When the weather forecast is calling for severe weather, long-term care communities start preparing for inconvenience – but also for risk. Losing power, water or a disruption in the supply chain can significantly impact food safety, resident safety, and compliance if communities don’t have a clear plan in place. Surveyors expect that communities will show how they maintain safety and dietary requirements for all residents – even during storms.
For residents, weather emergencies can already feel unsettling. Making sure you can provide consistent meals that meet their needs helps preserve comfort and routine during a time of uncertainty. Communicating the emergency dining plan to residents and families ahead of a storm can help residents gain confidence that their needs will be met. Dietitians can also help support teams with emergency planning by clearly explaining anticipated meal changes to residents. This reinforces trust and person-centered care, while meeting survey expectations for continuing to provide a dignified dining experience.
What Surveyors are Looking For
It’s of course important to have a plan. But being able to demonstrate that the plan was executed is critical.
Communities are often asked to show documentation that emergency plans were followed as planned after a severe weather event, including proof of:
- Approved emergency menus
- Accommodation of therapeutic diets and allergies
- Food safety protocols that were followed during power or water loss
- Accessibility to potable drinking water
Thinking about emergencies the way surveyors do, let’s review some practical steps for before, during and after an emergency that can help you successfully demonstrate your emergency plan to a surveyor, and keep your residents safe during the storm.
Be Prepared: Before the Storm
A strong emergency response should be in place well before severe weather arrives.
Emergency Menu Plan
- Have a 7-day emergency menu that accommodates for loss of both power and water.
- Be sure menus rely on shelf-stable, easily prepared foods, as staff may be limited during emergencies.
- Confirm menus are reviewed and approved in advance. Dietitian review helps ensure emergency menus continue to meet nutritional needs and texture safety – even when normal operations are disrupted.
Resident Safety
- Once again, ensure emergency menus are in line with texture-modified diets.
- Download emergency menus, diet spreadsheets, and MealCards so pertinent information is handy in case of a power outage.
- Confirm how current diet orders available to dining teams will be verified against the EMR during a power outage.
Supplies & Inventory
- Check that items for emergency menus are available on site and are not expired.
- Verify emergency water supply and thickened liquid supply.
- Visit storage locations of emergency supplies to ensure access will be available if needed.
Equipment Planning
- Review protocols for time temperature control so food can be properly addressed in case of a power outage.
- Confirm the pieces of kitchen equipment that are connected to generator supply.
- Cancel any planned deliveries if necessary.
During the Storm: Execute the Plan
If power or water is disrupted, immediately pivot to your emergency plan. During this time, consistency matters more than creativity.
Menu Implementation
- Transition to your pre-approved emergency menu immediately.
- Avoid making substitutions that may introduce new allergies or texture-modified diet risks.
- If water or power is limited, switch to disposable service ware for sanitation purposes.
Food Safety & Storage Tips
- Keep refrigerator and freezer doors closed to maintain temperature as long as possible.
- Avoid adding heated foods to refrigeration units.
- Clearly document disposal of unusable food.
- Maintain time and temperature protocols if serving hot or cold foods.
Communication & Oversight
- Overcommunicate during an emergency across dietary, nursing, and administration.
- Document any decisions related to food safety, such as temperatures or menu changes.
- Rely on your dietitian to apply and document clinical judgment related to any temporary diet modifications that are necessary for balancing nutrition, safety, and feasibility.
Post Storm: Document and Reflect
Many people will be surprised to know that post-storms are often when survey risk emerges.
Documentation
- Be sure to record when the emergency menu was implemented, and when regular service resumed.
- Document any food disposal related to temperature issues, as well as any other food safety corrective actions taken as a result of power or water loss.
- Note any missed deliveries, ongoing supply concerns, or resident issues that were voiced during – or as result of – the emergency period.
Review & Improve
- Work with your team to evaluate: What worked and what didn’t?
- Update emergency menus, supplies, or polices and procedures as needed.
- Use your recent experience to strengthen future preparations.
Surveyors are less concerned with whether a disruption occurred – and more focused on how your team responded. If your dining team is prepared, meals remain safe, consistent, and dignified – even when facing less than ideal circumstances.
Is your emergency menu up to date? Do you have a plan for maintaining diet order accuracy during an outage? Email our support team if you need help or have any questions at support@diningrd.com.
Note:
The emergency preparedness focus areas referenced in this article align with the most frequently cited emergency preparedness deficiencies identified by Missouri survey agencies from June 2025 – December 2025, including:
- Emergency program establishment and annual review (E001, E004)
- Emergency training, testing, and execution (E036, E037, E039)
- Communication of emergency plans to residents (E035)
- Subsistence needs during emergencies (E015)
- Emergency power planning (E041)