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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Emergency Supply Shortages and Contingency Planning Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a robust and efficient contingency plan to manage emergency supply shortages affecting essential care supplies, medication, PPE, staffing, and food provisions. This policy sets out procedures to mitigate risks, ensure service continuity, and protect the safety and well-being of service users and staff.

This policy ensures that:

• Essential supplies and resources are managed proactively, reducing the risk of disruption.
• Clear contingency plans are in place to respond to shortages effectively.
• Staff are trained to manage supply shortages efficiently while maintaining quality care.
• Service users remain safe and receive uninterrupted, high-quality care, even during supply chain disruptions.

This policy aligns with:

• The Regulation and Inspection of Social Care (Wales) Act 2016​.
• Care Inspectorate Wales (CIW) regulations on business continuity and risk management.
• The Health and Safety at Work Act 1974, ensuring a safe working environment.
• The Civil Contingencies Act 2004, covering emergency planning and resilience.
• Public Health Wales infection control and emergency preparedness guidance.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including care staff, supervisors, and managers.
• All service users receiving domiciliary care, particularly those dependent on medical equipment, medication, or specialist diets.
• External suppliers and partners, including pharmacies, medical suppliers, and food distributors.

This policy covers:

• Identification and prevention of supply shortages.
• Contingency planning for critical supplies (medications, PPE, food, staffing).
• Alternative supply chain management.
• Emergency response procedures during shortages.
• Monitoring, reviewing, and improving contingency measures.

3. Policy Statement

{{org_field_name}} is committed to minimising disruptions to care services by maintaining effective contingency plans for supply shortages. Our key principles include:

• Proactive risk assessment – Identifying potential supply chain risks early.
• Stock management – Ensuring essential supplies are available at all times.
• Alternative procurement strategies – Establishing secondary supply sources.
• Communication and coordination – Ensuring timely updates to staff, service users, and external partners.
• Regulatory compliance – Ensuring all actions align with CIW and public health requirements.

4. Managing Emergency Supply Shortages Efficiently

4.1. Identifying and Preventing Supply Shortages

To reduce the likelihood of supply shortages, {{org_field_name}} will:

• Conduct regular stock audits, ensuring sufficient levels of critical supplies.
• Monitor supplier reliability, ensuring early detection of potential issues.
• Maintain a risk register, tracking potential supply chain vulnerabilities.
• Establish early warning systems, with suppliers providing advance notice of potential shortages.

In the event of potential shortages, a contingency plan will be activated immediately, prioritising service user safety.

4.2. Contingency Planning for Critical Supplies

The following strategies will be implemented to mitigate risks and maintain continuity during shortages:

Medication and Medical Supply Shortages

• Work closely with GPs and pharmacies to ensure continuity of medication supplies.
• Keep an emergency stock of commonly used medications (where legally permitted).
• Ensure service users have sufficient medication supplies, reviewing prescriptions regularly.
• Use alternative suppliers or pharmacies in case of local shortages.
• Arrange medication delivery services, ensuring timely access for service users.
• Involve healthcare professionals, seeking alternative treatment plans where necessary.

Personal Protective Equipment (PPE) Shortages

• Maintain a PPE stockpile, ensuring adequate supply for at least four weeks.
• Source PPE from multiple suppliers, preventing dependency on a single provider.
• Implement PPE conservation strategies, prioritising use based on risk level.
• Ensure staff are trained on safe PPE use and reusability (where applicable).

Food and Nutrition Supply Shortages

• Work with multiple food suppliers, ensuring access to essential groceries.
• Identify alternative meal plans, accommodating dietary restrictions where possible.
• Encourage bulk purchasing for service users, ensuring a sufficient stock of non-perishable items.
• Engage with local charities and food banks, if necessary, to support vulnerable individuals.
• Provide meal replacements or fortified foods, where specialist diets are impacted.

Staff Shortages and Contingency Planning

• Maintain a list of on-call and bank staff, ensuring emergency cover is available.
• Work with temporary staffing agencies, ensuring qualified replacements are available when needed.
• Use shift flexibility, adjusting schedules to cover essential care tasks.
• Encourage cross-training, allowing staff to cover multiple roles if required.
• Implement remote check-ins and virtual support, ensuring service users receive contact even when direct care is limited.

4.3. Alternative Supply Chain Management

To prevent reliance on a single supplier, {{org_field_name}} will:

• Develop relationships with multiple suppliers, ensuring backup options are in place.
• Monitor supplier reliability, assessing delivery times and availability.
• Maintain an updated supplier database, ensuring quick access to alternative providers.
• Work with local authorities and NHS supply chains, ensuring access to emergency stockpiles if needed.

4.4. Emergency Response Procedures During Supply Shortages

If a critical shortage occurs, {{org_field_name}} will:

1. Activate the Emergency Response Team (ERT) – The Registered Manager and senior staff will assess the situation and implement contingency measures.
2. Communicate immediately with staff, service users, and families – Providing updates on supply levels, alternative arrangements, and response plans.
3. Prioritise service users at highest risk – Ensuring those with urgent medical or care needs receive priority support.
4. Liaise with external agencies – Including suppliers, local authorities, and emergency response teams to source alternative supplies.
5. Implement crisis protocols – Adjusting care plans, using available resources efficiently, and ensuring no disruption to essential care.
6. Monitor and report – Keeping records of shortages, actions taken, and any lessons learned for future improvement.

4.5. Monitoring, Reviewing, and Improving Contingency Measures

To ensure continued effectiveness, {{org_field_name}} will:

• Conduct quarterly reviews of contingency plans, ensuring they remain up to date.
• Assess staff preparedness, conducting emergency drills where necessary.
• Review supplier performance, ensuring reliability and consistency.
• Gather feedback from staff and service users, improving response strategies.
• Engage in multi-agency planning, ensuring alignment with local emergency response frameworks.

5. Related Policies

This policy aligns with:

• Infection Prevention and Control Policy (DCW17) – Covering PPE and hygiene supplies.
• Safe Care and Treatment Policy (DCW11) – Ensuring uninterrupted care during shortages.
• Staff Supervision, Training, and Development Policy (DCW27) – Covering contingency training.
• Medication Management and Administration Policy (DCW21) – Ensuring medication access and supply chain reliability.
• Business Continuity and Emergency Planning Policy (DCW19) – Covering wider crisis management planning.

6. Policy Review

This policy will be reviewed annually or sooner if required due to:

• Changes in CIW regulations or government guidelines.
• New supply chain risks or disruptions.
• Feedback from staff, service users, or external partners.
• Lessons learned from previous supply shortages.

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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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.