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Emergency Management Policy and Procedure

NDIS Policies and Procedures Manual – Core Module

Document Number: CM-POL-014

Document Control

This table shows a record of significant changes to the document.

Legal Name: Holistic Healthcare Management Services
ABN: 20695058096
ACN: 695058096
Primary address/head office: 15 Agasse Way, Tapping WA 6065
Document Name: NDIS Policies and Procedures Manual – Core Module
Document Number: CM-POL-014
Approved by: Director
Date Approved: February 2026
Version No: 1.0
Comments: Initial Release of the Policies and Procedures Manual
Next Review Date: May 2026

Introduction and Purpose

Holistic Healthcare Management Services is committed to safeguarding the health, safety, and wellbeing of all participants before, during, and after emergencies or disasters. This policy establishes a robust framework for emergency and disaster preparedness, response, and recovery, ensuring the continuity of critical supports and adherence to best practices and regulatory requirements.

The purpose of this policy is to outline measures and plans for emergency and disaster management, providing clear guidance to the governing body, workers, participants, and support networks on how risks to participants will be mitigated, and supports maintained.

This policy aims to ensure the organisation can rapidly adapt to changes in participant needs and operational circumstances during emergencies or disasters while upholding participant safety, dignity, and autonomy.

Scope

This policy applies to all aspects of Holistic Healthcare Management Services’s operations, including residential care, community-based services, and administrative functions.

It covers all employees, contractors, consultants, and volunteers involved in the delivery of supports to participants.

This policy applies to various emergencies or disasters, including but not limited to natural disasters (e.g., floods, bushfires), health crises (e.g., pandemics), infrastructure failures (e.g., power outages), and cybersecurity incidents.

Definition

Term Description
Emergency or Disaster An unforeseen event or situation that significantly disrupts normal operations and poses risks to participant health, safety, or wellbeing.
Emergency and Disaster Management Plan (EDMP) A documented plan outlining strategies and actions for preparedness, response, and recovery during emergencies or disasters.
Critical Supports Supports essential to the safety, health, and wellbeing of participants, including medical care, food, shelter, and personal assistance.
Support Networks Individuals or groups identified by participants as part of their support system, such as family members, friends, or advocates.
Governing Body The organisation’s leadership, including senior management and the board, responsible for oversight of emergency and disaster management plans.

Outcomes and Indicators

Term Description
Emergency and disaster management includes planning that ensures that the risks to the health, safety and wellbeing of participants that may arise in an emergency or disaster are considered and mitigated, and ensures the continuity of supports critical to the health, safety and wellbeing of participants in an emergency or disaster.
  • Measures are in place to enable continuity of supports that are critical to the safety, health and wellbeing of each participant before, during and after an emergency or disaster.
  • The measures include planning for each of the following: a) preparing for, and responding to, the emergency or disaster; b) making changes to participant supports; c) adapting, and rapidly responding, to changes to participant supports and to other interruptions; d) communicating changes to participant supports to workers and to participants and their support networks.
  • The governing body develops emergency and disaster management plans (the plans), consults with participants and their support networks about the plans and puts the plans in place.
  • The plans explain and guide how the governing body will respond to, and oversee the response to, an emergency or disaster.
  • Mechanisms are in place for the governing body to actively test the plans, and adjust them, in the context of a particular kind of emergency or disaster.
  • The plans have periodic review points to enable the governing body to respond to the changing nature of an emergency or disaster.
  • The governing body regularly reviews the plans, and consults with participants and their support networks about the reviews of the plans.
  • The governing body communicates the plans to workers, participants and their support networks.
  • Each worker is trained in the implementation of the plans.

Guiding Principles

  • Proactive Preparedness: Comprehensive planning and preparation will minimise risks to participants and ensure readiness for a range of emergencies or disasters (Indicator 2).
  • Participant-Centred Planning: Participants and their support networks will be actively consulted and involved in emergency and disaster management planning and reviews (Indicator 3).
  • Communication and Transparency: The governing body will clearly communicate plans to participants, workers, and support networks, ensuring all stakeholders understand their roles and responsibilities (Indicator 8).
  • Continuous Improvement: Plans will be regularly reviewed, tested, and updated to reflect changing circumstances, regulatory requirements, and feedback from stakeholders (Indicators 5 and 7).
  • Worker Training and Engagement: Workers will be thoroughly trained in the implementation of emergency and disaster management plans to ensure their effective execution (Indicator 9).

Policy

Holistic Healthcare Management Services recognises the importance of a well-structured and dynamic emergency and disaster management system in safeguarding the health, safety, and wellbeing of participants and workers. The organisation will maintain a system that integrates preparedness, response, and recovery strategies into its operational framework. This system will be tailored to the size, scope, and complexity of supports delivered, ensuring that all potential risks are mitigated and critical supports are provided without disruption.

The organisation commits to:

  • Developing and Maintaining EDMPs (Indicators 3 and 4): Emergency and Disaster Management Plans (EDMPs) will be comprehensive, covering all aspects of emergency preparedness, including risk assessments, response protocols, and recovery measures. These plans will define the roles and responsibilities of workers, participants, and the governing body, ensuring clarity during crises. Regular updates will incorporate lessons learned from past incidents, emerging threats, and stakeholder feedback.
  • Ensuring Continuity of Critical Supports (Indicator 1): The organisation will prioritise the seamless delivery of critical supports during emergencies. This includes identifying essential services in advance, such as medical care, personal assistance, and communication supports, and establishing contingency plans to address potential disruptions.
  • Testing and Adjusting EDMPs (Indicator 5): To ensure effectiveness, EDMPs will undergo regular testing through drills, simulations, and audits. Results from these tests will inform adjustments to enhance preparedness and address gaps. Feedback from participants, workers, and support networks will play a crucial role in refining the plans.
  • Worker Training on EDMP Implementation (Indicator 9): All workers will receive comprehensive training on EDMP protocols, including roles during emergencies, participant safety measures, and communication strategies. Regular refresher sessions will reinforce knowledge and adapt to changing circumstances.
  • Transparent Alternative Arrangements: Periodic reviews will be conducted to ensure that EDMPs remain relevant to the evolving nature of risks, regulatory requirements, and participant needs. The review process will involve consultations with stakeholders and incorporate the latest best practices in emergency management.

Procedure

Preparing for Emergencies and Disasters (Indicator 2)

Preparation begins with a thorough assessment of potential risks, including natural disasters, health crises, and technological failures. Risk assessments will evaluate the likelihood and impact of various scenarios, taking into account participant vulnerabilities, geographic factors, and operational dependencies. Emergency and Disaster Management Plans (EDMPs) will outline preventive measures, resource allocations, and specific actions to mitigate identified risks. Workers and participants will be provided with clear, accessible information about preparedness strategies, including evacuation plans, designated assembly points, and emergency contact details. Essential resources, such as emergency kits and backup systems, will be maintained at all operational sites.

Responding to Emergencies and Disasters (Indicator 4)

In the event of an emergency, the EDMP will serve as a guide for initiating a coordinated response. The governing body will activate the emergency communication system, ensuring that all stakeholders are informed promptly. Backup staff will be mobilised to address potential shortages, and contingency measures will be implemented to maintain critical supports. Workers will follow established protocols to prioritise participant safety, including providing medical care, ensuring secure environments, and addressing immediate risks. The governing body will oversee the response to ensure adherence to the EDMP and manage unforeseen challenges effectively.

Continuity of Supports (Indicators 1, 2, and 5)

Continuity of supports will be ensured through pre-identified strategies and resources. For participants requiring ongoing care, individualised support plans will detail critical needs and contingency arrangements. Backup staff schedules and partnerships with external service providers will ensure uninterrupted service delivery. Any changes to participant support plans necessitated by the emergency will be discussed and agreed upon with participants and their support networks. These changes will be documented and reviewed to confirm their alignment with participant goals and preferences.

Communication During Emergencies (Indicator 2)

Effective communication is essential during emergencies. The organisation will use established channels, such as email, SMS, and phone calls, to disseminate information to workers and participants. Communication will include updates on the situation, actions being taken, and any changes to support arrangements. Workers will ensure that communication methods align with participants’ preferences and accessibility requirements, including using interpreters or alternative communication tools where necessary. Regular updates will maintain transparency and build trust with all stakeholders.

Testing and Reviewing Plans (Indicators 5, 6, and 7)

Regular testing of EDMPs will involve simulated emergency scenarios to evaluate readiness and identify areas for improvement. The governing body will review the outcomes of these tests and implement necessary adjustments to address gaps. Periodic reviews will also consider participant and worker feedback, ensuring that plans reflect the organisation’s operational realities and stakeholder needs. The governing body will document changes to the EDMPs and communicate updates to all relevant parties.

Roles and Responsibilities

Ref No Roles Responsibilities
1 Board and Senior Management
  • Oversee the development, implementation, and review of EDMPs, ensuring alignment with regulatory requirements and organisational goals.
  • Allocate resources for emergency preparedness, including training, equipment, and contingency arrangements.
  • Monitor compliance with the EDMP and provide strategic guidance during emergencies.
2 Workers
  • Participate in emergency preparedness training and drills to ensure readiness.
  • Implement EDMP protocols during emergencies, prioritising participant safety and wellbeing.
  • Report incidents promptly and contribute to post-incident reviews to improve future responses.
3 Participants and Support Networks
  • Provide input during the development and review of EDMPs to ensure their needs and preferences are considered.
  • Follow guidance provided during emergencies, including evacuation and safety protocols, to minimise risks.

Record Keeping

  • Emergency Plans: Comprehensive EDMPs will be securely stored and regularly updated to reflect changes in risks, organisational needs, and lessons learned. These plans will document roles, responsibilities, and response protocols for various emergency scenarios.
  • Training Records: Records of all worker training sessions, including participation in drills, training dates, and competency assessments, will be maintained to ensure readiness and compliance with organisational policies and regulatory requirements.
  • Incident Reports: Detailed incident reports capturing the nature of the incident, responses, and outcomes will be securely stored. These reports will include root cause analyses and corrective actions to support audits and continuous improvement.
  • Communication Logs: All emergency-related communications, including updates to participants, workers, and external stakeholders, will be logged to ensure transparency and facilitate post-incident evaluations.
  • Audit and Review Records: Documentation of regular reviews, audits, and testing of the EDMPs, including findings and subsequent updates, will be maintained to track effectiveness and compliance.
  • Continuous Improvement Documentation: Records of feedback, lessons learned, and resulting updates to the EDMPs will be stored to demonstrate the organisation’s commitment to ongoing improvement in emergency and disaster management.

Related Documents

  • Emergency and Disaster Management Plan
  • Emergency and Disaster Management List
  • Emergency and Disaster Drill Report
  • COVID-19 Management Plan
  • Risk Register
  • Service Agreement
  • Participant Assessment and Support Plan
  • Business Continuity Plan
  • Risk Management Policy

References

  • National Disability Insurance Scheme (Incident Management and Reportable Incidents) Rules 2018
  • Australian Disaster Resilience Handbook Collection
  • ISO 22301:2019 Security and Resilience – Business Continuity Management

Policy Review

This policy will be reviewed annually or following significant emergencies or disasters to ensure its effectiveness and alignment with organisational needs and regulatory requirements. Feedback from stakeholders will inform updates.