1. Facilities Management and Emergency Preparedness
Chapter 21
Facilities Management and Emergency Preparedness

2. Opening the Office
The very first thing you should do is adjust the heat or air conditioning
The environment sets the tone for the office and patient first impressions
Use a checklist to ensure all daily functions of opening, operating, and closing are performed

3. Opening the Office Evaluating the reception area
Furniture, lamps, electrical cords
Carpets and floors
Reading materials should be removed when they become town or outdated
Toys should be placed in a safe, out-of-the-way area

4. Opening the Office Preparing the front desk
Turn on electronic equipment
Retrieve and sort phone messages, faxes, lab and hospital reports
Place charts for check-in
Prepare sign-in sheets, cash balance forms, etc
It is the responsibility of the office manager to confirm or develop and enforce IT policy concerning computer usage

5. Opening the Office Inspecting exam rooms and lab areas
Ensure rooms are clean and ready for patients
Observe temperature
Turn on electronic equipment
Restock supplies as needed
Ensure all items are in working condition
Ensure disposal containers are available
Check the water level of the autoclave

6. Supply Inventory
Maintain an inventory of clinical and administrative supplies
The goal is to find a threshold or par level (minimum amount of supplies to be maintained) – do not run out of supplies, while not over-ordering supplies

7. Supply Inventory
It is recommended that you use spreadsheet software like Excel to track your inventory and purchases.
Scanners and bar codes are used in some practices to help track inventory electronically.

8. Closing the Office Clean and restock (as needed) all areas
Patient charts
Today’s charts: collect, check for completeness, file
If there is no time, place in “to be filed” area
Tomorrow’s charts: Pull and prepare
Turn off all electronic equipment
Secure or deposit all receipts

9. When leaving the office it is important to be aware of your surroundings.
Try to leave with a coworker.
If you are alone, always ask a building attendant for assistance, if available.

10. Safety in the Medical Office
Federal and state regulations
OSHA: established by the US Dept. of Labor to enforce safe working conditions
CDC: agency operated by The US Public Health Department that collects data on pathogens and diseases and establishes guidelines to prevent their spread
System of classifications or categories of infectious diseases related to their method of spread
ADA: enforced by the US Dept. of Justice. Offers a guide to disability rights laws

11. Safety in the Medical Office
CLIA: The Clinical laboratory Improvement Amendments of 1988 established federal regulatory standards regulating all laboratory testing (except research) performed on humans in the US
Fire regulations: local fire dept. will conduct routine walk-throughs of facilities to verify compliance with fire codes
Should be done before moving into a building or seeing any patients and annually thereafter

12. Security in the Medical Office
The National Task Force on Violence Against Health Care Providers recommends that medical facilities conduct semi-annual inventories, install dead bolt locks on office doors leading to hallways and have managers control office keys.
Locks should be changed if keys are missing.

13. If you are the first one to arrive at the office and you see evidence of forced entry, leave at once and call building security or police.

14. Signs, Symbols, Labels, and Forms
Comply with all signs and symbols
NFPA labels: National Fire Protection Association (fire diamond)
MSDS forms: Material Safety Data Sheets provide information about working with or handling a particular chemical substance
Forms must be current and easily accessible

15. Cleaning Spills Follow appropriate procedure Clean up immediately
Use universal precautions

16. Cleaning Spills/Dropped Objects
Pick up dropped objects immediately to prevent falls
Glass fragments are best picked up using a brush or broom and dust pan and placed into a sharps container
Wrap larger fragments so they won’t puncture anyone
Clothing contaminated with blood, urine or other bodily fluids should be placed in a leak-proof labeled biohazard bag and properly disposed

17. Personal Safety
OSHA is responsible to oversee that employers provide safe working conditions for employees
Everyone is responsible for their own personal safety
The quality assurance or risk management department requires you to report all accidents
Creating a plan for personal safety

18. Fire Prevention
Fire triangle

19. Using a Fire Extinguisher
PASS Acronym
Pull the pin
Aim at the base of the flames
Squeeze the trigger
Sweep from side to side

20. Emergency Preparedness
Those who are prepared have a greater chance of surviving a crisis
Keep calm and confident in times of emergency
Reduces panic and irrational behavior in others
Each member of the office is assigned specific duties and must know how to perform them in an emergency

21. Emergency Preparedness
Hold routine fire and weather drills
Emergency escape routes should be posted in a central place within the office for all to see
Post emergency numbers by all phones