Our Vision - Healthy Kansans living in safe and sustainable environments

Our Vision - Healthy Kansans living in safe and sustainable environments Emergency Preparedness Plan for Primary Care Clinics Cait Purinton-Day Contingency Planner

Eat It Like an Elephant... Our Vision - Healthy Kansans living in safe and sustainable environments

…One Bite At A Time Our Vision - Healthy Kansans living in safe and sustainable environments Establish priorities & set goals for developing the plan. Set target dates for completing those goals. Use KAMU matrix as a guide.

Preparedness Cycle Our Vision - Healthy Kansans living in safe and sustainable environments Organize, Train, & Equip Exercise Evaluate & Improve Plan

Purpose of Developing a Plan Raise awareness among staff and within the community. Increase capabilities of staff. Continue service to clients in a disaster. Assist in community response. Our Vision - Healthy Kansans living in safe and sustainable environments

Clinics with Existing Plans Don’t reinvent the wheel. Build upon existing plans. Continue to incorporate/cooperate with hospital or health department. Our Vision - Healthy Kansans living in safe and sustainable environments

How to Use the Template Our Vision - Healthy Kansans living in safe and sustainable environments Yellow highlights = HRSA PIN and PIN recommendations Red font = Insert clinic name Text boxes = Section instructions. *Delete these text boxes when you are complete with that section.

How to Use the Template Template is not one-size-fits all. Modify to fit clinic’s needs & capabilities. –Actions –Equipment –Clinic titles –Existing policies and procedures Our Vision - Healthy Kansans living in safe and sustainable environments

Incident Command System Our Vision - Healthy Kansans living in safe and sustainable environments Plan based on ICS Recommendation of HRSA to use ICS Basic outline of ICS in Annex A –ICS training will be needed.

Part 1: Emergency Management Process Our Vision - Healthy Kansans living in safe and sustainable environments Overview of Principles of Emergency Management –Mitigation & Preparedness –Response –Recovery –Annexes

Part 2: Emergency Management Plan Our Vision - Healthy Kansans living in safe and sustainable environments Introduction –Page 7 Plan Goals & Objectives –Page 7

Part 2: Emergency Management Plan Our Vision - Healthy Kansans living in safe and sustainable environments Planning Assumptions –Page 8 Relevant Requirements & Regulations –Page 8

2.5 MITIGATION & PREPAREDNESS Our Vision - Healthy Kansans living in safe and sustainable environments Page 9 Prepare for an event Reduce adverse effects of an event Build community relationships

2.5.1 Community Collaboration Our Vision - Healthy Kansans living in safe and sustainable environments Pages 9-10 Building community relationships –Attend LEPC meetings –Get to know CEM and LHD

2.5.2 Plan Development & Maintenance Our Vision - Healthy Kansans living in safe and sustainable environments Pages Plan storage –Paper and electronic Regular updates –Annually and as needed Governing Board approval

2.5.3 Hazard Vulnerability Assessment Our Vision - Healthy Kansans living in safe and sustainable environments Page 11 Identify vulnerabilities Analyze gaps Online tool available through CPHP – htm#hva

2.5.4 Insurance Review Our Vision - Healthy Kansans living in safe and sustainable environments Pages Review to determine adequate coverage in a disaster. List of potential questions to assist with review.

2.5.5 Building Review Our Vision - Healthy Kansans living in safe and sustainable environments Pages Building Review –Maps Floor plans Evacuation routes –Share with fire and police

2.5.5 Building Review Our Vision - Healthy Kansans living in safe and sustainable environments Technology & Utilities –Page 14 –Shutting down systems –Systems maintenance –Backup systems Generators

2.5.6 Continuity of Operations Our Vision - Healthy Kansans living in safe and sustainable environments How will the clinic continue to serve its clients during an event that disrupts normal operations? Pages COOP is complex. –Info in the template is basic and will get the discussion started of COOP planning.

2.5.6 COOP Our Vision - Healthy Kansans living in safe and sustainable environments Page 17 Hours of operation Functions –12 hours to 30 days –Prioritize –Staff assigned to functions –Equipment and data to support functions

2.5.7 Alternate Sites Our Vision - Healthy Kansans living in safe and sustainable environments Pages Alternate site is an element of COOP planning. Memoranda of Understanding –2 locations in case first option is unavailable. Develop go-kits for staff.

2.5.8 Mutual Aid Agreements Our Vision - Healthy Kansans living in safe and sustainable environments Pages Mutual Aid Agreement: Written agreement between agencies, organizations, and/or jurisdictions that they will assist one another on request by furnishing personnel, equipment, and/or expertise in a specified manner. (Kansas Response Plan)

2.5.8 Mutual Aid Agreements Our Vision - Healthy Kansans living in safe and sustainable environments Put in place before an event. Guidance on CDC web site. – List of considerations in template. Chart to help track agreements.

2.5.9 Volunteer Management Our Vision - Healthy Kansans living in safe and sustainable environments Page 21 Involve volunteers in planning and exercises. Volunteer Directory –Certifications or training Help make best use of volunteers time and talent

Records & Equip Mgmt Our Vision - Healthy Kansans living in safe and sustainable environments Pages Identify vital records Identify protection methods –Records –Equipment

Communications Our Vision - Healthy Kansans living in safe and sustainable environments Pages Two Parts –Equipment –Information

Communications - Equipment Our Vision - Healthy Kansans living in safe and sustainable environments Existing capabilities Back up or redundant capabilities Testing –Diagnostic checks –Maintenance –Exercises

Communications - Information Our Vision - Healthy Kansans living in safe and sustainable environments Staff –Governing Board Volunteers Vendors Community Partners Public Clients / Patients

Communications – Info Contact lists Calling trees Warning/alert system Our Vision - Healthy Kansans living in safe and sustainable environments

Communications - Info Media Relations –Releasing information –Briefing area Our Vision - Healthy Kansans living in safe and sustainable environments

Incident Command Post Page 25 Central location for clinic operations Only used during prolonged or long- term events. Equipment needs Our Vision - Healthy Kansans living in safe and sustainable environments

Community Disease Containment Page 26 Stop spread of disease Crucial to work with LHD –LHD has Standard Operating Guides (SOG) Existing clinic protocols Our Vision - Healthy Kansans living in safe and sustainable environments

Personal Protective Equipment Pages PPE stockpile Storage Crash carts Our Vision - Healthy Kansans living in safe and sustainable environments

Medication Stockpiles Pages Mass dispensing –Medical materiel and pharmaceuticals –“SNS” requesting Crucial to work with LHD –LHD has SOG Our Vision - Healthy Kansans living in safe and sustainable environments

Medication Stockpile Exhaust all resources –Clinic –Vendor Chart for vendors Our Vision - Healthy Kansans living in safe and sustainable environments

Patient Surge Page 28 Similar to how LHD sets up POD –Patient flow –Triage –Paperwork Our Vision - Healthy Kansans living in safe and sustainable environments

Sections All-Hazards Prepare for: –Evacuation (Section ) –Shelter in Place (Section ) –Flooding (Section ) –Winter Weather (Section ) Use existing clinic protocols and procedures. Our Vision - Healthy Kansans living in safe and sustainable environments

Family Plan Pages Encourage staff to prepare at home. Families are priority. Peace of mind at work. Guidance online. – Our Vision - Healthy Kansans living in safe and sustainable environments

2.6 RESPONSE Put mitigation plans into action. Page Command & Control –Using ICS to manage events Plan Activation Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.3 Incident Tracking & Records Mgmt Page 33 ICS forms Paper charting Security Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.4 Communications Pages Equipment –Use of equipment identified under Mitigation & Preparedness Information –Staff, volunteers, Governing Board, community partners, patients/clients, public –Media relations Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.5 Volunteer Management Page 36 How volunteers will be used When volunteers will be used Check in Just in Time Training Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.6 Safety & Security Pages Response to security threats Use existing policies Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.7 Utilities Page 37 Shut down procedures Water supplies Water storage and stockpiling recommendations Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.8 Community Disease Containment Pages Refer back to Mitigation & Preparedness section KDHE Epidemiology Info Isolation Hazmat contamination Our Vision - Healthy Kansans living in safe and sustainable environments

2.6.9 Medication Stockpiles Page 39 Refer back to Mitigation & Preparedness section Our Vision - Healthy Kansans living in safe and sustainable environments

Patient Surge Page 39 Temporary reassignments Triage Patient flow Our Vision - Healthy Kansans living in safe and sustainable environments

Evacuation Pages Fire Flooding Our Vision - Healthy Kansans living in safe and sustainable environments

Shelter in Place Pages Tornado Severe Storm Actions –Watch –Warning Our Vision - Healthy Kansans living in safe and sustainable environments

Relocation Page Refer back to COOP and Alternate Site info in Mitigation & Preparedness Transporting people, equipment, and records Security –Alternate and primary locations Our Vision - Healthy Kansans living in safe and sustainable environments

Devolution Pages Devolution is component of COOP planning Transfer of authority Governing Board approval Our Vision - Healthy Kansans living in safe and sustainable environments

2.7 RECOVERY Pages Reconstitution –Resuming normal operations Our Vision - Healthy Kansans living in safe and sustainable environments

2.7.2 Tracking & Records Mgmt Pages Document everything ICS forms Reimbursement –Info from HRSA for FQHCs Our Vision - Healthy Kansans living in safe and sustainable environments

2.7.3 Mental Health Pages Very important for responders –Staff, volunteers, Governing Board Services available Our Vision - Healthy Kansans living in safe and sustainable environments

2.7.4 Demobilization Pages 47 Transferring resources back to clinic –People –Equipment –Records Returning borrowed resources Our Vision - Healthy Kansans living in safe and sustainable environments

2.7.5 Post-Incident Briefing Pages Hot wash AAR Improvement Plan Our Vision - Healthy Kansans living in safe and sustainable environments

ANNEXES Tools to help guide / facilitate planning process Additional information Our Vision - Healthy Kansans living in safe and sustainable environments

Annex A: Clinic Incident Command Outline of clinic incident command roles and responsibilities Review of ICS positions Our Vision - Healthy Kansans living in safe and sustainable environments

Annex B: Position Check Lists Pulled directly from FEMA Resource Center Brief descriptions of actions for ICS roles Remove check lists for ICS roles not utilized by the clinic. Or, keep on file just in case. Our Vision - Healthy Kansans living in safe and sustainable environments

Annex C: Incident Management Forms ICS forms –Pulled directly from FEMA Resource Center KDHE Notifiable Disease forms –Pulled from KDHE OSE Web site Facilities Systems Status Report –Pulled from HICS Center for Training & Education Our Vision - Healthy Kansans living in safe and sustainable environments

Annex C: Incident Management Forms Personnel Time Sheet –Pulled from HICS Center for Training & Education Volunteer Registration –Pulled from HICS Center for Training & Education Forms Review Our Vision - Healthy Kansans living in safe and sustainable environments

Annex D: Directories Available in Excel or Word –Plan and equipment maintenance schedules –Resource directory –Staff and volunteer directories Our Vision - Healthy Kansans living in safe and sustainable environments

Annex E: Storage Recommendations Generator recs from FEMA HRSA PIN HRSA PIN Record inventory recs from FEMA Water storage recs from KDHE Our Vision - Healthy Kansans living in safe and sustainable environments

Need Assistance? Our Vision - Healthy Kansans living in safe and sustainable environments Request a workshop or Technical Assistance Visit with a member of the CPHP staff. Online request form – ce.htm

Contact Information Cait Purinton-Day Contingency Planner Center for Public Health Preparedness 1000 SW Jackson, Ste. 330 Topeka, KS Our Vision - Healthy Kansans living in safe and sustainable environments