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NAME OF DOCUMENT
Health Emergency Operation Centre
TYPE OF DOCUMENT
GUIDELINE
DOCUMENT NUMBER
ISLHD CORP GL 05
DATE OF PUBLICATION
July 2017
RISK RATING
Medium
REVIEW DATE
July 2020
FORMER REFERENCE(S)
ISLHD OPS GL 05 - August 2014
ISLHD OPS GL 05 – December 2015
EXECUTIVE SPONSOR or
EXECUTIVE CLINICAL SPONSOR
ISLHD Director Nursing & Midwifery / HSFAC
AUTHOR
District Disaster Manager
KEY TERMS
ISLHD – Illawarra Shoalhaven Local Health District
HSFAC – Health Service Functional Area Coordinator
HEOC – Health Emergency Operation Centre
SUMMARY
This document provides information pertaining to operating procedures within the Health Emergency Operation Centre in the event of a major incident or disaster.
ISLHD CORP GL 05 Version: 2.1 DX19/441 Date: July 2017 Page 2 of 24
HEALTH EMERGENCY OPERATION CENTRE
OPERATING PROCEDURES
These Operating Procedures support the Illawarra Shoalhaven Local
Health District Healthplan and supporting plans.
July 2017
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Contents
AUTHORISATION ......................................................................................................................... 4
AMENDMENTS ............................................................................................................................. 5
ABBREVIATIONS AND DEFINITIONS .......................................................................................... 5
SECTION 1 – ORGANISATION .................................................................................................... 7 1.1 GENERAL .................................................................................................................. 7 1.2 AIM ............................................................................................................................ 7 1.3 SCOPE ...................................................................................................................... 7 1.4 ESTABLISHMENT ..................................................................................................... 7 1.5 ROLES ....................................................................................................................... 8 1.6 RESPONSIBILITIES .................................................................................................. 8 1.7 STAFFING ................................................................................................................. 8 1.6 SERVICES ................................................................................................................. 9 1.7 SECURITY AND VISITORS ....................................................................................... 9 1.8 MEDIA ........................................................................................................................ 9
SECTION TWO – OPERATIONS ................................................................................................ 10 2.1 PRINCIPLES ............................................................................................................ 10 2.2 REASONS FOR ACTIVATION ................................................................................. 10 2.3 PLANS ..................................................................................................................... 10 2.4 INFORMATION DISPLAY ........................................................................................ 10 2.5 DOCUMENT MANAGEMENT .................................................................................. 11
SECTION THREE – COMMUNICATIONS .................................................................................. 11 3.1 GENERAL ................................................................................................................ 12 3.2 TELEPHONES ......................................................................................................... 12 3.5 RADIO NETWORK ................................................................................................... 12 3.6 COURIER SERVICE ................................................................................................ 13
SECTION FOUR- ADMINISTRATION ARRANGEMENTS .......................................................... 13 4.1 ROSTER ARRANGEMENTS ................................................................................... 14 4.2 DOCUMENTATION .................................................................................................. 14
SECTION FIVE – DUTY STATEMENTS ..................................................................................... 14 5.1 GENERAL ................................................................................................................ 14 5.3 HEALTH EMERGENCY OPERATION CENTRE ...................................................... 15 5.3.1 ISLHD HSFAC/ Incident Controller ..................................................................... 15 5.3.2. Key Personnel / Duty Officer ............................................................................... 15 5.3.3 Clerical Officer .................................................................................................... 16 5.3.4 Communication / Media Officer ........................................................................... 16 5.3.5 Liaison Officer ..................................................................................................... 16
SECTION SIX- STATIONARY REQUIREMENTS ....................................................................... 18 6.1 Minimum Stationary Requirements –Health Emergency Operation Centre ............... 18
Appendix 1: Disaster Management Forms and Templates .......................................................... 19
Appendix 2: Sample HEOC Board Outlines ................................................................................. 20 SITUATION BOARD ........................................................................................................ 20 CONTACT BOARD .......................................................................................................... 20 HOSPITAL STATUS BOARD .......................................................................................... 21 VICTIM TRACKING BOARD ............................................................................................ 21
Appendix 3: Phonetic Alphabet NATO ......................................................................................... 22
Appendix 4: Radio Voice Procedure NATO ................................................................................. 23
Appendix 5: Attendance Register ................................................................................................ 24
ISLHD CORP GL 05 Version: 2.1 DX19/441 Date: July 2017 Page 4 of 24
AUTHORISATION
These Operating Procedures for Illawarra Shoalhaven Local Health District Health Emergency Operation Centre are authorised by the Health Services Functional Area Coordinator (HSFAC). Separate documents to be read in conjunction with this document include: NSW EMPLAN NSW HEALTHPLAN NSW HEALTHPLAN: Standing Operating Procedures for Ambulance Service (AMPLAN) Site/Service Health Emergency Management Plans and Business Continuity Plans
20/07/2017 APPROVED ………………………… DATE ……………………
ISLHD Disaster Manager
20/07/2017 ENDORSED …………………………. DATE …………………… ISLHD HSFAC
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AMENDMENTS
1. Suggested amendments or additions to the contents of this document are to be
forwarded in writing to:
Disaster Manager Port Kembla Hospital Level 4 Cowper St Warrawong NSW 2505
2. All proposed changes to this plan will be subject to recommendation, approval and endorsement as mentioned under the Authorisation Statement.
3. Amendments promulgated are to be certified in the following table when entered.
AMENDMENT COMMENTS
VERSION DATE 1.0 August 2014 New guideline
2.0 October 2015 Updated to include Local HEOC’s
2.1 July 2017 Review only – nil changes
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ABBREVIATIONS AND DEFINITIONS ASNSW- Ambulance Service New South Wales Health Emergency Operation Centre – Centre established for communications and coordination of operations and support during an emergency. CE- Chief Executive- The appointed person responsible to the Board of Directors of a Local Health District for implementation of its decisions within the District. Health Response Teams- A team of experienced and trained doctors and nurses, usually sent from a hospital, to provide on-site assessment and emergency treatment of casualties prior to transport. One doctor is appointed Medical Team Leader and one nurse is appointed Nursing Team Leader. Incident Controller – Usually the most senior member of staff who is responsible for the management of all activities necessary for the resolution of an incident. Incident Management Team (IMT) – A group of incident management personnel comprising the incident controller, and the personnel he or she appoints to be responsible for the functions of operations, planning, logistics and communications. HEOC- A control and coordination centre normally remote from the disaster site. It provides centralised coordination of Local Health District Services to respond to a major incident or disaster. HSFAC- Health Services Functional Area Coordinator- An appointed senior officer (LHD Director of Nursing and Midwifery) having the authority to coordinate and commit the resources of the ISLHD, during activation of the Illawarra Shoalhaven Local Health District HEALTHPLAN. The ISLHD HSFAC is responsible to the State HSFAC. Medical Services Controller- Usually a senior medical officer responsible for controlling all medical aspects of the disaster. Mental Health Services Controller- The Director of Mental Health Services within ISLHD assumes control of the mental health resources during activation of the Mental Health Service component of the plan. NSW HEALTHPLAN- The NSW Health Service Functional Area Supporting Plan. Public Health Services Controller- The Director of Public Health is responsible for controlling all aspects of the public health response to an incident. REOCON- Regional Emergency Operations Controller- the Police Regional Commander appointed by the Commissioner of Police as a District Emergency Operations Controller. SOPs- Standing Operating Procedures State HSFAC- State Health Services Functional Area Coordinator.
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SECTION 1 – ORGANISATION
1.1 GENERAL
An Emergency Operations Centre (EOC) is a centre established at the District or local level as a
centre for communication and for the coordination of operations and support, during an emergency.
An EOC is a facility from which an Incident Controller can ensure the timely provision of support by
either:
a) Planning for an impending event in the pre-impact phase,
b) monitoring an operation,
c) coordinating support, or
d) controlling an emergency operation
Within the Illawarra Shoalhaven Local Health District (ISLHD) Health Emergency Operation Centre
(HEOC) will be activated to a “ready state” in the event of a major incident or disaster, which may
be located anywhere within the Illawarra Shoalhaven Local Health District’s area of responsibility.
Generally, individual HEOC will be activated in response to a local emergency event, however, in
the event that an emergency cannot be managed at the local level, the District HEOC may be
activated and this will occur at the request of the Health Services Functional Area Coordinator
(HSFAC). The District HEOC may also be activated upon the request of the State HSFAC in
response to a major incident or disaster involving another Local Health District or region of Australia.
Each Facility/Service within the ISLHD is required to nominate an area for their HEOC. The HEOC
should be sufficiently equipped to enable efficient and effective coordination during the active stage
of the HEOC.
1.2 AIM
The aim of this procedure is to provide direction and enhance existing emergency management
arrangements for the establishment, activation, operation and maintenance of HEOCs at District
and Local levels.
1.3 SCOPE
This guideline relates to HEOCs established within the ISLHD at District or Local level.
1.4 ESTABLISHMENT
District and Local Health Emergency Incident Controllers are responsible for establishing and
controlling Emergency Operations Centres. The District Incident Controller is the ISLHD HSFAC
and generally the Incident Controller at the site/service level is the most senior member of staff i.e.
DON, Nurse Manager. For the purpose of this guideline the term ‘Incident Controller’ will be utilised
and pertain to all Incident Controller position holders at both the District and the Site/Service level.
The Health Emergency Incident Controller, with the assistance of their respective Health
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Emergency Management Committee is to identify, in their area of responsibility, a facility which may
be utilised as emergency operations centres.
The District Health Emergency Operation Centre (DHEOC) is located in Lawson House at Wollongong Hospital. Security at the ISLHD HEOC is strictly monitored and all personnel are required to produce identification prior to entering the Health Emergency Operation Centre. All personnel must display appropriate identification on arrival. All Facilities/Services within the Illawarra Shoalhaven Local Health District (ISLHD) have documented in the respective Emergency Management Plans the location of their Health Emergency Operation centre (HEOC).
1.5 ROLES
Health Emergency Operation Centres are used by key position holders as is nominated under both the ISLHD Healthplan and the respective Facility Health Emergency Management Plans. The aim is to:
Provide a centralised assessment of operational needs of the affected disaster site and immediate locality.
Coordinate and deploy resources within ISLHD to assist in the response and recovery.
Exercise direct control of health service functions as required.
1.6 RESPONSIBILITIES
Key position holders working in a Health Emergency Operation Centres within the ISLHD have the following functions:
Monitor and maintain a log of events as they occur.
Act as a single point of contact for health service support.
Coordinate the provision of additional resources in support of operations.
Collect, process, interpret and disseminate information to appropriate health care and emergency management personnel.
Provide liaison and assistance to the ASNSW.
Prepare information and issue warnings to the general public in consultation with the NSW Department of Health and other emergency management organisations.
1.7 STAFFING
All personnel working in a Health Emergency Operation Centre will be under the direct command of the ISLHD HSFAC. The HSFAC will also be responsible for the operation and function of the ISLHD HEOC. Facility HEOCs will be under the direct command of the Facility/Service Incident Controller. The minimum staffing level of the HEOC upon activation shall be:
ISLHD HSFAC (at District level) /Incident Controller (at Facility Level)
Clerical Staff x1
At the District level, and upon request from the ISLHD HSFAC, the following key position holders, as set out in the ISLHD HEALTHPLAN, will attend the ISLHD HEOC:
ISLHD Medical Services Controller
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ISLHD Mental Health Services Controller
ISLHD Public Health Controller
ISLHD Communications Controller
HSNSW Disaster Manager
ISLHD Disaster Manager
Ambulance Liaison Officer
Additional clerical staff
Any other personnel so directed At the Local Facility/Service HEOC and upon request from the Incident Controller, the following key position holders, as set out in local Emergency Management Plans, will attend the HEOC:
Operations Officer
Logistics Officer
Planning Officer
Public Information Officer
Clerical Staff
Any other personnel so directed
1.6 SERVICES
The Incident Controller, or nominated person, will be required to ensure that the Health Emergency Operation Centre (HEOC) shall have immediate access to the following:
Tables, furniture
Stationary
24 hour clock
Photocopier
Whiteboards
Backup emergency generator
External phone lines and phones
Network data ports and cables
Printer/fax/copier/scanner
Teleconference phone or Video Conference facilities
Hand held torches
Amenities
Kitchen facilities and supplies
1.7 SECURITY AND VISITORS
All staff presenting to a HEOC should have their hospital identification tag. For personnel who are visitors to the HEOC, at the request of Incident Controller, should first obtain a visitor identification tag from security, prior to presenting to the HEOC.
1.8 MEDIA
All correspondence with the media will be tasked to the ISLHD Health Communications Controller. When no Communication Controller is appointed, the Incident Controller or delegate will attend correspondence with the media.
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SECTION TWO – OPERATIONS
2.1 PRINCIPLES
The main principles, which apply within the ISLHD with regards to Health Emergency Operation Centres, are:
A sense of priorities to ensure the preservation and protection of life.
A comprehensive understanding of Emergency Management Arrangements within NSW and the ISLHD.
Continuous effective liaison between facilities and emergency management services.
Efficient coordination of available health services personnel and resources.
The collection and processing of operational information, and the accurate and timely dissemination of intelligence.
2.2 REASONS FOR ACTIVATION
Dependant on the scale of the emergency, the Incident Controller may activate the HEOC to:
Monitor an incident or emergency operation;
Coordinate support to the combat agency at their request;
Plan and prepare for the effects of an imminent or potential emergency situation
Provide a point of communication and reporting.
When directed to do so by a State HSFAC / ISLHD HSFAC
Provide or coordinate support to the recovery process
2.3 PLANS
The Incident Controller is responsible for ensuring that the following plans and documents are located within the ISLHD Health Emergency Operation Centre when it is operational:
NSW HEALTHPLAN
ISLHD HEALTHPLAN
Other relevant District Plans e.g. ISLHD Pandemic Plan, ISLHD Mental Health Plan
Access to all ISLHD Hospital Disaster plans (Electronic and hard copies)
ISLHD map
Other relevant maps and road directories
Telephone directories
2.4 INFORMATION DISPLAY
Current information pertinent to the situation will be displayed on whiteboards in the Health Emergency Operation Centre – refer to Appendix 2: Sample HEOC Board Outlines. The Incident Controller shall be responsible for ensuring the information on display is current and updated at appropriate intervals. Information displayed shall include:
The situation and location of the impact event
Map of the affected area/facility displaying non-functional areas, access and egress routes
Resources available
Resources committed
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Requests for resources- as yet unfilled
Follow-up actions
Casualty Status Form- treatment at scene. Transport Destination Number of casualties.
Current key personnel contact numbers.
Rosters for personnel within the ISLHD Health Emergency Operation Centre.
2.5 DOCUMENT MANAGEMENT
All incoming information must be recorded on appropriate forms. Within the ISLHD Disaster Management Forms/templates are available on the Intranet site via the following link: http://islhnweb/Forms_Templates/Non_Clinical/default.asp#Disaster_Management and include the following:
Action Plan Template
Activity Log Template
Facility System Status Report
Hospital Resources Summary
ISLHD Emergency Operation Centre Attendance Register
ISLHD Task Resource Request Form
ISLHD Message - Record of Conversation
Patient Tracking Sheet
Situation Report
All forms are to be suitably filed (trimmed) and available for future reports and/or reference. All related documentation must be retained for a minimum of 7 years as per General Disposal Authority 2005 - GDA21/5.11.2.
SECTION THREE – COMMUNICATIONS
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3.1 GENERAL
It is vital that all personnel working in the Health Emergency Operation Centre adhere to the
message flow system. A system must be designed to ensure that:
All messages are handled by the appropriate personnel
No message is overlooked or lost
No duplication of function occurs
Messages are handled expeditiously
ISLHD Message - Record of Conversation is used and copies maintained
Although dependent upon the nature of the incident/disaster, several types of communication will
be used during the activation of the ISLHD Healthplan / Facility/Service Emergency Management
Plans, including:
Telephones -public telephone network, including mobile phones
Facsimiles -public telephone network
Radio -private and public networks / specialised systems provided by NSW Health
Department
Computer network
o PC network
o Internet
o Intranet
3.2 TELEPHONES
Telephones, both fixed and mobile, connected to the public telephone network will be the primary
means of communication.
Sufficient and/or additional telephones will be provided at the direction of the Incident Controller
when a Health Emergency Operation Centre is operational.
The Incident Controller will be responsible for ensuring that the contact numbers are distributed and
made available to relevant agencies as soon as practicable once the Health Emergency Operation
Centre has been established and rendered operational.
3.3 FACSIMILE Access and use of Facsimile may be useful when the HEOC is operational. 3.4 PC NETWORK
Where appropriate, the PC network may be used to transmit and receive data. All data is to be “hard
copied” and kept for future reference. A Fax/printer/copier/scanner machine should be available for
use and will be utilised for printing “hard Copied” documents.
All data points within the Health Emergency Operation Centre are connected to the ISLHD network.
3.5 RADIO NETWORK
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The ASNSW is responsible for ensuring communications during major incidents/disasters, and will
be asked by the Illawarra Shoalhaven LHD HSFAC to provide any additional communication
requirements. When using radio network for communication ensure messages are:
Clear
Accurate
Concise
Please refer to Appendix 3: Phonetic Alphabet NATO and Appendix 4: Radio Voice Procedure
NATO
3.6 COURIER SERVICE
In the event of a total failure of electronic equipment and public information networks, written
information may be dispatched and disseminated by “courier” using the most appropriate means
available to the ISLHD.
SECTION FOUR- ADMINISTRATION ARRANGEMENTS
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4.1 ROSTER ARRANGEMENTS
In protracted emergency events the Incident Controller will ensure that a relevant position holder in
the Health Emergency Operation Centre will be responsible for organising and maintaining a duty
roster for all personnel working in the Health Emergency Operation Centre.
Such rostering shall be clearly displayed within the Health Emergency Operation Centre and shall
contain the following details:
The position held and the current person on duty in that position.
How long that person will be on duty.
The name and contact details of relief position holders.
4.2 DOCUMENTATION
Accurate documentation of events, resource deployment, including staff, shall be maintained and
kept for future reports and/or reference. All written documentation should be attended in BLUE pen
so to avoid tampering of the original documentation. Any errors in documentation should have a
single ‘strike through’ and initialled by the person who is attending the documentation.
Documentation registers shall include the following information:
Action Plan Template - Documents goals and resources required to meet outcomes
Activity Log Template - a record of events and responses
Facility System Status Report – Provides a snapshot of the systems and utilities available /
operational
Hospital Resources Summary – documents the availability of beds, staff, supplies etc.
ISLHD Emergency Operation Centre Attendance Register – Maintains log of staff
ISLHD Task Resource Request Form – a record of the number, type and priority of requests for
resources
ISLHD Message - Record of Conversation – records and documents conversations
Patient Tracking Sheet – a record of the location of casualties for use both during and after the
incident/disaster
Situation Report - (SITREP) – a record of the latest and update situation of the incident/disaster
SECTION FIVE – DUTY STATEMENTS
5.1 General
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All personnel present in the Health Emergency Operation Centre are directly responsible to the
Incident Controller, and as such shall be subject to the directions and instructions as issued by the
Illawarra Shoalhaven LHD HSFAC.
Key personnel/ duty officers are required to carry out their duties as outlined in the ISLHD
Healthplan /Local Emergency Management Plans “Roles and Responsibilities”.
5.3 Health Emergency Operation Centre
Whilst on duty in the Health Emergency Operation Centre the following conditions apply:
5.3.1 ISLHD HSFAC/ Incident Controller
The ISLHD HSFAC / Incident Controller will:
Determine requirements, monitor operations, predict and anticipate future developments.
Activate the Health Emergency Operation Centre.
Ensure all personnel reporting for duty are properly briefed as to the nature and extent of
the incident/disaster, the likelihood of further developments, the number and type of
casualties expected, the resources allocated or intending to be allocated.
Conduct regular briefings with the Incident Management Team.
Provide regular updates and progress of operations.
Review and approve all out-going correspondence.
Ensure coordination across the ISLHD / Site / Service.
Ensure personnel are rostered for appropriate periods and that meals/rest breaks are
regularly provided.
Ensure that in operations of a protracted nature a suitable Deputy Incident Controller is
appointed and is capable of assuming command.
Effectively and efficiently manage the Health Emergency Operation Centre.
5.3.2. Key Personnel / Duty Officer
The Key Personnel / Duty Officers will:
Upon notification from the Incident Controller, proceed to the Health Emergency Operation
Centre to help set-up the HEOC for ‘ready state’.
Fulfil the role of the Officer to the Incident Management Team.
Provide operational and technical support to the Incident Management Team for the duration
of the emergency or until relieved.
Collect, collate, and disseminate information to produce operational intelligence
Undertake the role of intelligence officer and room information flow officer- collect, process, and disseminate information to appropriate health care and emergency management personnel.
Ensure documentation of all events deployment of staff and resources are kept for evaluation (ISLHD Task Resource Request Form) after the event. Records of phone conversations, messages (ISLHD Message - Record of Conversation) and operational running logs (Activity Log) are to be utilised for this purpose.
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Generate during protracted operations, a new daily file for each day, both for hardcopy records and computer records.
Maintain a consolidated and contemporary Activity Log, that records all occurrences, discussions, planning sessions and directives that occur in/from this centre, be they Ambulance, medical, mental health, or public health or other. That log will become the Master Log for the health services response.
Attend to final compilation of records, retrospective additions (Situation Report) to the operations log.
Note as the final entry on the Activity log, the time the HEALTHPLAN/ Emergency Management Plan was deactivated and the time the HEOC is closed by the Incident Controller.
Organise for the replacement of any stationary that was used, and for the return of any equipment.
5.3.3 Clerical Officer
Clerical Officers will:
Provide clerical support to the Incident Management Team for the duration of the
emergency, or until relieved.
Assist the Duty Officer/s.
Maintains records of phone conversations / messages on ISLHD Message - Record of
Conversation
Maintains HEOC attendance register using the ISLHD Emergency Operation Centre
Attendance Register form.
Maintain the Health Emergency Operation Centre Master Activity Log.
5.3.4 Communication / Media Officer
The Communication / Media Officer will:
Ensure dissemination of accurate information to the media, under the authority of the ISLHD
HSFAC.
Prepare media releases in consultation with the ISLHD HSFAC.
Assist in providing up to date information to all Health personnel (newsletter).
5.3.5 Liaison Officer
Liaison Officers represent a participating organisation/hospital active in the major incident/disaster
at the Health Emergency Operation Centre. They must have the authority to commit the resources
of the agency represented. Liaison Officers will:
Proceed to the Health Emergency Operation Centre when requested by the Incident
Controller.
Advises on the operational capabilities, resources, and operation procedures of the agency
represented.
Provide operational information and intelligence from the agency represented.
Convey the Incident Controller’s directives and priorities to the agency represented for
implementation.
Clarify the Incident Controller’s intention and points of detail as necessary.
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Obtain the latest information from the agency represented, and accurately report upon their
situation and requirements in the disaster area.
Keep all Health Emergency Operation Centre personnel informed on the agency deployment
status, resource availability, any support required, working conditions, agreements to assist
arrangements and future intentions.
Maintain communication links between Health Emergency Operation Centre and the agency
Coordination Officer.
Maintain an Activity Log.
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SECTION SIX- STATIONARY REQUIREMENTS
6.1 Minimum Stationary Requirements –Health Emergency Operation Centre
Supply of Health Emergency Operation Centre documentation forms (hard copy)
Stationary trays i. In/out trays ii. Priority 1 issues iii. Actioned papers
Note pads and pens for each Position Holder in the Health Services Health Emergency Operation Centre.
Blue ink pens
Staples and staplers
Box of A4 sheet protectors
Post-it-notes
Durex tape
Blu-Tac
Large scissors
Assorted colours highlighter pens
Assorted colours whiteboard markers
A4 envelopes
Drawing pins
Paper clips
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Appendix 1: Disaster Management Forms and Templates
Located On Illawarra Soalhaven Local health District Intranet home page click on:
Then: Click on Disaster Management Forms and Templates:
http://islhnweb/Forms_Templates/Non_Clinical/default.asp#Disaster_Management
Action Plan Template
Activity Log Template
Facility System Status Report
Hospital Resources Summary
ISLHD Emergency Operation Centre Attendance Register
ISLHD Task Resource Request Form
ISLHD Message - Record of Conversation
Patient Tracking Sheet
Situation Report
ISLHD CORP GL 05 Version: 2.1 DX19/441 Date: July 2017 Page 20 of 24
Appendix 2: Sample HEOC Board Outlines
SITUATION BOARD
Date: Correct as at: hrs
Exact Location:
Type of Incident:
Hazards:
Access:
Number of Casualties:
Emergency Services:
CONTACT BOARD
Date: Correct as at: hrs
Position Holder Name Location Phone Number
Fax Number
State HSFAC
REOCON
REMO
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HOSPITAL STATUS BOARD
Date: Correct as at: hrs
HOSP 1 HOSP 2 HOSP 3 HOSP 4 HOSP 5 HOSP 6 HOSP 7 HOSP 8 HOSP 9
Casualties: Red Orange Green White
Beds Available: General ICU Critical Care Medical Surgical Paediatric Other
Theatres Available
Expected Admissions
Nursing Staff Available
Medical Staff Available
Administrative Staff available
Other Staff Available
Inpatients for Discharge
Transport Available
VICTIM TRACKING BOARD
Date: Correct as at: hrs
Location
Type Time Comments
Deceased
Injured
Trapped
Evacuated
Other
Version: 2.1 DX19/441 Date: July 2017 Page 22 of 24
Appendix 3: Phonetic Alphabet NATO
LETTER WORD LETTER WORD A Alpha T Tango B Bravo U Uniform C Charlie V Victor D Delta W Whisky E Echo X X-Ray F Foxtrot Y Yankee G Golf Z Zulu H Hotel I India 1 wun J Juliet 2 too K Kilo 3 th-ree L Lima 4 for-wer M Mike 5 fi-yiv N November 6 six O Oscar 7 sev-en P Papa 8 ate Q Quebec 9 niner R Romeo 0 zero S Sierra
Version: 2.1 DX19/441 Date: July 2017 Page 23 of 24
Appendix 4: Radio Voice Procedure NATO
WORD / PHRASE MEANING
THIS IS
When calling say the call sign that you want followed by your call sign. E.G. ALPHA THIS IS BRAVO
OVER I have finished speaking and it is your turn to reply
OUT I have finished talking to you
RADIO CHECK Can you hear me? If you can then how well? Ideally it would be LOUD and CLEAR. If it isn’t then describe it such as WEAK BUT READABLE, etc. Reply in numerical / alphabetical order.
OK / ROGER Use either word to show that you have received and understood the message. Note: ‘COPY THAT’ is just another, non-standard way of saying OK or ROGER but can be confusing if you really want them to copy it!
MESSAGE I have a message for you – are you ready to receive it?
SEND I am ready to receive your message.
MORE TO FOLLOW The message isn’t finished – but have you got it all so far?
SAY AGAIN This can be Say Again all before – all after – number or anything else that you didn’t get down.
ACKNOWLEDGE Please tell that you have received the message. If you have then respond as ROGER (or OK) - you do not have to read it all back.
WAIT Give me 10 seconds to find a pencil or whatever is needed.
WAIT OUT I’ll get back to you.
I SPELL Say the word followed by ‘I SPELL’ then spell the word phonetically. If there is more than one word say ‘FIRST WORD – say word – I SPELL….’etc.
Version: 2.1 DX19/441 Date: July 2017 Page 24 of 24
Appendix 5: Attendance Register
EVENT Name:
Date:
Time in: Name: Signature in: Time out: Signature out:
