Cooperative efforts from the Medical, Educational and Public Health Community Dale Peters, Assistant...
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Leading the PIO Function During Times of Community Disaster Cooperative efforts from the Medical, Educational and Public Health Community Dale Peters, Assistant City Manager Colleen Schian, Risk
Cooperative efforts from the Medical, Educational and Public Health Community Dale Peters, Assistant City Manager Colleen Schian, Risk Manager
Cooperative efforts from the Medical, Educational and Public
Health Community Dale Peters, Assistant City Manager Colleen
Schian, Risk Manager
Slide 3
Population: 65,000 Medical and Retail Hub--Northwest Wisconsin
UWEC, CVTC-- Population 15,000 Health Department--City/County
Slide 4
Swine Flu outbreak across the nation Outbreak represented a
legitimate threat to Public Health in Eau Claire County Only a
matter of time before Eau Claire had a confirmed case
Slide 5
Spring 2009 Threatened shut down Schools Government Gatherings
No immunity or vaccine Virus targeting healthy adults Heightened
Media
Slide 6
Pandemics generate public fear and expectations that Government
will provide a response that is appropriate Critical to this
mission is coordination and management of information
Slide 7
4/25/09- Notification of a new flu virus in Mexico and US
4-28-2009 Rahl.doc Confirmed cases increased Heightened need to
define triggers for public and private site closures School
Closures Public/Private University and technical schools Suspected
case Confirmed case
Slide 8
Slide 9
Joint City /County Health Department Leadership role with
biohazards following 9/11 Public Health Emergency Preparedness
Committee Luther Hospital, Midelfort Clinic, Sacred Heart Hospital,
Marshfield Clinic, OakLeaf Clinic, Eau Claire Family Medicine, UWEC
Health Services, UWEC Risk Management, Chippewa Valley Technical
College, Community Health Partnerships, Eau Claire School District,
Eau Claire Fire Department, Eau Claire Police Department, City Risk
Management, County Emergency Management
Slide 10
1. City/County Coordination 2. Responsibilities 3. Activation
4. Emergency Operation Center 5. Joint Information Center 6.
Information Dissemination 7. Special Needs Populations 8. Contact
Information 9. Organization Charts 10. Diagrams
Slide 11
PIO ORGANIZATIONAL CHART
Slide 12
COMMON ROLES AND FUNCTIONS OF JIC STAFF MONITOR AND
DEVELOPMENT
Slide 13
MORE COMMON ROLES AND FUNCTIONS: INFORMATION DISSEMINATION
Slide 14
LIAISON
Slide 15
OPERATIONS SUPPORT
Slide 16
1. Manage media and public inquiries 2. Maintain good
relationship with Partners 3. Keep updated contact information 4.
Know local media 5. Communicate with IC
Slide 17
1. Underutilize the planning function 2. Fail to think several
planning periods ahead 3. Fail to ask for help early 4.
Underestimate the need for public information 5. Fail to properly
direct information to the responders and response partners
Slide 18
Slide 19
Director of Health Department--April 2009 Incident Commander
Activated Emergency Operations Plan Recognized Public Information
Critical function in Managing Community Response Early in potential
disaster- Lead PIO designated
Slide 20
Infectious Long response period Inconsistent standards Impacts
entire community No help coming Competing agencies/companies many
different messages
Slide 21
Key Community Leaders in the same room? Limit face to face
contact? Where do you meet?
Slide 22
Slide 23
Provide one consistent, accurate stream of information Helps
the public stay informed and understand the situation so they know
what to do Reduces misinformation and rumors Frees up Health
Department, emergency personnel and operations from media demands
This was especially necessary when responding to an unseen and
potentially deadly threat like an infectious disease
Slide 24
The Joint Information Center: Speak with one voice Coordinate
critical information Message timely and accurate Factual source of
information Avoid Rumors Incident Communications
Slide 25
Response Partners Two Hospitals Several Medical Clinics-
Including Mayo Health and Marshfield Clinic Private K-12 schools
Public Schools University of WI- Eau Claire Chippewa Valley
Technical College Globe University City & County
Governments
Slide 26
Agreement-- Define responsibilities Refer all media questions
to City Risk Management Interviews coordinated, using One
consistent factual source of information Message back to
Partners
Slide 27
Response Partners are competitors Set aside market oriented
messages Work together for the benefit of the community Response
partners able to get coordinated, consistent, timely and accurate
message out
Slide 28
Informed of plan early Provided web links Contact numbers
24-hour access to lead PIO Feedback from the local media was
positive as they appreciated the ability to go to one source for
information background and access to interviews.
Slide 29
Globe U May5 RELEASE.doc Globe University Reopens News Release
5-5-09.pdf
Slide 30
Daily conference calls Current status in our area Develop
Community-wide response standards Share PIO related information
Information on website
Slide 31
Secure website--Access to: Statistics Standards projections ICS
assignments Operational objectives Meeting schedules Contact
information Updated status reports from each response partner
Consolidated press release Web-based conferencing service Real-time
consensus for final press release No face to face meeting required
http://www.eauclairewi.gov/incident-command-pio
Slide 32
Slide 33
Reps with JIC were also key leaders in each organization
Medical/health community struggles with reporting standards
Educational organizations struggling with closure standards JIC had
closer ties than Operations
Slide 34
JIC became opportunity for Community Leaders to set uniform
standards
Slide 35
You will forget to include someone Sharing drafts key to IC and
other PIOs Use of ICS forms PIO needs to complete them also
Establish operational periods ICS can work for health incidents
Takes leadership from health community Think Partnerships Dont
forget the internal communication IC reports And PIO reports
Slide 36
Establish and maintain working relationships with: PIO partners
from other organizations Local media Plans in place Practice and
review
Slide 37
Ego must go aside!! Involve Key Community Members Plan before
the Incident Training Exercise Develop Trust with each other
Slide 38
Obtain briefing from Incident commander Participate in Incident
Briefings Consider special needs groups Coordinate any protective
action statements Prepare Initial information summary or statement
Arrange work area or JIC--away from command post Establish contact
with local media as appropriate Establish schedule for news
briefings Coordinate logistics, planning and operations Obtain
approval for information release from Incident Commander Release
news to media, post information on web and other appropriate
locations
Slide 39
Laptop computer Printer Calendar Flow chart Camera/batteries
Paper Letterhead Pens Markers Notebooks Tape Post-it Notes Paper
clips Flashdrive with templates Maps BIOs
Slide 40
Had not published Facebook page Not secure
Slide 41
Slide 42
Do you have different experiences you want to share?
Slide 43
What are the lessons learned from the virtual JIC that could be
used operate an EOC?
Slide 44
Make a list of the partners you would include? What are your
next steps to develop a virtual JIC in your jurisdiction?