Communications Policies Measure 3.2.2 A Submitter: Tioga County Health Department (NY) (PHAB Beta Test Site) Demographic Information: Population served: 51,000, rural FTEs: 54 State structure: centralized Board authority: governing Required documentation: (1) Written procedures for communications, updated biennially, that include a. Disseminating accurate, timely, and appropriate information for different audiences b. Informing and/or coordinating with community partners for the communication of targeted and unified public health messages c. Maintaining a current contact list of media and key stakeholders d. Designating a staff position as the public information officer e. Describing responsibilities and expectations for positions interacting with the news media and the public, including, as appropriate, any governing entity members and any department staff member (2) Dissemination of public health messages outside the health department Submitter justification: The documents submitted are examples of procedures for providing news media with ongoing information and criteria that needs to be followed when releasing information to the public. Another document provides instruction to health department staff on how to develop media messages and the proper way to communicate with the public. The manual submitted is a detailed procedure that has to be followed when media communication is being made during an all hazards event. Note: none of the beta test sites received accreditation status or an indication of the likelihood of accreditation status through the testing process, and therefore this documentation does not reflect items that have officially been approved by PHAB for the purposes of meeting a standard or measure.
PAGE 1 OF 2: NUMBER: BT-2 Attachment 13 EFFECTIVE DATE: 11/21/02 SUPERSEDES NUMBER: 0 SUBJECT: Criteria for releasing information to the public REFERENCE: DISTRIBUTION: APPROVAL: APPROVAL DATE: POLICY: Procedures for providing news media with ongoing information. Criteria for releasing information to the public. Objectives: 1. To instill and maintain public confidence by providing the public with information that addresses their questions, fears, and concerns regarding hazardous agents and materials incidents. 2. To provide up-to-date information and education to minimize public panic and fears and to maintain order in response to hazardous agents and materials and/or incidents. 3. To rapidly provide the public and media access to accurate & consistent information regarding hazardous agents and materials and/or incidents. 4. To address rumors, inaccuracies, misperceptions and misinformation immediately. 5. To develop and distribute educational messages and materials to increase public and media knowledge and understanding regarding hazardous agents and materials. Purpose: 1. To assist federal, state, & local public health officials to effectively educate the public, health care providers, policy makers, partners and the media about hazardous agents and materials and/or incidents. 2. To support public health officials with efforts to protect the public should there be such an incident. Plan: 409 Tioga County Emergency Preparedness Plan revised 8/2004
1. Adopt a policy of full disclosure of what is and what is not known. 2. Give detailed accounts of what is being done to address and counter the threat/situation. Procedures: 1. Participate in all Joint Information Center (JIC) meetings to verify crisis & discuss issues that effect public knowledge, perceptions and behaviors & access HIN website to obtain educational information for public release. 2. During the JIC meeting, utilize Risk Communication Assessment Table 4-2 to evaluate crisis. 3. Based on JIC meetings, HIN website information & risk assessment table (4-2), determine appropriate message(s) and time frame for media and public notification. *Refer to Checklist 1. First 48 Hours Critical First Steps After Verification to proceed. *Refer to Emergency Risk Communication: Immediate Response to Inquiries sheet for initial response to public & media. 4. Use 4-Step Model for Emergency Risk Communication to develop messages for public & media. *Message(s) must answer: Who, What, Where, When, Why, How 4. Create and distribute messages to the media and public: *use media contact list for TV, radio, newspapers. 410 Tioga County Emergency Preparedness Plan revised 8/2004
PAGE 1 OF 2 : NUMBER: Attachment 14 EFFECTIVE DATE: 10/04/02 SUPERSEDES NUMBER: SUBJECT: Media Release Protocol/Procedure DISTRIBUTION: APPROVAL: APPROVAL DATE: POLICY: To provide a procedure for health department staff to develop media releases/public service announcements in the event of a hazardous agent/material incident or other health related issue. Objectives: 1. To instill and maintain public confidence by providing the public with information that addresses their questions, fears, and concerns regarding hazardous agents and materials incidents or current health issues. 2. To provide up-to-date information and education to minimize public panic and fears and maintain order in response to hazardous agents/materials incidents. 3. To develop and distribute educational messages and materials to increase public and media knowledge and understanding regarding hazardous agents/materials or current health issues. Purpose: 1. To assist federal, state, and local public health officials effectively educate the public and media about hazardous agents/materials and current health issues. 2. To support public health officials with efforts to protect the public should there be such an incident. Procedure: 1. The department of origin will notify the Public Health Director of an incident/health concern. 2. Appropriate departments will be identified and contacted by Public Health Director and/or Supervisor of department of orgin. 3. Public Health Educators will be notified of the incident/health concern by department of orgin. 411 Tioga County Emergency Preparedness Plan revised 8/2004
Procedure continued 4. Departments involved will develop: A.) A fact sheet containing information regarding the incident, illness, act or health concern. B.) An action plan for all Health Department Supervisors which will include: *Specific department responsibilities *Contact names, phone numbers and email addressess *General statement of information to be released to the public C.) The action plan will direct the public to: 1. A hotline number and/or the Tioga County web page address 2. Names of contact people 3. Phone numbers of contact people 4. Places to go if necessary 5. Signs and symptoms to watch for 6. Treatment options 7. Prevention measures 5. Public Health Educators will: 1. Develop a hotline script based on information from appropriate department s fact sheet. 2. Develop information for Tioga County Internet and Intranet sites with coordination from Information Technology (IT). 3. Develop media releases based on information provided by the appropriate departments involved. 4. Obtain approval of media releases before releasing from: *Public Health Director, who will forward release & get approval from: Legislative Chair 5. Once approved, send media releases to contacts on media contact list. 6. Gather and/or develop appropriate educational materials for public distribution. 7. Send materials out to Tioga County departments for public distribution. 412 Tioga County Emergency Preparedness Plan revised 8/2004
Tioga County Health Department Manual of Policy and Procedures PAGE 1 OF 5 NUMBER: BT-1 Attachment 15 EFFECTIVE DATE: 01/24/03 SUPERSEDES NUMBER: SUBJECT: Health Education REFERENCE: Media/Public Communication/Emergency Preparedness DISTRIBUTION: Health Education Staff APPROVAL: APPROVAL DATE: POLICY: To provide a procedure for health department staff to develop media communications in the event of a hazardous agent/material incident. Objectives: 1. To instill and maintain public confidence by providing the public with information that addresses their questions, fears, and concerns regarding hazardous agents and materials incidents. 2. To provide up-to-date information and education to minimize public panic and fears and maintain order in response to hazardous agents and materials and/or incidents. 3. To rapidly provide the public and media access to accurate & consistent information regarding hazardous agents and materials and/or incidents. 4. To address rumors, inaccuracies, misperceptions and misinformation immediately. 5. To develop and distribute educational messages and materials to increase public and media knowledge and understanding regarding hazardous agents and materials. Purpose: 1. To assist federal, state, & local public health officials effectively educate the public, health care providers, policy makers, partners and the media about hazardous agents and materials and/or incidents. 2. To support public health officials with efforts to protect the public should there be such an incident. Plan: 1. Develop procedures for Pre-Incident Activities through Bioterrorism Committee. 2. Develop procedures for Post-Incident Activities through Bioterrorism Committee. I. Pre-Incident Activities: 1. Identify Public Information Officer (PIO): Public Health Educator, Lisa Kocak; back-up: Margaret Sullivan, Public Health Educator. 2. PIO Responsibilities: A. Ensures timely preparation of emergency preparedness educational materials to spokesperson and their distribution to residents/agencies. 413 Tioga County Emergency Preparedness Plan revised 8/2004
B. Coordinates, with appropriate staff (environmental health supervisor, disease control, incident commander), to obtain needed information for releases. C. Develops media list (TV, radio, newspapers) *see II *updated quarterly by Clerical Staff in Primary and Prevent Program PIO Responsibilities continued: *Information to obtain when receiving calls from media: -reporter s name -phone number and affiliation -what information do they need -deadline -return call within 30 minutes -criminal investigations/activities requests should be directed to law enforcement agencies D. Assists in establishing a Joint Information Center (JIC) for briefings, updates and information sharing among Incident Command System (ICS) and Health Department staff. *in video conference room where ICS is set up near by or in Tioga County Health Department, 3 rd floor conference room. *progress reports/latest developments *identify authorized spokespeople and subject matter experts *general disease and vaccine information to collaborate/confirm with HIN & CDC information (avoid conflicting data) *other information requests to the media and public E. Establish media response room/area for personal interviews (video conference room). F. Schedules news conferences, teleconferences, interviews with media. *3 rd floor conference room at Tioga County Health Department OR auditorium at 56 Main St. G. Coordinates rumor control activity immediately. 3. Identify spokesperson: Legislative Chairperson, back-up: Public Health Director. Spokesperson responsibilities: *Gives final approval to release emergency instructions & information 7/or delegates *Determines location for media response *Embodies the agency s identify & has an understanding of its politics 4. Prepare and, develop emergency preparedness educational messages and materials to increase public knowledge of hazardous agents and materials. 1. Smallpox Q & A 2. Smallpox response: isolation and quarantine 3. Smallpox vaccination recommendations 4. Actions residents can take in the event of an outbreak/confirmed case 414 Tioga County Emergency Preparedness Plan revised 8/2004
5. Anthrax Q & A 5. Develop educational and informational resources and materials to be rapidly and broadly disseminated to the media (use items in 4). 6. Publicize and implement a specified telephone hotline to address routine, common questions regarding such hazardous agents and materials and/or incident. 7. Create media advisories/releases which provide information regarding the situation, major actions being taken, information about the hazardous agents and/or materials, public guidance to prevent spread and resources. II. Media Contact List: Newspapers (fax numbers): Binghamton Press: 798-1113 Candor Chronicle: 387-9421 Community Press: 625-2111 Elmira Star Gazette: 723-4408 Evening Times: 1-570-888-6664 Finger Lakes Community Press: 387-8421 Ithaca Times: 277-1012 Owego Pennysaver: 687-2931 Owego News: 757-0784 Random Harvest: 0smarx25@htva.net (forwards message to Candor) Tioga County Courier: 687-9065 Vestal Town Crier: 775-5863 Radio Stations: Star 106: 722-2752 WAAL: 722-3438 WATS: 1-570-888-9005 WCII: 776-6829 WEBO/WGRG: 748-0061 WENY: 796-6171 WETM: 734-1176 WHCU: 257-1241 WHWK: 772-9806 WICZ: 798-7960 WIGGLE 100: 1-570-297-3103 WINR: 786-3296 WMRV: 584-5900 WNBF: 722-3438 Television Stations (fax numbers): TV Channel 34/WIVT: 723-6403 Time Warner Cable: 770-8639 TV Channel 40/WICZ (Fox): 770-7550 TV WBNG/Channel 12: 729-4022 TV WETM/Channel 18): 733-4739 415 Tioga County Emergency Preparedness Plan revised 8/2004
TV WNBF: 722-3438 TV WSKG: 729-7328 TV WBGH: 723-1034 III. Event/Post-Event Activities: On-Site: 1. Once an incident has been confirmed a Joint Information Center should be set up at the designated site. 2. Utilize hotline & website for general public information regarding up-to-date information and answers to frequently asked questions. 3. Utilizing information from the HIN, ICS, JIC, create and disseminate a media advisory providing information regarding the situation, what is NOT known, detailed account of actions taken, information on agent, public guidance and resources. *assist local officials in preparing statements if necessary 4. Immediately issue information updates and/or corrections of errors or misinformation to the media to keep rumors under control. 5. Public materials/information/updates should be posted on Tioga County website (www.tiogacountyny.com) as well as hotline. 6. Schedule regular meetings with JIC to implement daily routines to inform and respond to media, health care providers, and public inquiries with factual and consistent information: *acknowledge what is NOT known *progress reports/latest developments *requests for locating spokespeople and subject matter experts *disease and vaccination information fact sheets *public guidance for precautions and prevention awareness fact sheets 7. Provide location for federal, state, local agency representatives to coordinate and manage media-related activities (requests, inquiries, briefings, teleconferences ). Guidelines for Working With Media: 1. All requests go through Public Information Officer (PIO). 2. When handling calls: *reporter s name *phone number & affiliation *what information they need *deadline 3. Return media calls as soon as possible (within 30 minutes). 4. Treat media with respect and professionalism 5. Refer criminal investigation questions to law enforcement. 6. Spokespeople (PIO) staff should be quick, factual, and consistent with responses. 416 Tioga County Emergency Preparedness Plan revised 8/2004
7. Provide information relating to what the public should expect and/or do (interviews, fact sheets, advisories, etc.) 8. Know key messages needing to be conveyed and refer to these frequently. 9. Don t speculate! 10. Do not discuss other agencies activities not contained in news releases/fact sheets. 11. Do not use the phrase: no comment. 12. Remember the primary focus: identify the public health threat/incident and take action to protect the public 417 Tioga County Emergency Preparedness Plan revised 8/2004
Emergency Assessment for Communication Response: Decision Tree The degree or intensity and longevity of a crisis will impact on required resources, manpower and operations hours. The following questions will help determine the level of crisis, the anticipated longevity of the initial phase of the crisis and the durability of the crisis for longterm follow-up. The more checks in the boxes above the line, the more intense you should expect the media/public interest to be. LEVEL A Crisis (Most intense in initial phase, a true public health emergency with expected casualties and unfolding event-may consider 24 hour operations) Assessment: First three boxes must be checked. LEVEL B Crisis (Intense, but not a public health emergency for public informationmay need to extend hours for sometime) Assessment: First box not checked, second or third boxes checked and the majority of the others. LEVEL C Crisis (Media Frenzy, could end if a "real" crisis occurred-requires reassessments) Assessment: Second box checked, boxes 1 and 3 not checked. Majority of the others are checked. LEVEL D Crisis (Building slowly and may go on for weeks-may consider details to office) Assessment: Less than SD percent of the boxes checked and the first four boxes not checked. Check all that apply at this time: Is the event a legitimate public health emergency requiring swift and widespread public education to prevent further morbidity and mortality (e.g., multi-state e-coli outbreak or bt-event). Is this the "first," "worst," "biggest," etc.? Are deaths expected above endemic levels? Is the event occurring in a metropolitan area (with dense media outlets) versus a sparsely populated area with fewer media? Is the event national? Is the event international? 418 Tioga County Emergency Preparedness Plan revised 8/2004
Emergency Communication Plan Checklist: Your plan should include: Longer is not better, but these components are a must: 1. Overview, purpose-signed by director 2. Response team chain of command and contacts (checklists) 3. Line and staff responsibilities 4. Designated spokespersons and pocket guidelines 5. Information verification and approval procedures (checklists) 6. Resources and procedures to secure more if needed (checklists) 7. Policies, pre-approved emergency messages and disclosure guidelines The plan should be reviewed at least every six months-assign the responsibility and give it importance. Source: CDC Public Health Training Network satellite and web broadcast CDC Responds: Risk Communication and Bioterrorism December 6, 2001 Videotapes To order a copy of this broadcast, call the Public Health Foundation at 1-877-252-1200 (US) or 301-645-7773 (International) 9:00 AM - 5:00 PM EST or email them at info 419 Tioga County Emergency Preparedness Plan revised 8/2004
By phone to media: Emergency Risk Communication: Immediate Response to Inquiries "We've just learned about the situation and are trying to get more complete information now. How can I reach you when I have more information?" "All our efforts are directed at bringing the situation under control, so I'm not going to speculate about the cause of the incident." How can I reach you when I have more information?" "I'm not the authority on this subject. Let me have XXXX call you right back." "We're preparing a statement on that now. Can I fax it to you in about two hours?" "You may check our web site for background information and I will fax/email you with the time of our next update." At incident site or press availability: Response to Inquiries (You are authorized to give out the following information) Date: Approved by: Time: This is an evolving emergency and I know that, just like we do, you want as much information as possible right now. While we work to get your questions answered as quickly as possible, I want to tell you what we can confirm right now: At approximately, (Time), a (brief description of what happened) At this point, we do not know the number of (persons ill, persons exposed, injuries, deaths, etc.) We have a system (plan, procedure, operation) in place for just such an emergency and we are being assisted by (police, FBI, EOC) as part of that plan. The situation is (under)(not yet under) control and we are working with (local, state, federal) authorities to (e.g., contain this situation, determine how this happened, determine what actions may be needed by individuals and the community to prevent this from happening again). We will continue to gather information and release it to you as soon as possible. I will be back to you within (amount of time, two hours or less) to give you an update. As soon as we have more confirmed information, it will be provided. We ask for your patience as we respond to this emergency. 420 Tioga County Emergency Preparedness Plan revised 8/2004
421 Tioga County Emergency Preparedness Plan revised 8/2004
Checklist 1. First 48 Hours First 48 Hours Critical First Steps After Verification Notification: Use your crisis plan s notification list to ensure that the chain of command is aware and know that you are involved. Ensure that your leadership is aware (especially if it comes from the media and not the EOC) or the emergency and that they know you are involved. Give leadership your first assessment of the emergency from a communication perspective and inform them of your next steps. Remember: Be first, be right, be credible. Coordination: Contact local, state, federal partners now. If there is potential for criminal investigation, contact your FBI counterpart now. Secure a spokesperson as designated n the plan. Initiate alert notification and call in extra communication staff, per the plan. Connect with the EOC---make your presence known. Media: Be first: Provide a statement that your agency is aware of the emergency and is involved in the response. (Use the CERC first statement.) Be right. Start monitoring media for misinformation that must be corrected. Be credible: Tell the media when and where to get updates from your agency. Give facts. Don t speculate. Ensure partners are saying the same thing. The public: Trigger your public information toll-free number operation now if you anticipate that the public will seek reassurance or information directly from your organization. (You may adjust hours of operation and number of call managers as needed.) Use your initial media statement as your first message to the public. Ensure that your statement expresses empathy and acknowledges public concerns about the uncertainty. Give the pre-cleared facts you have and refer the public to other information sites as appropriate. Remind people that your agency has a process in place to mitigate the crisis. 422 Tioga County Emergency Preparedness Plan revised 8/2004
Start public call-monitoring to catch trends or rumors now. Partners/Stakeholders: Send a basic statement to partners and stakeholders to let them know you are thinking about them. Use prearranged notification systems (preferable e-mail list-serves). Engage leadership to make important first phone calls, based on your plan, to partners and key stakeholders to let them know that your agency is responding. Use the internal communication system (e-mail) to notify employees that their agencies are involved in the response and that updates will follow. Ask for their support. Resources: Conduct the crisis risk assessment and implement assignments and hours of operation accordingly. (Use the CERC assessment.) Stake out your pre-planned place in the EOC or adjoining area. 423 Tioga County Emergency Preparedness Plan revised 8/2004
Checklist 2. Notification Schedule Emergency Risk Communication: Immediate Response to Inquiries By phone to media: We ve just learned about the situation and are trying to get more complete information now. How can I reach you when I have more information? All our efforts are directed at bringing the situation under control, so I m not going to speculate about the cause of the incident. How can I reach you when I have more information? I m not the authority on this subject. Let me have XXXX call you right back. We re preparing a statement on that now. Can I fax it to you in about two hours? You may check our web site for background information and I will fax/e-mail you with the time of our next update. At incident site or press availability: Response to Inquiries (you are authorized to give the following information) Date: Time: Approved by: This is an evolving emergency and I know that, just like we do, you want as much information as possible right now. While we work to get your questions answered as quickly as possible, I want to tell you what we can confirm right now: At approximately, (time), a (brief description of what happened) At this point, we do not know the number of (persons ill, persons exposed, injuries, deaths, etc.). We have a system (plan, procedure, operation) in place for just such an emergency and we are being assisted by (police, FBI, EOC) as part of that plan. The situation is (under) (not yet under) control and we are working with (local, State, Federal) authorities to (e.g., contain this situation, determine how this happened, determine what actions may be needed by individuals and the community to prevent this from happening again). We will continue to gather information and release it to you as soon as possible. I will be back to you within (amount of time, 2 hours or less) to give you an update. As soon as we have more confirmed information, it will be provided. We ask for your patience as we respond to this emergency. Source: CDC Public Health Training Network satellite and web broadcast CDC Responds: Risk Communication and Bioterrorism December 6, 2001, Barbara Reynolds, CDC Crisis Communication Plan, Draft 1999. 424 Tioga County Emergency Preparedness Plan revised 8/2004
4-Step Message Model For Emergency Risk Communication 1) Empathy 2) Solution Identify with your audience. Recognize who s been hurt Assume responsibility for solving the problem Define yourself, your values/policies Acknowledge risk Advance the story. Don t get stuck in the weeds about issues you can t control.. Describe what you re doing to solve the problem or reduce the risk Provide actions that the public or other audiences should do 3) Facts 4) Process Be clear and straightforward. Explain what happened Explain your record on this issue Describe the benefits of your solution Demonstrate how the decision-making or investigation process is credible. Explain the process for managing or investigating the problem Explain when more information will be available Demonstrate openness/accountability Use third parties to lend credibility to your message Source: CDC Public Health Training Network satellite and web broadcast CDC Responds: Risk Communication and Bioterrorism December 6, 2001 Videotapes To order a copy of this broadcast, call the Public Health Fountation at 1-877-252-1200 (US) or 301-645- 7773 (International) 9:00 AM 5:00 PM EST or email them at 1info@phf.org. when emailing a request for a videotape, please indicate: Risk Communication and Bioterrorism in the subject line. 425 Tioga County Emergency Preparedness Plan revised 8/2004
Prepare to answer these questions: Emergency Risk Communications: Anticipated Questions Individuals want your message to answer: Am I and my family safe? What have you found that will affect me and my family? What can I do to protect me and my family? Who (what) caused this problem? Can you fix it? The media and communities want your message to answer: Who is in charge here? How are those who got hurt getting help? Is this thing being contained? What can we expect? What should we do? Why did this happen? (Don t speculate. Repeat facts of the event, describe data collection effort, describe treatment from fact sheets.) Did you have forewarning this might happen? Why wasn t this prevented from happening (again)? What else can go wrong? When did you begin working on this (e.g., were notified of this, determined this )? What does this data/information/results mean? What bad things aren t you telling us? (Don t forget the good.) Source: CDC Public Health Training Network satellite and web broadcast CDC Responds: Risk Communication and Bioterrorism December 6, 2001 Videotapes To order a copy of this broadcast, call the Public Health Fountation at 1-877-252-1200 (US) or 301-645- 7773 (International) 9:00 AM 5:00 PM EST or email them at 2info@phf.org. when emailing a request for a videotape, please indicate: Risk Communication and Bioterrorism in the subject line. 426 Tioga County Emergency Preparedness Plan revised 8/2004
Emergency Risk Communication: NPHIC Communication Planning Checklist Partners Identify important partners now before an event occurs: law enforcement, medical, media, first responders Clarify levels of jurisdiction and responsibility Clarify the roles of each group Clarify how information will be shared (i.e., who is responsible and in charge when during the process of releasing information Obtain and regularly update all partners phone/fax/cell numbers including those at the state and national level that might be needed, as well as after hours contacts Designate alternate spokespersons and delegate responsibility to them.start now. Identify credible communicators/ spokespersons from partners in a variety of sectors who elicit trust and respect Public Inquiry Identify qualified people to take phone inquiries; consider staff from throughout the Health Department, as well as partner organizations Consider recruiting volunteers from medical community to help with phones, esp. infectious disease specialists Train communication and other staff, as well as volunteers, now with basic information and do updates if information changes significantly Consider phone system/contractor that can supply phone menu that directs type of caller and level of information desired: General information about the threat Tip line listing of particular actions people can take to protect themselves Reassurance/counseling Referral information for health care/medical facility workers Referral information for epidemiologists or others needing to report cases Lab/treatment protocols Managers looking for policy statements for employees Categorize information from public inquiry lines immediately and use to craft proactive messages for the public and media statements REFRAME (or approach?) public inquiry as a dialogue opportunity receiving as much valuable information as delivered Emergency Operations Center Identify available location(s) that can provide proper support computer, phone, copiers, fax, creature comforts Have both cell and regular phone capability cellular use unpredictable during crisis Have alternate location(s) if needed 427 Tioga County Emergency Preparedness Plan revised 8/2004
Have hard copies of important data printed versions that can be faxed or transported in case of computer/equipment failure Make sure everyone in loop has consistent information the same contacts and information sources Have a plan to stagger staffing schedule to prevent burnout Press Briefings/Releases Determine approval/clearance processes at all levels try to make it as expedient as possible Set a specific daily time for press briefings Identify qualified print/on-air spokespersons ahead of time train if necessary have several trained back-up spokespersons in case lead speakers are not available Start developing Q & As and press kits ahead of time for all potential Bioterrorism agents Brainstorm Q & As with information from BOTH public inquiry lines and media coverage Keep all media and spokespersons contact information up-to-date Trust and empower your Public Information Officers to do the job they were hired to do General Tips: Get a laptop and portable printer (and paper) and make sure they work Find ways to communicate with agencies in other states in a timely fashion; neighboring health departments may be able to help you in times of crisis Start promoting services of state/county health department so public knows where to call Identify and utilize all local media radio, newspapers, local access Identify locations where people can access information libraries public schools grocery stores do not assume everyone has computers/tv/radio Keep your whole team informed with consistent information Keep printed manuals of all material Voice mail can slow things down identify someone who can personally deliver crucial messages Source: Managing the Media and Public Health Communications teleconference, 11/15/01, sponsored by CDC Office of communication and the National Public Health Information Coalition (NPHIC) 428 Tioga County Emergency Preparedness Plan revised 8/2004
EMERGENCY PUBLIC INFORMATION PLANNING SUMMARY STATEMENT FOR MEDIA HAZARDOUS MATERIALS INCIDENT (To be adapted according to the situation.) At approximately am/pm today, a spill/release of a potentially hazardous substance was reported to this office by (a private citizen, city, employee, etc.). (Police/Fire) units were immediately dispatched to cordon off the area and direct traffic. The material was later determined to be (describe), a (hazardous/harmful) (chemical, gas, substance, material) which, upon contact, may produce symptoms of. Precautionary evacuation of the (immediate/x-block) area surrounding the spill was (requested/required) by (agency). Approximately (number) persons were evacuated. Clean-up crews from (agency/company) were dispatched to the scene and normal traffic had resumed by (time), at which time residents were allowed to return to their homes. There were no injuries reported -OR- persons, including (fire/police) personnel, were treated at area hospitals for and (all/number) were later released. Those remaining in the hospital are in condition. Response agencies involved were. 429 Tioga County Emergency Preparedness Plan revised 8/2004