Business Continuity and Disaster Recovery Policy

Business Continuity & Disaster Recovery Policy

HAUS OF ÄSTHETIK

Responsive (Meeting Patient Needs & Adapting Services)


1. Purpose

HAUS OF ÄSTHETIK is committed to ensuring business continuity and patient safety in the event of unexpected disruptions, such as IT failures, power outages, supply chain issues, or major incidents. This policy provides a structured response plan to mitigate risks and ensure minimal disruption to services while maintaining compliance with CQC, Save Face, and UK healthcare regulations.

This policy aligns with:

  • Care Quality Commission (CQC) – Regulation 15: Premises & Equipment
  • Save Face Guidelines on Clinical Risk Management
  • National Institute for Health and Care Excellence (NICE) Emergency Preparedness Guidelines
  • Health and Social Care Act 2008 (Regulated Activities) Regulations 2014
  • UK Resuscitation Council – Emergency Planning Standards


2. Scope

This policy applies to:

  • All clinical and administrative Staff.
  • All patients receiving treatments.
  • All critical business functions at HAUS OF ÄSTHETIK.


3. Business Continuity Risks & Response Plan

3.1 IT Failure & Data Security

Risk:

  • Loss of access to electronic patient records, consent forms, and booking systems.

Mitigation & Recovery Plan:

  • All patient records and appointment data are stored off-site on the Insync consent database and Shopify booking system to prevent data loss.
  • In the event of an internet outage, Staff will switch to mobile data or utilise a partner business’s internet connection.
  • Patients will be manually checked in, and treatment notes will be recorded on paper and uploaded when service is restored.
  • Cybersecurity protection and daily data backups will be in place to prevent hacking or data breaches.

3.2 Power Outage

Risk:

  • Inability to use electronic devices for patient records, card payments, or lighting (in evening treatments).

Mitigation & Recovery Plan:

  • During daylight hours, treatments can continue due to the light and airy procedure room.
  • If power is lost in the evening, the clinic will suspend treatments until power is restored.
  • Battery-powered lighting is fitted throughout the clinic and will illuminate power failure or in emergencies.
  • Manual payment processing will be available via mobile card readers connected to a backup power source.

3.3 Loss of Water Supply

Risk:

  • Inability to maintain hygiene and handwashing compliance.

Mitigation & Recovery Plan:

  • Bottled water will be sourced from the local Co-op for handwashing and essential hygiene.
  • Alcohol-based hand sanitiser will be used as a temporary alternative if running water is unavailable.
  • If the disruption is prolonged, the clinic will close until the water supply is restored.

3.4 Medical & Aesthetic Supply Chain Disruptions

Risk:

  • Shortages of dermal fillers, botulinum toxin, and other essential medical supplies.

Mitigation & Recovery Plan:

  • HAUS OF ÄSTHETIK will maintain a two-month stock buffer for all essential products.
  • Alternative UK-approved suppliers will be identified in case of delivery delays.
  • Patients will be informed of any product shortages, and alternative treatment options will be provided.

3.5 Staff Shortages (Planned & Unplanned Absences)

Risk:

  • Sudden staff illness, pandemic restrictions, or emergency leave affecting service availability.

Mitigation & Recovery Plan:

  • Cross-training of Staff ensures continuity of care in case of absenteeism.
  • Locum injectors or partner clinics will be available for emergency cover.
  • During pandemics, teleconsultations will be used where possible, and services will be triaged based on urgency.

3.6 Fire, Flood, or Structural Damage to Premises

Risk:

  • Fire or water damage makes the clinic temporarily unsafe for operations.

Mitigation & Recovery Plan:

  • Fire alarms, extinguishers, and evacuation plans are in place to prevent injuries and protect patients.
  • An alternative temporary location will be arranged, or patient appointments will be rescheduled.
  • Patients will be informed via email, text, or phone of any disruption.

3.7 Public Health Emergencies & Pandemics

Risk:

  • Outbreaks affecting patient and staff safety (e.g., COVID-19).

Mitigation & Recovery Plan:

  • Strict infection control policies, including enhanced PPE use, sanitation, and social distancing measures, will be enforced.
  • Online consultations will be prioritised where possible.
  • Staff must follow NHS and Public Health England (PHE) guidance on working in pandemic conditions.


4. Emergency Contact & Incident Reporting

All incidents must be:

  • Recorded in the incident log (following the clinic’s Incident Reporting Policy).
  • Escalated to the Managing Director if services are impacted.
  • If required, report to external authorities (e.g., Save Face, CQC).


5. Recovery & Service Resumption Plan

5.1 Post-Incident Review

After a major disruption, HAUS OF ÄSTHETIK will:

  •  Conduct a full review of the incident and assess lessons learned.
  • Update procedures to prevent recurrence.
  • Report findings to Save Face and CQC if necessary.

5.2 Service Restoration

The priority is to resume normal operations as soon as they are safe and practical.

  • IT systems will be restored first to allow access to patient records.
  • Power and water must be functional before reopening.
  • Patients affected by cancellations will be prioritised for rescheduling.


6. Staff Training & Compliance Monitoring

  • All Staff will be trained annually on business continuity procedures.
  • The policy will be reviewed annually and updated based on risk assessments.
  • Emergency drills will be conducted twice a year to test readiness.


7. Conclusion

HAUS OF ÄSTHETIK is committed to proactive risk management and emergency preparedness, ensuring that patients receive safe, high-quality care even in unexpected circumstances.

This policy aligns with CQC, Save Face, NICE, and UK healthcare regulations to provide a structured, well-planned response to service disruptions.

All Staff must familiarise themselves with this policy and act accordingly in the event of an emergency.