Emergency Preparedness Plan &

GIS Mapping Takashi Wada, MD

Chief Medical OfficerInland Empire Health Plan

OBJECTIVES

Objectives

1. Overview of Inland Empire Health Plan2. Implementing an Incident Response Team 3. Utilizing Geographic Information System

mapping for Emergency Planning4. Strategies for Communication

BACKGRO

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DInland Empire Region

The Inland Empire region is a large area with a mix of urban and rural/remote areas that is made up of both San Bernardino and Riverside Counties.

• Riverside County Population 2,470,546Area: 7,303 square miles

• San Bernardino County Population 2,180,085Area: 20,105 square miles

IEHP Members = 30% of Inland Empire Population

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Inland Empire Health Plan• Inland Empire Health Plan (IEHP) is the largest not-for-profit Medi-Cal and Medicare health

plan in the Inland Empire region, and one of the fastest-growing health plans in the nation.

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State of Emergency

In October 2019, DMHC issued an All-Plan Letter reminding healthcare service plans their requirements regarding plan operations under State of Emergencies after the Governor proclaimed a state of emergency for multiple counties due to the effects of several wildfires throughout the state.

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Emergency Planning Response

The public health emergency prompted IEHP to create an Emergency Preparedness Team and action plan as well as enhance our GeographicInformation System (GIS)capabilities for emergency situations.

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IEHP Emergency Plan Response

The public health emergency prompted IEHP to create an Incident Response Team (IRT) which:

• Developed Internal Policy for Emergency Planning and an IEHP Emergency Management Plan

• Developed an Internal and External Communication Strategy

• Coordinated Efforts with Independent Physician Association’s (IPA), Hospitals, Counties, and Dialysis Centers

• Developed Member Resource Guide on IEHP.org

• Identified Vulnerable Members using utilization and claims data to build a Geographic Information System (GIS) Mapping Toolo Members with Life Sustaining Durable Medical Equipment (DME)

(oxygen, vents, etc.)o Members with Life Sustaining Medicationo Members with Medical Equipment that requires power supply

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Emergency Response Plan

External Contact List for Service Providers• Expand list to include IEHP service providers and point of contacts

(name, phone #, email)• Validate service level agreements and explore conducting joint exercise

Incident Response Team (IRT) Members and Protocols• Verify response team members for appropriate response levels• Coordinate training and conduct exercise with IRT to validate

Emergency Plan

Geo-mapping System for Team Members and Plan Members• Develop mapping capabilities to determine staff and Member impacts

during emergencies• Establish protocol and integrate into incident assessment and

management procedures

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Incident Response Team

Incident Response Team • IRT to include two levels of response:

• Level 1 responders are core members that are always activated during emergencies

• Level 2 responders are ad-hoc members who will be added if their areas are impacted

• Training and conducting exercises with IRT members identified to validate Plan effectiveness

• Moving toward Incident Command Structure• Standardized approach to the command, control, and coordination

of emergency response• Threat assessments and scenario planning

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GIS for Team Members

GlS System for Team Members – develop mapping capabilities to determine TM impacts duringemergencies• Partnered with the Healthcare Analytics team to outline objectives, build system requirements• Developed Geo-mapping system (Team Member Search – Emergency Prep) that can be used to identify workforce

affected during wildfire/power outages – this effort will be led by the Healthcare Analytics team as needed• Exploring integration of technology-driven impacts to assist proactive IT response

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Geographic Information System Mapping

IEHP utilized SCE and CalFire Data to:• Locate SCE Circuit Areas Affected By Power Shutoffs or

Wildfires• Assists IEHP Business Units In Coordinating Care For

IEHP’s Most Vulnerable Members within PSPS or Burn Areas

• Provides Information About Potentially Affected Providers and Facilities

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GIS – Identifying Facilities

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GIS – SCE Shutoffs

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GIS – Public Safety Power Shutoff (PSPS)

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GIS – Public Safety Power Shutoff (PSPS)

All DME Members

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GIS – Burn Areas

Fire Boundary

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Communication Strategy

Utilizing the data from the GIS tool which identified Members in affected areas, IEHPdeveloped a communication strategy that included:

• Robocalls to Members• Targeted Outreach to Potentially Impacted

Members by Care Management• Update to the IEHP Website with

Resources• Social Media • 2-Way Text Campaign• Outreach to Providers to assist in ensuring

Members had the care and resources needed

• Partnered with transportation partners

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Emergency Safety Member Resources

IEHP.org now provides multiple resources for members that are experiencing an emergency such as how to prepare for an emergency:• Hotlines for assistance• Ability to sign up for PSPS Alerts• Medication Safety Information• DME Safety Best Practices

• Emergency Planning for electricity and battery-dependent devices• Mental Health Resources• Local Resources for food, water, first aid, batteries, etc.

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Internal Policy Modifications

Purpose: To ensure that Members maintain access to medically necessary health care services and equipment during a Federal, State, or public health emergency by:

• Relaxing prior auth requirements• Extending deadline to file claims• Allowing out-of-network access to members• Authorizing replacement medical equipment

& supplies• Having a toll-free number available for

Members to call for questions and assist with access to care

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Internal Policy Modifications

Procedures: IEHP monitors regulatory Federal, State, and county entity websites as well as other non-regulatory entities such as SCE for Presidential Major Disaster or State of Emergency Declarations and notifies IPAs, Providers, & Members.

• Members – communication ismade through any channels necessary such as text, calls,website, social media, etc.

• Providers – communication is made through, but not limited to, fax blast,email, website, provider portal, etc.

Questions?