Heat Wave Emergency Protocols - Simple Planning for Extreme Weather Days

How to keep cool when its not cool!

When the weather forecast starts showing those ominous red symbols and the news is full of heat warnings, many care managers feel a familiar knot in their stomach. How hot is too hot? What should we be doing differently? And how do you prepare for something that might happen twice a summer— or not at all?

The truth is, most care homes already do the important things well. But having a clear, simple plan for extreme heat days can make the difference between feeling in control and feeling overwhelmed when the mercury soars.

Know Your Risk Factors Before You Need Them

Heat affects people differently, and in care settings, some residents will be much more vulnerable than others. Before the hot weather arrives, identify who's most at risk: people taking certain medications, those with heart conditions, residents who don't communicate their discomfort clearly, or anyone who tends to wear multiple layers regardless of temperature.

This isn't about creating a complicated scoring system—just flagging up the people who'll need extra attention when it gets hot. One nurse manager told us: "We keep a simple list on the office wall during summer. Nothing detailed, just names of people we need to check on more frequently during hot spells."

Of course, if you're using a digital care management system, you can take this a step further—adding specific heat-related care notes to individual profiles, setting up automatic reminders for extra hydration checks, or creating alerts for staff to monitor particular residents more closely when temperatures spike. The key is having the information easily accessible when your team needs it most.

Create Simple Temperature Guidelines

Rather than trying to remember complex guidance, establish clear temperature thresholds that trigger different actions. For example:

• When indoor temperature reaches 26°C: Increase fluid rounds and check on high-risk residents hourly.

• When it hits 28°C: Consider moving activities to cooler areas and ensure fans are running in all communal spaces.

• At 30°C or above: Implement your heat wave protocol—more on that below.

These aren't official guidelines—they're your internal triggers for stepping up care. Adjust them based on your building, your residents, and what works for your team.

Develop a Simple Heat Wave Planning Protocol

Your heat wave planning protocol doesn't need to be a 20-page document. A single sheet with clear actions is much more useful when everyone's feeling the heat. Include things like:

• Immediate actions: Close curtains/blinds on sunny sides, ensure all fans are working, increase fluid rounds to every hour, check indoor temperature in key areas.

• Ongoing monitoring: Check on high-risk residents every 30 minutes, offer cooling options (damp cloths, ice lollies), monitor for signs of overheating in staff and residents.

• Environmental controls: Keep doors between cooler and warmer areas closed, use portable air conditioning units if available, consider moving residents to cooler parts of the building.

Stock Up on Simple Cooling Aids

You don't need expensive equipment to help people stay cool. Simple things like small battery-operated fans, cooling towels that you can dampen with cold water, and plenty of ice lollies can make a real difference.

One care home we spoke to keeps a "heat wave box" in their storage room year-round, stocked with extra fans, cooling towels, and electrolyte drinks. "It takes up a tiny bit of space," the manager explained, "but when we need it, we really need it."

Plan for Power Issues

Extreme heat can mean increased demand on the electrical grid and potential power cuts. Have a plan for keeping residents cool if the air conditioning fails: battery-operated fans, plenty of cold drinks prepared in advance, and arrangements with utility companies for priority restoration if you provide

essential services.

Consider which rooms stay coolest naturally—often ground floor areas away from direct sunlight—and think about how you might temporarily relocate residents if needed.

Communicate Clearly with Families

When temperatures soar, families worry. A simple message explaining what you're doing to keep residents comfortable can prevent anxious phone calls and help families feel confident in your care. Something like:

"Due to the hot weather, we're implementing our heat wave protocols, including increased fluid monitoring and additional cooling measures. All residents are being checked regularly and we're monitoring the situation closely."

If you have a family portal or digital communication system, this is where it really comes into its own—you can send updates quickly to all families at once, share photos of cooling activities, or even post temperature readings from around the building to show you're monitoring conditions. It's much more reassuring than a generic message, and saves your team from fielding dozens of individual calls.

Know When to Escalate

Most importantly, know when a situation is beyond your normal capabilities. If you have residents showing signs of heat exhaustion, if your building systems are failing, or if you're struggling to maintain safe temperatures, don't hesitate to seek help—whether that's calling a GP, contacting your local authority, or arranging temporary alternative accommodation.

Heat waves are temporary, but the effects of not responding appropriately can last much longer. A simple, clear plan that everyone understands is your best defence against the kind of extreme weather that's becoming increasingly common.