Relocation, shelter in place and evacuationdocs2.health.vic.gov.au/docs/doc/0101ECB09CF25E68CA257B7B001… · Shelter in place guidance note - BODY.indd 3 19/12/13 10:29 AM. Shelter

Relocation, shelter in place and evacuationGuidance note for public and private health services, hospitals and residential aged care servicesDecember 2013

Relocation, shelter in place and evacuationGuidance note for public and private health services, hospitals and residential aged care servicesDecember 2013

Shelter in place guidance note - BODY.indd 1 19/12/13 10:29 AM

Document history

Edition Date Comment

Edition 1 April 2013 Electronic version only, available from the Department of Health website.

Edition 1.1 December 2013

Hard copy publication distributed and electronic version available on the Department of Health website.

Updated to reflect:

• changes in the State health emergency response plan (SHERP)

• movement of Commonwealth responsibility for aged care to the new Australian Government Department of Social Services

If you would like to receive this publication in an accessible format please email: [email protected] or contact Health and Human Services Emergency Management via the National Relay Service 13 36 77. This document is available as a PDF on the internet at: www.health.vic.gov.au

© Copyright, State of Victoria, Department of Health 2013This publication is copyright, no part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968.

ISBN: 978-1-921801-01-3 (print) 978-0-921801-00-6 (online)

Authorised and published by the Victorian Government, 50 Lonsdale St, Melbourne.

December 2013 (1304019)

Print managed by Finsbury Green. Printed on sustainable paper.


Contents

Background 1

Purpose 1

Scope 1

1. Accountability and responsibility 2

Health sector accountability 2

Residential aged care accountability 2

Responsibilities of health services, hospitals and residential aged care services 2

2. Considering relocation 4

3. Considering evacuation and sheltering in place 5

Incident Controller recommendation to evacuate 6

Australian Government Department of Social Services 6

Victorian Department of Health – State Health Coordinator 6

Victorian Department of Health – Regional Health Coordinator 6

Ambulance Victoria – Health Commander 7

Victoria Police – Evacuation Manager 7

4. Essential planning considerations 8

Key planning considerations 8

Attachment 1: Contacts 11

Attachment 2: Consultation, decision making and notification pathway 12

Attachment 3: Operational responsibilities 13

Attachment 4: Planning resources 14

Attachment 5: Emergency management planning checklist 15

Attachment 6: Australian Government resident relocation template 16

Glossary 17



1

Background

During emergencies, health services, hospitals and residential aged care services (services) may need to relocate, shelter in place or evacuate. This can cause a disruption to the care of patients and residents.

There is limited literature1 about planning to shelter in place by services. Roles and responsibilities of all organisations involved in planning for and responding to emergencies affecting the health sector must be clear and consistent in all emergency management plans, policies and procedures.2

The Relocation, shelter in place and evacuation Guidance note for public and private health services, hospitals and residential aged care services supports the State health emergency response plan (SHERP), which is a subplan of the Victorian State emergency response plan. SHERP outlines the arrangements for coordinating the health response to emergency incidents that go beyond day-to-day business arrangements.

This guidance note recognises the important responsibilities of services in the whole-of-health approach to emergency management planning, preparedness, response and recovery.

It also recognises that emergencies vary in nature, scale, time to impact an organisation and their duration. For this reason relocation, sheltering in place and evacuation options may be used singly or in combination. Early decisions may also need to be changed if circumstances change.

PurposeThis document sets out responsibilities and considerations to inform planning, decision making and response to an actual or potential emergency during which a service must decide to relocate, shelter in place or evacuate.

The guidance note assumes that all services will have an emergency management plan in place, and it does not provide instruction on how to develop such a plan. For guidance in developing a plan, refer to Attachments 4 and 5.

This guidance note may be used by other providers of health services (such as supported residential services and day procedure centres).

ScopeThis document applies to the following areas:

• public and private health services and hospitals (including bed-based mental health facilities)

• public and private residential aged care services.

It may be used by other providers of health services (such as supported residential services and day procedure centres.

1 Bagaria J, Heggie C, Abrahams J, Murray V 2010, ‘Evacuation and sheltering of hospitals in emergencies: a review of international literature’, Journal of Pre-Hospital and Disaster Medicine, vol. 24, no. 5, pp. 461–467.

2 Victorian Flood Review 2011, Review of the 2010–11 flood warnings and response, State Government of Victoria, Melbourne.


2

1. Accountability and responsibility

Health sector accountabilityHealth services and hospitals, in particular Chief Executive Officers, Boards of Management and owners, should be aware of their obligations and responsibilities in connection with emergency management. These obligations and responsibilities are contained in a number of pieces of legislation, standards and guidelines that relate to planning and preparedness activities, as well as decision making and actions that may be required to be taken on behalf of the organisation.

These documents include:

• Health Services Act 1988

• other Commonwealth and state legislation (such as the Aged Care Act 1997, Occupational Health and Safety Act 2004)

• Victorian Department of Health: Policy and funding guidelines

• Victorian Department of Health: Emergency preparedness clients and services policy

• business continuity arrangements.

Residential aged care accountabilityResidential aged care services have a responsibility under Commonwealth legislation and are accountable to the Australian Government Department of Social Services to:

• have emergency management plans in place

• exercise informed decision making

• take responsibility to protect the health and safety of residents and staff.

Responsibilities of health services, hospitals and residential aged care servicesThis guidance note outlines the key responsibilities of government departments, agencies, health services, hospitals and residential aged care services in relation to planning, decision making and response to an emergency requiring a decision to relocate, shelter in place or evacuate.

A consultation, decision making and notification pathway can be found in Attachment 2.

A flowchart outlining operational responsibilities during a relocation or evacuation can be found in Attachment 3.

Services should have an emergency management plan that can contribute to decision making about relocation, sheltering in place or evacuation. The emergency management plan should be reviewed and updated regularly with the involvement of local emergency service organisations.

Services should undertake a risk assessment to understand the risks associated with a range of hazards. The plan should reflect risks relevant to the service’s location, physical environment and structure, patient/resident and staff profile and other internal factors.


3

The emergency management plan should contain clear indicators and authority for decision making, communication and transport arrangements, and resident needs. The ultimate responsibility resides with the Chief Executive Officer or person with delegated authority.

Services should be prepared to act in the event that an emergency may impact on services, patients and staff.

Decisions should be made as soon as practicable.

Chief Executive Officers, management, boards of management and owners must maintain situational awareness at all times during an emergency. They must be able to undertake situational assessment in a timely manner for decisions about relocation, sheltering in place or evacuation.

Services should also determine their capacity to manage a surge in demand related to injuries or people seeking shelter. People seeking shelter may need to be included if relocating, evacuating or sheltering in place.


4

2. Considering relocation

When an emergency is identified (if there is no immediate need to evacuate to protect life) the service will need to:

• undertake a situational assessment – acquire information about the emergency and predicted conditions from a number of sources

• proactively consult – make contact with the Incident Controller or, if one isn’t established, contact relevant emergency services organisations to find out about predicted conditions for your area. If unsure how to contact the Incident Controller, contact the Health Coordinator who can assist (see Attachment 1)

• identify and consider risks to the organisation in terms of planning, preparedness and any potential response to the emergency

• make a decision – any decision to relocate must be made on behalf of the organisation by the Chief Executive Officer or the person with delegated authority

• communicate the decision – the decision must be communicated to the Health Coordinator and the Incident Controller (Local Incident Management Team) or Deputy Incident Controller (if an Incident Control Centre has been established)

• the communication lines are different for metropolitan and rural services – metropolitan services must consult with and make notifications to the State Health Coordinator and regional and rural services must consult with and make notifications to their Regional Health Coordinator (See Attachment 1 for contact details)

• designate a person to liaise with the Health Coordinator and emergency service organisations (if a decision is made to relocate)

• initiate the organisation’s emergency management plan, continue to maintain situational awareness and continue to consider and revise risk assessments

• work with the Incident Health Commander to implement the organisation’s plan

• determine patient mobility, transport and other needs as soon as possible

• communicate any change to the organisation’s decision to the Health Coordinator and to the Incident Controller (Local Incident Management Team) or Deputy Incident Controller (if an Incident Control Centre has been established).


5

3. Considering evacuation and sheltering in place

When an emergency is identified in the landscape, it may be necessary to use evacuation, sheltering in place or a combination of both as a means to protect life. In these instances, services must:

• undertake a situational assessment – acquire information about the emergency from a number of sources

• proactively consult – make contact with the Incident Controller, or if one isn’t established contact relevant emergency services organisations to information about conditions for your area. If unsure how to contact the Incident Controller, contact the Health Coordinator who can assist (Attachment 1)

• identify and consider risks associated with the emergency that are, or may be relevant to the organisation in terms of planning, preparedness and any necessary response to the emergency

• determine patient mobility, transport, organisational staffing and other critical needs as soon as possible

• make a decision – any decision to evacuate, shelter in place or a combination of both as a means to protect life must be made on behalf of the organisation by the Chief Executive Officer or the person with delegated authority. Any decision to evacuate must be discussed with the Incident Controller in advance and the Health Coordinator

• communicate the decision – the decision must be communicated to the Health Coordinator and to the Incident Controller (Local Incident Management Team) or Deputy Incident Controller along with information about the organisation’s current situation. This will ensure that the Incident Controller, emergency services organisations and the Health Coordinator can work together to protect life.

• use different communication lines for metropolitan and rural services – metropolitan services must consult with and make notifications to the State Health Coordinator and regional and rural services must consult with and make notifications to their Regional Health Coordinator (See Attachment 1 for contact details)

• designate a person to liaise with the Health Coordinator and emergency service organisations

• initiate the organisation’s emergency plan after consulting with emergency services organisations and the Health Coordinator, continue to maintain situational awareness and continue to consider and revise risk assessments

• work with the Incident Health Commander to implement the organisation’s plan

• residential aged care facilities are urged to establish reciprocal accommodation arrangements with other providers to support any evacuations that may be required – the Australian Government Department of Social Services can assist with this process

• maintain situational awareness and continue to revise risk assessments in connection with the emergency and its potential to adversely impact the organisation, patients, staff and/or community

• communicate changes to the organisation’s decision before implementation of the Plan to the Health Coordinator and the Incident Controller (Local Incident Management Team) or Deputy Incident Controller(s)

• continue to maintain communications with the Incident Controller and Incident Health Commander to plan for alternative residential accommodation options and facilitate the movement of patients.

Any time there is an emergency in the landscape, the organisation must be able to receive advisories, notifications or alerts from the Victorian Department of Health or emergency services organisations. It is the responsibility of the organisation to fully consider this information and act in a timely and effective manner.


6

Incident Controller recommendation to evacuateGiven the unpredictable nature of emergencies, it may be necessary for the Incident Controller to recommend that a service evacuates. If this occurs, it is the Chief Executive Officer or the person with delegated authority who has the responsibility to respond to this recommendation.

Australian Government Department of Social ServicesThe Australian Government Department of Social Services promotes early and informed decision making and supports residential aged care facilities during emergencies by:

• communicating with residential aged care facilities and approved providers during an emergency event

• sourcing and providing information on alternative residential accommodation options

• providing a liaison officer to the Victorian Department of Health

• acting as a conduit between facilities evacuating and those receiving, as necessary

• providing updates to the relevant Commonwealth agencies

• liaising with the Aged Care Standards and Accreditation Agency and peak bodies.

The Victorian Department of Health and the Australian Government Department of Social Services have strong operational arrangements for cooperation and information sharing in an emergency.

Victorian Department of Health – State Health CoordinatorThe Victorian Department of Health promotes early and informed decision making by the health sector.

During an emergency, the Victorian Department of Health, through the State Health Coordinator, will:

• issue advisories, notifications or alerts

• liaise with emergency services including the control agency and support agencies

• receive notifications from rural Regional Health Coordinators and metropolitan services

• work with rural Regional Health Coordinators and metropolitan health services, hospitals, residential aged care facilities or other organisations involved in the provision of bed based care to identify alternate patient and resident accommodation options and surge capacity

• work closely with the Australian Government Department of Social Services to identify alternative residential aged care accommodation

• work with Ambulance Victoria and Victoria Police to ensure alternative patient and residential accommodation options can be activated in the event of an evacuation

• monitor statewide health system capacity and capability and coordinate resources and surge capacity.

Victorian Department of Health – Regional Health CoordinatorRural regional offices will:

• issue advisories, notifications or alerts

• receive notifications directly from regional and rural services

• in consultation with the State Health Coordinator, engage with regional and rural services when an emergency is impacting that region


7

• liaise with emergency service organisations including the control agency and support agencies

• work with regional and rural services to identify alternative patient and resident accommodation options and surge capacity in that region

• work with Ambulance Victoria and Victoria Police to ensure alternative patient and residential accommodation options can be activated in the event of an evacuation

• liaise with the State Health Coordinator in connection with statewide capacity and capability, health-system needs identification, resource coordination and provision of regular updates and briefings.

Ambulance Victoria – Health CommanderThe Health Commander provides operational (functional) command for health-related agencies involved in an emergency.

In an emergency that results in either relocation or an evacuation, the Health Commander will:

• work with the Regional Health Incident Management Team and Victoria Police to ensure alternative patient and residential accommodation can be activated during relocations or evacuations

• work onsite with the organisation’s senior management or an organisational Hospital Incident Management Team (where established) to triage patients and residents and prioritise transport to alternative facilities.

Victoria Police – Evacuation ManagerVictoria Police is responsible for managing the planning and operational aspects of an evacuation during an emergency.

Victoria Police will appoint an Evacuation Manager to perform a range of tasks and functions leading up to and during any evacuation.

A list of these tasks is in Appendix 9 of the Emergency management manual Victoria; see Attachment 4.


8

4. Essential planning considerations

This guidance note emphasises the importance of planning for the use of relocation, evacuation or sheltering in place as actions that may be necessary by health services, hospitals and residential aged care facilities in connection with the protection of life.

Relocation is the planned movement of patients and residents and an appropriate number of staff from a service to alternative accommodation with a similar type of care available, in response to a forecast or warning of a potential or actual emergency.

Evacuation is the urgent movement of patients and residents to a safer location using best endeavours from a service in response to an imminent threat or impact of an emergency. An evacuation without any prior warning or notice is considered to be resource intensive and potentially detrimental to the health of patients, residents, staff and emergency services personnel. The main priority when deciding to undertake an evacuation is protection of life. An evacuation must be effectively planned and executed.

To shelter in place is to remain on site within an existing service during an emergency. The decision to shelter in place is based on information from a variety of sources that confirms this option is safer or more appropriate than evacuation. The movement of patients or residents from one facility at risk to another safer facility within the same campus location is also considered shelter in place.

In a larger-scale emergency, the presence of emergency services and Ambulance Victoria cannot be guaranteed.

The health sector should take a collaborative approach to planning for relocation, sheltering in place or evacuation to increase capacity, enhance effectiveness and simplify coordination in an emergency.

In planning for emergencies, services should use available planning resources; see Attachment 4 for examples.

A planning checklist has been included to assist with emergency management planning; see Attachment 5.

Residential aged care facilities are urged to establish reciprocal accommodation arrangements with other providers should relocation or evacuation become necessary. The Australian Government Department of Social Services can assist with this process.

Key planning considerations

Indicators for decision making

Indicators are developed to inform the timing of key decisions required at specific points in the lead up to, or during an emergency. Emergency management plans should include indicators to maintain situational awareness, identify risk, consult and ultimately make and communicate a decision.

The development of appropriate indicators requires an understanding of the risks to a facility. Factors contributing to the level of risk, and indicators required, may be external or internal to the facility.


9

Examples of external factors include the:

• nature of an event

• location of the facility

• emergency risk environment.

Services must seek advice from appropriate agencies or organisations about emergency risks; see table one.

Table 1: Examples of agencies/organisations who can advise on emergency risks

Agency/organisation Emergency risks

Catchment Management Authority Flood

Country Fire Authority Fire/chemicals

Metropolitan Fire Brigade Fire/chemicals

Local government Flood

State Emergency Service Flood/storm/earthquake

Utilities provider / Victoria Police Essential service disruption

The availability of information, advisories, forecasts and warnings directly from the Victorian Department of Health, Australian Government Department of Social Services or emergency services via the media, websites and other sources should be considered when developing indicators.

Examples of other considerations include:

• patient and resident care needs

• alternative accommodation options

• transportation

• supplies, equipment and services

• staffing.

Activating the emergency management planIrrespective of the time of day or onsite staffing arrangements, services should be able to activate their emergency management plan and fulfil their responsibilities.

If an immediate threat to life exists – use triple zero (000).

However triple 000 should not be used to seek discussions with Ambulance Victoria for transport assistance. Relying solely on ambulance transport to relocate residents is not a viable option and services need to make sure any decision made to relocate residents or patients is planned and allows time enough to relocate safely. All facility emergency management plans should include a section on how patients/residents will be transported.

Make contact with the Incident Controller to discuss evacuation transportation plans with the Health Commander. If unsure as to how to contact the Incident Controller, contact the Health Coordinator who can assist (see Attachment 1).

Based on geographical locations, the size of the emergency and available resources, it can take on average up to one hour to move one patient or resident.

Contact details for making notifications can be found in Attachment 1.


10

Communicating and consulting in an emergency

Health services, hospitals and residential aged care services must ensure that relevant emergency management contact details are up to date and available, so that decisions can be communicated as early as possible.

Services must notify the Health Coordinator (see Attachment 1) as early as possible if an emergency may require a decision to relocate, shelter in place or evacuate.

The communication lines are different for metropolitan and rural services. Metropolitan health services, hospitals and residential aged care services must notify the State Health Coordinator. Regional and rural services must notify the relevant Regional Health Coordinator. Contact details are contained in Attachment 1.

Residential aged care facilities, if they decide to relocate or evacuate residents from their facility, also need to notify the Australian Government Department of Social Services, Victorian State Office as soon as they have made the decision to relocate/evacuate and it is safe to do so.

A resident relocation template is available for this purpose and can be found in Attachment 6. This can be emailed to: [email protected] or faxed to: 03 9620 4731.

Surge capacity, accommodation and transport

Hospital capacity is to be maintained for the sick and injured.

In the event of a large-scale or fast-moving emergency, health services and hospitals should anticipate a surge in presentations or those seeking refuge.

Health services and hospitals may be contacted and asked to determine their ability to temporarily accommodate relocated or evacuated patients. These requests will come from the Victorian Department of Health.

Residential aged care facilities may be contacted and asked to determine their ability to temporarily accommodate relocated or evacuated residents. These requests will most likely come from the Australian Government Department of Social Services.

Services should also determine their capacity to manage surge in demand related to injuries and people seeking shelter from the emergency. This may mean including people seeking shelter in plans to relocate, evacuate or shelter in place.

The meeting of the day-to-day pre-hospital care needs of Victorians during actual or potential emergencies requires considered use of both emergency ambulance services and non-emergency patient transport resources.

Where ambulance transport is not required, alternative transport should be used to relocate patients and residents.

Further information

Further information on emergency management planning, planning checklists and contacts is contained in Attachments 1, 4 and 5.


11

Attachment 1: Contacts

Emergency contact for immediate responseIn an emergency, where health services, hospitals or residential aged care facilities require an immediate response from police, fire or ambulance, the number to call is triple zero (000).

Service providers seeking urgent advice during an emergency can contact regional or central office emergency management contacts, as per their emergency management plan.

Department of Health emergency management contactsThe Victorian Department of Health and Victorian Department of Human Services operate a shared services arrangement for the management of emergencies. To contact the Victorian Department of Health during emergencies please use the contact details listed in the table below.

Rural servicesConsult and report to the relevant Regional Health Coordinator through the contact details below.

Rural regions Phone Email

Barwon South-Western 0428 513 875 [email protected]

Gippsland 1300 528 951 [email protected]

Grampians 03 5338 7928 [email protected]

Hume 1300 735 231 [email protected]

Loddon Mallee 1300 165 413 [email protected]

Metropolitan services

Consult and report to the State Health Coordinator through the contact information below.

Central Phone Email

State Health Coordinator 1300 790 [email protected]

[email protected]

When additional support is required metropolitan services may be advised to contact the relevant Regional Health Coordinator through the contact details below.

Metropolitan regions Phone Email

Eastern 0447 440 883 [email protected]

North and West 1300 990 660 [email protected]

Southern 1800 309 916 [email protected]

Australian Government contact for residential aged care servicesResidential aged care service providers also need to notify the Department of Social Services – Victorian office, about their decision to relocate residents or shelter in place, when it is safe to do so.

Australian Government Phone Email

Department of Social Services Victorian Office

1800 078 709 [email protected]


12

Att

achm

ent

2:

Con

sult

atio

n, d

ecis

ion

mak

ing

and

noti

ficat

ion

path

way

Mon

itor

loca

l con

ditio

ns.

The

ultim

ate

resp

onsi

bilit

y re

side

s w

ith th

e C

hief

Exe

cutiv

e O

ffice

r or

per

son

with

del

egat

ed a

utho

rity.

•W

ebsi

tes

•R

adio

•E

mai

l

•A

dvic

e fro

m e

mer

genc

y se

rvic

es a

nd lo

cal k

now

ledg

e

•P

hone

s /

SM

S

Chi

ef E

xecu

tive

Offi

cer

or p

erso

n in

cha

rge

cons

ults

in

tern

ally

and

ext

erna

lly to

col

lect

info

rmat

ion

on r

isks

an

d as

sess

opt

ions

.

Ris

k id

entifi

ed th

at m

ay le

ad to

a d

ecis

ion

to re

loca

te, s

helte

r in

pla

ce o

r ev

acua

te.

•In

cide

nt C

ontr

olle

r or

thei

r de

lega

te

•S

tate

Hea

lth C

oord

inat

or*

for

met

ropo

litan

hea

lth s

ervi

ces,

ho

spita

ls a

nd a

ged

care

faci

litie

s

•R

egio

nal H

ealth

Coo

rdin

ator

* fo

r re

gion

al a

nd r

ural

hea

lth

serv

ices

, hos

pita

ls a

nd a

ged

care

ser

vice

s

•In

cide

nt C

ontr

olle

r

•S

tate

Hea

lth C

oord

inat

or*

for

met

ropo

litan

hea

lth s

ervi

ces,

ho

spita

ls a

nd a

ged

care

faci

litie

s

•R

egio

nal H

ealth

Coo

rdin

ator

* fo

r ru

ral r

egio

nal h

ealth

se

rvic

es, h

ospi

tals

and

age

d ca

re s

ervi

ces

•A

ustr

alia

n G

over

nmen

t Dep

artm

ent o

f Soc

ial S

ervi

ces

A d

ecis

ion

by th

e C

hief

Exe

cutiv

e O

ffice

r or

per

son

with

de

lega

ted

auth

ority

is m

ade

to re

loca

te, s

helte

r in

pla

ce o

r ev

acua

te. N

otifi

catio

n of

the

deci

sion

mus

t be

com

mun

icat

ed

in li

ne w

ith th

is g

uida

nce

note

.

* To

con

tact

the

Hea

lth C

oord

inat

or d

urin

g em

erge

ncie

s pl

ease

refe

r to

con

tact

det

ails

list

ed in

Att

achm

ent 1

.


13

Att

achm

ent

3:

Ope

rati

onal

res

pons

ibili

ties

•M

aint

ain

a st

atew

ide

awar

enes

s

•Li

aise

with

the

Aus

tral

ian

Gov

ernm

ent D

epar

tmen

t of S

ocia

l Ser

vice

s

•R

epor

t and

brie

f on

prog

ress

•C

onne

ct w

ith th

e S

tate

Con

trol

Cen

tre

Inci

dent

Hea

lth C

omm

ande

r –

AV

Reg

iona

lH

ealth

Inci

dent

Man

agem

ent T

eam

(Reg

iona

l)

•A

ll in

tern

al o

r or

gani

satio

nal p

repa

ratio

n an

d co

mm

unic

atio

n

•E

nsur

ing

patie

nts

and/

or re

side

nts

are

adeq

uate

ly p

repa

red

– ac

com

pany

ing

med

icin

es a

nd c

are

reco

rds

– ne

cess

ary

clin

ical

sup

plie

s an

d co

nsum

able

s

– st

aff t

o ac

com

pany

pat

ient

s an

d re

side

nts

Sta

teH

ealth

Inci

dent

Man

agem

ent T

eam

•O

pera

tiona

l im

plem

enta

tion

of e

vacu

atio

n pl

an

•C

oord

inat

ion

of e

vacu

atio

n re

sour

ces

•R

epor

ting

on p

rogr

ess

Hea

lth s

ervi

ce, h

ospi

tal o

r re

side

ntia

l ag

ed c

are

faci

lity

•R

outin

ely

liais

e w

ith S

tate

Hea

lth In

cide

nt M

anag

emen

t Tea

m

•M

aint

ain

an a

war

enes

s of

dec

isio

ns m

ade

•R

epor

ting

on p

rogr

ess

•C

onne

ct w

ith th

e R

egio

nal C

ontr

ol C

entr

e

Eva

cuat

ion

Man

ager

Inci

dent

Con

trol

ler


14

Attachment 4: Planning resources

Department of Health Emergency preparedness clients and services policy

The Department of Health Emergency preparedness clients and services policy is located at: www.dhs.vic.gov.au/about-the-department/documents-and-resources/policies,-guidelines-and-legislation/dh-clients-and-services-policy

Residential aged care services natural hazards ready resource

This resource provides emergency management preparedness advice and guidance to residential aged care facilities. To access the resource refer to: www.health.vic.gov.au/agedcare/publications/racsnathazards/index.htm

State health emergency response plan (SHERP)

The State health emergency response plan (SHERP), is Victoria’s pre-hospital and hospital response plan for emergency incidents. It outlines the arrangements for coordinating the health response to emergency incidents that go beyond day-to-day business arrangements – including mass casualty incidents, complex trauma events, mass gatherings and other incidents that affect the health of Victorians.

The plan is available on the Department of Health website at: www.health.vic.gov.au/sherp

Bushfire and grassfire

Information and advice to help you plan and prepare for bushfire and grassfire is available via the Country Fire Authority (CFA) website at: www.cfa.vic.gov.au/plan-prepare

For example, you can access information and publications on preparing your property and leaving early, such as the Australian Red Cross Bushfires: preparing to leave early booklet from this CFA webpage. You can also request information by contacting the Victorian Bushfire Information Line on 1800 240 667.

Bushfire safety policy framework

The Bushfire safety policy framework provides guidance and direction to government and agencies on the improvement of community bushfire safety of all Victorians. For information visit: www.firecommissioner.vic.gov.au

Heatwave

For information about heatwave including the Department of Health Heatwave plan for Victoria, factsheets about heatwaves and the Heat Health Alert System, visit: www.health.vic.gov.au/environment/heatwave

Floods and storms

For information about floods and storms visit the Victoria State Emergency Service FloodSafe and StormSafe programs on Victorian State Emergency Service (SES) website at: www.ses.vic.gov.au

Evacuation

Information regarding the role of Victoria Police in evacuation can be found in the evacuation guidelines found in Appendix 9 of Part 8 of the Emergency management manual Victoria at: www.oesc.vic.gov.au/emergencymanual


15

Attachment 5: Emergency management planning checklist

Element or ✗

Does your organisation have a current emergency management plan?

Are all staff aware of the plan?

Does your emergency management plan consider relocation, shelter in place and/or evacuation as options prior to, or during an emergency?

Does your emergency management plan have clear and documented decision-making indicators associated with relocation, sheltering in place and/or evacuation?

In developing and reviewing your emergency management plan, including your decision making indicators, have you consulted relevant organisations and resources, for example:

• Country Fire Authority

• Australian Government Department of Social Services

• Metropolitan Fire Brigade

• Victorian Department of Health

• State Emergency Service

• Flood maps

• Victoria Police

• Fire maps

• Local government

• Surrounding health facilities

• Catchment Management Authority

Does your organisation know its local government emergency management arrangements?

Does your organisation routinely review the potential environmental (external) risks it may be exposed to (such as flood or bushfire)?

In the event of relocation or evacuation, does your organisation have agreements in place for alternative accommodation, transport and other requirements?

Does your organisation routinely review patient/resident information, for example mobility, to determine potential transport and other needs in the event of relocation or evacuation?

Has your organisation considered what essential care records, medicines and other important information should accompany relocated or evacuated patients and/or residents?

Has your organisation considered its operating requirements if a decision is made to shelter in place (such as sourcing/providing food, fuel, water)?


16

Att

achm

ent

6:

Aus

tral

ian

Gov

ernm

ent

resi

dent

rel

ocat

ion

tem

plat

e

Sen

d t

o A

ustr

alia

n G

ove

rnm

ent

Dep

artm

ent

of

So

cial

Ser

vice

s V

icto

rian

Offi

ce

Fax

: (03

) 962

0 47

31

E

mai

l: em

erg

ency

vic@

heal

th.g

ov.

au

Fac

ility

Nam

e:

RC

AS

ID:

Fac

ility

Ad

dre

ss:

Co

ntac

t P

erso

n*:

Pho

ne N

umb

er:

Sur

nam

eF

irst

Nam

eR

elo

cate

d t

oD

ate

Rel

oca

ted

Dat

e o

f R

etur

nH

igh/

Low

Car

eC

om

men

ts

* Thi

s co

ntac

t per

son

shou

ld b

e ac

cess

ible

thro

ugho

ut th

e re

loca

tion/

evac

uatio

n, a

nd b

e ab

le to

pro

vide

the

Aus

tral

ian

Gov

ernm

ent D

epar

tmen

t of S

ocia

l Ser

vice

s w

ith in

form

atio

n re

gard

ing

resi

dent

wel

fare

.


17

Glossary

For the purposes of this guidance note, the following health-orientated definitions have been developed for public and private health services, hospitals and residential aged care facilities (services). These definitions are based on those contained in the Emergency management manual Victoria and other similar documents sourced nationally and internationally.

EvacuationEvacuation is the urgent movement of patients and/or residents to a safer location using best endeavours of a service in response to an imminent threat or impact of an emergency.

The main priority when deciding to undertake an evacuation is protection of life. An evacuation must be effectively planned and executed.

Remember that evacuation is a scalable activity, in that it may be applied to individuals, groups of patients, residents and staff, or all patients, residents and staff from an organisation.

The decision to evacuate is made by the Chief Executive Officer (or equivalent) of the service and may occur with limited notice, planning and resources.

Depending on the emergency, an evacuation may be partial, progressive or full and involve:

1. a lateral and/or vertical movement within a building

2. movement outside or into another (safer) building

3. movement to a more safer location (for example another hospital).

Health CommanderThe person responsible for directing the pre-hospital health emergency operations. At each tier the Health Commander will be an appropriate ambulance manager. Otherwise, the appointment is made by the State Health and Medical Commander.

Health CoordinatorAn emergency management role, within the regional and state tiers, responsible for representing and coordinating the activities of the Department of Health in response to an emergency at that tier.

Health Incident Management TeamThe health response will be lead by the Health Commander and supported by the Health Incident Management Team (HIMT) at each tier (incident, regional and state). The HIMT provides the Incident Control System functions of planning, operations and logistics to support the health response and is made up of the team leaders of attending health response agencies.

Hospital CommanderIn SHERP the term Hospital Commander is used to identify the chief executive officer or delegated member of staff who leads the health service or residential aged care service response under their site-specific response plan for external emergencies (known as a Code Brown plan).


18

Hospital Incident Management TeamLed by the Hospital Commander, the hospital, health service or residential aged care service Incident Management Team (HoIMT) is responsible for receiving and managing all operational information related to an emergency incident.

Incident ControllerThe Incident Controller is responsible for the management of all incident control activities. An incident is any unplanned event requiring emergency intervention. For example the Victorian State Emergency Service (SES) would appoint an Incident Controller for a flood or severe storm event.

Relocation Relocation is the planned movement of patients and/or residents and an appropriate number of staff from a service to alternative accommodation with a similar type of care available, in response to a forecast or warning of a potential or actual emergency.

Shelter in placeTo shelter in place is to remain onsite within an existing service during an emergency. The decision to shelter in place is based on information from a variety of sources that confirms this option is safer or more appropriate than evacuation. The movement of patients or residents from one facility at risk to another safer facility within the same campus location is also considered shelter in place.

The decision to shelter in place is made by the Chief Executive Officer (or equivalent) of the service before an emergency impacts, or as per advice from emergency services during an emergency.

Situational assessment This is a process used to achieve, acquire or maintain situational awareness. There can be a number of sources of data, information and intelligence that may be drawn upon to inform a timely situational assessment.

Situational awareness This is a mental process that requires a timely situational assessment.

Surge capacityThe timely ability to effectively increase the number of available beds.


Documents

Relocation, shelter in place and evacuationdocs2.health.vic.gov.au/docs/doc/0101ECB09CF25E68CA257B7B001… · Shelter in place guidance note - BODY.indd 3 19/12/13 10:29 AM. Shelter