Incident Action Planning - EORM · Incident Action Planning Christy Wolter, Principal Consultant August 27, 2013 . ... Keys to an Effective IAP EORM Confidential – Not for Distribution

Incident Action Planning

Christy Wolter, Principal Consultant August 27, 2013

EORM Confidential – Not for Distribution

Seminar Outline

2 EORM Confidential – Not for Distribution

Overview of the Hospital Incident Command System

The Incident Action Planning Process

Components of an Effective Incident Action Plan

Forms and Tools to help Complete an Incident Action Plan

© 2013 Environmental and Occupational Risk Management, Inc.

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Key Terms and Acronyms

• Hospital Incident Command System HICS

• Hospital Command Center HCC

• National Incident Management System NIMS © 2013 Environmental and Occupational Risk Management, Inc.


What is HICS?

Incident Command

System

Logical Structure

Reporting Channels

Common Nomenclature

Defined Responsibilities



Basic Incident Command Structure


Incident Commander

Operations Section Chief

Planning Section Chief

Logistics Section Chief

Finance/ Administration Section Chief

Public Information Officer Safety Officer

Liaison Officer Medical/Technical Specialist(s)


Command Section

• Overall Management • Objectives and Priorities • Ensure successful completion

Functions

• Incident Commander • Command Staff Composition


Command Staff

7 © 2013 Environmental and Occupational Risk Management, Inc. EORM Confidential – Not for Distribution

Incident Commander

Public Information Officer Safety Officer

Liaison Officer Medical/Technical Specialist(s)


Sections (General Staff)

Operations Planning

Logistics Finance


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Operations


Operations Section


Medical Care Branch

Staging Manager

Infrastructure Branch

Haz Mat Branch Security

Business Continuity

Branch


Medical Care Branch


Organize and manage the delivery of emergency, inpatient, outpatient, and casualty care, and clinical support services


Medical Care Branch Director

Inpatient Unit Casualty Care Behavioral/ Mental Health Outpatient Unit Clinical Support Patient

Registration

Infrastructure Branch


Organize and manage the services required to sustain and repair the hospital’s infrastructure operations


Infrastructure Branch Director

Power and Lighting Food Services Medical Gases

and Devices Water/Sewer Environmental Services HVAC Building/

Grounds

HazMat Branch


HazMat Branch Director

Detection and Monitoring

Victim Decontamination

Facility/Equipment Decontamination

Spill Response Team

• Organize and direct hazardous material incident response activities

• Technical, and emergency decontamination; and facility and equipment decontamination

Security Branch


Coordinate activities related to internal and external personnel and facility security


Security Branch

Director

Access Control Traffic Control Search Unit Crowd

Control

Law Enforcement

Interface

Business Continuity Branch


Ensure business functions are maintained, restored or augmented


Business Continuity

Branch Director

Information Technology

Records Preservation

Business Function

Relocation

Service Continuity

Logistics Section


Logistics are the “getters” – They provide the “stuff” the other sections need

Service Branch

Support Branch



Logistics Section – Service Branch

Service Branch

Communications Food and Water IT/IS



Logistics Section – Service Branch


Support Branch

Employee Health and Well-Being

Family Care Supply Facility Transportation Labor Pool


Planning Section


Resources

Personnel Material

Demobilization Situation

Patient Tracking Bed Tracking

Documentation


Planning Section


Collect, evaluate, and disseminate incident information and intelligence to Incident Commander

Prepare status report

Develop the Incident Action Plan (IAP)


Finance Section


The Bank $$$$$$


Finance Section Chief

Time Compensation Cost Procurement


Incident Action Planning Process

Assess the Situation

Set Operational

Period

Priorities and Control Objectives

Strategies and

Tactics

Implement Actions




Assess the Situation


• Life Saving • Stabilization • Property

• Safety Concerns

• Location • Magnitude

Type of Incident

On-Going Hazards

Determine Initial

Priorities

Establish the Hospital Command

Center



Set the Operational Period


Operational Period: • Amount of time for a given

set of actions in the IAP • Set by Incident Commander

Set in Hours • Does not have to match

shift times • Can be short or long



Safety Priorities and Control Objectives


Control Objectives

• Define where you want to be at the end of the response

• Not limited to Operational Period

Examples

• Provide care to all patients who arrive as a result of the incident

• Ensure safety of all staff, patients, visitors



Operational Period Objectives – More specific than Command Objectives – “Game Plan” – SMART objectives


Decontaminate 15 victims in the

next hour

Contain the chemical release

in the boiler room during this

operational period

Set up child care center prior to the next shift



Strategies vs. Tactics


• General direction • Approach Strategies

• Specific actions • How will you do what you

need to do? Tactics



Determine resources needed and issue assignments – HICS org chart

Activate additional positions as needed

Dynamic process!




Implement Actions – Are objectives achieved? – Is the strategy safe? – Are tactics effective?


Direct

Monitor

Evaluate



Assess and Adjust


Situation Assessment

Check Resource Availability

Revise Plan as Necessary

Keys to an Effective IAP


Not Business As Usual!

Follow the Process – Plan, and follow the plan

Use the HICS Structure

Plan, Do, Check, Act



HICS Roles in the IAP Process

Incident Commander

• General Control Objectives

• Sets Operational Period

• Approves initial actions and completed IAP

Safety Officer

• Advises on safety issues

• Develops Safety Plan

• Oversees safety of operations


• Prepares for Planning Meeting

• Conducts Planning Meeting

• Coordinates and submits IAP to the IC

• Distributes completed IAP


• Determines areas of operation

• Advises IC of Operations work assignments

• Determines tactics

• Determines resource requirements

Logistics Section Chief

• Ensures resources are ordered to meet needs

• Advises IC on activated logistics positions

• Ensures resources are available to support plan

Finance Section Chief

• Cost implications of the plan

• Ensures plan is within cost limitations

• Advises IC on activated Finance section positions


Forms and Tools to Complete an IAP


The Forms are Valuable! – Serves as a road map in response: everyone acting from the

same plan – Serves as foundation for corrective action – Ensures consistency and compliance with regulatory guidelines

» Complies with documentation for FEMA reimbursement » Assists with insurance claim filing






HICS Form 201: Incident Briefing


Purpose: Documents initial response information & actions at start-up

Origination: Incident Commander

Copies to: Command staff, Section Chiefs, and Documentation Unit Leader

When to Complete: Prior to briefing the current operational period

Helpful Tips: Distribute to all staff before initial briefing



HICS Form 202: Incident Objectives


Purpose: Defines objectives and issues for operational period

Instructions: General Command and Control Objectives for the Incident – Weather/Environmental Implications for the Period – General Safety/Safety Messages – Attachments – Prepared by Planning Chief



HICS Form 203: Organization Assignment List


Purpose: To document Hospital Command Center staffing

Origination: Resources Unit Leader

Copies to: – Command Staff and General Staff – Branch Directors and Agency Staff – Documentation Unit Leader



HICS Form 204: Branch Assignment List


Purpose: Document branch assignments, operational period objectives, strategies/tactics and resource needs

Origination: Branch Director

Copies to: Command, General Staff & Documentation Unit Leader

Prepared by: Branch Director

Approved by: Planning Section Chief

When to complete: At the start of each operational period



HICS Form 261: Incident Action Plan Safety Analysis


Purpose: Document hazards and define mitigation

Origination: Safety Officer

Copies to: Command & General Staff, Sections & Branches

Prepared by: Safety Officer

Approved by: Incident Commander

When to complete: Prior to safety briefing



HICS Form 214: Operational Log


Purpose: Document – Incident issues encountered – Decisions made – Notifications conveyed

Origination: Command and General Staff

When to complete: – Continuously, from activation through demobilization



Tools and Resources


www.calhospitalprepare.org

FEMA (www.fema.gov)

www.hicscenter.org


http://www.calhospitalprepare.org/

http://www.fema.gov/

http://www.hicscenter.org/

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Questions/Discussion