Our Vision - Healthy Kansans living in safe and sustainable environments

Our Vision - Healthy Kansans living in safe and sustainable environments

www.kdheks.gov


Emergency Preparedness Plan for Primary Care Clinics

Cait Purinton-Day

Contingency Planner

[email protected]

785-296-5529

mailto:[email protected]

Eat It Like an Elephant . . .


…One Bite At A Time


• Establish priorities & set goals for developing the plan.

• Set target dates for completing those goals.

• Use KAMU matrix as a guide.

Preparedness Cycle


Purpose of Developing a Plan

• Raise awareness among staff and within the community.

• Increase capabilities of staff.

• Continue service to clients in a disaster.

• Assist in community response.


Clinics with Existing Plans

• Don’t reinvent the wheel.

• Build upon existing plans.

• Continue to incorporate/cooperate with hospital or health department.


How to Use the Template


• Yellow highlights = HRSA PIN 2007-15 and PIN 2007-16 recommendations

• Red font = Insert clinic name

• Text boxes = Section instructions. *Delete these text boxes when you are complete with that section.

How to Use the Template

• Template is not one-size-fits all.

• Modify to fit clinic’s needs & capabilities.– Actions– Equipment– Clinic titles– Existing policies and procedures


Incident Command System


• Plan based on ICS

• Recommendation of HRSA to use ICS

• Basic outline of ICS in Annex A– ICS training will be needed.

Part 1: Emergency Management Process


• Overview of Principles of Emergency Management– Mitigation & Preparedness– Response– Recovery– Annexes

Part 2: Emergency Management Plan


• Introduction– Page 7

• Plan Goals & Objectives– Page 7

Part 2: Emergency Management Plan


• Planning Assumptions– Page 8

• Relevant Requirements & Regulations– Page 8

2.5 MITIGATION & PREPAREDNESS


• Page 9

• Prepare for an event

• Reduce adverse effects of an event

• Build community relationships

2.5.1 Community Collaboration


• Pages 9-10

• Building community relationships– Attend LEPC meetings– Get to know CEM and LHD

2.5.2 Plan Development & Maintenance


• Pages 10-11

• Plan storage– Paper and electronic

• Regular updates– Annually and as needed

• Governing Board approval

2.5.3 Hazard Vulnerability Assessment


• Page 11

• Identify vulnerabilities

• Analyze gaps

• Online tool available through CPHP– http://www.kdheks.gov/cphp/

grant_tool_kit.htm#hva

2.5.4 Insurance Review


• Pages 11-12

• Review to determine adequate coverage in a disaster.

• List of potential questions to assist with review.

2.5.5 Building Review


• Pages 12-16

• Building Review– Maps

• Floor plans• Evacuation routes

– Share with fire and police

2.5.5 Building Review


• Technology & Utilities– Page 14– Shutting down systems– Systems maintenance– Backup systems

• Generators

2.5.6 Continuity of Operations


• How will the clinic continue to serve its clients during an event that disrupts normal operations?

• Pages 16-18

• COOP is complex.– Info in the template is basic and will get the

discussion started of COOP planning.

2.5.6 COOP


• Page 17

• Hours of operation

• Functions– 12 hours to 30 days– Prioritize– Staff assigned to functions– Equipment and data to support functions

2.5.7 Alternate Sites


• Pages 18-19

• Alternate site is an element of COOP planning.

• Memoranda of Understanding– 2 locations in case first option is

unavailable.

• Develop go-kits for staff.

2.5.8 Mutual Aid Agreements


• Pages 19-20

• Mutual Aid Agreement: Written agreement between agencies, organizations, and/or jurisdictions that they will assist one another on request by furnishing personnel, equipment, and/or expertise in a specified manner. (Kansas Response Plan)

2.5.8 Mutual Aid Agreements


• Put in place before an event.

• Guidance on CDC web site.– http://www2a.cdc.gov/phlp/mutualaid/

index.asp

• List of considerations in template.

• Chart to help track agreements.

2.5.9 Volunteer Management


• Page 21

• Involve volunteers in planning and exercises.

• Volunteer Directory– Certifications or training

• Help make best use of volunteers time and talent

2.5.10 Records & Equip Mgmt


• Pages 21-22

• Identify vital records

• Identify protection methods– Records– Equipment

2.5.11 Communications


• Pages 23-25

• Two Parts– Equipment– Information

2.5.11 Communications - Equipment


• Existing capabilities

• Back up or redundant capabilities

• Testing– Diagnostic checks– Maintenance– Exercises

2.5.11 Communications - Information


• Staff– Governing Board

• Volunteers

• Vendors

• Community Partners

• Public

• Clients / Patients

2.5.11 Communications – Info

• Contact lists

• Calling trees

• Warning/alert system


2.5.11 Communications - Info

• Media Relations– Releasing information– Briefing area


2.5.12 Incident Command Post

• Page 25

• Central location for clinic operations

• Only used during prolonged or long-term events.

• Equipment needs


2.5.13 Community Disease Containment

• Page 26

• Stop spread of disease

• Crucial to work with LHD– LHD has Standard Operating Guides

(SOG)

• Existing clinic protocols


2.5.14 Personal Protective Equipment

• Pages 26-27

• PPE stockpile

• Storage

• Crash carts


2.5.15 Medication Stockpiles

• Pages 27-28

• Mass dispensing– Medical materiel and pharmaceuticals– “SNS” requesting

• Crucial to work with LHD– LHD has SOG


2.5.15 Medication Stockpile

• Exhaust all resources– Clinic– Vendor

• Chart for vendors


2.5.16 Patient Surge

• Page 28

• Similar to how LHD sets up POD– Patient flow– Triage– Paperwork


Sections 2.5.17-2.5.20

• All-Hazards• Prepare for:

– Evacuation (Section 2.5.17)– Shelter in Place (Section 2.5.18)– Flooding (Section 2.5.19)– Winter Weather (Section 2.5.20)

• Use existing clinic protocols and procedures.


2.5.12 Family Plan

• Pages 32-33

• Encourage staff to prepare at home.

• Families are priority.

• Peace of mind at work.

• Guidance online.– http://www.kdheks.gov/cphp/families.htm


2.6 RESPONSE

• Put mitigation plans into action.

• Page 33

• 2.6.1 Command & Control– Using ICS to manage events

• 2.6.2 Plan Activation


2.6.3 Incident Tracking & Records Mgmt

• Page 33

• ICS forms

• Paper charting

• Security


2.6.4 Communications

• Pages 34-35

• Equipment– Use of equipment identified under

Mitigation & Preparedness

• Information – Staff, volunteers, Governing Board,

community partners, patients/clients, public– Media relations


2.6.5 Volunteer Management

• Page 36

• How volunteers will be used

• When volunteers will be used

• Check in

• Just in Time Training


2.6.6 Safety & Security

• Pages 36-37

• Response to security threats

• Use existing policies


2.6.7 Utilities

• Page 37

• Shut down procedures

• Water supplies

• Water storage and stockpiling recommendations


2.6.8 Community Disease Containment

• Pages 37-38

• Refer back to Mitigation & Preparedness section

• KDHE Epidemiology Info

• Isolation

• Hazmat contamination


2.6.9 Medication Stockpiles

• Page 39

• Refer back to Mitigation & Preparedness section


2.6.10 Patient Surge

• Page 39

• Temporary reassignments

• Triage

• Patient flow


2.6.11 Evacuation

• Pages 39-41

• Fire

• Flooding


2.6.12 Shelter in Place

• Pages 41-42

• Tornado

• Severe Storm

• Actions– Watch– Warning


2.6.13 Relocation

• Page 42-43

• Refer back to COOP and Alternate Site info in Mitigation & Preparedness

• Transporting people, equipment, and records

• Security– Alternate and primary locations


2.6.14 Devolution

• Pages 43-44

• Devolution is component of COOP planning

• Transfer of authority

• Governing Board approval


2.7 RECOVERY

• Pages 44-45

• 2.7.1 Reconstitution– Resuming normal operations


2.7.2 Tracking & Records Mgmt

• Pages 45-46

• Document everything

• ICS forms

• Reimbursement– Info from HRSA for FQHCs


2.7.3 Mental Health

• Pages 46-47

• Very important for responders– Staff, volunteers, Governing Board

• Services available


2.7.4 Demobilization

• Pages 47

• Transferring resources back to clinic– People– Equipment– Records

• Returning borrowed resources


2.7.5 Post-Incident Briefing

• Pages 47-48

• Hot wash

• AAR

• Improvement Plan


ANNEXES

• Tools to help guide / facilitate planning process

• Additional information


Annex A: Clinic Incident Command

• Outline of clinic incident command roles and responsibilities

• Review of ICS positions


Annex B: Position Check Lists

• Pulled directly from FEMA Resource Center

• Brief descriptions of actions for ICS roles

• Remove check lists for ICS roles not utilized by the clinic. Or, keep on file just in case.


Annex C: Incident Management Forms

• ICS forms– Pulled directly from FEMA Resource

Center

• KDHE Notifiable Disease forms– Pulled from KDHE OSE Web site

• Facilities Systems Status Report– Pulled from HICS Center for Training &

Education


Annex C: Incident Management Forms

• Personnel Time Sheet– Pulled from HICS Center for Training &

Education

• Volunteer Registration– Pulled from HICS Center for Training &

Education

• Forms Review


Annex D: Directories

• Available in Excel or Word– Plan and equipment maintenance

schedules– Resource directory– Staff and volunteer directories


Annex E: Storage Recommendations

• Generator recs from FEMA

• HRSA PIN 2007-15

• HRSA PIN 2007-16

• Record inventory recs from FEMA

• Water storage recs from KDHE


Need Assistance?


• Request a workshop or Technical Assistance Visit with a member of the CPHP staff.

• Online request form– http://www.kdheks.gov/cphp/

tech_assistance.htm

Contact Information

Cait Purinton-Day

Contingency Planner

Center for Public Health Preparedness

1000 SW Jackson, Ste. 330

Topeka, KS 66612

785-296-5529

[email protected]



www.kdheks.gov

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Our Vision - Healthy Kansans living in safe and sustainable environments