Pandemic Flu Emergency Planning. Marguerite Casey
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1 Pandemic Flu Emergency Planning Marguerite Casey
2 The Planning for Pandemic for the Center s:! 2400 employees! 56 residences individuals! 38 Pediatric Nursing Home patients! Full time Medical Director: medical, dental psychiatric, behavior health, therapies clinics! 1,000 people in Service Coordination program! Daycare, preschools, K-12 school! Adult Day programs! vehicles Albany, NY 2
3 PROJECT STEERING COMMITTEE:! Chief Executive Officer! Medical Director! Chief Financial Officer! Chief Operations Officer! Chief Program Officer! Executive: Residential Services! Executive: Nursing Home Services Albany, NY 3
4 PROJECT STEERING COMMITTEE! Approves Project Team! Approves Project Team s Plan recommendations! Approves expenditures! Meets with community experts:! County Health Department,! State Agencies! CD Regional Resource Center,! Community Physicians, etc. Albany, NY 4
5 PANDEMIC PLAN ASSUMPTIONS! Day programs/services close! 24/7 programs & services continue operations! Other staff redeployed to cover 40% absenteeism in continued operations! Health Services Clinics & Service Coordination modify services to meet most essential needs Albany, NY 5
6 PROJECT TEAM: 15 Workgroup Leaders Includes 4 DIRECTORS OF NURSING 1_Staff Training 2_Incident Command Center 3_Residences 4_Nursing Home 5_Service Coordination 6_Infection Control policies 7_Health Services 8_Adult Day Services 9_Children Day Services 10_Finance, Payroll, Purchasing 11_Facilities Mgt. 12_Info Technologies 13_Staffing, HR 14_Communications 15_Transportation Albany, NY 6
7 PROJECT TEAM S Education/Resources! NYS DOH the plan! Local seminars (incident command center, expectations of a pandemic, resources, etc.)! WHO Pandemic Flu US Health & Human Services County DOH s, School of Public Health Albany, NY 7
8 PROJECT WORKGROUP: TRAINING Power Point presentations, lesson plans and handouts! Tier One: all staff -- presented in winter of 2006 and in new employee orientation going forward! Tier Two: all direct care staff! Tier Three: Medical and Clinical staff -- online course (CME s and CEU s) Albany, NY 8
9 PROJECT WORKGROUP: COMMUNICATIONS September. 2006! Letter to all families with HHS family checklist and brochure! Supervisor memo, talking points for supervisors staff meetings, letters (family, staff)! Staff letter and brochure, checklist for family! Posters at each site with dispensers Albany, NY 9
10 PROJECT WORKGROUP: STAFFING & HR POLICIES Policies for Staffing, Pay & Benefits! All staff assigned daily from one central ICC unit to operating service units! Policies: supervision, pay, payroll, benefits, etc.! Distribution of Pay Albany, NY 10
11 PROJECT WORKGROUP: RESIDENTIAL SERVICES! Minimal, safe staffing levels! Transfer of medically frail plan! Meals plan (central cooking and site cooking)! Bedroom capacity chart for each site! Nursing on-call plan! Cohort for influenza diagnoses! OTJ training plan for redeployed staff Albany, NY 11
12 PROJECT WORKGROUP: PEDIATRIC NURSING HOME! Essential emergency services plan! Minimal, safe staffing levels,! OTJ training plan for redeployed staff! Visitor limitations! Isolation plans! Resident activities in isolation! Administrators on-call plan Albany, NY 12
13 PROJECT WORKGROUP: SERVICE COORDINATION! Modification of services! Daily briefings plan! Telecommute services plan! Three tier priority needs groups! Community contacts list online! Individual/family training & communication Albany, NY 13
14 PROJECT WORKGROUPS: HEALTH SERVICES! Modification of services for day clinic patients: non-routine medical/dental care! 20 bed Acute Care Unit! Policy: admission and discharge! Staffing levels: MD s and RN s! Medical chart content! Vaccine/antiviral distribution and policy! Pharmacy, equipment, medical supplies Albany, NY 14
15 PROJECT WORKGROUPS: CHILDREN & ADULT DAY SERVICES Closing programs: day one plan! Communication to staff! Communication to families! Close out business office! As directed, change answering service & telephone line information at all sites! Report for duty to pre-assigned roles! Assist with conversion of facilities as needed Albany, NY 15
16 PROJECT WORKGROUP: SUPPORT FUNCTIONS! Information Technology:! essential systems! Facility Management:! Closing & converting sites! Securing sites! Ongoing priority maintenance! Finance:! Revenue and accounts payable! Payroll! Purchasing & secured inventory Albany, NY 16
17 PROJECT TEAM and SUPPLIES LIST! Health Services & Acute Care Unit:! PPE, equipment! medicines! Patient clinics: PPE, equipment, pharmacy! Transportation: PPE, infection control agents! Residences & Nursing Home:! PPE, equipment, supplies! household supplies! food plans! laundry Albany, NY 17
18 Pan Flu Plan Appendices & Continuing Work! Staff survey of talents and skills! Acronyms & Abbreviations! Table top exercises! HPN: NYS DOH network access for healthcare professionals! Annual revisions & updates! Continuing education & government updates Albany, NY 18
19 Your Pan Flu Emergency Planning: Developing your plan! Goal(s) in a pandemic?! Close programs/services?! Modify programs/services?! Increase programs/services?! Assumptions of the plan?! Staff 35%/40% absent for 6-12 weeks?! Financial resources? Albany, NY 19
20 Pandemic Flu Emergency Planning: Developing your plan Basic segments of your plan?! If closing all programs: Communications (now, during, at end) Security Financial impact (revenues, payroll) Staff options (other open agencies, community needs)! If continuing all programs/services: Command Center Staffing with 60% of usual staff levels Training and infection control; purchase of PPE Policies for priority of services (who goes first) Non-essential services Albany, NY 20
21 Pandemic Flu Emergency Planning: Developing your plan! Steering Committee: 2 or more decision makers in your organization! Approve overall goal of plan! Approve assumptions of plan! Project Team: leaders who each develop one section of plan with group! Timeline for development of plan sections! Format for plan! File folder in shared drive of system Albany, NY 21
22 Planning Timeline CODE for GRPS OR INDIVIDUALS RESPONSIBLE: SC= Stg Cmte PT= Project Team WG=workgroups # PM= Project Manager TASKS WEEKS >> AP MA JU JL AU SE Education of Project SC and PT XX Steering Committee decides goal/assumptions SC PT meets,decides topics to be developed for each section of plan PT First draft of section outlines complete WG WGWG PT discusses outlines for each section and approves, adds, changes PT Develop narrative, lists, charts, etc for each section outlined WGWG WGWG 1/3 Section drafts presented to PT PT 1/3 Section drafts presented to PT PT 1/3 Section drafts presented to PT PT Second edition of each section developed and questions researched WG WG WGWG Third edition reviewed by PT from shared file and sends comments to PM PT Makes final revisions to draft of all plan sections Presentation of 1/3 sections to SC Presentation of 1/3 sections to SC Presentation of 1/3 sections to SC PM PM PM/PT PM/PT PM/PT Albany, NY 22
23 Pandemic Flu Emergency Planning: Contacts Albany County: Charles Welge Schenectady County: Joanne Cocozzoli Rensselaer County: Brenda Maccio Regional Resource Center: Scott Heller SUNYA School of Public Health NYS Department of Health Albany, NY 23
24 Pandemic Flu Emergency Planning: Questions today about planning! Where are you in your plan?! What can you share about your planning?! What resources have been helpful?! What else is important for us to know? Marguerite Casey: Albany, NY 24
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