Emergency Preparedness Guide for Assisted Living
Your long-term care facility has asked you as a member of human resources to join the company team to create an Emergency Preparedness Guide for your Assisted Living facility.
1.You are asked to explain the emergency operations plan as part of Emergency Preparedness Guide for an Assisted Living facility. Explain these operations. What is the action strategy to be taken to maintain resident care in the facility and to limit the movement of residents, staff and visitors in order to protect people and property from a hazard? Who will be onsite to ensure the strategy is implemented?
2.Access the planning process as part of Emergency Preparedness Guide for an Assisted Living facility. What does the planning process as part of an Emergency Preparedness Guide for an Assisted Living facility look like for your facility? Who at your facility needs to be involved?
3.Provide a Shelter in Place plan for your facility as part of Emergency Preparedness Guide for an Assisted Living facility. If you were to hand this off to family members what main areas will it cover?
4.Develop a Communications Plan. Have one slide of the highlights to show what will it look like—it will need to address stakeholders including media so the community is aware. The Communications Plan is part of Emergency Preparedness Guide for the Assisted Living facility. Who at your facility will be responsible for updating the media?
Requirements
You need to create a PowerPoint presentation for a Board of Directors (10–12 slides; speaker notes as needed to support assertions). Keep slides in the order of the questions given.
Be sure to support your assertions with evidence-based research, scholarly articles, and well-supported strategies that support your work. Although the use of APA citing is not required for this assignment, proper grammar, spelling, and punctuation are expected. Add sources to the last slide using APA format. Use of art and graphics suggested. Visit the Academic Success Center: Writing Center for guidance on how much text to place on presentation slides as well as other tips.
Human Resources Healthcare Management
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Answer:
1.You are asked to explain the emergency operations plan as part of Emergency Preparedness Guide for an Assisted Living facility. Explain these operations. What is the action strategy to be taken to maintain resident care in the facility and to limit the movement of residents, staff and visitors in order to protect people and property from a hazard? Who will be onsite to ensure the strategy is implemented?
General measures should be taken to prepare for effective emergency operations:
Have a facility specific emergency preparedness plan with detailed procedures for each department so that during a drill and disaster you can provide staff with a disaster specific job description. The facility plan should be thorough, flexible and should provide:
• Protocols and directions for potential resident evacuation, staff support (if evacuation is necessary, the receiving facility will need additional staff, as well as family and pet accommodations, for sleep and rest), supplies and equipment, and should provide for the response to external disasters that do not harm the facility.
• Guidelines for treatment and resident care in response to a local event that causes mass casualties.
• Provide specific responses to hazards that exist within the local area (for instance, if the facility is near a chemical plant, specific procedures should be in place to respond to a toxic chemical leak from the plant). If the facility is located directly on the water, the plan should address potential flooding concerns and evacuation decision-making protocols.
2.Access the planning process as part of Emergency Preparedness Guide for an Assisted Living facility. What does the planning process as part of an Emergency Preparedness Guide for an Assisted Living facility look like for your facility? Who at your facility needs to be involved?
Assisted living facilities have a requirement for staffing that allows for great variety between facilities. Operations with specialty licenses will have more specialized and licensed staff employed and/or on call. Facility size also determines staffing. Smaller “mom and pop” operations may function with a smaller and more flexible support staff. In contrast, a large corporate facility may utilize more formal and structured shift systems, plus have access to a large pool of volunteers to provide additional assistance.
Large operations or facilities with specialty licenses may be able to adopt more structured disaster role assignments similar to nursing homes. Smaller ALF operations or facilities with basic/minimal licensing may have fewer individuals taking on a wider variety of tasks. It is CRITICAL that you determine and assign tasks based upon the staffing and needs of your specific facility and resident population. In the event of a disaster or evacuation, staff may have to perform many tasks across multiple domains (but not practicing outside of their professional scope). Preplanning is the key, as the onset of a disaster may create too much confusion and leave too little time to allow for needed roles to be determined, assigned, and executed.
Assisted living facilities come in all shapes and sizes. Certainly, not all facilities have staff in each of the following personnel categories. However, this section will provide guidance for areas that will need to be addressed during an evacuation.
Key people that are to initiate proceedings to adequately care for the safety and comfort of the residents during this period of time are:
• Administrator
• Nursing and/or Direct Care Staff
• Department Head Personnel
• Additional designated key personnel
All available personnel from each shift are asked to report to the assisted living facility and to be present for the allotted period of time before, during, and after the hurricane. The Administrator, or their designee, will make the decision as to the length of time this level of coverage is necessary.
Adequate staffing will be maintained at all times. Ensure that all essential and emergency supplies are available for resident needs. Provide 24-hour communication coverage for the switchboard or command post. Safeguard all resident files and company records.
Be sure you perform a complete backup of all computer-stored data prior to the storm’s onset. If possible, have off-site backups of electronic data outside the disaster impact zone. Each supervisor will be responsible for reviewing and implementing those sections of the disaster preparedness plan as needed to coordinate and update their activities with the command post.
Review the facility’s emergency preparedness plan with all personnel in your department. Departments responsible for different tasks should review those specific responsibilities.
Transporting Medical Oxygen for Personal Use , assisted living facilities which have a Limited Nursing Services license may accept residents who use portable oxygen equipment, so it is likely that evacuation plans will need to consider the transportation of oxygen equipment. The Department of Transportation's Pipeline & Hazardous Materials Safety Administration has issued a document entitled Guidance for the Safe Transportation of Medical Oxygen for Personal Use on Buses and Trains, and all facilities caring for residents who use portable oxygen will need to study this information in designing an evacuation plan. .
Reporting to State Authorities State requirements may differ, if an ALF is directed to evacuate by the County Emergency Operation Center they must report back within 6 hours of the evacuation order to the same local emergency office,
Tasks by Department Assisted living facilities with varying resources and numbers of staff persons may to use this task list as a starting point for developing an emergency preparedness plan.
The following sections on staff and departmental roles show tasks assigned by appropriate specialties and/or skill sets. In no way are many tasks exclusive. In the process of determining roles, your facility may identify the need for additional training for current staffing or for additional outside assistance.
Administration
The Administrator or their designee will designate the location of a Command Post. The Command Post will coordinate all activities of the facility and be a liaison with the Fire Department and Police if necessary.
The Administrator or their designee will activate the emergency preparedness plan at the hurricane watch and ensure the required steps are taken as the storm intensifies and forecasting suggests. Progress of all tropical waves, storms and hurricanes may be tracked on-line now and downloaded for discussion and presentation to the staff and residents. The Command Post will be the hub for the information flow and assignments given or modified. Make sure cash is on hand.
Food Service/Dietary If the facility provides food service, the facility Administrator or their designee will oversee Kitchen Management. Food will be furnished for all personnel on duty who remain in the facility for the duration of the crisis, until normal operations resume. Facilities with contracted catering services should secure adequate stores of non-perishable and easily prepared food.
Third party catering services will likely be impacted by the event and may be prevented from providing food preparation service immediately after a significant event, so communicate with them, too, as part of the planning. Conserve. Storm effects may last for several days. If the water supply is interrupted, utilize the emergence water supply (tubs, containers, etc.) very sparingly.
Do not drink water from faucets until cleared by the command post. Make and store as much ice as possible. Ice will be needed, especially if power is out for a lengthy period of time. Administrative Code requires that the ALF maintain a 3 day supply of non-perishable food, based on the number of weekly meals that the facility has contracted to serve .
Along with this, water sufficient for drinking and food preparation shall also be stored, or the facility will have a plan to obtain water in an emergency. The Florida Division of Emergency Management recommends at least one gallon of water per person per day for 3 to 7 days. But, remember that power outages sometimes exceeded 2-3 weeks after the 2004 hurricanes.
• Be in compliance with your facility’s emergency food supply and water policy.
• Review menus of easily prepared meals.
• Don’t forget about staff when planning food and water stores.
When evacuation is considered, report to the Administrator or their designee to discuss food stores and needs. Initiate the following plan:
• Notify all food service staff of intent to evacuate.
• Turn off gas appliances before departure.
• Contact all food service staff who are needed to report for duty.
• Supervise the movement and separation of food stores to evacuation departure area.
• Supervise and record the placement of all foods in departing vehicles.
• Supervise the assignment of food service personnel to all receiving facilities, if applicable.
• Be available to accompany residents to evacuation facilities. If needed, function in a dietary capacity at assigned facility until released by Administrator or their designee.
• Supervise the closing of the kitchen. Securely store all equipment and secure the kitchen area.
• Assist with moving residents from rooms to departure areas as needed. • Assist with transferring residents into departing vehicles as needed.
• Perform all possible clean up, sanitation and related preparations prior to the storm to conserve water supplies, electricity, etc. during the emergency period.
• Prepare food stores and portable meals that can be transported to the receiving facility. If possible, communicate with receiving facility about how much food needs to be transported along with the residents. Food and liquid will probably need to be available during transit.
• Don’t overlook staff needs; plan to feed employees during and after the evacuation.
• Use disposable utensils wherever possible.
Admissions, Activities, Receptionist, Therapy, Business Office During the evacuation, it is imperative that the hallways along the evacuation route remain free of unnecessary equipment, chairs, etc. It is also important that the movement of residents from their rooms, on elevators and to the departure areas be accomplished in a smooth and coordinated manner. This is the responsibility of the above departments.
Once the evacuation process has begun, the following procedures should be followed:
• Brief the Administrator on the evacuation progress of the facility. • Supervise and/or assist in clearing all hallways along the exits and departure areas.
• Take up positions at elevators and coordinate the movement of residents from floor to floor.
• Assist in the transport of residents from rooms to departure areas.
• Assist in transferring residents into evacuation vehicles.
• Be available to accompany residents to the receiving facilities, serve in a capacity necessary and remain there until released by the Administrator or executive in charge as needed.
• Assist, in conjunction with the Administrator or their designee, with the coordination of resident council activity as appropriate as a means to keep residents informed.
• Take up posts in areas designated as departure or transport areas.
• Keep all doors clear of equipment, chairs, etc.
• Comfort and reassure residents.
• Coordinate resident specific activities as applicable • Handle telephone and in-person inquiries.
• Keep intercom system clear, and perform all necessary communications and/or announcements throughout the facility.
• Check all residents in departure areas that they are clean, dressed properly, and in possession of all required/essential belongings.
• Be available to assume a supervisory capacity directed by the Administrator or their designee.
• Safeguard all records, including the maintenance of a current backup of all electronic data.
• Assist with contacting family members or individuals responsible for residents to inform them of the intent to evacuate.
Maintenance In the event of a building evacuation, it is the primary responsibility of the maintenance department to prepare the building for evacuation. Then, if time permits, secure it as well as possible. Check all rooms and tape doors (“seal” rooms) once the rooms have been vacated.
The maintenance department will be responsible for maintaining appropriate inventories of emergency supplies and will also perform any emergency repairs.
• Carry out periodic checks to ensure a continued state of readiness in all buildings and surrounding grounds. • Document and report any repairs needed for the building and any supplies needed to properly secure the building during a hurricane.
• Mitigate potential fire, airborne and “lay-down” hazards by having an arborist properly prune healthy trees and by removing diseased or dead trees. Road and building signs should be secured to prevent them from becoming projectiles in the event of high winds.
• Essential supplies to be immediately check and re-stocked if low:
o Check for full supply of fuel, belts, filters, and lubricants for emergency power system. o Flashlights and extra batteries.
o Portable radios with extra batteries. One radio with extra batteries should be available in each residential common area.
o Materials to secure windows and doors.
o Walkie-talkies with extra batteries will be needed for hurricane preparation.
• Outside - Ensure that all potential hazards such as loose boards, metal patio furniture, etc. are secured properly or brought inside and stored.
• LP or Natural Gas tanks – To mitigate fire threat during the event, shut off fuel supply when not cooking or heating. If possible, move small tanks into secure location, or contact local gas supplier for instructions regarding safe storage during the event. For large tanks, ensure that they are securely anchored and grounded. Shut off flow of gas into building.
• Roof - Check all protruding apparatus and mechanical equipment.
• Fuel - Insure that fuel for emergency generator is topped off to full capacity.
• Inside - Check generator periodically to insure that it is working satisfactorily. Ensure that the generator is properly ventilated and that fumes do not enter the building .
• Doors - Insure that all external doors not boarded are working properly.
• Fire Alarms - Test sprinkler system.
• Shutter and secure entire building. Make final rounds of grounds and the facility.
• Post updated emergency phone lists at each residential common area, the kitchen, and offices.
• Advise the Administrator or their designee on the availability of stored supplies.
• Perform a walking check with the Administrator or their designee to check all rooms and equipment prior to vacating the facility.
• Assist in the movement of residents into transport vehicles as needed. • Be available to accompany residents to receiving facility and assist in any capacity deemed necessary and remain there until released by the Administrator or their designee.
• Be available to fulfill any supervisory position as deemed necessary by the Administrator or their designee.
3.Provide a Shelter in Place plan for your facility as part of Emergency Preparedness Guide for an Assisted Living facility. If you were to hand this off to family members what main areas will it cover?
Serving as the Receiving Facility Providing assistance during times of need can be the difference, quite literally, between life and death. Taking in evacuees from impacted facilities can create new strains upon existing staff, supplies, and infrastructure.
While functioning as an emergency shelter can and does provide a great humanitarian service and can unite people in the most difficult of times, it should receive great attention and as much pre-planning as possible. States may have their own laws and regulatory directives for assisted living facilities serving as emergency shelters.
Residents Arrive at the Receiving Facility Schedule staff to assist residents in unloading the vehicles Staff accompanying the evacuees will be exhausted. DO NOT leave them alone! Assist residents in getting showered, change clothes, have a meal, and to rest. Work with incoming staff to identify residents who may need extra attention, especially those who may be disoriented, agitated, or prone to wander.
Contact the responsible party with an update of the progress of the evacuation. Use the incoming facility’s resident log to verify that all residents on the buses have been checked into the receiving facility. Being in Charge The Administrator of the receiving facility is responsible for the residents of the evacuating facility.
Therefore he/she will be in charge of the incoming staff, including scheduling. Administrators from both facilities will need to exemplify their utmost professionalism so that their staffs will be able to coordinate efforts to assist residents.
Reporting to State Authorities State requirements differ, then they must report back within 6 hours of the evacuation order to the same office,
4.Develop a Communications Plan. Have one slide of the highlights to show what will it look like—it will need to address stakeholders including media so the community is aware. The Communications Plan is part of Emergency Preparedness Guide for the Assisted Living facility. Who at your facility will be responsible for updating the media?
Under normal circumstances, communication with internal and external customers is essential to the assisted living facility. The need to communicate clearly and efficiently increases during and immediately after a disaster. A communication failure can be a disaster in itself, placing the lives of residents and staff at risk. Communication is needed to:
• Report and record emergencies;
• Warn personnel of danger;
• Keep families, responsible parties, residents, and off-duty employees informed;
• Coordinate response actions; and
• Maintain contact with outside health care providers, agencies, venders and suppliers.
Do your communication homework in advance by sending a letter to family members at the beginning of hurricane season reminding them of your policies and plans . Emergency Communications In a disaster situation, normal means of communication may become unreliable or nonexistent. Survivors of recent disasters found both land-line and cellular phones non-functional because of downed or severed phone lines and collapsed cellular phone towers.
The few remaining functional telephone circuits were overwhelmed with calls, severely restricting their usefulness. Methods of communication in a disaster include:
• National Oceanic & Atmospheric Administration (NOAA) weather radios are inexpensive and are available at electronic stores. These provide the latest weather developments, warnings, and watches.
• Designated individuals may need to hand deliver important messages in the aftermath of a disaster, once officials have determined that it is safe to leave protective structures.
• Telephones (both cellular and landline if operating). Have at least one landline phone with a cord between the hand-receiver and the main body of the phone.
• Two way radio (always keep walkie-talkies in a charger, ready to go).
• Fax machine (if phones are operable).
• Internet or local area networks (if computer systems are operative).
• CB or Ham radios.
• Through the media, TV and radio announcements.
• Satellite phone systems.
Ask whether or not your satellite phone system links to more than one satellite in your own geographic region; ideally, it will link to multiple satellites in various geographic regions. Satellite phones work best out-of-doors.
If telephone service is not available during an emergency, assisted living facilities in Florida are required to request assistance from local law enforcement or emergency management personnel in maintaining communication,Include this provision in your emergency management plan and document when you make this request and the response you receive.
Note: Communication devices requiring electricity may need to be moved closer to outlets that can be served by a generator. Typically a business office does not have an emergency generator outlet, thus creating the need to determine accessibility needs for fax machines, computers, and any other type of communication equipment which may be required during and after a disaster.
Warning System Establish a system for warning personnel of an emergency. The system should: be audible be within view of all people in the facility have an auxillary power supply have a distinct and recognizable sound Make plans for warning persons with disabiliites. For example, a strobe light could be used to alert hearing-impaired individuals.
Familiarize personnel with appropriate response procedures when the warning system is activated through drills. Establish procedures for informing visitors and others who may not be familiar with the facility's warning system. Test each portion of your facility's warning system routinely. Document the tests performed, their effectiveness, and any needed improvements.
Contingency Planning Prioritize facility communications and determine which should be restored first. Establish procedures for restroing communications systems. Talk to your communications vendors about their emergency response capabilities. Create backup communications plans for each essential function.
Making Contact with Family or Representatives At all times have a readily available list of resident contacts which can be moved at a moment's notice. Consider contacting more than one family member or health care surrogate, too, for each resident.
Prepare a telephone tree and have employees call family members to assure them of their family member's safety and to advise them of the facility's plan for operations during the crisis. Give them two phone numbers where someone from the facility can be reached who can answer their questions and advise them of the status of the facility: a landline number and a cell phone number. Remind family that during severe conditions, telephone contact may be lost.
Ask for several phone numbers or verify the numbers on file for the family member or surrogate. If incidents do occur during emergency operations, notify family members as soon as possible. Facility policy may also include arranging for family or responsible parties to collect residents prior to the start of an environmental crisis, i.e. a hurricane. Include any such policies in the family communication letter that should be sent at the beginning of any regular periods of potential hazards, e.g. hurricane season.
Facility leaders should decide ahead of time who will be the voice of the facility to the outside world (families, media), who will be in charge of communications with staff, and who will be the point person for communicating with emergency management authorities, DAIL and other agencies. These roles should be assigned within the Incident Command Structure
Devise back-up plans for communications. A communications system with back-up communications channels built into it is known as a “redundant communications system”. In a widespread disaster, cell phone and landline circuits may be overloaded. Phones, fax and Internet may go down. Think about your fallback options for these situations. Long-term care facilities that have survived real disasters recommend: n two-way radios for internal communications n a satellite phone for the facility n connecting with a local amateur radio (ham radio) operator. Ham radio operators are licensed by the FCC and volunteer to provide back-up communications in emergency and disaster situations.
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