Policies & Procedures
Risk Management Policy v1.0
Document owner | Registered Manager / Director |
Approved by | Mrs. Tavleen Sharma (Registered Manager) |
Version | 1.0 |
Review frequency | Every 12 months or following any significant incident |
Next review date | 12 months from issue or earlier if required. Next formal review date: 01-04-2027 |
1. Policy Statement
VCare Consultancy Services Limited is committed to maintaining robust and effective risk management arrangements to protect:
- service users;
- staff;
- visitors;
- contractors;
- members of the public;
- organisational operations.
The organisation recognises that proactive risk management is essential to delivering safe, effective, caring, responsive and well-led services in accordance with:
- Care Quality Commission (CQC) Fundamental Standards;
- Health and Safety legislation;
- Care Act 2014;
- South Gloucestershire Council tender requirements;
- safeguarding obligations;
- business continuity expectations.
VCare aims to identify, assess, manage and reduce risks wherever reasonably practicable whilst promoting positive risk-taking that supports service user independence, dignity and choice.
The organisation promotes a culture of openness, accountability, learning and continuous improvement.
2. Purpose
The purpose of this policy is to:
- establish a consistent framework for identifying and managing risks;
- protect service users and staff from harm;
- support safe and effective care delivery;
- ensure legal and regulatory compliance;
- reduce likelihood of incidents and service disruption;
- support safeguarding responsibilities;
- promote business continuity and resilience;
- ensure lessons learned are identified and implemented.
3. Scope
This policy applies to:
- directors;
- registered managers;
- office staff;
- care staff;
- agency workers;
- contractors;
- volunteers.
The policy applies across all VCare operational activities including:
- domiciliary care services;
- community support;
- recruitment;
- lone working;
- medication support;
- moving and handling;
- transportation;
- safeguarding;
- information governance;
- office operations;
- subcontracting arrangements.
4. Legal and Regulatory Framework
This policy is informed by:
- Health and Safety at Work Act 1974
- Management of Health and Safety at Work Regulations 1999
- Care Act 2014
- Health and Social Care Act 2008
- CQC Fundamental Standards
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
- Manual Handling Operations Regulations 1992
- Data Protection Act 2018
- Human Rights Act 1998
- Equality Act 2010
- Public Contracts Regulations 2015
5. Definition of Risk
Risk refers to the possibility that an event or circumstance may occur which could negatively affect:
- health;
- safety;
- wellbeing;
- safeguarding;
- service delivery;
- finances;
- legal compliance;
- reputation;
- operational continuity.
Risk management involves identifying, assessing, controlling, monitoring and reviewing risks appropriately.
6. Organisational Commitment
VCare is committed to:
- maintaining safe systems of work;
- undertaking robust risk assessments;
- implementing effective control measures;
- promoting safeguarding and wellbeing;
- supporting staff competence and training;
- learning from incidents and near misses;
- reviewing risks regularly;
- promoting proportionate and person-centred risk management.
The organisation recognises that risk cannot always be eliminated entirely but can often be reduced and managed safely.
7. Principles of Risk Management
VCare’s approach to risk management is based on the following principles:
7.1 Prevention
Identifying risks early and implementing preventative measures wherever reasonably practicable.
7.2 Proportionality
Ensuring risk management measures are proportionate to the level of risk identified.
7.3 Person-Centred Care
Balancing safety with service user dignity, independence, choice and rights.
7.4 Continuous Improvement
Learning from incidents, complaints, safeguarding concerns and audits to improve practice.
7.5 Shared Responsibility
Ensuring all staff understand their responsibilities in relation to safety and risk management.
8. Types of Risks
VCare recognises a wide range of risks including:
8.1 Clinical and Care Risks
- falls;
- choking;
- pressure damage;
- medication errors;
- deterioration in health;
- unsafe moving and handling;
- infection risks;
- missed visits.
8.2 Safeguarding Risks
- abuse;
- neglect;
- exploitation;
- self-neglect;
- domestic abuse;
- financial abuse;
- discriminatory abuse.
8.3 Operational Risks
- staffing shortages;
- communication failures;
- system failures;
- transport disruptions;
- scheduling issues;
- contractor failures.
8.4 Health and Safety Risks
- lone working;
- violence and aggression;
- slips, trips and falls;
- unsafe environments;
- fire risks;
- hazardous substances.
8.5 Information Governance Risks
- data breaches;
- cyber-security incidents;
- confidentiality breaches;
- record management failures.
8.6 Business Risks
- reputational damage;
- financial pressures;
- regulatory non-compliance;
- contractual failures;
- business continuity interruptions.
9. Risk Assessment Process
VCare will undertake suitable and sufficient risk assessments relating to:
- service users;
- staff;
- work activities;
- environments;
- equipment;
- operational systems.
Risk assessments will identify:
- hazards;
- persons at risk;
- likelihood of harm;
- severity of harm;
- existing controls;
- additional actions required.
10. Service User Risk Assessments
Service user risk assessments may include:
- falls risks;
- mobility and moving & handling;
- medication support;
- nutrition and hydration;
- skin integrity;
- mental health;
- behaviours that challenge;
- environmental hazards;
- safeguarding concerns;
- financial risks;
- social isolation;
- communication needs.
Risk assessments will be:
- person-centred;
- regularly reviewed;
- updated following incidents or changes;
- developed in partnership with service users where appropriate.
Positive risk-taking will be considered where lawful and safe.
11. Staff Risk Management
VCare will protect staff through:
- lone worker arrangements;
- mandatory training;
- supervision;
- safe staffing practices;
- infection control measures;
- violence reduction measures;
- access to PPE;
- manual handling guidance;
- safe recruitment procedures.
Staff must report:
- hazards;
- incidents;
- near misses;
- unsafe environments;
- safeguarding concerns.
12. Dynamic Risk Assessment
Staff are expected to undertake dynamic risk assessments during care delivery.
This means continuously assessing situations and responding appropriately where risks change unexpectedly.
Examples include:
- unsafe home environments;
- aggressive behaviours;
- deterioration in service user health;
- environmental hazards;
- unsafe equipment.
Staff must escalate concerns immediately where safety cannot be maintained.
13. Incident Reporting and Escalation
All incidents, accidents, near misses and safeguarding concerns must be reported promptly in accordance with VCare procedures.
This includes:
- injuries;
- medication incidents;
- falls;
- aggression;
- safeguarding concerns;
- data breaches;
- environmental hazards.
Serious incidents must be escalated immediately to management.
14. Safeguarding and Risk Management
Risk management and safeguarding are closely linked.
VCare will ensure that:
- safeguarding risks are identified promptly;
- appropriate referrals are made;
- service user safety remains the priority;
- staff understand safeguarding responsibilities;
- multi-agency working occurs where necessary.
15. Business Continuity and Emergency Planning
VCare recognises the importance of maintaining service continuity during emergencies.
Potential disruptions may include:
- severe weather;
- power failures;
- staffing shortages;
- infectious outbreaks;
- cyber incidents;
- transport disruptions;
- utility failures.
The organisation will maintain contingency arrangements including:
- emergency contact systems;
- on-call management support;
- staffing contingency planning;
- communication procedures;
- business continuity arrangements.
16. Environmental and Sustainability Risks
VCare recognises environmental sustainability as part of responsible risk management.
The organisation is committed to reducing environmental impact through:
- reduced paper usage;
- digital systems;
- efficient travel planning;
- use of low-emission transport where feasible.
VCare has already invested in a fully electric Tesla Model Y for operational use, which has completed approximately 15,000 business miles since July 2025, contributing towards reduced operational carbon emissions and supporting climate emergency objectives.
17. Training and Competency
VCare will ensure staff receive appropriate training relating to:
- risk assessment;
- safeguarding;
- incident reporting;
- health and safety;
- moving and handling;
- infection prevention and control;
- lone working;
- emergency procedures.
Training will be monitored and refreshed regularly.
18. Monitoring and Governance
VCare will monitor:
- incidents and trends;
- safeguarding referrals;
- complaints;
- medication errors;
- falls;
- staff injuries;
- audits and inspections;
- training compliance;
- operational risks.
Governance reviews will identify:
- lessons learned;
- corrective actions;
- areas for improvement;
- emerging risks.
19. Responsibilities
Directors and Registered Manager
Responsible for:
- overall risk management oversight;
- policy implementation;
- governance arrangements;
- ensuring compliance;
- reviewing serious incidents;
- promoting safety culture.
Managers and Coordinators
Responsible for:
- conducting risk assessments;
- monitoring risks;
- implementing controls;
- escalating concerns;
- supporting staff.
Employees
Responsible for:
- following policies and procedures;
- reporting concerns;
- participating in training;
- undertaking dynamic risk assessments;
- promoting service user safety.
20. Equality and Human Rights
Risk management practices will respect:
- dignity;
- choice;
- independence;
- equality;
- diversity;
- human rights.
Risk management decisions will always seek to balance safety with service user rights and freedoms.
21. Related Policies
This policy should be read alongside:
- Safeguarding Policy
- Incident Reporting Policy
- Health and Safety Policy
- Lone Worker Policy
- Medication Policy
- Infection Prevention and Control Policy
- Business Continuity Policy
- Duty of Candour Policy
- Whistleblowing Policy
- Data Protection Policy
22. Monitoring and Review
This policy will be reviewed:
- annually;
- following serious incidents;
- following safeguarding concerns;
- following regulatory changes;
- following local authority feedback;
- following CQC inspections.
23. Declaration
VCare Consultancy Services Limited is committed to maintaining effective and proportionate risk management systems that protect service users, staff and the wider community whilst supporting safe, responsive and person-centred care delivery.
The organisation will continue to strengthen governance, safeguarding and operational resilience through ongoing monitoring, learning and continuous improvement.