Emergency Management Working Group

9 July 2012

Call to Order and Approval of Minutes

Guest Speaker:

• Chief Charles Werner• Charlottesville Fire Department• Geographic Information Systems (GIS) Project for CVILLE

Expanded “Group 99” Page Groups (M.Winstead)

Getting more people involved in setting up the Hospital Command Center (N.Kell)

Incident Reviews (N.Kell)

• Bomb Threat• Baby Safe• nTelos• Severe Thunderstorm and Extended Power Outage

Sub-Incident Management Teams … spinning these up in hospital and off-site locations (T.Berry)

Adjourn

Agenda

Geographic Information Systems (GIS) Project for CVILLE

Presented by;

Chief Charles WernerCharlottesville Fire Department

Guest Speaker

Emergency Preparedness and Response

Expanded “99” Page Groups

Marc Winstead , BS, RRT, EMT-PEmergency Preparedness and Response Coordinator

Center for Emergency Managementjmw4u@virginia.edu

Group 99: MCI

Group 199: In-house (24/7) pagers

Group 299: Managers and Directors

Group 399: Administrators and Chiefs

Group 499: Utility Outages

Group 599: Computer/IT Outage

Group 699: Weather Event

Group 799: Hazmat/Decon Incident

Others to be developed

Page Group 99’s

Mass Casualty Incident

Medcom

AoC, Nursing Supervisor, Bed Ctr

ED MoD, ED Shift Mgr

EM Dir, EM OMD, EM MoD

Surgery Attending, Trauma Coord.

Radiology Administrator

EOC Administrator

Others as Needed

Page Group 99

Utility Outage

AoC, Nursing Supervisor, Bed Ctr

EM Dir, EM OMD, EM MoD

HSPP Administrator

HSPP Engineers

HSPP Zone 1 Superintendent and Supervisors

Communications Manager

EOC Administrator

Pt & Guest Services

Others as Needed

Page Group 499

Computer/IT Outage

AoC, Nursing Supervisor, Bed Ctr

EM Dir, EM OMD, EM MoD

HSPP Administrator

HSPP Engineers

HSCS: Perry, Monroe, O’Malley, Fielding, Hughes,

Barbieri, Preston, HSTS AoC

Communications Manager

Others as Needed

Page Group 599

Weather Event

AoC, Nursing Supervisor, Bed Ctr

EM Dir, EM OMD, EM MoD

HSPP Administrator

EOC Administrator

PT & Guest Services

Communications Manager

Others as Needed

Page Group 699

Hazmat/Decon Incident

AoC, Nursing Supervisor, Bed Ctr

EM Dir, EM OMD, EM MoD

HSPP, Medical Transport, HIS, EH&S, HSPP Zone 1

Superintendent and Supervisors

Kostas Alibertis, Will Barnhardt, Nick Kell, Sara Ferrell, SEMM

Supervisor

EOC Administrator

UVAHS Security

Media Relations

Others as Needed

Page Group 799

Ambulatory

• Fontaine

• Northridge

• Multistory

• Orange

• 1222 JPA

School of Medicine

Page Group TBD

Emergency Management needs assistance with setting up the Hospital Command Center (HCC)

Takes about 1 hour and 30 minutes when 2 people set it up

Tables, chairs, computers, phones, printer, projector, paper products, etc

Blue print is inside of cabniet

If you are paged for assistance, lock combination will be provided

Command Center Set-up

Incident Reviews

Presented by;

Nick KellCenter for Emergency Management

Situation

At approximately 0230 on 21 March 2012, a network server servicing the 7th and 8th floor infant security system failed causing complete failure of the system.

Major Take-aways:

• Redundancy with hardware and data storage• Major burden to provide manual security on all exits• Planning for multiple operational periods• Elevators must be reconfigured• First incident to pull in the FB5 groups for additional

manpower

Baby Safe Server Failure

Situation

On 24 May 2012, components of the AMCOM paging system experienced hardware failure resulting in the inability to send messages to PCI numbers connected to nTelos devices.

Major Takeaways:

• Weak and vulnerable system, 3 outages in 2 months.• Downtime procedures

Need a formal planMoving PIC #s to cell phone #s

• The “Queue”

nTelos Outage

Situation

On 15 March 2012, a male patient made a verbal threat to

blow up the building at Pain Management Clinic at Fontaine.

Major Takeaways

• Evacuation for a non-fire emergency

Separating Area Specific Fire and Evac Plans

• Communication

Timing of messaging

Ambulatory Staff and Health System Alerts

Broad vs Targeted messaging

Bomb Threat #1

Different perspectives of responders

Those at incident site and those in “Command Center”

Leadership organization in the external environment

Sub-IMTs

EP&R liaison

Staging Manager

Moving Forward

Bomb Threat #1 Continued …

Activation of Incident Mgt Team via Page Groups and Enotify

Teleconferencing

Communications

• In the first 2 hours

• After the first two hours

• WebEOC, Instant Messaging, hand held radios

HCC Operations

Roles in the Hospital Command Center (HCC)

Sub IMT’s … groups that need to form outside of the HCC

Off Site IMT’s … i.e. Fontaine, Northridge, Republic Plaza, etc

Incident Management Teams

Incident Commander: Normally Nursing Sup or Admin on-call. Establishes and manages by objectives. Conducts rapid assessment of situation and determines whether the emergency can be managed with resources available. Assigns Emergency Response Levels which drives resources needed.

Command Staff: Includes Public Information Officer, Safety Officer, Liaison, Medical Director.

Clinops: Next weeks Administrator on-call. Conducts rapid assessment of situation by interfacing with people assigned within Clinical Operations structure. Develops tactics for established objectives. Responsible for ensuring safe and wherever possible continuous patient care operations. Facilitates and directs surge capacity demands.

HCC – Key Roles

Plans: See separate slide.

Logistics: Conduct rapid assessment of situation by interfacing with people assigned within Logistics structure. Develops tactics for established objectives. Maintains resource needs and status of logistical operations (i.e. utilities, computing, clinical support, and support functions). Responsible for ensuring safe and wherever possible continuous patient care operations.

HCC – Key Roles

HCC - Incident Management Team

Incident CommanderAdministrator on-call

Liaison Officer

Safety Officer

Public Information Officer

Medical/Technical Specialist(s)

General Staff

Command Staff

Clinical OperationsNext week’s A-on-call

Plans Logistics Finance

Deputy Incident Commander

AgencyExecutives /

Incident Advisory Council

Family Care Center

CLINOPS

• UVA MTN• Hazmat //

Decon

• Triage• Adult• Peds• Overflow

• MedSurg• CritCare• ORs• C & W• Psych• SocWork• Chap• RT• Pharmacy

(decentralized)• Infection Control• TCH• KCRC

• HomeHealth• ECCCC• Renal• HeartCenter• Therapies• Clinical

Nutrition

• XRay• MRI• IV Rad• CT• U.Sound• Pharm• Medical Labs

Prehosp ED Hosp OpsAmbulatory

OpsAncillary and Allied Health

• SRO = Staging for Clinicians

Clinical Operations Section ChiefDeputy Nursing Sup

SoM

Bed Coordination Center

Know where you fit and think about sub-IMT’s … groups that can formed

outside of the HCC

Logistics

• CE• Patient Transport• Supply Chain Mgt• Morgue

• Security• EoC - Environ Svc - Nutrition Svc• Supply Chain• P&G - Information Desks - Greeters - InterfacilityTransport• P&T• Facilities• HSPP• Volunteer Services• Child Services

• Non-clinical personnel• Vehicles• Equip & Supplies

Logistics Section Chief

Staging Manager

Resource Support CenterDeputy

Clinical Support Branch Support Services BranchHealth System Computing Services

Know where you fit and think about sub-IMT’s … groups that can formed

outside of the HCC

Plans Section

“Filtering” Information for Intelligence

WebEOC (MC, local, regional versions)Office CommunicatorVIPERSocial Media (Twitter, FB)InternetTV800 mhz –external (Interoperability)Collaboration with other nodes;• Risk Mgt• BRPC• Comm Services• Phys & Pt Referral Call Ctr• Medcom

Focus = the Next Op Period

Modified Planning P• Assess situation• Develop objectives• Develop tactics• Communicate plan• Track implementation of plan• Re-assess situationDeploy people, supplies, equipmentRedeploy people, supplies, equipment

“Targeted” Communications (EP&R)

Form Incident Mgt Tm (99)Text Paging (199, 299, 399)Command Center AlertsTeleconferencingOverhead Paging (ITC)Alertus (UVA)800 mhz – internal (Interoperability)

“Broad” Communications (Marketing)

Mass EmailsInternetSocial Media (Twitter, FB)RadioTV

Situational Awareness(EP&R)

Incident Action Planning and Resource Management(EP&R)

Communicate(EP&R and Marketing)

Incident Management Team for Satellite Settings

One Building Involved

Building Manager(e.g. Republic Plaza or Bldg 415 at Fontaine)

Safety Officer

Medical/Technical Specialist(s)

General Staff

Command Staff

Communications Assistant

Logistics CoordinatorFloor Leader Floor Leader Floor Leader

HospitalCommand

Center

Administrators/Chiefs

Incident Commander

On Scene

Incident Management Team for Satellite Settings

Two or More Bldgs Involved – Both Medical Ctr

Complex Coordinator(e.g. Northridge Medical Park)

Safety Officer

Medical/Technical Specialist(s)

General Staff

Command Staff

Communications Assistant

Logistics CoordinatorBuilding Manager

(e.g. TCH)Building Manager

(e.g. MOB)Building Manager

(e.g. Moser)

Floor Leaders Floor Leaders Floor Leaders

HospitalCommand

Center

Administrators/Chiefs

Incident Commander

On Scene

Incident Management Team for Satellite Settings

Two or More Agencies Involved

Multiagency Coordination Group(e.g. Fontaine Research Center)

Safety Officer

Medical/Technical Specialist(s)

General Staff

Command Staff

Communications Assistant

Logistics CoordinatorBuilding Manager

(e.g. UPG)Building Manager

(e.g. Bldg 545)

Floor Leaders

Local EOC

Incident Commander

On Scene

Building Manager(e.g. Bldg 415)

Floor Leaders Floor Leaders Floor Leaders Floor Leaders

Building Manager(e.g. HealthSouth)

Building Manager(e.g. Snyder Bldg)

Hospital Command Center

Thank You For Your Time!

Next meeting: 10 September 2012

Note: Look for Emergency Management Icon on your Desktop.

If it’s not there type Start > Run > Load Icons and click OK

4-2267 Power failure Elevator outage Flooding Gas leak Heating, air cond, and ventilation Sewage back up Water supply or contamination Tube outage

Emergency Numbers

2-FIXX

Transportation

Pool equipment

Environmental Services

Courier/Interfacility services

Linen

Nutrition Services

4-2012 Bomb Threat Fire Medical emergency Infant abduction Medical gas outage Workplace violence

Other Numbers

4-5334:  Computer system failure

2-4911:  HAZMAT

4-8600: Telephone outage