Disaster Plan Training

1. Disaster Plan Training

2. PURPOSE • The purpose of this module is to provide a review of the Center for Health Care Services Disaster Plan and Emergency Response Plans (ERP’S). • Employee training, response and information will be provided throughout this course.

3. By the end of this course, you will be able to: 1. Understand your role in a disaster situation. 2. State the Emergency Response Plan (ERP) codes. 3. State the importance of participating in disaster drills. 4. Describe the Incident Command System. 5. Identify where to find the CHCS Disaster Plan.

4. Course Outline • Disaster Plan • Disaster Definitions • Process • Disaster Declaration • Chain of Command • Incident Command Center • Communications • Resource & Personnel Availability

5. Course Outline (cont’d.) • Personnel Responsibilities • Employee ID Badges • Site Specific Emergency Management Plans • Safety Risk Management Committee • Policy Requirements • Emergency Codes • Summary Menu

6. THE CHCS DISASTER PLAN: 1. Lists organizational response to events that: a) Pose immediate danger to the health and safety of consumers, staff and visitors. b) Disrupt normal operations. 2. Identifies Emergency Response Plans (ERP’S) and the respective codes. 3. Requires that all units develop and maintain a Site Specific Emergency Response Plan (SSEMP) on site. 4. Is designed to manage resources for consumer care during an emergency.

7. DEFINITION OF A DISASTER A disaster is a natural or man-made event that: a) Significantly disrupts clinical operations b) Results in sudden significantly changed, or increased demands for CHCS services. Some emergencies are called “disasters”.

8. INTERNAL VS. EXTERNAL DISASTERS An Internal disaster occurs inside the facility’s walls. Examples: • Bomb Threats • Utility Failures • Work Place Violence • Emergency Evacuations

9. INTERNAL VS. EXTERNAL DISASTERS An External disaster occurs outside the facility. Examples: • Mass Casualty Events • Tornado Warnings • Biohazard Events • Pandemic Events

10. PROCESS CHCS has an organization-wide Comprehensive Disaster Plan. This plan outlines the structure and response to emergency situations.

11. Our Comprehensive Disaster Plan can be found in: 1. Your Unit’s Safety Manual 2. CHCS Intranet Safety Site under the Administrative Procedures Tab 3. CHCS Intranet Policies and Procedures

12. DECLARATION OF DISASTER The President/CEO or designee will consult with all of the following (if available) to determine when a disaster will be called: • CHCS Board Chair or designee • Chief Operations Officer (COO) or designee • Chief Administrative Officer (CAO) or designee • SMT Manager or designee

13. CHAIN OF COMMAND CHCS has adopted a pre-identified command structure during a disaster that sets up a chain of command that maintains a flow of communication and responsibility throughout the organization and with other local, county, state and federal agencies.

14. CHAIN OF COMMAND • CHCS works cooperatively with Federal, State and local emergency response agencies. • Mutual Aid agreements have been completed with regional Healthcare facilities.

15. THE INCIDENT COMMAND CENTER (ICC) • In a Disaster, the Incident Command Center (ICC) is established in the Office of the President/CEO or the Central Administration Board Room on the 2nd floor. • Should circumstances prevent the ICC from being located at Central, the alternate sites will be the conference rooms at 711 E. Josephine or 2711 Palo Alto. • This determination will be made by the President/CEO or designee.

16. THE INCIDENT COMMAND CENTER • Upon notification of disaster, staff recall will be implemented via recall roster. • Each department is required to maintain an updated recall roster for use in a disaster.

17. THE INCIDENT COMMAND CENTER • The recall roster should be updated at a minimum of twice per year. All staff should provide their manager with any phone numbers or address changes. • Units will initiate their Unit’s SSEMP. • Units that do not have an SSEMP will follow the General Guidelines in the Disaster Plan.

18. COMMUNICATIONS President/CEO or designee in consultation with Board Chair will coordinate the release of information to the media and general public.

19. COMMUNICATIONS • Disaster status will remain in effect until the President/CEO or designee (i.e. Incident Commander) determines the event is over. • An “All Clear” will be announced by overhead page, cell phone, electronic mail, face to face notification and pager notification. • All staff will remain at alert during a disaster until an “All Clear” is declared.

20. COMMUNICATIONS • Overhead pages, cell phone, electronic mail, face to face notification and pager notification will be used when an emergency has been declared. • All employees are responsible for knowing the ERP Codes and understanding their response to the event.

21. COMMUNICATIONS CHCS Disaster Plan and ERP’S (i. e. Severe Weather Plan, Bomb Threat and Infant/Child Abduction Plan) are a few of the documents in place to provide organization wide response.

22. RESOURCE & PERSONNEL AVAILABILITY • Units will assess their staffing needs and report the number of available staff to the COO or designee. • If additional staff is needed, the unit can call in staff from their recall roster or request additional staff from the COO.

23. RESOURCE & PERSONNEL AVAILABILITY • In a disaster, staff can be requested to report to work and assist in their normal duties or be assigned to other areas needing assistance. • Staff scheduled to work within the next four (4) hours should report to work immediately if so directed by unit coordinator or assignee.

24. WHAT ARE YOUREQUIRED TO DO? • Maintain Patient Confidentiality. Do not discuss disaster information with anyone other than appropriate staff. • Direct all questions and information to the appropriate units. • Remain Calm. Reassure Patients and Visitors.

25. EMPLOYEE ID BADGES • Employees must always wear their Center picture employee identification badge. • Identification will be necessary in the event of a disaster in order to: • Gain admittance to the facility during a lock down. • Identify who you are if you are relocated to another department or facility. • Maintain security and record keeping during a disaster event.

26. SITE SPECIFIC EMERGENCY MANAGEMENT PLANS (SSEMP) • All Units follow the General Guidelines outlined in the Disaster Plan • All Units have a site specific emergency management plans (SSEMP). • Each Unit SSEMP is maintained in their Safety Manual. • Know where your Safety Manual is located! • Know how to find your Disaster Plan! • Know your Disaster Response!

27. SAFETY RISK MANAGEMENT COMMITTEE The Safety Risk Management Committee (SRMC): 1. Meets on as needed basis to review and develop emergency response plans and policies. 2. Is responsible to develop, implement, monitor and take action based on disaster drills.

28. POLICY REQUIREMENTS Benefits of Change Include: • Color Codes universally used and recognized. • Standardized system in all Federal, State and Local Agencies • Improvement of organizational communication/coordination improvement. Beginning FY 2008, CHCS Board approved the Disaster Plan and ERP Codes.

29. POLICY REQUIREMENTS CHCS Policy requires all units to: • Conduct at least four (4) fire drills or ERP drills per year to include an evacuation of consumers. • Disaster Drill participation is a requirement of all staff to ensure that an individual’s response is in accordance with the expected response in the event of a real emergency. • All units and staff are to respond to a disaster drill as if it were an actual event. However, interruption of critical patient care is to be expected and managed for each occurrence.

30. PURPOSE OF DRILLS • Drills are an educational tool: Participate! • Employees are required to participate by actual drill involvement and by reviewing CHCS Disaster Plan & ERP’S. • Even if not actually involved in the drill, staff must meet regularly to discuss the drills conducted by your unit. • ERP’S codes are tested during Disaster Drills to familiarize the staff with the process, assure information accuracy and test employee response/availability.

31. IN A DRILL OR AN ACTUAL EVENT: • All appointments are immediately canceled until re-scheduled by the Unit Coordinator/Program Director. • Personnel completing their shifts are not to leave until the alert is over or until given permission by their supervisor. • All units will implement their unit recall roster. • All units will maintain a Personnel Availability List, which allows the Unit to assign staff to areas that are requesting immediate assistance. • Employees will participate in a drill until an “All Clear” notice is provided.

32. ERP CODES • Code Pink - Infant/Child Abduction • Code Green - Severe Weather • Code Black - Bomb Threat • Code Red - Fire • Code Blue - Medical Emergency • Code Orange – Work Place Violence • Code Yellow – Utility Failure

33. WHAT ARE YOUREQUIRED TO KNOW? • In this course you have learned that all employees are required to be knowledgeable of the CHCS Disaster plans and ERP’S. • Employees should know the ERP’S Codes and the response that corresponds with the code. • Disaster Drills are a vital source of education and training in the case of an actual event. • All employees are to participate in drills. • Employee Identification Badges must be worn at all times.

34. WHAT ARE YOUREQUIRED TO KNOW? • Disaster Plans are maintained in your Unit’s Administrative Manual on the CHCS Intranet. • Once a disaster or drill is declared, units will implement their plans and recall roster. • Unit will report availability of staff to the COO along with immediate staffing needs. • Incident Command System is in place to provide a system of communication inside and outside the organization.