Chapter 1 PLANNING INFRASTRUCTURE [ENTER FACILITATOR’S NAME AND CONTACT INFORMATION] Developed by Troutman Sanders LLP Developed for the Virginia Department of Health Funded by Centers for Disease Control and Prevention
Dec 27, 2015
Ch
apte
r 1
PLANNING INFRASTRUCTURE
[ENTER FACILITATOR’S NAME AND CONTACT INFORMATION]
Developed by Troutman Sanders LLPDeveloped for the Virginia Department of Health
Funded by Centers for Disease Control and Prevention
2Planning Infrastructure
3Planning Infrastructure
Toolkit Presentations Instructions for Use
Toolkit Presentations are intended to be a companion to the Hospital Implementation Guide and should not be used in isolation.
The Presentations are intended to serve as a starting point for the facilitator. The facilitator should thoroughly review the Presentation prior to use in Implementation Team, CRAG or Subcommittee meetings and customize the Presentation to meet the unique needs of the meeting participants.
Pay particular to attention to the information provided in brackets ([ ]), which must be completed by the facilitator prior to use.
Included in the “Notes” section of each slide are the following types of information:
• Slide Type, which indicates whether the slide is for information or discussion, serves as a placeholder, or is some combination thereof
• Planning Guide Section(s), which will direct the facilitator to the corresponding sections of the Planning Guide and Hospital Implementation Guide for further information
• Special Instructions, which provides directions for the facilitator to customize the slide for the intended audience
• Speaker’s Notes, which provides more detailed information to supplement the material on the slide
Refer to the Hospital Implementation Guide for further guidance and helpful hints on effectively completing the process described in the Planning Guide.
4Planning Infrastructure
Implementation Team
[Enter names and departments of each Implementation Team member]
5Planning Infrastructure
Chapter Overview
Identify the “Convener”Establish an “Implementation Team”Identify a resource to facilitate the
planning activitiesDetermine the Planning Unit for key
activitiesEstablish CRAGs for each Planning UnitSet forth clear expectations for planning
process
6Planning Infrastructure
Add slides from Altered Standards Overview presentation, as needed, to introduce the Implementation Team to the concept of altered standards and critical resource shortage response planning.
7Planning Infrastructure
Introduction to Planning Guide
8Planning Infrastructure
Background
Hospitals have done extensive planning for disasters and public health emergencies
Planning for modifying the delivery of care or allocating specific resources and services has lagged behind other planning efforts
A comprehensive framework for dealing with shortages of critical resources was lacking
This is complex and requires a multi-disciplinary approach that combines input from many perspectives- Medical - Operational- Ethics - Public Health- Legal
9Planning Infrastructure
Critical Resource Shortages Planning GuideContributors
10Planning Infrastructure
Planning Guide Framework Develop the critical resource shortage planning infrastructure Conduct a Critical Resource Vulnerability Analysis Develop an ethical framework Develop an operational infrastructure Identify or develop resource-specific Protocols Create an ad hoc infrastructure Engage in collaborative planning with other HMDOs Determine how the CRSRP will be evaluated and maintained Obtain approval of the CRSRP and integrate into relevant
EOPs Develop comprehensive communication plans for key
audiences
11Planning Infrastructure
Terms to Know
Allocation Critical resource Critical resource shortage event (CRSE) Critical Resource Shortage Response Plan (CRSRP) Disaster or emergency EMS provider Goal Health and Medical Delivery Organization (HMDO) Modification Planning Unit Protocols
12Planning Infrastructure
Hospital Implementation Guide
“Teacher’s Edition” of the Planning Guide Written for the Implementation Coordinator and Team Chapter Overviews include:
• Introduction• Responsibility• Goals for Chapter
Subsections include:• Planning Guide text • Goal• Rationale for inclusion in Planning Guide• Real World Examples• Action Items for conducting the activity• Helpful Hints for implementation• Implementation Aids
13Planning Infrastructure
Implementation Toolkit
Planning GuideHospital Implementation GuideProject Management Tools and ResourcesMeeting Facilitation and Consensus Building
Tools and ResourcesOther Helpful Resources
14Planning Infrastructure
Planning Infrastructure
15Planning Infrastructure
Planning Infrastructure
Convener
Implementation Team
Planning Unit
Planning Unit
Planning Unit
CRAG CRAG CRAG
Subcommittee
Subcommittee
Subcommittee
Subcommittee
Subcommittee
Subcommittee
16Planning Infrastructure
Planning Units
State
Hospital
Health System
Community
Region
17Planning Infrastructure
Considerations for Choosing a Planning Unit
Size
Authority
Expertise
Existing relationships
Existing planning efforts
18Planning Infrastructure
Considerations for Choosing CRAG Members
Skills and resources needed for assigned key activitiy(ies)
Represent a broad spectrum of disciplines
Strong combination of stakeholders
19Planning Infrastructure
Expectations
Roles of CRAG members CRAG meeting logistics Budget
• Cost• Contributions from CRAG members• Other funding sources
Incentives for CRAG members
20Planning Infrastructure
Key Activities
21Planning Infrastructure
Strong Foundation
Ethical Framework
Operational Infrastructure
Education & Communication
Building the CRSRP
Protocol
Protocol
Protocol
Protocol
Protocol
Protocol
Protocol
Protocol
Ad Hoc
22Planning Infrastructure
Critical Resource Vulnerability Analysis
Develop a list of critical resourcesPrioritize the list of critical resourcesIdentify mechanisms for mitigating
depletion of the resourcesDetermine which critical resources should
be immediately considered for Protocol development
Revisit the CRVA at appropriate intervals
23Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
24Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
25Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
26Planning Infrastructure
Ethical Framework
Identify ethical principlesDefine the ethical GoalDetermine implementation specifications
27Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
28Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
29Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
30Planning Infrastructure
Operational Infrastructure
Determine process for activation and termination of the CRSRP
Determine process for activation and termination of each Protocol
Develop structure for making resource allocation decisions
Develop infrastructure for reviewing and revising CRSRP during a CRSE
Define “essential documentation”
31Planning Infrastructure
Operational Infrastructure cont.
Develop process for responding to non-compliance
Identify resources for psychological and emotional support
Develop a communication plan Develop strategy for providing palliative care
during a critical resource shortage event• Determine goal• Develop standard definition• Identify mechanisms for providing palliative care
32Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
33Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
34Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
35Planning Infrastructure
Protocol Development
Identify existing surge plan Identify any relevant Governmental Protocols Develop Protocol
• Determine modifications• Develop allocation algorithm
Develop an operational plan• Identify triage officer(s) and/or triage committee(s)• Identify information needed to finalize, revise, modify, or
enhance the Protocol during a CRSE• Develop a mechanism for revising the Protocol during a CRSE• Determine when the Protocol will be activated• Determine how and when you will move between tiers of the
Protocol• Determine when the Protocol will be terminated
36Planning Infrastructure
Protocol Development cont.
Identify essential documentationCoordinate with other ProtocolsMemorialize Protocol in writingConduct training
37Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
38Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
39Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
40Planning Infrastructure
Ad Hoc Protocols
Determine how the Planning Unit will decide when the development of an Ad Hoc Protocol is required
Develop the process by which an Ad Hoc Protocol will be created in the midst of a disaster
Develop a standard mechanism for communicating the creation, implementation, and operationalization of Ad Hoc Protocols
41Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
42Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
43Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
44Planning Infrastructure
Coordination with HMDOs
Identify HMDOs for coordination Create a communication strategy with other HMDOs Understand how HMDOs’ responses to the CRSE will
impact other HMDOs Engage in discussions regarding changes to scope of
services• Expansion of scope• Reduction of scope
Discuss cooperative initiatives with other HMDOs Establish parameters regarding “essential
documentation”
45Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
46Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
47Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
48Planning Infrastructure
Evaluation and Maintenance
49Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
50Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
51Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
52Planning Infrastructure
Approval and Integration
53Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
54Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
55Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
56Planning Infrastructure
Communication Plans Develop a communication strategy tailored to providers
Develop a communication strategy tailored to patients
Develop a communication strategy tailored to partners of the hospital(s) in the Planning Unit
Develop a communication strategy tailored to the public
Develop a communication strategy tailored to the press
Develop a communication strategy tailored to politicians
57Planning Infrastructure
Which is the appropriate Planning Unit?
State
Hospital
Health System
Community
Region
58Planning Infrastructure
Who should be on Who should be on the CRAG?the CRAG?
59Planning Infrastructure
Expectations
There will be [#] meetings for this CRAG.The meetings will be held [dates] at
[place].[Name] will facilitate each meeting.[$] will be budgeted to this group for
expenses incurred.Each member will be compensated [$].
60Planning Infrastructure
Questions?Questions?