Don’t just sit there Be prepared for a

SAFE EMERGENCY EVACUATION & RELOCATION

Mary GriffinDirector of Care ServicesThe Whiddon Group Grafton

Water everywhere

We reviewed the ‘Previous Situation’

We set targets for our new plan

We conducted a Risk Analysis

We reviewed the needs of clients and staff for an effective evacuation plan

We listed our Service Partners and their needs.

Project Overview:

A safe, co-ordinated evacuation & relocation process.

Threat levels are identified

Key processes are designed in response to threat levels

Clear roles and responsibilities for staff.

An evacuation workforce plan.

Detailed service partner agreements with community services and receiving facilities

A co-ordinated return process with a clear decision making protocol.

An education process to practice all staff in the evacuation plan and in their designated roles.

Project Targets

An effective communication plan in place to include all stakeholders (staff, head office, service partners, residents, relatives).

An emergency catering plan

Well equipped emergency evacuation kits

A considered approach for post incident debriefing and counselling

Project Targets (cont.)

Risk Analysis.The impact of evacuation on facility and its systems.

Likelihood

Consequence

Catastrophic

Major Severe Minor Insignificant

Almostcertain

A B J P S

Probable (likely)

C D K Q T

Occasional (possible)

E H L R U

Uncommon (unlikely)

F I N V X

Remote/rare G M O W Y

Care B Maintenance B

Clinical A Financial P

Administration J Laundry P

Catering J Activities S

Cleaning P Human resources B

Reassurance.

Calm and supportive staff and leadership.

Monitoring of stress levels and reactions.

Information on arrangements and evacuation plan

Adequate staff to meet their care and clinical needs – in transit and off site

Clear instructions from staff

Assistance preparing their belongings.

Continuity of care and medication

Customers & their needs of an effective evacuation plan.Customers needs will differ across the various stages of the evacuation plan, however customers throughout the process are seen to have a need for:

Adequate and appropriate transport to suit their mobility needs

Adequate care resources such as incontinence products in transit and off site.

Care needs met in transit Safe and accessible off site accommodation appropriate

to their care needs. The facility prepared for their return Debriefing & counselling as appropriate

Customers & their needs of an effective evacuation plan.

Health Services Functional Area Coordinator (HSFAC).

State Emergency Services (SES)

Clarence Valley Council

Department of Health & Aging

NSW Ambulance

NSW Police

Pharmacist

Receiving facilities

Grafton Hospital

Service Partners

1 Early warning & monitoring

2 Pre-evacuation

3 Evacuation decision making

4 Client evacuation

5 Facility Security

6 Transport

7 Off-site accommodation

8 Return to facility

9 Post Evacuation care

Elements of the Evacuation System

Support Systems

A. Staffing

B. Catering

C. Administration

D. Care & Clinical

E. Maintenance.

F. Cleaning

Elements of the Evacuation System

Tune to local radio for news reports Monitor BOM site Keep clients up to date with evolving situation Monitor client and staff stress levels Make evacuation plan readily available to staff Distribute duties list Reassure clients

Key Aspects of Project1. Early Warning & Monitoring

Minor Threat - Maintain client evacuation lists with ambulant, semi

ambulant & non ambulant Check clinical information forms Check emergency phones battery and pre-paid credit Access staff list Ready identification bands Prepare bags for residents belongings – do not pack Check evacuation kit Enter family contact numbers into emergency phones Contact families alert to prospect

of evacuation

Key Aspects of the Project 2. Pre-Evacuation 1

Evacuation readiness and preparation at the facility is now determined by the threat level:

Moderate Threat

Review flood situation (BOM & SES)

Alert CEO/Chief Operating Officer

Contact receiving facilities

Team leaders on standby with task list

Monitor staffing levels

Relocate clients to family where possible

Monitor catering stocks

Clients and staff kept informed of developments

Key Aspects of the Project 2. Pre-Evacuation 2

Major Threat

Establish regular contact with HSFAC Maintain contact with service partners Alert Evacuation Team Leaders Brief onsite staff & finalise evacuation staffing plan Call in standby staff & allocate to groups Apply identification to clients

Key Aspects of the Project 2. Pre-Evacuation 3

Major Threat (cont.)

Normal catering stays in place organise travel nourishment and emergency personnel catering

Distribute mobile phones to staff

Pack clients personal items

Clinical information

Pack consumables

◦ Pads

◦ Clinical needs e.g. medication, special treatments

◦ Reconstituted foods

Key Aspects of the Project 2. Pre-Evacuation 3

Instruction from HSFAC to evacuate (Health Service Functional Area Co-ordinator) Inform CEO/Chief Operating Officer Inform DOHA of order to evacuate Toilet clients Pack S8 medication into locked box with drug register

and maintain in locked area. Snack food supplied

Key Aspects of Project3. Deciding to Evacuate

Inform CEO/Chief Operating Officer

Inform clients & staff

Contact transport & receiving facilities

Organise marshalling process

Facility maintenance

Support for clients and staff on location

Maintain contact with families

Key Aspects of the Project 4. EvacuationThe decision to evacuate is made HSFAC:

Check utilities – water, gas and electricity. Disconnect as required

Check building for leaks Appoint staff member to lock up facility after evacuation Allocate adequate staff to monitor facility Alert security firm to increase checks especially at night

Key Aspects of the Project 5. Facility Security

Inform NSW ambulance of number of non-ambulant clients

Liaise with council for bus transport to suit mobility needs

Catering and care needs met while in transit Allocate staff including RN to travel with clients

Key Aspects of the Project 6. Transport

Staff to remain with clients while off-site If multiple sites DCS or substitute to visit sites regularly Maintain contact with families via SMS Reassure families of clients well being and likely time off

site if known Monitor food supplies Monitor care plans

Key Aspects of the Project 7. Off-site accommodation

Contact CEO/Chief Operating Officer

Notify host facilities

Organise transport-bus/ambulance

Co-ordinate times of departure from host facilities

Onsite staff organised, open facility and ready personal areas

Clients briefed

Families informed

Key Aspects of the Project 8. Return to the Facility

Decision to return is made by HSFAC

Staged return to allow organised resettlement

Extra staff to assist those returning by bus

RN to gather documentation from offsite to review if there have been any changes

RN to sign in S8 medication

Staff assist with returning personal items to cupboards

Key Aspects of the Project 8. Return to the Facility (cont.)

Schedule time for debrief with clients & families

Schedule time for debrief with staff

Offer counselling to clients

Offer counselling to staff

Observe clients or staff who may exhibit stress reaction following evacuation

Monitor all clients on return for physical reaction to evacuation or risk of falls

Debrief with emergency services

Key Aspects of the Project 9. Post Evacuation

Position Office Holder Area of ResponsibilityDirector of Care Services Liaison with Emergency Services

Liaison with HSFAC

Contact with TWG CEO/COO

Coordinates Evacuation if ordered

Visits all offsite facilities

Deputy of Care Services Coordinates routine activity at the facility

Assists DCS as required with the evacuation plan

Travels with group to Casino

Registered Nurses Contact with families manages the relatives communication plan

Travels with group to Coffs Harbour

Administration Assistant Contact with off duty staff

Preparation of pre-evacuation lists and materials

Remains at TWG Grafton

Maintenance Preparation of the facility for evacuation

Supervise cleaning staff

Remains at TWG Grafton

Catering Staff Catering for clients and emergency personnel

Travel to offsite facility – as per roster

Position Office Holder Area of Responsibility

Care Staff Continuity of care routine for clients

Reports to RN on duty

Travel to offsite facility – as per rosterCleaning Maintenance of standards and assist with

preparation of building for evacuation and return.

Report to Maintenance Officer

Remain at TWG Grafton

Therapy (Activities) Assist clients to pack bags and prepare for evacuation

Supervise laundry staff

Laundry Assist clients to pack and prepare for evacuation

Report to Activities Officer

TWG Head Office

CEO

Building & Maintenance

Catering Manager

Payroll Office

Provision of support and advice required.