Procedures play a central part in health and social care. They tell staff exactly what to do and in what order, helping provide safe, consistent support. Procedures guide everyone through even the most sensitive or high-risk tasks. You will find procedures in every setting, from hospitals and GP practices to care homes and supported living environments. Let’s explore what procedures really mean, why they exist, how they are different from policies, and how staff use them every day.
What is a Procedure?
A procedure is a step-by-step set of instructions that staff follow to complete a given activity. Think of it as a practical checklist or recipe. Each step tells someone what to do, when to do it, and sometimes how to record it or report problems if they arise. Procedures are not vague guidelines. They are specific, focused, and action-based.
Most health and social care organisations write their procedures down. Staff must read, learn, and use them. Some procedures may come from national guidance, such as the National Institute for Health and Care Excellence (NICE) or the Care Quality Commission (CQC). Some are developed by the employer to suit their services but still reflect the law and regulatory requirements.
How Procedures Differ from Policies
People often confuse procedures with policies, but they serve different purposes.
- A policy sets out the rules or broad direction. It explains what should happen or why a service does something.
- A procedure explains how to carry out tasks in line with that policy.
For example:
- A medication policy states only trained staff can give medication.
- The medication procedure lists each step: checking the medicine, recording the dose, watching the person swallow, and storing leftovers correctly.
Both work together, but only procedures give clear, step-by-step instructions.
Why Procedures Matter
Using procedures keeps everyone safe. They help reduce risk and prevent harm. Without them, staff may guess or use their own judgement, which can lead to mistakes. Consistency matters in health and social care. Moving from one care worker to the next should not affect the support someone receives. Following written steps guarantees that no essential actions are missed.
Benefits of clear procedures:
- Minimising accidents and errors
- Protecting people from abuse or neglect
- Ensuring legal compliance
- Supporting staff and new starters
- Helping with training and accountability
- Raising standards of care
Looking at infection control as an example, a clear handwashing procedure lets staff know exactly when and how to wash their hands to prevent the spread of illness.
Common Areas Covered by Procedures
Health and social care staff follow procedures for a huge range of activities.
Typical areas include:
- Administering medication
- Handling and storing confidential information
- Supporting nutrition and hydration
- Moving and handling people safely
- Reporting incidents or accidents
- Infection prevention and control
- Dealing with complaints or concerns
- Remote working and lone working
- Fire safety and evacuation
- Working with hazardous substances (such as cleaning materials)
- Providing personal care
Every setting—hospital, care at home, hospice, mental health service—needs detailed procedures suited to their needs.
How Procedures Are Written
An effective procedure is easy to read and put into action. Management teams, registered managers, and clinical leads often write or review procedures in an organisation. They may consult with frontline staff, health and safety advisors, and people who use the service.
Good procedures share certain features:
- Clear and simple language
- Step-by-step instructions, numbered or bulleted
- Who is responsible for each task
- What records must be kept
- What to do if something goes wrong
- Reference to policy, law, or best practice guidance
Bad procedures tend to be too complicated, full of jargon, vague, or not up to date.
Keeping Procedures Up to Date
Services regularly review their procedures. Poorly kept procedures—or those based on out-of-date guidance—put people at risk and make staff vulnerable to error. Organisations have a responsibility to revise procedures after new regulations, lessons from incidents, or updates in best practice.
Revisions might happen after:
- Changes in law, such as the Mental Capacity Act or safeguarding legislation
- New evidence from research or national guidance
- Serious incidents or complaints
- Feedback from staff or service users
The Importance of Following Procedures
Every member of staff, from care assistants to qualified nurses to porters, must follow procedures. Ignoring a step could lead to harm, disciplinary action, or even prosecution. Organisations train staff to follow all relevant procedures as part of their role.
Examples of what can go wrong when procedures are ignored:
- Giving medication at the wrong time or dose, leading to illness
- Failing to record changes in someone’s condition, so no action is taken
- Not using the right moving and handling technique, causing injuries
- Mishandling confidential records, creating risks to privacy
Inspectors, such as those from CQC, check that services have clear procedures and that staff follow them. Poor compliance can lead to failing ratings or closure in the worst cases.
Procedures and Individual Needs
Procedures should work for everyone using the service, no matter their background or health needs. This means services sometimes need to adjust procedures or write alternative versions for people with disabilities, communication needs, or cultural differences.
For example, a procedure may:
- Specify how to give personal care sensitively for people with dementia
- Include ways to communicate with people who do not speak English
- Adapt food safety steps for someone with allergies or swallowing difficulties
- Offer alternate steps if equipment is unavailable or under repair
Staff must raise concerns if procedures do not meet someone’s needs.
Recording and Reporting
Most procedures involve a requirement to record what happened and report key events.
This could include:
- Incident reporting if an accident occurs
- Completing care or medication records
- Contacting senior staff if issues arise
- Reporting safeguarding concerns
Such records prove that the correct steps took place and help with later decision making, audits, and investigations.
Examples of Procedures in Health and Social Care
Below are some common areas where procedures guide safe and consistent care.
Administering Medication
Giving medication safely is one of the riskiest activities in any care setting. Procedures help staff to:
- Check the correct medicine against the prescription
- Ensure the person’s identity and consent
- Prepare the medicine using gloves or other safety equipment
- Support the person to take medication or apply creams
- Record the dose given, time, and any problems or refusal
- Store remaining medication securely
Infection Control
Clear procedures guide infection prevention tasks, such as:
- When and how to wash hands
- Use of gloves, aprons, and other protective gear
- How to clean surfaces and dispose of biological waste
- Steps to take when someone has an infectious illness
Moving and Handling
Many people need support to move safely. Procedures clearly state:
- When two staff must assist rather than one
- The correct use of hoists, slings, or transfer boards
- How to assess the environment before moving someone
- Safe lifting techniques to avoid injury
Supporting with Eating and Drinking
Helping someone eat or drink comes with risks and responsibilities. Procedures advise on:
- Preparing special diets or thickeners for swallowing difficulties
- Confirming the person’s identity and preferences
- Encouraging independence but spotting difficulties
- Recording what a person eats and drinks
Safeguarding Adults and Children
Abuse and neglect are very serious concerns. Procedures for safeguarding usually set out:
- What sorts of signs or disclosures to look for
- Steps in reporting safeguarding concerns
- Who to inform in-house and externally (such as the local authority)
- Keeping records accurate, objective, and safe
Training and Support for Staff
Employers provide training to help staff understand and work with procedures. Good induction and ongoing supervision keep everyone’s knowledge up to date. Some staff become ‘champions’ in specific procedures, offering advice or mentoring others.
Supervisors check that staff follow procedures and give extra support to those who struggle, answering questions and clarifying steps as needed.
Accountability and Professional Standards
Staff have a duty of care to follow all procedures related to their work. Ignoring any part of an agreed procedure makes staff accountable for any resulting harm.
If mistakes happen, having followed all steps in the procedure often provides some protection, showing the staff tried their best. Where expected steps are skipped, or a person acts outside the procedure, disciplinary action can follow. For qualified staff, this could mean a referral to a professional body, such as the Nursing and Midwifery Council.
Use of Technology in Procedures
More services use digital platforms to store and share procedures. This means staff access the latest version at any time, using mobile devices or computers. Some organisations introduce electronic checklists or apps that require staff to tick off each step as they go.
This can:
- Reduce paperwork
- Offer reminders or alerts for missed steps
- Make audits easier for managers
The principle remains the same: follow the written steps for safe, reliable care.
Potential Challenges in Following Procedures
While procedures aim to support, some barriers can disrupt their use, such as:
- Language or literacy issues among staff
- Being short staffed and pressed for time
- Limited availability of equipment
- Outdated procedures that no longer fit updated practices
Management must listen to staff feedback and update procedures when problems arise.
The Role of Service Users and Families
Procedures protect people, but they should not ignore individual wishes or make services too rigid. Service users and families deserve to understand any procedures involving their care. Good services explain what procedures are in place and ask for feedback on how they work.
This openness builds trust and supports person-centred care, where the needs and preferences of the person come first without losing sight of safety.
How to Access Procedures
Procedures should always be easy to find for staff and available in accessible formats for anyone who needs them. This may include translations, large print, or audio versions.
Experienced staff should support colleagues in understanding uncertain or complicated steps. Where procedures conflict with someone’s needs, staff must discuss with their managers and seek clarification rather than guess.
Final Thoughts
Clear, up-to-date procedures make high-quality health and social care possible. They support safe, consistent care, protect everyone’s rights, and help services meet the law. By following procedures every day, staff reduce risks, support each other, and provide people with the safe, respectful, and effective care they deserve.
Subscribe to Newsletter
Get the latest news and updates from Care Learning and be first to know about our free courses when they launch.
