Emergency / Disaster Preparedness

1. Emergency / Disaster Preparedness Are You Prepared…Planning for Continuity of Food Services Patti Simpson, M.Ad.Ed, P.Dt. South West Health, District Director Food and Nutrition Services

2. Planning Principles… • Base your planning decisions on evidence • Identify the resources you have available for planning • Draw upon your variety of experiences and the lessons learned e.g. winter storms, short staffed, Y2K, SARS • Apply multiple strategies to planning

3. Collaborate with internal and external partners • Start discussing the planning EARLY with other departments and agencies both inside and outside the facility to avoid duplication and gaps • Promote a shared common purpose among your planning partners

4. Identify and support champions Share leadership, accountability and rewards among all planning partners

5. Demonstrate accountability for the planning outcomes • Document and share your experiences and lessons learned

6. Menu Planning and Management • Establish departmental hours of operation e.g. 11 hours/day 7 days/week • Consider if and at what level non-patient food services such as cafeteria, MOW will be provided • Close cafeteria to visitors

7. Consider providing free staff meals working during an emergency/disaster • Cancel all caterings • Explore vending services

8. Develop a distribution and tracking method for free meals i.e. vouchers • Use disposable dishes and utensils as much as possible to minimize dishwashing

9. Determine the method of service delivery to units e.g. tray service vs. bulk delivery • Review the specific nutritional and feeding needs of your clients • Discontinue selective menus for clients

10. Minimize therapeutic menus as much as is possible • Create familiar and simple daily menu choices providing hot and cold choices • Consider the extent of using prepared foods and single serve food items

11. Provide sufficient water and fluid for hydration • Provide nourishment supplies to patient/resident areas • Know what equipment if any is on emergency power • Be flexible and adaptable to manage and work with the resources you have on hand

12. Human Resources • Plan a work schedule and work routines for 25-30 % less staff • Update and test staff fan out lists frequently • Educate staff on their role in an emergency / disaster and your expectations

13. Human ResourcesContinued… • Establish entry/exit to the facility • Reassign or deploy staff as appropriate • Have your ID available for security

14. Supplies and Vendors • Obtain written confirmation from vendors of their agreement to provide supplies • Confirm that vendors are able to maintain or enhance deliveries • Create an after hours contact list for vendors • Discuss with external partners their ability and commitment to provide menu items e.g. Tim Horton’s, Sobeys, Superstore

15. Supplies and Vendors Con’t… • Designate the delivery area and a back up area for receiving • Prepare for availability of refrigerated and frozen trucks for loan • Develop an emergency order template for non-perishable food, water and disposable supplies…3 -5 day coverage

16. Support System • Communicate, Communicate and Communicate!!! • Provide leadership, promote teamwork and be positive • Arrange for Employee Assistance Program (EAP) to be available to provide emotional support for staff • Recognize and celebrate the contributions of all partners

17. Moving forward… Having a written plan does not mean you are prepared Preparation is the best plan

18. Questions ?

19. Resources for Planning • http://www.phac-aspc.gc.ca/emergency-urgence/pdf/emfood_e.pdf • http://www.wpro.who.int/NR/rdonlyres/EA6D9DF3-688D-4316-91DF-5553E7B1DBCD/0/InfectionControlAIinhumansWHOInterimGuidelinesfor.pdf

20. Resources for Planning Con’t… • http://www.cdc.gov/flu/avian/links.htm • http://www.swndha.nshealth.ca/