Don’t just sit there Be prepared for a
SAFE EMERGENCY EVACUATION & RELOCATION
Mary GriffinDirector of Care ServicesThe Whiddon Group Grafton
Water everywhere
We reviewed the ‘Previous Situation’
We set targets for our new plan
We conducted a Risk Analysis
We reviewed the needs of clients and staff for an effective evacuation plan
We listed our Service Partners and their needs.
Project Overview:
A safe, co-ordinated evacuation & relocation process.
Threat levels are identified
Key processes are designed in response to threat levels
Clear roles and responsibilities for staff.
An evacuation workforce plan.
Detailed service partner agreements with community services and receiving facilities
A co-ordinated return process with a clear decision making protocol.
An education process to practice all staff in the evacuation plan and in their designated roles.
Project Targets
An effective communication plan in place to include all stakeholders (staff, head office, service partners, residents, relatives).
An emergency catering plan
Well equipped emergency evacuation kits
A considered approach for post incident debriefing and counselling
Project Targets (cont.)
Risk Analysis.The impact of evacuation on facility and its systems.
Likelihood
Consequence
Catastrophic
Major Severe Minor Insignificant
Almostcertain
A B J P S
Probable (likely)
C D K Q T
Occasional (possible)
E H L R U
Uncommon (unlikely)
F I N V X
Remote/rare G M O W Y
Care B Maintenance B
Clinical A Financial P
Administration J Laundry P
Catering J Activities S
Cleaning P Human resources B
Reassurance.
Calm and supportive staff and leadership.
Monitoring of stress levels and reactions.
Information on arrangements and evacuation plan
Adequate staff to meet their care and clinical needs – in transit and off site
Clear instructions from staff
Assistance preparing their belongings.
Continuity of care and medication
Customers & their needs of an effective evacuation plan.Customers needs will differ across the various stages of the evacuation plan, however customers throughout the process are seen to have a need for:
Adequate and appropriate transport to suit their mobility needs
Adequate care resources such as incontinence products in transit and off site.
Care needs met in transit Safe and accessible off site accommodation appropriate
to their care needs. The facility prepared for their return Debriefing & counselling as appropriate
Customers & their needs of an effective evacuation plan.
Health Services Functional Area Coordinator (HSFAC).
State Emergency Services (SES)
Clarence Valley Council
Department of Health & Aging
NSW Ambulance
NSW Police
Pharmacist
Receiving facilities
Grafton Hospital
Service Partners
1 Early warning & monitoring
2 Pre-evacuation
3 Evacuation decision making
4 Client evacuation
5 Facility Security
6 Transport
7 Off-site accommodation
8 Return to facility
9 Post Evacuation care
Elements of the Evacuation System
Support Systems
A. Staffing
B. Catering
C. Administration
D. Care & Clinical
E. Maintenance.
F. Cleaning
Elements of the Evacuation System
Tune to local radio for news reports Monitor BOM site Keep clients up to date with evolving situation Monitor client and staff stress levels Make evacuation plan readily available to staff Distribute duties list Reassure clients
Key Aspects of Project1. Early Warning & Monitoring
Minor Threat - Maintain client evacuation lists with ambulant, semi
ambulant & non ambulant Check clinical information forms Check emergency phones battery and pre-paid credit Access staff list Ready identification bands Prepare bags for residents belongings – do not pack Check evacuation kit Enter family contact numbers into emergency phones Contact families alert to prospect
of evacuation
Key Aspects of the Project 2. Pre-Evacuation 1
Evacuation readiness and preparation at the facility is now determined by the threat level:
Moderate Threat
Review flood situation (BOM & SES)
Alert CEO/Chief Operating Officer
Contact receiving facilities
Team leaders on standby with task list
Monitor staffing levels
Relocate clients to family where possible
Monitor catering stocks
Clients and staff kept informed of developments
Key Aspects of the Project 2. Pre-Evacuation 2
Major Threat
Establish regular contact with HSFAC Maintain contact with service partners Alert Evacuation Team Leaders Brief onsite staff & finalise evacuation staffing plan Call in standby staff & allocate to groups Apply identification to clients
Key Aspects of the Project 2. Pre-Evacuation 3
Major Threat (cont.)
Normal catering stays in place organise travel nourishment and emergency personnel catering
Distribute mobile phones to staff
Pack clients personal items
Clinical information
Pack consumables
◦ Pads
◦ Clinical needs e.g. medication, special treatments
◦ Reconstituted foods
Key Aspects of the Project 2. Pre-Evacuation 3
Instruction from HSFAC to evacuate (Health Service Functional Area Co-ordinator) Inform CEO/Chief Operating Officer Inform DOHA of order to evacuate Toilet clients Pack S8 medication into locked box with drug register
and maintain in locked area. Snack food supplied
Key Aspects of Project3. Deciding to Evacuate
Inform CEO/Chief Operating Officer
Inform clients & staff
Contact transport & receiving facilities
Organise marshalling process
Facility maintenance
Support for clients and staff on location
Maintain contact with families
Key Aspects of the Project 4. EvacuationThe decision to evacuate is made HSFAC:
Check utilities – water, gas and electricity. Disconnect as required
Check building for leaks Appoint staff member to lock up facility after evacuation Allocate adequate staff to monitor facility Alert security firm to increase checks especially at night
Key Aspects of the Project 5. Facility Security
Inform NSW ambulance of number of non-ambulant clients
Liaise with council for bus transport to suit mobility needs
Catering and care needs met while in transit Allocate staff including RN to travel with clients
Key Aspects of the Project 6. Transport
Staff to remain with clients while off-site If multiple sites DCS or substitute to visit sites regularly Maintain contact with families via SMS Reassure families of clients well being and likely time off
site if known Monitor food supplies Monitor care plans
Key Aspects of the Project 7. Off-site accommodation
Contact CEO/Chief Operating Officer
Notify host facilities
Organise transport-bus/ambulance
Co-ordinate times of departure from host facilities
Onsite staff organised, open facility and ready personal areas
Clients briefed
Families informed
Key Aspects of the Project 8. Return to the Facility
Decision to return is made by HSFAC
Staged return to allow organised resettlement
Extra staff to assist those returning by bus
RN to gather documentation from offsite to review if there have been any changes
RN to sign in S8 medication
Staff assist with returning personal items to cupboards
Key Aspects of the Project 8. Return to the Facility (cont.)
Schedule time for debrief with clients & families
Schedule time for debrief with staff
Offer counselling to clients
Offer counselling to staff
Observe clients or staff who may exhibit stress reaction following evacuation
Monitor all clients on return for physical reaction to evacuation or risk of falls
Debrief with emergency services
Key Aspects of the Project 9. Post Evacuation
Position Office Holder Area of ResponsibilityDirector of Care Services Liaison with Emergency Services
Liaison with HSFAC
Contact with TWG CEO/COO
Coordinates Evacuation if ordered
Visits all offsite facilities
Deputy of Care Services Coordinates routine activity at the facility
Assists DCS as required with the evacuation plan
Travels with group to Casino
Registered Nurses Contact with families manages the relatives communication plan
Travels with group to Coffs Harbour
Administration Assistant Contact with off duty staff
Preparation of pre-evacuation lists and materials
Remains at TWG Grafton
Maintenance Preparation of the facility for evacuation
Supervise cleaning staff
Remains at TWG Grafton
Catering Staff Catering for clients and emergency personnel
Travel to offsite facility – as per roster
Position Office Holder Area of Responsibility
Care Staff Continuity of care routine for clients
Reports to RN on duty
Travel to offsite facility – as per rosterCleaning Maintenance of standards and assist with
preparation of building for evacuation and return.
Report to Maintenance Officer
Remain at TWG Grafton
Therapy (Activities) Assist clients to pack bags and prepare for evacuation
Supervise laundry staff
Laundry Assist clients to pack and prepare for evacuation
Report to Activities Officer
TWG Head Office
CEO
Building & Maintenance
Catering Manager
Payroll Office
Provision of support and advice required.