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FINDING THE RIGHT ITEM (INFORMATION TOOLS IN
EMERGENCY MANAGEMENT)
Alexander Lipovtsev, LCSW, Emergency Management Program Manager, CHCANYS
Michael Sardone, BS, Health Center Support Coordinator, CHCANYS
CHCANYS
■ As the Primary Care Association (PCA) for New York State, CHCANYS educates, and
advocates on behalf of more than 60 Federally Qualified Health Centers (FQHCs)
across New York.
Health Center Support
• Training and Technical Assistance
• Emergency Management
• Primary Care Workforce Initiatives
• Americorps
Policy & Advocacy
• New York State Policy
• Federal Policy
• DSRIP Resources
• Outreach and Enrollment
Quality & Technology Initiatives
• Health IT
• Clinical Quality Improvement
• Data & Research
The CHCANYS EM Program
■ CHCANYS Emergency Management (EM) Program provides New York's community
health centers with training opportunities, technical assistance, and resources to
increase their ability to prepare for, respond to, and recover from an emergency or
disaster.
■ Our EM Team works with public health partners to promote collaboration and
community integration, ensuring that community health centers are represented in
statewide, regional, and local planning and response.
Primary Care Emergency Preparedness Network
■ Primary Care Emergency Preparedness Network (PCEPN) is a
coalition of primary care providers within New York City dedicated
to health care emergency preparedness and response.
■ The coalition is led by CHCANYS, in close partnership with the
New York City Department of Health and Mental Hygiene
(DOHMH) and New York City Emergency Management (NYC EM).
EM Program in NYS and NYC
Our Objectives
■ Overview Emergency Management cycle
■ Introduce examples of available technological tools
■ Review possible applications of information tools in the cycle of emergency
management within health center EM Programs
■ Make your life easier and more fun while doing your job!
Why this workshop?
■ Information can be overwhelming without a way to organize it
■ Cloud based services are the future
■ Tools have been tested
■ May apply to any program / department, not EM necessarily
■ Price point = $0*
* In most cases basic version only
Why this workshop?■ The CMS Emergency Preparedness rule is in effect as of November 15, 2016.
Emergency Plan Policies and Procedures Communication Plan Training and Testing
Develop a plan based on a
risk assessment using an
“all hazards” approach,
which is an integrated
approach focusing on
capacities and capabilities
critical to preparedness for
a full spectrum of
emergencies and disasters.
The plan must be updated
annually.
Develop and implement
policies and procedures
based on the emergency
plan, risk assessment, and
communication plan which
must be reviewed and
updated at least annually.
Develop and maintain an
emergency preparedness
communication plan that
complies with both federal
and state laws.
Develop and maintain
training and testing
programs, including initial
training in policies and
procedures and
demonstrate knowledge of
emergency procedures and
provide training at least
annually.
Also annually participate in:
• A full-scale exercise
• An additional exercise of
the facility’s choice.
Disclaimers
■ This workshop is not about information technology for clinical use, i.e. Electronic
Health Records, population health management, data analytics etc.
■ Your organizational policy may not allow the use of these tools at work, i.e. firewalls,
lack of internet access, non-compatible equipment etc.
■ Always remember privacy issues, HIPAA regulations etc.
■ User adoption rates will drive effectiveness of the tools
Emergency Management Defined
Disaster/Emergency Management –
■ An ongoing process to… mitigate, prepare for, respond to, and to recover from, an
incident that threatens life, property, operations, or the environment in order to
maintain continuity of operations.
Source: National Fire Protection Association , Standard on Disaster/Emergency Management and Business
Continuity Programs 1600, p. 5, 2013
Guiding Principles of Emergency Management
Emergency Management is:
■ Comprehensive - Takes into account all hazards, all phases, and all stakeholders
■ Progressive - Anticipates future disasters and takes proactive measures to increase resilience
■ Risk-Driven - Uses sound risk management principles to assign priorities and resources
■ Integrated/ Collaborative - Strives towards unity of effort, creates and sustains relationships among community partners
■ Coordinated - Synchronizes activities of all stakeholders to achieve a common goal
■ Flexible - Uses creative and innovative approaches to solve challenges
■ Professional - A knowledge-based approach based on training, experience, ethical practice and continuous improvement
The Four Phases of Emergency Management
Emergency Management Programs are based on the four phases of the Emergency
Management cycle:
■ Mitigation
■ Preparedness
■ Response
■ Recovery
Mitigation
Preventing future emergencies or minimizing their effects
■ Mitigation actions should be considered long before an event and includes actions designed to reduce the risk to people and property from hazards
– Hazard identification and mapping
– Design and construction applications
– Insurance
– Structural Controls
■ Mitigation activities take place before and after an event
Preparedness
A state of readiness to respond to a disaster and to help response operations
■ These are actions and preparations that will improve your chances of successfully dealing with an emergency Planning
– Developing workforce resiliency
– Continuity of Operations planning
Training and education
Exercises
■ Preparedness activities take place before an event occurs
Response
Immediate actions to save lives, protect property, and meet basic human needs; responding safely to an event
■ Response actions are typically keyed to the specific threat
■ Activation of emergency operations plan and the Emergency Operations Center (EOC)
– Examples: Ongoing public health surveillance; immunizations, isolation, or quarantine
■ Response is putting preparedness plans into action
Response activities take place during an event
Recovery
Begins as soon as disaster strikes and ends when operations return to “normal”
■ Short Term vs. Long Term (water main break vs Hurricane);
■ The development, coordination, and execution of services and site restoration plans;
■ Evaluation of the incident to identify lessons learned;
■ Development of initiatives to mitigate the effects of future incidents;
■ This is the longest and ultimately most expensive phase.
Recovery activities take place after an emergency.
Following Recovery
■ Following the recovery phase, consider things to do that would lessen or mitigate the
effects of future disasters.
You Have Options…
Platform Examples
Universal
•Slack
•Trello
Auxiliary
•Dropbox
•Airtable
•Draw
•Canva
Social Media
•YouTube
UNIVERSAL PLATFORMS
Slack
Slack
Drag, drop, and share your files.
■ All files, images, PDFs, documents, and spreadsheets
can be dropped right into Slack and shared with any
team member. Add comments, star for later
reference, all are searchable.
■ If you use Google Drive, Dropbox, or Box, you can
paste the link and that document is immediately in
sync and searchable too.
Slack
All tools in one place.
■ Can connect tools you use to Slack and not switch
back and forth.
■ Integrations post notifications directly within Slack —
new additions of files, records, tasks, documents etc.
Slack
Search your entire archive.
■ Everything in Slack—messages, notifications, files,
and all—is automatically indexed and archived.
■ Slack also indexes the content of every file. You
can search within PDFs, Word documents, Google
docs, and more. A set of advance search operators
can get the info you are looking for simply and quickly.
Slack
Channels
– Organize your team conversations in open channels. Make a channel for a project, a topic, a team, or anything—everyone has a transparent view of all that’s going on.
Private Channels
– For sensitive information, create private channels and invite a few team members. No one else can see or join your private channels.
Direct Messages
– To reach a colleague directly, send them a Direct Message.
Slack Benefits
■ You can organize all your communication in one place to make information easily accessible, i.e. one stop shop.
■ Efficiently train new team members.
■ Share project artifacts, files, and updates to get feedback quickly, so that you can continue to track against timelines.
■ Save time typically spent answering the same common questions over and over by answering them in public channels whenever possible.
■ Clearly communicate important updates to the whole company in an #announcements channel.
■ Streamline communication channels by bringing key external stakeholders into Slack.
■ And much more…
Limitations for a free account
■ Searchable message archives, up to 10k of your team’s most recent messages
■ 10 apps or service integrations
■ Only Two-person calls
■ 5GB total file storage for the team
BUT
- a non-profit organization may apply for an unrestricted free account
Trello
Trello
■ A Trello board is a list of lists, filled with cards,
used by you and your team.
■ Trello has everything you need to organize
projects of any size.
■ You can use it for a simple list of To-Do tasks
or manage complex projects for your whole
team
Trello
■ You can invite as many people to your board as you
need.
■ Drag and drop people to cards to divvy up tasks.
■ Everyone sees the same board and the whole picture
all at once.
Trello
■ Can start a discussion with comments and
attachments.
■ Can add a quick note or a detailed description.
■ Mention a member in a comment to make sure they
get notified.
■ Add files by uploading them from your computer,
Google Drive, Dropbox, Box, and OneDrive.
■ Can use emojis
Trello
■ Trello’s notification system will keep you posted on
activity in your team.
■ Notifications will work inside the app, via email,
desktop notifications via the browser, or via mobile
push notifications.
■ Notifications stay in sync across all your devices.
Trello
■ Can organize teams to keep everyone connected.
■ Teams are groups of people and boards, like your
company, your department, or your stakeholders.
■ You can make as many teams as you want
Trello
Power-Ups turn Trello boards into living applications.
Through adaptable features and integrations, Power-Ups
help teams use Trello to meet their unique business
needs.
Examples: Custom fields, Dropbox, Slack, Google drive,
Survey Monkey, Salesforce, Twitter, Voting etc.
Trello
■ You can change who sees your boards.
■ May choose for boards to be private, team-visible or
available through a public URL.
Limitations for a free account
■ Unlimited boards, lists, cards, members, checklists, attachments, etc.
■ One Power-Up per Board
■ Basic integrations with Box, Drive, and Dropbox
■ File attachments up to 10MB
BUT
- a non-profit organization may apply for a 40% discount
AUXILIARY PLATFORMS
Dropbox
Dropbox
Dropbox is a file hosting service that offers cloud storage,
file synchronization, personal cloud, and related software.
Dropbox allows users to create a special folder on their
computers, which Dropbox then synchronizes so that it
appears to be the same folder (with the same contents)
regardless of which device is used to view it. Files placed
in this folder are also accessible via the Dropbox website
and mobile apps.
Dropbox
Dropbox allows for sharing in an easy way. User can invite
friends, family, and colleagues to any folder in their
Dropbox, and it'll be as if that folder was saved straight to
their computer.
A user can send people links to specific files, and folders
in their Dropbox, too. This makes Dropbox perfect for
team projects, sharing documents with colleagues, etc.
Limitations for a free account
■ 2 GB of space
■ 30 days of file recovery
■ MS Office 365 integration
■ Unlimited 3rd party integrations
BUT
- a non-profit organization may apply for a discount
Airtable
Airtable
Airtable gives you the ability to create your
own databases and adapt them to your
specific needs.
You can use it to manage projects, organize
documents, catalog your inventory, or make
reusable checklists.
Airtable uses a fast, flexible, spreadsheet-like
interface that you already know how to use
(think Excel).
Airtable - Basic Components
Bases – A Base is a single database
containing all the information you need for a
project or interest. It’s the equivalent of a
workbook in traditional spreadsheet
programs. You can create Bases for personal
projects like training that you need to
complete, or for work – like CHCANYS T/TA
Survey.
Airtable - Basic Components
Tables – Each Base can have one or more
tables, similar to worksheets in a
spreadsheet. Tables are used to hold a list of
one particular type of item. For example, a
project-planning Base could have different
tables for tasks and staff assigned.
Airtable - Basic Components
Views – Views are different ways to look at
the data in a table. You can save your own
views, meaning you can have unique settings
for column and row order, hidden columns,
and filters.
Airtable - Basic Components
Fields – Fields are the database equivalent of
a spreadsheet column. Unlike in
spreadsheets, each Airtable field can have a
special field type for different kinds of rich
content. The field types include: file
attachment, checkbox, phone number, long
text, and select dropdown. They help ensure
that your data stays tidy and consistent.
Airtable - Basic Components
Records – Records are the
database equivalent of a row in a
spreadsheet. Each record is
basically an item in your list. In a
table of books, each record is a
different book.
Limitations for a free account
■ Unlimited bases
■ 1,200 records / base
■ 2GB attachment space / base
BUT
- Airtable offers special plans for non-profits
Draw IO
Draw IO
■ Basic diagram application
■ Utilizes equally basic images to create
your project
■ Uses simple drag-n-drop techniques
■ Very intuitive and easy to use
Limitations for a free account
■ None
Canva
Canva
■ Design presentations, social media
graphics, posters, documents and
more with beautiful layouts.
■ It has a lot of parts you need for great
design – images, photo filters, fonts,
icons and shapes.
■ According to Canva - the best way to
understand it is to try it! It only takes
23 seconds to learn.
Canva
Ready templates for:
Social Media Posts
Documents
Blogging
Marketing Materials
Social Media Headers
Events
Ads
You can make a team for free up to 10 members. A team makes it easier to share
designs and folders.
Limitations for a free account
■ Two folders to organize designs
■ Up to 10 team members
■ 1GB storage for photos and assets
■ Access to over 8,000 templates
■ Access to photos for $1 each
BUT
Offers free non-profit organization subscriptions to Canva for Work.
SOCIAL MEDIA
Defining Social Media
“Social Media is the social interaction among people in which they create, share, or
exchange information and ideas in virtual communities and networks.” – National
Center for Disaster Preparedness
■ Connect with friends, family, colleagues, strangers, professional contacts,
celebrities, brands, and more.
■ Share update, opinions, information, links, articles, pictures, and videos.
■ Create and join events, discussions, and form interest groups or virtual
communities.
Demographics of Social Media
■ Nearly two-thirds of American adults use social networking sites.
■ Young adults (ages 18-29) are the most likely to use social media. 90% of them do.
10 things to know about Social Media
1. It’s free and easy to use
2. It’s important to identify communities of users on social media- use social media to target populations with relevant content.
3. It involves multi-way engagement- constant flow of interaction. Send information but also engage in a dialogue.
4. Speed is critical- During disasters, information is released by social media before all other platforms with millions of posts by the second.
5. It is equally useful to monitor and listen as it is to talk- Monitoring social media can create a robust picture of what is happening all over your region and enhance your situational awareness.
6. You need to know who is a trustworthy source- Beware of misinformation and inaccuracies.
7. It’s all about free speech- Social Media is largely self-policing and censorship is minimal.
8. It is a useful backup communication system during a disaster- Social Media can be invaluable as a backup infrastructure.
9. Communities organize themselves on Social Media- Social Media can be a tool that facilitates communities and volunteers coming together during a disaster.
10. Social Media citizenship can be as valuable to people as real life- It can act as a powerful coping mechanism for those affected by a disaster.
Social Media Flow During SandyWays Social Media Mobilized
■ Government to the Public - Various official websites and social media accounts pushed out accurate and timely information to the public.
■ Public to the Government (Active) - The public responded to the communications from the government for support.
■ Public to the Government (Passive) - By monitoring social media, government agencies picked up requests for aid.
■ Private Sector to Public (Infrastructure) - Con Edison regularly communicated updates on damages and repairs.
■ Private Sector to Public (Business) - Airbnb spread the word via social media that they were waiving their fees to help displaced families and individuals.
■ Private Sector to Public (Tech Industry) - Developers created custom apps to help people with mass transit, open gas stations, shelters and volunteers.
■ Public to Public - Social media was use to contact loved ones and contribute to recovery efforts.
Popular Platforms
■ YouTube
■ Facebook is a social networking website, the largest and one of the most prominent in the digital world.
As of December 2015 Facebook claims an average of 1.04 billion daily active users.
■ You can sign up for a Facebook profile and add personal information, likes, milestones, and more.
■ You can also set up a company profile or page for your organization or business.
■ Post status updates, information, or links to share.
■ You can also post videos or photographs and create albums.
■ Engage in dialogue by posting and replying to comments.
■ Browse through your news feed to see what your connections are up to and for useful items others may
post.
■ Use Facebook to create and manage events. Use events to invite your Facebook friends to an event you
are hosting.
■ During disasters, Facebook activates ‘Safety Check’ for users to let everyone know in their networks that
they are safe.
■ Twitter is a service for friends, family, and coworkers to communicate and stay
connected through the exchange of quick, frequent messages. It is primarily a
mobile platform, with over 80% of active twitter users using it on a mobile device.
■ Check your twitter feed to get real-time information from those you follow.
■ Twitter has a feature called ‘Periscope’ with which you can live-stream short videos.
■ Follow other users by searching and clicking ‘Follow’. You can follow colleagues,
friends, organizations, partner agencies, media, informative sources, and more.
■ You can share or retweet information to your followers.
■ You can use this platform to share images and short videos to followers (also Flickr).
■ Good way to document an event or process from start to finish, giving followers
insight into your work.
■ Can help add human face to the response or recovery, as well as give credit to staff
and volunteers.
■ Photos can be tagged by location and hash tagged to relate them to similar photos.
YouTube
■ Platform used to share videos (also Vimeo and Vine).
■ Can create short informational videos such as trainings of safety procedures etc.
■ Video can be public or private.
8 steps to move towards Social Media
1. Get comfortable on social media- create your own accounts to learn the basics.
2. Evaluate your capacity- evaluate your own infrastructure and commitment to use social media. Are there any issues?
3. How does your audience engage- which platforms are most useful to connect with your audience?
4. Figure out your social media goals- be sure about your purpose and objectives on social media. List out different scenarios based on past events and decide how to leverage your social media presence.
5. Branding, identity, and voice- consider having uniform branding, logos, colors, etc.
6. Authorship and ownership- clearly define roles and rights of authorship within your organization.
7. Planning for year round engagement- decided how best to use your platforms not only during On-times but also Off-peak times.
8. Sharing and collaborating- Multi-way engagement is key on social media. You must start dialogue with your followers to be successful.
Social Media Possibilities
■ Information Sharing
■ Promotion for Live Events
■ Create a Two-Way Conversation
■ Monitoring & Response
■ Multimedia Creation & Distribution
■ Analytics
MOBILE APPLICATIONS
Mobile Apps are Everywhere
Emergency Management Apps
OTHER PLATFORMS
Other Platforms
■ Wix and other website building platforms
■ Zoom – teleconference application
■ Bit.ly – shrink your URL links for social media or flyers
■ Eventbrite – make your invites
■ Prezi – presentation platform
RESOURCES
Suggested Resources1/2
• Slack - Slack brings all your communication together in one place. It's real-time messaging, archiving and
search for modern teams
• Trello - Flexible, easy to use, free. Trello keeps track of everything, from the big picture to the minute details
• Dropbox - Dropbox simplifies the way you create, share and collaborate. Bring your photos, docs, and videos
anywhere and keep your files safe
• Airtable - Airtable works like a spreadsheet, but gives you the power of a database to organize anything
• draw io - draw.io is free online diagram software for making flowcharts, process diagrams, org charts, UML,
ER and network diagrams
• Canva - Canva makes design simple for everyone. Create designs for Web or print: blog graphics,
presentations, Facebook covers, flyers, posters, invitations and more
Universal Auxiliary
Suggested Resources2/2
• Facebook - Connect with friends, family, colleagues, and other people you know. Share photos and videos, send
messages and get updates
• Twitter - With Twitter, you can see what's happening in the world right now. From breaking news and entertainment,
sports and politics, to big events and everyday interests
• Instagram - Instagram is a simple way to capture and share the world’s moments. Follow your friends, family, and
colleagues to see what they’re up to, and discover accounts from all over the world that are sharing
• YouTube - Watch helpful videos, upload original content, and share it all with friends, family, and colleagues
• Wix - Create a free website. Customize with Wix' free website builder, no coding skills needed. Choose a design,
begin customizing and be online today
• Zoom - Zoom unifies cloud video conferencing, simple online meetings, and cross platform group chat into one easy-
to-use platform
• Bit.ly - Get the most out of your social and online marketing efforts. Own, understand and activate your best
audience through the power of the link
• Eventbrite - Organize events and keep track of your invitees and attendance
• Prezi - Prezi, the presentation software that uses motion, zoom, and spatial relationships to bring your ideas to life
and make you a great presenter
Social Media
Other Platforms
QUESTIONS
