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Practical support / October 2026
A useful record for the next conversation.
Organise the evidence, identify the unanswered questions and give the next decision an owner. These tools support preparation with your managers and professional advisers.
Published 26 October 2026. CSV worksheets include room for your findings, owner and review date. Keep completed records securely within your organisation and share relevant information directly with the professional involved.
Review 01 / Property & values
Prepare a property evidence brief
Use this agenda for one property review. Keep sensitive documents in your organisation’s own records. The brief organises questions for your advisers; it does not calculate a rebuilding figure or determine cover.
| Review area | Evidence to assemble | Decision or confirmation to obtain | Suggested owner |
|---|---|---|---|
| Property and legal entities | Site address, plan, ownership structure and relevant schedule | Which property and legal entities does the review concern? | Finance and estates |
| Assessment basis and date | Full assessment, instruction, base date and stated limitations | Is this an appropriate reinstatement assessment and is further work needed? | Estates and surveyor |
| Extent of the site | Buildings, additions, outbuildings and external areas | What is included, excluded or awaiting inspection? | Estates and surveyor |
| Important installations | Location, ownership and description of relevant fixed and portable items | How is each material item classified and valued for the relevant arrangement? | Estates, operations and adviser |
| Works and service changes | Alteration records, completion dates and change notifications | Which changes reached the assessment and insurance discussion? | Estates and finance |
| Lease and ownership boundaries | Lease, licences for alterations and landlord correspondence | Who is responsible for buildings, improvements and equipment? | Owner, legal adviser and broker |
| Assessment to schedule | Assessment figure, declared value, schedule and policy wording | How do inflation treatment, limits and any underinsurance condition operate? | Finance and insurance adviser |
| Reinstatement and service recovery | Rebuilding assumptions, care-continuity scenario and income questions | Which recovery questions require separate interruption or continuity review? | Operations, finance and advisers |
- Choose a location and appoint a review owner. Assemble existing evidence before commissioning additional work.
- Record each point as established, unresolved or requiring professional assessment, with a named owner and review date.
- Obtain written explanations and retain the full professional reports with the management decision.
- Agree the events that reopen the review, including significant works, changed responsibilities and the relevant professional review cycle.
Review 02 / Contracts & activities
Contract obligations and insurance evidence matrix
Use this as a working agenda with the people responsible for your actual agreements. Replace each prompt with the clause and documents applicable to your organisation. The matrix does not determine cover or submit information anywhere.
| Document or activity | Question to resolve | Evidence to retrieve | Suggested owner | Review trigger |
|---|---|---|---|---|
| Commissioned service | What does the operative agreement require for this service? | Signed contract, variations, specification and exact indemnity clauses | Contracts or finance lead | New service, variation or commissioner request |
| Premises lease | Who insures, repairs and pays rent following relevant damage? | Executed lease, insurance provisions and landlord’s current evidence | Estates lead and property adviser | Lease renewal, works or damage |
| Funding agreement | Are there specific insurance or notification conditions? | Executed funding terms and the relevant conditions | Finance lead and legal adviser | Refinancing, acquisition or covenant review |
| Clinical or care activity | How does the policy define and treat the work described? | Business description, operative wording, schedule and endorsements | Clinical manager and broker | Change of activity, complexity or service model |
| Agency or visiting professionals | Who is responsible for the individual’s work and what arrangements apply? | Engagement terms, scope of work and relevant indemnity confirmation | Workforce or clinical lead | New engagement, changed duties or renewal |
| Group entities and locations | Do the policy and agreement identify the organisation providing the service? | Entity and location list matched to signed agreements and policy documents | Accountable director and broker | Acquisition, restructure or new location |
| Notification provisions | How are claims and circumstances defined, notified and recorded? | Applicable policy conditions and the agreed reporting route | Responsible manager and broker | Incident, complaint or wording change |
| Earlier work and service exit | How are continuing liabilities treated after transfer, closure or changed arrangements? | Relevant contract clauses and written explanation of continuing or run-off arrangements | Director, broker and legal adviser | Contract termination, closure or change of insurer |
- Start with one material agreement and confirm its current version and legal entity.
- Enter the exact obligation and a short description of the activity; leave assumptions marked unresolved.
- Attach document references and seek written clarification from the appropriate professional. Keep identifiable resident information out of a general review pack.
- Record the answer, its limitations, the action owner and review date in your own working copy.
- Reopen affected rows before a relevant service, property, staffing or insurance change.
Review 03 / Change & handover
The care change and handover schedule
Use these headings in your own controlled records. Add planned and actual dates, the named owner, document reference and unresolved question for each relevant stage. Nothing is submitted or collected through this tool.
| Milestone or change | Evidence to assemble | Review and confirmation |
|---|---|---|
| Transaction and legal entity | Structure diagram, legal names and company numbers, provider identity, ownership and completion arrangements | Solicitor and regulatory lead establish the change; broker reviews the organisations and interests involved |
| Access and possession | Access rights, keys and security handover, vacant or occupied areas, dates and responsible contacts | Property lead and broker confirm the relevant arrangements before possession changes |
| Start and phases of works | Construction scope and contract, existing structures, contractor details, materials, occupied boundaries and change process | Construction advisers and broker reconcile responsibilities and relevant insurance arrangements |
| Equipment and utilities | Ownership or hire records, delivery and commissioning dates, values, service transfer and interruption plans | Estates, finance and broker review new property and service dependencies |
| Practical or sectional completion | Completion evidence, retained works, defects, testing records, maintenance information and changes to use | Project advisers identify contractual consequences; manager and broker review the actual phase reached |
| Occupation and regulatory readiness | Location readiness, relevant registration status and conditions, staffing, equipment and care continuity evidence | Regulatory lead and registered manager confirm the applicable service requirements; broker reviews changed occupation |
| First admissions and trading | Actual service start, occupancy assumptions, contracts, income profile, workforce and continuing costs | Operations and finance update the broker with the service actually being delivered |
| Recovery and post-opening review | Restoration sequence, workforce and occupancy recovery, actual values, outstanding actions and confirmed policy documents | Named provider lead reconciles the schedule with advisers and records the next review trigger |
- Complete the schedule before the first relevant commitment, rather than waiting for the proposed opening date.
- Ask each professional to confirm the part within their remit and identify what still depends on another decision or document.
- Record written insurance confirmations against the actual organisations, premises, activities and dates discussed, retaining any conditions or limitations.
- If the scope, legal structure, timetable or occupation changes, update the same schedule and obtain the necessary further review.
- After opening, reconcile the planned and actual position, close outstanding actions and retain a dated record in the provider’s own secure systems.
Review 04 / Digital continuity
Rehearse a care-safe digital interruption
An internal exercise for a manager, technical lead and insurance contact. Use fictional details and approved downtime procedures. Do not interrupt a live care service or submit resident, security or policy information through this page.
| Exercise prompt | Action to demonstrate | Responsible hand-off | Evidence to retain internally |
|---|---|---|---|
| The selected application cannot be accessed at evening handover. | Locate the approved fallback and establish the immediate care priorities. | Shift lead to registered manager or named deputy. | Procedure version, access check and unresolved care decisions. |
| The usual manager is unavailable. | Reach the authorised deputy using an independently accessible contact route. | Shift lead to on-call decision-maker. | Exercise contact route, acknowledgement and authority confirmed. |
| Local IT says the platform company must act. | Follow the actual contract boundary and establish the next technical update. | Technical lead to platform incident contact. | Contract reference, incident reference and named next update. |
| Specialist investigation or emergency expenditure is proposed. | Locate policy notification instructions and clarify responder approvals alongside immediate care-safety action. | Insurance lead and technical lead to the applicable adviser or insurer route. | Notification record, authorisation requirements and decision log. |
| Essential care information changes during downtime. | Record changes securely using the authorised process and escalate clinical questions appropriately. | Care lead to competent staff and information-governance lead. | Fictional record trail and reconciliation responsibility. |
| The supplier reports that access is restored. | Verify operational usability and reconcile temporary records before standing down fallback arrangements. | Technical lead and care lead to the authorised return-to-service decision-maker. | Recovery checks, reconciliation result and shift communication. |
| The exercise exposes an unanswered question. | Assign the correction, resource decision and a targeted retest. | Named owner to the governing body or accountable manager. | Action, due date, closure evidence and retest result. |
- Choose one service and agree a fictional scenario, scope and safe stopping point.
- Rehearse each handover of responsibility with the people who would act, using exercise contacts agreed in advance.
- Record what participants could demonstrate, what remained uncertain and who will resolve it.
- Correct significant gaps, repeat the affected step and retain a dated internal improvement record.
These are general preparation tools. They do not value a property, assess insurance suitability, confirm compliance or establish a policy response. Use the professional whose role is relevant to the question.