{{org_field_logo}}
{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Safeguarding Adults from Abuse and Improper Treatment Policy
Purpose of the Policy
This policy aims to ensure that all adults receiving care and support from {{org_field_name}} are safeguarded from abuse, neglect, and harm. It sets out clear guidelines for staff on identifying, preventing, and responding to safeguarding concerns.
All employees, contractors, and volunteers have a duty to safeguard adults in our care. This policy provides a structured approach to recognising and reporting abuse while promoting the dignity, respect, and safety of service users.
Commitment to Safeguarding Adults from Abuse and Neglect
{{org_field_name}} is fully committed to providing a safe and supportive environment for all service users. Every individual has the right to live free from abuse, neglect, and exploitation.
Staff must:
- Treat all service users with dignity and respect.
- Recognise and report any form of abuse or neglect immediately.
- Work in partnership with external agencies, such as the Local Authority Safeguarding Team, the Care Quality Commission (CQC), and the police, when necessary.
- Promote a culture where safeguarding concerns are taken seriously and addressed without delay.
- Follow safeguarding procedures outlined in this document and attend regular training sessions.
Legal and Regulatory Framework
This policy is based on the key legal frameworks and regulations governing adult safeguarding in England:
- The Care Act 2014: This legislation places a duty on local authorities and care providers to safeguard adults who may be at risk of abuse or neglect. It defines safeguarding responsibilities and the six key safeguarding principles:
- Empowerment – Supporting individuals to make their own decisions.
- Prevention – Taking action before harm occurs.
- Proportionality – Responding appropriately to the level of risk.
- Protection – Ensuring those in need receive support.
- Partnership – Working collaboratively with agencies.
- Accountability – Ensuring transparency in safeguarding practice.
- Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – Regulation 13: This regulation ensures that care providers have robust processes to prevent abuse and improper treatment. It requires organisations to:
- Have zero tolerance towards abuse.
- Implement clear systems for reporting concerns.
- Take immediate action in response to safeguarding issues.
- Ensure staff are trained and competent in safeguarding procedures.
- Mental Capacity Act 2005: Protects individuals who may lack the ability to make certain decisions for themselves. It provides a framework for assessing capacity and making decisions in a person’s best interest when necessary.
- Safeguarding Vulnerable Groups Act 2006: Introduced the Disclosure and Barring Service (DBS) to prevent unsuitable individuals from working with vulnerable adults.
- Equality Act 2010: Ensures that all service users receive care free from discrimination, harassment, and victimisation.
All staff must familiarise themselves with these legal frameworks and apply them in their daily practice. Compliance with these regulations is essential for maintaining the safety and wellbeing of service users and upholding the reputation of {{org_field_name}}.
2. Scope
Applicability to All Service Users, Staff, Volunteers, and Third-Party Providers
This safeguarding policy applies to everyone involved in the provision of care at {{org_field_name}}. This includes:
- All staff members, including care workers, managers, and administrative staff.
- Volunteers who interact with service users in any capacity.
- Third-party providers such as agency staff, contractors, or external professionals engaged by {{org_field_name}}.
- Service users who receive care and support from the organisation.
- Family members, advocates, or individuals lawfully acting on behalf of service users.
All individuals listed above have a responsibility to understand, follow, and adhere to the safeguarding procedures outlined in this policy. They must report any safeguarding concerns immediately using the procedures provided.
Services Covered
This policy applies to all regulated activities provided by {{org_field_name}}.
Regardless of the type of care provided, safeguarding must remain a priority in all interactions. Staff must be vigilant in recognising signs of abuse or neglect across all services.
Age Groups and Types of Needs Catered To
{{org_field_name}} primarily provides care and support to:
- Adults aged 18 and over who may be vulnerable due to age, illness, disability, or other circumstances.
- Older adults who require support with personal care, mobility, or chronic health conditions.
- Adults with physical disabilities who require assistance with mobility, personal care, and daily living activities.
- People with sensory impairments such as hearing or visual impairments, requiring adapted communication methods.
3. Definitions
Abuse
Abuse is any action or lack of action that causes harm, distress, or suffering to an adult who may be at risk. Abuse can be intentional or unintentional, and it can occur in any setting, including within a care environment, the community, or the individual’s home. Staff must be able to recognise and respond to different types of abuse.
Types of Abuse:
Physical Abuse – This includes hitting, slapping, pushing, misuse of medication, inappropriate restraint, or any physical harm inflicted on a person.
Staff must report any signs of unexplained bruises, burns, fractures, or injuries immediately.
Emotional or Psychological Abuse – This includes verbal abuse, threats, intimidation, humiliation, or controlling behaviour that affects a person’s emotional well-being.
Staff must be aware of sudden changes in mood, withdrawal, fearfulness, or signs of distress.
Financial or Material Abuse – This includes theft, fraud, exploitation, misuse of property, or improper use of legal authority over a person’s finances.
Staff must be alert to unexplained financial transactions, missing personal belongings, or sudden financial difficulties.
Sexual Abuse – This includes any non-consensual sexual act, inappropriate touching, or coercion into sexual activity.
Staff must report any signs of bruising in intimate areas, changes in behaviour, withdrawal, or reluctance to be touched.
Neglect and Acts of Omission – This occurs when care needs are ignored, including failing to provide food, medication, or necessary medical care.
Staff must report any instances where an individual is left without adequate nutrition, hydration, medication, or hygiene.
Self-Neglect – This happens when a person fails to care for their own basic needs, including hygiene, nutrition, or health, which can lead to serious harm.
Staff must monitor and report signs of malnutrition, extreme weight loss, poor hygiene, or living in unsafe conditions.
Domestic Abuse – This includes any form of abuse between intimate partners or family members, including physical, emotional, financial, or sexual abuse.
Staff must be vigilant if a service user appears fearful of a partner or family member, has frequent injuries, or is reluctant to speak freely.
Discriminatory Abuse – This occurs when someone is treated unfairly based on their age, gender, disability, race, religion, or sexual orientation.
Staff must be aware of exclusion from activities, derogatory language, or denial of rights due to a person’s background or identity.
Organisational Abuse – This occurs when care services fail to meet the needs of individuals due to poor practice, lack of resources, or inadequate leadership.
Staff must report concerns if they witness a culture of poor care, rigid routines that disregard personal preferences, or inadequate staffing levels.
Modern Slavery – This includes human trafficking, forced labour, or exploitation.
Staff must be alert to signs of coercion, individuals being prevented from leaving their home, or evidence of forced or unpaid labour.
All staff have a duty to report any suspected or witnessed abuse immediately, following the reporting procedures outlined in this policy.
Safeguarding Lead
The Safeguarding Lead is the designated person responsible for overseeing all safeguarding matters within {{org_field_name}}. This individual ensures that concerns are reported, investigations are conducted, and necessary actions are taken to protect service users.
Designated Safeguarding Lead: {{org_field_safeguarding_lead_name}} – {{org_field_safeguarding_lead_role}}
Responsibilities of the Safeguarding Lead:
Receiving and documenting safeguarding concerns from staff, service users, or external parties.
Ensuring all concerns are reported to the relevant local authority or safeguarding team.
Acting as the main point of contact for external safeguarding agencies.
Providing guidance and support to staff regarding safeguarding procedures.
Ensuring all staff receive appropriate safeguarding training.
Monitoring safeguarding incidents and reviewing policy effectiveness.
Staff must immediately report any safeguarding concerns to the Safeguarding Lead, ensuring detailed records are kept of the incident, actions taken, and outcomes.
Mental Capacity
The Mental Capacity Act 2005 provides a framework to protect individuals who may not have the ability to make informed decisions about their care and welfare.
Key Principles of the Mental Capacity Act:
Assume that every adult has the capacity to make their own decisions unless proven otherwise.
Support individuals to make decisions whenever possible, providing information in a way they understand.
A person has the right to make an unwise or eccentric decision, provided they have the capacity to do so.
If an individual lacks capacity, any decision made on their behalf must be in their best interests.
Any intervention must be the least restrictive option necessary to meet the individual’s needs.
Staff Responsibilities:
Identify service users who may lack the capacity to make informed decisions.
Use appropriate communication methods to support decision-making.
If a person lacks capacity, consult with family members, advocates, or legal representatives before making decisions on their behalf.
Record all assessments and decisions made under the Mental Capacity Act.
Ensure that any restrictions imposed on a service user comply with the law and are regularly reviewed.
Failure to follow the Mental Capacity Act can lead to legal consequences and harm to service users. Staff must always act within the guidelines of the law and seek guidance from the Safeguarding Lead when in doubt.
4. Preventative Measures
Preventing abuse and safeguarding service users is a priority for all staff at {{org_field_name}}. This section outlines the proactive steps taken to minimise risks and ensure a safe environment for service users.
Staff Training on Safeguarding and Abuse Prevention
All staff must receive regular training on safeguarding adults, which includes:
- Recognising the signs of abuse – Understanding different types of abuse and neglect, including physical, emotional, financial, sexual, and discriminatory abuse.
- Reporting procedures – Knowing how and when to report safeguarding concerns to the appropriate authority.
- Responding to safeguarding concerns – Learning how to act appropriately if a service user is at risk, including immediate protection and escalation procedures.
- Legal and regulatory framework – Understanding the Care Act 2014, Health and Social Care Act 2008, and Mental Capacity Act 2005.
- Dealing with disclosures – Responding sensitively when a service user reports abuse or neglect.
- Whistleblowing rights and responsibilities – Ensuring staff understand their right to report concerns confidentially.
Staff Responsibilities:
- Attend safeguarding training annually and complete any refresher courses required.
- Read and understand {{org_field_name}}’s Safeguarding Policy and Procedures.
- Apply safeguarding knowledge in day-to-day practice, ensuring service users are treated with dignity and respect.
- Raise any concerns immediately with the Safeguarding Lead.
Failure to complete mandatory safeguarding training will result in disciplinary action.
Recruitment Procedures (DBS Checks, References) to Ensure Fit and Proper Persons Employed
To safeguard service users, {{org_field_name}} follows strict recruitment and vetting procedures to ensure all staff are suitable for their roles.
- Disclosure and Barring Service (DBS) Checks – All staff must undergo an enhanced DBS check before employment. This check must be renewed periodically to ensure continued suitability.
- Identity and Right to Work Verification – All applicants must provide official identification and proof of their right to work in the UK.
- Employment References – At least two professional references must be obtained before hiring any staff member. These references must verify the applicant’s experience, conduct, and suitability for working with vulnerable adults.
- Qualifications and Competency Assessments – Staff must provide evidence of relevant qualifications and training. Competency assessments may be conducted during induction.
- Probation Period and Performance Monitoring – New employees will undergo a probationary period during which their conduct and performance will be closely monitored. Any concerns will be addressed immediately.
Staff Responsibilities:
- Provide accurate information and documentation during the recruitment process.
- Inform management if their DBS status changes during employment.
- Maintain professional conduct and demonstrate safeguarding awareness in all interactions with service users.
Employing unfit persons can result in legal action and loss of CQC registration. {{org_field_name}} has zero tolerance for failure to meet safeguarding requirements.
Whistleblowing Policy to Encourage Reporting of Concerns
Whistleblowing is the act of reporting wrongdoing, including concerns about safeguarding, abuse, or malpractice within the organisation. {{org_field_name}} encourages all staff to report concerns without fear of reprisal.
- Confidentiality – Whistleblowers will be protected, and their identity will remain confidential wherever possible.
- No Retaliation – Staff will not face disciplinary action or disadvantage for making a genuine safeguarding report. Any retaliation will result in disciplinary action.
- Reporting Process –
- Staff should report concerns to their line manager or the Safeguarding Lead.
- If the concern involves senior management, staff may report directly to external bodies such as the Local Authority Safeguarding Team or CQC.
- Reports should be made in writing and include as much detail as possible.
- Investigation and Outcome – All reports will be taken seriously and investigated promptly. The whistleblower will be informed of the outcome where appropriate.
Staff Responsibilities:
- Report any safeguarding concerns immediately, whether witnessed directly or suspected.
- Keep detailed records of any concerns raised, including dates, times, and any individuals involved.
- Cooperate fully with any investigations into reported concerns.
Failure to report known safeguarding concerns is a serious offence and may result in disciplinary action. The safety of service users depends on staff being proactive in recognising and addressing safeguarding risks.
5. How to Raise Concerns About Abuse
All staff have a legal and ethical responsibility to report any concerns about abuse, neglect, or safeguarding risks. Delays in reporting could result in harm to a service user. This section provides clear instructions for reporting concerns.
Reporting Process for Service Users
Service users must feel safe and supported in raising concerns about their care. Staff must ensure that service users:
- Understand their right to be free from abuse and neglect.
- Are encouraged to report any concerns to a trusted staff member.
- Have access to easy-to-read safeguarding information, including who to contact.
- Are reassured that their concerns will be taken seriously and acted upon promptly.
If a service user discloses abuse or neglect:
- Listen carefully without interrupting or asking leading questions.
- Reassure the individual that they are being heard and will be protected.
- Do not promise confidentiality—explain that concerns must be reported to keep them safe.
- Report the concern immediately following the reporting procedures outlined below.
Reporting Process for Family Members, Advocates, and Those Acting on Behalf of Service Users
Family members, legal representatives, and advocates play a crucial role in safeguarding. If they express concerns about abuse, staff must:
- Take all concerns seriously and avoid dismissing their worries.
- Encourage them to report their concerns directly to the Registered Manager or Safeguarding Lead.
- Provide them with the organisation’s safeguarding contact details.
- Reassure them that an investigation will take place and that they will be updated where appropriate.
- If they wish to report externally, direct them to the Local Authority Adult Safeguarding Team (Link: {{org_field_children_safeguarding_local_authority_information_link}}) or CQC: Call 03000 616161.
Steps to Report a Concern:
- Verbally report the concern immediately to a staff member.
- Send an email detailing the concern to the Registered Manager at: {{org_field_registered_manager_email}}.
- Call the office to inform the Registered Manager or Safeguarding Lead at {{org_field_phone_no}}.
- If the concern arises out of office hours, call the out-of-hours phone number: {{out_of_hours}}.
Reporting Process for Staff and Volunteers
All staff and volunteers have a duty to report suspected or confirmed abuse. This applies whether the abuse was witnessed directly, disclosed by a service user, or suspected based on observed changes in behaviour.
Steps to Report a Concern:
- Verbally report the concern immediately to the Registered Manager or Safeguarding Lead.
- Send an email detailing the concern to the Registered Manager at: {{org_field_registered_manager_email}}.
- Call the office to inform the Registered Manager or Safeguarding Lead at {{org_field_phone_no}}.
- If the concern arises out of office hours, call the out-of-hours safeguarding number: {{out_of_hours}}.
- If there is an immediate danger to a service user, call 999.
Staff must document concerns accurately, including:
- The name of the service user and details of the incident.
- The date, time, and location of the incident.
- A factual description of what was seen, heard, or reported.
- Any action taken, including immediate steps to protect the individual.
Failure to report safeguarding concerns is a serious breach of duty and may result in disciplinary action.
Confidentiality and Protection from Retaliation
{{org_field_name}} is committed to protecting staff, service users, and others who report abuse. All reports will be handled confidentially, and information will only be shared with relevant safeguarding authorities.
- Staff should not fear retaliation for reporting concerns.
- Any attempt to intimidate or retaliate against a whistleblower will result in disciplinary action.
- Anonymous reports can be made, but providing contact details ensures a more thorough investigation.
- If staff feel unsafe reporting internally, they can report concerns directly to external safeguarding agencies.
Escalation Process if Concerns Are Not Addressed
If a staff member or service user reports a safeguarding concern and does not receive a response or believes that the concern is not being handled appropriately, they must escalate the issue.
External Reporting Contacts:
- Care Quality Commission (CQC) – For concerns about care standards or regulatory breaches. Call 03000 616161.
- Local Authority Adult Safeguarding Team:{{org_field_local_authority_authority_name}}.
- Link to safeguarding team: {{org_field_local_authority_information_link}}.
Immediate Danger: If a service user is at immediate risk of harm, staff must call 999 and ensure the individual is safe while waiting for emergency services.
It is the responsibility of all staff to ensure that safeguarding concerns are reported, followed up, and escalated where necessary. Failure to do so puts service users at risk and may result in regulatory action against the organisation.
6. Process for Reporting Safeguarding Concerns
All staff must follow the correct procedure when identifying, reporting, and recording safeguarding concerns. Failure to do so could result in harm to service users and legal consequences for the organisation. The process outlined below ensures that concerns are addressed promptly and effectively.
Step-by-Step Process for Identifying, Reporting, and Recording Concerns
Recognise the Signs
Be alert to indicators of abuse, neglect, or improper treatment.
Look for physical injuries, changes in behaviour, withdrawal, distress, fearfulness, or unusual financial activity.
Take note of environmental concerns, such as unsafe living conditions or lack of basic care.
Respond to the Concern
Listen carefully if a service user or third party discloses abuse.
Stay calm, do not ask leading questions, and do not promise confidentiality.
Reassure the individual that their concern will be taken seriously and that action will be taken to keep them safe.
Report the Concern Immediately
Inform the Safeguarding Lead or Registered Manager as soon as possible.
If immediate danger is present, call 999 for emergency assistance.
Use the official reporting channels:
Verbally inform the Registered Manager or Safeguarding Lead.
Send an email detailing the concern to {{org_field_registered_manager_email}}.
Call the office at {{org_field_phone_no}}.
Out-of-hours concerns should be reported to {{out_of_hours}}.
Record the Concern Accurately
Complete a safeguarding incident report as soon as possible.
Include the following details:
The name and details of the service user involved.
A factual description of the concern or incident.
The date, time, and location of the incident.
Any immediate actions taken.
The names of any witnesses.
Do not include assumptions or personal opinions—stick to the facts.
Follow Up and Monitor
Check on the well-being of the service user.
Ensure they receive any necessary support or referrals.
Maintain confidentiality but ensure that all relevant parties are informed appropriately.
Safeguarding Lead Contact Details
The designated Safeguarding Lead is responsible for handling all safeguarding concerns. All staff must know how to contact them.
Safeguarding Lead: {{org_field_safeguarding_lead_name}}
Phone: {{org_field_phone_no}}
Email: {{org_field_email}}
Office Address:
{{org_field_door_no}}
{{org_field_building_name}}
{{org_field_street_line_01}}
{{org_field_street_line_02}}
{{org_field_city_town}}
{{org_field_county}}
{{org_field_post_code}}
If the Safeguarding Lead is unavailable, concerns must be escalated to the Registered Manager or reported directly to external agencies.
Immediate Actions to Ensure Safety
When a safeguarding concern is raised, immediate action must be taken to protect the service user.
If there is an immediate threat to life or safety, call 999.
Remove the individual from the unsafe environment if possible and appropriate.
Ensure the individual is not left alone if they are at risk.
Do not confront the alleged abuser unless necessary for safety reasons.
If the concern involves a staff member, they may need to be suspended while the investigation is conducted.
Reporting to External Agencies
If a safeguarding concern involves abuse, neglect, or improper treatment, the issue must be reported to the appropriate external agency.
Local Authority Adult Safeguarding Team: {{org_field_local_authority_authority_name}}
Contact details: {{org_field_local_authority_information_link}}
The local authority has a legal duty under the Care Act 2014 to investigate safeguarding concerns.
Care Quality Commission (CQC)
Phone: 03000 616161
CQC should be notified if the concern involves regulatory breaches, poor care standards, or organisational failures.
Police (if a crime has been committed)
Emergency: Call 999
Non-Emergency: Call 101
Other Specialist Agencies
NSPCC (for concerns involving children): 0808 800 5000
Modern Slavery Helpline: 08000 121 700
Timescales for Response
Immediate Danger: If a service user is at immediate risk, staff must act immediately by calling 999 and removing the individual from harm.
Reporting to the Safeguarding Lead: Staff must report all concerns on the same day they are identified.
Internal Review: The Safeguarding Lead must assess and decide on further action within 24 hours.
Referral to the Local Authority: If a formal safeguarding referral is required, this must be done within 48 hours.
Follow-up Actions: Updates and reviews must be conducted regularly until the issue is resolved.
Failure to follow these timescales could result in serious consequences, including regulatory action by CQC. All staff must ensure concerns are reported promptly and accurately.
7. Role of the Local Authority Safeguarding Team
Local Authorities have a statutory duty under the Care Act 2014 to safeguard adults at risk of abuse or neglect. The Local Authority Safeguarding Team is responsible for investigating safeguarding concerns and ensuring appropriate actions are taken to protect individuals.
All staff at {{org_field_name}} must understand how to refer safeguarding concerns to the Local Authority and work in coordination with safeguarding professionals.
Local Authority Contact Information and Safeguarding Referral Process
The Local Authority Adult Safeguarding Team is the primary organisation responsible for handling safeguarding concerns within its geographic area.
Local Authority Contact Details:
- Name of Local Authority: {{org_field_local_authority_authority_name}}
- Website and Online Referral Form: {{org_field_local_authority_information_link}}
When to Contact the Local Authority Safeguarding Team:
- When there is evidence or suspicion of abuse, neglect, or exploitation of a service user.
- If a service user is unable to protect themselves and is at risk of harm.
- If a service user discloses abuse or mistreatment.
- When internal safeguarding procedures have been followed but further external intervention is needed.
Steps to Make a Referral:
- Complete an internal safeguarding report following the organisation’s process.
- Contact the Local Authority Safeguarding Team using the details provided above.
- Provide full details of the concern, including:
- The service user’s name, age, and contact details.
- A clear description of the safeguarding concern, including dates, times, and incidents.
- Any actions already taken to protect the individual.
- Any known risks or factors affecting the service user’s safety.
- Details of other professionals involved in the service user’s care.
- Record the referral details and maintain secure records in compliance with data protection laws.
- Follow up with the Local Authority to check the progress of the referral and ensure the individual is safeguarded.
Failure to report concerns to the Local Authority when required may result in regulatory action by the Care Quality Commission (CQC).
Coordination with Multi-Agency Safeguarding Hubs (MASH)
Multi-Agency Safeguarding Hubs (MASH) are teams that bring together multiple safeguarding agencies, including Local Authorities, police, NHS services, and social care organisations. MASH teams assess safeguarding referrals and determine the appropriate response.
Role of MASH in Safeguarding:
- Risk assessment and decision-making – MASH teams assess the severity of safeguarding concerns and decide on further actions.
- Information sharing – Agencies within MASH work together to build a complete picture of a service user’s situation.
- Protection planning – MASH creates safeguarding action plans to reduce risks and improve service user safety.
- Coordination of interventions – The team ensures that appropriate agencies (e.g., social services, healthcare providers, police) are involved in safeguarding the individual.
Staff Responsibilities When Working with MASH:
- Provide accurate and detailed information to the Local Authority and MASH team when making a referral.
- Cooperate fully with investigations and risk assessments conducted by MASH.
- Attend multi-agency meetings if required to discuss safeguarding plans.
- Maintain confidentiality and share information only with authorised agencies.
- Follow any safeguarding action plans put in place by the Local Authority or MASH team.
The Local Authority Safeguarding Team and MASH are essential partners in protecting service users from abuse and neglect. Staff at {{org_field_name}} must ensure they follow the correct procedures when making referrals and cooperate fully with external safeguarding investigations.
8. Responding to a Safeguarding Incident
All staff at {{org_field_name}} must follow the correct procedures when responding to a safeguarding incident. The way an incident is handled can significantly impact the safety and well-being of the service user and the effectiveness of any subsequent investigation.
Initial Response by Staff
When a safeguarding concern arises, staff must act immediately to ensure the safety of the service user and prevent further harm.
Steps to Take:
- Ensure Immediate Safety
- If the service user is in immediate danger, call 999 for emergency assistance.
- Remove the individual from the situation if safe to do so.
- Do not leave the service user alone if they are at serious risk.
- Listen and Reassure the Service User
- Listen carefully and allow them to speak without interruption.
- Do not ask leading questions or pressure them for details.
- Reassure them that they are safe and that appropriate action will be taken.
- Explain that you will need to report the concern to protect them.
- Report the Concern Immediately
- Notify the Safeguarding Lead or Registered Manager without delay.
- Use the reporting channels:
- Verbal report to the Safeguarding Lead or Registered Manager.
- Email report to {{org_field_registered_manager_email}}.
- Call the office at {{org_field_phone_no}}.
- Out-of-hours emergencies should be reported to {{out_of_hours}}.
- Document the Incident Accurately
- Record all details objectively, including:
- The date, time, and location of the incident.
- The name of the service user and others involved.
- What was seen, heard, or disclosed.
- Any immediate actions taken.
- Do not include opinions or assumptions—stick to facts.
- Record all details objectively, including:
Investigative Procedures
Once a safeguarding incident is reported, an investigation must be carried out to determine the facts and take appropriate action.
- Internal Investigation
- The Safeguarding Lead will review the report and decide on the next steps.
- A safeguarding case file will be created to document all findings.
- Witness statements may be taken from staff and service users.
- Any relevant medical or incident reports will be collected.
- If the alleged perpetrator is a staff member, they may be suspended during the investigation.
- Reporting to External Authorities
- If required, the case will be referred to:
- Local Authority Adult Safeguarding Team via {{org_field_local_authority_information_link}}.
- Care Quality Commission (CQC) at 03000 616161.
- Police (if a crime has been committed) via 999 for emergencies or 101 for non-emergencies.
- If required, the case will be referred to:
- Follow-Up and Review
- The investigation’s findings will be reviewed to ensure safeguarding measures are effective.
- Any weaknesses in safeguarding procedures will be addressed through updated policies and staff training.
Cooperation with External Authorities
When a safeguarding concern is investigated by external agencies such as the Local Authority, police, or CQC, all staff must cooperate fully.
Staff Responsibilities:
- Provide clear and honest accounts of the incident.
- Share requested records and documentation promptly.
- Attend safeguarding meetings or case reviews if required.
- Follow any safeguarding action plans set out by external agencies.
- Maintain confidentiality and do not discuss the investigation outside of the authorised parties.
Failure to cooperate with safeguarding investigations can result in regulatory action against the organisation.
Support for Affected Individuals
Safeguarding incidents can be distressing for service users, families, and staff. It is essential to provide appropriate support.
- Support for the Service User
- Ensure they feel safe and listened to.
- Offer counselling or emotional support if needed.
- Work with the Local Authority to implement a safeguarding protection plan.
- Support for Family Members and Advocates
- Keep them informed of actions being taken, where appropriate.
- Provide reassurance and guidance on external support options.
- Support for Staff
- Any staff affected by the incident can access internal support.
- If a staff member is wrongly accused, they must be supported throughout the investigation process.
- Additional safeguarding training may be provided to strengthen staff knowledge.
Following these steps ensures that safeguarding incidents are handled professionally, efficiently, and in the best interests of the service user.
9. Recording and Documentation
Maintaining accurate and detailed records is a fundamental part of safeguarding. Proper documentation ensures transparency, accountability, and compliance with legal and regulatory requirements. Staff at {{org_field_name}} must follow strict record-keeping procedures to ensure safeguarding concerns are documented and managed effectively.
Maintaining Accurate Records of Safeguarding Concerns and Responses
All safeguarding concerns must be documented clearly, accurately, and promptly. Proper records help to:
- Provide an official account of safeguarding incidents.
- Support investigations by internal management and external agencies.
- Ensure that appropriate actions are taken to protect service users.
- Maintain continuity in safeguarding measures and ensure follow-ups are completed.
Steps for Recording a Safeguarding Concern:
- Complete a Safeguarding Report Form
- Use the official safeguarding form provided by {{org_field_name}}.
- Ensure all sections are completed with factual information.
- Include Essential Details:
- Date, time, and location of the incident or concern.
- Name and details of the service user involved.
- Description of what was observed, heard, or disclosed (use exact words where possible).
- Details of any witnesses present.
- Immediate actions taken to protect the service user.
- Names of individuals informed, including the Safeguarding Lead, Local Authority, or police.
- Use Objective Language
- Avoid personal opinions, assumptions, or exaggerated language.
- Report only facts, observations, and statements made by the service user or witness.
- Maintain Confidentiality
- Store safeguarding records securely, following data protection laws.
- Limit access to authorised personnel only.
- Do not share safeguarding information with unauthorised individuals.
- Submit the Report Without Delay
- Provide the completed report to the Safeguarding Lead or Registered Manager as soon as possible.
- Reports can be submitted via:
- Email: {{org_field_registered_manager_email}}
If for whatever reason an email can’t be sent, please contact the Registered Manager:
- Phone: {{org_field_phone_no}}
- Out-of-hours contact: {{out_of_hours}}
- Follow-Up and Review
- Ensure that safeguarding actions are documented and followed up.
- Record any additional steps taken, such as referrals to external agencies or risk assessments completed.
Compliance with Regulation 17 – Good Governance for Record-Keeping
Regulation 17 – Good Governance under the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 requires care providers to maintain accurate, complete, and secure records for service users, staff, and safeguarding incidents.
Key Compliance Requirements:
- Records must be up-to-date and reflect all safeguarding actions taken.
- Safeguarding documentation must be stored securely and retained for the legally required period.
- Risk assessments and care plans must be updated based on safeguarding incidents.
- All safeguarding concerns must be recorded, even if no further action is taken, to ensure transparency.
- CQC and Local Authorities may request safeguarding records during inspections or investigations.
Failure to maintain proper safeguarding records can result in regulatory action, including enforcement by the Care Quality Commission (CQC). All staff are responsible for ensuring that safeguarding concerns are accurately recorded and stored in compliance with legal and organisational requirements.
10. Accessibility of the Policy
Ensuring that the Safeguarding Adults Policy is accessible to all stakeholders is essential for promoting awareness, understanding, and compliance. Staff at {{org_field_name}} must ensure that service users, their representatives, and employees can easily access and understand the policy.
Availability to Service Users in Accessible Formats
Service users must be provided with safeguarding information in a format that suits their individual needs. This may include:
- Easy Read versions with simple language and visual aids for those with cognitive impairments.
- Large print or Braille copies for individuals with visual impairments.
- Audio recordings for those who prefer to listen rather than read.
- Translated documents for service users whose first language is not English.
- Face-to-face explanations where a staff member explains the safeguarding process verbally.
Staff Responsibilities:
- Ensure that each service user receives safeguarding information in a format they can understand.
- Offer assistance in reading or explaining the policy if needed.
- Regularly check that service users understand how to report concerns.
Availability to Advocates, Family Members, and Legal Representatives
Advocates, family members, and those lawfully acting on behalf of service users must also have access to the Safeguarding Adults Policy to understand how concerns are managed.
- Provide a copy of the policy upon request.
- Direct them to the company website or printed materials where the policy is available.
- Offer an opportunity to discuss safeguarding procedures with a Registered Manager or Safeguarding Lead.
- Provide contact details of the Local Authority Adult Safeguarding Team and CQC for external safeguarding referrals.
Staff Responsibilities:
- Ensure that service users’ families and representatives are aware of safeguarding procedures.
- Respond promptly to any requests for safeguarding information.
- Reassure family members that safeguarding concerns will be taken seriously and handled appropriately.
Availability to Staff Through Training and Documentation
All employees must be well-informed about the Safeguarding Adults Policy and their responsibilities under it.
- New Staff Induction: All new employees must be trained on safeguarding procedures as part of their induction.
- Ongoing Training: Annual refresher training must be provided to ensure staff remain updated on best practices.
- Access to Written Copies: The policy must be available in digital and printed formats at all workplace locations.
- Regular Briefings: Safeguarding must be discussed in staff meetings, supervisions, and team briefings.
Staff Responsibilities:
- Read and understand the Safeguarding Adults Policy.
- Attend all mandatory safeguarding training sessions.
- Follow the safeguarding reporting procedures correctly.
- Raise concerns if they identify gaps in safeguarding training or policy accessibility.
Review and Updates
The Safeguarding Adults Policy must remain up to date with legal, regulatory, and best practice changes.
- Regular Reviews: The policy must be reviewed annually or sooner if legislation changes.
- Legal Compliance: Updates must align with the Care Act 2014, Health and Social Care Act 2008, Regulation 13 – Safeguarding Service Users from Abuse and Improper Treatment, and any new CQC guidance.
- Feedback and Improvement: Reviews must consider feedback from staff, service users, family members, and safeguarding authorities.
- Approval Process: All policy changes must be approved by senior management and the Safeguarding Lead before implementation.
Staff Responsibilities:
- Stay informed of policy updates and apply them in practice.
- Report any barriers preventing service users or staff from accessing the policy.
- Contribute feedback to improve safeguarding procedures.
Failure to ensure accessibility of the Safeguarding Adults Policy can result in misunderstandings, reporting failures, and regulatory breaches. All staff must actively promote the policy’s availability and understanding across all levels of care.
11. Compliance and Monitoring
Ensuring compliance with safeguarding regulations and maintaining high standards of care requires ongoing monitoring, auditing, and continuous improvement. Staff at {{org_field_name}} must adhere to safeguarding procedures, participate in audits, and implement improvements based on findings.
Internal Auditing to Ensure Safeguarding Effectiveness
Regular internal audits must be conducted to assess how effectively safeguarding policies and procedures are being implemented. These audits help identify strengths, areas for improvement, and any safeguarding risks that need addressing.
Key Areas of Safeguarding Audits:
- Review of safeguarding records to ensure concerns are documented accurately and in a timely manner.
- Evaluation of staff safeguarding training compliance.
- Spot checks to ensure staff understand and follow reporting procedures.
- Review of incident responses to assess whether actions taken were appropriate and in line with the policy.
- Feedback collection from service users, families, and advocates regarding safeguarding awareness and experiences.
Staff Responsibilities:
- Cooperate fully with internal safeguarding audits.
- Provide honest and accurate information during audits.
- Implement any corrective actions identified in audit findings.
- Report any safeguarding concerns or process failures to management.
Compliance with CQC Requirements and Regulations
The Care Quality Commission (CQC) sets regulatory standards for safeguarding under the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. The organisation must demonstrate compliance with these regulations to maintain its registration and deliver safe services.
Key CQC Safeguarding Requirements:
- Compliance with Regulation 13 – Safeguarding Service Users from Abuse and Improper Treatment.
- Adherence to Regulation 17 – Good Governance, ensuring safeguarding records are well-maintained and reviewed regularly.
- Evidence that staff receive appropriate safeguarding training and that this is updated regularly.
- Timely and accurate reporting of safeguarding incidents to CQC and the Local Authority Safeguarding Team.
- Demonstration of a robust whistleblowing policy that protects staff who raise concerns.
- Documentation of safeguarding investigations, actions taken, and outcomes to show effective responses to incidents.
Failure to comply with CQC safeguarding requirements can result in enforcement actions, including warnings, fines, or suspension of registration.
Staff Responsibilities:
- Follow safeguarding procedures at all times to ensure compliance with CQC regulations.
- Attend all required safeguarding training sessions.
- Report safeguarding concerns promptly and document all actions taken.
- Participate in CQC inspections and provide accurate information if asked about safeguarding procedures.
Lessons Learned and Continuous Improvement
Safeguarding processes must evolve based on lessons learned from past incidents, audits, and feedback. Continuous improvement ensures that service users receive safe, high-quality care and that risks are minimised.
Ways to Implement Continuous Improvement:
- Review Safeguarding Incidents: After each incident, conduct a post-incident review to assess what worked well and what could be improved.
- Implement Action Plans: Address weaknesses identified in safeguarding audits or CQC inspections by implementing corrective actions.
- Regular Policy Updates: Update the Safeguarding Adults Policy in line with changes to legislation, best practices, or lessons learned.
- Ongoing Staff Training: Offer refresher courses and additional safeguarding training where necessary.
- Encourage Open Discussion: Hold regular staff meetings to discuss safeguarding issues, raise concerns, and share best practices.
Staff Responsibilities:
- Reflect on safeguarding practices and contribute to policy improvements.
- Report any weaknesses in safeguarding processes to the Safeguarding Lead or Registered Manager.
- Engage in training and refresher courses to stay informed of best practices.
- Implement changes suggested by audits, CQC inspections, or internal reviews.
By maintaining a culture of continuous learning and improvement, {{org_field_name}} ensures that safeguarding measures remain effective and service users are protected from harm. All staff play a vital role in upholding these standards.
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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