Disaster Preparedness: Indiana Hemophilia & Thrombosis Center, Inc.

1. Disaster Preparedness:Indiana Hemophilia & Thrombosis Center, Inc. ATHN Data Summit July 31, 2008 Presenter: Timothy Brent

2. Overview • Lessons learned from Hurricane Katrina • Development of an IHTC Disaster Plan • Summary

3. Preparing for Disaster: Lessons Learned from Hurricane Katrina • Communications interrupted • How do we find each other? • Staff • Patients • Patient data at-risk for loss • Ability to provide ongoing services at-risk • Financial issues • Physical issues

4. Lessons Learned: Communications • Landline and cell phone utilization • Not available for several days • IHTC contacted Medical Director of New Orleans HTC • Evaluate needs to determine if assistance could be provided

5. IHTC Disaster Plan: Communications • Communication needs depend upon type of disaster • Interoffice paging • Landline and cell phone • Amerilert text message to cell phones for instructions • Hand-held radios • Operate within 3 mile radius • Resistant to building structure interference • If all else fails, utilize predetermined locations to convene and regroup • In-state • Out of state location to be determined

6. Lessons Learned: Finding Each Other • New Orleans HTC staff struggled to find each other • No pre-designated site • No immediate way to communicate with each other • No defined mechanism to communicate with patients

7. IHTC Disaster Plan: Finding Each Other • IHTC Disaster Recovery Plan includes • Designated on-site and in-city site to reconvene staff dependent upon emergency • In process of identifying out-of-state site if site in city not accessible • Alternate site in-city for clotting factor concentrate • Out of state site may be required dependent upon emergency

8. IHTC Disaster Plan: Finding Each Other • How to find and contact patients • Local facility disaster may only require notification of scheduled patients • Patient schedule taken off-site daily via HIPAA compliant password protected mechanism • Larger disaster requires access to overall center patient database – discussed under patient data • Mechanism to inform patients about how to contact HTC needs to be identified – ATHN may be of assistance in this regard

9. Lessons Learned: Patient Data • Not available during or immediately after Hurricane Katrina • Data retained • Utilized patient cards once able to enter HTC facility

10. IHTC Disaster Plan: Safe Guarding Patient Data • IHTC is an independent program • IHTC maintains its own servers and IT department • IHTC data on servers is backed up at specialty facility • Location 5 miles from IHTC • Duplicate data also backed up out-of-state • Retrievable within 3 – 24 hours dependent upon specific disaster encountered

11. Lessons Learned: Provision of Ongoing Services • Services interrupted • Nurses and Social Worker used information on-hand to locate patients • Clinic at alternate site 40 miles north • First clinic held 7 weeks after hurricane • Immediate need for • Temporary location • Financial assistance • Funding to support staff was no longer accessible through parent institution

12. IHTC Disaster Plan: Provision of Ongoing Services • Financial Issues • Access to existing funds can be solved for IHTC program • Issue could be problematic for programs housed within University settings – could ATHN assist with this? • Physical Issues • When to remain at or leave current site • Alternate sites designation • Clinical Services • Pharmacy • IT – Could ATHN assist with this?

13. Summary • Critical to develop a plan before disaster strikes • Critical to include elements that allow maintenance of critical services • Communication - Develop a procedure to find and notify • Staff • Patients • Designated sites to regroup • Patient data is critical to protect against loss • Ability to access financial resources • Whatever system is created – perform mock disaster to identify needs and weaknesses