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Region 1 Standard Operating Guidelines (SOG)Annual Pre-Event Planning

OBJECTIVE: Effective and Efficient Pre-Event Planning: Includes all 15 CDC Public Health Capabilities. Depending on the nature of the emergency, there may be a need to dispense medication at an Emergency Dispensing Site (EDS SOG); perform disease investigations (Disease SOG); ensure safe food and water (Food/Water SOG); monitor safe housing (Housing SOG); assist with sheltering (Shelter SOG); and all emergencies will likely depend on effective Risk Communications (PIO SOG) and include individuals with functional and access needs (FNSS SOG).

SPECIAL CONSIDERATIONS: Most emergencies have a public health component, so Local Public Health (LPH) officials should work closely

with Response Partners on All Hazards Emergency Plans. Depending on the nature of the emergency, it is likely that there will be a need for at least some Risk

Communications/Public Information as this is an essential LPH response tool (PIO SOG).

CONCEPT OF OPERATIONS: This guide assumes continuous pre-event planning and is NOT a substitute for any Plan, Laws, Regulations or Official Forms. It assumes all planning follows these common steps:1. Assess Current Situation/State

Assess Organizational Roles and Responsibilities Assess Resource Elements

o Planningo Skills/Trainingo Equipment/Technology

Assess Performanceo Data Collectiono After Action Reports and Improvement Planso Continuous Quality Assurance process

2. Determine Goals Review Jurisdictional Inputs

o Existing data from jurisdictional hazards and vulnerability analyses o Emergency management plans o Funding considerations (e.g., guidance or funding requirements from related federal preparedness

programs) o Previous strategic plans or planning efforts o Previous state and local accreditation efforts o CDC’s Strategic National Stockpile Technical Assistance Review results o After Action Reports/Improvement Plans o Previous performance measure results

Prioritize Capabilities and FunctionsoBio-surveillance oCommunity resilience oCountermeasures and mitigation o Incident management o Information sharing

Capacity Priorities to Consider:o Missing/incomplete priority resource elements o Performance/ability is substantially lower than neededo Risks and threats to the public health, medical, and mental/behavioral health system o Ability to close gaps and develop capability is greatest o Evidence-based practice

Region 1 Standard Operating Guide: Annual Pre-Event Planning 2.26.13 Page 1

Develop and Prioritize Short and Long term goals

3. Develop Plans Plan Organizational Initiatives

o Group Goals as appropriate that can be addressed togethero Identify partners needed to reach Short-Term Goalso Engage in concrete activities to meet Goals

Plan Capability Building / Sustain Activitieso Building and Sustaining includes partnerships, MOUs, stakeholders, technical assistance, training,

exercises, resources, equipment, and technology. o Scaling Back when priorities, barriers or resources change.

Plan Capability Evaluations / Demonstrationso Planso Demonstration of Capabilities through routine activities, exercises, real world events

Collect Data related to Capability Measures Evaluations/After Action Reports Quality Assurance and Improvement Plans

Assumptions: Local Public Health (LPH) officials follow the National Incident Management System (NIMS) and Incident

Command System (ICS). All activities are documented and tracked. Public Health will play either a lead or supporting role, depending on the scope of the event. LPH may be the

Incident Commander (IC) or be asked by the IC or his designee to:o Assess the Public Health situationo Contact public and private partners who work with LPHo Provide information and Risk Communications (Public Information) to the public and responderso Inspect facilities to ensure compliance with minimum environmental and health safety standards.o Provide sampling, testing and interpretation o Investigate diseaseso Recommend rationing standardso Assist with volunteer managemento Advise on Individuals Requiring Additional Assistance and those with Access and Functional Needs

Instructions: Page one is a table of contents (TOC). Each item in the TOC points to a section with a checklist of actions to consider, including:

Section 1: Planning and Mitigation: procedures common to all incidents and addresses all 15 CDC public health capabilities which should be addressed in coordination and cooperation with stakeholders and response partners. Many public health emergencies include multiple issues such as safe food, water, air, housing, disease prevention, public information, etc. Consider consulting multiple SOGs. Section 2: Training and Exercises: specific and all hazards training and exercise actions that support the 15 capabilities.

☒ Check Boxes: Can be used to track action items considered or acted upon. In the Resource/Assigned Column find and add resources: items, plans, people.

Starred Items are critical tasks that should always be considered in any large scale Emergency/Incident

Grey shaded area indicate suggested risk communication activities


Region 1 Standard Operating Guidelines (SOG)Annual Pre-Event Planning

TABLE of CONTENTS

1. Planning and Mitigation Begin Within

1.1 Community Preparedness Ongoing Partnerships1.2 Community Recovery Ongoing Partnerships

1.3 Emergency Operations Coordination Immediately

1.4 Emergency Public Information and Warning Update CERC Annually

1.5 Fatality Management Partner with Hospitals

1.6 Information Sharing1.7 Mass Care (Sheltering)1.8 Medical Countermeasures Dispensing (EDS) Update EDS Annually

1.9 Medical Material Management and Distribution1.10 Medical Surge (Alternate Care Sites)1.11 Non-Pharmaceutical Interventions (NPI)1.12 Public Health Laboratory Testing1.13 Public Health Surveillance & Epidemiological Investigation1.14 Responder Safety and Health1.15 Volunteer Management

2. Training and Exercises Begin Within

2.1 ICS/NIMS Immediately2.2 Emergency Support & Response: PIO, Legal Nuts & Bolts, Behavioral Health,

Disease Surveillance, MAVEN Within 1 year

2.3 Public Health Capacity Building: LPHI, MHOA, MAHB, DPH, DEP, ServSafe, Ongoing

2.4 Partnerships/Networks Ongoing

2.5 Exercises and Improvement Plans Ongoing, at least annuallyPlanning Quick Overview: Emergency Planning is a primary responsibility of the BOH. Plans should include:

PEP: Personal Emergency Plan (PEP); Food Establishment/Business Emergency Plan; School Emergency Plan (SEP); HVA: Hazard and Vulnerability Assessment All Hazard Emergency Plan: including FNSS Functional Needs Support Services (IRAA); Disease Surveillance, I & Q COOP: Continuity of Operations Plans PIP/CERC: Public Information Plan; Crisis + Emergency Risk Communications Plan - Joint Information Systems (JIS) Sheltering: both local and regional sheltering, including FNSS EDS: Emergency Dispensing Site Plan Health Care Coalition Plans: public health, health care, mental health, public safety and community partners. Volunteer Management Plan: includes both affiliated and unaffiliated spontaneous volunteers (SUV)

1. Planning and Mitigation

1.1 Community Preparedness Resources/Notes


Definition: Community preparedness is the ability of communities to prepare for, withstand, and recover — in both the short and long terms — from public health incidents. By engaging and coordinating with emergency management, healthcare organizations (private and community-based), mental/behavioral health providers, community and faith-based partners, state, local, and territorial, public health’s role in community preparedness is to do the following:

Support the development of public health, medical, and mental/behavioral health systems that support recovery

Participate in awareness training with community and faith-based partners on how to prevent, respond to, and recover from public health incidents

Promote awareness of and access to medical and mental/behavioral health resources that help protect the community’s health and address the functional needs (i.e., communication, medical care, independence, supervision, transportation) of at-risk individuals

Engage public and private organizations in preparedness activities that represent the functional needs of at-risk individuals as well as the cultural and socio-economic, demographic components of the community

Identify those populations that may be at higher risk for adverse health outcomes Receive and/or integrate the health needs of populations who have been displaced due to incidents that

have occurred in their own or distant communities (e.g., improvised nuclear device or hurricane)

Personal Emergency Preparedness Plan (PEP) Business/Food Establishment Emergency Plan School Emergency Plan (SEP)

Everyone should have a plan.See Region 1:PEP, SEP and FE Templates

Hazard and Vulnerabilities Risk Assessment (HVA) Definition of Risk Potential Hazards and Risks Probability of Risk Mapping of Risks Community involvement in Risk Assessment Process Relation of Risk to health systems High Impact Risk to public health, medical and behavioral health systems

o Pandemic Flu; SARS, etc.o Large Earthquakes that disrupt power and transporto Hurricanes and floodingo Ice/Snow Storms with long term power outageso Chemical/Radiological Evento Animal/Agricultural Disease

Written Public Health All-Hazards Plan with FNSS: Planning Partners include:- State/Local Health Depart.- Emergency Management- Chief Elected Officials (CEO)- Hospitals- EMS- Law Enforcement- Fire- DPW- Transportation- Dispatch/Communications- Mental Health Services- Social Service Agencies- Long-Term Care (LTC)- Community Based Org. (CBO)- Faith Community

Public Health, medical, mental health services for entire population, including vulnerable individuals/groups who may require C-MIST support services for IRAA (Individuals Requiring Additional Assistance)/ FN (Functional Needs)

Community Environmental Health and Safety (Safe Food, Water, Air, Housing, etc.)

Disease Surveillance and Investigation Needs of individuals concerned about adverse health effects Risk Communications/Public Information Family Reunification Pet Services Psychological First Aid Decontamination Isolation and Quarantine Distribution of Medical Materials (EDS)


Debris and Waste Management Burial Management Personal Protective Equipment (PPE) and Workforce Protection MOU/ MAA with CBO who can assist in maintaining health services

Function 1: Determine risks to the health of the jurisdiction Work with Planning Partners

Task 1: Identify Essential Public Health, Health and Mental Health Services Environmental Health (Local Health Departments) Disease Investigation (Local Health Department, Public Health Nurses) Medical Surge (Hospitals) Medical Care (Medical Providers, Clinics) Medications (Pharmacies, SNS) Behavioral Health (Mental Health Providers) Medical Transport (EMS) Fatality Management (ME, Hospitals, Funeral Homes, Cemeteries)

Include community stakeholders in assessing and prioritizing risks and hazards.

Task 2: Identify services that support mitigation of disaster health risks. Social Services Agencies Mental Health Services Substance Abuse Services Faith Community Services (Food Pantries, Kitchens, Shelters) Elder Services Hospitals Clinics and Medical Providers Cultural Organizations Service Organizations (Kiwanis, Rotary, Shriners, etc.) Voluntary Organizations Active in Disasters (VOAD): Salvation Army,

American Red Cross, Religious Organizations,

Community Health Assessment (CHA)

Community Health Improvement Plans (CHIP)

IRAA/Functional and Access Needs Planning

Hazard Vulnerability Assessment (HVA)

Fatality Management Plans Continuity of Operations Plan

(COOP) VOAD/COAD Plans EMS Area Plans

Function 2: Build community partnerships to support health preparednessTask 1: Community sectors to engage include: Business Community Leadership Cultural and Faith-Based Groups Emergency Management Healthcare Social Services Housing and Sheltering Media Mental/Behavioral Health State Office of Aging/Elder Services Education and Childcare

Encourage medical professionals to join MRC

Task 2: Engagement strategies for priority community groups Participate in existing partnerships/groups such as REPC/LEPC Create new partnership groups Engage and document community input on priorities, policies, plans Provide and document outreach to support Agency Emergency Plans

Task 3: Engage social service/Faith CBO to ensure essential services Document roles such as providing Rest Centers, behavioral health

support, Recovery efforts


Task 4: Continuous quality assurance process with partnersTask 5: Identify trusted community spokesperson(s)

Function 3: Engage community organizations to foster public health, medical and mental health social networks

Ensure plans identify culturally competent strategies to support community resiliency

Task 1: Ensure community groups know how to connect with Public HealthTask 2: Ensure community service providers are connected to Public HealthTask 3: Create community networks to disseminate information

Function 4: Coordinate training or guidance to ensure community engagement in preparedness efforts

Especially include strategies to address the needs of children

Task 1: Integrate resilience strategies into all education and training Support/promote MRCTask 2: Support/promote emergency education/trainingTask 3: Support/provide emergency education support for agencies to

provide PEP to their clients

Risk Communications: Community Preparedness Resources/Notes

Update Responders and Public on preparedness activities; Personal Emergency Planning (PEP) and volunteer opportunities (MRC, CERT).

This establishes the LPH as a source of credible information

1.2 Community Recovery Resources/Notes

Definition: Community recovery is the ability to collaborate with community partners, (e.g., healthcare organizations, business, education, and emergency management) to plan and advocate for the rebuilding of public health, medical, and mental/ behavioral health systems to at least a level of functioning comparable to pre-incident levels, and improved levels where possible.

Written Continuity of Operations Plan (COOP) Essential Public Health Services/Tasks. Ensure:

o Safety of LHD Staffo LHD Finance and Operationso Safe Food, Water, Air, Housing,o Disease Surveillance and Investigationo Isolation and Quarantineo Risk Communicationso High Risk Complaint investigationo Enforce essential public health laws/regulationso Maintain and protect Essential/Vital Records

Essential and scalable Workforce and contingency Staffing strategies such as partnering with neighboring communities and volunteers

Ability to limit Worksite access to protect Workforce Essential Roles at least 3 deep Contracts include the requirement that Staff work during emergencies

and take on new roles Delegation of Authority and Leadership succession Workforce Protection/Reciprocity Alternative Payroll Strategies Plans to protect Worksite utilities: power, water, sewer, HVAC, etc. Alternative Worksites and work methods such as telecommuting Recovery/repair/return to new normal

Risk Communications Plans should include messages to address Workforce and Community concerns

Workforce Protection Plans should include advice to Responders

All plans should consider behavioral health needs

Matrix showing roles by Incident type

Function 1: Identify and monitor public health, medical and mental/


behavioral health system recovery needsTask 1: Document short/long-term health service delivery prioritiesTask 2: Identify services that can be delivered by partners and volunteersTask 3: Activate plans with neighboring jurisdictions to provide servicesTask 4: Work with partners (hospitals, providers) to determine LHD’s role

Function 2: Coordinate community public health, medical and mental/ behavioral health system recovery operations

Task 1: Work with lead agencies to restore health/medical services Functional Needs

Task 2: Work with Incident PIO to inform the Public of service optionsTask 3: Support service agencies in notifying their clients of servicesTask 4: Solicit input through service agencies/clients for recovery needsTask 5: Work with Incident PIO and service agencies to inform the

community of disaster case management services availableFunction 3: Implement corrective actions to mitigate damages from

future incidentsTask 2: Participate in After Action Report /Improvement Plan processTask 3: Assist with collecting community feedback Especially include education

Task 4: Implement Public Health corrective actions (short & long-term)Task 5: Facilitate/assist partner agencies in corrective action process

Risk Communications: Community Recovery Resources/Notes

How to stay safe.How to Volunteer.How to donate.

1.3 Emergency Operations Coordination Resources/Notes

Definition: Emergency operations coordination is the ability to direct and support an event or incident with public health or medical implications by establishing a standardized, scalable system of oversight, organization, and supervision consistent with jurisdictional standards and practices and with the National Incident Management System. Incident Action Plan (IAP) ICS FORM 202. Created during

an emergency Incident goals Operational period objectives (major areas that must be

addressed in the specified operational period to achieve the goals or control objectives)

Response strategies (priorities and the general approach to accomplish the objectives)

Response tactics (methods developed by Operations to achieve the objectives)

Organization list with Incident Command System chart showing primary roles and relationships

Assignment list with specific tasks Critical situation updates and assessments Composite resource status updates Health and safety plan (to prevent responder injury or illness) Logistics plan (e.g., procedures to support Operations with

equipment and supplies) Responder medical plan (providing direction for care to

At least one Staff person trained at ICS 400.

Primary/Secondary communications capabilities

Emerg. Response SOP/SOG


responders) Map of the incident or of ill/injured persons (e.g., map of

incident scene) Additional component plans, as indicated by the incident

Function 1: Conduct preliminary assessment to determine need for public health activation

Task 1: Work with partners to assess Incident needsTask 2: Work with partners to determine Public Health’s roleTask 3: Define/clarify the Incident ICS structure

Function 2: Activate public health emergency operations SOP, JAS, Equipment, Contacts, MAA,

Task 1: Identify Public Health responsibilitiesTask 2: Identify pool of Staff/SME needed for response/support rolesTask 3: Identify Staff/SME needed for multiple operational periodsTask 4: Identify multiple real or virtual locations for responseTask 5: Maintain contact/coordination with IC/EOCTask 6: Assemble staff at designated real or virtual location (ICP, EOC) M1:60 min. to assemble

Function 3: Develop incident response strategyTask 1: Contribute to IAP by start of 2nd Operational Period M 1: start of 2nd Op. Pd.Task 2: Disseminate the IAP to Public Health Response StaffTask 3: Revise/Brief Staff at start of each Operational Period

Function 4: Manage and sustain the public health responseTask 1: Coordinate public health and medical responseTask 2: Track all public health resources used for the responseTask 3: Maintain Situational Awareness with all Response PartnersTask 4: Conduct shift change briefings

Response Actions taken Status Priorities, Safety Guidance

Maintain priority public health functions

SOP for tracking/using public health resources

Function 5: Demobilize and evaluate public health emergency operations

Begin demobilization planning at start of incident

Task 1: Return all resources to normal stateTask 2: Conduct final Incident assessments/hot washTask 3: Produce After Action Report/Improvement Plan M1: AAR/IP - 30 daysTask 4: Implement Improvement Plan HSEEP CompliantTask 5: Track Improvement Plan process

Risk Communications: Emergency Operations Coordination Resources/Notes

How to stay safe.Responder health and safety information

1.4 Emergency Public Information and Warning Resources/Notes

Definition: Emergency public information and warning is the ability to develop, coordinate, and disseminate information, alerts, warnings, and notifications to the public and incident management responders.


Risk Communications and Public Information Plan Pre-Planning document

Planning, Training, Activation and Reporting Protocols PIO SOG Identify PIO, Support Staff and Spokesperson JAS/SOG for PIO and Support Staff Identify Information Center location and alternate site Train PIO and Staff Reporting triggers and protocols Pre-Event messages Redundant communications strategies Pre-E vent “hot line” capability Redundant power supplies

EDS Tool Kit

Crisis Emergency Risk Communications (CERC) Plan Created during the Incident

A. Information Gathering Information Sources

o Responderso Subject Matter Experts (SME)o State/local Agencies (DPH, DEP, BOH, CDC, MEMA/FEMA)o Direct Observationo Partner Agencieso Public/Social Mediao Mediao Internet

Quality Assuranceo Process to assess Public Information strategies/effectivenesso Rumor Controlo Fact Checking – Fact Sheets and FAQ sheetso Subject Matter Experts (SME)o Social Media (Use/not use; but always monitor)

B. Information Dissemination Information Tracking System (paper or electronic log)

o Inquirieso Declarationso Releases

Messages:o Message approval process – chain of commando Coordination with partner jurisdictions/agencieso Target audiences/Stakeholder identificationo Language, interpretation and cultural barriers/needso Common underlying concernso Key messages/talking pointso Process for verifying information/factso Restricted or delayed information, if any

Distribution:o Target audiences/Stakeholder identificationo Universal Accesso Language, interpretation and cultural barriers/needso Methods of information distribution

Mediao On-site Media access

Messages for all StakeholdersMessages for FN/IRAA


o Frequency of public information briefingso Media Staging Areas and Media Information Centerso Security (Media Staging Area, Media Info Center , JIC)o Media Briefing Policies/Procedures and Schedule

C. Operations Support/Logistics Approvals:

o Get sign-off on CERC from IC/EOC (sign and date)o Confirm approval process for messages and CERC changes

Staffing:o Staffing/volunteer plans (JIC staffed by multiple

agencies)o Staff appointment and reporting protocol (JIC staffed by

multiple agencies)o Shift changes (maximum 12 hour shifts)

Staff/EOC/IC briefing frequencyD. Liaison/Coordination

IC/EOC Operations JIS/JIC

o Coordination with partner jurisdictions/agencieso Other responding agencieso Other responding and neighboring jurisdictionso DPH/DEP/CDC/MEMA

VIP/DignitariesFunction 1: Activate the emergency public information system PIO SOG

Task 1: Identify PIO, support staff and Incident SpokespersonTask 2: Identify physical/virtual Information Center and AlternateTask 3: Ensure designated people are trained PIO JASTask 4: Notify PIO and Staff to report or be on callTask 5: Assemble PIO and Staff, brief and assign dutiesTask 6: Assist public health systems to implement tactical communication

Function 2: Determine the need for a joint public information systemTask 1: Establish a virtual or real Joint Information Center (JIC)Task 2: Appoint a LHD liaison to the EOCTask 3: Assign support staff for multiple operational periods

Function 3: Establish and participate in information system operations

Task 1: Develop/Recommend Risk Communications to ICTask 2: Ensure a single release point/spokesperson for all messagesTask 3: Monitor media/social media for rumor control

Function 4: Establish avenues for public interaction and information exchange

Task 1: Establish call centers/hot lines for media and public Promote use of 2-1-1Task 2: Post Incident information on websitesTask 3: Use social media to disseminate Risk Communications

Function 5: Issue public information, alerts, warnings, and M1: Time to issue a public Risk


notifications Communication messageTask 1: Protect restricted informationTask 2: Disseminate accessible/ culturally competent messagesTask 3: Transmit health messages to Responders

Risk Communications: Public Information and Warning Resources/Notes


1.5 Fatality Management Resources/Notes

Definition: Fatality management is the ability to coordinate with other organizations (e.g., law enforcement, healthcare, emergency management, and medical examiner/coroner) to ensure the proper recovery, handling, identification, transportation, tracking, storage, and disposal of human remains and personal effects; certify cause of death; and facilitate access to mental/ behavioral health services to the family members, responders, and survivors of an incident.

Written Fatality Management Plan Medical Examiner and Hospitals are the lead agencies

ResourcesMOU/MAAState and Federal Resources such as DMORT (Disaster Mortuary

Operational Response Teams)ESF 8

Assess Incident and Potential Roles of LPHType of incident: natural, criminal, terrorist, or accidentalManifest: closed population with an existing manifest available, closed

population with no manifest available, or open populationCondition of human remains: visually identifiable, whole bodies,

fragmented bodies, comingled, decomposed, charred, or mutilatedRate of recovery: rapid, moderate, slowRecovery complexity: highly complex requiring anthropological consult,

shifting, extensive gridding, known or unknown recovery area boundaries

Presence of contamination or transmissible infection: decedents contaminated with chemical, biological, or radiological agents or materials

Disaster site location characteristics: fixed or distributive location; presence of building materials, water/tides, fire/smoldering; need to conduct excavation or debris removal

Environmental conditions: weather conditions (e.g., heat, cold, humidity, or rain)

Institution of public health/law enforcement community constraints: limitations placed on public gatherings or establishment of curfews

Inherent limitation of assets or technology: present or notRequirement to establish formal Health and Safety Plans: required for all

fixed and/or ad hoc facilities, and/or tasks involving hazardous work (e.g., recovery operations)

Level of asset integration: requirement for a simple functional or highly matrixed response command structure

Event occurrence: single event at one location, single event at multiple


locations, reoccurring event at multiple locationsMedical Examiner/Coroner and local jurisdiction infrastructure:

operational, partially operational, or non-operationalDecedent identification complexity: antemortem data collection

complications, postmortem data collection complications, requirement to issue death certificates via judicial decree, difficulty communicating with next of kin

Family management considerations: single or multiple family assistance centers required; establishment of virtual FACs; need for establishing a long-term family management response

Whether people should call 911 to report a death or whether the jurisdiction wishes to establish a separate call center to coordinate this activity

Providing for mental/behavioral health servicesCoordination with hospitals and healthcare facilitiesEpidemiologyCoordination of facilities (e.g., morgue locations, portable and temporary

morgues, decontamination, decedent storage, hospitals, and healthcare facilities)

Coordination of family relations (e.g., notification, grief services, antemortem information, and call centers)

Procedures to acquire death certificates or permits (including sending human remains to international destinations)

Regulations for crematoriums and other support groupsAntemortem data management (e.g., establish record repository, identify

repository physical location, enter interview data into library, and balance victim needs with those who have lost family members)

Personnel needs (e.g., medical and mental/behavioral, including psychological first aid)

Frequency that critical documentation is reviewed and updated (e.g., comprehensive fatality management mission critical list, and contingency plans with local, state, and private entities regarding final disposition of human remains)

Identify Response Roles for LPH:Search and recovery of human remainsRemoval, transfer/transportation, storage, and temporary burial of

human remainsIdentification and re-burial of human remains where grave sites have

been disrupted by the incidentAssessment of morgue/examination center capacitiesMorgue/examination site staffDisposal of human remainsMental/behavioral health servicesPublic affairs/ communicationsPPE and Workforce Protection

Resources:Protective clothing (e.g., gloves, boots, coats, hard hats, rain suits,

respirators)Body bags (appropriate number and type)Refrigerated storageTents


Storage for equipment/supplies and bodiesPaint for numberingFlags for marking locationsPlastic toe tagsBiohazard bags and boxesPhotography equipment/digital camerasGridding, laser survey, and global positioning systemsCommunication devices: radio and cell phonesEquipment for scene documentationDecontamination unitRadiation survey equipmentRedundant Data Tracking System(s) for remains, case management

Equipment for Remains Processing:Portable x-ray unitMorgue equipmentMedical instruments for autopsiesRadiation survey equipmentPortable autoclaveGloves, gowns, personal protective equipmentDigital camerasSpecimen containers and preservativesRefrigerated storageComputers/printersDeath certificates

Mental/Behavioral Health ServicesMental/Behavioral Health Volunteers/ProfessionalsFaith CommunityHospiceTranslatorsConsulatesMRCCultural Leaders

Antemortem Data Collection PlanData Collection Strategies:

o Call Centero Family Reception Centero Family Assistance Center

Where the notification occursWhich family members are notified and how they are contactedAssurance that the spokesperson is releasing accurate information that

was officially issued by the coroner’s/ medical examiner’s officeInforming families about identification methods being used for the

incident including what they involve and their reliability (e.g., fingerprints and DNA)

Handling and release of decedent’s personal effects


Antemorem Data to be CollectedIncident details (e.g., date, time, location, and situation)Victim identification (e.g., name, date of birth, gender, ethnicity, height,

weight, address, and medical history)Social security number verificationOther people involved (e.g., names of family members and friends)Location/types of injuriesCause of death (e.g., presumed/actual or underlying)Death details (e.g., date, time, location, and manner)Human remains processing detailsHuman remains storage locationHealth provider/responder detailsSurvivor interview detailsHuman remains disposal procedures

Function 1: Determine role for public health in fatality managementTask 1: Characterize potential fatalities based on HV/Risk AssessmentsTask 2: Work with Partners to identify Public Health roles in Fatality Man.Task 3: Work with ESF 6 & 8 to identify resources needed for response

Function 2: Activate public health fatality management operationsTask 1: Assess the IncidentTask 2: Coordinate with ESF 8 regarding decon, infection control, disposalTask 3: Coordinate with IC and partners to process remainsTask 4: Assist with Public Information management

Function 3: Assist in the collection/dissemination of antemortem dataTask 1: Coordinate with partners to collect anemortem dataTask 2: Coordinate with partners to communicate antemortem dataTask 3: Coordinate with partners to disseminate data to familiesTask 4: Coordinate with partners to create electronic records and share

Function 4: Participate in survivor mental/behavioral health servicesTask 1: Coordinate with partners to find mental/behavioral health staffTask 2: Coordinate with partners to provide culturally appropriate careTask 3: Coordinate with ESF 8 to provide families mental health services

Function 5: Participate in fatality processing and storage operationsTask 1: Advise to Incident Lead on decon, storage, disposalTask 2: Assist on request with forensic identificationTask 3: Coordinate on electronic death reportingTask 4: Coordinate with partners mortality data collection/vital records

Risk Communications: Fatality Management Resources/Notes

How to stay safe.How to Volunteer.

1.6 Information Sharing Resources/Notes

Definition: Information sharing is the ability to conduct multijurisdictional, multidisciplinary exchange of health-related information and situational awareness data among federal, state, local, territorial, and tribal levels of government, and the private sector. This capability includes the routine sharing of information as well as issuing of public health alerts to federal, state, local,


territorial, and tribal levels of government and the private sector in preparation for, and in response to, events or incidents of public health significance.

Tactical Interoperable Communications Plan (TICP)

Concept of Operations: Identify Stakeholders/PartnersMOU/MAA, including security breach protocolsCommunication Protocols

o Ownership of data/information: Contact informationo Data quality/reliability: trusted sourceo Security levels, controls, safeguards, protectionso Time sensitivityo Target audienceo Who received data/informationo Distribution methodso Need for further actiono When data should be sharedo Who is authorized to receive datao Who is authorized to share datao What types of data can be sharedo Data use and re-release parameterso Legal, statutory, privacy, and intellectual property

considerationso Where to go for more information

Identify Communication Methodso Use of common languageo Frequencies for data and voice exchangeo Laws and policieso CDC standards

Health Information Data to Collect and Shareo Unusual cluster(s) or illness that threaten closure of

institutional settings (e.g., illness among healthcare workers or prisoners)

o High burden of illness or a cluster of illness confined to a specific population (e.g., racial or ethnic group, or vulnerable populations)

o Illness burden that is expected to overwhelm local medical or public health resources

o A public health laboratory finding of interest (e.g., a novel virus identified by lab) that is not picked up clinically or through other surveillance

o Large numbers of patients with similar and unusual symptoms

o Large number of unexplained deathso Higher than expected morbidity and mortality associated

with common symptoms and/or failure of patients to respond to traditional therapy

o Simultaneous clusters of similar illness in noncontiguous areas

o Received threats or intelligenceo Incidents in other jurisdictions that raise possible risk in

home jurisdiction (e.g., elevation of pandemic influenza alert level)

Function 1: Identify stakeholders incorporated into information flowTask 1: Work with partners to ID info-sharing needsTask 2: Work with public health stakeholders to ID info-sharing


Task 3: Work with CEO and private sector to ensure info sharingFunction 2: Develop rules for sharing data elements Use common language

Task 1: Review Federal, State and Local Regulations regarding protected information such as HIPAATask 2: Identify specific data requirements of stakeholdersTask 3: Identify health elements that require info/data exchangeTask 4: Create process to remove barriers to data exchange

Function 3: Situational Awareness/Common Operating PictureTask 1: Participate in information exchange with Partners Fusion Center, DPH, EOC, IC,Task 2: Maintain data repositories appropriate to data exchangeTask 3: Use appropriate encryption as necessary/appropriateTask 4: Verity authenticity of information requestors/sendersTask 5: Acknowledge receipt of information

Risk Communications: Information Sharing Resources/Notes

How to stay safe.If you see something, say something - how

1.7 Mass Care Resources/Notes

Definition: Mass care is the ability to coordinate with partner agencies to address the public health, medical, and mental/ behavioral health needs of those impacted by an incident at a congregate location. This capability includes the coordination of ongoing surveillance and assessment to ensure that health needs continue to be met as the incident evolves.

Sheltering Plan Sheltering SOG; TemplateSheltering Site Location Sheltering SOG: Assessment FormStaffing Needs: Organizational Assignments (ICS 203)

Number of staff/volunteers needed Number of shifts Credentialing requirements, especially for unaffiliated volunteers Break area and food / water CBO and Volunteers

Division/Group Assignments(ICS 204)

Functional and Access Needs:

Translators Behavior Health Staff Signs/forms in multiple languages Medical Staff

MRC/DMHEDS supplies

Sheltering Equipment NeedsPublic Health Services Medical Services Mental/Behavioral Health Services Radiological, nuclear, chemical screening/decon Human health disease surveillance Assessment of Functional/Access Needs Monitoring of set-up, operations, closure of congregate care locations Registration of congregate care clients Waste and sanitation Service animal and pet shelter care Environmental health and safety inspections Coordination with Social Service organizations


Service Animal/Pet Care NeedsCommunication Resource Needs: Risk Communication Tactical Communications: Radios, Phones, Internet, HAM

Function 1: Determine public health role in mass care operationsTask 1: Monitor population, environmental health, safety, needs Coordinate with ESF 6 & 8

Function 2: Determine mass care needs of impacted populationTask 1: Assess potential health needs of impacted populationTask 2: Work with partners to assess sheltering facilities Shelter SOG Assessment FormTask 3: Ensure safe food and water at congregate locationsTask 4: Ensure needed health screenings at congregate locations

Function 3: Coordinate public health, medical, mental health servicesTask 1: Accessible medical and mental health services at sheltersTask 2: Medications and assistive medical devicesTask 3: Assist partners with HazMat and DecontaminationTask 4: Accessible Risk Communications regarding sheltering optionsTask 5: Assist with accommodation and care for Service AnimalsTask 6: Assist with coordination of pet shelteringTask 7: Assist returning Clients to appropriate home medical environment

Function 4: Monitor mass care population healthTask 1: Monitor and correct environmental health and safety issuesTask 2: Conduct disease surveillance at congregate locationsTask 3: Assess and identify health needs and resourcesTask 4: Create and execute a demobilization plan

Risk Communications: Mass Care Resources/Notes

How to stay safe.Where is the closest shelter.How to Volunteer.How to donate.

1.8 Medical Counter Measure Dispensing Resources/Notes

Definition: Medical countermeasure dispensing is the ability to provide medical countermeasures (including vaccines, antiviral drugs, antibiotics, antitoxin, etc.) in support of treatment or prophylaxis (oral or vaccination) to the identified population in accordance with public health guidelines and/or recommendations.

Emergency Dispensing Site (EDS) Plan EDS Tool Kit, EDS SOG

Local medical materials/supplies/resources Security Sites Staffing SNS receiving/storing Dispensing Data/monitoring

Function 1: Identify and initiate medical countermeasures dispensingTask 1: Engage SME to determine appropriate countermeasures


Task 2: Engage private and public response partners to fill roles

Function 2: Receive medical countermeasuresTask 1: Assess local medical countermeasure inventoriesTask 2: Request additional medical countermeasure suppliesTask 3: Identify and notify EDS locations

Function 3: Activate dispensing modalities M1: SNS perf. indicatorTask 1: Activate dispensing strategies/sitesTask 2: Activate dispensing staffTask 3: Provide medical counter measures to responders, staff, familiesTask 4: Initiate site securityTask 5: Inform public of dispensing strategies/locations

Function 4: Dispense medical countermeasures to target populations M1: CDC perf. indicatorTask 1: Maintain inventory management system and track materialsTask 2: Screen and triage clientsTask 3: Distribute drug/vaccine education/informationTask 4: Monitoring dispensingTask 5: Document dosesTask 6: Report inventory and dispensing informationTask 7: Dispose of unused medical materials

Function 5: Report adverse eventsTask 1: Activate system for reporting adverse effectsTask 2: Report adverse effects to State/Federal

Risk Communications: Medical Countermeasures Dispensing Resources/Notes

How to stay safe.How to Volunteer.Where is your EDS.How/when to report.What to bring, not bring.What to wear, not wear.

1.9 Medical Material Management and Distribution Resources/Notes

Definition: Medical materiel management and distribution is the ability to acquire, maintain (e.g., cold chain storage or other storage protocol), transport, distribute, and track medical materiel (e.g., pharmaceuticals, gloves, masks, and ventilators) during an incident and to recover and account for unused medical materiel, as necessary, after an incident.

Receive, Stage, Store (RSS) and Distribution Plan In MA, DPH is the lead agency

Primary and backup receiving sites Primary and backup transportation Primary and backup staffing and activation Protocols for reporting and requesting medical material POC for medical materials Planning for anticipated medical materials needs Security Medical Material storage


Cold chain and medical material management reports Requesting Protocols Delivery schedules, routes, custody, etc. Return protocols Disposal protocols After Action Report (AAR) process

Function 1: Activate medical material management/distribution CDC Indicator Measure:Task 1: Identify various receiving sitesTask 2: Identify various transportation assetsTask 3: Assess medical material and transportation availabilityTask 4: Identify receiving site needs, including staff and securityTask 5: Monitor medical material availability levels at least once a weekTask 6: Activate receiving sites as requestedTask 7: Activate transportation assets as needed/requested

Function 2: Acquire medical material CDC performance indicator:Task 1: Request and accept medical materialTask 2: Maintain integrity of medical material

Function 3: Maintain/update inventory management/reporting system CDC performance indicator:Task 1: Inventory and update management systemTask 2: Provide inventory status reportsTask 3: Track re-supply requests

Function 4: Establish/maintain security CDC performance indicator:Task 1: Determine receiving site security needsTask 2: Determine security needs at alternative sitesTask 3: Identify, acquire and maintain security at sites; transportation

Function 5: Distribute medical materialTask 1: Determine distribution strategy, routes, schedules, etc.Task 2: Maintain integrity of medical materials; cold chain custody

Function 6: Recover medical material and demobilize CDC performance incdicator:Task 1: Recover material and equipmentTask 2: Determine disposal of unused medical materialsTask 3: Dispose of unused medical materials as biological wasteTask 4: Deactivate receiving sites and staffTask 5: Document incident and findings in after action report (AAR)

Risk Communications: Medical Material Management Resources/Notes

How to stay safe.What is being done to help.Protective actions.

1.10 Medical Surge Resources/Notes

Definition: Medical surge is the ability to provide adequate medical evaluation and care during events that exceed the limits of the normal medical infrastructure of an affected community. It encompasses the ability of the healthcare system to survive a hazard impact and maintain or


rapidly recover operations that were compromised. Alternate Care Site Plans Hospitals are the lead agencies

Health Care Coalition Plans Medical and Public Health

MOU/MAA – Healthcare Coalitions, including public health Partners: EMS, Fire, LE, Healthcare, Dispatch, EMA, Mental Health Alternative Care Sites/strategies Triggers COOP, POC Altered Standards of Care/waivers Staffing, including volunteer screening, credentialing, badging process Unified Command with Incident response system Bed-Tracking Situational Awareness/Communications/Data Sharing Functional Needs/IRAA, including children and elderly Use of 911 data/dispatch Family reunifications Inventory/resource request protocols Patient/client tacking system/coordination Transportation options Demobilization and clean up Case Management and Follow-up Exit screening for injuries/exposures for both staff and clients Mental/behavioral health needs of both staff and clients

This is a new partnership coordinating health care and public health resources along with other community resources and stakeholders.

Function 1: Assess the nature and scope of the IncidentTask 1: Participate in Unified Incident management structureTask 2: Assess situation and resourcesTask 3: Provide health/medical data to healthcare coalitions

Function 2: Support activation of medical surgeTask 1: Mobilize/activate additional StaffTask 2: Activate alternative care sitesTask 3: Expand healthcare coalition systemTask 4: Support situational awareness among healthcare coalitionTask 5: Provide Risk Communications/Public information

Function 3: Support medical surge operationsTask 1: Maintain communications/situational awareness with partnersTask 2: Coordinate with partners to provide health/mental servicesTask 3: Coordinate with partners to track patients/clients

Function 4: Support demobilization of medical surge operationsTask 1: Assist with movement of patients back to normal servicesTask 2: Work with partners to demobilize emergency health servicesTask 3: Work with partners to demobilize alternative care sites

Risk Communications: Medical Surge Resources/Notes



1.11 Non-Pharmaceutical Interventions (NPI) Resources/Notes

Definition: Non-pharmaceutical interventions are the ability to recommend to the applicable lead agency (if not public health) and implement, if applicable, strategies for disease, injury, and exposure control. Strategies include the following:

• Isolation and quarantine• Restrictions on movement and travel advisory/warnings• Social distancing• External decontamination• Hygiene• Precautionary protective behaviors

Isolation/Quarantine; Public Restrictions/Closure Plan Legal Nuts and Bolts

Identify legal authority and triggers for restricting individuals, groups, facilities, animals, food products, water, travel, etc.

Identify community and response partners Work with partners to determine roles and responsibilities Contact Lists at least 2 deep MOU/MAA with partners Identify Subject Matter Experts (SME) Playbook of potential NPI and triggers for both on and off Training/Exercise Plan/Schedule Situational Awareness/Communications Monitor and document known cases/exposures Documentation/Data/Feedback from partners/public Isolation and quarantine site locations Support services for isolated/quarantined Separation of potentially exposed travelers from general population Decontamination procedures Demobilization Risk Communications/Public Information and materials

Function 1: Engage partners; identify factors impacting NPITask 1: Identify legal and regulatory authority to implement NPITask 2: Work with partners to determine roles and responsibilities

Function 2: Determine non pharmaceutical interventions (NPI)Task 1: Assemble SME

Function 3: Implement NPITask 1: Activate NPH isolation/quarantine sitesTask 2: Assist/coordinate NPI support servicesTask 3: Provide voluntary/mandatory closure recommendations/ordersTask 4: Provide voluntary/mandatory restrictions on movementTask 5: On request, activate process for detaining at points of entryTask 6: Ensure decontamination abilityTask 7: Educate and inform the Public and other partners/stakeholders

Function 4: Monitor NPITask 1: Assess transmission, contamination, infection, exposure severityTask 2: Maintain and share situational awareness


Task 3: Revise NPI recommendations as appropriateTask 4: Document NPI actions taken and feedback from public/partners AAR

Risk Communications: Non-pharmaceutical Interventions Resources/Notes

Are you at risk?How to stay safe.Details on the NPI.Orders and Restrictions.

1.12 Public Health Laboratory Testing Resources/Notes

Definition: Public health laboratory testing is the ability to conduct rapid and conventional detection, characterization, confirmatory testing, data reporting, investigative support, and laboratory networking to address actual or potential exposure to all-hazards. Hazards include chemical, radiological, and biological agents in multiple matrices that may include clinical samples, food, and environmental samples (e.g., water, air, and soil). This capability supports routine surveillance, including pre-event or pre-incident and post-exposure activities.

Laboratory and Testing Plan DPH State Lab is the lead

Identify all available laboratories, including chemical, radiological, animal, agricultural, university, hospital, businesses,

Written procedures for contacting sentinel laboratories Coordination of stakeholders/partners Plans/protocols for identifying/reporting possible outbreaks/incidents COOP: redundant staffing, sites, resources, equipment, power, etc. Workforce Protection Protocols Procedures for sampling, triage, packaging, shipping transport,

handling, storage, disposal. Transport plans should include:

o LRN-B: Select Agent and Toxin Regulationso LRN-C: Chemical Hygiene Plano LRN-R: Radiation Safety and Security Plan

Forensic Chain of Custody protocols Sources of additional sampling/testing/shipping resources – 24/7 Service Agreements to maintain equipment Procedures/protocols for testing routine and unknown agents Staff training on national policies/practices Maintain appropriate certifications and registrations Referral protocols for suspicious samples Plans for connecting to Laboratory Information Management Solution

(LIMS) – CDC and partners Protocols for sharing information/data with:

o Public Healtho Dispatch Centerso Poison Control Centerso First Responderso Civil Support Teamso Hospitalso Healthcare providerso Epidemiologistso Veterinarians

LRN = Laboratory Response NetworkB = BiologicalC = ChemicalR = Radiological


o State EOC/MEMAo Law Enforcement/Fusion Center

Annual re-certification/accreditation of personnel and lab MOU with Biosafety Labe Level 3 Minimum Equipment:

o Rapid nucleic-acid and antigen detectiono LRN-C detectiono CDC/LRN analyte-specific test kitso LRN assays

Training/Exercises Quality Assurance, especially under surge

Function 1: Manage laboratory activities M1: Time to receive CDC noticeTask 1: Exchange information and data with laboratory network M2: Time to report to duty

Function 2: Perform sample management M1: % of clinical LRN specimens without adverse quality issue

Task 1: Handle, package, transport samples following Lab/IATA/DOT rules M2: % of non-clinical LRN specimens without quality issue

Task 2: Maintain forensic chain-of-custody M3: Ability to collect samplesFunction 3: Conduct routine and surge testing and analysis

Task 1: Provide LRN-B rapid/conventional testing for clinical, food, environmental samples

M1: % LRN-C Core proficiency methods passed

Task 2: Conduct chemical testing following LRN-C methods M2: % LRN-C additional methods passed

Task 3: Conduct radiological testing following LRN-R methods M3: % LRN-B proficiency tests passed

Function 4: Support public health investigations M1: Time CDC/Lab/EPI noticeTask 1: Maintain ability to provide analytical support for responders M2: Time CDC/EPI/Lab noticeTask 2: Provide investigative consultation/technical assistance

Function 5: Report results M1: % results of PFGE for E.coli submitted within 4 working daysM2: % PFGE results for Listeria submitted within 4 working daysM3: time to submit PFGE results for SalmonellaM4: time to notify LPH

Task 1: Notify public health, public safety, law enforcement of resultsTask 2: Send results to CDC and all submitters

Risk Communications: Public Health Laboratory Testing Resources/Notes

Are you at risk?How to stay safe.What, when and how to submit samples for testing.

1.13 Public Health Surveillance; Epidemiological Investigation Resources/Notes

Definition: Public health surveillance and epidemiological investigation is the ability to create, maintain, support, and strengthen routine surveillance and detection systems and epidemiological investigation processes, as well as to expand these systems and processes in response to incidents of public health significance.

Disease Surveillance and MAVEN Plans Section in LHD All-Hazards PlanDisease SOG

Identify partners/stakeholders to provide surveillance data – Tier 1 Competencies and


Identify health agents, epidemiologists, public health nurses with experience and training in surveillance and follow-up

MOU/MAA with partners concerning data exchange 24/7 contact lists/information Protocol for notifying State/CDC for Nationally Notifiable Infectious

Disease (NNID) List within time frames listed Protocols for safe-guarding protected data such as Health Information Alternative notification protocols if MAVEN/HHAN are down Staff Training to at least Tier 1 Competencies and Skills for Applied

Epidemiologists in Government Public Health Agencies Access to appropriate equipment Procedures for identifying at-risk individuals/groups Investigation triggers Investigation report templates with:

o Context: Population affected, location, geography, suspect etiology

o Initiation of Investigation: date/time received and begano Investigation Methods: activities, data/reports, analysis, tools,

case definition, exposure assessment/classificationo Investigation Findings: epi, lab, clinical, analytical findingso Discussion/Conclusions: analysis and summary of resultso Recommendations: specific control measures/interventionso Key investigators/authors: names, titles, tasks

Identify health status that effects data:o Chronic diseaseso Injurieso Pregnancyo Functional Needs/IRAA

Surveillance data and statitistics from:o Reportable diseaseso Reportable injurieso Syndromic surveillanceo Vital Statisticso Environmental conditionso Hospital Discharge datao Information from mental health agencieso Surveyso Disease registrieso Immunization registrieso Active case findings

Mitigation and containment actions Monitoring and documentation of performance Training and Exercises, especially for epidemiologists After Action Report Process, including communication/follow-up

Skills for Applied Epidemiologists in Governmental Public Health Agencies: http://www.cste.org/dnn/Portals/0/AEC_Summary_Tier1.pdf

– Tier 2 Competencies and Skills for Applied Epidemiologists in Governmental Public Health Agencies: http://www.cste.org/dnn/Portals/0/AEC_Summary_Tier2.pdf

Function 1: Conduct public health surveillance and detections M1: %/time for LHD to receive selected disease reportsTask 1: Connect with stakeholders for routine/incident surveillance

Task 2: Conduct routine/incident morbidity/mortality surveillanceTask 3: Provide data/reports to LHD and other partners to reduce risksTask 4: Maintain surveillance system to ID health issues/threats


http://www.cste.org/dnn/Portals/0/AEC_Summary_Tier1.pdf



Function 2: Conduct public health and epidemiological investigations M1: % of infectious disease reports investigatedM2: % of infectious disease reports with all elementsM3: % of environmental exposures with reportsM4: % of environmental exposure rpt. with all elements

Task 1: Conduct disease, injury, exposure investigationsTask 2: Provide epi and environmental consultation/assistanceTask 3: Report investigation results to partners

Function 3: Recommend, monitor, analyze mitigation actions M1: % of diseases reported with appropriate mitigation actions in appropriate time frames

Task 1: Determine and recommend public health mitigation actionsTask 2: Provide information to officials on mitigation actionsTask 3: Monitor and analyze mitigation actionsTask 4: Recommend additional mitigation actions based on monitoring

Function 4: Improve LHD surveillance/epidemiological invest. systems HSEEPTask 1: Identify issues and outcomes during and after the incidentTask 2: Conduct Hot Wash and post incident meetingsTask 3: Develop an After Action Report (AAR) and Improvement Plan (IP)Task 4: Communicate and follow-up on AAR/IP

Risk Communications: Surveillance and Epidemiology Resources/Notes

How to stay safe.What to report.How to report.

1.14 Responder Safety and Health Resources/Notes

Definition: The responder safety and health capability describes the ability to protect public health agency staff responding to an incident and the ability to support the health and safety needs of hospital and medical facility personnel, if requested.

Responder Safety Plan

Identify public health’s roles and responsibilitieso Environmental Health Assessmentso Potable water inspectionso Field surveillance interviews

Identify potential responder safety/health risks for various scenarios Identify risk-related PPE Identify subject matter experts on these risks Identify sources of PPE MOU/MAA for access to resources Identify Staff who will work on this Identify Staff with Level A training Identify mitigation and protective actions and job specific guides Protocols for responder health/safety monitoring during the incident Protocols for post-incident monitoring and follow-up Minimum Level D Staff safety equipment:

o Coverallso Gloveso Boots, chemical resistant

Responder Safety is a responsibility of the Incident Commander (IC) and the Safety Officer. Pre-planning can assist LPH in advising the IC on best practices and strategies to protect responders, depending on the incident.


o Boots, disposableo Safety glasseso Hard hato Escape masko Face Shieldo N95 and surgical masks

Training and ExercisesFunction 1: Identify responder safety and health risks

Task 1: Identify potential staff medical, environmental, mental health riskTask 2: Identify subject matter experts (SME) on identified risksTask 3: Develop information on potential safety and health risksTask 4: Work with Safety Officer to recommend mitigation/PPETask 5: Distribute safety materials through daily briefings, etc.

Function 2: Identify safety and personal protective needsTask 1: Work with partners to identify appropriate PPETask 2: Continue to recommend appropriate PPETask 3: Coordinate with partnters medical countermeasures /PPE

Function 3: Coordinate with partners to facilitate risk-specific safety and health training

Task 1: Determine risk-specific training for PPE and exposures

Function 4: Monitor responder safety and health actionsTask 1: Conduct responder exposure, medical, mental health surveillanceTask 2: Coordinate/promote access to medical/mental health servicesTask 3: Provide guidance for monitoring responders’ medical outcomesTask 4: Utilize surveillance data to recommend changes to PPETask 5: Support workforce risk communications information/strategies PIO

Risk Communications: Responder Safety and Health Resources/Notes

How to stay safe.Recommended PPE; immunizations, protective actionsWhat to report; when, how

1.15 Volunteer Management Resources/Notes

Definition: Volunteer management is the ability to coordinate the identification, recruitment, registration, credential verification, training, and engagement of volunteers to support the jurisdictional public health agency’s response to incidents of public health significance. Volunteer Management Plan MAG Volunteer Management

Protocols for establishing communications witho IC, EMDo ESF 15o MRC, CERT, ARCo Local and regional partners and public health agencies

Identify numbers/types of volunteers needed for various PH responseo Functional Roleso Skills, knowledge, abilities


o Volunteer Scope of Practiceo Description of timing of volunteer actionso Volunteer liability

Coordinate with existing volunteer programs: MRC, ARC, MaRespondo Mou/MAA with medical, behavioral health, academic, faith based,

VOAD, MRC, CERT CBO, Businesses, Schools, MOU Partner Plans

o Partner promotes Public Health volunteer opportunitieso Promote volunteer registration with MRC/MARespondso Policies for protection/destruction personal volunteer informationo Liability protection for volunteerso Engage volunteers through routine community health activitieso Documentation of volunteer affiliations to avoid double counting

System/process for registration, screening, credentialing and training Protocols for eligibility based on health, legal, recommendations Training and Documentation process

o ICS/NIMSo Psychological firs aid and self-careo Cultural Competencyo Functional/Access Needs (FNSS)o MRC Core Competencieso HazMat Awarenesso Basic First Aid/CPR

Incident Information for Volunteerso Potential nature of work siteo Potential personal security issueso Potential health and safety issueso Local weathero Living/working conditionso Required immunizations, prophylaxis and documentationo Required ID/badging

Volunteer Management roles and responsibilities Equipment requests, including communications Incident Briefing

o Current status of the emergencyo Volunteer roles and Job Action Sheets (JAS)o Just-in-Time (JIT) trainingo Health and Safety instructionso Any potential liability issues such as psychological/stress manage.

Spontaneous Unaffiliated Volunteerso Roles and jobs that SUV can performo Special skills needed (truck driver, accounting, security, etc.)o Partnering SUV with affiliated/trained volunteerso Public Information on who, where, when, how for SUV to reporto How to register for future emergencieso How to volunteer/join other partner organizations

How to handle/dispose of biohazard medical waste Demobilization Protocols, including monitoring and follow-up of

volunteers for health/mental health issues related to response


Function 1: Coordinate volunteersTask 1: Identify types/numbers of volunteers needed for PH responseTask 2: Coordinate with existing volunteer programs: MRC,

MAResponds, ARC, CERT,Task 3: Set up screening, credentialing, badging processTask 4: Pre-Event and Just-in-Time training process

Function 2: Notify volunteersTask 1: Identify the number and skills of needed volunteersTask 2: Contact pre-registered volunteers using multiple methodsTask 3: Notify volunteers where and how to reportTask 4: Confirm credentials of responding volunteers (Should this be task 3?)Task 5: Notify partner agencies of the need for volunteers (should this be task 2)

Function 3: Organize, assemble and dispatch volunteersTask 1: Activate plans for using additional or unaffiliated volunteersTask 2: Assure deployment health and safety briefing for volunteersTask 3: Assure tracking and rotation of volunteersTask 4: Manage/refer spontaneous unaffiliated volunteers (SUV)Task 5: Coordinate with Federal Public Health Staff deployed to incident

Function 4: Demobilize volunteersTask 1: Track/document demobilization of volunteersTask 2: Assure coordination of out-processing of volunteersTask 3: Identify/coordinate community resources to support post-

deployment, screening, stress, medical/mental health well-being of volunteers.

Risk Communications: Volunteer Management Resources/Notes


2. Training and Exercises

2.1 Incident Command System (ICS) Resources/Notes

ICS 100, 200, 300, 400 NIMS 700/00 Incident Management Team (IMT)

2.2 Emergency Support and Response Resources/Notes

Public Information Officer (PIO) FEMA, MEMA, DPH, on-line

Legal Nuts and Bolts DPH

Isolation and Quarantine Boil and do not use orders Embargoes and Disposal Orders Closures and restrictions


Behavioral Health First Aid DMH, DPH, MRC Disease Surveillance DPH

Coordinate with the Public Health Nurse (or VNA) MAVEN Contact/coordinate with Hospitals (Infection Control); DPH, EMS Waterborne: Typhoid, cholera, dysentery, infectious hepatitis, giardia,

cryptosporidium, E. coli Foodborne: hepatitis A, salmonella, listeria, campylobacter,

staphylococcus toxin, botulism toxin (Clostridium)

MDPH - Guide to Surveillance, Reporting and Control section 3 and 4 of related disease chapter

2.3 Public Health Capacity Building Environmental Health

Food Water Housing Leadership and Strategic Planning

2.4 Networks and Partnerships Resources/Notes

2.5 Exercises and Improvement Plans Resources/Notes

Homeland Security; REPC, LE, DPH, MEMA, IMT

Risk Communications Resources/Notes

Continue to develop and update the public on emergency planning actions to establish LPH as a credible source of information. Consider the use of Social Media as well as traditional Media.


http://www.mass.gov/?pageID=eohhs2terminal&L=4&L0=Home&L1=Provider&L2=Reporting+to+the+State&L3=Diseases+%26+Conditions&sid=Eeohhs2&b=terminalcontent&f=dph_disease_reporting_p_surveillance_guide&csid=Eeohhs2

http://www.mass.gov/?pageID=eohhs2terminal&L=4&L0=Home&L1=Provider&L2=Reporting+to+the+State&L3=Diseases+%26+Conditions&sid=Eeohhs2&b=terminalcontent&f=dph_disease_reporting_p_surveillance_guide&csid=Eeohhs2

Acronyms: Functions:

AAR After Action Report Written to document/ improve emergency response actions

ARC American Red Cross Voluntary agency providing sheltering/feeding support

BOH Board of Health Local agency with coordinate powers with the State DPH

CBO Community Based Organization Includes Faith and voluntary organizations and businesses

CEO Chief Elected Official Selectmen, Mayors, and others responsible for a community

CEMP Comprehensive Emergency Management Plan Each community has a detailed plan for emergencies

CERC Crisis + Emergency Risk Communications Plan that outlines Risk Communications during emergencies

CERT Community Emergency Response Team Trained Citizen Core volunteers

COOP Continuity of Operations Plan Backup plans/strategies for people, roles, facilities, resources

CORI Criminal Offender Record Information Background check required by most volunteer organizations

DEP Department of Environmental Protection State agency responsible for clear air, water and soil

DPH Department of Public Health State Agency responsible for public health and safety

EAC Emergency Action Plan Pre-event, all hazards plans for an agency or organization

EDS Emergency Dispensing Site Public mass prevention/treatment medical materials

EMD Emergency Management Director Appointed by CEO; plans /supports emergencies; operates EOC

EOC Emergency Operations Center Supports Emergency response; coordinates emergency resources

ERT Emergency Response Team Coordinated team to cover multiple operational periods/tasks

ESF Emergency Support Function 15 Federally designated emergency response functions/areas

FE Food Establishment Serves retail food to the public: free or paid; needs BOH permit

FEMA Federal Emergency Management Agency Federally designated emergency response organization

FNSS Functional Needs Support Services Additional services for individuals with functional/access needs

HAMS Amateur Radio Operators Licensed, non-paid radio operators

HVA Hazard Vulnerability Assessment Assesses and ranks all the risks to a community

IC Incident Commander Person in charge of an Incident; usually most qualified

ICP Incident Command Post Location near the Incident used to coordinate operations

ICS Incident Command System Federal emergency response system; Minimum ICS 100/700

IP Improvement Plan Plan outlines needed improvements, person to implement; time

IRAA Individuals Requiring Additional Assistance Functional and Access Needs: At-Risk; Elderly; Poor; etc.

JAS Job Action Sheet Check list of roles and Responsibilities

JIC Joint Information Center May be real or virtual center to coordinate information

JIS Joint Information System Usually a virtual system to coordinate multiple PIO/Centers

LEPC Local Emergency Planning Committee State required multi-discipline group to plan for HazMat spills

LTC Long Term Care Facility Nursing Homes; group homes

MAResponds Massachusetts volunteer electronic pre-registration system

Mass211 2-1-1 line used to provide information; reduces use of 9-1-1

MEMA Massachusetts Emergency Management Agency Massachusetts version of FEMA; provides support/resources

Region 1 Public Health Emergency SOG: Annual Pre-Event Planning Guide 1/12/13 Page 30

MRC Medical Reserve Corps Pre-trained, credentialed volunteers; both medical/non-med.

NPI Non-Pharmaceutical Intervention Includes strategies such as isolation/quarantine, hand-washing

PHF Potentially Hazardous Foods Generally foods that require refrigeration

PHN Public Health Nurse Works for the BOH to provide disease surveillance/investigation

PIC Person in Charge Knowledge/trained person in charge of a Food Establishment

PIO Public Information Officer Designated person who manages/plans public information

PHIL Public Health Information Hot Line Designated number for the Public to ask questions/gain info

POD Point of Distribution Site where food, water, supplies, medicines are dispensed

PPE Personal Protective Equipment Often includes N95 face mask/respirator, gloves, glasses, suits

PWS Public Water Supply Designated/regulated by DEP; serves 25+people /60+ days

REPC Regional Emergency Planning Committee Regional LEPC; many are also all hazard planning groups

RTE Ready to Eat Food Foods that require no further preparation to eat

SEOC State Emergency Operations Center State EOC provides 15 ESF support functions

SME Subject Matter Experts Individuals with special knowledge: college professors, doctors

SNS Strategic National Stockpile Federal stockpiles of Medical Materials ready to distribute in 24hrs.

SUV Spontaneous Unaffiliated Volunteer General public with no special emergency training)

SOG Standard Operating Guide Common operating picture; standard procedures; reminders

UC Unified Command Used when a response is multi-agency

VOAD Voluntary Organization Active in Disaster CBO in emergencies such as Red Cross; Salvation Army

VNA Visiting Nurse Association Provides home medical care; may function as PHN nurse

Region 1 Public Health Emergency SOG: Annual Pre-Event Planning Guide 1/12/13 Page 31

Documents

Begin Within - frcog.org€¦ · Web viewIdentify risk-related PPE. Identify subject matter experts on these risks. Identify sources of PPE. MOU/MAA for access to resources. Identify