Severe Weather Plan V6.0 June 2019 · the Major Incident Plan, Business Continuity Plans and relevant Local Resilience Forum severe weather plans. 1.3. In addition, in the event of

Severe Weather Plan

V6.0

June 2019

Severe Weather Plan V6.0 Page 2 of 23

Table of Contents 1. Introduction ……………………………………………………………………………. 3 2. Purpose of this Policy/Procedure ………………………………………………….. 3 3. Scope ……………………………………………………………………………………. 3 4. Definitions / Glossary ………………………………………………………………… 3 5. Ownership and Responsibilities …………………………………………………… 4 5.2 Role of the Chief Operating Officer …………………………………………… 4 5.3 Role of General Managers and Senior Managers On Call …………………. 4 5.4 Role of the Line Managers …………………………………………………….. 5 5.5 Role of the Emergency Preparedness, Resilience and Response

Committee ……………………………………………………………………….

5 5.6 Role of Individual Staff …………………………………………………………. 5 5.7 Escalation Levels and Actions ………………………………………………… 5 6. Standards and Practice ……………………………………………………………… 10 6.1 Introduction ……………………………………………………………………… 10 6.2 Fundamental Principles ………………………………………………………… 10 6.3 Expectations of Staff ……………………………………………………………. 11 6.4 Emergency Accommodation Procedure ……………………………………… 12 7. Dissemination and Implementation ……………………………………………….. 13 8. Monitoring Compliance and Effectiveness ………………………………………. 13 9. Updating and Review ………………………………………………………………… 14 10. Equality and Diversity ………………………………………………………………... 14 Appendix 1. Governance Information ………………………………………………… 15 Appendix 2. Initial Equality Impact Assessment Form ……………………………. 17 Appendix 3. Template for all user email communication …………………………. 19 Appendix 4. Summary of Actions ……………………………………………………... 20


1. Introduction 1.1. The key to a successful response to any emergency is an early and accurate assessment of the nature of the incident. With severe weather in mind, the Royal Cornwall Hospitals NHS Trust (RCHT) has developed a plan which incorporates an escalation plan and staffing guidance. 1.2. This plan needs to be read in conjunction with other relevant Trust plans e.g. the Major Incident Plan, Business Continuity Plans and relevant Local Resilience Forum severe weather plans. 1.3. In addition, in the event of severe cold weather, this plan will work through a system of cold weather alerts – linked to the existing winter weather warning system developed by the Met Office – which will trigger appropriate actions up to a major incident. (See the ‘Cold Weather Plan for England’. Department of Health). 1.4. This version supersedes any previous versions of this document.

1.5. Data Protection Act 2018 (General Data Protection Regulation – GDPR) Legislation The Trust has a duty under the DPA18 to ensure that there is a valid legal basis to process personal and sensitive data. The legal basis for processing must be identified and documented before the processing begins. In many cases we may need consent; this must be explicit, informed and documented. We can’t rely on Opt out, it must be Opt in. DPA18 is applicable to all staff; this includes those working as contractors and providers of services. For more information about your obligations under the DPA18 please see the ‘information use framework policy’, or contact the Information Governance Team [email protected]

2. Purpose of this Policy/Procedure The purpose of the plan is to ensure that the trust has the ability to maintain services during severe weather.

3. Scope This plan applies to all RCHT staff.

4. Definitions / Glossary

CFPU Cornwall Food Production Unit

CPFT Cornwall Partnership NHS Foundation Trust

EPRR Emergency Preparedness, Resilience and Response

HR Human Resources

KCCG Kernow Clinical Commissioning Group

SWAST South Western Ambulance Service NHS Foundation Trust

mailto:[email protected]


5. Ownership and Responsibilities 5.1. In each NHS organisation the Chief Executive is responsible for ensuring that there are plans in place for emergency planning and business continuity based on the principles of risk assessment, cooperation with partners, communicating with the public and, where necessary, to share information.

5.2. Role of the Chief Operating Officer The Chief Operating Officer is the nominated executive director and is responsible for ensuring that:

A Severe Weather Plan is in place.

Plans are written and published to ensure business continuity for any emergencies that may impact on Trust activity.

The plan is maintained, exercised and tested.

The Trust is compliant with all legislation relevant to emergency planning.

Trust staff are familiar with the plans for their particular work area and are familiar with other plans that support this one.

A report is submitted to the EPRR Committee following activation of the plan.

The Trust’s activity with regards to emergency planning meets the requirements of the NHS EPRR Core Standards and Care Quality Commission Standards.

If requested, ensure suitable representation at the Tactical Coordination Group to represent RCHT or the wider Cornwall health economy.

5.3. Role of General Managers and Senior Managers On Call All areas of the Trust will have differing responsibilities in the event of severe weather conditions. On Call Managers will monitor severe weather alerts that they receive via email. The General Managers need to ensure that the following issues are considered:

The unavailability of patient transport for discharge

Patients unable to get to the hospital for appointments

Visitors stranded at the hospital

Site safety issues for patients, staff and visitors

Staff unable to get to work and return home

Communication difficulties

Excess demand for catering

Temporary supply shortages

Disruption to utilities

Traffic management problems The staff groups listed below will have particular responsibilities and their actions are highlighted in the various levels of preparation and escalation.

Ward and department managers (All RCHT sites)

General Manager for Patient Flow/Clinical Site Manager

Patient Transport

General Managers

Estates and Facilities teams


5.4. Role of the Line Managers Line managers are responsible for ensuring that:

Plans are in place and that all staff are aware of their responsibilities.

There are suitable Business Continuity Plans in place to mitigate the effects of severe weather.

Staff requests for 4x4 transport assistance or overnight accommodation are vetted.

5.5. Role of the Emergency Preparedness, Resilience and Response (EPRR) Committee The EPRR Committee is responsible for:

Ensuring that the plan is maintained.

Gaining assurance and evidence from the committee members that the plan is implemented in all Care Groups .

5.6. Role of Individual Staff All staff members are responsible for ensuring:

They understand the plan and follow the actions as directed.

5.7. Escalation Levels and Actions 5.7.1. Escalation Levels

Preparedness Phase: This phase is activated when there is a warning of possible severe weather conditions within the next 4-5 days. This phase will enable wards and departments to prepare for disruption to staffing levels and provide an opportunity to review stocks and supplies of consumables. It will also allow critical services to ensure that plans are in place to minimise disruption.

Level 1 Escalation: This level is activated when there is warning of severe weather conditions expected within the following 24 hours.

Level 2 Escalation: This level is activated when severe weather conditions are affecting Cornwall.

5.7.2. Preparedness Phase Actions This phase is activated when there is a warning of possible severe weather conditions within the next 4-5 days.

5.7.2.1. Departmental Managers/Sisters/Charge Nurses/Matrons:

Review staffing rotas and identify staff members who may experience difficulties in travelling to and from work.

Identify members of staff who live within walking distance of their place of work.

Plan for possible temporary shortages of consumables.


5.7.2.2. General Manager for Patient Flow:

Ensure that there will be Clinical Site Manager cover over the next 7 days.

Review the Senior Manager On Call rota to ensure cover for the next 7 days (in conjunction with the Chief Operating Officer or Director of Operations).

Liaise with the RCHT Transport Lead to ascertain the level of transport that will be available during a period of severe weather.

Liaise with CPFT and Cornwall Council Adult Social Care to plan patient pathway strategies.

5.7.2.3. General Managers:

Put in place business continuity strategies to ensure that critical services have been prioritised in the event of severe weather.

5.7.2.4. Supplies:

Ensure all critical supplies of consumables will be maintained at a safe level for at least 7 days.

5.7.2.5. Emergency Planning Lead:

Advise Patient Transport of the potential need to establish the logistics/4x4/accommodation function and ascertain whether assistance can be given in the event of staff not being able to travel to and from work (in the absence of the Emergency Planning Lead this task will need to be delegated to another suitable manager).

5.7.2.6. Estates:

Implement relevant part of Estates ‘Winter Plan’ as appropriate. 5.7.2.7. Haematology Department:

Check stocks of blood products to determine whether these will be adequate for the next 7 days.

Investigate modes of transport available to deliver stocks during severe weather conditions.

5.7.2.8. Pharmacy Department:

Check stocks of pharmaceuticals to determine whether these will be adequate for the next 7 days.

Investigate modes of transport available to deliver stocks during severe weather conditions.

5.7.2.9. Kernowflex:

Assess the availability of temporary staff during a period of severe weather.

5.7.2.10. Communications Manager:

Prepare communication message templates (appendix 3) to be used for warning and informing patients, visitors and staff.


5.7.3. Level 1 Escalation Actions This level is activated when there is warning of severe weather conditions expected within the following 24 hours.

5.7.3.1. Departmental Managers/Sisters/Charge Nurses/Divisional Nurses:

Adjust staffing rotas to ensure that business continuity is maintained.

Agree an on-call rota with members of staff who may be required to cover staff shortfalls at short notice taking into account the need to achieve a safe skill mix.

5.7.3.2. General Manager for Patient Flow/Clinical Site Manager:

Ensure that there is Clinical Site Manager cover 24/7 and adjust rotas accordingly.

Review the Senior Manager On Call rota with a view that staff covering the next 72 hours will be available (in conjunction with the Chief Operating Officer or Director of Operations). There should be an additional Senior Manager On Call on duty during adverse weather and at least one of the Senior Managers On Call should have a clinical background.

In conjunction with wards, departments and the discharge teams expedite discharge of patients from hospital in order to free up potential capacity.

Consider whether additional facilities will be required if the patient pathway is affected by severe weather.


Convene a meeting to discuss priorities for the delivery of critical services.

Activate business continuity plans if it is likely that critical services will be affected.

Ensure that essential supplies are adequate for all services within each division.

Appoint a SMH/WCH Lead to liaise with the Incident Coordination Centre Team at the Royal Cornwall Hospital.

5.7.3.4. Estate Teams:

Liaise with Cornwall Council with regard to the highway management of minor roads.

Ensure that site areas to be gritted in icy conditions are mapped.

5.7.3.5. Patient Transport:

Ensure that staff transport needs have been assessed and a process is in place for accommodating the volunteer 4x4 coordinator within the team.

Identify overnight accommodation for staff onsite via Knowledge Spa team (see section 6.4).

5.7.3.6. Mitie:

Check and order additional food supplies if appropriate.


Check and order other supplies if appropriate.

Activate business continuity plans if critical services will be affected.

5.7.3.7. Supplies Department:

Obtain extra supplies of consumables if required.

5.7.3.8. Haematology Department:

Order extra supplies of blood products if considered necessary.

5.7.3.9. Pharmacy:

Order extra supplies of drugs if considered necessary.


Ensure that information on staffing availability is in place.

Contact staff to ascertain if they are willing to work additional shifts.

Liaise with Senior HR representative to see if incentive payments should be offered to staff willing to work or stay on late at work.


Implement the RCHT Communications Strategy to ensure that staff, patients and visitors are kept informed of the situation.

5.7.4. Level 2 Escalation Actions This level is activated when severe weather conditions are currently affecting parts of Cornwall. The setting up of an Incident Coordination Centre (ICC) will enable central coordination of the severe weather event and provide communication links.

5.7.4.1. Role of the Incident Control Team:

Establish links as required, with Cornwall Council Emergency Management Team, CPFT, KCCG, SWAST and participate in conference calls as required.

Monitor the weather via the Met Office noting any effects that the severe weather may be having on the wider community.

Establish a communications strategy which allows for the provision of information to staff, patients and visitors.

Send member of staff to Tactical Coordination Group (New County Hall, Truro) if requested by NHS England to represent either RCHT or the wider Cornwall health economy.

Liaise with CPFT and KCCG with regard to patient flow issues.

Coordinate any response that may be required to support or accommodate any outpatient or discharged patients’ transfer.

Coordinate any response that may be required to support or accommodate any staff members who are unable to attend work or leave work.

Monitor and ensure adequate, safe staffing levels within all clinical and non-clinical areas, liaising with ward managers and department heads and redeploy staff to critical areas.


Take measures to ensure that the safety of staff, patients and visitors is maintained throughout the incident by providing safe routes in and around the hospital sites.

Coordinate the reduction in non-essential services.

Identify critical staff that may require assistance with transport to RCHT sites

Monitor the coordination of accommodation bookings and transport bookings that may require assistance from the 4x4 volunteer coordinator. These will be passed to the patient transport team for them to manage. The 4x4 volunteer coordinator will co-locate with the patient transport team.

Monitor the situation and manage any response to a developing situation.

5.7.4.2. Departmental Managers/Sisters/Charge Nurses/Divisional Nurses:

Implement staffing plans to ensure adequate and safe staffing levels.

Liaise with the Incident Control Team with regard to any inadequacies.

Undertake vetting of any transport (4x4) or accommodation requests from their staff. Utilise ‘Care Buddies’ as required.

Coordinate staff able to accommodate fellow staff overnight within their homes.

5.7.4.3. Clinical Site Manager:

Manage the actual and potential bed state relaying information regularly to the Incident Control Team.

Liaise with patient transport to co-ordinate patient discharge as the weather situation allows.


Implement strategies to reduce non-essential services if required – should be authorised by the Chief Operating Officer.

Monitor activity and give regular updates to the Incident Control Team.

Review business continuity contingencies for elective and non-elective activity.

5.7.4.5. Estates:

Liaise with Cornwall Council with regard to local highway management.

Liaise with utility companies if problems are anticipated and report any potential issues to the Incident Control Team.

Monitor the external walkways and publish a site map of areas that have been gritted for use by staff and patients.

Ascertain the status of the local Park and Ride facilities.

Ensure trees are surveyed for damage.

5.7.4.6. Supplies Department:

Distribute extra supplies to wards and departments as appropriate.


5.7.4.7. Haematology:

Activate blood shortage plan if required.

5.7.4.8. Pharmacy:

Activate plans to manage medication for patients, staff or visitors if required.


Provide regular situation reports to the Incident Control Team and Safe Care meetings.


Produce bulletins and press releases to inform the wider public of the situation together with information about reduced services.

5.7.4.11. Mitie:

Activate plans for emergency food distribution if required.

6. Standards and Practice - Staffing Contingency Guidance Attendance for duty during severe weather conditions:

6.1. Introduction Inclement weather which affects normal working merits special arrangements to ensure that critical services can be maintained in the event of staff having difficulty getting to and from their place of work. For the purpose of this plan, severe weather is that which presents hazardous road conditions or an environment that is potentially unsafe to travel to or from work. This guidance is formulated in the context that staff often work flexibly for the benefit of patient care and/or the organisation. The concept of reciprocal goodwill is therefore the basis of this guidance.

6.2. Fundamental Principles 6.2.1. There are regular predictive weather forecasts from the Met Office which provide details of anticipated severe weather events. Where this is the case, line manages should take reasonable steps to make plans. These should include:

Reviewing off duty so that rotas are not reliant on those living furthest away or those who will need to attend to domestic responsibilities.

Ensuring that there are sufficient staff to cover unplanned absences.

Postponing attendance at events outside the working base. 6.2.2. The decisions to be made in the event of severe weather will be a balance between:

Ensuring patient care and critical services are not compromised.

Ensuring that the safety of staff is not compromised.


6.2.3. The decision with regard to whether it is safe to travel to and from one’s normal place of work can only be made at the time, taking into account the particular circumstances which apply and having due regard to the prevailing traffic and weather conditions including any Met Office advice. 6.2.4. This guidance therefore requires managers and staff to exercise responsible decision making bearing in mind the needs of patients and the expectations of the Trust in such situations.

6.3. Expectations of Staff 6.3.1. Members of staff will report for duty unless they are prevented from doing so by the prevailing weather conditions. Where staff arrive late, there will not be a need to make up for lost time. 6.3.2. It is expected that staff will exercise their judgement on whether it is impossible for them to attend their normal workplace. 6.3.3. The Trust recognises, however, that some staff may not wish/be able to demonstrate the above and will need to take annual leave/lieu time/unpaid leave or be asked to make up the lost time once normal working resumes. 6.3.4. Where it is a domestic emergency and/or dependant care arrangements break down as a result of the weather conditions, it may be appropriate to take leave under the Trust policy on Special Leave for Domestic, Personal or Family Reasons. 6.3.5. Members of staff who are at work when travelling conditions become hazardous will be expected to exercise decision making in relation to finishing early. For example, if it is clear from weather reports that hazardous conditions will have diminished by the end of a shift/working day, it may not be appropriate to leave early. 6.3.6. Where staff are stranded on site, or volunteer to remain on site to cover absences, every effort will be made to provide accommodation (see section 6.4) and food. Such staff working beyond their contracted hours will be entitled to the appropriate level of pay in accordance with their terms and conditions of service. Incentive payments might also be sanctioned. 6.3.7. Where travelling conditions are hazardous, General Managers will decide when it is appropriate for staff as a whole to leave early and will communicate this to line managers. Once the General Manager has consented to staff leaving early, those members of staff wishing to leave work early should gain final agreement from their line manager. Where the line manager is not present or involved in managing the emergency, the most senior person for that group/department should make the necessary decisions. Any decisions will take account of maintenance of services, in particular the safety of patients, visitors and staff. Once agreement has been reached, staff that leave early or arrive late because of the weather will be considered to have worked their full hours.


6.3.8. Decisions taken regarding staff leaving early will take into account the personal circumstances of each member of staff. This may result in, for example, staff living further away or in areas where intelligence has indicated worsening conditions, being allowed to leave earlier than others. 6.3.9. Members of staff will ensure that their arrangements during extended periods of severe weather are communicated to their line manager. 6.3.10. Individuals who work for other NHS providers in Cornwall may be requested to work at RCHT if they are unable to access their normal place of work and vice versa. 6.3.11. Members of staff who are still able to get to and from work from an affected area by virtue of their mode of transport (e.g. off road/4x4 vehicle) will be asked to assist other staff members in getting to and from work from that area. They will receive suitable remuneration (mileage expenses) for giving assistance. They should have the appropriate insurance to undertake this.

6.4. Emergency Accommodation Procedure 6.4.1. RCH - Normal working hours, Monday-Friday, contact Knowledge Spa Reception (ext 6400) and/or Knowledge Spa Management (ext 5133) or Facilities & Contracts Department (ext 8571/5024). They can arrange for the use of any vacant rooms in Pendeen and Penlee House. 6.4.2. RCH – Out of hours, Clinical Site Manager or Senior On Call Manager should contact Kestrel Security (mobile: 07825 826787 or Knowledge Spa Emergency Line 01872 260863) and provide names of staff authorised to use any vacant rooms in Pendeen or Penlee House. Once authorisation has been received, staff will need to present to Knowledge Spa main reception with their RCHT ID Badge. They will be asked to complete a registration form and will then be issued with keys for their accommodation. After use keys should be returned promptly to the Knowledge Spa. 6.4.3. Sanctuary Housing – Will make available any spare rooms for use. This can be requested through: Mark Thomas (Accommodation Manager) 01872 264629 / 07484 547005 [email protected] Pillows (x30) and linen for these rooms can be requested via the MITIE Helpdesk. 6.4.4. WCH – Keys for any spare staff accommodation above outpatients can be accessed from switchboard 24/7. 6.4.5. Any site - If this does not provide enough accommodation then contact Clarity Travel on tel: 0333 010 0023 with your request. They will make enquiries and come back to you with what they have available. They will then require a signed-off request form (available in the RCH Incident Coordination Centre). The completed request form should be scanned and emailed to: [email protected]





6.4.6. A budget code is required to book accommodation and the Major Incident planning budget code can be used for this purpose: 40260. 6.4.7. If hotel accommodation does not meet the outstanding need then in extremis staff can sleep in the Knowledge Spa Clinical Skills Lab (4 beds), with the permission of the University, utilise Paediatric Parents’ Accommodation (if free), or may need to sleep in clinical areas that will be closed to patients at night (Newlyn, Imaging, ‘Recovery’ Bay – Tower Level 1, Theatres, Outpatients, Discharge Lounge). At SMH overnight accommodation can be arranged by cohorting all inpatients onto St Joseph’s Ward (where bed capacity allows) and staff utilising the beds and recliner chairs available on St Michael’s Ward. If St Michael’s Ward is full/ unavailable then the outpatient clinic rooms should be made available for overnight use. Staff at any site should only sleep in an area designed for patient occupancy; this is for fire safety reasons. 6.4.8. NB: If RCHT has unused accommodation available on site then this can be offered to a partner agency such as Cornwall 111 or Ezec to ensure that they can continue to provide their service and thereby reduce pressure on RCHT.

7. Dissemination and Implementation The plan will be disseminated via the Emergency Preparedness, Resilience and Response (EPRR) Committee and once approved will be published in the documents library.

8. Monitoring Compliance and Effectiveness Element to be monitored

The whole plan requires monitoring following an incident or following an exercise.

Lead Emergency Planning Lead

Tool The plan will be monitored by observing during an incident or exercise. Following a live incident there will be a debrief session involving key staff from the incident – this is to

establish what went well and what did not go so well, this enables the plan to be revised.

Frequency The plan is reviewed every 3 years and earlier if utilised.

Reporting arrangements

The EPRR Committee meets quarterly. The Emergency Planning Lead then completes a quarterly report for the

Quality Assurance Committee. An annual report is submitted to the Trust Board.

Acting on recommendations and Lead(s)

The department or lead will undertake subsequent recommendations and action planning for any or all

deficiencies and recommendations within reasonable timeframes. This will be led by the Emergency Planning Lead. Clear action plans will be required. Actions will be

identified and completed in a specified timeframe. The action plan will be monitored by the EPRR Committee.

Change in practice and lessons to be shared

System/practice changes will be identified through debriefing of stakeholders, both internal and external, following a live

incident or exercising. Staff will be trained in significant changes through table top exercises and training.


9. Updating and Review This plan will be reviewed every 3 years unless the plan is activated or there is new guidance from the Department of Health/NHS England.

10. Equality and Diversity 10.1.This document complies with the Royal Cornwall Hospitals NHS Trust service Equality and Diversity statement which can be found in the 'Equality, Inclusion & Human Rights Policy' or the Equality and Diversity website. 10.2. Equality Impact Assessment The Initial Equality Impact Assessment Screening Form is at Appendix 2.

http://www.rcht.nhs.uk/GET/d10268876

http://intranet-rcht.cornwall.nhs.uk/shelf/equality-and-diversity/

http://intranet-rcht.cornwall.nhs.uk/shelf/equality-and-diversity/


Appendix 1. Governance Information

Document Title Severe Weather Plan V6.0

Date Issued/Approved: 23 April 2019

Date Valid From: June 2019

Date Valid To: June 2022

Directorate / Department responsible (author/owner):

Matthew Overton, Emergency Planning Lead

Contact details: 01872 256356

Brief summary of contents Describes actions based on three levels of escalation to be activated in a severe weather event. Includes a staffing contingency plan.

Suggested Keywords: Severe weather, flooding, business continuity, ice, snow, flooding, major incident

Target Audience RCHT CFT KCCG

Executive Director responsible for Policy:

Director of Operations

Date revised: 23 April 2019

This document replaces (exact title of previous version):

Severe Weather Plan V5.7

Approval route (names of committees)/consultation:

Emergency Preparedness, Resilience and Response Committee

Care Group General Manager confirming approval processes

Susan Bracefield, Director of Operations

Name and Post Title of additional signatories

Not Required

Signature of Executive Director giving approval

{Original Copy Signed}

Publication Location (refer to Policy on Policies – Approvals and Ratification):

Internet & Intranet Intranet Only

Document Library Folder/Sub Folder

Chief Operating Officer/Emergency Planning

Links to key external standards

● Emergency Preparedness: Guidance on Part 1 of the Civil Contingencies Act (2004). HM Government.

● NHS England - EPRR Core Standards (2018).


Related Documents:

● RCHT Major Incident Plan ● LRF Multi Agency Flood Plan ● Business Continuity Strategic Plan and

Local Plans ● Cold Weather Plan for England. 2016. Department of Health.

Training Need Identified? None

Version Control Table

Date Version No

Summary of Changes Changes Made by (Name and Job Title)

Nov 2015 V5.0 Revised with emergency accommodation protocol and 4x4 cell information.


May 2016 V5.1 Revision to 4x4 cell activation. Matthew Overton, Emergency Planning Lead

Jan 2017 V5.2 Contact numbers in para 6.4 updated.

Jacqui Hughes, Admin Manager, Emergency Planning

Jun 2017 V5.3 Para 6.4 updated. Jacqui Hughes, Admin Manager, Emergency Planning

July 2017 V5.4 Corrected contact number and made minor amendments to 7. Summary of Actions.


Mar 2018 V5.5 Amended following activation of the plan for snow in March 2018.


Sept 2018 V5.6 Amendments to incorporate ‘health’ effects of cold weather


Jan 2019 V5.7 4x4 Volunteer Coordinator now co-located with patient transport team. Sanctuary Housing now available as a contingency


May 2019 V6.0 Amendments following activation of the plan for snow in Jan/Feb 2019.


All or part of this document can be released under the Freedom of Information

Act 2000

This document is to be retained for 10 years from the date of expiry.

This document is only valid on the day of printing

Controlled Document

This document has been created following the Royal Cornwall Hospitals NHS Trust

Policy for the Development and Management of Knowledge, Procedural and Web

Documents (The Policy on Policies). It should not be altered in any way without the

express permission of the author or their Line Manager.


Appendix 2. Initial Equality Impact Assessment Form

Are there concerns that the policy could have differential impact on: Equality Strands: Yes No Unsure Rationale for Assessment / Existing Evidence

Age

Name of the strategy / policy /proposal / service function to be assessed Severe Weather Plan V6.0

Directorate and service area: Emergency Planning

New or existing document: Existing

Name of individual completing assessment: Matthew Overton

Telephone: 01872 256356

1. Policy Aim* Who is the strategy / policy / proposal / service function aimed at?

To ensure that the Trust is prepared for a severe weather event which may affect business continuity

2. Policy Objectives*

To provide an escalation plan To provide guidance for staff

3. Policy – intended Outcomes*

To provide all essential services in the event of a severe weather incident

4. *How will you measure the outcome?

Activation or testing of the plan

5. Who is intended to benefit from the policy?

Staff, patients, visitors

6a Who did you consult with b). Please identify the groups who have been consulted about this procedure.

Workforce Patients Local groups

External organisations

Other

X

Staff side representative on EPRR Committee

What was the outcome of the consultation?

Agreed

7. The Impact Please complete the following table. If you are unsure/don’t know if there is a negative impact you need to repeat the consultation step.


Sex (male,

female, trans-gender / gender reassignment)

Race / Ethnic communities /groups

Disability - Learning disability, physical impairment, sensory impairment, mental health conditions and some long term health conditions.

Religion / other beliefs

Marriage and Civil partnership

Pregnancy and maternity

Sexual Orientation, Bisexual, Gay, heterosexual, Lesbian

You will need to continue to a full Equality Impact Assessment if the following have been highlighted:

You have ticked “Yes” in any column above and

No consultation or evidence of there being consultation- this excludes any policies which have been identified as not requiring consultation. or

Major this relates to service redesign or development

8. Please indicate if a full equality analysis is recommended. Yes No

9. If you are not recommending a Full Impact assessment please explain why.

No indication for full assessment.

Date of completion and submission

Apr 2019

Members approving screening assessment

Policy Review Group (PRG) APPROVED

This EIA will not be uploaded to the Trust website without the approval of the Policy Review Group. A summary of the results will be published on the Trust’s web site.


Appendix 3. Template for all user email communication XXXXXXXX (To be determined at the time based on nature of the severe weather alert)

In preparation we’d like to remind you of our Severe Weather Plan and to ask everyone to

think ahead for any contingencies you may need to make to be able report for duty.

The following actions should be completed:

- If you believe you will have problems getting to work based on previous snow

occurrences please try and swap shifts with staff walking distance from the hospital

(subject to skill mix and line managers approval).

- Managers should review rotas to ensure that business continuity is maintained.

Also, agree an on-call rota with members of staff who may be required to cover staff

shortfalls at short notice, taking into account the need to achieve a safe skill mix.

- Think about alternative arrangements for childcare in the event of school closures.

- Move your car and park it somewhere likely to be gritted.

- If you own a 4x4 and are confident of driving in adverse weather please inform your

line manager and the patient transport office as we may ask you to consider a ‘car

share’ arrangement.

- Volunteer 4x4 drivers conveying RCHT staff to and from work and accommodation

for staff both onsite and in local hotels will be in short supply. Requests for these will

be vetted by line managers/supervisors and subject to prioritisation based on

criticality. However, even if you believe you are not critical staff, if you are able to

reach work without assistance please attend as we may need to redeploy you to

ensure patient safety

Full details of the actions to take are set out in our Severe Weather Plan:

https://doclibrary-

rcht.cornwall.nhs.uk/DocumentsLibrary/RoyalCornwallHospitalsTrust/ChiefOperatingOffice

r/EmergencyPlanning/SevereWeatherPlan.pdf

All members of staff are expected to report for duty unless the prevailing weather

conditions mean it would be unsafe to do so. If bad weather arrives when you are already

at work, Care Group General Managers will decide when it is appropriate for staff as a

whole to leave early and will communicate this to line managers. For the RCH site we will

also advise of any changes to the Park & Ride service.

Thank you again for the efforts of staff during previous snow occurrences, particularly

those that stayed onsite overnight and those that endured significantly long travelling times

before and after their shifts.

Hopefully these contingencies will not be fully necessary over the next few days but being

prepared and following these principles will assist us in delivering safe care.

https://doclibrary-rcht.cornwall.nhs.uk/DocumentsLibrary/RoyalCornwallHospitalsTrust/ChiefOperatingOfficer/EmergencyPlanning/SevereWeatherPlan.pdf




Appendix 4. Summary of Actions

SERVICE PREPAREDNESS PHASE

(4-5 days notice of severe weather) LEVEL 1 ESCALATION

(24 hours notice of severe weather) LEVEL 2 ESCALATION

(Severe weather affecting the region)

Ward/ Departmental Managers – ALL SITES

Review staffing rotas and identify staff members who may experience difficulties travelling to and from their place of work.


Plan for possible temporary shortages of consumables.

Adjust staffing rotas to ensure that business continuity is maintained.

Agree an on-call rota with the members of staff who may be required to cover staff shortfalls at short notice, taking into account the need to achieve a safe skill mix.

Ensure vulnerable patients close to EDD have had due regard paid to their home heating arrangements.

Distribute the following leaflet to vulnerable patients: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/653267/Keep_Warm_Keep_Well_2017.pdf

Admitting wards/departments only –

Prepare for a surge of cold weather related illness attendances and snow/ice related/fall related trauma injuries.

Implement staffing plans to ensure adequate and safe staffing levels.

Liaise with the Incident Control Team in relation to any inadequacies.

Vet any requests from their staff for 4x4 transport or accommodation.

Utilise ‘Care Buddies’ as required.

Coordinate staff able to accommodate fellow staff overnight within their homes.

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/653267/Keep_Warm_Keep_Well_2017.pdf









Clinical Site Manager /General

Manager for Patient Flow

Ensure Clinical Site Manager cover over the next 7 days.

Review the Senior Manager On Call rota to assess whether those covering the following 7 days will be available (in conjunction with the Chief Operating Officer or Director of Operations).

Liaise with the Trust transport lead to ascertain the level of transport that will be available during a period of severe weather.

Liaise with CPFT and Cornwall Council Adult Social Care to plan patient pathway strategies.

Ensure that there is 24/7 cover for the Clinical Site Manager and adjust rotas accordingly.

Review the Senior Manager On Call rota with a view to ensuring that the staff covering the forthcoming 72 hours will be available (in conjunction with the Chief Operating Officer or Director of Operations). There should be an additional Senior Manager On Call on duty during adverse weather and at least one of the Senior Managers On Call should have a clinical background.

In conjunction with wards and departments and the discharge teams, expedite discharge from hospital in order to free up potential capacity.

Consider whether additional facilities will be required if the patient pathway is affected by severe weather.

Enquire whether voluntary organisations may be able to assist with the visiting of vulnerable patients on discharge during cold weather.

Manage the actual and potential bed state and relay this information regularly to the Incident Control Team

General Managers Put in place business continuity strategies to ensure that critical services have been prioritised in the event of severe weather.

Ensure that all critical supplies of blood , pharmaceuticals and consumables will be maintained at a safe level for at least 7 days

Convene a meeting to discuss the delivery of critical services.

Activate business continuity plans if it is likely that critical services will be affected.

Ensure that essential supplies are adequate for all services within the Care Group.

Designate a WCH/SMH Lead to liaise with the Incident Coordination Centre if Level 2 reached.

Implement strategy to reduce non-essential services if necessary.

Monitor activity and keep the Incident Coordination Centre informed.

Review business continuity contingencies for elective and non-elective activity.

If travelling conditions are hazardous then decide if it is appropriate for staff to leave early.






Estates (NB: Estates have a separate Cold Weather Plan detailing their

actions)

Check and locate essential supplies of grit salt and sandbags if relevant.

Check that all utilities provided on site are not at risk of breakdown in the event of severe weather (cold, flooding )

Review Q Park staffing rotas (in conjunction with Travel Planning).

Ensure CFPU have checked their business continuity arrangements for delivery to the RCHT sites.

Liaise with Cornwall Council with regard to highway management of minor roads

Ensure site areas to be gritted in icy conditions are mapped.

Prioritise any RCHT heating related work that requires rectification.

Liaise with Cornwall Council with regard to local highway management.

Liaise with utility companies if problems are anticipated and report any potential issues to the incident coordination centre team.

Monitor the external walkways and publish a site map of areas that have been gritted for use by staff and patients.

Survey trees.

Ascertain the status of the local park and ride facilities.

Supplies/ Equipment:

Identify consumables that would be in greater demand.

Assess the potential of obtaining extra supplies.

Order extra supplies of consumables if required.

Distribute extra supplies to wards and departments as appropriate.

Haematology: Check stocks of blood products and determine whether these will be adequate to cover the Trust’s needs for the following 7 days.

Investigate modes of transport available to deliver stocks of blood during severe weather conditions.

Order extra supplies of blood products if considered necessary.

Activate blood shortage plan if required.

Pharmacy: Check pharmacy stocks to determine whether these will be adequate for the next 7 days.

Investigate modes of transport available to deliver stocks of drugs during severe weather conditions.

Order extra supplies of drugs if considered necessary.

Activate plans to manage medication for patients, staff or visitors if required.

Kernowflex: Assess the availability of temporary staff during a period of severe weather.

Ensure that information on staffing availability is in place.

Contact staff to ascertain if they are willing to work additional shifts.

Liaise with Senior HR representative to see if incentive payments should be offered to staff willing to work or stay on late at work.

Provide regular situation reports to the incident coordination centre team with regards to staffing issues.






Communications Manager:

Prepare communication message templates (appendix 3) to be used for warning and informing staff, patients and visitors.

Implement the Trust’s Communications Strategy.

Produce bulletins to inform the wider public of the situation, together with information about reduced services etc.

Mitie Check supplies of food and assess if sufficient to meet an increased demand.

Check and order additional food supplies if appropriate.

Check and order other supplies if appropriate.

Activate business continuity plans if critical services will be affected.

Activate plans for emergency food distribution if required.

Patient Transport Review staffing rota and identify staff members who may experience difficulties travelling to and from their place of work.


Implement a revised rota that will allow the office to stay open from 6:00 until 22:00 during the adverse weather.

Ensure that staff transport needs have been assessed and that space and a telephone line is available for the volunteer 4x4 coordinator within the team.

Identify overnight accommodation for staff onsite via Knowledge Spa team and Sanctuary Housing (see section 6.4).

Ensure prioritisation criteria for requesting 4x4 support or accommodation is provided by the Incident Coordination Team

Deal with any requests for 4x4 support or overnight accommodation using the supplied prioritisation criteria and ensuring that the request has received appropriate line management/supervisor vetting (NB: They will also receive CPFT/Primary Care requests for 4x4 support and all requests will be made using the normal Patient Transport telephone/email contact details)