Handbook

CLOSED Points of Dispensing

Pocket Guide

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# OF EMPLOYEES: # FAMILY MEMBERS: TOTAL:

=

Estimating the number of people receiving medicationsSAMPLE TOOL

In estimating the number of doses your agency will need to request from the local health department, you must first consider the number of employees you currently employ. In calculating this number, be sure to consider the number of volunteers, full-time, part-time, contractual, and seasonal employees that work in your agency. In addition, you will need to decide whether you will also provide the emergency medical intervention to the family members of your employees . Keep in mind, they are more likely to report to work if they are sure of the safety and wellbeing of their family members .

# Full-time:_______ # Part-time:_______ # Contractual:_______ # Seasonal:_______ # Volunteers:_______

SITE PREPERATION

Dispensing Site Selection Criteria

Ability to accommodate the number of people your are expecting

Accessibility Easily accessible for your employees? Handicap access?

Ease with which you can receive supplies and medical assets

Layout allows for secure storage of medical assets

Additional Layout Recommendations

Considerations for dispensing site Space allows for the organization of different

points of delivery (e.g. Screening, Dispensing) Handicap access Minimize bottlenecks by pre-identifying

complicated cases (e.g. individuals who require additional consultation due to contraindications)

POD floor plan provides express dispensing ‘route’ for uncomplicated clients (e.g. with no contraindications)

Gathering Materials General Supplies

Tables Chairs Extension cords Office supplies Name tags Waste baskets & bags Fax machine, telephones Signage (to provide

directions) Computer/Laptop

Medical Supplies Gloves Hand sanitizers Facial tissues Educational materials Medical assessment

forms Medication labels Emergency phone

numbers

Proven Best Practice: Many agencies have developed “Go Kits” which contain essential supplies and guidance to allow for rapid response. The POD supervisor or any other person is then prepared to respond immediately to a call for POD activation.

COMMUNICATION

Communicating w/ the County

Primary PUSH Partner Contact Name: Title: Phone: Alternate Phone: E-mail:

Primary County Contact

Name: Title: Phone: Alternate Phone: E-mail:

Communicating with employees

Plan will need to address What will you need to communicate?

How will you communicate?

Who will you need to communicate with?

What to communicatebefore the emergency?

Steps your agency is taking to safeguard employee health & wellbeing (e.g. overview of the Push Partner program)

Basics on how medication will be dispensed to employees, their family members, and patients (if applicable).

Where to get additional information? (e.g. TV, radio, website, etc.)

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What to communicateduring the emergency? Who can get the medical

interventions? Full-time employees, Part-time

employees, Contractors, Family members?

When can you get the medications? Days & times when the POD will

be open to clients Where can you get the

medications? Location where clients can receive

the medical intervention What information they should

bring?

My Notes: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Proven Best Practice: Use communications to allay any panic, reassure your employees, and to reinforce disease prevention techniques.

What to communicateafter the emergency?

Importance of completing the drug regimen

Results of the POD operation

Appreciation of staff support

Where to find additional information

My Notes: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Relaying your message

Email? Fax? Fliers/ Information brochures? Information sessions?

Proven Best Practice: In your plan, make sure that you address any language barriers by drafting messages or information alerts in languages other than english. Similarly, employ different mechanisms to relay your message.

STAFFING

POD Staff Selection

When selecting your POD staff consider the following: What type of skills and/or credentials are required

for this position? Based on the above, who is best trained to fulfill

this position? Who will be available on a short notice?

Proven Best Practice: For key POD positions, you may want to identify alternate individuals who may fill the position in the event the main person identified is unable to do so.

Dispensing Supervisor

_________________

Security

_________________

Non-medical Operations

_________________

Medical Operations

_________________

Dispensing

___________.

First Aid

___________.

Screening

___________.

Inventory

___________.

Facility

___________.

Registration

___________.

Screening Staff

___________________

__________________.

Dispensing Staff

___________________

__________________.

First Aid Staff

___________________

__________________.

Registration Staff

___________________

__________________.

Inventory Staff

___________________

__________________.

Facility Staff

___________________

_________________.

POD Staff Organization Chart(Incident Command Structure)

Note: The diagram depicted is only an example that is often used in a traditional POD. Your agency may expand or contract this chart to fit the needs of your Closed POD.

Optional

Sample II POD Staff Organization Chart(Incident Command Structure)

Note: The above diagram is another example of how your POD staff may be organized. Depending on the size of your agency, different individuals may be chosen to fit each role or one person may fulfill the tasks associated with different roles. Remember, this is only a suggested organization that illustrates the chain of command.

Dispensing Supervisor

_________________

Dispensing

Screening

Flow Coordinating

Inventory

Designated Medical Counselor

Patient Care

Greeting

Job Action Items

The following are task lists of each category of work that needs to be accomplished at a CLOSED POD.

Specific individuals may be designated for each area or one person may be responsible for completing the

action items listed.

POD SupervisorACTION ITEMS

Organization’s expert on the Push Partner Program Establish communication with the county Activate your POD plan Initiate a calling tree to activate all POD staff Brief POD staff Receive and store medical interventions coming from the

county Conduct a walk through of the dispensing site Ensue that it follows established guidelines Update the County of POD status

For more information see the JAS folder on your Push Partner CD.

POD Briefing

Conducted by POD Supervisor Includes

Information on the situation Review of guidelines and protocols Facility layout (i.e. identification of break room,

rest rooms, emergency exits, etc.) POD layout and flow

SecurityACTION ITEMS

Secures POD operations Secure the medical assets as the package arrives from the

county Ensure security of the POD site and critical assets Establish personnel throughout the site to maintain safety

of POD staff and clients Maintains access to the POD site by authorized personnel

only Place other security personnel in locations to maximize the

safety of the facility, assets, staff, and clients. Maintain communication with the POD Supervisor


Medical AreaACTION ITEM OVERVIEW

Includes screeners, dispensers, and First-Aid operations Verify adequate medical staff levels to operate POD Ensure that personnel have resources to complete their

designated tasks Brief screening/dispensing/First-Aid staff on their

designated tasks and review POD layout Ensure sufficient medications are available Ensure proper storage procedures are being followed Review set-up stations to make sure they are organized to

maximize POD follow and they follow established guidelines

Maintain communication with POD Supervisor


Screening AreaACTION ITEMS

Main Purpose: to screen clients Review registration form to assess for

contraindications Review screening procedures Ensure county directives for dispensing medical

regimen are being followed Track the usage and availability of screening

forms Maintain communication with POD supervisor


Main Purpose: to provide medications to clients Ensure use of PPE Ensure First Aid area is set-up Address patient’s immediate medical needs Follow established protocol to contact EMS

provider for transporting client(s) to treatment facility

Maintain communication with POD supervisor

Dispensing AreaACTION ITEMS


First Aid AreaACTION ITEMS

Main Purpose: to meet the medical needs of clients Use PPE Ensure First Aid area is set-up Address patient’s immediate medical needs Follow established protocol to contact EMS

provider for transporting client(s) to treatment facility

Maintain communication with POD supervisor


Non-medical AreaACTION ITEM OVERVIEW

Main Purpose: to address the non-medical needs of the POD operations Ensure

adequate number of staff is available for POD operations

availability of office supplies and necessary equipment staff have necessary resources to complete their tasks proper signage and directions are setup and provided

Maintain communication with the POD Supervisor


Registration areaACTION ITEMS

Main Purpose: to distribute necessary forms to clients Review and understand the forms that need to be

completed by clients Ensure:

guidelines on where to refer clients are clear and followed

staff have access to necessary supplies Maintain communication with POD supervisor


Inventory/Supply ACTION ITEMS

Main Purpose: to track the use and availability of supplies, equipment, etc. Ensure tracking protocols and methods are in

place and operable Communicate with medical and non-medical

leads to monitor equipment and supply needs Request additional equipment and supplies as

needed Maintain inventory of equipment and supplies Maintain communication with POD supervisor


Inventory:What needs to be tracked

Medications arriving from the county Supplies arriving from the county Usage of

Equipment Supplies Medications

FacilitiesACTION ITEMS

Main Purpose: Collaborate with the POD Supervisor to make sure the facility is operable Coordinate delivery of supplies and medical

assets with the POD Supervisor Assist in identifying proper storage area for

medications Set up barriers and other traffic control equipment Ensure access to the facility Ensure facility utilities are functioning properly Maintain communication with POD supervisor


Demobilizing your POD

Debrief

Hold a meeting with POD staff to evaluate the agency response

Obtain feedback on how well the POD operated Identify areas of improvement Identify best practices Revise your plan and guidelines to address issues

identified Meet with the County to review the interagency

response

Proven Best Practice: In Emergency Management, once this debriefing has occurred the key points are compiled into an After Action Report. This is a summary describing the event, areas of improvement, and best practices.

Returning assets

Designate a person responsible for completing demobilization steps Compile a final report to the county:

Inventory of medical intervention and assets used Copies of completed medical forms and other

documents that are required by the county Coordinate return of unused medications and/or

other unused assets to the county

GLOSSARY

Glossary Bioterrorism: is the deliberate release of viruses, bacteria or other germs used to cause

illness or death in people, animals or plants.

Closed Point of Dispensing: is a location that is operated by a private business that dispenses medications to a specific population which may include its employees and their families. A CLOSED POD is not open to the public. (aka PUSH POD)

Epidemic: The occurrence in a community or region of cases of an illness, specific health-related behavior or other health-related behavior, or other health-related events in excess of what would normally be expected. The occurrence is relative to usual frequency of the disease in the same area, among the specified population, at the same season of the year.

Incident Command System (ICS): is a management model for command, control, and coordination of an organization's emergency response activities. ICS is designed to aid in the management of personnel and resources required to operate during an emergency.

Job Action Sheet (JAS): is a document created for each role within a command structure that specifies the role title, mission, supervisor and duties.

Mass dispensing: is the term used to provide necessary medical intervention to a large number of people to limit the spread of disease and prevent morbidity/mortality from occurring as a result of exposure.

Glossary Open Point of Dispensing: is a location operated by the local public health department

agency that dispenses medications and/or vaccinations to the community members of its jurisdiction.

Outbreak: An epidemic limited to localized (i.e. village, town, closed institution) increase in the incidence of a disease.

POD: Point of Dispensing, a location at which medical interventions (i.e. vaccinations or medications) are provided during a public health emergency.

Personal Protective Equipment (PPE): is specialized clothing or equipment worn by an

individual for protection against any harmful agent (chemical, biological, or radiological).

Receipt, Storage, and Staging (RSS): is the term used to identify the elements (i.e. personnel, facilities, and procedures) of the plan that address the steps of receiving SNS assets (i.e. medication, supplies, etc.), storing them, and transferring them to the appropriate entity for distribution.

Strategic National Stockpile (SNS): is a Centers for Disease Control and Prevention (CDC) program that serves as a national supply of medications and medical supplies for emergency situations.

Glossary Surveillance: is the continuous collection and analysis of data used to monitor health

status and the occurrence of disease. Surveillance is key in detecting an outbreak of disease in a community and the information collected helps public health officials in understanding the nature of the outbreak. Surveillance is the essential feature of epidemiological practice.

Additional Resources

Additional Resources Arizona Center for Public Health Preparedness www.azcphp.publichealth.arizona.edu

Arizona Department of Health Services Pandemic Influenza Information http://www.azdhs.gov/pandemicflu/

Cities Readiness Initiative- Center for Disease Control and Prevention http://www.bt.cdc.gov/cri/

Mass Antibiotic Dispensing: Taking Care of Business (CDC Course) http://www2.cdc.gov/phtn/business/default.asp#add

Maricopa County Department of Public Health, Public Health Emergency Department http://www.maricopa.gov/Public_Health/PHEM/default.aspx

National Association of County and City Health Officials- Strategic National Stockpile Project http://www.naccho.org/topics/emergency/SNS/index.cfm

PandemicFlu.gov www.pandemicflu.gov

Strategic National Stockpile (SNS)- Center for Disease Control and Prevention http://emergency.cdc.gov/stockpile/index.asp

Yale Center for Public Health Preparedness http://publichealth.yale.edu/ycphp/glossary.html

MY NOTES:

The information in this pocket guide is condensed. For more information, please refer to your county mass dispensing guidelines and to the websites listed inside. This publication was supported by Grant U90/CCU924239-02 from the CDC. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the CDC.

Handbook

Documents

alternate phone

medical interventions

employees plan

parttime employees

fulltime employees

medical assets layout

essential supplies

dispensing site space