POD 101 Introduction to Point of Dispensing Emergency Preparedness and Response Program &...

POD 101Introduction to Point of Dispensing

Emergency Preparedness and Response Program &Community Health Services

Version 1.1

OBJECTIVES

Participants will be able to:– Define the purpose of the POD– Describe how a POD is organized– Explain the five client areas in the POD

AGENDA

What is the purpose of POD? How a POD is organized? What happens in the POD?

What is the Purpose of the POD?

POD PURPOSE

Point of Dispensing Large scale dispensing site to provide

preventive antibiotics or vaccination Not a treatment site

POD PURPOSE

Response to emergency health situations Adaptable to a variety of hazards and disease

outbreaks– Anthrax– Smallpox– Pandemic Flu– Bacterial Meningitis– Hepatitis

How is a POD organized?

POD ORGANIZATIONAL STRUCTURE

Public Health Emergencies Various types of emergencies POD size varies

ORGANIZATION OF POD Incident Command System (ICS) Chain of Command

– Standardizes communication & path of critical information Span of Control

– One (1) to Seven (7) Rule Modular Organization

– Flexible to fit incident scale and staffing requirements (Between 46-76 staff per shift)

– Expand/Contract depending on incident’s need– Positions filled as needed

INCIDENT COMMAND SYSTEM (ICS)

Universal on-scene emergency management Used by all response agencies Common organizational structure Clear communication Prevent duplication of services

ICS SECTION

COMMAND

LOGISTICS

PLANNING/INTELLIGENCE

OPERATIONS

FINANCE/ADMINISTRATION

CHAIN OF COMMAND:COMMUNICATION

StaffStaff

Team Team LeaderLeader

Group Group SupervisorSupervisor

Section ChiefSection Chief

POD Site POD Site ManagerManager

POD ORGANIZATIONAL CHART

POD SITE MANAGER

LIAISON OFFICER(Optional)

SAFETY OFFICER

PUBLIC INFORMATIONOFFICER(Optional)

POD SITE LOGISTICS

Section Chief

POD SITE PLANNING-INTEL

Section Chief

POD SITE OPERATIONSSection Chief

SUPPLYGroup Supervisor

PHARMACY SUPPLY

Group Supervisor

EVALUATION Group Supervisor

REGISTRATIONGroup Supervisor

REGISTRATION TEAM 2(Optional)

Unit Leader

EVALUATION TEAM 1Unit Leader*

REGISTRATION TEAM 1Unit Leader

Communication /IT Staff (1)

Pharmacy Supply Staff (1)

Supply Staff (2)

Runner (1)

Registration Staff (6)

DOCUMENTATIONGroup Supervisor COMMUNICATION / IT

Unit Leader

SITUATIONAL ANALYSIS

Group Supervisor

Situational AnalysisStaff (1)

DocumentationStaff (1)

PERSONNELGroup Supervisor

Personnel Staff (2)

Q & A Staff (2)

Dispensing Staff (6)

Runner (1)

DISPENSING Group Supervisor

DISPENSING TEAM 1 Unit Leader

Runner (1)

POD Management Staff

Runner (1)

Q &A(Optional)

Group Supervisor

DISPENSING TEAM 2 (Optional)

Unit Leader

Runner (1)

Evaluation Staff (6)

EVALUATION TEAM 2(Optional)

Unit Leader

Runner (1)

What happens in a POD?

POD CLIENT AREAS

Queuing Area

Registration Area

Dispensing Area

Evaluation Area

Q & A Area

Dispensing Area

Step 3a: Pick up Medicine

Evaluation Area

Step 3b: Pick up Medicine

Registration Area

Step 1: Step 2:Fill Form Show Form

Q & A(Optional)

Queuing Area

QUEUING AREA

Waiting area to enter the POD Clients begin to fill out registration/screening

Registration Area

Client completes registration/screening form Forms are reviewed Client directed to next area

Dispensing Area

Client receives standard medication– Oral– Injection

Evaluation Area

Client further evaluated Client receives medication

– Oral– Injection

Referral to primary physician

Q&A Area

Client receives additional information Further questions answered Clients exit POD

AGAINST THE CLOCK: The Game

Set up your POD You are registration staff – send the clients to

the correct area Does this client need to go to Dispensing or

Evaluation?

REVIEWWhat happens in a POD?

Point of Dispensing (POD)

Response to emergency health situation Large scale medication dispensing site Provide preventative antibiotics or

vaccinations to large population in short period of time

Not a treatment site

POD CLIENT AREAS

Queuing Area

Registration Area

Dispensing Area

Evaluation Area

Q & A Area

Dispensing Area

Step 3a: Pick up Medicine

Evaluation Area

Step 3b: Pick up Medicine

Registration Area

Step 1: Step 2:Fill Form Show Form

Q & A(Optional)

Queuing Area

POD 102Point of Dispensing:

Roles and Responsibilities

Emergency Preparedness and Response Program &Community Health Services

Version 1.0

OBJECTIVES

Participants will be able to:– Describe the five (5) staffing levels in the POD

organizational structure.– Describe two (2) responsibilities of staffing levels

that supervise.– List at least five (5) different roles in the POD.– Explain the responsibilities of at least two (2) roles

in the POD.

AGENDA

What is the organizational structure of the POD?

What are the roles and responsibilities of each position in the POD?

What will I be asked to do in the POD?

What is the organizational structure of the POD?

ORGANIZATION OF POD

Incident Command System (ICS)– Common organizational structure used by all

response agencies Chain of Command

– Standardizes communication & path of critical information

Span of Control– One (1) to Seven (7) Rule

POD SITE MANAGER

SAFETY OFFICER

POD SITE LOGISTICS

Section Chief

PHARMACY SUPPLY

Group Supervisor

Unit Leader

Supply Staff (2)

Runner (1)

Unit Leader

Group Supervisor

Personnel Staff (2)

Q & A Staff (2)

Runner (1)

Q &A(Optional)

Group Supervisor

Unit Leader

Runner (1)

Unit Leader

Runner (1)

STAFFING LEVELS

StaffStaff

CommandCommand

COMMAND

Oversees the overall objectives of POD Oversees the safety of personnel Works with other agencies

SECTION CHIEFS

Supervises operations of Section according to Incident Action Plan

Ensure overall safety and welfare of Section personnel

GROUP SUPERVISORS

Determine if Group resources are sufficient Brief Team Leaders Oversee assigned Teams progress and inform

Section Chief

TEAM LEADERS

Supervises a team of up to 7 staff Brief Staff Ensures Staff performs their functions Ensure Team has sufficient personnel and

supplies Inform Group Supervisor of progress

Perform job duties in Position Checklist

Take direction from Team Leader

Complete instructed tasks and assignments

CHAIN OF COMMAND:COMMUNICATION

StaffStaff

POD Site POD Site ManagerManager

What are the roles and responsibilities in the POD?

POD SITE MANAGER

SAFETY OFFICER

POD SITE LOGISTICS

Section Chief

PHARMACY SUPPLY

Group Supervisor

Unit Leader

Supply Staff (2)

Runner (1)

Unit Leader

Group Supervisor

Personnel Staff (2)

Q & A Staff (2)

Runner (1)

Q &A(Optional)

Group Supervisor

Unit Leader

Runner (1)

Unit Leader

Runner (1)

COMMAND

POD Site Manager Public Information Officer Safety Officer Liaison Officer

POD SITE MANAGER

Provides overall supervision and leadership

Coordinates activity for all Command staff and Section Chiefs

Keeps Sections Chiefs and Department Operations Center briefed

Oversee and direct setup of POD site

Contacts all outside Agency Representatives at POD site

Keeps agency representatives briefed on incident situation

Relay requests and promote interagency cooperation

POD SITELIAISON OFFICER

Establish as point of contact for all members of the media at POD site

Develop material for use in media briefings

Conduct media briefings Collect and report questions from media

POD SITE PUBLIC INFORMATION OFFICER

Identify hazardous situations Set safety policies and procedures Stop or prevent unsafe acts Point of contact for safety and security

issues

POD SITESAFETY OFFICER

OPERATIONS SECTION

Registration Group Dispensing Group Evaluation Group Q & A Group

POD SITE OPERATIONS

EVALUATION GROUP

REGISTRATIONGROUP

DISPENSING GROUP

Q &AGROUP

(OPTIONAL)

OPERATIONS SECTION CHIEF

Brief, assign, organize, and supervise Operations Section personnel

Oversees operations of each group and makes changes as necessary to ensure efficiency

Determine need and request additional resources

Report operational issues, events, and occurrences

REGISTRATION GROUP ROLES

Registration Group Supervisor Registration Team Leader Registration Staff Runner

REGISTRATION GROUP

Distribute screening forms to clients Assist clients complete their forms Answer clients question regarding POD

process Review completed forms Direct clients to next appropriate area:

– Dispensing– Evaluation

DISPENSING GROUP ROLES

Dispensing Group Supervisor Dispensing Team Leader Dispensing Staff Runner

DISPENSING GROUP

Review client form Collect client form Give the standard medication to client Direct client to Q & A or Exit

EVALUATION GROUP ROLES

Evaluation Group Supervisor Evaluation Team Leader Evaluation Staff Runner May also include staff for:

– Symptom Management– Contact Follow-Up– Language Services– Mental Health Services– Accessibility Services

EVALUATION GROUP

Assists clients needing extra time to complete process for any reason

Assess client based on forms and other observations or questions

Select appropriate course of action– Dispense standard or alternate medication– Issue referrals to Primary Medical Provider

Answer questions Collect client form and direct to Exit

Q & A GROUP ROLES

Q & A Group Supervisor Q & A Staff Runner

Q& A GROUP

Answer client questions regarding– Disease agent– Symptoms– Treatments– Purpose of Preventative medications

Provide fact sheets Direct clients to Exit

PLANNING SECTION

Documentation Group Situational Analysis Group

DOCUMENTATIONGROUP

PLANNING SECTION CHIEF

Schedule planning meetings Report information about issues, events, and

occurrences to POD Site Manager Supervise preparation of the Incident Action

Plan Establish information requirement and

reporting schedules Oversee Documentation Group and Situation

SITUATION GROUP ROLES

Situation Group Supervisor Situation Staff

SITUATION GROUP

Collects and analyzes incident data Maintains and posts current status Collects information on local

situation Prepares resource and situation

status reports Prepare future operational period

predictions

DOCUMENTATION GROUP ROLES

Documentation Group Supervisor Documentation Staff

DOCUMENTATION GROUP

Establish duplication services Assemble and make copies of

Incident Action Plan Collect forms and documents File and store all forms and

reports

LOGISTICS SECTION

Supply Group Pharmacy Supply Group Communication/IT Group Personnel Group

POD SITE LOGISTICS

SUPPLYGROUP

PHARMACY SUPPLYGROUP

COMM./ IT GROUP

PERSONNELGROUP

LOGISTICS SECTION CHIEF

Determine resource needs for POD operations Report information about issues, events, and

occurrences to POD Site Manager Identify and advise on supply, equipment, and

personnel requirements Arrange, coordinate, and process requests for

additional resources Oversees Supply, Pharmacy Supply, Personnel,

and Communications Group

SUPPLY GROUP ROLES

Supply Group Supervisor Supply Team Leader Supply Staff

SUPPLY GROUP

Maintain inventory of supplies and equipment (except for pharmaceutical supplies)

Receive requests for supplies and equipment Order supplies and equipment Receive, distribute, and store supplies and

equipment

PHARMACY SUPPLY GROUP ROLES

Pharmacy Supply Group Supervisor Pharmacy Supply Team Leader Pharmacy Supply Staff

PHARMACY GROUP

Maintains and manages inventory of pharmaceutical supplies and equipment

Receives requests for pharmaceutical supplies and equipment

Orders pharmaceutical supplies and equipment

Receive, distribute, and store pharmaceutical supplies and equipment

PERSONNEL GROUP ROLES

Personnel Group Supervisor Personnel Staff

PERSONNEL GROUP

Establishes Check-in function at POD site Ensures signs are posted to check-in location Ensures all POD staff check-in and out Maintains current status, location, and

assignment of all personnel Maintains master roster of all personnel Receives requests for additional personnel

COMMUNICATIONS/IT GROUP ROLES

Communications/IT Group Supervisor Communications/IT Staff

COMMUNICATION/IT GROUP

Distribute radios to POD personnel Ensure communication equipment is tested

Provide technical assistance Monitor radio traffic to ensure

communications plan is followed Maintain records on all communications

equipment Recover equipment from released personnel

What will I be asked to do in the POD?

ASSIGNMENT OF POD ROLES

You will be assigned a role depending on:– Need at the POD– Your experience, skills, and licensure

Not be asked to perform duties outside of your training, skill set, and/or licensure

If unable to perform assigned role, tell your supervisor

WE NEED YOU

Your experience and skills are vital Every role in the POD is important Be flexible

QUESTIONS?

WHO AM I?

Guess who I am? There will be three clues given describing a

role in the POD. Guess which role I am. Be specific

We Need Your Help

ARE YOU

Willing to help others in emergency A good communicator Able to work well with others A good organizer Able to speak different languages Experienced in managing people Licensed to administer vaccines

WE NEED YOU

Your experience and skills are vital Every member of the team is important You will be assigned a role depending on:

– Need at the POD– Your experience and skills

Be flexible

Did you COMPLETE these FORMS?

Pre-Test Post-Test Photo Consent Forms Availability Form Evaluation

Thank You Very Much for Volunteering!

CLINICAL VOLUNTEERS

Please stay seated for the Clinical Vaccine Administration Training

POD 101 Introduction to Point of Dispensing Emergency Preparedness and Response Program &...

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