Continual Readiness Guide Staff in Emergency or Disaster Events Human Resource Questions and Answers

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1 Continual Readiness Guide Human Resource Questions and Answers # Question Answer Emergency Operations Plan? As WakeMed provides essential healthcare services to the community, it has the responsibility to continued operations during emergency events such as disasters or severe winter weather conditions. This plan provides guidance for effective planning in response to these emergency event conditions. The plan specifies actions that need to be taken for all phases of the event. It gives guidelines for administration, department leadership, and When is the WakeMed Emergency Operations Plan activated? Who decides to activate the WakeMed Emergency Operations Plan? Who is in charge of the response when the plan is activated? Incident Management Team (IMT)? What is the Hospital Emergency Operations Center (EOC)? personal preparedness. When there is a threat and/or there is an actual emergency / disaster event and the tasks that need to be performed cannot be managed through normal operations and/or require specific resources. The Clinical Administrator generally is the authority to activate the system s plans. When there is an alert, watch or warning phase and there is time to conduct planning briefings, the Environmental Health & Safety coordinates briefings with the executive team and Incident Management Team(s) to activate plans. There is an Incident Management Team that provides the leadership for the event. The Incident Commander initially is the onsite Clinical Administrator; the Clinical Administrator transitions the role to the Incident Management Team s leader upon activation of the team. The Raleigh Campus Clinical Administrator is responsible initially when there is an event that affects a site that does not have a Clinical Administrator on site. The Incident Management Team is members of management and staff, who are assigned specific roles to manage emergency/disaster events. When the event requires responders that are external to the organization, e.g. the fire department or health department, the IMT will form what is known as a unified command to enable all responding agencies to coordinate their actions. The type of event will determine who is the Authority having Jurisdiction (who is in charge), For example, in an infant abduction, the FYI is in charge, in a fire event, the fire department is in charge. The Hospital Emergency Operations Center may be activated at the Raleigh Campus, Cary Hospital and North Hospital. Raleigh Campus serves as the coordination center for the system, when there is more than one WakeMed affected site.. The Incident Management Team members serve in these centers and assist the Incident Commander with tasks that cannot be managed through normal ways. For example, they organize the sleeping arrangements.

2 How do I know my role in an emergency event? Will I get assigned to other jobs during an event? Do I have to respond to emergency / disaster events? What if an emerging or highly infectious disease is identified in the community and/or there are patients with the disease being treated at WakeMed? Do I Page 2 of 6 As a part of department orientation, your supervisor informs you of your role in emergency events. If you do not know your responsibilities, please discuss this with your supervisor. It is important to recognize that service department staff may be needed to manage the event. Expect that your role may need to change depending on the nature and impact of the event. There is the possibility that you may be assigned a different role in an emergency event. It is important to remember that if you are a licensed professional, you must always practice within the scope of your professional practice, even during emergency events. All staff is considered essential and available to respond to emergency and/or disaster events as requested and/or assigned. Staff needs to be prepared to report for duty upon request. Staff may be: - Assigned to the same or to different roles within their department. - Assigned to other departments. - Notified of event, but not expected to respond until a future shift. - Assigned to respond to other WakeMed facilities. - Assigned to accompany patients and to continue care of those patients should there be the need to evacuate a facility. - Assigned to provide continuation of patient care in a Community Alternate Care Facility or Field Medical Shelter. - Assigned to work in another healthcare system through mutual aid agreements. - Assigned to a role on a designated Incident Management Team. Refer to the Emergency Notification Policy. Incident Management Team members are required to : o Be compliant with the National Incident Management Course Requirements within three months of assignment. Communicate their ability to respond to the event when notified of an emergency/disaster event. As with other emergencies, WakeMed has diligently planned for such an event. Infection Prevention has great expertise and will provide a leadership role for such an event. Occupational Health will be actively involved in recommending protective measures and in the monitoring of staff health and well-being. These measures include, but are not limited to: the provision of personal protective equipment, the recommendation for the reduction in meetings and other activities and potentially, and the performance of health screenings and staff monitoring. Human Resources will also be very involved in the situation, assisting with staff questions and concerns. Public Relations will coordinate frequent communications. Your department management will provide direction to you in these situations.

3 need to come to work? How do I know if I am supposed to come to work during periods of an emergency event? If I can find someone to work for me, do I still have to come to work? What happens if I am sick the day I am supposed to work and cannot work? Employee Emergency Operations Personal Preparedness Checklist? How will I know when to start planning for emergency events, including severe weather, and what should I do? Page 3 of 6 You should first determine the status of the WakeMed Emergency Operations Plan by calling the number given to you by your manager; it provides department specific information for you. If you have been assigned a specific role or task and are scheduled to work, you are expected be fulfill your assignment so that patient care is not interrupted. Unless your supervisor has scheduled another staff person to work in your place, you are expected to arrive by the start of your shift. Should there be an event where community communications are not available, for example, the community has lost all electricity and means of communication systems, such as the media and cell phones and it is anticipated there is an impact of casualties or another significant impact on the hospitals, e.g. tornado, report to work as soon as it is safe to do so. That question will have to be answered at the time of the situation by your supervisor. It may be that the alternate person is needed to work elsewhere in the department or facility. These situations are handled on a case by case basis, taking multiple factors into consideration such as your performance and attendance history, your attendance during prior emergency periods, your flexibility and willingness to work additional shifts when requested in the past, the extent of your illness, whether the illness is related to a Family Medical Leave Act covered condition, etc. This is a checklist that is available from your supervisor and on the WakeMed intranet site to help you get ready for emergency events. It provides you the guidance on how to get your family, your home, your pets and your car prepared, as well as what you need to do to prepare for work. It is suggested that you perform preparedness steps on a continual basis. You should determine a plan in advance of emergency events occurring so that you are prepared when the time arrives. It is advised that you review your plans at least once a year. Choose a time to update your plans that you will remember. For example, some families review their emergency plans when the time changes each year. If the event is one that has a warning or alert period, review your plans and be prepared to put your plan into action. At WakeMed, your department will receive internal notifications / communications from the Incident Management Team Public Information Officer that will be shared with staff. You should review the specific WakeMed Emergency Operations Plan and your department s role in the plan. Be sure that you know your role. Refer to the Personal Preparedness Checklist. This preparation will assist you in making your preparations for

4 emergencies. Employee Disaster Hotline? What is the Disaster Department Communication Line? What are my options if I cannot drive or do not have transportation during the emergency, including periods of severe weather, or if I try to get to work and then can t make it due to weather conditions or having an accident? If I have transportation, but the news reports that travelers will be restricted if they are on the roads, what should I do? Will I be provided additional compensation for This is the telephone number that you may call to get general information about changes in WakeMed operations that are made in response to the emergency events. The number is This may be a telephone number in your department that has department specific instructions for you during emergency events. Please ask your supervisor for this number and call the number on a regular basis throughout the event. Please also watch for s, social media, and other Public Relations and/or department communication tools. Emergency events may or may not provide a warning period. If the type of event does provide a warning, an alert will be distributed to the staff, advising staff of the situation. If it is anticipated that travel conditions may be dangerous, staff are offered accommodations within the building in which they work. Staff is strongly encouraged to accept the accommodation and not attempt to travel if they are not certain they have safe and reliable transportation. Accommodations may not be an option at some facilities. At those facilities your supervisor will discuss expectations of attendance and travel in advance of actual emergency conditions. If you choose to not accept accommodations, you are responsible to make your own arrangements for accommodations. The hospital prefers staff accept accommodations at their site of work rather than risk injury or absence due to potentially dangerous travel conditions. You should come to work if you are supposed to report to work. Hospital staff and their drivers are generally exempt from these restrictions or because it is understood that staff is necessary in the provision of patient care and that WakeMed is a critical infrastructure in the community providing twenty four/seven services. If a law enforcement officer stops you, your WakeMed identification badge will be necessary. Plan that circumstances may determine that you need to use different routes to get to work. Emergency events are managed with the same payment practices as the normal operations. We believe that if we all pull together and everyone assumes their share of the responsibilities, we can provide care for our patients without putting significant undue hardship on anyone. Page 4 of 6

5 working during emergency operations situations? Will I receive PDO payment if I am expected to work and do not? If I come to work early, can I clock-in and begin working? If I am late getting to work, will it count against me? If my department closes, can I work at another facility? Do I have to stay on the job until my replacement arrives? How do I arrange sleeping accommodations? If I find a room in the hospital or facility that is empty, can I just sleep there? What happens if I am offered accommodations and If you have been offered accommodations or transportation and refused it, then you will not be paid PDO for the shift; you may also be subject to disciplinary action. While this may seem harsh, it is essential that we have staff available to provide essential activities throughout the organization. Follow your supervisor s instructions. In certain situations, your services may be needed prior to the start of your shift either in your department or somewhere else in the organization. Not if you get there within a reasonable time and there are hazardous road conditions. It is understood that severe weather or emergency travel conditions may make travel slow. You are encouraged to start early so that you have extra time to travel. Notify your supervisor and s/he will notify the staffing offices and the Incident Management Team. You will be notified if you are needed to work elsewhere. Yes, unless your supervisor approves otherwise. You should inform your supervisor if you would like accommodations. Information will be distributed at the time of the event regarding the sleeping accommodations. No. All sleeping accommodations will be assigned by the Incident Management Team or your department management. This requirement is important for tracking of all staff for safety reasons and also to coordinate the cleaning of the sleep areas. Sleeping in patient rooms in not acceptable. If you are assigned to work and you make a choice not to work you are subject to disciplinary action because it is essential that we have staff to care for patients who must be our priority. You are strongly encouraged to accept accommodations to get to work. Weather and road conditions may prohibit even the best drivers from traveling. Page 5 of 6

6 I refuse them? Are provisions made for childcare at WakeMed during periods of emergency events? Will accommodations be provided for my family and/or pets? What should I do if I schedule sleeping accommodations and then do not need them? What happens if I finish my shift, and released from duty, I do not have to work for a few more days, but cannot get home? If I have to stay (sleep) in the WakeMed facility, where can I shower? Will WakeMed cover my food expenses? In the event of severe weather, yes for Cary and Raleigh Hospitals. Little Pros Academy opens their facilities near or in the WakeMed Raleigh and Cary campuses and accept children up to age 17. To register your child for that service, you must call the number provided at time of the severe weather planning prior to bringing your child for care. Generally the number will be The location of services is provided at time of planning also; it may vary depending on weather conditions. In the event of other emergency events, such as the outbreak of a highly contagious disease, this decision will be made on a case-by-case basis. If all childcare centers and operations are directed to close, Little Pros Academy will have to comply. No, unfortunately WakeMed is not prepared to house families or pets on any of their sites.. Notify your supervisor. When the arrangements have been made through the Hospital Emergency Operations Center, this information should be communicated to the Center so that other staff can be accommodated. You will be offered sleeping accommodations at your facility. If the facilities have water and there is not the threat of a shortage, showers will be available; the information will be provided at the time of the event. Generally the answer is no. If an emergency event or severe weather conditions continue for an extended period of time that decision will be reevaluated. You are encouraged to bring extra money or nonperishable food with you. Page 6 of 6

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