Working Together to Work Wonders.
UTMBThe Challenges of RecoveringWhen the Patient is your Hospital
Mike Mastrangelo: Program Director Institutional Preparedness
Working Together to Work Wonders.
Emergency Program
New Institutional Safety and Security Committee: Executive institutional oversight of emergency program (President and EVPs)
• Annual Review • Executive Input• Approval of annual program• Preparedness, Prevention, Protection, Mitigation, Response,
Recovery
Working Together to Work Wonders.
MitigationGeneral Approach:
• New Construction – critical Infrastructure: 25 feet above Base Flood Elevation
• Hot water rather than steam (more resilient)
• Combined heat and power system (if possible)
• Community Partners: Water and Power
• Mitigation Plan Approved and Adopted
• New Mitigation Projects Underway
• Flood and Wind Retrofits
Working Together to Work Wonders.
FEMA Approved Mitigation (so far) • Emergency Power Systems: Elevate generators
• Normal Power Distribution: Elevate lines, switchgear, distribution panels
• Chilled Water: Harden and elevate lines
Working Together to Work Wonders.
Hospital Incident Command SystemHICS workshop (TEEX) for senior executives on HICS positions
(President, EVPs, Senior VPs, VPs)• How UTMB would implement HICS (Hospital/Research
Center/National Lab/Academic Enterprise)• Filled positions (goal 5 deep)• Incident Commander for incidents with warning• Staffing of Command Center based on storm severity
(Alternate Command Center on Mainland if needed)
Working Together to Work Wonders.
HICS / Resource Management
Incident Action Plan: Incident Commander’s Objectives
• Strategies and Tactics• Resources / Resource Request• Map Resources to each Objective
Documentation: Work done can be tracked back by date to specific Incident Command objectives
Working Together to Work Wonders.
HICS / Resource Management and Documentation• HICS Documentation Training for Planning, Finance/Admin,
Logistics sections
• Knowledge of Public Assistance / Debris Removal rules and regulations
• Contract in place to provide Planning Section with documentation support if needed
• Contract in place to support Public Assistance claims process
Working Together to Work Wonders.
Damage Assessment• Developed a Damage Assessment Process to include contract
photographic recording
• Damage Assessment Teams include Asset Management and Departmental Representatives
• No work until Damage Assessment is complete
• Use of Computer Aided Facilities Management software applications
• Estimating total damage (can you afford to rebuild?)
Working Together to Work Wonders.
Hurricane ResponseSaffir - Simpson Scale and 120 hour clock
Triggered Response Evacuation Plan based on Hurricane Severity Index
• 10 phase response planCoordination with response partners
• Ambulance Staging Area• Communications / COML Team• Regional Coordination with CMOC, EMTF-6, and
Regional Communications Center for asset mobilization
Phase: OR Traditional Time Line
UTMB Evacuation Planning Checklist
Assigned to Completed Impact Weather Date/Time InitialsTrigger Report 120 Hours
+ Prepare 1 Coordinate with Public Affairs on general
communications as needed Incident Commander Review Evacuation Plan All Confirm Emergency Radio Communications Plan with state and local jurisdictions Liaison Notify Seton that there is a possibility of evacuation. Use UTMB Form A: Initial Patient Evacuation Estimate
Evacuation Support Team / Liaison
Notify Texas Division of Emergency Management on possibility of evacuation. (Mike Jones 979-864-9411 /David Popoff 713 504 4392) Provide a planning estimate of the support needs for a possible evacuationUse UTMB Form A: Initial Patient Evacuation Estimate
Evacuation Support Team / Liaison
Notify the Regional Trauma Advisory Council on possibility of evacuation / potential need to activate the Catastrophic Medical Operations Center (CMOC)
Liaison
2 120 Hours Activate Emergency Operations Plan Continue to provide updates through Public Affairs Incident Commander Activate the Emergency Operations Plan and Command Center and communicate situation and plans to all hospital and clinic departments
Incident Commander
Set up and test emergency communications equipment Operational Leaders, PIO, Information Services
Alert Health System Liaison Team of potential for deployment to Seton or other receiving hospital(s)
Health System Operations
Potential Rideout Team members identified: List to Logistics Section for Sheltering Plan
Health System Operations Section Chief
Request activation of the CMOC (main number 713-884-4408). This number will reach the City of Houston duty officer 24/7 who will contact the CMOC Chief on Call
Liaison
Provide hospitals in the region with an update on UTMB status - update EM Resource
Health System OperationsEmergency Department
Update planning information to Seton, other receiving hospitals, and TDEMUse UTMB Form A: Initial Patient Evacuation Estimate
Evacuation Support Team Leader / Liaison
Working Together to Work Wonders.
Hurricane ResponseCoordination with Receiving Hospital(s)
(Primarily Seton Hospital in Austin)
• MOUs in place• Joint Planning – including use of the Texas Emergency
Tracking Network• Exercises• Access to electronic medical records• Standardization of forms• Improve information flow• Staff to accompany patients• Equipment that accompanies patients
Working Together to Work Wonders.
(Not Just) Hurricane Response
• Hazard Vulnerability Analysis
• High priority risks
• Industrial Incidents / Mass Casualty Incidents
• New Focus on Healthcare Coalitions
• Tabletops in February and March 2012• Regional Partners• Early emphasis on communications planning
Working Together to Work Wonders.
(Not Just) Hurricane Response
On Call system for facilities and health system
• Response to after-hours no-notice incidents• Emergency plans for major scheduled outages and
construction activity (especially regarding utilities)• Event – outage or construction• Objectives• Organizational Assignment List (on-call if needed)• Communications (notification) Plan• Safety Plan
Working Together to Work Wonders.
(Not Just) Hurricane Response
Active Shooter (Violence on Campus)
• New mass notification system• New voice capability – fire alarms• Active Shooter Exercises• Student / Student Government Participation in planning• Threat Assessment Team
Working Together to Work Wonders.
(Not Just) Hurricane Response
Galveston National Lab support for H1N1 outbreak
Working Together to Work Wonders.
Processes• Rules for Force Account Labor
• Policies on ‘disaster pay’
• HICS - Track and certify Time & Effort records (be ready to integrate paper and electronic T&E systems)
• UT Mutual Aid – ‘a system can’t provide itself ‘mutual aid’’
• Use contractors
• State emergency procurement laws – (use competitive procurement and have contracts in place ready to go)
• Contract Monitoring Teams: Project Managers
Working Together to Work Wonders.
Response ContractorsExpectation – knowledge of Public Assistance Rules and Regulations (meeting
with major contractors)
Contractually - Integrate operations into HICS (at UTMB discretion)
• Work only with signed 213RR with scope of work• Any work in excess is volunteer work and will not be compensated• Contract amendments• Separate ‘supplies’ to degree possible• Headcounts included in documentation
Debris Removal and Debris Removal Monitoring Plan submitted to TDEM and FEMA
Protective Measures: Policy – no assets on ground floors without approval of facilities committee. If approved, a continuity plan is required (Contracts to protect assets)
No Time and Materials Contracts
Working Together to Work Wonders.
Questions