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Our Vision - Healthy Kansans living in safe and sustainable environments
www.kdheks.gov
Our Vision - Healthy Kansans living in safe and sustainable environments
Emergency Preparedness Plan for Primary Care Clinics
Cait Purinton-Day
Contingency Planner
785-296-5529
Eat It Like an Elephant . . .
Our Vision - Healthy Kansans living in safe and sustainable environments
…One Bite At A Time
Our Vision - Healthy Kansans living in safe and sustainable environments
• Establish priorities & set goals for developing the plan.
• Set target dates for completing those goals.
• Use KAMU matrix as a guide.
Preparedness Cycle
Our Vision - Healthy Kansans living in safe and sustainable environments
Purpose of Developing a Plan
• Raise awareness among staff and within the community.
• Increase capabilities of staff.
• Continue service to clients in a disaster.
• Assist in community response.
Our Vision - Healthy Kansans living in safe and sustainable environments
Clinics with Existing Plans
• Don’t reinvent the wheel.
• Build upon existing plans.
• Continue to incorporate/cooperate with hospital or health department.
Our Vision - Healthy Kansans living in safe and sustainable environments
How to Use the Template
Our Vision - Healthy Kansans living in safe and sustainable environments
• Yellow highlights = HRSA PIN 2007-15 and PIN 2007-16 recommendations
• Red font = Insert clinic name
• Text boxes = Section instructions. *Delete these text boxes when you are complete with that section.
How to Use the Template
• Template is not one-size-fits all.
• Modify to fit clinic’s needs & capabilities.– Actions– Equipment– Clinic titles– Existing policies and procedures
Our Vision - Healthy Kansans living in safe and sustainable environments
Incident Command System
Our Vision - Healthy Kansans living in safe and sustainable environments
• Plan based on ICS
• Recommendation of HRSA to use ICS
• Basic outline of ICS in Annex A– ICS training will be needed.
Part 1: Emergency Management Process
Our Vision - Healthy Kansans living in safe and sustainable environments
• Overview of Principles of Emergency Management– Mitigation & Preparedness– Response– Recovery– Annexes
Part 2: Emergency Management Plan
Our Vision - Healthy Kansans living in safe and sustainable environments
• Introduction– Page 7
• Plan Goals & Objectives– Page 7
Part 2: Emergency Management Plan
Our Vision - Healthy Kansans living in safe and sustainable environments
• Planning Assumptions– Page 8
• Relevant Requirements & Regulations– Page 8
2.5 MITIGATION & PREPAREDNESS
Our Vision - Healthy Kansans living in safe and sustainable environments
• Page 9
• Prepare for an event
• Reduce adverse effects of an event
• Build community relationships
2.5.1 Community Collaboration
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 9-10
• Building community relationships– Attend LEPC meetings– Get to know CEM and LHD
2.5.2 Plan Development & Maintenance
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 10-11
• Plan storage– Paper and electronic
• Regular updates– Annually and as needed
• Governing Board approval
2.5.3 Hazard Vulnerability Assessment
Our Vision - Healthy Kansans living in safe and sustainable environments
• Page 11
• Identify vulnerabilities
• Analyze gaps
• Online tool available through CPHP– http://www.kdheks.gov/cphp/
grant_tool_kit.htm#hva
2.5.4 Insurance Review
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 11-12
• Review to determine adequate coverage in a disaster.
• List of potential questions to assist with review.
2.5.5 Building Review
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 12-16
• Building Review– Maps
• Floor plans• Evacuation routes
– Share with fire and police
2.5.5 Building Review
Our Vision - Healthy Kansans living in safe and sustainable environments
• Technology & Utilities– Page 14– Shutting down systems– Systems maintenance– Backup systems
• Generators
2.5.6 Continuity of Operations
Our Vision - Healthy Kansans living in safe and sustainable environments
• How will the clinic continue to serve its clients during an event that disrupts normal operations?
• Pages 16-18
• COOP is complex.– Info in the template is basic and will get the
discussion started of COOP planning.
2.5.6 COOP
Our Vision - Healthy Kansans living in safe and sustainable environments
• Page 17
• Hours of operation
• Functions– 12 hours to 30 days– Prioritize– Staff assigned to functions– Equipment and data to support functions
2.5.7 Alternate Sites
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 18-19
• Alternate site is an element of COOP planning.
• Memoranda of Understanding– 2 locations in case first option is
unavailable.
• Develop go-kits for staff.
2.5.8 Mutual Aid Agreements
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 19-20
• Mutual Aid Agreement: Written agreement between agencies, organizations, and/or jurisdictions that they will assist one another on request by furnishing personnel, equipment, and/or expertise in a specified manner. (Kansas Response Plan)
2.5.8 Mutual Aid Agreements
Our Vision - Healthy Kansans living in safe and sustainable environments
• Put in place before an event.
• Guidance on CDC web site.– http://www2a.cdc.gov/phlp/mutualaid/
index.asp
• List of considerations in template.
• Chart to help track agreements.
2.5.9 Volunteer Management
Our Vision - Healthy Kansans living in safe and sustainable environments
• Page 21
• Involve volunteers in planning and exercises.
• Volunteer Directory– Certifications or training
• Help make best use of volunteers time and talent
2.5.10 Records & Equip Mgmt
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 21-22
• Identify vital records
• Identify protection methods– Records– Equipment
2.5.11 Communications
Our Vision - Healthy Kansans living in safe and sustainable environments
• Pages 23-25
• Two Parts– Equipment– Information
2.5.11 Communications - Equipment
Our Vision - Healthy Kansans living in safe and sustainable environments
• Existing capabilities
• Back up or redundant capabilities
• Testing– Diagnostic checks– Maintenance– Exercises
2.5.11 Communications - Information
Our Vision - Healthy Kansans living in safe and sustainable environments
• Staff– Governing Board
• Volunteers
• Vendors
• Community Partners
• Public
• Clients / Patients
2.5.11 Communications – Info
• Contact lists
• Calling trees
• Warning/alert system
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.11 Communications - Info
• Media Relations– Releasing information– Briefing area
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.12 Incident Command Post
• Page 25
• Central location for clinic operations
• Only used during prolonged or long-term events.
• Equipment needs
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.13 Community Disease Containment
• Page 26
• Stop spread of disease
• Crucial to work with LHD– LHD has Standard Operating Guides
(SOG)
• Existing clinic protocols
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.14 Personal Protective Equipment
• Pages 26-27
• PPE stockpile
• Storage
• Crash carts
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.15 Medication Stockpiles
• Pages 27-28
• Mass dispensing– Medical materiel and pharmaceuticals– “SNS” requesting
• Crucial to work with LHD– LHD has SOG
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.15 Medication Stockpile
• Exhaust all resources– Clinic– Vendor
• Chart for vendors
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.16 Patient Surge
• Page 28
• Similar to how LHD sets up POD– Patient flow– Triage– Paperwork
Our Vision - Healthy Kansans living in safe and sustainable environments
Sections 2.5.17-2.5.20
• All-Hazards• Prepare for:
– Evacuation (Section 2.5.17)– Shelter in Place (Section 2.5.18)– Flooding (Section 2.5.19)– Winter Weather (Section 2.5.20)
• Use existing clinic protocols and procedures.
Our Vision - Healthy Kansans living in safe and sustainable environments
2.5.12 Family Plan
• Pages 32-33
• Encourage staff to prepare at home.
• Families are priority.
• Peace of mind at work.
• Guidance online.– http://www.kdheks.gov/cphp/families.htm
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6 RESPONSE
• Put mitigation plans into action.
• Page 33
• 2.6.1 Command & Control– Using ICS to manage events
• 2.6.2 Plan Activation
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.3 Incident Tracking & Records Mgmt
• Page 33
• ICS forms
• Paper charting
• Security
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.4 Communications
• Pages 34-35
• Equipment– Use of equipment identified under
Mitigation & Preparedness
• Information – Staff, volunteers, Governing Board,
community partners, patients/clients, public– Media relations
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.5 Volunteer Management
• Page 36
• How volunteers will be used
• When volunteers will be used
• Check in
• Just in Time Training
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.6 Safety & Security
• Pages 36-37
• Response to security threats
• Use existing policies
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.7 Utilities
• Page 37
• Shut down procedures
• Water supplies
• Water storage and stockpiling recommendations
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.8 Community Disease Containment
• Pages 37-38
• Refer back to Mitigation & Preparedness section
• KDHE Epidemiology Info
• Isolation
• Hazmat contamination
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.9 Medication Stockpiles
• Page 39
• Refer back to Mitigation & Preparedness section
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.10 Patient Surge
• Page 39
• Temporary reassignments
• Triage
• Patient flow
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.11 Evacuation
• Pages 39-41
• Fire
• Flooding
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.12 Shelter in Place
• Pages 41-42
• Tornado
• Severe Storm
• Actions– Watch– Warning
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.13 Relocation
• Page 42-43
• Refer back to COOP and Alternate Site info in Mitigation & Preparedness
• Transporting people, equipment, and records
• Security– Alternate and primary locations
Our Vision - Healthy Kansans living in safe and sustainable environments
2.6.14 Devolution
• Pages 43-44
• Devolution is component of COOP planning
• Transfer of authority
• Governing Board approval
Our Vision - Healthy Kansans living in safe and sustainable environments
2.7 RECOVERY
• Pages 44-45
• 2.7.1 Reconstitution– Resuming normal operations
Our Vision - Healthy Kansans living in safe and sustainable environments
2.7.2 Tracking & Records Mgmt
• Pages 45-46
• Document everything
• ICS forms
• Reimbursement– Info from HRSA for FQHCs
Our Vision - Healthy Kansans living in safe and sustainable environments
2.7.3 Mental Health
• Pages 46-47
• Very important for responders– Staff, volunteers, Governing Board
• Services available
Our Vision - Healthy Kansans living in safe and sustainable environments
2.7.4 Demobilization
• Pages 47
• Transferring resources back to clinic– People– Equipment– Records
• Returning borrowed resources
Our Vision - Healthy Kansans living in safe and sustainable environments
2.7.5 Post-Incident Briefing
• Pages 47-48
• Hot wash
• AAR
• Improvement Plan
Our Vision - Healthy Kansans living in safe and sustainable environments
ANNEXES
• Tools to help guide / facilitate planning process
• Additional information
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex A: Clinic Incident Command
• Outline of clinic incident command roles and responsibilities
• Review of ICS positions
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex B: Position Check Lists
• Pulled directly from FEMA Resource Center
• Brief descriptions of actions for ICS roles
• Remove check lists for ICS roles not utilized by the clinic. Or, keep on file just in case.
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex C: Incident Management Forms
• ICS forms– Pulled directly from FEMA Resource
Center
• KDHE Notifiable Disease forms– Pulled from KDHE OSE Web site
• Facilities Systems Status Report– Pulled from HICS Center for Training &
Education
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex C: Incident Management Forms
• Personnel Time Sheet– Pulled from HICS Center for Training &
Education
• Volunteer Registration– Pulled from HICS Center for Training &
Education
• Forms Review
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex D: Directories
• Available in Excel or Word– Plan and equipment maintenance
schedules– Resource directory– Staff and volunteer directories
Our Vision - Healthy Kansans living in safe and sustainable environments
Annex E: Storage Recommendations
• Generator recs from FEMA
• HRSA PIN 2007-15
• HRSA PIN 2007-16
• Record inventory recs from FEMA
• Water storage recs from KDHE
Our Vision - Healthy Kansans living in safe and sustainable environments
Need Assistance?
Our Vision - Healthy Kansans living in safe and sustainable environments
• Request a workshop or Technical Assistance Visit with a member of the CPHP staff.
• Online request form– http://www.kdheks.gov/cphp/
tech_assistance.htm
Contact Information
Cait Purinton-Day
Contingency Planner
Center for Public Health Preparedness
1000 SW Jackson, Ste. 330
Topeka, KS 66612
785-296-5529
Our Vision - Healthy Kansans living in safe and sustainable environments
Our Vision - Healthy Kansans living in safe and sustainable environments
www.kdheks.gov