1. POD 101 Introduction to Point of Dispensing Emergency Preparedness and Response Program & Community Health Services Version 1.1

2. OBJECTIVES  Participants will be able to: –Define the purpose of the POD –Describe how a POD is organized –Explain the five client areas in the POD

3. AGENDA  What is the purpose of POD?  How a POD is organized?  What happens in the POD?

4. What is the Purpose of the POD?

5. POD PURPOSE Point of Dispensing  Large scale dispensing site to provide preventive antibiotics or vaccination  Not a treatment site

6. POD PURPOSE  Response to emergency health situations  Adaptable to a variety of hazards and disease outbreaks –Anthrax –Smallpox –Pandemic Flu –Bacterial Meningitis –Hepatitis

7. How is a POD organized?

8. POD ORGANIZATIONAL STRUCTURE Public Health Emergencies  Various types of emergencies  POD size varies

9. ORGANIZATION OF POD  Incident Command System (ICS)  Chain of Command –Standardizes communication & path of critical information  Span of Control –One (1) to Seven (7) Rule  Modular Organization –Flexible to fit incident scale and staffing requirements (Between 46-76 staff per shift) –Expand/Contract depending on incident’s need –Positions filled as needed

10. INCIDENT COMMAND SYSTEM (ICS)  Universal on-scene emergency management  Used by all response agencies  Common organizational structure  Clear communication  Prevent duplication of services

11. ICS SECTION

12. CHAIN OF COMMAND: COMMUNICATION Staff Team Leader Group Supervisor Section Chief POD Site Manager

13. POD ORGANIZATIONAL CHART

14. What happens in a POD?

15. POD CLIENT AREAS  Queuing Area  Registration Area  Dispensing Area  Evaluation Area  Q & A Area

16. QUEUING AREA  Waiting area to enter the POD  Clients begin to fill out registration/screening form

17. Registration Area  Client completes registration/screening form  Forms are reviewed  Client directed to next area

18. Dispensing Area  Client receives standard medication –Oral –Injection

19. Evaluation Area  Client further evaluated  Client receives medication –Oral –Injection  Referral to primary physician

20. Q&A Area  Client receives additional information  Further questions answered  Clients exit POD

21. AGAINST THE CLOCK: The Game  Set up your POD  You are registration staff – send the clients to the correct area  Does this client need to go to Dispensing or Evaluation?

22. REVIEW What happens in a POD?

23. Point of Dispensing (POD)  Response to emergency health situation  Large scale medication dispensing site  Provide preventative antibiotics or vaccinations to large population in short period of time  Not a treatment site

24. POD CLIENT AREAS  Queuing Area  Registration Area  Dispensing Area  Evaluation Area  Q & A Area

25. POD 102 Point of Dispensing: Roles and Responsibilities Emergency Preparedness and Response Program & Community Health Services Version 1.0

26. OBJECTIVES  Participants will be able to: –Describe the five (5) staffing levels in the POD organizational structure. –Describe two (2) responsibilities of staffing levels that supervise. –List at least five (5) different roles in the POD. –Explain the responsibilities of at least two (2) roles in the POD.

27. AGENDA  What is the organizational structure of the POD?  What are the roles and responsibilities of each position in the POD?  What will I be asked to do in the POD?

28. What is the organizational structure of the POD?

29. ORGANIZATION OF POD  Incident Command System (ICS) –Common organizational structure used by all response agencies  Chain of Command –Standardizes communication & path of critical information  Span of Control –One (1) to Seven (7) Rule

30. POD ORGANIZATIONAL CHART

31. STAFFING LEVELS Staff Team Leader Group Supervisor Section Chief Command

32. COMMAND  Oversees the overall objectives of POD  Oversees the safety of personnel  Works with other agencies

33. SECTION CHIEFS  Supervises operations of Section according to Incident Action Plan  Ensure overall safety and welfare of Section personnel

34. GROUP SUPERVISORS  Determine if Group resources are sufficient  Brief Team Leaders  Oversee assigned Teams progress and inform Section Chief

35. TEAM LEADERS  Supervises a team of up to 7 staff  Brief Staff  Ensures Staff performs their functions  Ensure Team has sufficient personnel and supplies  Inform Group Supervisor of progress

36. STAFF  Perform job duties in Position Checklist  Take direction from Team Leader  Complete instructed tasks and assignments

37. CHAIN OF COMMAND: COMMUNICATION Staff Team Leader Group Supervisor Section Chief POD Site Manager

38. What are the roles and responsibilities in the POD?

39. POD ORGANIZATIONAL CHART

40. COMMAND  POD Site Manager  Public Information Officer  Safety Officer  Liaison Officer

41. POD SITE MANAGER  Provides overall supervision and leadership  Coordinates activity for all Command staff and Section Chiefs  Keeps Sections Chiefs and Department Operations Center briefed  Oversee and direct setup of POD site

42.  Contacts all outside Agency Representatives at POD site  Keeps agency representatives briefed on incident situation  Relay requests and promote interagency cooperation POD SITE LIAISON OFFICER

43.  Establish as point of contact for all members of the media at POD site  Develop material for use in media briefings  Conduct media briefings  Collect and report questions from media POD SITE PUBLIC INFORMATION OFFICER

44.  Identify hazardous situations  Set safety policies and procedures  Stop or prevent unsafe acts  Point of contact for safety and security issues POD SITE SAFETY OFFICER

45. OPERATIONS SECTION  Registration Group  Dispensing Group  Evaluation Group  Q & A Group

46. OPERATIONS SECTION CHIEF  Brief, assign, organize, and supervise Operations Section personnel  Oversees operations of each group and makes changes as necessary to ensure efficiency  Determine need and request additional resources  Report operational issues, events, and occurrences

47. REGISTRATION GROUP ROLES  Registration Group Supervisor  Registration Team Leader  Registration Staff  Runner

48. REGISTRATION GROUP  Distribute screening forms to clients  Assist clients complete their forms  Answer clients question regarding POD process  Review completed forms  Direct clients to next appropriate area: –Dispensing –Evaluation

49. DISPENSING GROUP ROLES  Dispensing Group Supervisor  Dispensing Team Leader  Dispensing Staff  Runner

50. DISPENSING GROUP  Review client form  Collect client form  Give the standard medication to client  Direct client to Q & A or Exit

51. EVALUATION GROUP ROLES  Evaluation Group Supervisor  Evaluation Team Leader  Evaluation Staff  Runner  May also include staff for: –Symptom Management –Contact Follow-Up –Language Services –Mental Health Services –Accessibility Services

52. EVALUATION GROUP  Assists clients needing extra time to complete process for any reason  Assess client based on forms and other observations or questions  Select appropriate course of action –Dispense standard or alternate medication –Issue referrals to Primary Medical Provider  Answer questions  Collect client form and direct to Exit

53. Q & A GROUP ROLES  Q & A Group Supervisor  Q & A Staff  Runner

54. Q& A GROUP  Answer client questions regarding –Disease agent –Symptoms –Treatments –Purpose of Preventative medications  Provide fact sheets  Direct clients to Exit

55. PLANNING SECTION  Documentation Group  Situational Analysis Group

56. PLANNING SECTION CHIEF  Schedule planning meetings  Report information about issues, events, and occurrences to POD Site Manager  Supervise preparation of the Incident Action Plan  Establish information requirement and reporting schedules  Oversee Documentation Group and Situation Group

57. SITUATION GROUP ROLES  Situation Group Supervisor  Situation Staff

58. SITUATION GROUP  Collects and analyzes incident data  Maintains and posts current status  Collects information on local situation  Prepares resource and situation status reports  Prepare future operational period predictions

59. DOCUMENTATION GROUP ROLES  Documentation Group Supervisor  Documentation Staff

60. DOCUMENTATION GROUP  Establish duplication services  Assemble and make copies of Incident Action Plan  Collect forms and documents  File and store all forms and reports

61. LOGISTICS SECTION  Supply Group  Pharmacy Supply Group  Communication/IT Group  Personnel Group

62. LOGISTICS SECTION CHIEF  Determine resource needs for POD operations  Report information about issues, events, and occurrences to POD Site Manager  Identify and advise on supply, equipment, and personnel requirements  Arrange, coordinate, and process requests for additional resources  Oversees Supply, Pharmacy Supply, Personnel, and Communications Group

63. SUPPLY GROUP ROLES  Supply Group Supervisor  Supply Team Leader  Supply Staff

64. SUPPLY GROUP  Maintain inventory of supplies and equipment (except for pharmaceutical supplies)  Receive requests for supplies and equipment  Order supplies and equipment  Receive, distribute, and store supplies and equipment

65. PHARMACY SUPPLY GROUP ROLES  Pharmacy Supply Group Supervisor  Pharmacy Supply Team Leader  Pharmacy Supply Staff

66. PHARMACY GROUP  Maintains and manages inventory of pharmaceutical supplies and equipment  Receives requests for pharmaceutical supplies and equipment  Orders pharmaceutical supplies and equipment  Receive, distribute, and store pharmaceutical supplies and equipment

67. PERSONNEL GROUP ROLES  Personnel Group Supervisor  Personnel Staff

68. PERSONNEL GROUP  Establishes Check-in function at POD site  Ensures signs are posted to check-in location  Ensures all POD staff check-in and out  Maintains current status, location, and assignment of all personnel  Maintains master roster of all personnel  Receives requests for additional personnel

69. COMMUNICATIONS/IT GROUP ROLES  Communications/IT Group Supervisor  Communications/IT Staff

70. COMMUNICATION/IT GROUP  Distribute radios to POD personnel Ensure communication equipment is tested  Provide technical assistance  Monitor radio traffic to ensure communications plan is followed  Maintain records on all communications equipment  Recover equipment from released personnel

71. What will I be asked to do in the POD?

72. ASSIGNMENT OF POD ROLES  You will be assigned a role depending on: –Need at the POD –Your experience, skills, and licensure  Not be asked to perform duties outside of your training, skill set, and/or licensure  If unable to perform assigned role, tell your supervisor

73. WE NEED YOU  Your experience and skills are vital  Every role in the POD is important  Be flexible

74. QUESTIONS?

75. WHO AM I?  Guess who I am?  There will be three clues given describing a role in the POD.  Guess which role I am.  Be specific

76. We Need Your Help

77. ARE YOU  Willing to help others in emergency  A good communicator  Able to work well with others  A good organizer  Able to speak different languages  Experienced in managing people  Licensed to administer vaccines

78. WE NEED YOU  Your experience and skills are vital  Every member of the team is important  You will be assigned a role depending on: –Need at the POD –Your experience and skills  Be flexible

79. Did you COMPLETE these FORMS?  Pre-Test  Post-Test  Photo Consent Forms  Availability Form  Evaluation

80. Thank You Very Much for Volunteering!

81. CLINICAL VOLUNTEERS  Please stay seated for the Clinical Vaccine Administration Training