X CountyPOINT OF DISTRIBUTION

TRAININGJust-In-Time Training

For Working at a POD

What you will know when you finish this course…

• Check in procedure• Incident Action Plan• Chain-of-Command • Basic Incident Command System

structure• POD Operations

What is “Just-in-Time” (JIT) Training?

• JIT Training refers to training that POD staff will receive at time of an emergency

What everyone needs to know…

Goals of the medication centerDistribute medications to the people

as quickly as possible

Provide educational materials to the public with their medications and/or direct them to where they can get more information

Communicate with local agencies and state authorities

What everyone needs to do…

Practice Good Customer Service…

….Polite but BRIEF…keep the line moving!

We are putting our faces out in the community. They will associate a name (your local Dept of Health) with a face (yours)!

The Golden Rule always applies “Treat others the way you would want to be treated”. Remember that people will be stressed and anxious.

Public Education

There will not be time to personally answer all questions…

Give the person the handoutsDirect them to where they can get

more info (handouts will list phone number, website, radio/tv stations etc.)

CHECK IN PROCEDURESTEP: 1

• Report to the Staff Staging Area • Sign in on the employee/volunteer

roster• Volunteers will be assigned a position.

Read your Job Action Sheet, view the training, and get briefed by your Section Chief, or if applicable, unit leader.

CHECK IN PROCEDURESTEP: 2

• Put on ID, vest and or STAFF shirt if applicable

• ID’s should be worn at all times. • If applicable, get an ID made by the

Logistics section if you don’t have one

CHECK IN PROCEDURESTEP: 3

• Get equipment you may need for your job (STOP sign, radio, walkie-talkie etc.)

• Sign out equipment as applicable from the Logistics Section, Supply Unit.

CHECK IN PROCEDURESTEP:4

• First shift will be briefed at the beginning of the drill

• Report to your work area

• Get report from current shift if applicable

Incident Action Plan (IAP)The IAP is a written (or verbal) plan that describes the overall strategy for managing an incident or event.

Information it will contain:What the incident or event isWhat is the locationTime / Duration of eventFlow of operation, resources, (personnel needed)

THIS IS WHAT THE INCIDENT ACTION PLAN LOOKS LIKE.

Basic ICS Structure:INCIDENT

COMMANDER

PLANNING SECTION

CHIEF

OPERATIONSSECTION

CHIEF

LOGISTICS SECTION

CHIEF

SAFETY OFFICER LIAISON

INFORMATIONOFFICER

FINANCE AND ADMINISTRATION

SECTIONCHIEF

YOU WILL REPORT TO ONE OF THE PEOPLE IN THE COLORED BOXES

UNLESS YOUR POSITION IS ONE OF THE WHITE BOXES ABOVE.

Using the Incident Command System (ICS)

The Incident Command System is a people and event management method that breaks large events or projects down into smaller sections to handle.

Persons in lead positions manage groups of 5-7 individuals or teams, they in turn report to the command staff.

The Incident Commander is responsible for the overall project and relies on everyone to use the proper chain of command when problems arise.

Command Staff

There are four positions on the Command Staff, they will be wearing WHITE vests

Incident Commander

Public Information Officer (PIO)

LiaisonSafety Officer

Who Reports Directly to the Incident Commander?

• Public Information Officer

• Safety Officer • Liaison

The General Staff is a group of incident management personnel organized according by function that report to the Incident Commander, they are referred to as Section Chiefs. In the ICS structure there are 4 Section Chiefs.

General Staff

Finance and Administration Section Chief

Operations Section Chief

Planning Section Chief

Logistics Section Chief

Planning Section Chief

Responsible for the collection, evaluation and dissemination of operational information related to the incident or event, maintains info and intelligence on the current and forecasted situation and writes the Incident Action Plan.

PLANNING SECTION CHIEF

If your job is listed here you will report to the person wearing the BLUE vest.

• Resources Unit• Situation Unit• Documentation Unit

Based on information you give the Planning Section Chief, such as flow pattern problems/bottlenecks, he/she may make changes to the operation of the POD.

Operations Section Chief

Responsible for all tactical operations ( actions or jobs pertaining to the Incident Action Plan) at the incident or event site. In the operations section there may be branches, divisions and/or groups.

OPERATIONS SECTION CHIEF

If your job is listed here you will report to the person wearing the RED vest.

• Dispensing Unit• Dispensing Clerk• Triage/Screening

Unit• Screener• Runner• Line Usher

Logistics Section Chief

Responsible for all support needs such as facilities, services and material support for the incident or event. Including ordering resources through appropriate procurement authorities from off-incident site locations.

LOGISTICS SECTION CHIEF

If your job is listed here you will report to the person wearing the YELLOW vest.

• Security Unit• Traffic Unit• Food Unit• Transport Unit• Supply Unit• Communications

Unit• IT Unit

Finance and Administration

Section ChiefResponsible for monitoring multiple sources of funds, tracks timesheets, expenses, handles procurement/purchasing. Manages financial reimbursement for individuals, agencies or departments.

FINANCE AND ADMINISTRATIONSECTION CHIEF

If your job is listed here you will report to the person wearing the TAN vest.

• Cost Unit• Procurement Unit• Time Unit

SPECIAL UNIT COLORS

Security and Traffic units will be wearing BLACK and/or ORANGE vests and or STAFF shirts

Job Action SheetsEach clinic worker will get a Job Action Sheet that has the following information:Job TitleName, Date and POD Site Time of your shiftYour mission in that positionDuties pre, during and post event

THIS IS WHAT YOUR JOB ACTION SHEET WILL LOOK LIKE.

PRE-POD OPERATION

• You will receive your job action sheet• You will get the Incident Action Plan• Your supervisor for the event will train you

and may give you additional instructions • There may be some specific duties for you

to perform prior to the clinic/event such as gathering supplies or equipment

POD OPERATION

• Your specific tasks at the POD are outlined

• Instructions for whom to report to are listed• Who will provide relief and meal breaks is

listed• Instructions to report to oncoming staff

POST CLINIC OPERATION

• Assist with take down of POD at conclusion of operations.

• Complete an evaluation survey for After Action Report.

• Return equipment, vest, etc to command post.• Sign out.

THIS WILL BE ON EVERYONE’S INSTRUCTION SHEET AND THOSE PERSONS WHO ARE PRESENT AT THE END OF THE OPERATION ARE EXPECTED TO ASSIST WITH PACKING UP EQUIPMENT AT THEIR STATION.

Meal Breaks

• All persons working the POD will be provided refreshments and meals during the time present at the operation

• Your Section Chief or if applicable, unit leader, will schedule your meal breaks, other breaks can be arranged as needed.

Keep in mind that the main goal of mass distribution is to get the

medication to the public in a safe and timely manner.

POD Layout

Med

ical

Eval

uatio

n

Triage

Command/PersonnelStations*

Pharmacy

Dispensing

*May be outside of the physical POD layout

INSERT YOUR MAP

INSERT YOUR MAP

Medical Greeters

• Clinicians will be stationed outside of the POD to screen patients and refer persons who may be ill with the disease for which we are providing prophylaxis to a hospital

Triage Station• Use Triage script to identify individuals who:

– Have contraindication to available prophylaxis– On medication which interacts with prophylaxis– Have medical conditions which require dose

adjustment of prophylaxis or existing medications

• If any of the above, send patient to Medical Evaluation

• If none of the above, send patient to Dispensing to receive prophylaxis

Medical Evaluation Station• Evaluate individuals who:

– Have contraindications to prophylaxis– Are on medications which interact with prophylaxis– Have medical conditions affecting prophylaxis

• Determine:– Which prophylaxis patient should receive/if patient

should receive prophylaxis• Send patient to Dispensing or Exit as

appropriate

Dispensing Station

• Provide antibiotic or vaccine to patients

• Direct public to Exit

Medication/Preparation Station• Antibiotic or vaccine is prepared for

Dispensing Station– Re-packaging/color-coding of antibiotic doses– Reconstitution of vaccine, as appropriate

• No public interaction

Exit Station

• Provide additional forms if needed, and if available

• Informational signs about prophylaxis will be posted at exits

Flow Monitors

• Direct patients into, through, and out of the POD

• Provide information and/or distribute any available info sheets to patients waiting in line

• Critical to POD operations

Thank you for your support!

AcknowledgementsNYC Department of Health

&Queen Anne’s County Department of Health