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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Death of a Service User Policy

1. Purpose

{{org_field_name}} is committed to providing compassionate, professional, and dignified care when responding to the death of a person we support. This policy ensures that all deaths are handled with sensitivity, respect, and in compliance with legal, regulatory, and procedural requirements set by Care Inspectorate Scotland. It provides clear guidance to staff on the correct procedures to follow, ensuring the appropriate response, documentation, and support for families, staff, and other relevant agencies.

This policy aims to:

• Ensure that all deaths are managed with dignity, sensitivity, and professionalism.
• Provide clear guidelines for staff on the steps to take following the death of a person we support.
• Ensure legal and regulatory compliance in notifying relevant authorities and recording the death appropriately.
• Offer support to families, staff, and other service users affected by the death.
• Establish effective reporting, documentation, and investigation processes where necessary.

2. Scope

This policy applies to:

• All employees of {{org_field_name}}, including care staff, management, and support personnel.
• People we support, ensuring respectful and professional management of end-of-life situations.
• Families, legal representatives, and relevant authorities involved in the care of the deceased.
• Healthcare professionals, emergency services, and regulatory bodies requiring notification of a death.

3. Legal and Regulatory Framework

This policy aligns with:

• Health and Social Care Standards (Scotland) – Ensures dignified and person-centred care in end-of-life situations.
• The Registration of Births, Deaths and Marriages (Scotland) Act 1965 – Provides legal requirements for registering a death.
• The Adults with Incapacity (Scotland) Act 2000 – Covers decision-making for individuals lacking capacity at the time of death.
• The Public Health etc. (Scotland) Act 2008 – Outlines procedures for managing deaths under public health considerations.
• Care Inspectorate Scotland Quality Framework – Requires services to have appropriate protocols for handling deaths.
• SSSC Codes of Practice for Social Service Workers and Employers – Ensures ethical and professional handling of deaths[10 source].

4. Immediate Actions Following a Death

When a person we support passes away, staff must follow these steps:

4.1 Confirming the Death

• Call emergency services (999 or 112) immediately if the death is unexpected or uncertain.
• If the person was receiving palliative or end-of-life care, follow the care plan and consult with their GP or relevant healthcare professional.
• Do not move the body unless advised by emergency services or a healthcare professional.

4.2 Notifying Relevant Parties

• Inform the next of kin or legal representative as soon as possible, following pre-established communication preferences.
• Notify the GP or appropriate healthcare professional to confirm the death and issue a Medical Certificate of Cause of Death (MCCD).
• If applicable, inform emergency services, local authorities, or safeguarding teams for further guidance.
• Contact the Care Inspectorate within 24 hours, following statutory reporting requirements.

4.3 Recording and Documentation

• Complete an Incident Report detailing the circumstances surrounding the death.
• Record the death in the person’s care plan and organisational records.
• Retain witness statements or relevant documentation if required for investigation.
• Ensure compliance with GDPR and confidentiality regulations when handling sensitive information.

5. Supporting Families and Next of Kin

{{org_field_name}} recognises the impact of a death on families and is committed to offering compassionate support:

• Provide clear and sensitive communication regarding the passing of their loved one.
• Offer practical guidance on next steps, including funeral arrangements and legal processes.
• Respect cultural and religious practices associated with death and bereavement.
• Signpost to bereavement support services where appropriate.
• Ensure all personal belongings of the deceased are handled with care and returned to the family respectfully.

6. Supporting Staff and Other Service Users

The death of a person we support can affect staff and other service users. {{org_field_name}} provides:

• Debrief sessions and emotional support for staff affected by the death.
• Counselling or Employee Assistance Programme (EAP) referrals where necessary.
• Communication with other service users, ensuring information is shared appropriately while maintaining confidentiality.
• Adjustments to care plans for remaining service users to address emotional well-being.

7. Reporting and Investigating Unexpected Deaths

If the death is unexpected, unexplained, or suspicious, additional steps must be taken:

• Contact emergency services and the police if there are concerns about the circumstances of the death.
• Report to the Care Inspectorate within 24 hours and follow regulatory guidance on unexpected deaths.
• Conduct an internal review to assess any care-related factors contributing to the death.
• Cooperate fully with external investigations from healthcare bodies, local authorities, or legal representatives.

8. Handling Coroner and Post-Mortem Involvement

In cases where a post-mortem is required:

• Cooperate with the Procurator Fiscal (Scotland’s Coroner) in the investigation.
• Provide all requested care records, staff statements, and relevant documentation.
• Ensure staff attend inquests or hearings if requested.
• Support the family throughout the legal process, keeping them informed with compassion.

9. Confidentiality and Data Protection

Handling the death of a person we support requires strict confidentiality:

• Ensure sensitive information is only shared with authorised individuals.
• Comply with GDPR regulations when storing and processing data related to the death.
• Securely archive medical and care records for the legally required period.
• Ensure that staff involved in handling documentation are trained in data protection laws.

10. Monitoring and Continuous Improvement

To ensure that all deaths are managed efficiently and respectfully, {{org_field_name}}:

• Reviews all death-related incidents to improve care and procedural practices.
• Seeks feedback from families, staff, and regulatory bodies on how to enhance bereavement support.
• Provides ongoing training to staff on end-of-life care and bereavement support.
• Regularly updates this policy to align with best practices and Care Inspectorate requirements.

11. Related Policies

This policy should be read alongside:

• End-of-Life and Palliative Care Policy
• Safeguarding Policy
• Incident Reporting and Investigation Policy
• Confidentiality and Data Protection Policy
• Staff Wellbeing and Support Policy

12. Policy Review

This policy will be reviewed annually or sooner if required by legislative or operational changes. Updates will be communicated to all relevant employees to ensure continued compliance and best practice.

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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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