The Elm Collection Limited T/A Elm Homecare

Policies & Procedures

Elm Homecare maintains a comprehensive governance framework to support safe, person-centred, accountable and consistently delivered Home Support Services.

About this page: This page provides an index and overview of key controlled documents used within Elm Homecare. The current authorised version of each document is maintained through our internal document-control system.
2026 Controlled Documents HSE Home Support Requirements Safeguarding Clinical Governance Quality Improvement

Our Governance Framework

Policies define the standards expected across Elm Homecare. Procedures, forms and operational guidance describe how those standards are implemented in day-to-day service delivery.

Our framework is informed by applicable Irish legislation, current HSE Home Support requirements, safeguarding requirements, professional standards and relevant national health and social-care guidance.

Current Document Index

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REF Document Type Status
— Employee Handbook – The Elm Collection T/A Elm Homecare Staff Handbook Current 2026
EHC001Care Agreement and ReviewsPolicyCurrent 2026
EHC002Obtaining ConsentPolicyCurrent 2026
EHC003Complaints PolicyPolicy & ProcedureCurrent 2026
EHC004Service User GuideGuideCurrent 2026
EHC005Easy Read Service User GuideAccessible GuideCurrent 2026
EHC006Quality and AssurancePolicyCurrent 2026
EHC007Medication PromptingPolicyCurrent 2026
EHC008Out of Hours and Emergency CoverPolicyCurrent 2026
EHC009Codes of ConductPolicyCurrent 2026
EHC010Recruitment and Vetting of StaffPolicyCurrent 2026
EHC011Uniforms and Dress CodePolicyCurrent 2026
EHC012Staff Supervision and FeedbackPolicyCurrent 2026
EHC013Alcohol and Drug Use at WorkPolicyCurrent 2026
EHC014GDPR Policy & ProcedurePolicy & ProcedureCurrent 2026
EHC015Fire Safety in Domiciliary CarePolicyCurrent 2026
EHC016Health and Safety Risk ManagementPolicyCurrent 2026
EHC017Infection Prevention and ControlPolicyCurrent 2026
EHC018People and Manual Handling, Adaptations and EquipmentPolicyCurrent 2026
EHC019Falls PreventionPolicyCurrent 2026
EHC020Food HygienePolicyCurrent 2026
EHC021Slips, Trips and FallsPolicyCurrent 2026
EHC022Entry to the Service User’s HomePolicyCurrent 2026
EHC023Safeguarding and Protection of the Service UserPolicyCurrent 2026
EHC024Child SafeguardingPolicyCurrent 2026
EHC025Contract of EmploymentEmployment DocumentCurrent 2026
EHC026Staff Training and DevelopmentPolicyCurrent 2026
EHC027Lone WorkingPolicyCurrent 2026
EHC028Smoking and Vaping at WorkPolicyCurrent 2026
EHC029Handling Gifts and MoneyPolicyCurrent 2026
EHC031Social MediaPolicyCurrent 2026
EHC032BullyingPolicyCurrent 2026
EHC033Violence and Aggression Towards StaffPolicyCurrent 2026
EHC034AdvocacyPolicyCurrent 2026
EHC035Skin IntegrityPolicyCurrent 2026
EHC036Incident Reporting – Identification, Reporting, Investigation and CommunicationPolicyCurrent 2026
EHC037Management of Behaviour that is ChallengingPolicyCurrent 2026
EHC038Restrictive Practices in Domiciliary CarePolicyCurrent 2026
EHC039Staff Training PlanTraining PlanCurrent 2026
EHC041Anti-BriberyPolicyCurrent 2026
EHC042CCTV in Service Users’ HomesPolicyCurrent 2026
EHC043Confidentiality of Client InformationPolicyCurrent 2026
EHC044Mileage Claim PolicyPolicyCurrent 2026
EHC045Private Client Contract of Care – Elm HomecareService AgreementCurrent 2026
EHC046Provision of Service User’s Intimate CarePolicyCurrent 2026
EHC047Disciplinary and Dismissal ProcessPolicyCurrent 2026
EHC048Management of Service User AbsconsionPolicyCurrent 2026
EHC049Risk Management ProcedureProcedureCurrent 2026
EHC051Elm Homecare Safety StatementSafety StatementCurrent 2026
EHC053Business Emergency Response PlanEmergency PlanCurrent 2026
EHC054Hazard Identification and Risk Assessment ReportRisk DocumentCurrent 2026
EHC055Incident and Accident Reporting ProcedureProcedureCurrent 2026
EHC056Procedure on Completing Risk AssessmentsProcedureCurrent 2026
EHC057Incident Report FormFormCurrent 2026
EHC058Individual Risk AssessmentFormCurrent 2026
EHC059Risk AssessmentFormCurrent 2026
EHC060Root Cause Analysis ToolGovernance ToolCurrent 2026
EHC061Log SheetRecord TemplateCurrent 2026
EHC062Care Initiation and DevelopmentProcedureCurrent 2026
EHC063Complaints Escalation FrameworkFrameworkCurrent 2026
EHC064Complaint Acknowledgement TemplateTemplateCurrent 2026
EHC065Complaint Closure TemplateTemplateCurrent 2026
EHC066Master Appendices DocumentControlled RegisterCurrent 2026
EHC067Elm Homecare Statement of PurposeStatementCurrent 2026
EHC068Transporting Service Users in Carers’ Personal Vehicles – Grey FleetPolicyCurrent 2026
EHC069Equality and InclusionPolicyCurrent 2026
EHC070Visit Scheduling and Call LogsPolicyCurrent 2026
EHC071End of Life CarePolicyCurrent 2026
EHC072Open DisclosurePolicyCurrent 2026
EHC073Quality Improvement PlanQuality PlanCurrent 2026
EHC074Staff LoanPolicyCurrent 2026
EHC075Medication Administration for Clinical StaffClinical PolicyCurrent 2026
EHC076Clinical Governance FrameworkGovernance FrameworkCurrent 2026
EHC077Assignment of Staff to Immediate Family MembersPolicyCurrent 2026
EHC078Recruitment and Retention PlanWorkforce PlanCurrent 2026
EHC079Grievance PolicyPolicyCurrent 2026

Reference-number gaps are intentional where documents have been retired, replaced, reserved or are controlled separately.

Governance in Practice

Our policies are supported by defined operational controls, monitoring, escalation and review processes.

Safeguarding & Protection

Responding to a safeguarding concern
Immediate safety is prioritised. Concerns are reported, documented and escalated in accordance with the applicable safeguarding procedure and the level of identified risk.
Staff responsibilities
Staff are expected to recognise potential indicators of abuse, neglect or harm, report concerns without delay, preserve factual records and cooperate with safeguarding processes.

Feedback & Complaints

How complaints are managed
Complaints are acknowledged, assessed, investigated where required, responded to and formally closed. Immediate safety concerns are escalated without delay.
Learning from complaints
Complaint themes, outcomes and identified learning are used to inform corrective action and continuous quality improvement.

Recruitment & Workforce Compliance

Pre-employment checks
Recruitment controls include interview, reference verification, identity checks, Garda Vetting, international police clearance where applicable, Medical Certificate of Fitness, qualification verification, right-to-work documentation and contractual records.
Staff readiness
Staff must satisfy applicable recruitment, induction, training, shadowing and competency requirements before independent deployment.

Training, Shadowing & Competency

Training and development
Training requirements are informed by role, service-user need, competency, legislation, HSE requirements, incidents, supervision and identified learning needs.
Shadowing
Newly appointed Home Support Workers complete the applicable supervised shadowing requirement before working independently. Completion is documented within Elm Homecare’s staff systems and associated records.
Competency assessment
Competency assessment is used to verify safe practice, identify development needs and inform individual staff training and development planning.

Clinical Governance

Clinical oversight
Clinical governance supports the safe management of clinical risks, complex or changing needs, clinical incidents, professional practice and service-user-specific competency requirements.
Clinical escalation
Staff work within their role, training and competence. Clinical concerns or requirements outside that scope are escalated through the appropriate clinical pathway and, where relevant, to external healthcare professionals.

Medication

Medication prompting
Home Support Workers provide medication prompting only where this is authorised within the Service User’s care plan and consistent with their role, training and competence.
Medication administration
Medication administration is governed separately for appropriately qualified, trained and authorised clinical staff.

Care Planning & Review

Person-centred care planning
Care plans reflect assessed needs, goals, preferences, risks and agreed supports and are reviewed when needs or circumstances change.
Service User involvement
Service Users and, where appropriate, their representatives are encouraged to participate in assessment, care planning, review and feedback.

Quality Assurance

Monitoring and audit
Elm Homecare uses audit, supervision, care review, Service User feedback, competency monitoring, complaint review and incident analysis to assess service quality.
Continuous improvement
Findings are used to identify corrective actions, responsible persons, target dates and quality-improvement priorities.

Incident & Risk Management

Incident reporting
Incidents and near misses are documented, assessed, investigated where appropriate and escalated according to risk.
Learning cycle
Incident review supports corrective action, risk reduction, shared learning and monitoring of whether improvements are effective.

Out-of-Hours & Service Continuity

Urgent service matters
Elm Homecare maintains an out-of-hours arrangement for urgent matters that may affect Service User safety, wellbeing or continuity of an existing care service.
Emergency contact
Emergency On-Call: 087 149 8130 . For a medical emergency or immediate danger, call 999 or 112.

Privacy & Confidentiality

Personal information
Personal and care information is handled in accordance with applicable data-protection requirements, confidentiality obligations and organisational policies.
Records
Access to records is controlled according to role, legitimate purpose, confidentiality and applicable legal requirements.

Document Control

Elm Homecare operates a controlled document-management process. Policies and procedures are reviewed at planned intervals and may be reviewed sooner following:

  • changes to legislation or HSE requirements;
  • new or revised professional guidance;
  • significant incidents or safeguarding matters;
  • complaints and Service User feedback;
  • audit or quality-assurance findings;
  • changes to service delivery or organisational arrangements; or
  • identified learning or risk.

Where a document is amended, the current controlled version supersedes previous versions.

Accessing Our Policies

Relevant policies and governance information are made available to Service Users, representatives, employees, commissioners and other appropriate stakeholders where required.

Request a Document

If you require information about one of our policies or procedures, please contact Elm Homecare. Access to some internal documents may be subject to confidentiality, data-protection, employment, safeguarding or commercial considerations.

Email: management@elmcollection.ie
Telephone: (045) 493 477
Address: Unit 1, Esmonde Court, Prosperous, Co. Kildare, W91 AVN9

Page last reviewed: 26 August 2026
© 2026 The Elm Collection Limited T/A Elm Homecare. All Rights Reserved.