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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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First Aid at Work Policy

1. Purpose

At {{org_field_name}}, we are committed to ensuring the health, safety, and well-being of individuals receiving support, staff, and visitors. This policy sets out our approach to providing effective first aid arrangements in compliance with CQC regulations, the Health and Safety (First Aid) Regulations 1981, and the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.

This policy ensures that appropriate first aid provisions, training, and emergency response procedures are in place to manage incidents effectively while maintaining a safe and supportive environment.

2. Scope

This policy applies to all staff, individuals receiving support, visitors, and external contractors within our Supported Living service. It covers:

• Provision of first aid facilities and trained personnel
• First aid procedures for minor and major incidents
• Emergency response and escalation protocols
• Record-keeping and reporting

3. Related Policies

• SL12 – Safe Care and Treatment Policy
• SL07 – Person-Centred Care Policy
• SL21 – Medication Management and Administration Policy
• SL16 – Infection Prevention and Control Policy
• SL08 – Dignity and Respect Policy
• SL34 – Confidentiality and Data Protection (GDPR) Policy
• SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• SL19 – Fire Safety Policy

4. Legal and Regulatory Framework

{{org_field_name}} will maintain first-aid and emergency arrangements in accordance with the legislation and regulatory requirements applicable to the service, including:

• Health and Safety at Work etc. Act 1974 – requiring the organisation, so far as is reasonably practicable, to protect the health, safety and welfare of employees and to conduct its undertaking so that people who are not employees are not exposed to risks to their health or safety.
• Health and Safety (First-Aid) Regulations 1981 – requiring the organisation, as an employer, to provide adequate and appropriate first-aid equipment, facilities and personnel to enable first aid to be given to employees who are injured or become ill at work.
• Management of Health and Safety at Work Regulations 1999 – requiring suitable and sufficient assessment of risks to employees and other persons who may be affected by the organisation’s activities and appropriate arrangements for the effective planning, organisation, control, monitoring and review of preventative and protective measures.
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) – requiring specified work-related deaths, injuries, diagnosed occupational diseases and dangerous occurrences to be reported to the relevant enforcing authority where the statutory reporting criteria are met.
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 12 – Safe care and treatment – requiring care and treatment to be provided safely, including through the assessment and management of risks, ensuring that staff have the qualifications, competence, skills and experience necessary for their roles, maintaining safe equipment and premises, and assessing and controlling infection risks.
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 18 – Staffing – requiring sufficient numbers of suitably qualified, competent, skilled and experienced staff and appropriate support, training, supervision and appraisal to enable staff to carry out their duties safely.
• Care Quality Commission (Registration) Regulations 2009, Regulation 18 – Notification of other incidents – requiring the registered person to notify the Care Quality Commission without delay of specified serious injuries and other notifiable incidents occurring while regulated activities are being provided or as a consequence of the regulated activity.
• Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR) – governing the lawful, secure and confidential processing of personal information and health information contained in first-aid and incident records.

First-aid arrangements for employees will be determined through the workplace first-aid needs assessment. Arrangements for individuals receiving support will additionally reflect their assessed care and support needs, individual risk assessments, health conditions, emergency care plans and the requirements of CQC Regulation 12.

5. First Aid Provision and Responsibilities

5.1 First Aid Needs Assessment

• A First Aid Risk Assessment will be conducted annually to identify the level of first aid cover required.
• The assessment will consider:
  • The number of staff, individuals, and visitors present.
  • The nature of risks associated with the environment and activities.
  • The needs of individuals receiving support, including those with medical conditions.
  • Availability of emergency medical services in the area.

5.2 First Aid Personnel and Training

The number of first-aiders, appointed persons and the level of first-aid training required will be determined by the first-aid needs assessment. Arrangements must ensure that adequate and appropriate first-aid provision is available whenever employees are at work.

Where the first-aid needs assessment identifies that trained first-aiders are required:

• First-aiders must undertake training appropriate to the circumstances and the findings of the first-aid needs assessment.
• Training must be delivered by a competent first-aid training provider.
• First-aiders undertaking Emergency First Aid at Work (EFAW), First Aid at Work (FAW), or another appropriate first-aid qualification relied upon for workplace first-aid provision must hold a current certificate of competence.
• First-aiders must not act beyond the scope of their training, competence, skills and experience.
• Where the needs assessment identifies additional risks or the needs of individuals receiving support require additional emergency skills, relevant additional training must be provided.

First Aid at Work and Emergency First Aid at Work certificates used for workplace first-aid purposes are normally valid for three years. Where a qualification is relied upon to meet the organisation’s first-aid needs, requalification must be completed before the certificate expires.

Where the first-aid needs assessment identifies that a trained first-aider is not required, {{org_field_name}} must appoint a person to take charge of first-aid arrangements. The appointed person’s responsibilities include:

• taking charge when someone is injured or becomes ill;
• calling the emergency services when required; and
• maintaining first-aid equipment and facilities.

An appointed person is not required by the Health and Safety (First-Aid) Regulations 1981 to hold a formal first-aid qualification unless they are also required to act as a trained first-aider.

Training and competency requirements for staff supporting individuals with known health conditions or emergency care needs must also reflect the person’s care plan, risk assessment and any relevant clinical or professional guidance.

All staff must understand how to summon appropriate first-aid assistance and emergency medical assistance and must know the location of first-aid equipment relevant to their workplace.

5.3 First Aid Equipment and Facilities

{{org_field_name}} must provide adequate and appropriate first-aid equipment and, where identified as necessary by the first-aid needs assessment, appropriate first-aid facilities.

At least one suitably stocked first-aid kit must be available for each workplace, with additional kits or specialist equipment provided where identified by the first-aid needs assessment.

The contents and quantity of first-aid supplies must be determined by the findings of the first-aid needs assessment and must take account of:

• workplace hazards and risks;
• the nature of the work undertaken;
• the number and distribution of staff;
• lone working, travel and community-based working where applicable;
• the needs of individuals receiving support where these affect emergency arrangements;
• access to emergency medical services; and
• any specific hazards for which additional first-aid materials or equipment are required.

First-aid kits must:

• be readily accessible when required;
• be clearly identified where appropriate;
• contain supplies appropriate to the findings of the first-aid needs assessment;
• be checked regularly;
• have used or missing items replaced promptly; and
• have expired items removed and replaced.

First-aid equipment must be stored and maintained so that it remains fit for purpose. Where specialist emergency equipment is provided, arrangements must ensure that staff expected to use it have the necessary information, training and competence.

6. First Aid Procedures

6.1 Responding to a First Aid Incident

1. Assess the situation – Ensure safety for both the injured person and the responder.
2. Provide appropriate first aid according to training guidelines.
3. Call emergency services (999 or 112) for serious injuries.
4. Reassure the individual and ensure their dignity is maintained.
5. Record the incident in the First Aid Log and notify senior management.
6. Report any safeguarding concerns if required.

6.2 Emergency Response and Escalation

• Major medical emergencies (e.g., heart attack, stroke, severe burns, unconsciousness):
  • Call 999 or 112 immediately.
  • Provide first aid until professional help arrives.
  • Inform next of kin or designated contacts.
• Minor injuries (e.g., cuts, bruises, sprains):
  • Administer first aid and monitor symptoms.
  • Refer to medical professionals if needed.
• Seizures:
  • Follow individual epilepsy care plans.
  • Protect the person from harm and time the seizure.
  • Call 999 if the seizure lasts more than 5 minutes or if another seizure follows immediately.

7. Record-Keeping and Reporting

7.1 First Aid Log

• All first aid incidents must be recorded in a First Aid Log Book, including:
  • Date, time, and location of the incident
  • Name of the injured person
  • Description of the injury or illness
  • Actions taken and treatment provided
  • Name of the First Aider

7.2 RIDDOR Reporting Requirements

First-aid treatment, an accident or an injury does not automatically make an incident reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

Where an incident may fall within RIDDOR, the person responsible for health and safety reporting must assess the circumstances against the statutory reporting criteria.

Subject to the detailed provisions and exceptions within RIDDOR, reportable events include:

• a death resulting from a work-related accident;
• a specified injury to a worker resulting from a work-related accident;
• a work-related accident resulting in a worker being unable to perform their normal work duties for more than seven consecutive days, not counting the day of the accident;
• a specified diagnosed occupational disease where the statutory criteria are met;
• a dangerous occurrence specified within RIDDOR;
• certain dangerous gas incidents; and
• a work-related accident involving a person who is not at work which results in an injury and the person being taken directly from the scene of the accident to hospital for treatment, where the applicable RIDDOR criteria are met.

An injury to an employee resulting in more than three consecutive days’ incapacity must be recorded where required, even where it does not meet the threshold for a RIDDOR report.

RIDDOR reports must be made by, or on behalf of, the person who has the statutory responsibility to report the incident. Depending on the circumstances, this will normally be the employer, a self-employed person or the person in control of the premises. The Registered Manager may submit a RIDDOR report on behalf of {{org_field_name}} where this responsibility has been formally delegated, but the organisation remains responsible for ensuring that applicable statutory reporting duties are met.

RIDDOR reports must be made within the statutory timescale applicable to the type of incident. Where an incident requires immediate notification, the enforcing authority must be notified without delay and the required report completed within the applicable statutory period.

The organisation must maintain the records required by RIDDOR for reportable incidents.

7.3 CQC Statutory Notifications

RIDDOR reporting and notification to the Care Quality Commission are separate legal requirements. An incident may require notification to CQC whether or not it is reportable under RIDDOR, and an incident may be reportable under RIDDOR without meeting the criteria for a CQC serious-injury notification.

Where {{org_field_name}} is providing a CQC-regulated activity, the Registered Person must notify the Care Quality Commission without delay where an incident meets the notification requirements of the Care Quality Commission (Registration) Regulations 2009.

This includes an injury to a person receiving the regulated service which, in the reasonable opinion of a health care professional, has resulted in:

• an impairment of the person’s sensory, motor or intellectual functions which is not likely to be temporary;
• a change to the structure of the person’s body;
• prolonged pain or prolonged psychological harm; or
• a shortening of the person’s life expectancy.

CQC must also be notified where, in the reasonable opinion of a health care professional, an injury requires treatment by a health care professional in order to prevent:

• the death of the person; or
• an outcome of the kind described above.

For these purposes, prolonged pain, prolonged psychological harm and a non-temporary sensory, motor or intellectual impairment include circumstances where the effect has lasted, or is likely to last, for a continuous period of at least 28 days.

Other incidents arising from a first-aid event must also be considered against all applicable CQC statutory notification requirements, including where relevant:

• abuse or an allegation of abuse;
• an incident reported to or investigated by the police; or
• another event that threatens the provider’s ability to continue carrying on the regulated activity safely or in accordance with registration requirements.

Where a CQC notification is required, it must be made without delay using the current CQC notification process. A record of the notification, including the date submitted and any reference or acknowledgement number, must be retained.

The Registered Manager or other person authorised by the Registered Person must ensure that incidents are assessed promptly to determine whether a CQC notification is required.

8. Infection Control in First Aid Situations

• Wear disposable gloves and use protective barriers (e.g., CPR face shields).
• Wash hands thoroughly after providing first aid.
• Dispose of used dressings and gloves in clinical waste bins.
• Follow infection control protocols if exposed to bodily fluids.

9. Staff Awareness and Continuous Improvement

• First aid drills must be conducted biannually to assess staff response.
• Regular audits of first aid supplies and equipment will be carried out.
• Feedback from first aid incidents will be reviewed to improve policies and procedures.

10. Confidentiality and Data Protection

First-aid, accident and incident records must be handled in accordance with the Data Protection Act 2018, UK General Data Protection Regulation (UK GDPR), and {{org_field_name}}’s Confidentiality and Data Protection Policy (SL34).

First-aid and incident records may contain information concerning a person’s physical or mental health and must therefore be treated as confidential and protected against unauthorised access, disclosure, alteration, loss or destruction.

{{org_field_name}} will ensure that:

• only information that is necessary and relevant for the purpose of recording, managing, investigating or reporting the incident is recorded;
• records are accurate and completed as soon as reasonably practicable following the incident;
• access is restricted to staff and other persons who have a legitimate need to access the information;
• information is disclosed to emergency services, health professionals, regulatory bodies, enforcing authorities, safeguarding authorities or other persons only where there is an appropriate lawful basis or legal requirement to do so;
• records are stored securely;
• statutory accident, RIDDOR and CQC notification records are retained for the period required by applicable legislation and the organisation’s approved retention schedule; and
• records are disposed of securely when the applicable retention period has expired.

Information concerning an individual’s health must not be disclosed merely because the person has received first aid. Information must only be shared where there is a legitimate and lawful reason for doing so, including where sharing is necessary to protect the person or another individual from harm, obtain appropriate medical assistance, fulfil a safeguarding responsibility or meet a statutory reporting requirement.

11. Policy Review

This policy will be reviewed annually or sooner if required due to:

• Changes in first aid regulations or CQC guidelines.
• Feedback from first aid incidents or staff training.
• Inspection findings from regulatory bodies.

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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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