The Difference Between Policy and Procedure

Definition of policy vs procedure  

The policy sets out what should be done and why, and the procedure sets out the precise steps that need to be taken. For example, a medicines administration policy will cover the principles of safe medicine administration management. Then the medicines administration procedure will break this down into a series of instructions.  

Policies and procedures work hand-in-hand. Procedures supplement policies and describe how the policies should be implemented. 

Definition of policy 

A policy is a formal statement that sets out the position and values of the organisation on a given topic. It is an operational statement of intent about key issues that are relevant to the strategic objectives of the organisation.  

The aim of a policy is to reduce risk, boost efficiency, and ensure safe practice. With clear policies, employees at all levels of an organisation will understand what is expected from them. This ensures consistency across the organisation and a unified sense of purpose. 

Definition of procedure 

A procedure is a set of step-by-step instructions about how a specific activity should be conducted. It is less concerned with the values underpinning the activity and more concerned with the practicalities of the activity. 

Procedures create a robust framework for the execution of specific tasks. With clear procedures, staff will know what to do in any given situation without the need for direct supervision. Procedures need to be communicated to all relevant staff, for example through a centralised documentation system.

Policies and procedures in health and social care 

Policies and procedures are important for day-to-day operations in health and social care. Firstly, they ensure regulatory compliance. Secondly, they ensure the safety of staff, clients, and visitors. Thirdly, they promote a more effective working environment.  

The most important categories of health and social care policies and procedures are:

Safeguarding 

Safeguarding policies and procedures protect vulnerable people from abuse, harm or exploitation. This is especially important for regulated services who are usually supporting very vulnerable adults who may have mental or physical disabilities. 

Some examples of what should be included in a safeguarding policy: 

• Defining and understanding different types of abuse and harm. 
• Providing staff with clear instructions on what they should do when they are concerned  
• Partnership with Local Authority safeguarding teams 
• Consent and capacity in relation to safeguarding 
• What constitutes safeguarding and what doesn’t 
• Links to national best practice in safeguarding 
• Management of safeguarding  
• Dealing with allegations about staff
   

Confidentiality 

Confidentiality policies and procedures are designed to give clients confidence that anything they discuss with their carers will remain private. This means tight controls on inappropriate sharing of clients’ personal information.  

Some examples of what should be included in a confidentiality policy: 

• Legal obligations 
• Data Protection Act 2018 
• Handling of information by care workers 
• Managerial & administration responsibilities 
• Exceptional breaches of confidentiality 
• Rights of access 
• Requests for information by the police and media 
• Emails & internet usage
   

Health and safety 

Health and safety policies and procedures are common in all industries, but they are even more crucial in health and social care as the clients are often frail with age or suffering from chronic health conditions. 

Some examples of what should be included in a health and safety policy: 

• Will HSE or CQC become involved if a serious incident occurs? 
• What are the main health and safety risks? 
• Possible risk situations 
• RIDDOR 2013 
• Fire safety 
• Premises / physical environment 
• COSHH 
• Responsibilities for health and safety 

Complaints 

Complaints policies and procedures are especially valuable in the care sector as they offer an insight into the quality of service being offered to clients. When properly handled, complaints can provide an opportunity for growth and improvement. 

Some examples of what should be included in a complaints policy: 

• How people can make a complaint 
• Anonymous complaints 
• Abusive or vexatious complainers 
• Aims of the complaints procedure 
• Responsibilities 
• Complaints procedure 
• Investigation of the complaint by the organisation 
• Follow-up action
   

Whistleblowing 

Whistleblowing policies and procedures ensure that employees feel safe in reporting any incidents of malpractice, negligence or wrongdoing. This puts the safety of service users first and ensures that concerns are dealt with before they lead to serious harm. 

Some examples of what should be included in a whistleblowing policy: 

• Protecting employees 
• Employee obligations 
• Raising a concern 
• Registered manager’s and registered care providers’ responsibilities 
• How to raise a concern 
• Investigation 
• False allegations 
• Bullying and harassment of whistleblowers 

What is the difference between policy and procedure?  

Policies provide a broad overview of organisational rules while procedures provide specific steps required to implement these rules. As policies are bound by organisational values, they are not subject to frequent change. On the other hand, procedures are subject to continual adjustments to adapt to changing circumstances. 

So what is the difference between a policy and a procedure? 

The policy and procedure difference can be broken down into seven variables: 

Meaning 

Policy: A statement of principle which reflects the goals of an organisation. 

Procedure: A sequence of specific steps which must be followed when completing a defined task.  

Purpose 

Policy: To offer a roadmap for the organisation to follow. 

Procedure: To offer clear instructions on how to complete a task. 

Scope 

Policy: Broad and general. 

Procedure: Detailed and specific.

Flexibility 

Policy: Fully flexible and adaptable to unforeseen circumstances. 

Procedure: Rigid and only applicable to defined situations. 

Focus 

Policy: Reflects the organisation’s mission and values. 

Procedure: Practical application to achieve a desired outcome. 

Implementation 

Policy: Communicate and educate all relevant personnel. 

Procedure: Train the relevant personnel and address their concerns. 

Application  

Policy: Decision-making. 

Procedure: Taking action. 

Policy vs procedure vs protocol  

Policies outline the position and values of an organisation on a given topic. Procedures describe the approved steps to implement the policies. Protocols are plans that specify which procedures are to be followed in which situations. Protocols explicitly state who does what, when and how.  

In the context of health and social care, protocols facilitate the standardisation of care and streamlining of decision-making. They are designed to allow rational judgements to be made based on the information at hand, making the job of caregivers more efficient and less stressful. 

 

Policy vs procedure vs guideline  

Policies indicate the stance of an organisation on a particular subject area. Procedures are sets of instructions that describe the recommended actions to take. Guidelines offer recommendations, preferably using expert opinion backed by empirical evidence. But unlike policies and procedures, guidelines are not mandatory. 

In the context of health and social care, guidelines offer a rough perspective on how to deliver care in situations where there are no specific policies or procedures in place. They are designed to ensure people do the right thing consistently to achieve the best possible outcomes for clients, staff, and the organisation. 

 

Policy vs procedures, examples 

The following examples of policies and procedures illustrate how they are implemented in health and social care. Having policies and procedures in place is important to safeguard peoples’ lives and wellbeing. Policies and procedures establish a benchmark of high-quality care and support the fair treatment of staff. 

The examples are as follows: 

 

Regulatory compliance  

Maintaining rigorous, updated policy and procedures is mandatory according to health and social care regulation. 

For example, CQC’s Regulation 17: Good governance sets out English providers’ obligations to have proper systems and processes in place. It states that: 

“The systems and processes must also assess, monitor and mitigate any risks relating the health, safety and welfare of people using services and others. Providers must continually evaluate and seek to improve their governance and auditing practice.” 

The CQC can take regulatory action or prosecute if regulation 17 is not met.  

 

Improved employee accountability  

Policies and procedures are necessary to shape internal processes and drive employee behaviours in accordance with best practice and organisational values. Care workers can use policies and procedures to better their understanding of their role and improve their practice. 

As organisations grow, internal processes can become increasingly convoluted, so it is important to continually review and update policies and procedures to keep up with changes. This ensures that clients continue to receive the highest standards of care. 

 

More efficient decision-making   

Policies and procedures ensure fast and effective decision-making. This is especially important during incidents and crises, where carers are required to act promptly and appropriately. For example, workplace safety procedures should explain what actions need to take place in the event of an accident.   

Incidents like workplace accidents happen internally and can affect day-to-day operations. Crises such as faulty equipment, malware attacks and lawsuits happen externally and can threaten an organisation’s ability to continue to provide services.  

 

Enhancing security 

Policies and procedures for electronic information systems ensure access only to authorised users. When coupled with anomaly detection mechanisms, organisations can achieve regulatory compliance, ensure the privacy of their clients’ data, and avoid potentially hefty fines for data leaks. 

Anomaly detection can be used to identify unusual behaviour patterns which do not confirm to accepted procedures. These anomalies could indicate errors, fraud, or data breaches. When this happens, the organisation should be alerted to take immediate precautions. 

 

Building a stronger culture 

Policies and procedures can be used to embed an organisation’s values in how employees go about their daily routines. This means that every task can be carried out in a way that aligns with an organisation’s core ethical values. 

A strong culture is created when staff are provided with an environment of trust, where they are given a framework to accomplish their goals, while having the freedom to make their own decisions. This leads to greater efficiency, less compliance failures and lower staff turnover.  

 

Your policy and procedure solution for safe and effective care 

Access Policies & Procedures allows you to manage all your health and social care policies and procedures on an intuitive software platform.  

Designed by health and social care experts including former regulators, clinicians and providers, Access’s software is approved for use with the CQC, Care Inspectorate Wales and Care Inspectorate Scotland. 

Health and social care policies must be renewed at least annually to be compliant. Access’s team will regularly review and update your policies in line with the latest best practice, regulatory and legislation changes.  

This ensures ongoing compliance with your regulator while freeing up your time to focus on delivering safe and effective care.  

To find out more about the policies and procedures software we offer at Access, contact us here to discuss your needs or book a demo.