1. Copyright 2008. Medical Group Management Association. All rights reserved. Name, credentials Organization Date Preparing Your Office Practice for Disaster and Emergency Events Idaho Bioterrorism Awareness and Preparedness Program (IBAPP) Medical Group Management Association (MGMA) July 22, 2008

2. Copyright 2008. Medical Group Management Association. All rights reserved. Name, credentials Organization Date Designing a disaster plan for your medical office

3. Copyright 2008. Medical Group Management Association. All rights reserved. Sections of a Medical Practice Disaster Plan Preparation – What you do before disaster strikes Survival – Immediate actions Recovery – Coming back after the smoke clears

4. Copyright 2008. Medical Group Management Association. All rights reserved. Reverse Planning Helps Keep the Task in Perspective Visualize what a successful recovery would look like Break a large problem into manageable tasks Evaluate each task in terms of how much closer it brings you to the goal

5. Copyright 2008. Medical Group Management Association. All rights reserved. Recovery What do you need to get back in business? Who can help? What resources are available? Prepare for the worst - hope for the best Patient care delivery – who, what, where Communications - telephone, fax, e-mail, etc. Supplies Information processing and medical records recovery Staff availability Financial resources Stress management

6. Copyright 2008. Medical Group Management Association. All rights reserved. Survival Rapid actions – prioritize because there is never enough time to get it all done Patient and staff protection is first priority Practice makes perfect - have a “fire” drill Communication must be concise and clear Activity is reassuring in fearful situations Account for everyone Rely on checklists instead of memory Train and drill yearly

7. Copyright 2008. Medical Group Management Association. All rights reserved. Preparation Assess vulnerability Develop a emergency plan that fits each scenario – one size does not fit all Consider both isolated and community wide events What systems are needed for ongoing operations? –Information Technology –Financial –Human resources Who do you need to coordinate with? –Hospital –Other physicians –Suppliers, etc.

8. Copyright 2008. Medical Group Management Association. All rights reserved. Assessing the Potential Impact of an Event Will it result in: o Injury or loss of life o Business interruption o Reduce staffing or patients o Impact financial process o Are there fines or penalties? Work the most serious and probable problems first What can you cover with insurance? What are your existing resources? Develop a plan to fill the gaps

9. Copyright 2008. Medical Group Management Association. All rights reserved. Steps for Developing a Disaster Plan Keep the plan simple Obtain copies of disaster plans from hospital(s) and other physicians Obtain copies of community disaster plans Model the practice’s plan on hospital and community plans Let the plan reflect uniqueness of practice staff and resources available Distribute draft to physicians, nurses, and key staff member for input Review plan with appropriate hospital/community entities, defining role of the practice within framework of community disaster plans

10. Copyright 2008. Medical Group Management Association. All rights reserved. Steps for Developing a Disaster Plan (continued) Finalize plan, including group governance approval Implement emergency response plan Develop training modules Conduct initial and on-going physician/staff training program, including testing and simulation Re-evaluate and update emergency response plan annually

11. Copyright 2008. Medical Group Management Association. All rights reserved. If an Emergency or Disaster Happens, Learn from It Debrief all involved parties and look how to improve the plan Recognize the circumstances are never exactly the same Stay vigilant for symptoms of stress in the staff, physicians, and you

12. Copyright 2008. Medical Group Management Association. All rights reserved. David N. Gans, FACMPE Vice President, Practice Management Resources Medical Group Management Association 104 Inverness Terrace East, Englewood, CO 80112 877.275.6462 ext. 1270 dng@mgma.com