HCS88-Crisis Management and Emergency Planning Policy

Registration Number: {{org_field_registration_no}}

Crisis Management and Emergency Planning Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} has robust crisis management and emergency planning procedures in place to protect the safety, well-being, and continuity of care for people we support, staff, and visitors. This policy aligns with Care Inspectorate Scotland regulations, Health and Safety at Work Act 1974, and best practices for emergency preparedness and response. It provides clear guidance on risk assessment, emergency response, staff responsibilities, and contingency planning.

2. Scope

This policy applies to all staff, agency workers, volunteers, and management within {{org_field_name}}. It covers:

Emergencies affecting individuals receiving care (e.g., medical crises, safeguarding concerns).
Organisational emergencies (e.g., fire, flood, power failure, cyberattacks, pandemics).
Community-wide crises (e.g., severe weather, public health emergencies, terrorism incidents).
Business continuity measures to ensure the ongoing provision of care services.

3. Related Policies

Health and Safety Policy
Risk Assessment and Management Policy
Fire Safety and Emergency Evacuation Policy
Infection Prevention and Control Policy
Safeguarding and Protection of Vulnerable Adults Policy
Business Continuity Plan

4. Legal and Regulatory Compliance

{{org_field_name}} complies with the following regulations and standards:

Health and Safety at Work Act 1974 – Employer’s duty to safeguard staff and service users.
Civil Contingencies Act 2004 – Establishes responsibilities for emergency preparedness.
Care Inspectorate Scotland’s Emergency Preparedness Guidelines.
Control of Major Accident Hazards (COMAH) Regulations 2015 – Ensuring risk mitigation.
The Public Health etc. (Scotland) Act 2008 – Public health emergency response.

5. Crisis and Emergency Response Framework

5.1. Risk Assessment and Preparedness

{{org_field_name}} conducts regular risk assessments to identify potential crisis scenarios that may affect individuals receiving care or the organisation.

Annual risk audits assess vulnerabilities in care delivery, health and safety, and environmental factors.
Each service location and home care setting must have an Emergency Preparedness Plan.
Staff receive training on risk identification and emergency response.
Contact lists for emergency services, local authorities, and next of kin are updated regularly.

5.2. Emergency Categories and Response Protocols

5.2.1. Medical Emergencies (People We Support and Staff)

First aid-trained staff must respond immediately to incidents involving injury or medical distress.
Call emergency services (999 or 112) where necessary and provide immediate care.
Notify the next of kin and designated medical professionals.
Record the incident in the incident log and report it to management.

5.2.2. Fire, Gas Leaks, or Explosions

Evacuate premises following fire safety procedures.
Activate the fire alarm and contact emergency services (999).
Use designated fire exits and meet at the pre-determined assembly point.
Designated fire wardens ensure all individuals have safely exited.
Conduct a post-incident review and update fire safety plans if needed.

5.2.3. Power Failures and Equipment Malfunctions

Use backup power sources if available (e.g., emergency generators, battery-operated equipment).
Ensure that essential medical devices continue functioning or arrange alternative care settings.
Report all power failures to local electricity providers and coordinate with emergency services if needed.

5.2.4. Security Threats and Intrusions

If an unauthorised person attempts entry, staff must alert management and security authorities.
In cases of violent or aggressive behaviour, staff must follow de-escalation procedures and call police (999) if required.
Premises must remain secured at all times with access control measures.

5.2.5. Severe Weather Events (Floods, Storms, Snow, Heatwaves)

Follow weather alerts from Met Office and local authorities.
Arrange alternative transport for essential care visits in extreme weather.
Implement contingency plans for safe food, water, heating, and electricity supplies.
Keep emergency kits with flashlights, batteries, and first aid supplies.

5.2.6. Pandemics and Public Health Emergencies

Follow Infection Prevention and Control Policy for disease containment.
Ensure PPE (Personal Protective Equipment) is available and used.
Maintain social distancing and hygiene protocols as per government guidelines.
Adapt remote working and telecare measures where feasible.

5.3. Communication and Coordination During a Crisis

Emergency contacts, staff call-out lists, and escalation pathways must be updated and accessible.
Designated Crisis Management Leads will coordinate responses.
People we support and their families will receive timely updates.
Local authorities and emergency response agencies will be contacted for coordination.

6. Business Continuity Planning

6.1. Continuity of Care Services

Identify critical care services that must be maintained in a crisis.
Establish alternative care arrangements, such as redeploying staff or using remote support.
Maintain backup care records and digital storage solutions.

6.2. IT and Data Security During Emergencies

Ensure cybersecurity measures protect digital records from cyberattacks.
Maintain secure backups of all records.
Implement remote access solutions for essential staff.

7. Training and Staff Responsibilities

All staff must be trained annually in emergency preparedness and crisis management.
Regular emergency drills for fire, evacuation, and medical crises.
Crisis management roles assigned, including first aiders, fire wardens, and security personnel.

8. Post-Crisis Review and Policy Improvement

After any crisis, conduct a debrief session to assess response effectiveness.
Document lessons learned and update procedures accordingly.
Seek feedback from people we support, staff, and external agencies.

9. Responsibilities of Management

Management at {{org_field_name}} is responsible for:

Ensuring all emergency protocols are updated and accessible.
Providing emergency preparedness training to all staff.
Conducting regular risk assessments and crisis simulations.
Coordinating with local authorities and emergency services.

10. Complaints and Reporting

Staff and people we support can report concerns via the Whistleblowing Policy.
Emergency incidents must be documented and reviewed to prevent future occurrences.
Complaints regarding crisis response must be addressed promptly and transparently.

11. Policy Review

This policy will be reviewed annually, or earlier in response to legislative updates, regulatory changes, or significant incidents. Any amendments will be communicated to all staff and stakeholders.

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.