Standards › Standard 2C › Standard operating procedures (SOPs)
Standard operating procedure (SOP) · FAC-SOP-003 · Version 1.1 · Approved by the ASF Expert Committee
Supports: 2C.7
At a glance
- Assess the emergencies relevant to the location: heatwave, flood, storm, power loss, water loss, outbreak.
- For each, assess the effect on services and patients.
- Record the assessment and the actions in the continuity plan (FAC-PLN-002).
- Review each year and after any emergency.
- Stop and get help straight away if: the assessment was never done, or the continuity plan was never tested.
1. Purpose
To identify climate and health emergencies that could disrupt services, and to plan how the service keeps running [EC].
2. Scope
| Applies to | Chief executive, facilities manager, clinical leads, emergency and infection prevention leads |
| Locations | The whole facility at the facility |
| When | Yearly; after any emergency; when local risk information changes |
| Does not apply to | Routine facility risks, covered by FAC-SOP-001 |
3. Definitions
| Term | Meaning |
|---|---|
| Climate and health emergency | Event such as extreme heat, flood, storm, or infectious outbreak that can disrupt services |
| Continuity | Keeping essential services running during an emergency |
4. Background
Heat, flood, storm and outbreak can close a facility or cut its power and water. Criterion 2C.7 asks for planning that anticipates these, not an assumption they are too remote.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Chief executive | Approves the assessment and plan | Executive |
| Facilities manager | Leads the assessment; keeps the plan | Facilities risk |
| Clinical leads | Assess the effect on patients and services | Clinical management |
| Infection prevention lead | Assesses outbreak risk | Infection prevention |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Local hazard information (national or regional sources) | Latest available | Cited in the assessment |
| Assessment template (within FAC-SOP-003) | Current | Available |
| Continuity plan (FAC-PLN-002) | Current | Reviewed yearly |
7. Safety
- Emergency actions must protect people first, then services.
8. Before you start
- Collect the latest local hazard information.
9. Procedure
Step 1. List the hazards.
- List the emergencies relevant to the location, using local information.
- Include heat, flood, storm, power loss, water loss, and disease outbreak.
Key point: Use local information, not a generic list.
Step 2. Assess the effect.
- For each hazard, assess the effect on power, water, medical gases, ventilation, staffing, access and patients.
- Rate the likelihood and impact (EC scale).
Key point: Think about the chain of effects, such as heat, then power, then cooling of medicines.
Step 3. Plan the response.
- For each high-rated hazard, write the response in FAC-PLN-002: early warning, action, owner and patient protection.
Key point: Each response needs an owner and a trigger.
Step 4. Review.
- Review the assessment each year, and after any emergency or change in local risk.
Key point: Risk changes; the assessment must follow.
10. Decision points
- If a high-rated hazard has no response, the facilities manager escalates to the chief executive within 14 days.
11. Special situations
| Situation | Action |
|---|---|
| Declared national emergency | Activate FAC-PLN-002 and the national plan at once. |
12. Escalation
- Emergencies affecting patients are reported to the chief executive at once.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Assessment done yearly | Yes | Yearly | Facilities manager | Escalate to chief executive |
| High-rated hazards with a response | 100% | Yearly | Facilities manager | Escalate |
| Review after each emergency | Yes | Each event | Chief executive | Review |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| Climate and health emergency risk assessment | Governance file | the period set by the facility’s records policy years |
15. Training
- Managers are briefed on the assessment at appointment and yearly (EC).
16. Related documents
| ID | Title | Use |
|---|---|---|
| FAC-PLN-002 | Climate and Health Emergency Continuity Plan | Plan based on this assessment |
| SOP-N17 | Emergency Preparedness and Response Plan (generic) | Emergency planning |
| SOP-N16 | Risk Management and Business Continuity Policy (generic) | Risk policy |
| FAC-PLN-001 | Critical Services Testing and Back-up Plan | Back-up services |
17. Evidence
| Reference | Note |
|---|---|
| E-009 | ASF Expert Committee consensus. Hazard list, thresholds and local information sources to be agreed with the committee. |
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)