3.4 Describe actions to take where any concerns with the agreed care plan are noted

This guide will help you answer 3.4 Describe actions to take where any concerns with the agreed care plan are noted.

An agreed care plan is a document outlining the specific support and care a person receives. It is developed in collaboration with the individual, their family or representatives, and health or social care professionals. The plan sets out the person’s needs, wishes, preferences, and the actions required to meet those needs.

Care plans should be clear, personalised, and regularly reviewed. Staff rely on them to provide consistent, appropriate support. Any concerns about whether the plan is working, or if someone’s needs have changed, must be recorded and acted upon.

Recognising Concerns with Care Plans

Concerns with a care plan may arise at any time. A concern is any doubt or worry that the plan is not meeting the individual’s needs, or that it may place someone at risk. It might relate to health, safety, wellbeing, dignity, or rights.

Signs of concern could include:

• A change in the person’s behaviour, mood, or appearance
• The individual complaining or expressing unhappiness
• New health issues or symptoms appearing
• Disagreement from family members about the care provided
• Tasks within the plan not being completed
• Evidence of harm, neglect, or abuse

No concern is too small to highlight. Early action prevents risks from escalating.

Actions to Take if Concerns are Noted

If you notice a concern with someone’s agreed care plan, a careful and professional response is needed. The following steps outline what should be done.

Record the Concern Clearly

Record all concerns as soon as possible. Accuracy is key. Use the format and documents required by your workplace.

Include:

• Date and time the concern was noticed
• Details of what was seen, heard, or reported
• Names of people involved
• Actions taken so far
• Any immediate risks or hazards

Do not edit or remove existing information. Add new entries. Use clear, factual language. Avoid assumptions and stick to what you have observed or been told.

Share the Concern with the Appropriate Person

Once recorded, share the concern immediately with the right staff. This could be:

• A line manager or supervisor
• Named key worker
• On-call manager if out of hours
• Lead nurse or senior carer

If the concern involves a risk of harm, use the organisation’s safeguarding procedures. This may involve contacting social services or the police.

Always follow the reporting lines set by your employer. Never ignore or cover up concerns, even if unsure of their significance.

Review the Current Care Plan

The person responsible for the care plan (often a senior worker, care coordinator, or manager) will look at the concern and decide what needs to happen. This may include:

• Reading through all recent entries in the care plan and daily notes
• Speaking to the individual to understand their perspective
• Consulting colleagues or family members for further information

This step checks whether the plan is still meeting the person’s needs, or if changes are needed.

Participate in Discussions and Reviews

Workers who highlight concerns may be asked for more detail. Be honest about what you have seen, done, or heard. Give examples or descriptions. Your input helps those making decisions about the plan.

You might attend a care review meeting to share your observations. Be prepared to answer questions and offer your suggestions on what the person may need.

Contribute to Adjusting the Care Plan

If changes are agreed, updates are made to the care plan. Actions may include:

• Adding new support or services, such as GP visits or therapy
• Making entries about new risks or needs
• Changing timings or type of support (for example, more personal care)
• Updating consent records if someone’s wishes change

Ensure you are informed of the new or changed parts of the plan. Only provide support in the way the new plan specifies.

Follow Up on Agreed Actions

After adjustments, monitor the individual’s wellbeing. Notice any signs that show if the new care plan meets their needs. Record these observations. If concerns remain, repeat the reporting process.

Some workplaces have formal review cycles. If not, regular informal checks are just as important. Consistent communication keeps people safe.

Maintain Confidentiality at All Times

Any information about concerns, changes, or risks must be shared only with those who need it to provide care or respond. Do not discuss private matters in public areas or with unauthorised people. This shows respect for the person’s dignity and privacy.

Documents should be stored securely, using workplace systems and passwords as required.

Use Reflective Practice

Once you have dealt with a concern, reflect on what happened. Think about:

• What signs led to your concern
• How effectively you communicated
• What action was taken, and why
• What you could do differently
• How the individual felt about the process

Reflective practice helps you improve your skills, learn new approaches, and give better care.

Example Scenarios

Here are examples showing what might happen in practice.

Example 1: Change in Mobility

You notice that Mrs Khan, who can usually walk to the dining area, now seems unsteady and looks anxious when moving.

Actions:

• Write an entry in the daily log about Mrs Khan’s change in mobility and how she appears frightened
• Alert the shift leader before the next meal is due
• The shift leader checks if new risks are present
• The care plan is reviewed, and a physiotherapy referral is made

Example 2: Refusing Medication

Tom refuses his lunchtime medicine twice this week and complains it makes him feel ill.

Actions:

• Record each refusal in his medication administration record (MAR) and daily log
• Tell the supervising nurse or manager
• Discuss with Tom whether his medication should be reviewed
• Update the care plan to reflect changes or new advice from the GP

Example 3: Family Raise a Safeguarding Issue

A family member reports to you that their mother’s bruises are not being monitored, despite the care plan stating regular checks.

Actions:

• Log the concern with date, time, and what was told to you
• Immediately report this to the safeguarding lead or manager
• Ensure the concern is passed to the safeguarding team, and cooperate fully with the investigation
• Do not discuss the concern with others outside the required parties

Understanding Organisational and Legal Requirements

All care plans must comply with legal duties:

• Health and Social Care Act 2014: Duty of care, dignity, and wellbeing
• Care Quality Commission (CQC): Outcome-focused care
• General Data Protection Regulation (GDPR) and UK Data Protection laws
• Workplace policies: These set out reporting lines and documentation rules
• Safeguarding Adults policies: Protecting vulnerable people from abuse

Failure to act on concerns may lead to disciplinary action or legal consequences.

If unsure about what to do, use your organisation’s escalation policy. Everyone has a responsibility to act if they think something is wrong.

Working with Others

Health and social care is a team effort. When concerns are raised about a care plan, collaboration is key. This often means:

• Communicating with nurses, therapists, or GPs
• Sharing updates quickly so everyone works from the same information
• Supporting each other to follow up any new risks
• Listening to the individual’s wishes and respecting autonomy

Do not make unilateral changes to a care plan. Follow the agreed process for amendments.

Advocacy

Advocacy means supporting the person to have their voice heard. If someone cannot speak for themselves, make sure their views, wishes, and rights are represented.

If you believe a care plan does not reflect their wishes, raise this as a concern. This keeps care person-centred.

Recording and Reporting Accurately

Good records help protect everyone. Your notes may be read by CQC inspectors, social workers, or family. Always use plain, factual language.

Avoid guessing or using vague statements. For example:

• Not helpful: “He seemed a bit off today.”
• Helpful: “Mr Smith was quiet and did not join activities. He told me he felt tired and sore.”

This clarity ensures accurate understanding of the person’s situation.

Professional Boundaries

Take concerns seriously, but stay within your role. Inform your manager or designated officer and do not attempt to investigate or resolve complex issues alone. Let experienced staff handle assessment and changes.

Your responsibility is to observe, record, report, and cooperate with further enquiries. Never ignore or minimise concerns.

Training and Learning

Keep your skills and knowledge up to date:

• Attend safeguarding, record-keeping, and care planning training
• Ask for guidance if unsure how to record or report a concern
• Read your workplace’s policies and procedures booklet
• Complete mandatory updates

If you notice policies are out-of-date or hard to follow, report this to your line manager.

Final Thoughts

Clear, timely action protects people and supports good practice in health and social care settings. Every worker has a responsibility to speak up and be pro-active when concerns about care plans arise. This ongoing vigilance helps provide safe, compassionate, high-quality care.