TITLE: Severe Winter Weather Plan
NUMBER: ADMIN-EM-1 / Page 3 of 4
POLICY
The purpose of Cheyenne Regional’s Severe Winter Weather Plan (SWWP) is to provide adequate staffing throughout all facilities during severe winter weather.
The CEO or Administrator on Call (AOC) will implement the SWWP and assume the role of Incident Commander (IC). Implementation of the SWWP will be contingent on information received from any one or all of the following:
1. The National Weather Service.
2. Local law enforcement agencies.
3. Local highway information, including road closures.
The IC may implement additional command center roles as the situation requires.
The expectation is that all employees will report to work as scheduled unless circumstances prevent you from being able to get here, i.e., road closures. In that case, you must notify your Supervisor as soon as possible. In some circumstances, your Supervisor may call and tell you not to report.
PROCEDURE
Administrative Responsibilities:
1. CEO or AOC shall implement the SWWP.
2. Notify the PBX operator to announce that the SWWP has been activated.
3. Assume the role of IC. Incident Command Center may be mobile or virtual.
4. Assist the staffing office with needs of the specific departments.
5. Assess the need of providing meals to employees.
6. Assess the need to procure lodging for staff who their Supervisor/Manager/Director identify as necessary to provide patient care or continue hospital operations.
PBX Responsibilities:
1. The operator will announce the SWWP when instructed to do so by the CEO, AOC or designee. The operator will announce: “May I have your attention please: The severe winter weather plan is now in effect. Refer to department procedures.” This announcement will be repeated at the East building. The Health & Fitness Center, Davis Hospice Center and all adjacent houses will be notified via phone. The operator will also send an “All Staff” e-mail announcing the SWWP is now in effect.
2. The operator will contact the following radio station/TV stations to announce the SWWP:
KFBC - AM 634-4461; after hours 634-1240
Clear Channel (KLEN/KING/KOLT/KGAB/KMUS) 632-4400; after hours:
KOLT 635-0101; KING 778-8800, based on 8a-5p business day
KGWN TV5 News Hotline 637-5656
Nursing Staffing Office Responsibilities:
1. To coordinate staffing needs.
2. To maintain lists of nursing area staffing requirements.
3. Work closely with Administrative Representative and departments to meet staffing needs.
4. Coordinate sleeping accommodations as needed for staff who their Supervisor/Manager/Director identify as necessary to provide patient care or continue hospital operations.
5. Complete the Emergency Management Critique Form (Attachment A) and forward the completed form to the Support Services Manager.
Support Services Responsibilities:
1. Snow removal will be a priority in the area around the Emergency entrances and exits.
2. Complete the Emergency Management Critique Form (Attachment A) and forward the completed form to the Support Services Manager.
All Other Departments:
1. Keep an up-to-date staff call tree.
2. Request that staff already present at Cheyenne Regional Medical Center work mandatory shifts (of 12 hours). All staff will be required to remain on duty until their replacement arrives.
3. Some departments may determine that they have staff that are not necessary at the time and send those employees home. Staff who are sent home need to continue to be available to return if requested by their Supervisor/Manager/Director.
4. Complete the Emergency Management Critique Form (Attachment A) and forward the completed form to the Support Services Manager.
Employee Responsibilities:
1. Each employee is responsible for reporting to duty as scheduled.
2. As an alternative, employees may wish to evaluate the possibility of taking other forms of transportation such as riding with a co-worker, calling a taxi, or walking, if appropriate. Employees will be asked to follow the recommendations of appropriate law-enforcement agencies regarding appropriate travel in Cheyenne.
3. Excused absences during storms will not be automatic.
4. Staff will be expected to understand their personal responsibilities as outlined in this policy. If staff is scheduled for one or more shifts during the anticipated storm, they need to bring additional clothing should they be required to stay over in town.
5. If an employee receives an eight (8) hour break and is actually sleeping five (5) hours of the eight (8) hours then this rest time will not be included in the calculation of pay and overtime. If an employee does not receive at least five (5) hours of actual sleep time during his eight (8) hour break then all hours will be included in pay and overtime calculations. Staff is asked to discuss their worked and rested hours with their supervisor prior to the end of the work week.
6. Staff must take PTO for the day if they are unable to report for their scheduled shift(s).
Cheyenne Regional Medical Center Responsibilities:
1. Maintenance of routine hospital services will be maintained.
2. Elective procedures may be reduced depending on severity and duration of the storm and personnel availability.
3. CRMC will provide sleep facilities to employees who their Supervisor/Manager/Director identify as necessary to provide patient care or continue hospital operations who cannot get to their homes or to a friend’s home to rest.
References:
This Policy replaces the following deleted policies: 1-416
Policy Cross Reference:
Key Words: Snow plan, severe weather, SWWP, sleeping accommodations, inclement weather
Attachment A
EMERGENCY MANAGEMENT CRITIQUE
Please mark the correct box:
____ Severe Winter Weather Plan ____Tornado Watch ____Tornado Warning _____Other
Date: ______Start Time: ______End Time: ______
Operator announced page at: ______
Operator announced termination at: ______
Actions Taken (Be Specific):
Problems:
Critique completed by:______Department:______
RETURN COMPLETED FORM TO SUPPORT SERVICES