Emergency Preparedness Program Management 101

October 18, 2018

Robyn Ayer, RN, EP CoordinatorCentral Vermont Medical Center

Joanna Stevens, Executive AdministratorWoodridge Rehabilitation and Nursing

Robyn Ayer

- BSN, Registered Nurse since 2013

-Member of the VT Army National Guard from 2002-current

-Emergency Preparedness Coordinator at CVMC from March 2017-current.

-Enjoy being outside, playing with my kiddos, traveling, and drinking coffee on my deck.

Joanna Stevens

-MBA Health Care Administration

-QCP Certification 2018

-Emergency Preparedness Liaison Woodridge Rehab and Nursing

-Enjoy hiking, time with my kiddos, crafts, and all the coffee in the world.

About Us…

1. Participants will be able to state three important documents needed for a successful EP Program management.

2. Discuss the role of Joint Commission and the Center for Medicaid and Medicare Services in development of an EP Program.

3. Emergency Preparedness considerations for Long-term Care

4. Lesson’s learned throughout the past year, and what’s next.

OBJECTIVES

• https://www.miamiherald.com/news/weather/hurricane/article173729181.html

• Nursing home where 8 died had emergency plan with copy-paste passages, no mention of air conditioning

• https://www.northcarolinahealthnews.org/2018/09/12/evacuating-seniors-hurricane-florence/

• Tough Choices on Evacuating Assisted Living Residents in Disasters

• https://www.huffingtonpost.com/entry/nursing-homes-natural-disasters_us_59c53875e4b01cc57ff1de5a

• The Florida Nursing Home Disaster Could Have Happened Almost Anywhere

Why are we even talking about this?

• Does your facility have one?

• How long has it been since it was updated?

• Does it cover all critical elements?• If it does, how accurate is everything? Does it check out?

• If the stated resources are not accurate for the facility, there is work to be done.

• Does the document state first names and private phone number?

• Use the EOP as a guide to preparedness. Follow it along checking the accuracy, look for gaps or outdated information.

• GET HELP! Don’t revise the EOP on your own, discuss key elements with facilities, Information Technology, Security, etc... • Emergency Preparedness Committee

• Health Care Coalition

Emergency Operations Plan

• Done Annually

• An opportunity to get a wide variety of staff together and rate the hazards for your facility. This is a great chance to get feedback from staff on their main concerns.

• Lots of tools to create this, just pick the one that works best for you.

• Make sure you share your HVA with outside agencies! CVMC shares their HVA with the Local Emergency Planning Committee 5, local Fire Departments, Police Departments and Vermont Hospital Emergency Preparedness Coalition members.

• https://www.calhospitalprepare.org/hazard-vulnerability-analysis

Hazard Vulnerability Assessment

• Do you have one?

• This document covers delegations of authority, order of succession and is a guide to how to maintain continuity during a disaster at your facility.

• A truly prepared facility should be able to relocate their mission essential services from either one part of the facility to another or to a completely separate facility and still maintain continuity.

• Financial

• Vital Records

• Leadership

• Patient care/essential services

• Supplies/inventory

• Find a template that works for you.

• ASPR TRACIE has a lot of helpful information regarding COOP elements. https://www.phe.gov/Preparedness/planning/hpp/reports/Documents/hc-coop2-recovery.pdf

Continuity of Operations Plan

• As with most hospital or long-term care facility plans and policies there needs to be consideration for the regulations of the Joint Commission and Centers for Medicaid and Medicare Services.

• CVMC utilizes a program called E-verge

• Guidelines for both CMS and JC can be found on ASPR TRACIE a website dedicated to providing guidance, research and information regarding emergency preparedness for health care facilities.

• https://asprtracie.s3.amazonaws.com/documents/aspr-tracie-cms-ep-rule-long-term-care.pdf

• https://www.jointcommission.org/emergency_management.aspx

Joint Commission (JC) and Center for Medicaid and Medicare Services (CMS)

• What is the Difference?

• Clientele

• Families

• Facility and Culture

• Financial

• Staff Turnover

• Why is it so important to have a successful Emergency Preparedness Program

• Complexities of a disaster with resident population and continuity of care

• Less Staffing

Emergency Planning and Long Term Care Facilities

• Having policies isn’t enough, you need to make sure they are up to date and accurate

• Make sure the right individuals are seated at the table

• The amount of resources you think you will need (people, time, materials) will always be more than you expect.

• Know your population

Lessons Learned

Any Questions?

BE THAT GUY.

https://asprtracie.hhs.gov/

https://vem.vermont.gov/training/trainingprogram/lms

http://www.wrc.noaa.gov/wrso/oep-coop/fpc-65.pdf

https://www.phe.gov/Preparedness/planning/hpp/reports/Documents/hc-coop2-recovery.pdf

https://www.cdc.gov/healthywater/pdf/emergency/emergency-water-supply-planning-guide.pdf

https://www.mass.gov/lists/hospital-evacuation-toolkit

https://www.advisory.com/daily-briefing/2017/08/03/elderly-hospital

https://training.fema.gov/is/crslist.aspx

Helpful Websites