Business Continuity Planning Checklist

Business Continuity Planning Checklist April 2013 Rural Health West Business Continuity Planning Checklist 1

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Contents Acknowledgements... 4 References... 4 Disclaimer... 4 Introduction... 5 Instructions for use... 5 Business Continuity Planning Checklist... 6 Additional resources... 10 Contact List... 11 Rural Health West Business Continuity Planning Checklist 3

Acknowledgements This document has been reproduced and adapted with the kind permission of the Small Business Development Corporation of Western Australia. (1) The Small Business Development Corporation (SBDC) is a West Australian State Government agency focused on the development of the small business sector. The SBDC is committed to: Championing the cause of small business Developing programs and services to meet the needs of small business development Establishing and strengthening relationships between SBDC and key agencies (public and private sector) Maintaining and enhancing the independence, innovation and responsiveness of SBDC For more information on the services provided by the Small Business Development Corporation of Western Australia please visit www.smallbusiness.wa.gov.au References 1. Small Business Development Corporation of Western Australia. Managing a Business: Business Continuity. www.smallbusiness.wa.gov.au. [Online] [Cited: 15 April 2013.] https://www.smallbusiness.wa.gov.au/business-continuity/#what-is. 2. The Royal Australian College of General Practitioners. Standards for General Practices Fourth Edition. www.racgp.org.au. [Online] [Cited: 15 April 2013.] http://www.racgp.org.au/yourpractice/standards/standardsforgeneralpractices/. 3. The Royal Australian College of General Practitioners. Computer and Information Security Standards (CISS). www.racgp.org.au. [Online] [Cited: 4 November 2011.] http://www.racgp.org.au/ehealth/ciss. Disclaimer Whilst all care has been taken in preparing this document, it is a guide only and is to be followed subject to the judgment of the user. Rural Health West shall not be liable for any losses or damage suffered as a result of relying on this information. Recommendations may change at any time. Rural Health West assumes no responsibility for the contents of any websites mentioned or linked to. 4 Business Continuity Planning Checklist Rural Health West

Introduction Clinical risk management systems and contingency plans for adverse and unexpected events such as natural disasters, pandemic diseases or the sudden unexpected absence of clinical staff are a requirement of the RACGP Standards for general practices: 4 th edition (2) The aim of the following Business Continuity Planning Checklist for General Practice is to: Provide a guide when planning and preparing your business to recover from an unexpected event or disaster Assist with accreditation procedures Provide a comprehensive resource on practice accreditation It is intended that this document be customised to include your local community and practice information, creating a comprehensive resource that will allow practices to have a detailed and user friendly contingency plan should the need arise. Instructions for use Encouraging your team to actively participate in the policy and procedure writing process creates opportunities for learning new skills, finding new ways of doing things and can create an atmosphere for innovation and developing professional pride. Introduce the Business Continuity Planning Checklist for General Practice at a staff meeting. As a team, develop an action plan, assign tasks and set timeframes. For example: Task Responsible Steps Comments Start Date End Date Local disaster management plan Sandra a) Consult local government to determine region/area specific hazards and risks. b) Locate and view the local area disaster management plan and be aware of evacuation arrangements. Rural Health West Business Continuity Planning Checklist 5

Business Continuity Planning Checklist Things to do locally Local disaster management plan Contact details for emergency services Stock and equipment First aid kit Go pack emergency kit Equipment Supplies Storage Stock and equipment Hazardous materials Insurance / commercial property Insurance expiry / auto payments Consult local government to determine region/area specific hazards and risks. Locate and view the local area disaster management plan and be aware of evacuation arrangements. Contact: Shire Council or Local Government Authority Source the contact details of local emergency services and agencies and put them in places that will be easy to find in an emergency. Schedule routine checks of the contact list to keep it up to date. Check first aid kit supplies and use by dates, and/or put together a new kit. Use the Department of Commerce WorkSafe guide at http://www.commerce.wa.gov.au/worksafe/content/safety_top ics/first%20aid/index.htm Or buy a preassembled kit from a reputable organisation like St John s Ambulance or the Red Cross: http://www.redcross.org.au/first-aid-kits.aspx http://www.ambulance.net.au/content.asp?id=84 Put together a go pack emergency kit for evacuation of the worksite including copies of: critical documents action plan contacts any equipment required Regularly maintain essential equipment, including emergency equipment. Develop a contingency plan to source supplies from other suppliers (if necessary). Identify possible alternative storage arrangements for stock, plant and equipment. Prepare a strategy to protect stock and equipment if it can t be moved. Prepare and display a hazardous materials storage diagram at the front of the building (if appropriate). Consult with the landlord and/or insurance company to determine the level of cover provided in the event of loss from a natural disaster and other unexpected events. Use a diary or PC-calendar reminder system to keep track of insurance expiry dates. Arrange for the automatic payment of premiums to ensure cover is there when needed. Due date or review by 6 Business Continuity Planning Checklist Rural Health West

Business Continuity Planning Checklist Electricity, gas water and phones Due date or review by Turning off services Alternative power Phone/internet Call diversion Find out and take note of where to turn off electricity, gas and water. Identify alternative emergency power sources. Research options for internet and mobile phone access in emergency situations. Identify how to put telephone call diversion arrangements in place quickly. Check contractual arrangements with the landlord or building owner in the event of being unable to do business Location Disaster procedures Fire protection Records management Back up Copies Critical documents Plastic bags Communication Emergency communication Call diversion Staff and stakeholders Spokesperson Identify options for an alternative business location such as: Town hall Hospital or other health facility Develop standard procedures and practices to regularly check the buildings and surroundings for safety in preparation for a disaster. Resource: Rural Health West Templates - Hazard Checklist and Hazard Observations Install and regularly test fire protection equipment such as alarms, sprinkler systems and extinguishers. Put in place procedures to regularly back up all computer records. More information: RACGP Computer Information and Security Standards and Workbook (3) Make copies of records at regular intervals and securely store them in an offsite location. Store critical documents in a fire/water-proof container or safe deposit box Keep robust plastic bags in the emergency kit to use for protecting business documents for fast evacuation Think about investing in a CB two-way radio, or satellite mobile phone, for emergency communications. Contact phone / internet service provider to put in place a plan to divert phones. Think about alternative ways to continue communicating with key stakeholders and staff. Then make a plan that will be easy to find in an emergency (along with other emergency contact information). Decide who will be the reliable spokesperson for the business Rural Health West Business Continuity Planning Checklist 7

Business Continuity Planning Checklist Financial Payments Records Determine how rent, wages, insurances, loans and other financial commitments will continue to be paid, and for how long. Make duplicate copies of critical financial records at regular intervals and securely store them in an offsite location. Staff welfare and preparation for emergencies OHS and risks Training to use equipment Fire warden First aid Evacuation routes Evacuation plan Mock evacuation Key tasks for business continuity Regularly review plan Disaster monitoring Maintaining contact Ensure occupational health and safety procedures cover specific risks associated with different incidents and disaster events. Contact: Department of Commerce WorkSafe SafetyLine website for help and resources: www.safetyline.wa.gov.au Train all staff how to use safety and fire prevention/protection equipment. Nominate a fire warden. Nominate a staff member who has an up-to-date first aid qualification and responsibility for the delivery of first aid. RACGP Standard 3.2.3: All administrative staff to have CPR training at least every three years. (2) Identify evacuation routes for staff and patients should roads be cut or blocked. Make sure staff are familiar with the evacuation plan. Schedule an annual mock evacuation. Identify key staff and tasks that will support business continuity. Make sure staff are familiar with these tasks, should the continuity plan be activated. Review the business continuity plan regularly with staff to ensure everyone is clear about what to do, and who has responsibility Train staff to monitor media alerts and ensure one key staff member is responsible for monitoring disaster events. Make arrangements to maintain contact with staff during prolonged closure. Insurance (also refer to Stock and Equipment) Disaster cover General cover Key person insurance Identify which disasters are, and are not, covered by current insurance policies? Check insurance cover for staff, building and contents, personal accident and sickness. Consider taking out key person insurance to cover the loss of a key person in the business such as a solo general practitioner Due date or review by 8 Business Continuity Planning Checklist Rural Health West

Business Continuity Planning Checklist Business continuity plan Due date or review by Identify risks Critical activities Location Cash flow and cash reserves Distribution and transport IT Marketing Business Continuity Plan Surviving Identify and analyse the possible risks to your business, including the closure of a major supplier, local hospital or pathology provider. Identify critical business activities and how they will be maintained in both a short and a long term situation. Identify another workplace location to be used while the damage to business premises is repaired. Also refer to Location information under the topic heading Check contractual arrangements with the landlord or building owner in the event of being unable to do business. Identify ways to access cash reserves (remember facilities may be limited). How might a downturn in business affect cash flow, whether from a short-term impact or long-term impact, such as during a community health pandemic? Identify alternative transport/distribution routes and make arrangements with suppliers and couriers/freight handlers. Consider how to strengthen IT infrastructure to incorporate remote customer access. Consider an IT disaster and recovery plan. More information and tempaltes: RACGP Computer Information and Security Standards and Workbook (3) Develop strategies for winning back customers. For example, a recovery marketing plan. Put together off-site copies of the Business Continuity Plan and put them in places that will be easy to find in an emergency. Schedule routine checks of the content to keep it up to date. Assess how long the business can survive without access to premises, records, computers and so on. Rural Health West Business Continuity Planning Checklist 9

Additional resources Disaster planning and recovery Disaster Recovery Toolkit http://www.cpaaustralia.com.au/cps/rde/xchg/cpa-site/hs.xsl/knowledge-practice-toolkit-disasterrecovery.html Australian Government Disaster Assist http://www.disasterassist.gov.au/pages/default.aspx Disaster Management http://www.public.health.wa.gov.au/1/1194/2/disaster_management.pm Community Disaster Advice http://www.public.health.wa.gov.au/2/1435/2/community_advice_bushfires_floods_and_cyclone s.pm Pandemic Preparedness Pandemic Flu Kit http://www.racgp.org.au/download/documents/disaster/pandemicflukit.pdf Pandemic Flu Information http://www.public.health.wa.gov.au/2/38/3/pandemic_influe.pm Infectious Diseases for Health Professionals http://www.public.health.wa.gov.au/2/243/3/infectious_diseases_az_for_health_professionals.p m Preparing for flood Royal Australian College of General Practitioners (RACGP) http://www.racgp.org.au/your-practice/business/tools/disaster/floods/ Hazard Identification Rural Health West Template - Hazard Checklist Rural Health West Template - Hazard Observations 10 Business Continuity Planning Checklist Rural Health West

Contact List Emergency Contact Numbers Police Life threatening or dangerous 000 Police Non life threatening 13 14 44 Water Corporation emergency contacts - faults, emergencies and security Western Power Faults and emergencies Power interruptions Estimated restoration times 13 13 75 13 13 51 (24 hours) Horizon Power emergency or supply interruptions 13 23 51 Alinta Energy electricity emergencies and faults 13 13 51 Alinta Gas gas emergency and fault 13 13 52 Telstra business customers (faults) 13 29 99 Poison Info Centre 131126 or 131450 (non English) Healthdirect Australia 1800 022 222 FESA SES assistance Emergency information 132 500 1300 657 209 Royal Flying Doctor Services (WA) Medical and emergency calls only Satellite phone 1800 625 800 9417 6389 Main Roads 138 138 Metropolitan Hospitals Armadale-Kelmscott Memorial Hospital 9391 2000 Fremantle Hospital and Health Service 9431 3333 Joondalup Health Campus 9400 9400 King Edward Memorial Hospital for Women 9340 2222 Peel Health Campus 9531 8000 Princess Margaret Hospital for Children 9340 8222 Rockingham General Hospital 9599 4000 Royal Perth Hospital 9224 2244 Sir Charles Gardiner Hospital 9346 3333 St John of God Hospital Murdoch 9366 1111 Rural Health West Business Continuity Planning Checklist 11

Other Electrician Computer support Local Shire / Council Insurance company Plumber/gas fitter Small Business Centre Roofing contractor Medical Defence Organisation Royal Australian College of General Practitioners (RACGP) 12 Business Continuity Planning Checklist Rural Health West