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19th March 2020

Free Pandemic Policy and Procedures for GPs (version 1)

You can now download our free GPs pandemic policy and procedure below.

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QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 1 of 10
Last Reviewed: 18/02/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Category: Health and Safety
Sub-category: Health & Safety
Policy Review Sheet
Last Reviewed:
18/02/20
Last Amended:
18/02/20
Next planned review in 12 months, or sooner as required.
Note: The full policy change history is available in your online management system.
Business Impact:
Low
Medium
High
Critical
X
These changes require action as soon as possible.
Reason for this
review:
New Policy
Were changes
made?
Yes
Summary:
This is a new policy that must be read with the Infection Control and Decontamination
Policy and Procedure and the Business Continuity Policy and Procedure. It outlines
what actions must be taken to prepare for a pandemic. The policy contains a checklist
within the Forms section to support preparation. This policy refers to the coronavirus
and as this is a changing situation, the policy and procedure will be updated if further
information in relation to specific coronavirus pandemic management becomes
available. The key facts have been written so that information can be shared with
people who use the services and there are links to public health campaign posters and
information.
Relevant
Legislation:
The Parental Bereavement (Leave and Pay) Act 2018
Civil Contingencies Act 2004
Control of Substances Hazardous to Health Regulations 2002
Data Protection Act 2018
General Data Protection Regulation 2016
Health and Safety at Work etc. Act 1974
Health and Social Care Act 2008 (Registration and Regulated Activities)
(Amendment) Regulations 2015
The Care Act 2014

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 2 of 10
Last Reviewed: 18/02/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Underpinning
Knowledge - What
have we used to
ensure that the
policy is current:
NHS England, (2019),
Emergency Preparedness, Resilience and Response
(EPRR) - Guidance and Framework
. [Online] Available from:
https://www.england.nhs.uk/ourwork/eprr/gf/
[Accessed: 18/02/2020]
NHS England, (2019),
NHS Core Standards for Emergency Preparedness,
Resilience and Response
. [Online] Available from:
https://www.england.nhs.uk/publication/nhs-england-core-standards-for-eprr/
[Accessed: 18/02/2020]
Department of Health, (2011),
NHS Emergency Planning Guidance
. [Online]
Available from:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/att
achment_data/file/215643/dh_125842.pdf
[Accessed: 18/02/2020]
Public Health England, (2020),
COVID-19: infection prevention and control
guidance
. [Online] Available from:
https://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-
prevention-and-control/wuhan-novel-coronavirus-wn-cov-infection-prevention-
and-control-guidance
[Accessed: 18/02/2020]
Health and Safety Executive, (2020),
Pandemic Flu - Workplace Guidance
.
[Online] Available from:
https://www.hse.gov.uk/biosafety/diseases/pandflu.htm#ref14
[Accessed:
18/02/2020]
Gov.uk, (2020),
COVID-19: interim guidance for primary care
. [Online] Available
from:
http://www.gov.uk/government/publications/wn-cov-guidance-for-primary-
care/wn-cov-interim-guidance-for-primary-care
[Accessed: 18/02/2020]
Suggested action:
Encourage sharing the policy through the use of the QCS App
Establish process to confirm the understanding of relevant staff
Establish training sessions for staff
Arrange specific meetings to discuss the policy changes and implications
Ensure that the policy is on the agenda for all team meetings and staff
handovers
Widely distribute the
‘Key
Facts’
of the policy
Share content of the policy with all staff

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 3 of 10
Last Reviewed: 18/02/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
1. Purpose
1.1
To set out how the practice will take precautionary, proportionate and flexible arrangements for the
management of response and recovery to a pandemic.
1.2
To meet the legal requirements of the regulated activities that the practice is registered to provide:
The Parental Bereavement (Leave and Pay) Act 2018
Civil Contingencies Act 2004
Control of Substances Hazardous to Health Regulations 2002
Data Protection Act 2018
General Data Protection Regulation 2016
Health and Safety at Work etc. Act 1974
Health and Social Care Act 2008 (Registration and Regulated Activities) (Amendment) Regulations 2015
The Care Act 2014
2. Scope
2.1
The following roles may be affected by this policy:
All staff
2.2
The following people may be affected by this policy:
Patients
2.3
The following stakeholders may be affected by this policy:
Family
Advocates
Commissioners
External health professionals
Local Authority
NHS
3. Objectives
3.1
To outline the contingency arrangements for the practice to prepare for, respond to and manage the
recovery from a pandemic. This policy must be read with the Business Continuity Plan, Infection Control and
Decontamination Policy and Procedure, Clinical Waste Disposal Policy and Procedure and the Sickness
Absence Policy and Procedure.

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 4 of 10
Last Reviewed: 18/02/2020
Last Amended: 18/02/2020
GHS13 - Pandemic Policy and Procedure
4. Policy
4.1
The practice is committed to reducing and minimising the transition of infection. It is a requirement that
each individual has the responsibility to ensure that they manage personal hygiene effectively within the principles
of the Infection Control Policy and Procedure and where there is responsibility for housekeeping, that good
standards are maintained.
The practice will ensure that staff and Patients understand that although it is not possible to prevent the spread of
the disease, steps can be taken to control/reduce the spread by:
Good hand washing practices
Practising good personal hygiene
Covering the mouth and nose with a tissue while sneezing or coughing
Individuals must not be using cloth handkerchiefs or reusing tissues. This practice carries a risk of
contaminating pockets or handbags which may then re-contaminate hands every time they go into those
pockets or handbags
Disposing of used tissues promptly and carefully (bag and bin them). Tissues must be disposed of in
domestic waste they do not require any special treatment
Washing hard surfaces (e.g. worktops, doorknobs) with a domestic cleaner regularly. Normal household
detergent and water must be used to clean surfaces
Avoiding
unnecessary travel
Avoiding crowds where possible
Ensuring that children follow this advice
4.2
The practice will have measures in place to respond to major incidents of any scale, including a pandemic,
in a way that ensures that staff and Patients are safe, that services experience minimal disruption and there is a
speedy return to normal levels of business functioning.
In addition to this, the practice will have business continuity and contingency plans that follow this for safe
delivery of care and support with the Patients and staff most at risk identified in advance. The plan at the practice
will be to ensure that measures are in place before a pandemic arises so that if swift action is required, the
resources, staff and plan can be mobilised.

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 5 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
5. Procedure
5.1
In the event of a pandemic the practice will be guided by and will work in partnership with the CCG. A
designated manager will be responsible for the command and control within the practice and a Pandemic
Team will be established at the practice to ensure that any action required is carried out. The Registered
Manager will ensure that they understand what action is required in line with phases of a pandemic which is
referred to as Detect, Assess, Treat, Escalate, Recover (DATER) Framework.
The registered manager will ensure that the business continuity plan is up to date and the checklist
within this document has been completed and any action required is carried out.
5.2
Staff Management
Staff must report to their Line Manager if they are unable to come to work, whether ill themselves or caring
for others who are ill. This will ensure that the practice can implement contingency plans to ensure that
core services are delivered, and that staff can be diverted elsewhere wherever possible depending upon
need and skill provision. the practice will follow the Sickness Absence Policy and Procedure
The business continuity plan must identify staff who can work from home, those who can work elsewhere
and those who have other transferable skills that may be utilised in the event of staff shortages
5.3
Training and Support
The practice will ensure that staff are up to date with Infection Prevention & Control mandatory training
Annual briefings for staff involved in the Pandemic Team will be undertaken. During a pandemic the
frequency of briefings will be increased to make sure staff are up to date
All of the business continuity plans will be workshopped annually which will give the practice the
opportunity to test their response to a pandemic
The practice will ensure that staff have up to date information on any emerging pandemics and
that patients have access to information that is factually correct
The registered manager will familiarise themselves with the business continuity plan and will ensure that
the practice has an
emergency pack
available in the event of a pandemic
5.4
Record Keeping
Records must be kept on all actions, logging events as they happen. It is essential that a comprehensive record
is kept of all events, decisions and actions taken - in order to facilitate operational debriefing and to provide
evidence for inquiries.
It is also essential that all ongoing care and support, including any incidents of where care is not provided as
planned, is recorded in the patient notes. Good record keeping also allows lessons to be learnt from the
response to an incident, whether or not there is a formal inquiry.
Contingency planning must include how personal sensitive data will be stored, transferred and communicated
and the GDPR compliance is adhered to.
5.5
Respiratory and Cough Hygiene
Respiratory and cough hygiene will minimise the risk of cross-transmission of respiratory illness. Patients and
staff must be encouraged to cover their nose and mouth with a disposable tissue when sneezing, coughing,
wiping and blowing the nose. All used tissues must be disposed of promptly into a waste bin.
Patients must be given the opportunity to clean their hands after coughing, sneezing, using tissues, or after
contact with respiratory secretions or objects contaminated by these secretions. Tissues will be placed at key
access points for Patients. Staff must use good hand hygiene at all times.
5.6
Wearing Face Masks
The Department of
Health’s
advice is that if a person is ill, or thinks they are ill then they should stay at home. To
help prevent spread of infection, the Department of Health recommends that people who are ill stay at home and
suggests that relatives, neighbours etc. collect food, medicines etc. for them. This measure should help limit the
number of symptomatic individuals in public places. Therefore, it should not be necessary for workers to wear

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 6 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
masks routinely when in contact with the general public.

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 7 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
There may though be some situations when it will be advisable for a worker to wear a mask. Such a situation will
depend on the nature of the work, where it is to be carried out and the outcome of the risk assessment that
should, among other things, assess the risks to the worker.
Pandemic respiratory viruses spread mainly through droplets of respiratory secretions in the air, typically
generated by coughing and sneezing. The viruses spread through hand/face contact with surfaces contaminated
with such secretions. The coronavirus is a new virus and not fully known yet how it spreads. Masks can provide
a physical barrier, but some precautions need to be observed. They should properly cover the mouth and nose
and be used in combination with good personal hygiene.
5.7 Air Conditioning
Where the practice has air conditioning systems, although there may be some advantages in switching off an air
conditioning system, the overall effect would be to create more static air which may result in discomfort and ill
health effects. The main advantage of air conditioning is that it has a dilution effect on stale/contaminated air and
also provides a more comfortable environment overall. HSE's advice is therefore to continue running any air
conditioning system already provided for the workspace.
5.8
Patient Management
In the unlikely event that a Patient presents at the practice with 'flu-like symptoms, you should ask whether
they have travelled in the last 14 days or whether they have been in contact with anyone who has,
and whether they are experiencing cough or fever or shortness of breath. If the answer is yes, follow
the interim
advice for primary care providers
(see the link in the
Further Reading
section)
Identify potential cases as soon as possible
Prevent potential transmission of infection to other Patients and staff
Avoid direct physical contact, including physical examination, and exposures to respiratory secretions
Contact 111 (on the Patient's telephone)
Isolate the Patient, obtain specialist advice and determine if the Patient is at risk
Follow the guidance provided
Support the Patient throughout
Arrange decontamination procedures once the Patient has left the premises and follow current
guidance and requirements

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 8 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
6. Definitions
6.1
Pandemic
A pandemic refers to a worldwide spread of an infectious disease, with outbreaks or epidemics occurring
in many countries and in most regions of the world. A pandemic results when a new virus or new virus
strain emerges which is very different from previously circulating strains and is able to:
Infect people (rather than, or in addition to, other mammals or birds)
Spread from person to person
Cause illness in a high proportion of the people infected; and
Spread widely, because most people will have little or no immunity to the new virus/strain and will be
susceptible to infection
6.2
Influenza or Respiratory Pandemic Disease
Outbreaks can be characterised by the sudden onset of a number of symptoms, notably fever, chills,
headache, muscle pains, prostration and usually cough, with or without a sore throat or other respiratory
symptoms. In a non-pandemic situation, most healthy people recover from these symptoms without
complication after about a week, although they may be lethargic and have mild symptoms for longer
Complications are mainly respiratory, due to secondary bacterial infections such as middle ear infection (in
children), bronchitis and pneumonia. This can lead to admission to hospital, severe illness and death.
Respiratory infections may also exacerbate underlying diseases such as asthma, diabetes or coronary
heart disease. Those at higher risk of more serious illness may include the very young, people aged 65
and over and patients with chronic chest, heart or kidney disease, pregnant women, persons with diabetes
or reduced immunity due to other disease or treatment
6.3
The Civil Contingencies Act 2004
The Civil Contingencies Act 2004 defines an emergency as:
‘An
event or a situation which threatens
serious damage to human welfare in a place in the UK, the environment of a place in the UK, or war or
terrorism which threatens serious damage to the security of the
UK.’
The definition is concerned with
consequences rather than the cause or source and what is a major incident to the NHS may not be a
major incident for other local agencies
A major incident is any event whose impact cannot be handled within routine service arrangements. It
requires the implementation of special procedures by one or more of the emergency services, the NHS, or
a Local Authority to respond to it. A major incident may arise in a variety of ways:
Big Bang
a serious transport accident, explosion, or series of smaller incidents
Rising Tide
a developing infectious disease epidemic, or a capacity/staffing crisis
Cloud on the Horizon
a serious threat such as a major chemical or nuclear release developing
elsewhere and needing preparatory action
Headline news
public or media alarm about a personal threat
Internal incidents
fire, breakdown of utilities, major equipment failure, hospital acquired infections,
Deliberate release of chemical, biological or nuclear materials
Mass casualties
Pre-planned major events that require planning - demonstrations, sports fixtures, air shows
6.4
Novel Coronavirus (2019-nCoV)
Coronaviruses are mainly transmitted by large respiratory droplets and direct or indirect contact with
infected secretions. They have also been detected in blood, faeces and urine and, under certain
circumstances, airborne transmission is thought to have occurred from aerosolised respiratory secretions
and faecal material
Coronaviruses can be destroyed by a wide range of disinfectants. Personal protective equipment (PPE)
and good infection prevention and control precautions are effective at minimising risk but can never
eliminate it
As 2019-nCoV has only been recently identified, there is currently limited information about the precise

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 9 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
routes of transmission. Therefore, this information is based on knowledge gained from experience in

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 10 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
responding to coronaviruses with significant epidemic potential such as Middle East Respiratory
Syndrome Coronavirus (MERS-CoV) and Severe Acute Respiratory Syndrome Coronavirus (SARS-CoV)
6.5
The Detect, Assess, Treat, Escalate, Recover (DATER) Framework
Th
e UK approach uses a series of phases referred to as “DATER”: The Detect, Assess, Treat, Escalate,
Recover (DATER) Framework. The World Health Organisation have advised that pandemic flu plans
follow the DATER Framework. The UK approach for action in a future pandemic takes the form of five
phases: DETECT, ASSESS (Evaluate), TREAT, ESCALATE and RECOVER (DATER) and incorporates
indicators for moving from one phase to another. The phases are not numbered as they are not linear, and
it is possible to move back and forth for jump phases. In a severe situation, it may be necessary to activate
DETECT and ESCALATE at the same time, then TREAT and ESCALATE concurrently
6.6
Emergency Pack
One of the most useful actions that you can take to cope with an incident is to have prepared an
“Emergency
Pack”
in advance.
The Cabinet Office Toolkit on Business Continuity Planning
details what
the pack must contain
Key Facts - Professionals
Professionals providing this service should be aware of the following:
Patient care and empathy will be a natural process throughout
The team will act in the best interests of the Patients, public and general health care profession at all times
A pandemic is the worldwide spread of a new disease
Some aspects of influenza pandemics can appear similar to seasonal influenza while other characteristics may
be quite different. For example, both seasonal and pandemic influenza can cause infections in all age groups,
and most cases will result in self-limited illness in which the person recovers fully without treatment. However,
typical seasonal influenza causes most of its deaths among the elderly while other severe cases occur most
commonly in people with a variety of medical conditions
A pandemic response requires that business continuity plans are developed to cope with the rise in the number
of cases of the infection and the impact this will have on staff, Patients, the infrastructure within the country where
supplies may be disrupted such a food, fuel, medicines and transport
The practice has a business continuity plan and will use a checklist to ensure preparedness for a pandemic
Key Facts - People Affected by The Service
People affected by this service should be aware of the following:
The practice has a plan in place to manage your care and support if there is a pandemic
You must tell the practice if you feel unwell and you develop symptoms such as a fever, cough, sneezing,
runny nose and think you may have come into contact with someone who may have been exposed to a virus like
coronavirus
Wash your hands often with soap and water for at least 20 seconds. Use an alcohol-based hand sanitiser if soap
and water are not available. This is particularly important after taking public transport
Avoid touching your eyes, nose, and mouth with unwashed hands
If you feel unwell, stay at home, do not attend work
Cover your cough or sneeze with a tissue, then throw the tissue in a bin. Catch it, bin it, kill it is the advice from
the government
Clean and disinfect frequently touched objects and surfaces in the home and work environment
If you are worried about your symptoms, do not go directly to your GP or other healthcare environment. 111 can
give advice on the phone

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 11 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
Further Reading
As well as the information in the 'Underpinning Knowledge' section of the review sheet we recommend that you add to
your understanding in this policy area by considering the following materials:
Health and Safety Executive
:
https://www.hse.gov.uk/biosafety/diseases/pandemic.htm
Care Quality Commission
:
https://www.cqc.org.uk/guidance-providers/gps/nigels-surgery-69-business-continuity-arrangements-emergencies-
major
Business Continuity Management Toolkit:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/137994/Business_Co
Outstanding Practice
To be ‘Outstanding’ in this policy area you could provide evidence that:
The practice will ensure that all team members complete annual training
The wide understanding of the policy is enabled by proactive use of the QCS App
Risk assessments reflect equality and human rights legislation, as well as Patient capacity
The practice has developed robust contingency plans to ensure that the service can continue to operate
effectively and safely during incidents (e.g. staff emergencies, heatwaves, flood, fire or loss of services)
The practice provides accessible information to people who need care and support about how to keep
themselves safe and report concerns
There is a culture which encourages concerns about cleanliness, infection control and hygiene and how these
can be raised and responded to
Managers and staff know how to escalate issues and alert appropriate agencies to help control infection and
protect others using the service or in the community
The practice has an infection control lead who is passionate about their role and dedicated to providing a high
level of cleanliness. They keep up-to-date records detailing spot checks, cleaning rotas and hand hygiene audits.
They regularly meet with the staff team to discuss a range of issues, from prevention of common seasonal
viruses to good hand hygiene etc.
Forms
The following forms are included as part of this policy:
Title of form
When would the form be used?
Created by
Pandemic Planning Checklist - GHS13
To prepare for a pandemic
QCS

Copyright Notice:
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 12 of 10
Last Reviewed: 13/03/2020
Last Amended: 18/02/2020
Pandemic Policy and Procedure
This page is deliberately left blank

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 1 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Task
In
Progres
s
Not
Started
Completed
Business Continuity
Have you identified a pandemic co-ordinator/team in your business with defined
roles and responsibilities?
Do you have an up-to-date business continuity plan?
Has the plan been tested?
Does your plan have a clear escalation process in an
emergency?
Are all contact details including your workforce details up to date?
Do you have the contact details for your regional and local public health centres?
Do you have up to date contact details for your workforce significant others?
Do you know how many of your staff have dependents
children, elderly
relatives?
Do all your staff know about your business continuity plans?
Do you have up to date information from your Local Authority, your regulator,
Public
Health England, the NMC and GMC?
Have you worked out in your plan how many staff you will need to safely run your
service?
Have you thought about what will happen if other key staff are unavailable?
Have you thought about staff skills and other roles they can support with in the
event
you have gaps in your workforce?
If you use locums what plans do you have for two-way
communication?
What is your plan if your staffing levels drop and you cannot support your
service?
Do you have a pool of staff that can cover in an emergency?
Have you checked your local commissioning plans?
Do you know who to contact if a member of staff/Patient or relative of a
Patient
becomes unwell

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 2 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Task
In
Progres
s
Not
Started
Complete
d
Policies
Has your Sickness Absence Policy and Procedure been communicated to
staff?
In the early stages of a pandemic, do you have a plan to review annual leave
requests with a view to postponing leave during the peak of the pandemic?
If you plan to postpone leave how will staff be able to take their leave when the
pandemic is over?
Buying annual leave days out after the pandemic
Allowing carry-forward of annual leave days owed
A combination of buying out and carrying forward annual leave days
Do your staff understand the Unable to Attend Workplace Policy and Procedure?
Do your staff understand your Compassionate Leave Policy and
Procedure?
Do your staff understand the Parental Bereavement Leave and Pay Act which will
entitle them to 2 weeks paid leave in the event their child under 18 dies (from
06/04/2020)?
Do you have a clear flexible working plan - can staff work from home, can you
agree
different visit times?
Do your staff understand the Infection Control and Decontamination Policy and
Procedure?
Is staff infection control training up to date and does it include handwashing
techniques, PPE, and have you highlighted the campaign Catch It, Bin It, Kill It?
What is your plan if staff become ill at work with the suspected virus? Does your
policy include mandatory paid sick leave?
Do you have a policy that is clear and is communicated on how staff should raise
concerns and what they should do if they feel they are not being listened to?
Task
In
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s
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Started
Complete
d
Do your staff know how to escalate concerns about a Patient if they feel they
are at risk?
Do your employment contracts allow staff to be redeployed?
What is your emergency policy if you do not have DBS cleared staff to provide a
service?
Do you have cleaning and decontamination procedures in place?
Do your staff understand how to dispose of clinical waste?

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 3 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Task
In
Progres
s
Not
Started
Completed
People
Patients
Do you have reliable information you can share with Patients in an accessible
format?
Do you a clear communication strategy for Patients to understand the
importance of non-attendance if feeling ill, or with signs of contagia?
Do you have information and advice to hand for Patients within the workplace
which is clearly visible?
Do you have enough and accessible infection control supplies (hand hygiene
equipment, tissues, masks, disposal facilities)?
Have you anticipated any fear, rumours, anxiety and misinformation and do you
have
a rapid communication strategy in place to manage this?
Do you have a definition of what an outbreak is?

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 4 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Task
In
Progres
s
Not
Started
Completed
People- Your Staff
Does your plan allow for staff absences due to personal illness, family member
illness, community containment measures and quarantines, school/business
closures, public transport closures?
Do your records indicate which staff may be more at risk during a pandemic due
to
illness or disability e.g. heart condition, respiratory problems, immune
suppressed?
Do you know which of your staff might be/are pregnant?
Do you have any young workers?
Do you have a plan in place to manage any anxiety or questions that your
workforce
may have?
Do you have a plan to support your workforce if a vaccine becomes available?
Is your workforce aware of their roles and responsibilities during a pandemic?
Do your staff know what to do if a Patient becomes unwell?
Does your plan with any agency workers include checks on whether they have
been
exposed to the virus?
Have you assessed the hours staff are working to make sure they comply with
the
working time directives and the correct number of breaks?
Will you be able to provide transport for staff to get them to work?
Do you know how your staff travel to work?
Do you know where they live and how you will stay up to date if any infection hot
spots occur?
If you must relocate your services, what is your plan to reimburse your staff travel
costs?
Do you have an option to lease transport for staff if there are transport issues?
Do your staff know who to contact if they become unwell at home
111 stay at
home and seek advice?
Do you know which of your staff may be willing to work at another location?
Do you have more than one person who holds the keys?
Does your plan include provision for where any specialist skills are required?
Do staff know how to notify the regulator and what they must notify?

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 5 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
Task
In
Progres
s
Not
Started
Completed
Technology
Have you thought about how you will record any changes you have made so that
you
can return to normal quickly?
Do you have a good communication processes in place so that you can update
staff?
Task
In
Progres
s
Not
Started
Completed
Suppliers and Partners
Have you checked your stock levels to ensure that you have enough equipment
and
supplies to manage during the pandemic waves? (PPE
etc.)
Do you have a plan to be able to share best practice/resources in your local area
to
improve community response efforts?
Do you have access to your local authority contingency plan?
Have you shared your plan with your commissioners?
Do you have a system in place for escalating central alerts quickly and
documenting
any action required?

QCS
Regus House, Highbridge Industrial Estate, Oxford Road, Uxbridge, Middlesex, UB8
1HR, United Kingdom, Phone: TBA
Page: 6 of 6
Printed: 13/03/2020
Pandemic Planning Checklist - GHS13
Copyright Notice
This policy is Copyright © Quality Compliance Systems Ltd. 2020 (Last updated 2020) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
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*All information is correct at the time of publishing

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