{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Emergency and Business Continuity Plan

1. Purpose

The purpose of this policy is to comprehensively outline {{org_field_name}}’s approach to emergency preparedness and business continuity management, ensuring uninterrupted, safe, and high-quality care to the people we support, and safeguarding the welfare of staff, visitors, and stakeholders during emergencies or operational disruptions. This policy aligns with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Care Act 2014, CQC Fundamental Standards, and relevant legislation related to health and safety, safeguarding, infection control, data protection, and employment law.

2. Scope

This policy applies to all personnel engaged by {{org_field_name}}, including but not limited to:

• Directors
• Registered Managers
• Deputy Managers
• Team Leaders
• Support Workers
• Administrative Personnel
• Contractors
• Volunteers
• Temporary or Agency Staff

It covers the organisation’s preparation and response to a wide range of emergencies, including but not limited to:

• Fire
• Medical emergencies
• Gas leaks
• IT and communication system failures
• Severe weather
• Flood
• Staffing shortages
• Industrial action
• Major pandemics
• Utility failures
• Safeguarding emergencies
• Terror threats or security breaches

3. Related Policies

• SL01 – Fit and Proper Persons: Directors Policy
• SL02 – Fit and Proper Persons: Employed Staff Policy
• SL04 – Good Governance
• SL06 – Compliance with the Care Act 2014 Policy
• SL07 – Person-Centred Care Policy
• SL08 – Dignity and Respect Policy
• SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• SL14 – Receiving and Acting on Complaints Policy
• SL16 – Health and Safety at Work Policy
• SL17 – Infection Prevention and Control Policy
• SL18 – Risk Management and Assessment Policy
• SL20 – Fire Safety and Evacuation Procedures
• SL24 – Management of Accidents, Incidents, and Near Misses Policy
• SL25 – Notification of Other Incidents Policy
• SL29 – Whistleblowing (Speaking Up) Policy
• SL35 – Duty of Candour Policy

4. Principles of Emergency and Business Continuity Management

{{org_field_name}} operates under the following principles for effective business continuity and emergency management:

4.1 Comprehensive Risk Assessment

• Systematic and ongoing risk assessments are conducted at least annually, or more frequently when circumstances change.
• These assessments identify, evaluate, and record potential threats that may disrupt safe care delivery or business operations.

4.2 Emergency Plans

• Specific contingency plans are developed, documented, and regularly updated for all identified risks.
• Plans are subject to table-top exercises, scenario simulations, and periodic reviews.

5. Detailed Contingency Plans for Specific Scenarios

5.1 Industrial Action

In the event of industrial action (strike, walkout, work-to-rule, or mass absence):

• Contingency Staffing Plans:
  • Maintain a register of trained bank staff, volunteers, and trusted agency personnel.
  • Maintain pre-arranged agreements with multiple care staffing agencies.
  • Activate reciprocal agreements with partner organisations for temporary staff support.
• Pre-Strike Negotiation:
  • Engage early with staff and trade unions to explore resolution.
  • Utilise ACAS mediation where applicable.
• Operational Prioritisation:
  • Review each care plan and prioritise essential care, safeguarding, medication administration, nutrition, hydration, and personal care.
• Communication:
  • Inform people we support, families, and commissioners in advance of any service changes.
  • Provide regular updates throughout the industrial action period.
• Emergency Governance Group:
  • The Emergency Coordinator and senior management team will meet daily to assess risks, staffing levels, and adjust care arrangements as required.
• Post-Event Review:
  • Conduct a full review to identify lessons learnt and improve contingency arrangements.

5.2 Severe Weather (e.g. Snow, Ice, Storms, Heatwaves)

• Monitoring:
  • Monitor national and local weather alerts via Met Office, Environment Agency, and Local Authority communications.
• Staffing Logistics:
  • Implement flexible shift start/end times to enable safe travel.
  • Authorise staff to stay overnight in spare bedrooms, nearby accommodation, or hotels when applicable.
  • Use 4×4 transport services or partner arrangements for staff transport in extreme conditions.
• Communication Channels:
  • Utilise SMS, telephone trees, and instant messaging for rapid information sharing.
  • Family members will be kept updated if any adjustments to support plans are necessary.
• Prioritisation of Critical Support:
  • Focus on medical care, safeguarding, medication, food, hydration, hygiene, and emotional support.
• Equipment Preparedness:
  • Maintain stock of winter kits: snow shovels, salt/grit, torches, blankets, bottled water, and non-perishable foods.

5.3 Flood

• Risk Mapping:
  • Identify flood risk areas for all premises.
• Preparedness:
  • Maintain sandbags, pumps, portable generators, and waterproof storage for essential records and medication.
• Evacuation Protocols:
  • Evacuation plans include accessible routes, safe havens, and coordination with emergency services.
  • Emergency grab bags containing medication, identity documents, emergency contacts, and essential supplies are maintained.
• Post-Incident Procedures:
  • Once safe, reassess premises integrity, electrical safety, and environmental hygiene prior to reoccupation.

5.4 IT System Failure

• Data Protection and Recovery:
  • Regular daily backups of all electronic records to secure offsite/cloud storage.
  • Paper-based emergency care records available to enable safe support during outages.
• Alternative Communication Channels:
  • Use mobile phones, two-way radios, and hard copy communication logs.
• Immediate Response:
  • Escalate IT failures to technical support contractors under agreed SLA (Service Level Agreement).
  • Implement manual recording for medication administration, safeguarding concerns, incident reporting, and rotas.
• Cybersecurity:
  • Robust antivirus software, firewall protection, and staff cyber awareness training minimise risks.

6. Emergency Coordinator Role

• A designated Emergency Coordinator will lead response operations.
• Responsible for:
  • Activating plans
  • Liaising with emergency services
  • Coordinating internal and external communications
  • Reporting to the Registered Manager and Nominated Individual

7. Communication Protocols

• Internal:
  • Emergency phone trees
  • Team briefings
  • Crisis management meetings
• External:
  • Notification to families, commissioners, CQC, Local Authority Safeguarding Board, and other relevant stakeholders.
• Documenting All Actions:
  • Accurate contemporaneous notes maintained throughout the incident.

8. Training and Exercises

• All staff receive mandatory training on emergency procedures.
• Regular drills (fire, flood, severe weather, IT failure) are conducted.
• Training records are maintained and reviewed at least annually.

9. Continuous Improvement

• Following any emergency incident, a full debrief and incident analysis is conducted.
• Any lessons learned feed directly into future risk assessments and policy updates.

10. Policy Review

This policy will be reviewed at least annually or earlier if required due to changes in legislation, CQC requirements, identified risks, business needs, or following an actual emergency.

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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.