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Emergency Management Working Group 9 September 2013

Emergency Management Working Group 9 September 2013. Please remember to silence your cell phone. Agenda. Update: UVa Hotline Exercise (previously known as Snow Line Exercise) Review impromptu evacuation drill from last meeting Review, briefly discuss “The Great 5/6W Flood”

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Emergency Management Working Group 9 September 2013

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  1. Emergency Management Working Group9 September 2013 Please remember to silence your cell phone.

  2. Agenda • Update: UVa Hotline Exercise (previously known as Snow Line Exercise) • Review impromptu evacuation drill from last meeting • Review, briefly discuss “The Great 5/6W Flood” • TTX - Evacuation Planning

  3. UVa Hotline Exercise – 25 Sep 2013 • Why is this important? • March 2013 Snow Storm two significant problems • Problems: Approval vs Coordination; UVaHS ability to proactively record Snowline message for our employees • In April, a policy review concluded that UVaHS will coordinate our plans to avoid conflict with academic side • In May, UVa agreed for us to work with ITC and Siemens to modify and test the recording system Before Snowline Exercise Planning in June 2013 For Snowline Exercise in June 2013 For UVa Hotline Exercise in Sep 2013 Two Snowlines 6 Fon Lines 6 Fon Lines Press 1 or 2 Press 1 or 2 Recorders (ea channel has 36 lines) Recorders (ea channel has 36 lines) Recorders (ea channel has 36 lines)

  4. Impromptu Evacuation Exercise from July Mtg • Three problems noted related to employee and patient safety • Packaging • Hookup • Slack in lanyard • Educational video developed with help from Cville Fire Dept • http://www.youtube.com/watch?v=UdWcrn9Ieiw

  5. “The Great 5 and 6 West Flood” • Tom Berry, thb2p, Emergency Services Director

  6. An overview • 47 hour operation • Hospital Command Center activated • 2 units evacuated (56 patients) • 12 surgeries postponed and rescheduled • Patient care opns continuous • Patient safety always paramount • Family support a priority • 7 Command Center huddles • 1 Command Center message with 4 updates • Response and recovery phases simultaneous • Incident Action Plan developed and continually refined • Coordination, collaboration, and communication unmatched

  7. 26 August 2013 25 August 2013 • 2000 • 1” water pipe breaks in 6W ceiling • 6W staff uses towels/linen to “sand bag” • 5W becomes soaked • Affects floors down to 3 • Evac to 5/6N and other MC units begins • 2030: Hospital Command Center (HCC) requested • 2110: HCC open (+1) • 2150: 56 patients relocated • 2300: HCC Huddle #1 (+3) • 12 people in attendance • Initial IAP completed • Assess-Plan-Comm-Respond • Tube Sys, Pyxis, Fons, C.Monitoring • Determine rooms down • OR impact > Service recovery • Tr Hold • Notify IP&C, Risk Mgt • Recover automation • Prepare f/ 0730 huddle • Continue clean up • 0230: HCC skeleton crew • 0600: HCC full-scale (+10) • 0730: HCC Huddle #2 (+11.5) • Strategic guidance given • Operational objectives developed • Plan to decompress • Capacity grid • Service recovery • Logistics: fons, supply, pyxis, pharm • 1000: HCC Huddle #3 (+14) • Full scale HCC w/ 45 people • Main effort = response/relocation spt • 1200: HCC Huddle #4 (+16) • Main effort = relocation spt & recovery • Units begin to “normalize” • IP&C/Facilities provide forecast of units • 1245; • OR sub-IMT plans for Tues with eye on Wed • CCS sub-IMT fully integrated into HCC • 1315: 7N opens … 8C patients transition • 1330: Sr Leadership visits patients/families impacted • 1500: HCC Huddle #5 (+19) • 1800: HCC goes virtual 27 August 2013 • 0600 • HCC no longer virtual • 0900: HCC Huddle #6 (+37) • Re-assess IAP • OR sub-IMT looks to Thurs • 1200: HCC Huddle #7 (+40) • OR sub-IMT finalizes Thur • EPIC/Lab sub-IMT • Service/Spt sub-IMT • IP&C/Facilities • Supply chain • Pharmacy • Risk Mgt/Claims sub-IMT • 1500: HCC Huddle #8 (+44) • 1800: HCC closes (+47) The Operational Timeline

  8. Thoughts “What If” • Tactical – Operational – Strategic • Doers and Enablers • Sub-Incident Management Teams • The three C’s (coord/collab/coop) • “When in charge, take charge” • 5N and 6N unavailable • Elevators not available • Thursday versus Sunday night • Operations complex warm Current Status – Facilities Update

  9. Kudos • 5 West • 6 West • Directors, Acute and CC • Bed Coordination Center • Nursing Supervisors • Infection Prev and Control • Facilities • Patient Transport • Medical Transport • Environ Services • Receiving Units • Medical Directors • Administrators • Sr Mgt Who Else??

  10. TTX – Evacuation Planning

  11. Scenario • 1 inch domestic water line breaks in 6W ceiling • Causes evacuation of 5 and 6 W to 5N, 6N, and other floors • This results in decrease of 30 beds available for bed placement • After units have relocated and while EVS is responding to 5 and 6 W • Another pipe breaks on 4W • This requires 4W and later 3W to evacuate 47 patients to other hospitals in the region and State • Blood Bank is impacted and requires discontinuation of services • The Hospital Command center (HCC) is already established • Admin on-Call and Administration directs establishment of Family Care Center • Use flip charts to document a plan so we can update the annex in our Emergency Operations Plan

  12. Questions // Comments • Thank you or your time and participation! • Next meeting is 11 Nov 2013

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