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Emergency Operations Plan

Preparedness

Subject: Incident Command System

Policy No.: 3.01

POLICY:

The CLINICwill establish an Incident Command system to support effective response to a manmade or natural disasters.

PROCEDURES:

  1. In accordance with national standards, the Clinic will establish and maintain an Incident Command System that will generally include:
  2. Incident Commander, responsible for:
  3. Developing and implementing strategic decisions and approving the ordering and releasing of resources.
  4. Obtaining situation briefing from prior shift Incident Manager (if running more than one shift.)
  5. Assessing situation regularly—using threat action checklists for basic actions to take.
  6. Conducting initial briefing for all staff.
  7. Activating elements of ICS as needed.
  8. Briefing management staff and section chiefs.
  9. Ensuring planning meetings are conducted.
  10. Approving and authorizing implementation of recovery Action Plan.
  11. Determining information needs and informing management personnel of needs.
  12. Coordinating staff activity.
  13. Managing overall operations.
  14. Approving requests for additional resources and requests for release of resources.
  15. Authorizing release of information to news media.
  16. Approving plan for demobilization.
  17. Public Information Officer, who reports to the Incident Commander and is responsible for:
  18. The formulation and release of information about the response and recovery to the news media and other appropriate agencies and organizations
  19. Obtaining briefing from the Incident Manager.
  20. Contacting other involved agencies to coordinate public information activities.
  21. Establishing single recovery information point of contact whenever possible.
  22. Arranging for necessary workspace, materials, telephones, and staffing for PIO staff.
  23. Preparing initial information summary as soon as possible after arrival.
  24. Observing constraints on the release of information imposed by the Incident Manager.
  25. Obtaining approval for release from the Incident Manager.
  26. Releasing information to news media and post information in EOC and other appropriate locations.
  27. Attending meetings to update information releases.
  28. Arranging for meetings between media and Clinic Executive Director.
  29. Providing escort service to the media and VIP's.
  30. Responding to special requests for information.
  31. Liaison Officer, who reports to the Incident Commander and is responsible for:
  32. Obtaining initial briefing from the Incident Manager or EOC Incident Manager.
  33. Providing point of contact for assisting/cooperating agency representatives.
  34. Identifying agency representatives from each agency including communications links and locations.
  35. Responding to requests from Clinic staff for inter-organizational contacts.
  36. Monitoring recovery operations to identify current or potential inter-organizational problems.
  37. Assisting the Incident Manager to craft strategies for coordinating with other organizations.
  38. Safety Officer, who reports to the Incident Commander and is responsible for:
  39. Obtaining initial briefing from the Incident Manager or EOC Incident Manager.
  40. Identifying hazardous situations associated with the response/recovery to ensure personnel avoid them or are prepared to manage operations in that environment without harm.
  41. Participating in all planning meetings.
  42. Developing the medical plan. (NOTE: Medical plan refers to treatment of injuries at the EOC or related to response and recovery actions).
  43. Reviewing Action Plans.
  44. Identifying potentially unsafe situations.
  45. For all reportable injuries, conducting an initial investigation and writing a report and submitting it to appropriate officials within required timeframes.
  46. Exercising emergency authority to stop and prevent unsafe acts.
  47. Investigating accidents that have occurred within the response / recovery operations area, including arranging for investigation of accidents in field operations involving Clinic personnel.
  48. Establishing and maintaining a controlled entry area, including the use of a formal entry log.
  49. Verifying identification and entrance needs for all wishing to enter the EOC area.
  50. Ensuring staff wear ID badges. Providing badges for visitors and staff, as necessary.
  51. Denying entrance when there is reason to suspect the need for admittance is not warranted.
  52. Coordinating with building security and/or law enforcement, if present.
  53. Requesting external law enforcement assistance as needed.
  54. Recording staff entering for response/recovery activities in the entry log. This includes entrance and exit times.
  55. Providing a copy of the log to the Logistics Section Chief before the end of each operational period in order to track staffing.
  56. Providing a copy of the log to the Finance and Administration and Administration Section Chief so they can track time for possible reimbursement.
  57. Medical/Technical Specialist-Medical, responsible for:
  58. Documenting all key activities, actions, and decisions in an Operational Log (HICS Form 214) on a continual basis.
  59. Requesting staffing assistance to assist with rapid research as needed to determine hazard and safety information critical to treatment concerns for the victims and personnel.
  60. Verifying from the number and condition of patients affected.
  61. Collaborating with the Public Health Department in developing a case definition. Ensuring that the case definition is communicated to the Incident Commander, SafetyOfficer and all patient care areas.
  62. Communicating with Operations Section Chief and Safety Officer regarding disease information and staff protection.
  63. Ensuring that appropriate standard of isolation precautions are being used in all patient care areas. Arranging for just-in-time training regarding isolation precautions as required.
  64. Meeting regularly with the Command staff, Operations Section Chief to plan and project patient care needs.
  65. Participating in briefings and meetings and contribute to the Incident Action Plan, as requested.
  66. Recommending input for PIO press releases as requested.
  67. Contacting the local Public Health Department, in collaboration with the Liaison Officer, as required, for notification, support, and investigation resources.
  68. Medical/Technical Specialist-Mental Health, responsible for:
  69. Obtaining initial briefing from Incident Manager.
  70. Informing Logistics Section of support needs.
  71. Gathering information and conducting assessment.
  72. Indentifying most affect patients, staff.
  73. Providing Psychological First Aid to staff and patients, as appropriate.
  74. Controlling rumors/combating with information.
  75. Identifying and addressing post-response mental health needs.
  76. Operations Section Chief, responsible for:
  77. Obtaining briefing from the Incident Manager.
  78. Developing operations portion of the Action Plans.
  79. Briefing and assigning operations personnel in accordance with the Action Plan.
  80. Supervising Operations Section staff and activities to move the recovery forward.
  81. Determining response/recovery action needs and requesting additional support resources.
  82. Reviewing the suggested list of resources to be used in response and recovery and initiate recommendations for when the resources will be used and for what purpose.
  83. Assembling and disassembling teams assigned to Operations Section.
  84. Reporting information about special activities, events, and occurrences to the EOC Incident Manager.
  85. Planning Section Chief, responsible for:
  86. Obtaining initial briefing from Incident Manager.
  87. Activating Planning Section.
  88. Establishing information requirements and reporting schedules for all organizational elements for use in preparing the Action Plans.
  89. Posting the names of the activated staff in the EOC, including names and locations of assigned personnel. The names should be available from the Logistics Section.
  90. Establishing a weather data collection system, and other threat assessment techniques, as necessary. This could include traffic, fire, hazmat, and flood reports.
  91. Supervising preparation of Action Plans as facilitator for the action-planning meeting.
  92. Assembling information on alternative strategies for response and recovery.
  93. Identifying need for use of specialized resource(s) for Logistics.
  94. Providing periodic predictions on recovery schedule status—evaluating milestones and % completion of objectives.
  95. Compiling and displaying on status boards the response or recovery status summary information.
  96. Advising general staff of any significant changes in response or recovery status.
  97. Providing a traffic plan, including safe routes for evacuation to another site, or return to Headquarters, or the field station.
  98. Preparing and distributing the Action Plan and other written orders from the Director.
  99. Ensuring that normal agency information/ reporting requirements are being met.
  100. Preparing recommendations for release of resources for the Director.
  101. Logistics Section Chief, who is responsible for:
  102. Obtaining a briefing from the Incident Manager.
  103. Planning the organization of the Logistics Section.
  104. Providing work locations for all ERT personnel, whether in or out of the EOC.
  105. Recording and tracking the activated ERT members, including names and locations of assigned personnel.
  106. Participating in preparation of Action Plans for support and service elements.
  107. Identifying service and supporting requirements for planned and expected operations.
  108. Providing input to and reviewing communications plan, medical plan, and security plan.
  109. Coordinating and processing requests for additional resources with other sections.
  110. Estimating all Section’s needs for next operational period.
  111. Ensuring Communications Plan is prepared.
  112. Assisting Planning Section to develop an EOC Demobilization Plan.
  113. Recommending release of resources in conformity with the Demobilization Plan.
  114. Ensuring general welfare and safety of all EOC personnel in coordination with the Safety Officer.
  115. Assisting the Security Officer with any needs for establishing and maintaining security of the EOC and ERT staff, which could include escorts to and from personal vehicles.
  116. Finance and Administration Section Chief, responsible for:
  117. Obtaining initial briefing from Incident Manager.
  118. Developing an operating plan for Finance and Administration Section for response and recovery.
  119. Ensuring that personnel time records are tracked and processed according to policy.
  120. Processing purchase orders and contracts in coordination with Logistics Section Chief.
  121. Purchasing/ordering needed food, lodging and transportation support for response and recovery.
  122. Processing Workers Compensation claims related to Clinic emergency response and recovery activities.
  123. Handling travel and expense claims.
  124. Attending planning meetings to gather information and to provide input on financial and cost analysis matters.
  125. Briefing Section Chiefs on all response or recovery-related business management issues needing attention, and follow-up prior to closure of recovery.
  126. Ensuring that all obligation documents initiated during response and recovery are properly prepared and completed.
  127. Participating in all demobilization planning.