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EXTERNAL DISASTER PLAN SECTION 2: PURPOSE This policy establishes general procedures to be used in the event of an External Disaster. Each department will need to complete a department specific plan. SECTION 3: PROCEDURE A. ACTIVATION · FUNCTION: To ensure that adequate staff is available to efficiently and appropriately handle the number of patients resulting from an external disaster. · LOCATION: Emergency Room · EXTENSION: 1012 - 1011 · RESPONSIBILITIES: 1. Determine if Emergency Room Staff and immediate available staff is sufficient to handle the number of patients from the disaster. 2. Notify the highest Administrative Authority in the hospital or, if necessary, the Administrator on Call (AOC). 3. Implement the disaster plan. PAGE: 2 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) 4. Contact the Switchboard Operators to make the following announcement: ATTENTION: ALL PERSONNEL, ATTENTION: ALL PERSONNEL, CODE 3 CODE 3 (repeat two times) NOTE: In drill situations, “This is a drill” will be added. B. COMMAND POST · FUNCTION: To coordinate all activities of the facility and facility personnel during the implementation of the Disaster Plan. · LOCATION: As designated by the Administrator on Call (AOC). · EXTENSION: 1108 or dial Operator NOTE: The Nursing Shift Supervisor & Security will assume command post responsibilities until an administrator arrives. · RESPONSIBILITIES 1. If necessary, advise the switchboard operator to contact the Human Resource Director or designee to form a Personnel Pool. 2. If necessary, advise the switchboard operators to page for all available physicians to report to the Emergency Room area. 3. If necessary, CEO/COO will be notified by Administrator overseeing command post. 4. Advise the switchboard operators to page the “All Clear” when the Emergency Room physician (in charge) has notified them that all disaster patients have been attended to, and the Command Post feels that disaster operations have been accomplished. (Call OR, PCS floors, Staff Conference Room for report of patient flow) PAGE: 3 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) C. PATIENT CARE SERVICES · FUNCTION: Oversee all Patient Care Services activities of patients in the hospital during the disaster. · LOCATION: Director of Patient Care Services Office · EXTENSION: 1194 · STAFFED BY: Director of Patient Care Services or a designee · RESPONSIBILITIES: 1. Coordinating with the Admitting Department the assignment and reassignment of patients. 2. Establish special treatment areas, if necessary. 3. Notify the Command Post of available staff for use elsewhere, if necessary. 4. Relay bed statistics to the Admitting Office (i.e. beds available and potential discharges) 5. Assess with Medical Staff, where empty beds exist to accommodate disaster patients. 6. Arrange with the appropriate Medical Staff to discharge patients. · Evenings/Night- With decreased number of staff available to draw from, in-house personnel may be performing multiple roles until personnel arrive from the “call back” rosters. PAGE: 4 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) 1. The Patient Care Services Supervisor and Security will coordinate activities of the Command Post until Administrative assistance arrives. 2. Administrative “call-back” will be handled by the hospital operators. If additional personnel is needed, the administrative supervisor will designate a person on each division to contact personnel from their area. 3. The Personnel Pool will consist of at least one person from each division and a Security Officer with a two-way radio. Duties of personnel will be assigned from the Command Post supervisor. 4. The Operating Room on-call team will be called in, if they are not already present in the hospital. Physicians in the house or on-call physicians would be notified and report to the Emergency Room for assignment. · PATIENT CARE MANAGERS 1. Will evaluate the staffing of the unit to determine excess staff or if additional staff may be needed. This is relayed to the Director of Patient Care Service Office. 2. Evaluate all patients on the division to determine the number of beds available and patients who could potentially be discharged, if additional beds were necessary. This information is relayed to the Patient Care Service Director. 3. Make all wheelchairs and stretchers available to E.R. D. ADMITTING OFFICE · FUNCTION: To coordinate the admission of all disaster victims or emergency admissions Monitoring bed availability, room assignments, transfers and/or discharges of in-house patients will also be the responsibility of this department. · LOCATION: Admitting, Emergency Room and Urgent Care · EXTENSION: 1070 - 1177 PAGE: 5 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) · STAFFED BY: A minimum of one member of the Admitting Staff will remain in the Admitting Office. Other assignments include a person reporting to: Emergency Room. · RESPONSIBILITIES 1. Assign beds to patients being admitted. 2. Coordinate transfers or discharges of patients within the facility. 1. Making sure that all disaster victims are assigned an admission number. 2. Completion of the ER registration form. 3. Making sure that discharged/transferred patients are identified. E. EMERGENCY ROOM · FUNCTION: Serve as primary area for the triage and initial treatment of disaster victims. · LOCATION: South end of the hospital, ground floor. · EXTENSION: 1012 - 1011 · STAFFED BY: Emergency Room personnel (physicians, EMT's, nurses, cardiopulmonary, laboratory) and house staff. · RESPONSIBILITIES 1. Establish a primary triage center in the hallway outside of the Emergency Room door. 2. Continue to treat emergency patients who may arrive at the Emergency Room during the disaster. PAGE: 6 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) 3. Stabilize Category I (Red) victims prior to sending them to the Operating Room/Intensive Care. 4. Evaluate the disaster victims to determine the category of their injury and tag them accordingly. 5. Determine where the patient needs to be transported and inform those transporting the patient. 6. Emergency Room physicians will treat pre-disaster patients and Red Category victims. Other physicians will report to the Emergency Room for assignment by the Emergency Room Director or his designee. 7. Assess the availability of wheelchairs/stretchers in the area and contact the Command Post, if additional ones are needed. F. OPERATING ROOM/RECOVERY ROOM · FUNCTION: To accept patients in preparation for surgery. · LOCATION: Ground floor of the hospital. · EXTENSION: 1036 - 1037 · STAFFED BY: Physicians, Anesthesiologists, nurses, and personnel. · RESPONSIBILITIES: 1. Accept Category I (Red Tagged) patients. 2. To assess patients condition and prepare them for surgery. 3. Determine if space is adequate to accommodate victims using one day as an overflow area, if necessary. G. URGENT CARE · FUNCTION: To provide first aid treatment for disaster victims. PAGE: 7 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) · LOCATION: NW corner of Admitting Lobby. · EXTENSION: 1236 - 1238 · STAFFED BY: Hospital Nursing Staff, Urgent Care Staff, Admitting Staff or others assigned to the area. · RESPONSIBILITIES: 1. Provide first aid to Category III (Green Tagged) disaster victims. H. MORGUE · FUNCTION: Serve as a holding area for Category IV (Black Tagged) victims. · LOCATION: Ground floor of the hospital. · STAFFED BY: Security I. PERSONNEL POOL · FUNCTION: To provide a source of additional personnel who may be utilized within the institution in the event of a disaster. · LOCATION: Admitting Lobby · STAFFED BY: Under the direction of the Human Resources Director and/or Security.  The following departments will send employees to comprise the Personnel Pool.- Accounts Payable - Business Office - HIS - Human Resource - Volunteers - Mailroom - Medical Library - Purchasing - Rehab - Nursing PAGE: 8 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) Security will provide an officer with a two-way radio for communication.· RESPONSIBILITIES: 1. The person in charge of the pool will contact the Command Post to let them know they are established. 2. Send three messengers to the Emergency Room. These persons will be delivering information to the Command Post. 3. Send two messengers to the Command Post. These persons will be delivering information to the Public and Family Relations area. 4. Provide personnel throughout the facility as needed. J. PATIENT TRANSPORTATION · FUNCTION: To transport patients within the facility once the disaster plan has been implemented. · LOCATION: Emergency Room · EXTENSION: 1012 - 1011 · STAFFED BY: The following personnel will report to the ER to assist in transporting patients: RN's in Education Risk Management Quality Assurance Utilization Management Additional assistance may be called for from the Personnel Pool. PAGE: 9 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) · RESPONSIBILITY: 1. Transport victims or patients to various areas of the hospital. K. INFORMATION CONTROL · FUNCTION: To assure that the number of victims received, their identities and severity of injuries is available on a timely basis. · LOCATION: Command Post with information coming from the ER. · EXTENSION: 1109 · STAFFED BY: Administration and messengers from the Personnel Pool. · RESPONSIBILITIES: The following tasks will be performed by personnel: 1. The Personnel Pool will assign three persons to the ER to act as messengers. 2. They will carry a portion of the disaster identification tag to the Command Post every 5 minutes. 3. The Personnel Pool will assign two persons to the Command Post. 4. To distribute copies of the Disaster form to the Media Relations and Family Relations area. 5. To carry copies of patient discharges from the Patient Discharge Areas to the Command Post for distribution to Family and Public Relations. PAGE: 10 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) L. FAMILY RELATIONS AND WELFARE CENTER · FUNCTION: To help unite family members with the victims of the disaster and keep them informed regarding the status of their care. · STAFFED BY: The Social Service Department/Pastoral Care. · RESPONSIBILITIES: 1. Provide information about the patients to family members via the Command Post. 2. Provide emotional support to family members as necessary. 3. Arranging transportation for discharged patients. M. MARKETING/COMMUNITY RELATIONS · FUNCTION: To provide the local newspapers, television and radio news team with information related to the disaster and its victims. · LOCATION: As designated by the AOC. · EXTENSION: 1004 · STAFFED BY: Marketing/Community Relations personnel or a designee · RESPONSIBILITY: 1. Receiving information from the Command Post about victims and their status. 2. Relating information about the internal hospital activities (i.e. discharges, etc.) PAGE: 11 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) N. DISCHARGE PATIENT CENTER · FUNCTION: To assist patients after being discharged from the hospital or disaster victims who have been treated and discharged. · LOCATION: Ground hallway to MOC · STAFFED BY: Patient Care Services Personnel or a designee · RESPONSIBILITIES: 1. Work with the Family Relations Welfare Center to unit family members with discharged patients. O. SECURITY · FUNCTION: To assure that access to the hospital and vehicular traffic around the grounds is controlled. · LOCATION: Hospital entrances and the Emergency Room · EXTENSION: Via two-way radios, (in-house operator) · STAFFED BY: Security Department · RESPONSIBILITIES: 1. Directing the press, family members or friends to the appropriate place. (i.e. Press Room, discharge area, patient pick-up etc.) 2. Directing vehicular traffic around the grounds to assure Emergency responders access to the Emergency Room. 3. Monitor activities related to the Morgue and body claiming. 4. Initial reporting to the Command Post. 5. One officer reporting to the Personnel Pool (with a two-way radio). PAGE: 12 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) P. CENTRAL SUPPLY · FUNCTION: To assure that adequate medical and surgical supplies are available to treat the disaster victims. · LOCATION: 1st floor of the hospital · EXTENSION: 1679 - 1676 · STAFFED BY: Central Supply Personnel · RESPONSIBILITIES: 1. Maintaining an exchange cart for the Emergency Room with adequate supplies. 2. Delivering additional supplies throughout the hospital. Q. SPECIAL ASSIGNMENTS, LABORATORY, CARDIOPULMONARY · EXTENSION: 1612 - 1116, 1630 · FUNCTION: Provide specialty services within their specified areas and assist designated areas with disaster victims. · LOCATION: ER · STAFFED BY: Personnel from specified areas · RESPONSIBILITIES: 1. Report to the charge nurse in each for their assignment. PAGE: 13 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) R. DISASTER PLAN CALL LIST · FUNCTION: To provide a means of contacting additional personnel should they be needed in the event of an emergency. · LOCATION: Within individual departments. · RESPONSIBILITY: 1. Departments will call in off duty personnel at the direction of the Administrative authority in charge at the time of the disaster. 2. Each department head will be responsible for maintaining an up-to-date list of employees telephone numbers. 3. Administrative call lists may be obtained through the Switchboard Operator. S. TELEPHONE CALL LIST: (To be called by the hospital operator) Person on Administrative Call (See current roster) Before leaving home, the administrators will call their department heads. When notified, the department heads will call their assistant directors and/or supervisors. When notified, the assistant directors and/or supervisors will notify their personnel. T. DEPARTMENTAL DISASTER PLANS 1. Each Department head will have a Disaster Plan for their specific department. 2. A copy of the plan will be on file with the Safety Director. PAGE: 14 JEFFERSON MEMORIAL HOSPITAL POLICY/PROCEDURE SUBJECT: EXTERNAL DISASTER PLAN DISTRIBUTION: All Departments, Crystal Oaks & Clinics ______________________________________________________________________________ SECTION 3: PROCEDURE (CONTINUED) U. CRYSTAL OAKS FACILITY 1. Use of unoccupied SNF beds may be utilized when the hospital has the need for additional beds from its in-house SNF unit. 2. The Administrators is to ensure that staffing levels are sufficient to handle the increased patient loads due to the shifting of SNF patients. V. IN-SERVICE TRAINING OF EMPLOYEES 1. Department Heads will in-service their employees, at least annually on the hospital- wide disaster plan and the interdepartmental disaster plan. Records of the training will be kept on file in the individuals training record. |
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