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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Fire Safety and Emergency Procedures Policy

1. Purpose

The purpose of this policy is to establish how {{org_field_name}} ensures that effective fire safety and emergency preparedness arrangements are in place, both within our own operational premises and in the private homes where we deliver care. Our aim is to protect life, prevent injury, and reduce property damage through a combination of clear procedures, risk assessment, staff training, and continuous review.

We acknowledge our duty of care to ensure that the people we support, our employees, and any visitors or contractors are safe from the risk of fire and other emergencies. This policy also supports our commitment to the Health and Social Care Standards, specifically:

• 3.14 – “I have confidence in people because they are trained, competent and skilled.”
• 4.14 – “My care and support is provided in a planned and safe way, including if there is an emergency or unexpected event.”
• 5.17 – “My environment is secure and safe.”

2. Scope

This policy applies to all:

• Staff employed or contracted by {{org_field_name}}, including care workers, coordinators, office-based staff, bank or agency workers
• Visitors, professionals, or contractors who enter our operational premises
• People we support in their own homes, whose environments may present unique or increased fire risks

Although our organisation does not operate residential premises, our responsibilities in supporting safety in the homes of the people we support are just as vital. Staff must therefore assess, report, and respond appropriately to fire risks found in those settings.

3. Related Policies

This policy should be read in conjunction with:

• Health and Safety at Work Policy
• Business Continuity and Emergency Planning Policy
• Lone Working Policy
• Risk Assessment and Risk Enablement Policy
• Safeguarding Adults and Children Policy
• Incident and Accident Reporting Policy

4. Legal and Regulatory Framework

We comply with all relevant Scottish fire safety and care service regulatory requirements, including:

• Fire (Scotland) Act 2005 (Part 3 – Fire safety duties) and Fire Safety (Scotland) Regulations 2006 (duties to carry out and keep under review a suitable and sufficient fire risk assessment for non-domestic premises, implement fire safety measures, provide information/instruction/training, and maintain emergency procedures).
• Practical Fire Safety Guidance: Existing Non-Residential Premises (Scottish Government) (guidance on meeting duties for warning systems, escape, training, emergency procedures, and ongoing review).
• Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999 (general duties to protect staff and others affected by our work activities).
• Public Services Reform (Scotland) Act 2010 and The Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011 (SSI 2011/210) (requirements underpinning Care Inspectorate regulation).
• Care Inspectorate Quality Framework for Support Services (Care at Home / Supported Living) (expectations around safe, planned care including emergencies, learning from incidents, governance and quality assurance).
• Care Inspectorate Fire Safety Checklist and supporting guidance notes (used by the regulator as a standardised check aligned to risk assessment themes; completed for each relevant premises when required and used to drive improvement actions).
• SSSC Codes of Practice (2024) (expectations on safe practice, training and supervision).
• Scottish smoke/heat alarm standards for homes (as part of our home-safety conversations and risk screening with people we support).

5. Our Commitment to Fire Safety

At {{org_field_name}}, we are committed to creating a safety-first culture, where fire safety is embedded in everyday practice. This includes:

• Ensuring our office and administrative premises are fire risk assessed, maintained, and compliant
• Supporting staff to identify, record, and report fire hazards in people’s homes
• Training every staff member in fire safety awareness and emergency procedures
• Working in partnership with families, landlords, and local fire services to address risks collaboratively
• Providing up-to-date guidance and resources to reduce the risk of fires in home care environments

Our Fire Safety Lead is {{org_field_the_fire_safety_lead_name}}, who holds the overall responsibility for ensuring fire safety systems are in place and regularly reviewed. Our designated Fire Warden is {{org_field_the_fire_warden_name}}, who assists in audits, drills, and coordination.

6. Fire Safety at Our Premises

Although care is delivered primarily in the community, our office and any additional workspaces must fully comply with fire safety laws. We maintain a Fire Risk Assessment for our premises, which is reviewed annually or immediately after any major changes. For our premises, we identify the appropriate duty holder(s) and ensure they have authority and resources to implement the findings of the fire risk assessment, including maintenance, testing and staff instruction. The fire risk assessment is a live document and is updated whenever there are material changes (layout, staffing levels, equipment, work processes, or any fire-related incidents).

Fire safety measures at our premises include:

• Clearly signed emergency exits and escape routes
• Regularly tested smoke detectors, fire alarms, and extinguishers
• Training for all staff in evacuation procedures
• Fire drills conducted twice annually or more frequently if required
• Accessible records of equipment servicing and inspection

Care Inspectorate Fire Safety Checklist (Premises)

Where requested or required by the Care Inspectorate (for example, during registration activity, inspection, or as part of an improvement action plan), we will complete the Care Inspectorate Fire Safety Checklist for our premises. We will use this checklist alongside our Fire Risk Assessment to evidence compliance, identify any gaps, and ensure all remedial actions are recorded, allocated to a responsible person, and completed within agreed timescales.

In the event of a fire on-site, our staff follow a ‘stay calm and evacuate’ procedure. Staff and visitors are to leave via the nearest safe exit and congregate at the designated fire assembly point. The Fire Warden is responsible for checking areas for stragglers if safe to do so and for liaising with emergency services.

7. Supporting Fire Safety in People’s Homes

While {{org_field_name}} is not responsible for the structural safety of the homes we visit, we have a professional obligation to promote and safeguard against fire risks wherever care is delivered. Our approach includes:

• Conducting a fire safety screening as part of the initial risk assessment for each individual we support
• Identifying key hazards such as overloaded sockets, unsafe heaters, smoking indoors, or blocked exits
• Encouraging the installation of smoke detectors and carbon monoxide monitors (where not already present)
• Supporting individuals to understand how to respond in case of fire (this may involve using visual tools or involving family)
• Recording concerns and reporting them to the appropriate party—such as family members, housing providers, or social work teams
• Taking emergency action if a serious risk is identified (e.g., calling fire services or removing ourselves and the individual from danger)

We work in partnership with the Scottish Fire and Rescue Service (SFRS) to support Home Fire Safety Visits for people who may be at increased risk. Where consent is obtained (or where information sharing is otherwise lawful, necessary and proportionate), staff will follow local referral pathways to request an SFRS visit. We will record: the reason for referral, the person’s consent/decision (or lawful basis where consent is not required), the date the referral was submitted, and the outcome and any actions agreed.

Interlinked smoke, heat and carbon monoxide alarms

As part of our home fire safety screening, staff will check (by discussion and observation where appropriate) whether the home appears to meet Scotland’s minimum standard for interlinked smoke and heat alarms, and carbon monoxide alarms where required. Where the home does not appear to meet this standard, staff will record this within the person’s risk assessment and agree proportionate actions with the person supported and/or the property owner/landlord (as appropriate), in line with the person’s rights, choices, and circumstances. Where the person chooses not to proceed with recommended actions, this decision and the advice given will be clearly recorded.

8. Staff Training and Awareness

All staff receive mandatory fire safety training as part of their induction. This includes:

• Basic fire awareness
• Common causes of domestic fires
• Safe use of electrical equipment and appliances
• Procedures to follow in case of fire or emergency
• Understanding of fire classifications and extinguisher types
• Evacuation principles and how to assist people with limited mobility

Training is refreshed annually and whenever there are updates to regulations or risk levels. In addition to formal training, we regularly discuss fire safety at team meetings and use scenario-based learning to reinforce knowledge.

9. Emergency Procedures

Emergencies can include fires, gas leaks, serious accidents, power outages, floods, or severe weather events. Our approach to emergency response is clearly defined in our Business Continuity and Emergency Planning Policy, and it includes:

• Immediate escalation to the manager or on-call system via {{out_of_hours}}
• Phoning emergency services where required
• Ensuring the safety of the person we support as a first priority
• Keeping calm, reassuring the individual, and offering clear, simple instructions
• Reporting the incident as soon as it is safe to do so
• Recording the incident and contributing to a post-event review

We expect all staff to use professional judgment and common sense in emergencies, placing the life and wellbeing of the person supported above all else.

Fire in a person’s home – immediate actions

If a fire is suspected or confirmed during a visit, staff must:

1. Raise the alarm (shout “Fire”, alert others, and activate any alarm if it is safe to do so) and call 999 immediately.
2. Prioritise life safety: support the person to move to a place of safety if it is safe to do so (for example, outside to fresh air). Take account of mobility needs and use aids where available, but do not delay escape to collect possessions.
3. Close doors behind you where possible to slow the spread of fire and smoke, but do not lock doors.
4. Do not attempt to fight the fire unless you have been trained, the fire is very small, the correct extinguisher is immediately available, and doing so will not compromise escape. Staff must never put themselves or the person supported at additional risk.
5. Do not re-enter the property until the Fire Service confirms it is safe to do so.
6. Escalate immediately to the on-call manager/manager and follow business continuity arrangements to ensure the person receives immediate support and continuity of care (for example: welfare checks, alternative visit arrangements, liaison regarding temporary accommodation, and support to access essential items/medication through safe and lawful routes).
7. Record and report: complete an incident report as soon as practicable and ensure any required internal escalation, regulatory notifications, and learning actions are progressed through governance channels.

10. Monitoring, Audits, and Continuous Improvement

Our Fire Safety Lead, supported by the Registered Manager, carries out internal audits of fire safety compliance, both at the office and through oversight of care delivery. This includes checking that:

• Fire risk assessments are current and complete
• Training records are up to date
• Incident reports are reviewed and lead to service improvements
• Staff feel confident in managing fire risk and know how to escalate concerns

Following any incident or emergency, we conduct a post-incident review to understand what happened, what worked well, and what could be improved. Lessons learned are shared across the team and used to update our policies and procedures.

Our audit evidence set includes: current fire risk assessment(s) and documented review dates; premises testing and maintenance logs (fire alarm testing, emergency lighting checks, extinguisher servicing where applicable); drill records and learning actions; staff training records, supervision, and competency checks; incident and near-miss reports and trend analysis; and an improvement/action plan showing actions, responsible persons, target dates, and completion evidence. Where used, the Care Inspectorate Fire Safety Checklist and associated improvement actions form part of this evidence set.

11. Roles and Responsibilities

Registered Manager
Has overall responsibility for ensuring compliance with fire safety legislation and Care Inspectorate expectations. Oversees audits, training, and policy implementation.

Fire Safety Lead – {{org_field_the_fire_safety_lead_name}}
Coordinates fire safety arrangements, ensures equipment is tested, risk assessments are up to date, and works with the Fire Warden to prepare the team.

Fire Warden – {{org_field_the_fire_warden_name}}
Supports evacuation drills, checks premises for hazards, and liaises with emergency services if required.

All Staff
Are responsible for maintaining their own safety, following procedures, attending training, reporting hazards, and supporting the people we care for during any fire or emergency situation.

12. Policy Review

This policy will be reviewed annually, or sooner if:

• New legislation or Care Inspectorate guidance is introduced
• A fire or emergency occurs within the service or in a person’s home
• Staff feedback, audits, or inspections identify a gap in current procedures

13. Record keeping, reporting and notifications

We will maintain accurate, complete, and contemporaneous records relating to fire safety and emergencies. These records will include (where relevant): fire risk assessments and review dates; premises fire safety checks, testing and servicing records; evacuation drills and learning outcomes; staff training and competency records; home fire safety screening captured within the person’s risk assessment and care documentation; incident and near-miss reports; and improvement actions taken to reduce risk.

Where an event meets the threshold for regulatory reporting, we will submit the appropriate Care Inspectorate notification through the required route and within required timescales. We will retain evidence of what was submitted and record any follow-up actions agreed, including completion dates and learning shared with staff.

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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.