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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Emergency Supply Shortages and Contingency Planning Policy

1. Purpose

The purpose of this policy is to establish a structured approach to managing supply shortages and implementing contingency planning within {{org_field_name}}’s supported living services. It ensures that essential supplies, including medical equipment, medications, food, and hygiene products, remain available at all times, even during supply chain disruptions. The policy aligns with CQC Regulation 15 (Premises and Equipment) and Regulation 12 (Safe Care and Treatment), ensuring service users receive uninterrupted care in a safe and secure environment.

Supply shortages can arise due to global supply chain disruptions, pandemics, severe weather conditions, supplier failures, or unexpected demand surges. This policy provides a framework to mitigate risks, ensure resilience, and maintain service continuity in the face of such challenges.

2. Scope

This policy applies to all premises operated by {{org_field_name}}, including residential supported living settings, offices, and communal spaces. It covers all essential supplies, such as medical provisions, personal protective equipment (PPE), food and water, cleaning products, and utilities. It applies to all staff members, service users, visitors, suppliers, and external contractors responsible for supply management.

3. Related Policies

• Health and Safety at Work Policy (SL16)
• Infection Prevention and Control Policy (SL17)
• Risk Management and Assessment Policy (SL18)
• Safe Care and Treatment Policy (SL11)
• Business Continuity and Emergency Planning Policy (SL19)
• Medication Management and Administration Policy (SL21)
• Fire Safety and Evacuation Procedures (SL20)

4. Responsibilities

4.1 Management Responsibilities

• Establish a robust supply chain network with multiple suppliers.
• Conduct risk assessments on supply availability and update contingency plans accordingly.
• Maintain an emergency stockpile of essential supplies.
• Develop and communicate clear contingency plans to staff.
• Ensure compliance with regulatory requirements and standards.
• Monitor supply trends and establish proactive procurement strategies.
• Arrange contracts with alternative suppliers to prevent disruption.
• Communicate with service users and their families regarding potential shortages and contingency plans.

4.2 Staff Responsibilities

• Adhere to stock management procedures, including accurate record-keeping.
• Report any supply shortages or low stock levels immediately.
• Implement guidance on rationing or alternative supply solutions when directed.
• Support service users in adapting to temporary changes in supply availability.
• Follow infection control measures to prevent unnecessary use of resources.

4.3 Supplier Responsibilities

• Ensure timely delivery of essential supplies as per contractual agreements.
• Provide early warnings of potential supply disruptions.
• Offer alternative products or solutions during shortages.
• Maintain quality and safety standards of supplied products.

4.4 Service User Responsibilities

• Use supplies responsibly and report any shortages or concerns to staff.
• Cooperate with contingency measures, such as alternative medications or modified dietary plans.

5. Risk Assessment and Prevention Measures

5.1 Supply Chain Risk Analysis

• Identify critical supplies that are essential for service user well-being.
• Assess potential risks to supply continuity, including external factors such as weather disruptions, pandemics, and supplier failures.
• Develop risk mitigation strategies, such as backup suppliers and emergency stockpiles.

5.2 Stock Management and Monitoring

• Implement an inventory tracking system to monitor supply levels in real time.
• Establish minimum stock thresholds to trigger automatic reordering.
• Rotate stock regularly to prevent wastage and expiration of perishable or time-sensitive items.

5.3 Supplier Diversification

• Work with multiple suppliers to reduce dependency on a single source.
• Establish contingency agreements with alternative vendors.
• Regularly review supplier performance and reliability.

6. Emergency Response and Contingency Planning

6.1 Activation of Contingency Plans

• Activate contingency measures when supply levels reach critical thresholds.
• Communicate emergency procedures to all staff and stakeholders.
• Prioritise the allocation of limited resources based on urgency and need.

6.2 Emergency Procurement Strategies

• Identify alternative sources for essential supplies, including local and regional suppliers.
• Engage with government and NHS supply chains for emergency provisions.
• Establish relationships with neighbouring care providers for mutual aid agreements.

6.3 Resource Rationing and Alternative Solutions

• Implement temporary rationing of supplies where necessary to ensure fair distribution.
• Identify and approve safe alternative products when primary supplies are unavailable.
• Modify care routines and schedules to accommodate supply constraints.

6.4 Communication Protocols

• Inform service users, families, and staff about the nature of the shortage and expected resolutions.
• Provide clear instructions on temporary measures being implemented.
• Maintain transparency and reassure service users to prevent distress or panic.

7. Recovery and Post-Crisis Evaluation

7.1 Stock Replenishment

• Resume standard procurement processes as soon as the supply issue is resolved.
• Conduct an immediate review of emergency stock levels and replenish as needed.
• Assess financial impacts and adjust budgets accordingly.

7.2 Review of Response Effectiveness

• Evaluate the effectiveness of contingency measures taken during the shortage.
• Gather feedback from staff, service users, and suppliers to identify improvement areas.
• Update policies and procedures to strengthen future preparedness.

7.3 Training and Awareness

• Conduct staff training on supply shortage contingency measures.
• Organise drills to test emergency procurement and stock management procedures.
• Ensure staff are equipped to handle similar incidents efficiently in the future.

8. Compliance and Regulatory Considerations

• Ensure compliance with CQC Regulation 12 (Safe Care and Treatment) by maintaining the availability of essential care supplies.
• Meet the requirements of CQC Regulation 15 (Premises and Equipment) by ensuring proper stock management.
• Maintain documentation of stock levels, procurement records, and emergency response actions for regulatory inspections.
• Cooperate with CQC and other regulatory bodies during assessments related to supply management and contingency planning.

9. Policy Review

This policy will be reviewed annually or sooner if:

• There is a significant supply shortage incident requiring policy adjustments.
• New legislation or CQC regulations affect supply management procedures.
• Feedback from staff, service users, or inspectors suggests improvements are necessary.

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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}}
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