Emergency Preparedness and Disaster Planning

For several weeks, wildfires have been raging in Southern California. These fires are some of the most destructive in California history, having killed at least 25 people and forced evacuations throughout the region. They have also forced the disruption and closure of numerous businesses, including healthcare facilities. Healthcare facilities that remain open are struggling to provide care to the communities they serve under the most adverse conditions imaginable. 

At Coverys, our hearts go out to those who are impacted by this devastating tragedy. We stand committed to support the emergency relief and rebuilding efforts on the long road ahead as they recover from this unimaginable hardship and loss of life.
 
For those not impacted by the California wildfires, this serves as a good reminder to review and revise organizational emergency preparedness and disaster plans. Natural and man-made disasters can happen without warning at any time, and they can have severe consequences. Taking preventive steps may help minimize the impact of catastrophic events and aid in protecting patients, visitors, and staff. 
 
Consider the following when evaluating and revising your organization’s emergency preparedness and disaster plan: 

• Evaluate the risk. A hazard vulnerability analysis can help determine which disasters might affect your facility and their likelihood of occurrence. Based on that analysis, plan for anticipated disaster needs, such as alternate vendors, equipment, or spaces. Identify key medical, financial, or operational records and note their location. Incorporate a review of disaster policies and procedures into regular training and safety programs. 
• Develop contingency plans. Create a written disaster plan that addresses necessary steps to prepare for a disaster and the person responsible for conducting each task. Develop an emergency action plan (EAP) that complies with Occupational Safety and Health Administration (OSHA) standards. Ensure that key staff members have access to the EAP and the resources they will need to remain operational during the disaster. Consider keeping a portable, off-site emergency kit filled with the basic medical and administrative needs required to maintain organizational functionality during and after a disaster. Regularly conduct disaster drills to familiarize staff with their roles and responsibilities.
• Protect medical records. Work with your IT department to develop a process for backing up electronic medical records at frequent, regular intervals. Store the backup media in an off-site location to minimize the risk of data loss. Relocate computer hardware and electronic media to an area that may protect them from damage during a disaster. Develop a manual documentation system that allows staff to safely provide patient care in the event of computer failure. Store paper records off the floor and in fireproof cabinets.
• Plan for electrical outages. Ensure that there is a plan to secure reliable and adequate sources of available alternate power to provide electricity for critical operations. Develop a contingency plan for properly storing medications that require refrigeration, including vaccines. 
• Develop an evacuation plan. Identify situations that would necessitate an evacuation and develop an emergency evacuation plan that complies with state and local regulations. Create location-specific plans, prominently display them, and make them readily available for staff. Clearly mark exit routes and ensure that they are unobstructed and wide enough to accommodate the number of anticipated evacuees. Train staff members on the emergency evacuation plan and their respective roles and responsibilities. Consider conducting evacuation drills in conjunction with disaster drills to assess and enhance the evacuation plan. 
• Anticipate personal emergencies. Develop a plan to provide coverage in the event a personal emergency requires key staff members to be off work for any length of time. Ensure that the covering practitioner gives a full report to the returning practitioner. 
• Prepare for disruptive or violent behavior. Conduct regular workplace risk assessments to identify areas needing increased safety and surveillance during and after a disaster. In collaboration with state and local authorities, develop a written workplace violence plan that considers environmental and staffing issues. Conduct drills to evaluate staff response to a potentially violent situation. 

Without preparation, disasters can have severe consequences. Taking preventive steps may help minimize the impact of these events and protect patients, visitors, and staff. 

Additional resources for California policyholders are below.

State, city, and county resources:

• Hospital Association of Southern California. Southern California Wildfire Resources
• California Medical Association. CMA working to ease burden on physicians and patients affected by Southern California wildfires
• California Department of Health and Human Services. Emergency Resources Guide

Federal resources:

• Administration for Strategic Preparedness & Response. ASPR's Response to the California Wildfires
• Centers for Medicare & Medicaid Services. CMS Announces Resources and Flexibilities to Assist with the Public Health Emergency in the State of California
• U.S. Food & Drug Administration. Emergency Preparedness and Medical Devices: Supply Chain Recommendations for Health Care Providers, Device Manufacturers, and Distributors

Worker safety:

• State of California Department of Industrial Relations. Worker Safety and Health in Wildfire Regions