DCW148-Cold Weather and Winter Safety Policy

Registration Number: {{org_field_registration_no}}

Cold Weather and Winter Safety Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} has an effective and proactive approach to managing risks associated with cold weather and winter conditions, safeguarding the health, safety, and well-being of both service users and employees.

Cold weather presents serious risks, particularly to vulnerable individuals such as older adults, people with disabilities, and those with chronic illnesses. Risks include hypothermia, slips and falls, respiratory infections, seasonal flu, and disruptions to domiciliary care services. This policy provides detailed guidance on prevention, risk assessment, emergency planning, and staff responsibilities in line with Care Inspectorate Wales (CIW) regulations, the Health and Safety at Work Act 1974, and the Social Services and Well-being (Wales) Act 2014.

2. Scope

This policy applies to:

All service users receiving domiciliary care, particularly those who are at risk during winter.
All employees of {{org_field_name}}, including care staff, administrative staff, and managers.
Third-party service providers, including external healthcare professionals, local authorities, and emergency services involved in winter safety planning.

This policy covers:

Managing cold weather risks for service users.
Ensuring staff safety during winter conditions.
Emergency procedures for severe weather and service disruptions.
Collaboration with local authorities and healthcare providers to maintain safe care delivery.

3. Identifying Service Users at Risk

3.1 Service User Risk Assessment

At the start of cold weather season (October – March), all service users will undergo a Winter Risk Assessment, which includes:

Health conditions that may worsen in cold weather (e.g., respiratory diseases, arthritis, heart disease, dementia).
Home heating situation (e.g., availability of heating, insulation, boiler maintenance).
Mobility and fall risks (e.g., whether they require additional walking aids, winter footwear).
Access to warm clothing, blankets, and hot meals.
Social isolation risks (e.g., whether they have family support or if they live alone).

This risk assessment is updated regularly throughout winter to ensure continued safety.

3.2 Supporting Vulnerable Service Users

Care workers will ensure that service users are dressed appropriately for cold weather, including warm clothing, socks, and gloves.
Heating checks will be carried out during visits, and staff will report any heating malfunctions or fuel shortages to the Registered Manager.
Staff will encourage hot drinks and warm meals to help maintain body temperature.
If a service user is identified as at serious risk, emergency measures such as local authority intervention or temporary relocation to a heated environment will be considered.

4. Managing Staff Safety in Winter Conditions

4.1 Winter Travel Safety for Care Staff

Care staff are at increased risk of road accidents, falls, and travel disruptions during winter. To minimise risks:

All staff must follow the company’s winter travel safety procedures before setting out on their journeys.
Vehicles must be winter-ready, with anti-freeze, winter tyres, and emergency kits containing blankets, a torch, and a first-aid kit.
Alternative travel plans must be in place for staff unable to drive due to severe weather conditions.
Staff must report road closures, ice hazards, or unsafe conditions to management, who will reassess routes accordingly.

4.2 Personal Protective Equipment (PPE) for Cold Weather

All care staff will be provided with appropriate winter PPE, including:

Non-slip footwear to prevent falls on ice.
Waterproof coats and gloves for protection against cold and wet conditions.
High-visibility clothing for visibility in fog or low light.

Care workers must report any injuries, falls, or accidents immediately using the Accident and Incident Reporting Procedures.

5. Preventing Seasonal Illnesses

5.1 Flu and Respiratory Infection Prevention

Winter increases the risk of influenza, pneumonia, COVID-19, and other respiratory infections. To protect both staff and service users:

All staff are encouraged to have the annual flu vaccine.
Service users will be supported in accessing flu and COVID-19 vaccinations through their GP or local pharmacy.
Infection control measures (e.g., handwashing, mask-wearing, and avoiding unnecessary contact if feeling unwell) must be strictly followed.
If a service user shows signs of illness, staff must report it immediately and assist in seeking medical advice.

5.2 Managing Cold-Related Health Conditions

Staff will monitor service users for cold-related illnesses such as:

Hypothermia: Shivering, confusion, slow breathing, and drowsiness.
Frostbite: Numbness, pale or blue-tinted skin, pain in extremities.
Winter asthma or COPD flare-ups: Increased breathlessness or wheezing.

If any symptoms are observed, medical help must be sought immediately, and the Registered Manager informed.

6. Emergency Planning for Severe Weather Disruptions

6.1 Continuity of Care During Snow, Ice, or Storms

In the event of severe winter weather, {{org_field_name}} will:

Implement the Emergency Business Continuity Plan (DCW19).
Prioritise visits to high-risk service users, ensuring essential care continues.
Arrange for emergency carers or backup staff to cover absences.
Communicate with local authorities and emergency services to coordinate assistance if needed.
Provide staff with updated emergency contact details for support during severe weather.

6.2 Service User Emergency Support

If a service user is at risk due to heating failure, isolation, or severe weather conditions, {{org_field_name}} will:

Arrange emergency fuel or heating assistance through the local authority or energy provider.
Coordinate food deliveries if they are unable to leave their home.
Liaise with family members, social workers, or volunteers to provide additional support.
Relocate the service user to temporary accommodation if their home becomes unsafe.

7. Staff Training and Awareness

To ensure all employees are prepared for winter risks:

Winter safety training is provided annually, covering:
- Identifying and responding to hypothermia and cold-related illnesses.
- Safe travel in icy or snowy conditions.
- Infection prevention and flu vaccination benefits.
Regular updates and weather alerts will be communicated via email, text, or staff meetings.
Emergency contact lists for staff, service users, and local support agencies will be readily available.

8. Monitoring and Compliance

The Registered Manager is responsible for:

Ensuring compliance with CIW safety regulations related to cold weather preparedness.
Conducting winter safety audits to review staff preparedness and service user risks.
Reviewing and updating this policy annually, incorporating feedback from staff and service users.
Investigating and reporting any weather-related incidents, ensuring continuous improvement in winter safety measures.

9. Related Policies

This policy should be read alongside:

Health and Safety at Work Policy (DCW16)
Risk Management and Assessment Policy (DCW18)
Emergency and Business Continuity Plan (DCW19)
Infection Prevention and Control Policy (DCW17)
Safeguarding Adults from Abuse and Improper Treatment Policy (DCW13)

10. Policy Review

This policy will be reviewed annually or sooner if legislation, CIW regulations, or weather-related risks change. Any updates will be communicated to all staff.

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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