Standards › Standard 2C › Plans and templates
Plan / template · FAC-PLN-002 · Version 1.1 · Approved by the ASF Expert Committee
Supports: 2C.7
At a glance
- Set an early-warning trigger and an owner for each hazard.
- Name the actions to keep services running: power, water, cooling, staffing, transfers.
- Test the plan at least once a year and record the test (FAC-FRM-003).
- Review the plan after each test, emergency, or change in risk.
- Stop and get help straight away if: the plan has not been tested in the last 12 months.
1. Purpose
To keep essential services running and patients safe during a climate or health emergency [EC].
2. Scope
| Applies to | Chief executive, facilities, clinical, infection prevention, and IT leads |
| Locations | The whole facility |
| When | In force at all times; tested yearly; reviewed after events |
| Does not apply to | Routine downtime, covered by FAC-PLN-001 |
3. Definitions
| Term | Meaning |
|---|---|
| Trigger | The signal, such as a weather warning or a power cut, that starts an action |
| Essential service | A service that must continue to keep patients safe |
4. Background
The plan turns the assessment into actions. Criterion 2C.7 asks for a plan that is tested and reviewed, not written once and left.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Chief executive | Activates the plan and makes decisions | Executive |
| Facilities manager | Leads the operational response | Facilities |
| Clinical leads | Protect patients and move them if needed | Clinical |
| Communications lead | Informs staff, patients and authorities | Communication |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Contact list (staff, suppliers, authorities) | Current, checked quarterly | Available to leadership |
| Stored water, fuel, cooling and emergency supplies | Stock list (EC) | Checked monthly |
| Continuity test record (FAC-FRM-003) | Current | On file |
7. Safety
- Relocating patients is done only by trained staff and by the clinical lead. Never move patients without a plan.
8. Before you start
- Check triggers, contacts and stock.
9. Procedure
Step 1. Set triggers and owners.
- For each hazard, set the early-warning trigger and the owner.
Key point: A trigger converts a warning into action.
Step 2. Act on triggers.
- On trigger: alert the chief executive, activate the service response, protect vulnerable patients, and confirm power, water and cooling.
- Record each action and its time.
Key point: Time-stamped actions are the record.
Step 3. Keep services running.
- Use back-up power, stored water, and cooling for medicines and sensitive equipment, as set in FAC-PLN-001.
- If services cannot continue, decide transfers with clinical leads.
Key point: Plan the transfer before it is needed.
Step 4. Test yearly.
- Run a desktop or live test at least yearly.
- Record the test, the gaps found and the actions on FAC-FRM-003.
Key point: An untested plan is not a plan.
Step 5. Review.
- Review the plan after each test, each emergency, and any change in risk.
- Update and retell staff.
Key point: Lessons learned must be written into the plan.
10. Decision points
- If a test reveals a gap that stops an essential service, the chief executive decides on interim measures at once.
11. Special situations
| Situation | Action |
|---|---|
| Heatwave | Cool wards and storage for medicines, check patients at risk, and increase hydration support (EC). |
| Flood or storm | Protect equipment, power and records; plan access for staff. |
| Outbreak | Follow the infection prevention plan and national guidance. |
12. Escalation
- Activation and any patient transfer are reported to the chief executive and to the national authority as required.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Plan tested in last 12 months | Yes | Yearly | Facilities manager | Escalate to chief executive |
| Test gaps closed within set time | 100% | After each test | Facilities manager | Escalate |
| Contact list checked | Quarterly | Quarterly | Communications lead | Correct |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| FAC-FRM-003 Continuity Test Record | Facilities file | the period set by the facility’s records policy years |
| Activation log | Incident file | the period set by the facility’s records policy years |
15. Training
- Staff are briefed on the plan at induction and at each test (EC).
16. Related documents
| ID | Title | Use |
|---|---|---|
| FAC-SOP-003 | Climate and Health Emergency Risk Assessment | Basis |
| FAC-FRM-003 | Continuity Test Record | Used in step 4 |
| EMG-SOP-001 | Fire Safety and Evacuation | Related emergency |
| SOP-N17 | Emergency Preparedness and Response Plan (generic) | Generic basis |
17. Evidence
| Reference | Note |
|---|---|
| E-006 | ASF Policy Framework v1.2. Adapted. |
| E-009 | ASF Expert Committee consensus. Actions and thresholds are local decisions. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | Approved by the ASF Expert Committee |
| 1.1 | the date of approval | Internal quality review: corrected cross-references, status wording and document control | Approved by the ASF Expert Committee |
E-learning for this document
Planned course: Climate and environmental resilience planning. New course planned.
References
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)