KET (Knox East TN) Region Hospital Coalition Meeting

/ January 10, 2016
2:30
Knox County Health Department

Members/Attendance (attached)

/

Meeting Minutes

/
Review of last month’s minutes
·  No changes/corrections. Motion to approve as written by Brenda Gray, second by Janet Rowe
Welcome
·  Judy Wasik replaced Colin Ickes as the Knox EMA Operations Officer
·  Karen Clawson from Cherokee Health
·  Jim Snyder representing METERS (Middle East Tennessee Amateur Radio)
· 
Follow Up/ Update From Last Meeting
Radio/Communications Update
·  The contract between THERF and Bluewing has been signed so work will soon begin. The contracted end date for the assessment is June 30th.
Ham/Winlink
·  Our timeline for completion of work has been delayed due to poor participation in November test. Parkwest Hospital was the only facility to successfully use their Winlink system.
·  Jim Snyder passed around a Knox/Regional summary sheet will all facilities and level of completion, asking facilities to confirm if the information was correct. We will use this to schedule future installation processes.
·  The KET Coalition is providing a HAM Operator class (technician level) on January 27th (6:00 PM- 9:00 PM) and January 28 (8;00 AM-4:00 PM). The class will be held at the 911 Center EOC. Testing fees for those who pass will be covered by the Coalition and each operator will receive a portable HAM radio. To register, contact Jim Snyder Before January 20 with name, address, phone, organization and email address.
Budget Update
·  Leads need to be identified for the projects currently approved for purchase with this year’s grant funding.
o  Pediatric Surge Supplies- Christy Cooper
o  Pediatric MCI Bags- John Brinkley
o  Decon Supplies- David Walton
Charity reminded the group that any decon purchases were for surge only. Funding cannot buy supplies that the hospital is required by OSHA to have on hand. Group decided surge supplies will be considered any equipment over two full suits. Hospitals who would like additional decon supplies for surge will need to verify with RHC they currently have two full suits. David is lead on this, but not for purchasing. We will look at options available to receive the best prices.
o  Connections for fire departments- Robert Laney. Charity will contact Chief Compton for his advice. Phil and Paul will check to see what system LeConte installed. In the meantime, hospitals need to contact their local fire department for specifics on what they will need.
o  Remote Heads- Charity Menefee
o  Codes Books- Janet Rowe, Tonya Shott
·  As a reminder, the following is the allocation approved at the last meeting:
o  Total budget for this year: $315,297
§  Already approved: $22,780 (Regional Storage 4800, Chempac Phone 2500, Website 480, HPP Conference 10,000, Winlink Completion 5,000)
§  Training/Exercises: $22,000
·  NIMS/HICS 1,000
·  HAZWOPER Refresher (2) 5,000
·  REACTS: Radiation Safety/Health Effects (2) 4,000
·  Decon Class (2) 3,000
·  Pediatric Surge TTX 5,000
·  Pediatric Training for Healthcare/EMS 4,000
§  Adobe Connect Fee for Meetings: $6,628
§  Pediatric Surge Supplies: $80,000
§  Pediatric MCI Bags for EMS: $25,000
§  Facility Decontamination Supplies: $75,000
§  BlueWing Communications Study/Strategic Planning: $29,000
§  Chiller Connections for Fire Depts: $5,000
§  UHF Remote Heads Knox Hospitals: $4,000
§  Individual Hospital Requests: $35,000
§  Discretionary RHC Funding: 5,000.00
§  Overage: $5,000
Individual Organization Funding Proposal Voting
Fort Loudon Medical Center- David Walton PASSED
·  Requesting $610.00 for decon supplies to provide size choices for the suits for surge purposes.
Morristown Hamblen Healthcare- Elaine Rose DEFERRED Pending more information
·  Requesting $5,265 for (10) PACE Evacuation Toolboxs. This would be enough for 250 patients.
·  Conversation:
o  Roane Medical used these when moving into new hospital and recommended as a great tool.
o  Average daily census at MHH is 80-100, but they have outpatient/cancer centers with patients.
o  Fort Loudon and Blount Memorial have created their own boxes by ordering the material separately at a cost of about $100. per box (or less).
o  David Walton volunteered to get a list together and cost for an evacuation kit.
o  If hospitals are interested, might consider making this a regional project.
o  Vote postponed pending David’s research. (David Walton, second Tonya Shott).
Group decided to give individual members another month to submit proposals. The deadline for additional proposals is February 7th by 2:00. You must be an active member in order to submit a proposal.
2017 HVA Review
·  Our regional HVA is done yearly based on hospital HVA’s. This leaves out our other healthcare partners. Question presented to group of how we could address this. We could do as we’ve always done and then get feedback from our ancillary partners. Or we can change our format so that everyone is included in the initial HVA. Group opted to get feedback after Regional HVA has been completed.
·  All hospitals, please send your top 5 hazards from each category to Charity or Wanda
Future HPP Capabilities and Proposed Performance Measures Discussion
·  HPP Capabilities have changed and will be effective July 1, 2017 as we enter a new year. They have been uploaded to the website.(http://www.ketcoalition.org/wp-content/uploads/2015/05/Healthcare-Preparedness-Capabilities-ASPR-JAN-2012.pdf ). Please share with your leadership and read before next meeting. If you have any questions, contact Charity or Wanda. We haven’t finalized By-laws or Administrative Plan waiting on the capabilities to be in effect. The document is 70 pages, only 30 list the specific capabilities. There are only 4 (as opposed to 10). The new capabilities take into account requirements hospitals have to meet for accreditation.
·  Performance Measures are still in draft form. They have been shared with the federal work group, but can go no further. The performance measures are heavily exercised based recommending a tabletop/functional exercise utilizing an ASPR provided tool that only command staff and c-suite folks need to attend. It will be a controlled exercise to identify and resolve gaps. You won’t be expected to physically move anyone. Year 1 exercise will be considered the baseline, after that we will receive information on what’s expected in the next years. This still needs to be a health care community exercise. During beta testing, participants felt the exercise was beneficial.
Spring Tabletop and Full Scale Exercise Planning
Looking at Joint Commission requirements, group decided to do a tabletop in the spring, followed up with a full-scale in the fall. (October timeframe). Our exercise this year will be focused on peds (from now on, all exercises have to have 25% pediatric patients). Tonya Shott, Paul Parsons (or rep from Parkwest), Christy Cooper and John Brinkley volunteered to serve on the planning committee. Charity found a good reference from NYC Health and will send out.
Real Event/Exercise/Conference Attendance/Lessons Learned
Gatlinburg Sevier County Wild Fires:
·  Charity and Wanda started the event at the RMCC. Patient tracking was initiated using the Knox Co. patient tracking system (DMS). There were snags with using this system, but were working out as the event progressed. This shouldn’t be an issue with the new patient tracking system the state has purchased.
·  This event created a partnership between healthcare and the TBI. They were using the information for family reunification and later for the district attorney.
·  We need to be wary of HIPPA allowances as far as who we can share data with. There were requests (that were denied) that went over and above what is allowable.
·  Hospital’s need to start thinking how you can securely send patient information electronically. In the past, information has been faxed to a secure fax line at the RMCC. This event required the information to be sent electronically which initially posed some issues.
·  Many coalition members were involved in this event from hospital, EMS, Knox Co. and East PH, RMCC, Knox Co. EMA and the forensic center. One common comment was how smooth the different agencies worked together. Coalition members knew who to call to get what service. The role of the Coalition in cementing these relationships, exercising across jurisdictions and having a clear understanding of where resources are located was a key factor in the repsonse to this event.
·  All those working, worked well together. It didn’t matter what title went before or after your name, everyone pitched in as a team to accomplish what needed to be done.
·  Bernie Hayes initially lined up EMS responders and ambulances for the event. A communications trailer was parked at LeConte to use for that purpose.
·  LeConte Medical Center provided ALL meals (and anything else needed) to EMS crews for the duration of the event. Hospitals should look now at what provisions can be offered if an event like this were to occur at your facility. There were a lot of first responders to feed and the event lasted for several weeks.
·  Hospital evacuation will always be a hospital call. Evacuation at Leconte was a consideration. RHC’s can provide assets to assist (RMCC can help locate available EMS units and Ambus can be deployed), but hospital should take into consideration it takes time for these assets to arrive and plan accordingly.
·  There was EMS services used from all 16 counties in our region. Lifestar provided their flight crews because flight were grounded. This was a big EMS operation that tasked people from all over the state.
·  The forensic center was notified the portable morgue trailer may be needed at 0200. They were ready to move in less than 30 minutes. Lesson learned that Knox Co. has to move the trailer because it is a Knox Co. asset. The forensic center spent a week at the scene.
·  Colin Ickes spent a week during the initial response working on communication issues. This validates our direction with communications as far as a gap/funding priority. There are significant issues that need to be looked at.
·  Covenant took facility radios from Parkwest to use at LeConte. They had to get them programmed for LeConte because it was outside of Knox Co. before they could be used. Healthcare members that have more than one facility in their network outside of Knox Co. might want to consider programming before an event so that radios can be used in multiple facilities.
·  During the event, LeConte was called by the state and asked what they intended to do with their hot lab. That needs to be considered for any upcoming events.
·  This event was a very successful example of the advantages of a Coalition.
Healthcare Coalition Conference
·  There was a lot of information provided about CMS.
·  Janet took notes on a great session on Pediatric burn surge. She will share with anyone who’s interested.
·  Steve Bohanan noted there is still no best practices on the use of plain language or codes. The trend seems to be going to plain language.
Upcoming Trainings/Meetings/Exercises
·  We have 2 upcoming classes for Anniston. Those who are going should be receiving information soon. If you don’t receive your packet (and have completed your pre-requisite classes), let Charity know. There will be upcoming opportunities for training in Anniston.
·  February 21, Knox County will host a LTC training/meeting. This year, the region will also be participating. LTC’s will have to do an exercise and may look to the Coalition for assistance.
·  Wednesday February 8, 2017. Hazwoper 8 Hr. Refresher Class. The classroom exercises will be held at the IPS Training room located at 1610 University Ave. Class will start at 830 each day and finish around 5 pm. UT will provide their trailer for the practical exercises beyond PPE. Individuals wanting to attend should contact Walter Idol at: to register. Any no shows or cancellations will be responsible to pay their class fee.
·  February 28 Hazwoper 8 Hr. Refresher Class. Class will start at 830 each day and finish around 5 pm. UT will provide their trailer for the practical exercises beyond PPE. Individuals wanting to attend should contact Walter Idol at: to register. Any no shows or cancellations will be responsible to pay their class fee.
·  Monday March 13, 2017 8 hour Decon/First Receiver Class. The classroom exercises will be held at the IPS Training room located at 1610 University Ave. Class will start at 830 each day and finish around 5 pm. UT will provide their trailer for the practical exercises beyond PPE. Individuals wanting to attend should contact Walter Idol at: to register. We can take up to 24 students in each class. Cut off is March 6th. Any no shows or cancellations after that date will be responsible to pay their class fee.
·  Tuesday March 28, 2017 * hour Decon/First Receiver Class The classroom exercises will be held at the IPS Training room located at 1610 University Ave. Class will start at 830 each day and finish around 5 pm. UT will provide their trailer for the practical exercises beyond PPE. Individuals wanting to attend should contact Walter Idol at my email: to register. We can take up to 24 students in each class. Cut off is March 6th. Any no shows or cancellations after that date will be responsible to pay their class fee.
Other items:
Ambus Training
Wanda will get with Nathan Sweet and see if we can get some more days lined up for those who were unable to participate last year in the Ambus training
Blount Memorial
Marcus Sheppard is updating their Emergency Operations plan, which includes updating MOU’s. He suggested this might be a good time to update our current MOU and consider doing one with the other Coalitions in our state. We will update and Charity will check with other Coalitions to gauge interest in a state coalition level MOU.
Turkey Creek
What are others using for lost patients (Alzheimer’s, child, etc). UTMC uses code pink, followed by a description of the person lost.
Alan Lawson
We are sad to report the passing of Alan Lawson. He was a leader in the community and the Coalition and will be missed. /
Hospital- Knox / July (CA)
07/14/15 / Aug
08/10/15 / Sept / Oct
(CA) / Nov / Dec
(CA) / Jan / Feb / Mar / Apr / May / June
East Tennessee Children’s Hosp. / Christy Cooper / X / X / X / X