Appendix 30 - ICID

FACILITIES DIRECTORATE - HOTEL SERVICES
CONTINGENCY PLAN
This is a ‘live’ document and will be regularly updated. Holders of this document should
ensure they have an up to date copy.
This document will be reviewed on an annual basis, as a minimum and in circumstances that may
require a review, e.g. following an incident or exercise, new methods or procedures or a change
in critical activities.
Version
Number
Date Author Description of change
2 17-08-09 IR Updates
INTRODUCTION
This plan provides a framework for influenza (flu) pandemic preparedness and response within
Hotel Services at Salisbury District Hospital. It is a general guidance, working on the assumption
of school closures, staff sickness or the need for staff to care for sick dependants.
The aims of the plan are to:
1. Maintain essential services.
2. Support the emergency team by providing support services as required.
3. Minimise economic loss.
Also, to be considered and to be included, within this:
a. The establishment of minimum staff numbers.
b. Indentifying a ‘front line’ group of essential staff .
c. Considering the need to transfer or redeploy staff, to do jobs they may not be trained to do
or are familiar with, or the use of other staff from other Departments

CATERING DEPARTMENT – CONTINGENCY PLAN
(Plan prepared by Paul Straughair, Catering Manager. Ext. 2061)
STAFFING
Table illustrating staff required on a normal daily basis and minimum staff required.
Area Staff Minimum staff Service Reduction
Kitchen 5 chefs, 13 Catering Assistants, 2
Duty Supervisors = 20 wte
0 Chefs, 2 Supervisors, 8 Catering
Assistants
= 10 wte
Use of Disposables.
Ready prepared food.
Springs
6 Retail Assistants, 1 Duty
Supervisor = 7
5 Retail Assistants, 0 Duty
Supervisor = 5
*Open for Rockbourne Unit staff only.
Rivers 2 Retail Assistants 0 Staff Closed.
Hedgerows 2 Retail Assistants 0 Staff Closed.
Level 5 2 Retail Assistants 0 Staff Closed.
Admin 4 Administrators 1 administrators No menus.
Reduced invoicing and billing
Stores 2.5 Staff 1 Staff Reduced received deliveries, Reduced
Ward deliveries.
Management
Catering Manager, Retail Function
Co-ordinator, Food Production
Manager.
0 Manager Business continuity plan in place, could
cope without Senior Management.
*Wte – Whole time equivalents
*Rockbourne Unit – Isolation Unit

CATERING BUSINESS IMPACT STRATEGY
In the event of a flu pandemic, a loss of 50% of staff has been anticipated.
To cope with this, the table below illustrates the working strategy.
Actions
Closure of Hedgerows, Rivers, Level 5. Functions
and Hospitality would be cancelled.
Springs remains open from 7am to 7.30pm.
Hot food will be available for 24 hours.
Kitchens chefs – no cooking
Kitchen – use disposables for Patient feeding.
Trolley delivery service -
Reason
To prevent the spread of flu and to support the Catering
Department in other areas.
To provide hot food to staff from Rockbourne Unit in
Springs Restaurant between opening times.
For 24 hours: –
Option 1- Rivers has microwave and vending service for
24 hrs.
Option 2 - Frozen meals provided on Ward – Freezer with
ready meals can be provided.
Assuming loss of chefs, ready prepared food purchased
and ready in stock see pg…. Catering Assistants trained
on combis, able to reheat tinned food. See page … for
seven day menu.
Disposables used for Breakfast, Lunch and Supper. No
use for dishwashing. Disposables in cages in Catering
corridor.
When delivering to Rockbourne, trolley to be left outside
Ward. Ward is to be notified when trolleys arrive.
Kitchens – Acting Supervisors
Administrators – no menus, Hospitality. Reduce
invoicing, billing, etc.
Stores – support kitchen
Training given for Acting Supervisors - see contacts page.
Reduction of need of admin staff who can be used to
support other areas in Catering. Could be used to support
other Departments if situation required, i.e. switchboard
(training required) or can work as Receptionist.
Minimal goods received, can help in other areas.
Table illustrating possible solution if, above or below 50% staffing levels, assuming
one Department is more affected than another.
Above 50%
Contact Portering on 2132 for possible help
with delivery of food trolleys.
Switchboard have telephone numbers of
Catering staff – they will call if required.
Below 50% Catering, in emergency, help may be requested.
Possible help can be offered to help clear rubbish around
Trust, etc.
Catering Admin staff can be used for Reception work. Training
needed for Switchboard.

CONTACTS
The Catering Management team listed below, may be contacted, via Switchboard.
Name Job Title Contact Number
Ian Robinson General Manager - Hotel Services X 2870
Paul Straughair Catering Manager x2061
Home: 01980 677250
Mobile: 07739407766
James Butterfield Food Production Manager X 2060
Mobile: 07917468086
Robbie Burns
Alex Woods
Wendy Foster
Salim Keah
Timothy McIntosh
Len Cook
Hashmi Kisher
Paula Hodgson
Tina Gray
Ray Estcourt
Ranilo Maramo
Marvin Llarinas
Kevin Estcourt
Malcolm Waters
Serring Jammeh
Nofel Hannah
June Inkpen
Shibu Joseph
Biju Philip
Mark James
Satish Rajlawat
Lyn Shaddock
Bartosz Sczcpanick
Solomon Jammeh
Nathan Horton
Anthony Copper
Stores Supervisor
Duty Supervisor
Duty Supervisor
Duty Supervisor
Duty Supervisor
Duty Supervisor
Duty Supervisor
Acting Duty Supervisor
Acting Duty Supervisor
Acting Duty Supervisor
Acting Duty Supervisor
Acting Duty Supervisor
Acting Duty Supervisor
Assistant Head Chef
Chef
Chef
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Catering Assistant
Contact details required
01722 502612
07789956168
01722 500270
07599716413
01722 336047
01980 591401
01722 417172
07745572730
07749900969
01722 743936
01725 510548
07766494118
01722 743936
01722 501883
07984943369
01722 501629
01722 503202
07828751281
07723999972
01722421776
01722 335141
01722 337362
Ext 2905 – 07871250400
01722 335237
01722 504513 -07815553798
AGENCY: WEST STAFF - DANIEL HARDING CONTACT NUMBER – 01722 333350
Please note – These numbers are to be kept confidential
CATERING CONTINGENCY STOCK
In the event of a flu pandemic, Catering would need to maintain the essential service of feeding
Patients and 24 hours food for staff working on chosen pandemic flu unit. 10 Days contingency
stock has been brought in and stored for this purpose.

Disposables.
Product Supplier Contact Comments
Ambient ready meal food.
Coffee man: Graham or Chaz
Tel: 01202 684111
Or Mobile: 07818434472
3663, Westler products
Richard Freeman – mobile:
07712012776
Seven days worth of Poly cups, Seven
days dinner plates, side plates, cutlery,
bowls for Breakfast, Lunch and Supper.
Catering corridor clearly marked;
‘contingency stock’.
Seven days stock in cages, clearly
marked contingency stock.
Vending stock; DBC, 3663
on standby, if required. DBC, 3663 Offering 24 hour vending.
CATERING ACTION CARD DUTY SUPERVISORS
Summary of Role:
Ensure continuity of service for Patient feeding and support to staff working on Rockbourne Unit
by providing beverages, hot meals and snacks.
Actions:
If any deliveries, bring in and store.
Have staff contact numbers on standby. Switchboard have contact numbers on data base and will
call contacts if required.
Bring in disposables for Breakfast
Set up Patient’s Breakfast trolleys – cereals, stewed fruit, juices and send to Wards as normal.
Do not enter Rockbourne, leave trolley outside and notify Ward of delivery.
Trolleys return, SANITISE and clean trolleys.
At 10.30am, open selected tins as stated on the menu below and reheat in combi to 82ºC, record
food temperatures on relevant HACCP documents. Dish up and send trolleys out, following trolley
timetable – repeat for Supper.
For closure, follow closing security checklist.
SPRINGS RESTAURANT – open between 7.30am and 7.30pm
Open Springs Restaurant at 7.30am.
Ensure selection of cereals, toast, juice – switch on coffee machines.
Prepare stocks for vending machines.
Notify Facilities of situation on Extension 2594 and 2593.
Ensure appropriate signage is placed on entrances to Rivers, Hedgerows, Level 5, explaining
closure, due to staff shortages.
Prepare four tea trolleys in case required.
Lunch and Supper menu the same as Patients.
Ensure Springs Restaurant is staffed from 7.30am to 7.30pm.
MENU
LUNCH
DAY1 DAY 2 DAY 3 DAY 4 DAY 5 DAY 6 DAY 7
SUPPER
DAY1 DAY 2 DAY 3 DAY 4 DAY 5 DAY 6 DAY 7

PORTERING DEPARTMENT - CONTINGENCY PLAN
(Plan prepared by Ray Schwender, Portering Co-ordinator, Ext 2131)
FORECASTED PROBLEMS
Staffing plans if 50% of Portering
staff are ill or required for child
care.
Closure of Schools.
Operations that could be
suspended.
Financial cost.
Agreements.
Actions.
ACTIONS
Ask regular staff to do more hours.
Call in Bank staff that may be available.
Admin Bank staff could be used.
Agency could be used if available.
On the day training for ad hoc staff.
Any staff on Annual Leave will be requested back into the
Department and any other Annual Leave planned, will be
cancelled until the outbreak is over and will be honoured at
another time.
Staff contact list is available in the Lodge.
Ask part-time staff to do more.
Ask that staff with children consider alternative solutions to
their childcare, to still be available for work
(Partner/Relative/Friend).
Recycling could be suspended until staff are available.
General waste could be suspended until staff are available.
Medical records notes could be suspended until staff are
available - TBC
Overtime payments may be appropriate to staff who work
over and above what their contracted hours.
Out of hours payments may be required, depending on when
the service demands are.
Time off, in lieu, could be offered.
Medical records have agreed we need to deliver to the
Clinics.
Accommodation have agreed to help with Portering.
Kitchens and Portering have agreed to help each other,
where appropriate.
Pathology and Portering have agreed that only urgent
specimens be picked up immediately. Others to be picked up
as staff are available and the whooshey to be used at all
times
Tele-tracking to be switched off to utilise staff. - TBC
General Porters to stand in for Team Leaders, when
necessary.
Post Room would be one delivery and one collection, with the
possibility of collection points around the Hospital.
Pharmacy, SDU, Laundry urgent requests will be actioned
and all others, when staff are available.

HOUSEKEEPING DEPARTMENT - CONTINGENCY PLAN
(Plan prepared by Sue Stickland, Housekeeping Manager Ext. 2472)
ACTIONS
Discontinue cleaning in non-clinical areas and re-allocate these staff to Very High Risk
Wards, High Risk Wards and Isolation Wards. If further staff are needed, Housekeeping
will reduce the cleaning in Out-patient areas and will deploy supervisory staff for cleaning
duties.
All areas will be contacted, if this becomes necessary.
Additional hours will be offered to staff and Bank staff asked to work on a regular basis.
Quality auditing will be placed on hold until the outbreak is declared over. Supervisors
time will be utilised for essential duties, i.e. training, support, etc.
Agency staff would be used as required.
Staff will be asked to cancel Annual Leave until outbreak is reduced or declared over and
Annual Leave will be carried over to the next year.
CONTINGENCY STOCK
The following stock has been purchased in case of Suppliers non delivery of goods to
Housekeeping:-
40 Cases of Toilet Tissue
60 Cases of Hand Towels
72 Disposable Cloths
200 Large Yellow Bags
100 Small Yellow Bags
100 Large Black Bags
100 Small Black Bags
4 Cases of Red Cloths
4 Cases of Green Cloths
4 Cases of Blue Cloths
30 Containers of Floor Cleaner
60 Cases of Hand Soap
15 Cases of Toilet Cleaner
6 Cases of General Purpose Cleaner
4 Cases of Cream Cleaner
12 Containers of Disinfectant Tablets
These items are currently stored in Durnford office block and keys are available from the Space
Allocation Department.

STAFFING
The following list are staff who can be contacted, if necessary:-
Sue Stickland - Housekeeping Manager
Maggie Luce - Cleaning Supervisor
Pat Oxendale - Cleaning Supervisor
Paula Davies - Cleaning Supervisor
Diane Brocksom - Cleaning Supervisor
Shirley Down - Cleaning Supervisor
Jacqui Daniels - Cleaning Supervisor
Grace Witcomb - Team Leader/ Senior Cleaner
Cleaners who have agreed to be reserve Supervisors:
Julie South
Lorna Newton
Contact details required

TELECOMS /MAIN RECEPTION – CONTINUITY PLAN IN THE EVENT OF FLU PANDEMIC
(Plan prepared by June Sobucinska, Telecoms Manager Ext. 2576)
The plan to be deployed in part, or as whole, depending on the severity of sickness absence in this Department and
those Departments affected by the plan, such as Accommodation/Car Parking, etc.
PLAN ACTIONS STATUS
Part-time staff to work
additional hours around their
normal hours.
Ex team members still
employed by Trust to work as
Bank Staff or during their
normal hours with their
Managers permission.
Identify suitable Facilities staff
to receive basic training to
cover with an experienced
operator. Offer reciprocal
arrangement.
Cancel any training arranged
during the emergency.
Suspend annual leave where
practical
Emergency Rota.
For implementation if sickness
reaches 50% or above.
Dependent on staff cooperation
and flexibility.
Discuss with staff and get their
agreement.
1.Contact staff to discuss
and gain agreement.
Michele Stuart-
Endoscopy – Ex 4385
Carole Thorrington –
Burns Unit. – Ex 3507
Angie Stubbs – Central
Booking – Ex 4762.
2. Discuss with Managers.
3. Arrange refresher
training for CT and AS.
Discuss with Accommodation.
Arrange training
Give minimum one weeks
notice to trainers.
Trust Guidance needed.
Prepare emergency rota
showing hours and minimum
staff needed to provide
adequate cover
Circulate to staff for
information.
Agreed
Carole Woods, Tina Dollard, Jenny Caceres
and Sandra Eccleston.
1. MS contacted and agreed
AS contacted and agreed.
CT contacted and agreed
2. Managers e-mailed 17/6/09
Janet Griffin (MS)
Davina Stephens (AS) - agreed.
Heidi Lewis (CT) – agreed.
3. CT arranged for 13/8/9
Meeting arranged with Michelle Sadler for
3/6/09 to discuss reciprocal arrangement.
5 volunteers identified from Telecoms and 5
from Accomm/Staff Club. Training to
commence 23/6/09. Ongoing.
Ready
IR to advise
Completed.
Circulated to staff 22/5/09.
Full plan circulated to staff 1/7/9.

PLAN ACTIONS STATUS
Switch off Auto Attendant to
reduce the number of incoming
calls to switchboard
Close off the open section of
Main Reception to limit contact
with patients, visitors and staff.
Cover Reception from the
Cashiers window only.
Temporarily discontinue:
1. Car Park Barrier out of
hours.
2. Accommodation keys out of
hours
3. Telephone Help Desk
enquiries(other than fault
reporting).
4. Directory Enquires.
5. Patient location for internal
inquiries.
6. Taking in lost property at
Main Reception from other
staff groups.
7. Pre-arranged collections
and deliveries.
8. Sending of private faxes.
Increase future orders for
phones and batteries by 10 %
to ensure sufficient stocks
held.
Broadcasts to advise staff of
reduced switchboard services.
Press notices asking the public
not to call unnecessarily.
None needed
None needed
1.Discuss leaving barrier
raised with Paul Freeman
2. Discuss with Accomm.
3. None needed
4. None needed.
5. None needed
6. None needed.
7. None needed.
8. None needed.
Discuss with Telephone Help
Desk.
JS/IR/RP
Ready.
Essential areas have DDi’s . These can be
used for urgent calls and are published on
correspondence sent out from Departments.
Ready
1. Discussed and agreed with Paul Freeman
4/6/09
2. Discussed with Michelle Sadler. Agreed
keys to be collected from Accom between
9am - 4.30pm. Emergency Room keys to be
handled by the Dept most able at the time
4. Calls to be rerouted to BT.
5. All departments who need this information
have had training and have access to
computers.
6. Staff to be directed to Lost Property office.
7. Departments to be asked to make
alternative arrangements.
Agreed.
T/B/A
Trust responsibility.

COST IMPLICATIONS
Training /re-training of ex and
additional staff .
Additional equipment (headsets)
purchased.
Cost of overtime, Bank and
additional out of hours.
Cost of outsourcing calls to BT Directory
Enquires.
CONTINGENCY PLAN - CONTACT DETAILS
Telecomm Staff Contact Numbers:
Strictly Confidential
General Manager, Hotel Services Ian Robinson – Home 01980 622461
Mobile 07880 716235
Telecom / Main Reception Manager
June Sobucinska – Home 01725 513914 xd
J. Caceres 01722 333448
M. Clough 01980 633051
G. Cooper 01980 611489
D.Durrant 01747 824023
T Dollard
N/A
L.du Feu 01722 743874
S Eccleston 01722 330582
S. Forder 01980 625332
S. Michell 01722 325736
U. Mitchener 01725 513946
R. Pearce 07919 435832 or 07760 247821
C. Woods 07746 428 706 or 07757 893845
M Stuart
T/B/A
A Stubbs
T/B/A
C Thorrington
T/B/A
.

ACCOMMODATION DEPARTMENT – CONTINGENCY PLAN
(Plan prepared by Michelle Sadler, Accommodation/Staff Club Manager Ext. 2926)
FORECASTED
PROBLEM
Staffing Plans if 50% are
ill/additional support.
Closure of Schools and
Nursery
Stock Held
Additional Expenditure
SOLUTION
Stop cleaning all areas and concentrate on priority areas –please
refer to Major Incident Accommodation file and process maps –
Staff contact details can be found within this folder.
Ask part time staff to do more.
Call in Bank staff that may be available.
Agency Cleaners could be used if available.
Training has been undertaken by Staff in Switchboard and Staff
within the Staff Club admin team to assist accommodation admin
team and when required.ver Accommodation/Staff Club and
Switchboard.
Any staff on Annual Leave will be requested back into the
Department and any other Annual Leave planned, will be
cancelled until the outbreak is over and will be honoured at
another time.
Staff contact list is available in Accommodation file.
Ask part time staff to do more.
Ask that staff with children consider alternative solutions to their
childcare to still be available for work (Partner/Relative/Friend).
Four weeks is always stored within the Department.
Additional essential stock in the event of a major incident is
available for an additional two weeks and is separate from our
every day stores.
Two Flu flats/houses are available for staff who wish to stay on
site (eight rooms).
Agency staff cost £10.16 per hour (additional £3.40 per hour)
Overtime payments may be appropriate to staff who work over and
above what their contracted hours state.
Out of hours payments may be required, depending on when the
service demands are.
Additional PPE is being ordered to store within the Department.

STAFF CLUB – CONTINGENCY PLAN
(Plan Prepared by Michelle Sadler, Accommodation/Staff Club Manager Ext. 2926)
FORECASTED
PROBLEM
Staffing Plans if 50%
are ill/additional support
Closure of Schools and
Nursery.
Stock Held.
Additional Expenditure.
SOLUTION
Reduce to a one shift rota or close.
Concentrate on priority areas. Pool/Gym Admin services.
(Cancel Classes).
Cross cover in the Department.
Ask part time staff to do more.
Call in Bank staff that may be available.
Volunteers are available to help in other areas, e.g.
Portering/Accommodation/Switchboard/Catering/Nursery.
Switchboard training has commenced and the other areas
will have on the job training when they require help.
Any staff on Annual Leave will be requested back into the
Department and any other Annual Leave planned, will be
cancelled until the outbreak is over and will be honoured at
another time.
Staff contact details are available in Admin folder.
Ask part-time staff to do more.
Ask staff that have children to consider alternative
childcare solutions to ensure they are still available for
work (Partner/Relative/Friend).
Staff Club hold a four weeks supply of chemicals for the
pool.
Vending supplies last approximately two weeks.
Overtime payments may be appropriate to staff who work
over and above what their contracted hours state.
Out of hours payments may be required, depending on
when the service demands are.
Loss of income as a reduced number of staff will be using
the facility, e.g. if running a one shift rota/close and loss of
fitness classes.
Additional PPE is being ordered to hold within the
Department.

HEALTH CENTRES - CONTINGENCY PLAN
(Plan prepared by Amanda Urch, Hotel Services Manager, Ext. 86201)
HEALTH CENTRES
STAFFING
Each Health Centre has regular permanent staff, together with Bank Receptionists, Caretakers
and Cleaners and we also use Sarum Agency for cover. Should there be high levels of
sickness, other personnel can be called upon. Below is a list of permanent and Bank staff:-
Reception Staff: Christine Newstead - Permanent Part-time Receptionist
Janice Squires - Permanent Part-time Receptionist
Lynn Hatton - Permanent Part-time Receptionist
Janet Bugden - Permanent Part-time Receptionist
Michael Breach - Bank Receptionist
Kay Chesterson - Bank Receptionist
Caretaking/Cleaning Staff: Graham Love - Permanent Caretaker/Cleaner
Barbara Crouch - Permanent Caretaker/Cleaner
Marilyn Sainsbury - Permanent Caretaker/Cleaner
Davina Cooper - Permanent Caretaker/Cleaner
Chris Follett - Permanent and Bank Caretaker/Cleaner
Dibakar Paudyal - Bank Caretaker/Cleaner
Richard Pearce - Bank Caretaker/Cleaner
Staff contact details required
SERVICES
Wiltshire Primary Care Trust and Salisbury Hospital will be contacted to confirm what services
will be run in each Health Centre. If Clinical staff are in short supply, then appointments may
need to be cancelled. Below are a list of services undertaken at the Health Centres:-
Central Health Clinic:
Contraception and Sexual Health
Continence
Audiology
Physiotherapy
Dietetics
Podiatry
Dental
Neighbourhood Nursing Team
Amesbury Health Centre:
Contraception and Sexual Health
Physiotherapy
Dietetics
Mental Health
Podiatry
Dental
Speech Therapy
Neighbourhood Nursing Team
Mere Surgery: Wilton Health Centre: Tisbury:
Health Visitors Doctors Surgery Podiatry
ADAS
Neighbourhood Nursing Team
Physiotherapy
Podiatry
Speech Therapy
Psychotherapy
SUPPLIES OF STOCK
Each site has already got an emergency stock of cleaning materials. We ensure we have
enough of the essentials to last two weeks.