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Covid-19 Management Policy

1. Introduction

This policy sets out how our Home Care Service manages and responds to the ongoing risks and challenges posed by COVID-19. We aim to protect the health and wellbeing of the people we support, our staff, and visitors by following the latest regulations and advice from the Scottish Government, Public Health Scotland, and the Care Inspectorate Scotland (“[SC1]”).

COVID-19 still poses a risk to vulnerable people, including older adults and those with pre-existing conditions. Therefore, it is critical that everyone in our service understands and complies with the measures outlined in this policy, which will be adapted as new guidance emerges.

2. Policy Statement

Our organisation is committed to:

• Preventing and reducing transmission of COVID-19 through robust infection prevention and control measures.
• Responding swiftly to any suspected or confirmed cases among our staff or the people we support.
• Maintaining high-quality care while respecting individuals’ rights, dignity, and needs.
• Communicating clearly with staff, people who use our service, and external stakeholders about our ongoing approach to managing COVID-19.

We will achieve these goals by strictly adhering to current legislative requirements, best practice guidelines, and Health and Social Care Standards.

3. Scope

This policy applies to all staff (including permanent, temporary, agency, and volunteers), the people we support, their families and carers, and any visiting professionals. It covers:

• Infection Prevention and Control (IPC) practices, including the use of Personal Protective Equipment (PPE).
• Monitoring and reporting of symptoms and test results.
• Contingency planning for staff shortages and service continuity.
• Communication and training for staff, the people we support, and their families.

4. Legal and Regulatory Framework

1. Care Inspectorate Scotland: Adhering to guidance on infection prevention and control to meet the Health and Social Care Standards.
2. Scottish Government Guidance: Following national COVID-19 policies, including testing and isolation requirements.
3. Public Health Scotland Advice: Aligning with best practice in controlling outbreaks, use of PPE, and environmental cleaning.
4. Data Protection: Complying with the UK GDPR and Data Protection Act 2018 (“[SC2]”) when handling personal and health data (e.g., test results or vaccination status).

5. Infection Prevention and Control (IPC) Measures

5.1 Personal Protective Equipment (PPE)

Staff must wear the recommended PPE according to current guidelines. This typically includes:

• Face masks or face coverings, especially when in close contact with individuals who are clinically vulnerable.
• Gloves, aprons, and other protective clothing when providing personal care or if there is a risk of exposure to bodily fluids.

Staff should:

• Perform hand hygiene before and after putting on or taking off PPE (20 seconds minimum with soap and water or using alcohol-based hand rub if hands are visibly clean).
• Dispose of used PPE safely following our waste management procedures.
• Replace damaged or soiled PPE immediately.

5.2 Cleaning and Disinfection

Regular cleaning reduces the spread of COVID-19. We expect staff to:

• Use effective cleaning products and disinfectants, following manufacturers’ instructions.
• Clean frequently touched surfaces (e.g., door handles, light switches) after each visit or at least daily in settings where multiple visits occur.
• Maintain a clean environment in line with infection control standards, particularly around kitchen and bathroom areas.

5.3 Social Distancing and Ventilation

Where practical, staff should:

• Maintain safe distancing if an individual’s health and support needs allow.
• Ensure rooms are well-ventilated by opening windows or using ventilation systems, especially during and immediately after personal care tasks.

6. Monitoring Health and Reporting Symptoms

6.1 Staff Monitoring

Staff must:

• Check for symptoms (fever, continuous cough, loss or change to sense of smell or taste) before beginning each shift.
• Stay home if they have symptoms of COVID-19 or have tested positive, following current isolation guidance.
• Report absence and test results to their line manager promptly.
• Seek further medical advice if symptoms worsen or persist.

6.2 Individuals We Support

• Our care staff will be vigilant for any signs of COVID-19 in the people we support, such as fever, cough, or unusual fatigue.
• If someone in our care shows symptoms, we will assist them to contact their GP or NHS 24, and arrange for testing where appropriate.
• We will document all relevant details, including any communication with healthcare professionals and family members.

6.3 Testing Strategy

• We follow the latest testing strategy recommended by the Scottish Government, which may include periodic testing for staff or testing individuals who are symptomatic.
• Where routine testing is in place, staff must complete test kits according to the instructed schedule and promptly share results with management, maintaining confidentiality and data protection.

7. Responding to Suspected or Confirmed Cases

7.1 Isolation and Cohorting

• If an individual in our care tests positive or is suspected to have COVID-19, staff will help them isolate where possible.
• Where staff need to provide close personal care, they will wear recommended PPE and follow rigorous infection control measures.
• If more than one individual we support is infected, we may need to implement cohorting measures to reduce cross-infection (e.g., allocating specific staff to specific individuals).

7.2 Contact Tracing and Notification

• We will inform relevant health authorities if there is a confirmed case, following local reporting requirements.
• We will assist with contact tracing as requested by public health officials, while respecting the confidentiality of all parties.
• Staff who had close contact with the person who tested positive may need to follow additional guidance, such as testing or self-monitoring, based on current national policy.

7.3 Cleaning and Disinfection After a Positive Case

• If an individual has tested positive or is suspected to have COVID-19, the areas they occupied will receive enhanced cleaning with approved disinfectants.
• Staff carrying out this cleaning must use appropriate PPE and follow guidance to prevent further transmission.

8. Vaccination and Staff Health

8.1 Encouraging Vaccination

Our service recognises the importance of vaccination to protect staff and the people we support. While vaccination is ultimately a personal choice:

• We strongly encourage all staff to be vaccinated, including boosters when eligible.
• We provide up-to-date information on vaccine availability, safety, and access points.
• We respect individuals’ right to confidentiality about their vaccination status, handling any related data lawfully.

8.2 Ongoing Staff Training

• We offer regular training to ensure staff are informed about the latest COVID-19 guidance, symptom monitoring, safe PPE usage, and any updates to our policies.
• Training records are maintained so that the Care Inspectorate inspectors can verify staff competency.

9. Business Continuity and Contingency Planning

• We have a staffing contingency plan to manage shortages resulting from COVID-19 related sickness or isolation. This plan may involve rearranging staff schedules, recruiting temporary staff, or working with partner agencies to ensure continuity of care.
• We maintain robust communication channels (phone, email, messaging platforms) so that staff can stay updated on any changes to shifts, client needs, or policies.
• We encourage staff to keep us informed of availability and health status promptly, ensuring we can allocate resources efficiently.

10. Documentation and Record-Keeping

• Managers record any incidents or outbreaks related to COVID-19 in the appropriate Incident Log or relevant system.
• We document all communication with healthcare providers, test results, and any additional steps taken to protect individuals.
• Personal and health data are stored securely and only shared with authorised persons in compliance with the UK GDPR and Data Protection Act 2018 (“[SC2]”).

11. Communication with Individuals, Families, and External Agencies

• We keep the people we support and their families informed about any changes in our COVID-19 policies, such as updates in testing or PPE practices.
• We provide clear guidance on any new measures (e.g., temporary visitation rules) and ensure they understand the reasons behind these precautions.
• If an outbreak occurs or an individual tests positive, we communicate swiftly and sensitively while respecting confidentiality.
• We maintain regular contact with the Care Inspectorate Scotland, NHS, and any other relevant bodies to report outbreaks or request additional support.

12. Staff Responsibilities

• All Staff must familiarise themselves with this policy and follow the guidelines and procedures outlined.
• Line Managers have a duty to support staff, monitor compliance, and provide necessary resources (e.g., PPE, training).
• Senior Management will review this policy regularly, ensuring it aligns with the latest national guidelines and that any required changes are implemented promptly.

13. Review of this Policy

This policy will be reviewed at least annually or sooner if there are significant changes in legislation or guidance. Any revisions will be communicated to staff and incorporated into training programmes where necessary.

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