.

3.7 Safe Working Practices in Domiciliary Care

To maintain safety while delivering home care services, staff must:

• Avoid unnecessary physical contact where possible while still ensuring effective care delivery.
• Follow infection control guidelines when handling food, personal items, or medical equipment.
• Minimise the number of different carers assigned to each service user to reduce exposure risks.
• Maintain an infection prevention and control risk assessment for each service user where required, taking account of the person’s health conditions, immune status, communication needs, mental capacity, ability to follow hygiene measures, home environment, equipment used, care tasks provided, and any current symptoms or known exposure to acute respiratory infection.

These preventative measures reduce the risk of infection while ensuring essential care services continue.

Risk assessments must be proportionate and must not result in unnecessary restriction of a person’s rights, choices, family life, independence or access to care. Where infection control measures may affect a person’s dignity, communication, emotional well-being or personal outcomes, staff must discuss this with the Registered Manager and record the rationale for the approach taken.

3.8 Mental Health and Well-being Support

COVID-19 and other infectious disease risks can cause anxiety, isolation and distress for service users, families and staff. {{org_field_name}} will balance infection prevention and control with the person’s rights, dignity, emotional well-being, communication needs, family contact, independence and personal outcomes.

{{org_field_name}} provides:

• Access to mental health support resources.
• Regular well-being check-ins for staff and service users.
• Flexible working options where possible to support staff well-being.

By prioritising mental health, {{org_field_name}} ensures that employees remain resilient and service users receive compassionate care.

3.9 Compliance with Welsh Government, Public Health Wales and CIW Requirements

{{org_field_name}} will maintain this policy in line with current Welsh Government, Public Health Wales and CIW requirements, including:

• The Regulation and Inspection of Social Care (Wales) Act 2016;
• The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended;
• Welsh Government statutory guidance for providers and responsible individuals of domiciliary support services;
• Public Health Wales and Welsh Government guidance on acute respiratory infections, including COVID-19;
• The National Infection Prevention and Control Manual Wales; and
• CIW notification requirements.

The service will notify CIW through CIW Online where required, including where there is an outbreak of infectious disease or where an event prevents, or could prevent, the provider from continuing to provide the service safely. Individual cases of COVID-19 are not routinely notifiable to CIW unless they form part of an outbreak or create a wider risk to safe service provision.

The Registered Manager and Responsible Individual will ensure that infection prevention and control arrangements are monitored, audited and reviewed. Any learning from incidents, outbreaks, complaints, staff feedback, service user feedback or updated guidance will be used to improve practice.

3.10 CIW Notifications and Records

The Registered Manager or nominated senior person must maintain accurate records of suspected or confirmed acute respiratory infection concerns, action taken, advice received, risk assessments completed, staff exclusions, PPE use where relevant, communication with service users or representatives, and any escalation or notification made.

CIW must be notified through CIW Online where required by regulation and CIW guidance. This includes outbreaks of infectious disease and any event that prevents, or could prevent, {{org_field_name}} from continuing to provide the service safely. COVID-19 individual cases are not routinely reported to CIW unless they form part of an outbreak or otherwise meet a notifiable threshold.

Records must demonstrate the rationale for decisions taken, including where testing was not required, where staff were excluded from work, where enhanced PPE was used, where care arrangements were changed, or where external advice was sought.

3.11 Duty of Candour and Communication

{{org_field_name}} will act in an open and transparent way with service users and, where appropriate, their representatives where an infection prevention and control incident, outbreak or service disruption affects or may affect their care and support. Information will be shared in a timely, honest and sensitive way, taking account of confidentiality, consent, mental capacity, communication needs and the person’s well-being.

Where something has gone wrong, the service will explain what is known, what immediate action has been taken, what further action is planned, and how the service user or representative can raise concerns or make a complaint. Where appropriate, an apology will be offered.

3.12 Equality, Human Rights and Welsh Language

Infection prevention and control measures must be applied in a way that respects service users’ rights, dignity, privacy, equality, communication needs, cultural needs, religious needs and Welsh language needs. Reasonable adjustments must be made where PPE, masks, isolation advice or changes to care arrangements affect a person’s ability to communicate, understand information, receive care safely, or maintain emotional well-being.

Information about infection risks and control measures will be provided in a format and language the service user can understand, including Welsh where this is the person’s language of need or choice.

4. Governance, Monitoring and Continuous Improvement

To ensure effective governance of COVID-19 and acute respiratory infection risks, {{org_field_name}} will maintain:

• systems for monitoring infection-related incidents, staff sickness, service user symptoms, PPE stock and service continuity risks;
• regular audits of infection prevention and control practice, including hand hygiene, PPE use, waste disposal, cleaning and documentation;
• arrangements for communicating relevant guidance updates to staff promptly;
• contingency arrangements for staffing shortages or service disruption linked to infectious illness;
• management oversight by the Registered Manager and Responsible Individual; and
• evidence that learning from incidents, outbreaks, audits, complaints and feedback is used to improve practice.

The service will avoid unnecessary testing, PPE use or restrictive practice where this is not supported by current guidance or risk assessment. Infection prevention and control resources must be used responsibly, safely and sustainably while maintaining person-centred care.

5. Related Policies

This policy should be read alongside:

• Infection Prevention and Control Policy (DCW17)​
• Emergency and Business Continuity Plan (DCW19)​
• Risk Management and Assessment Policy (DCW18)​
• Staff Health and Well-being Policy (DCW25)​.

6. Policy Review

This policy will be reviewed at least quarterly, or sooner where Welsh Government, Public Health Wales, CIW or local health protection guidance changes; where there is an outbreak or significant infection control incident; where audit identifies shortfalls; where service user, representative or staff feedback indicates the policy is not effective; or where changes are made to the service’s statement of purpose, operational arrangements or risk profile.

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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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