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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Business Continuity and Contingency Planning Policy

1. Purpose

The purpose of this Business Continuity and Contingency Planning Policy is to ensure that {{org_field_name}} is fully prepared to continue the safe and effective delivery of its services during any disruption, whether anticipated or unforeseen. The agency is committed to providing uninterrupted staffing services to care homes and healthcare settings and to ensuring the safety and wellbeing of service users, clients, temporary workers, and other stakeholders during times of crisis. The aim is to minimise disruption to clients and uphold regulatory compliance even when external or internal circumstances impact the agency’s capacity to operate normally. This policy aligns with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Civil Contingencies Act 2004, the Equality Act 2010, the Health and Safety at Work etc. Act 1974, and relevant guidance from the Care Quality Commission (CQC). This policy will also support compliance with CQC Key Lines of Enquiry (KLOEs) relating to safe, effective, responsive, and well-led services.

2. Scope

This policy applies to:

• All temporary workers employed by {{org_field_name}}, including registered nurses, healthcare assistants, and other healthcare staff on zero-hours or casual contracts
• All permanent staff, including directors and administrative staff
• All client organisations relying on {{org_field_name}} for temporary staffing provision
• All services and functions of {{org_field_name}} including recruitment, placement, compliance, safeguarding, record keeping, and communication

This policy covers disruptions including but not limited to pandemics, public health emergencies, IT failures, cyber-attacks, power failures, natural disasters, severe weather, office closures, staff shortages, and business-critical incidents.

3. Related Policies

• Health and Safety Policy
• Data Protection and Confidentiality Policy
• Information Governance Policy
• Infection Prevention and Control Policy
• Recruitment and Staffing Policy
• Incident Reporting and Management Policy
• Safeguarding Adults and Children Policy

4. Principles

{{org_field_name}} will ensure:

• Continuity of services during emergencies as far as is reasonably practicable
• The safety and wellbeing of temporary workers, service users, and clients during and after any disruption
• Transparent and timely communication with all stakeholders
• A rapid and organised recovery from any disruption
• Ongoing compliance with relevant legal and regulatory requirements

5. Risk Assessment and Business Impact Analysis

The director will:

• Regularly assess risks that could affect the continuity of operations
• Identify critical business functions (e.g., staff placement, payroll, communication, safeguarding reporting)
• Analyse the potential impact of disruptions on clients, service users, and temporary workers
• Develop plans to mitigate these risks wherever possible
• Update the risk register accordingly

Key risks considered include:

• Major staff shortages due to illness, resignation, or other crises
• Office closure due to flood, fire, or other physical damage
• IT or communication failures
• Pandemic or infectious disease outbreaks
• Cybersecurity incidents
• Disruption to key suppliers (e.g., payroll services, IT providers)

6. Business Continuity Objectives

{{org_field_name}} aims to:

• Maintain critical staffing operations to ensure clients receive safe and reliable services
• Protect the safety, health, and welfare of temporary workers and clients
• Prevent avoidable disruption through proactive risk management
• Recover to normal operations as quickly and safely as possible following an incident
• Keep accurate records and evidence of actions taken during a disruption for regulatory and learning purposes

7. Roles and Responsibilities

7.1 The Director

The director of {{org_field_name}} will:

• Assume overall responsibility for business continuity and contingency planning
• Approve and regularly review the business continuity plan
• Lead incident responses and business recovery processes
• Communicate promptly with clients, temporary workers, and staff during and after incidents
• Coordinate with external bodies such as the CQC, safeguarding teams, insurers, and local authorities if applicable
• Oversee the maintenance and testing of business continuity arrangements

7.2 Office Staff

Office staff will:

• Follow business continuity procedures as directed by the director
• Support temporary workers and clients during periods of disruption
• Maintain communication channels, data security, and essential records

7.3 Temporary Workers

Temporary workers are expected to:

• Follow instructions given by the director or their delegated representative during emergencies
• Prioritise the safety and wellbeing of service users when on assignment
• Report any concerns relating to client welfare, safeguarding, or safety immediately during periods of disruption

8. Contingency Measures

8.1 Staff Shortages

In the event of staff shortages, {{org_field_name}} will:

• Prioritise essential client placements (e.g., complex needs, safeguarding risks)
• Offer overtime or additional shifts to available temporary workers
• Use approved subcontractors or partner agencies if appropriate and in line with contractual obligations
• Maintain an up-to-date availability list of workers willing to be deployed at short notice
• Suspend non-essential tasks to focus on critical functions

8.2 IT and Communication Failures

In the event of IT or communication failure, {{org_field_name}} will:

• Implement manual contingency plans for scheduling, timekeeping, and record-keeping
• Use alternative communication methods (e.g., mobile phones, secure cloud-based platforms)
• Ensure hard copies of key documents are available as backup
• Engage IT support to resolve issues as quickly as possible
• Notify clients and temporary workers of alternative communication arrangements

8.3 Office Closure

In the event of office closure, {{org_field_name}} will:

• Activate remote working arrangements
• Ensure staff have access to cloud-based systems, secure emails, and communication platforms
• Redirect incoming calls and enquiries to designated mobile numbers
• Use virtual platforms for meetings, training, and staff support
• Ensure business-critical documents are securely stored and accessible remotely

8.4 Pandemic or Public Health Emergency

During a pandemic or public health emergency, {{org_field_name}} will:

• Follow guidance from the Department of Health and Social Care, Public Health England, and local health protection teams
• Implement infection prevention and control measures for temporary workers
• Coordinate with clients to ensure safe deployment of staff
• Provide workers with up-to-date information on infection risks and protective measures
• Review staffing arrangements regularly in response to changing circumstances

9. Communication During Disruption

The director will:

• Establish regular communication updates to clients, temporary workers, and office staff
• Use multiple communication methods (e.g., email, telephone, text, video conferencing) to ensure essential information is disseminated
• Document all communications made during the disruption for transparency and accountability

Clients will be informed:

• About the nature of the disruption
• How services will be maintained
• Any limitations or temporary adjustments to service delivery

Temporary workers will be informed:

• About their duties and assignments during the disruption
• Any changes to travel, reporting, or PPE requirements
• Who to contact if they have concerns

10. Testing, Monitoring, and Reviewing

The director will:

• Test the business continuity plan at least annually, including mock scenarios where appropriate
• Review performance after any actual incident to identify learning points
• Ensure that all staff are briefed on the policy during induction and at regular intervals
• Review and update the business continuity plan following significant changes to operations, staffing, or identified risks

11. Documentation and Record Keeping

The director will ensure that:

• Copies of the business continuity plan are securely stored and accessible
• Incident logs are maintained during disruptions
• Records of actions, communications, and decisions taken during disruptions are accurately documented
• Clients and regulators are provided with records as required to demonstrate compliance

12. Supporting Temporary Workers During Disruption

{{org_field_name}} will:

• Provide additional supervision and guidance to workers during disruptions
• Ensure temporary workers receive timely updates regarding assignments
• Ensure appropriate support is available for temporary workers who may experience stress, anxiety, or other challenges related to the disruption
• Facilitate access to professional support services if required

13. Director’s Approach to Efficient Management

Given the absence of a registered manager, the director will:

• Take personal responsibility for all business continuity and contingency planning activities
• Lead communication, decision-making, and risk assessment processes during crises
• Ensure that up-to-date contact information for all clients and workers is maintained
• Review the effectiveness of continuity plans following each incident
• Embed business continuity into the wider quality assurance framework of {{org_field_name}}

14. Commitment to Clients and Stakeholders

{{org_field_name}} is committed to:

• Ensuring that clients continue to receive high-quality staffing support during adverse events
• Acting with transparency, integrity, and professionalism at all times
• Involving clients and key stakeholders in discussions about service adjustments when needed
• Protecting the dignity, safety, and rights of service users throughout any disruption

15. Policy Review

This policy will be reviewed annually by the director of {{org_field_name}} or sooner in response to significant incidents, changes in legislation, regulatory guidance, or operational needs. All amendments will be communicated clearly to temporary workers, clients, and other stakeholders.

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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.