NACCHO Closed POD Toolkit Sample Just-In-Time Training Presentation 1

Sample Agenda For Exercises 15 Minutes: Sign-In 15 Minutes: Welcome & Introductions 30 Minutes: General Group Training 15 Minutes: Screening Form Training 15 Minutes: Walk Through Exercise 15 Minutes: Q&A 2

Objectives Activate your Closed POD Know how a Closed POD works Know how to set up your Closed POD Know staff roles in a Closed POD Know how to conduct Just-In-Time Training Understand how to use the screening forms Understand how to dispense antibiotics using a screening form 3

Closed POD Partner Site Review Closed PODs are only opened in the rare event that the whole population is at great risk of exposure to an infectious disease or other biological agent and medications need to be taken immediately to prevent severe illness. 4

Alert & Notification Local Health Department  Closed POD Partners – (sending situational updates) –Phone Tree (to contact staff) –Fax (for sending paperwork) Closed POD Partners  Staff and Family –Phone Tree –Fax –Other

Considerations for Closed POD Set-Up: Location and layout Staff Roles Security Health and Safety 6

Non-Medical Models for Rapid Dispensing of Emergency Medications:  Rely on fellow employees to self- screen  Emergency medication will be free for all  Those with serious medical conditions can take the suggested emergency medications home and consult with their primary care provider or they can go to a public POD. 7

Overall Flow and Process Enter Check-In Dispensing Form Completion Exit Screening 8

Lay-Out and Set-Up  Delivery area  Supplies  Staff and Clients  Parking areas  Workplace areas  Traffic Control  Crowd control Considerations for your facility: 9

Materials Provided The Local Health Department will provide all medications for Closed POD Partners. They may also provide items such as:  Frequently Asked Questions:  Medications being dispensed  Signs and symptoms about the agent or disease  Where to get additional medication  Screening forms  Unit-measured medication bottles or packets 10

Personnel Closed POD CoordinatorClosed POD Coordinator Information OfficerInformation Officer Operations ChiefOperations Chief Form Fill-Out Asst.Form Fill-Out Asst. Check-InCheck-In ScreeningScreening DispensingDispensing Logistics ChiefLogistics Chief Inventory TrackingInventory Tracking Interior Security/Line ControlInterior Security/Line Control Exterior Security/Traffic ControlExterior Security/Traffic Control Personnel CoordinatorPersonnel Coordinator 11

Closed POD Org Chart Closed POD Coordinator Operations Chief Check In Form Fill Out Assistant Screening Dispensing Logistics Chief Inventory Control Interior Security/ Line Control Exterior Security Personnel Lead Information Officer12

Closed POD Coordinator  Act as lead contact person with the Local Health Department.  Coordinates the overall Closed POD effort at your organization.  Oversee initial delivery of medications, inventories, preparations to dispense, and antibiotic dispensing.  At the end of the emergency dispensing, oversee report-back to the Local Health Department and return of leftover medications to  Reports back to local health department and oversees return of leftover antibiotics.  Makes sure your staff have what they need to do their jobs. 13

Information Officer Serves as the link between the Closed POD Coordinator and the rest of the organization regarding dispensing messages or updates regarding the emergency situation. Develop s and disseminates messages to employees and clients Work with external media requests on behalf of your organization Continue to stay in contact with local Public Information Officers Continue to update employees, family members and/or clients 14

Operations Chief Over see the screening and dispensing process and ensure that it is going smoothly Work with the Closed POD Coordinator Work with Logistics Chief to establish priorities for resource allocation. Monitor dispensing of antibiotics on-site and Roles in this section: –Check-In –Form Fill Out Assistant –Screening Dispensing 15

Check-In  Greets people as they enter the site  May sign staff in before they enter the POD  Explains the self-screening and medication  dispensing process  Hands out self-screening forms and information about the event  Directs people where to go for the next station 16

Form Fill-Out  Assists fellow employees and/or clients while they fill out self screening forms for themselves and members of their household  Answers questions about forms, paperwork and the event 17

Screening  Assists co-workers with completing their screening form and questions for themselves and each of their family members.  May assist employees or clients to carefully answer questions that may identify health conditions that would interfere with taking one or more of the emergency medications, using pre-set guidance provided by CDC and the local health department.  Also monitor client flow. 18

Dispensing  Screen and, if appropriate, dispense 10-day supply of Cipro or Doxy per screening process for those with no contraindications to the standard prophylaxis.  NOTE: Screening and Dispensing functions can be split, if appropriate days

Logistics Chief Oversees Inventory Control and ensures all staff have all of the supplies and paperwork they need. May be in charge of set up and take down of your Closed POD. May also oversee security, traffic or line control if these roles are activated. Oversee the safety and set up of the site and keep track of staff and supplies 20

Inventory Control  Ensures that all medications are accounted for  Inventories are conducted:  When the medications are delivered  During POD operations  At the end of emergency dispensing  Reports if supplies/meds are running low  Keeps documentation of medications  Prepares leftover medications for return to the Local Health Department 21

Interior Security/ Line Control  Assists with crowd control and protecting access to medication storage and/or other areas that are off-limits  Direct people to the facility entrance and answer non- medical questions.  Watch for safety, medical or other problems, and take action to reduce and mitigate these problems.  Assists Closed POD staff with disruptions, conflicts, or other problems that may arise. 22

Exterior Security/Traffic Control Directs cars in the parking area and ensures there is a secure area for the Health Department to drop off the medications. Monitor the flow of personnel traffic outside the facility. Also ensures that only staff and family members are entering the facility. Direct people to the facility entrance and answer non-medical questions. Watch for safety, medical or other problems, and take action to reduce and mitigate these problems. 23

Personnel Coordinator Check in and out staff. Pass out job action sheets. Make sure positions are filled for the Closed POD. Make sure positions are covered for staff on breaks. Ensure all issues with staffing resources are taken care of. 24

Handling Staff Crises  Relieve staff showing signs of fatigue  Check in often with staff and family members  Keep in regular contact with the Local Health Department 25

Closing Return any unused materials to the Local Health Department Collect all paperwork to turn into the Local Health Department Participate in De-Brief REMEMBER to have staff Sign-In and Sign-Out 26

Exercise Set up and lay out of site Supplies Screening Form Information Run through Recap Q&A 27

Set Up and Layout of Site 28

Supplies Materials that you will need to have to run your Closed POD can include: –Screening forms –Drug information sheets –Pill crushing and dosing instructions –Pens, markers and highlighters –Labels –Signage –Tables and chairs 29

Area Specific Information Job Action Sheets Screening Forms 30

Multi-Person Screening Form Patient InfoCipro Issues Doxy Issues Pediatric Section Give doxy Give cipro Consultation column is for anyone with cipro & doxy issues Crushing Instructions Column 31

Question and Answer Session 32