SAFETY PROTOCOLS AT SUNNY HAVEN

What You Need to Know and Actually Do

Why Safety Protocols Matter

Everyone we support is different, and that means they can have different safety concerns. Some risks are already happening—like seizures or falling. Others might happen because of their health or past experiences—like choking, running off, or not knowing when something is dangerous. It’s our job to understand what those risks are and follow the safety steps in their plan to protect them.

Following these plans isn’t just a good idea—it’s the law in Virginia and part of Medicaid rules. Most of all, it helps the people we support stay safe, healthy, and respected.

Where the Risk Info Comes From

At Sunny Haven, we don’t guess what each person needs. Instead, we follow their ISP (Individual Service Plan). The ISP is the main document that outlines what kind of support each person needs to stay safe, healthy, and well cared for.

To make sure we’re doing this right, the Program Manager looks closely at specific sections of the ISP. These include:

• Part III: Essential Supports

• The section labeled “Identified and Potential Risks”

• Recommendations and notes from professionals, such as doctors, nurses, therapists, behavioral specialists, and the support team

Each part of the ISP helps the Program Manager understand the individual’s specific safety concerns. Using this information, the Program Manager writes a safety plan that is tailored for that person. The plan includes step-by-step directions so staff know exactly what to do in situations that could become dangerous.

Before any staff member is allowed to work alone with someone, they must be trained on that person’s safety plan. They also need to show they understand it. This training helps make sure all staff follow the same safety steps every time, which keeps care consistent and reduces risk for everyone we support.

Staff are required to initial any individual's safety protocols that they are working with.

Virginia’s Identified and Potential Risks

According to Virginia’s ISP 4.0 format, each person’s Individual Service Plan includes any known or potential safety risks. These risks are reviewed by the support team and must be addressed in the person’s safety plan. Common examples of risks include:

• Seizures (any kind, including those that may require emergency medications or ongoing monitoring). Staff must be aware of what each seizure looks like and what steps to take if one occurs.

• Falls or balance issues, including difficulty using stairs or walking on uneven surfaces. These concerns often require close supervision or assistive devices.

• Pressure Injury, especially for individuals who are non-ambulatory or have limited mobility. Frequent position changes and skin checks may be needed.

• Bowel Obstruction, which may involve monitoring bowel movements, fluid intake, and recognizing signs of distress.

• Choking or aspiration, especially during meals or when eating fast. This includes following prescribed diet textures and ensuring proper seating and support.

• Elopement, meaning the person may try to leave a safe area without supervision. Staff must follow specific supervision ratios and alert protocols.

• Pica, which is eating non-food items such as dirt, coins, or clothing. Environments must be monitored, and redirection techniques should be practiced.

• Lack of Safety Awareness, such as not recognizing hot surfaces, traffic, or dangerous situations. These individuals may need 1:1 support during certain activities.

• Community Safety Risks, including inappropriate but non-aggressive sexual behaviors. Staff need to follow boundaries and supervision plans outlined in the ISP.

• Behaviors that may cause harm to self or others, including aggression, self-injury, or emotional outbursts. Protocols will outline how to safely intervene and when to seek help.

• Ongoing or complex medical conditions, such as diabetes, respiratory problems, pneumonia risk, or seizure disorders. These may require medication, monitoring, or special equipment.

• Heat protocol, including steps to prevent overheating or dehydration during hot weather or outdoor activities. This may involve using cooling vests, scheduling indoor time, or frequent hydration reminders.

Mental health diagnoses, emotional support needs, and behavioral concerns may also appear in the ISP. If these conditions pose any risk to the person’s safety or affect daily routines, they must be closely followed and supported through individualized plans.

Examples of Safety Protocols

These are just a few real-world examples of what a safety protocol might involve:

• Seizures: Know the type of seizure, how to respond, when to call for help, and if rescue meds are ordered.

• Choking Risk: Follow diet orders (pureed food, thickened liquids, etc.), supervise during meals, and position the person correctly.

• Fall Risk: Use gait belts, ensure mobility equipment is available, and assist with transfers if required.

• Elopement: Keep close supervision and follow specific procedures during community outings.

• Medical Emergencies: Know how to access emergency info, perform CPR/First Aid, and call 911 when needed.

Your Responsibilities as a DSP

This part is simple but critical. Every DSP has a direct role in maintaining safety for the individuals we support. Here’s what you need to do every shift:

• Know the Plan: Before working with anyone, get trained on their safety protocols. Don’t assume you know what to do—ask if you’re not sure. You must initial each individual’s safety plan you’re trained on. Knowing the specific risks and responses is key to preventing harm.

• Follow the Protocol: Always do exactly what the safety plan says. Even small changes or skipping a step can cause real danger. This includes how to assist during meals, handle behavior concerns, or respond to emergencies. Consistency is not optional—it’s required.

• Document It: Anything you do to support someone's safety must be recorded in Lauris before your shift ends. That includes interventions, issues, or anything out of the ordinary. There's a specific section for this in your shift notes, and it’s important for ongoing care and legal compliance.

• Report Changes: If something looks off—like the person is falling more, acting differently, or having more seizures—you must report it to the Program Manager immediately. Quick reporting allows us to update the plan, bring in medical support, or prevent a future emergency.

How We Keep Safety a Priority

At Sunny Haven, safety isn’t something we only talk about once a year. We:

• Review risk plans regularly with staff

• Run practice drills (like fire safety or choking response)

• Offer retraining when needed

• Encourage all staff to speak up about concerns or questions

We’re not just about following rules—we’re about protecting people and making sure they live with dignity and respect.

Final Thought

If you’re ever unsure what to do:
Check the ISP. Ask your supervisor. Do not guess.
You’re a vital part of someone’s safety—and we count on each other to get it right.

Safety and Risk Management

Safety is a priority in supporting individuals with intellectual disabilities, but it must be balanced with opportunities for independence. Potential risks are identified in Individual Support Plans (ISPs). While the Risk Awareness Tool (RAT) in WaMS is no longer used, the updated ISP now includes an Essential Supports Section. This section enables providers and program managers to detail how DSPs can address these risks both at home and in the community.

Administrative staff, such as program managers, are responsible for creating detailed, person-centered safety protocols based on the Essential Supports outlined in the ISP. These protocols provide DSPs with clear guidance on addressing risks and responding to emergencies or incidents. DSPs must have access to these protocols and be thoroughly familiar with each one to ensure the safety and well-being of the individuals they support.

For example, when supporting someone at risk of aspiration pneumonia, a DSP might focus on safe eating and drinking practices. The DSP could guide the individual in using proper posture during meals, such as sitting upright to minimize the risk of choking or aspiration. The DSP might also ensure that food is prepared to the recommended texture, such as finely chopped or pureed, and liquids are thickened if required. Gradually, as the individual demonstrates understanding and compliance with these safety measures, the DSP can transition to a monitoring role while encouraging the person to take ownership of their eating practices. This approach not only addresses health risks but also promotes the individual's autonomy and confidence. By clearly outlining these strategies in the Essential Supports Section, ISPs provide a roadmap for ensuring safety while fostering independence.

Risk management also involves proactive planning, such as conducting safety assessments in residential settings or providing detailed guidance on emergency procedures tailored to individual needs. This includes ensuring fire evacuation plans are clear and practicing drills regularly, particularly for individuals who may require additional time or assistance. DSPs should also identify specific risks unique to each individual, such as mobility limitations or sensory sensitivities, and outline strategies to address these in the Individual Support Plan (ISP).

Encouraging self-advocacy in safety planning is equally important. For example, DSPs can empower individuals by teaching them to recognize potential hazards in their environment and to communicate when they feel unsafe. This might involve role-playing scenarios, such as what to do if there is a kitchen accident or how to respond if they feel unwell, to build confidence and preparedness.

By fostering a culture of safety that integrates proactive planning and self-advocacy, DSPs enable individuals to not only feel secure but also take an active role in managing their well-being. This holistic approach helps build self-reliance and confidence, ensuring individuals are equipped to navigate their environments with greater independence.