1. Toledo-Lucas County PODS Mass Dispensing Exercise
Evaluator Training
August 16, 2012
St. Luke’s Hospital Auditorium

2. EXERCISE CONTACTS Exercise Point of Contact (POC)
Kathy Silvestri, Regional Healthcare System Coordinator
Cell:
Please ask questions
anytime!

3. Today’s Open Medication POD Exercise Objective
Evaluated the effectiveness of just-in-time Open Medication Point-of-Dispensing (POD) site.

4. Evaluators General Duties
Observe and record player actions
Assist Controller with set-up
Assist Controller with Participant Hot-wash discussion after the exercise
Provide input into the After Action Review (AAR) and Improvement Plan (IP)
Complete Exercise Evaluation Guidelines (EEGs)

5. Evaluators Roles and Characteristics
Usually at least one evaluator for each exercise area
May have more than 1 area to observe in some cases
Should be familiar with the just-in-time training module(s) the staff receive tonight
Medication POD Module-an overview of all PODS operations for all staff members
Medical Group Module-provided to staff who will be dispensing the medications
Non Medical Group-provided to staff responsible for inventory tracking, counting consent forms, data entry, translator/interpreter services, and after care
Line Control Group-viewed by staff working at the POD entrance or in the registration area
POD Supply Room Group-staff who will serve as POD runners and medication runners,

6. Evaluator Roles Exercise site set-up
Assist Controller with site set-up
Best practice to view site prior to exercise with controller
Check on exercise communications plan: / phone / radio requirements

7. Exercise Schedule
6:30-6:45 Registration (Assign group # and roles) 6:45-7:00 Welcome, Introductions, Exercise Briefing 7:00-7:30 Just-in-Time Training-Module 1(all participants) 7:30-8:15 Exercise-Phase 1(Secondary trainings) 8:15-8:25 Break & Switch Groups 8:25-9:10 Exercise-Phase 2 9:10-9:30 Hot Wash and Evaluation

8. Evaluators Roles Day of the Exercise
Identify players, controllers, evaluators, and observers
Review just-in-time training materials and other documentation provided to you by the Lead Evaluator, Kathy Silvestri
During the exercise, direct questions concerning the evaluation process to the Lead Evaluator

9. Evaluator Roles Exercise Play Responsibilities
Evaluators primary duty is documenting player performance
Evaluators should work independently
Keep a running list of observations
Record significant event actions on Activity Log (HICS 201)
Then complete the Exercise Evaluation Guides (EEG) after the exercise using your notes.

10. Evaluator Roles Stay in proximity to player decision makers
Focus on critical activities listed on the evaluation guidelines
Ensure that you gather enough information during the exercise for an Improvement Plan to be written
Controllers are the only participants that will provide information to the exercise players
Evaluators should not interact with exercise layers during the exercise

11. What to Look For Timeliness in initiating mitigating actions
Communication among players and organizations
Direction and coordination of the exercise activities
Monitoring and assessing scenario events
Command and Control within the POD
Creative player solving, beyond current plans
Plans or procedures that affect player efforts

12. Evaluator Roles After the exercise (page 29) Termination of exercise
Assist Controller with Hot-wash
Listen and record player comments
Assist Controller with the distribution and collection of Participant Feedback Forms
Share evaluator notes
Review after-action report draft by

13. Exercise Scenario
An anthrax exposure in Lucas County has resulted in the need to dispense medications to the general public as a protective measure
This open medication dispensing POD has been activated to dispense medications to a portion of the general public
Assumptions: Simulated event, medications are not real, participants are actors

14. Review of Exercise Evaluation Guidelines
While the EEG lists specific tasks, they are to be used as guides only, meant to assist evaluators by prompting them to focus on specific events that may occur during an exercise.
EEGs are not a report card, rather evaluators are asked to record summaries, the full completion/partial completion/non-completion of each activity and/or task.

15. Review of Exercise Evaluation Guidelines (continued)
When completing the EEGs during the exercise, simply record weather the prescribed tasks/activities were completed, partially completed or not completed.
Record detailed observations and strengths and weakness noted at the end of each EEG.
Include your notes when submitting EEGs.

16. Key Points to Observe Throughout the exercise, try to focus on:
Tasks and actions of the players at the various stations
The use of ICS
Efforts to maintain client confidentiality/HIPAA
Traffic control/line flow
Treatment of persons with disabilities
Treatment of persons with symptoms of the illness and/or a medical emergency
How staff handle unexpected situations (scenario cards)
Staff communication with each other and with clients

17. Briefly Review Exercise Supporting Documents
Training modules Treatment/dosage algorithms Log Sheets Color-coded Cards Other supporting documents

18. Any Questions?

19. Conclusion Thank you for your time and participation !
Contact me at any time during the exercise with any additional questions.