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Tabletop Exercise: Internal and External Communication and Coordination

This tabletop exercise focuses on testing organizational policies and procedures, with a specific emphasis on internal and external communication, critical decision-making, and asset coordination. Participants will evaluate current response concepts and plans to identify areas for improvement.

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Tabletop Exercise: Internal and External Communication and Coordination

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  1. Tabletop Exercise Andy Schoepf, CIC, Risk & Claims Manager aschoepf@leeagencyinc.com

  2. Purpose of Tabletops - To apply and test organizational policies and procedures in order to determine opportunities for improvement or enhancement of the plans.

  3. Why Are We Here? This exercise gives the participants the opportunity to evaluate current response concepts, plans, and responsibilities should the need arise to respond to an incident. This exercise will focus on internal and external communication, critical decisions, and the coordination of assets necessary to save lives and protect your community.

  4. Focus Capabilities 1) Immediate response actions 2) Utilization of the Incident Command System 3) Business Continuity

  5. Objectives 1) Efficient and effective internal and external communication – knowing who is responsible for what and able to get it done quickly 2) Incident Command system is in place and is an effective decision-making and communication tool 3) Continue operations with minimal disruption to other residents

  6. Exercise Rules 1) This is a facilitated tabletop exercise. Players will respond to the given scenario. In any exercise, a number of assumptions and “made up stuff” may be necessary to complete play in the time allotted. 2) This is meant to be a plausible scenario with events occurring as presented. There are no hidden agendas or trick questions. 3) Don’t beat up the scenario.

  7. Questions to keep in mind… Who? What? When? How do you know?/Where is it documented?

  8. Here we go…

  9. Scenario • It’s 8 am on Saturday, August 10th and the weather forecast for the day is clear skies, a south wind at 5 mph, with a high expected to be around 95. The heat index is predicted to be 103 to 107. • What would your staff be doing? • What are your conversation topics? • What considerations/preparations are being made? • What does your plan say?

  10. Inject 1 • 76-year-old Rose White was admitted from the hospital at 8:30 this morning. After having frequent falls at home, Rose’s daughter decided to have her admitted to the Nursing Home, as she lives out of state and is unable to care for her mother. • She has been diagnosed with Diabetes, Depression, Hypertension, GERD, and Anxiety. • What would your staff be doing? • What are your conversation topics? • What considerations/preparations are being made? • What does your plan say?

  11. Her medications: • Glipizide 5mg BID Diabetes • Omeprazole 20mg Daily GERD • Gabapentin 100mg qHS Diabetic Neuropathy • Diltiazem 300mg qHS Hypertension • Alprazolam 0.25mg TID Anxiety • Wellbutrin XL 300mg daily Depression • Sliding scale insulin PRN Diabetes • Accu checks before meals and at bedtime Diabetes • Tylenol 650mg q4 hours PRN Pain

  12. Inject 2 • It’s now 2pm and an LPN goes to Rose’s room to give her afternoon dose of Alprazolam and discovers that Rose is not in her room. • What would your staff be doing? • What are your conversation topics? • What considerations/preparations are being made? • What does your plan say? • After a thorough search of the Care Center, Rose is nowhere to be found.

  13. Questions to Consider • What decisions need to be made? • How do you know? • Who is responsible for what?

  14. Map of your community/surrounding area??

  15. Inject 3 • It’s now 2:20 and an officer from the city PD arrives. • At 2:30, another county emergency responder arrives. • Who would be doing what? • What are your conversation topics? • What considerations/preparations are being made? • What does your plan say?

  16. Inject 4 At 2:45 pm Rose is located at a nearby park, sitting on one of the pieces of playground equipment. • Assessment information after resident found: • B/P 156/96 • Blood Sugar 300 • Temp 100.5 • Dry cracked lips • Sunburn to face, arms, and neck • Abrasions to shin and hands • What would your staff be doing? • What are your conversation topics? • What considerations/preparations are being made? • What does your plan say?

  17. Now What? • What did you learn? • What went well? • Opportunities for improvement? • Define & Prioritize next steps (after-action report)

  18. Thanks!

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