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Handling Service User Belongings and Valuables Policy

1. Introduction

Our Home Care business is committed to ensuring that service users’ belongings and valuables are treated with the utmost respect and care, in line with the Care Inspectorate Wales (CIW) regulations, the Social Services and Well-being (Wales) Act 2014, and the Regulation and Inspection of Social Care (Wales) Act 2016 (RISCA). We understand that personal belongings and valuables are integral to a person’s sense of independence, dignity, and identity, and we have established clear protocols to ensure their safe handling, storage, and management.

This policy applies to all employees, including Care Assistants, Senior Carers, Coordinators, Managers, and Directors, and provides guidance on how we manage the handling of service users’ belongings and valuables efficiently. It also provides clarity for CIW inspectors on how we ensure compliance with regulatory standards in managing and safeguarding service users’ personal items.

2. Key Principles of Handling Service User Belongings and Valuables

• Respect for Personal Property: Service users’ belongings and valuables must be respected as an integral part of their dignity and autonomy.
• Confidentiality and Privacy: All belongings, especially valuables, must be treated confidentially, ensuring that service users’ private items are not exposed to unnecessary scrutiny.
• Safe Storage and Protection: Valuables and personal items must be stored safely and securely, with clear procedures to prevent loss, theft, or damage.
• Clear Documentation and Accountability: The handling of service users’ belongings must be documented appropriately, and staff must be accountable for any items they are entrusted with.
• Service User Involvement: Service users should be involved in decisions regarding the handling and storage of their belongings, where possible.
• Compliance with Legal and Regulatory Standards: All practices related to the handling of service users’ belongings are in line with CIW regulations, health and safety legislation, and the Data Protection Act 2018.

3. How We Manage the Handling of Service User Belongings and Valuables Efficiently

A. Storing and Protecting Personal Belongings

Personal belongings and valuables must be stored securely to prevent theft, damage, or loss.

For Staff:

• Step 1: Respect service users’ requests for how their belongings are managed.
• Step 2: Ensure that personal belongings are stored safely, with service users’ consent, in secure areas (e.g., locked cabinets, drawers).
• Step 3: For valuable items (e.g., money, jewellery), work with the service user or their representative to decide on the best course of action for safe storage, whether in a safe, locked drawer, or family custody.
• Step 4: Document any valuables entrusted to the care team, including their description, location, and service user consent. A Valuables Inventory (VI) may be used for this purpose.

For CIW Inspectors:

• Inventory records confirm that valuables are logged with clear descriptions and locations.
• Service user feedback confirms that their personal belongings are respected and securely stored.

B. Handling Service User Belongings During Care Delivery

During the delivery of care, staff must ensure that service users’ belongings are not accidentally misplaced or damaged.

For Staff:

• Step 1: Always check and confirm belongings with the service user before moving or handling any items.
• Step 2: When assisting with personal care or household tasks, ensure that service users’ personal items are handled gently and returned to their correct location.
• Step 3: If the service user’s clothing or personal items are damaged, report it immediately and arrange for replacement or repair.
• Step 4: Ensure that items of value (e.g., medication, medical equipment) are not left unattended and are stored securely during care sessions.

For CIW Inspectors:

• Incident records show that any damage or loss of personal items is promptly reported and action is taken.
• Documentation of service user preferences ensures that their belongings are handled as requested.

C. Managing Service User Valuables

The safe handling of valuables is an important part of our commitment to respecting service users’ rights and protecting their assets.

For Staff:

• Step 1: Identify and log any valuables at the start of the care relationship, in consultation with the service user or their family.
• Step 2: Ensure that any valuable items (e.g., money, jewellery, electronics) are not left in open view or in areas where they could be lost or damaged.
• Step 3: If the service user has a will or any personal instructions regarding their valuables, ensure that these are recorded and respected.
• Step 4: Any items that are high-value or high-risk should be handled with extra care, with regular checks to ensure they are safe.
• Step 5: For medications, ensure that controlled substances are stored in secure locations as per regulations and that their handling is in line with Medication Management Policies.

For CIW Inspectors:

• Valuables records are available for inspection, showing that items are logged and securely stored.
• Service user feedback indicates that they feel their valuables are well-protected and respected.

D. Reporting Lost or Damaged Belongings

In the event that a service user’s belongings are lost or damaged, we follow a clear process to address the situation promptly and respectfully.

For Staff:

• Step 1: Report any lost or damaged belongings immediately to the Registered Manager or Duty Supervisor.
• Step 2: Complete an Incident Report (IR), detailing the circumstances and actions taken.
• Step 3: Work with the service user or their family to replace or repair any items as needed.
• Step 4: Ensure that service users are kept informed throughout the process, and that their concerns are addressed professionally.

For CIW Inspectors:

• Incident logs show that lost or damaged belongings are handled promptly and service users are kept informed.
• Corrective actions (e.g., item replacement, insurance claims) are documented and executed.

E. Family and Legal Representation

Families or legal representatives play a key role in managing the belongings and valuables of service users, particularly when the service user is unable to make decisions themselves.

For Staff:

• Ensure that family members or legal representatives are consulted regarding the handling of valuables if the service user is unable to make decisions themselves.
• Document family involvement and ensure that decisions regarding the management of belongings are recorded in the care plan.

For CIW Inspectors:

• Care plans include records of family or legal representative involvement in decisions about valuables and belongings.
• Consents and documentation demonstrate that the service user’s rights and preferences are respected.

4. Governance and Continuous Improvement

We ensure high standards of managing service user belongings and valuables through regular audits, training, and feedback mechanisms.

What We Do:

• Conduct Quarterly Audits (QA) to ensure the safe storage and handling of valuables.
• Hold Annual Family Feedback Meetings (AFM) to discuss any concerns regarding service user belongings and improve care practices.
• Regularly review and update policies to reflect changes in regulations and best practices.

For CIW Inspectors:

• Audits confirm that service user belongings are tracked, stored securely, and managed in line with regulations.
• Action plans reflect improvements based on feedback from service users and families.

5. Compliance Monitoring and Audit Procedures

• Internal Audits: Conducted quarterly to monitor the handling and storage of personal belongings.
• Annual Reviews: Full compliance check against CIW regulations and the Data Protection Act 2018.
• Staff Supervisions & Appraisals: Review staff understanding of the policies related to handling service users’ belongings.

6. Conclusion

We are committed to ensuring that all service users’ belongings and valuables are handled respectfully, securely, and in accordance with legal requirements. This policy ensures that we maintain the dignity and rights of service users, safeguarding their personal items while maintaining clear documentation and accountability in compliance with CIW regulations and best practices.

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