Emergency Preparedness & Response Plan Policy
OPEN ARMS HEALTHCARE LLC
POLICIES AND PROCEDURES
SUBJECT
EMERGENCY PREPARDNESS AND RESPONSE PLAN
POLICY: OPEN ARMS HEALTHCARE LLC has developed a written emergency preparedness and response plan to address all services and locations. The Administrator is responsible for ensuring that the protocol for emergencies is followed.
PROCEDURE:
This plan shall address:
1. OPEN ARMS HEALTHCARE LLC has discussed with the Local Emergency Preparedness Coordinator and received pre-evacuation plans as to what evacuation routes to take and what local shelters to utilize in disaster and emergency situations.
2. Analysis of OPEN ARMS HEALTHCARE LLC capabilities and potential hazards, including natural disasters, severe weather, fire, flooding, workplace violence or terrorism, missing persons, severe injuries, or other emergencies that would disrupt the normal course of service delivery.
3. Written emergency management policies outlining specific responsibilities for provision of administrative direction and management of response activities, coordination of logistics during the emergency, communications, life safety of employees, visitors and clients receiving services, property protection, community outreach, and recovery and restoration.
4. Written emergency response procedures for assessing the situation; protecting
clients receiving services, employees, visitors, equipment, and vital records and restoring services.
Emergency procedures shall address:
a. Communicating with employees and community responders;
b. Warning and notification of clients receiving services;
c. Providing emergency access to secure areas and opening locked doors;
d. Conducting evacuations to emergency shelters or alternative sites and accounting for all clients receiving services;
e. Notifying family members and legal guardians;
f. Alerting emergency personnel and sounding alarms;
g. Locating and shutting off utilities when necessary;
5. Supporting documents that would be needed in an emergency, including emergency call lists, building and site maps necessary to shut off utilities, designated escape routes, and list of major resources such as local emergency shelters.
OPEN ARMS HEALTHCARE LLC
POLICIES AND PROCEDURES
SUBJECT
EMERGENCY PREPARDNESS AND RESPONSE PLAN
POLICY
PROCEDURE:
- Schedule for testing the implementation of the plan and conducting emergency
preparedness drills.
B. OPEN ARMS HEALTHCARE LLC has developed and provided
guidelines to train all employees and contractors in how to respond and implement
procedures regarding periodic emergency preparedness.
Training shall cover responsibilities for:
1. Alerting emergency personnel;
2. Implementing evacuation procedures, including evacuation of clients with special needs (i.e., deaf, blind, mobility assistance);
3. Using, maintaining, and operating emergency equipment;
4. Accessing emergency medical information for clients receiving
services;
5. Utilizing community support services;
C. OPEN ARMS HEALTHCARE LLC shall review the emergency
preparedness plan annually and make necessary revisions. Revisions that are made
shall be communicated to employees and incorporated into training for employees
and orientation of clients receiving services.
1. In the event of a disaster, fire, emergency, or any other condition that may jeopardize the health, safety, and welfare of clients, OPEN ARMS HEALTHCARE LLC shall take appropriate action to protect the health, safety, and welfare of the clients receiving services and take appropriate actions to remedy the conditions as soon as possible. Record all details of the incident including times and contacts in the client file, along with the identification of the client in crisis, precipitating factors, and outcome.
2. Employees shall be knowledgeable in and prepared to implement the emergency preparedness plan in the event of an emergency. The plan shall include a policy regarding periodic emergency preparedness training for all employees.
3. In the event of a disaster, fire, emergency, or any other condition that may jeopardize the health, safety, and welfare of clients OPEN ARMS HEALTHCARE LLC shall first respond and stabilize the disaster / emergency. Once the disaster / emergency is stabilized, the OPEN ARMS HEALTHCARE LLC Administrator shall report the disaster / emergency to the Virginia Department of Health no later than 24 hours after the incident occurs.
PROCEDURE:
The purpose of this plan is to additionally address emergency situations. An emergency will be considered as any occasion when immediate situations may involve the safety or medical needs of clients, employees and may encompass the entire region that has a direct affect regarding the safety of program services.
GENERAL: Each OPEN ARMS HEALTHCARE LLC employee will have a copy of specific emergency plans, as covered under the procedures section of this document. Additionally, emergency telephone numbers are posted by each phone however, there are several general procedures, which, are to be followed for each emergency.
1. TRANSPORTATION: OPEN ARMS HEALTHCARE LLC employee will call the Rescue Squad if they have no access or cannot safely drive the person to the required destination for medical services. OPEN ARMS HEALTHCARE LLC employee at no time will leave any client unsupervised. OPEN ARMS HEALTHCARE LLC employee will accompany the person for emergency services whenever possible.
2. TELEPHONE: There will always be an OPEN ARMS HEALTHCARE LLC employee available during the hours of program operation. OPEN ARMS HEALTHCARE LLC employees shall contact the Administrator as soon as possible or within 30-60 minutes after the emergency has occurred to report the event and no later than 24 hours after the incident. OPEN ARMS HEALTHCARE LLC employees shall also have access to emergency contact numbers. Additionally, out of town contacts shall be listed in the emergency folder and on each client Emergency / Crisis Sheet. The Administrator will be accessible 24 hours by either company and / or personal cell phone to address emergency and crisis situations. OPEN ARMS HEALTHCARE LLC shall also have a 24-answering machine in the administrative office in cases of emergency and crisis situations.
3. DOCUMENT: OPEN ARMS HEALTHCARE LLC employees will record the event on an Incident Report when necessary for further review and follow-up. Copies of the report must go to the Administrator within 24 hours of the incident and the report shall be placed into a file labeled Incident Reports.
4. NOTIFICATION: In the event of a disaster, fire, office emergency or any significant incident or emergency condition with a client, OPEN ARMS HEALTHCARE LLC will notify Virginia Department of Health. Additionally, the client Authorized Representative and Support Coordinator shall be contacted regarding the situation and the status as soon as possible and no later than 24 hours after the incident.
PROCEDURE:
EMPLOYEES TRAINING: OPEN ARMS HEALTHCARE LLC employees shall be taught the location and operation of fire extinguishers during orientation. The Emergency Service Plan will be reviewed with each employee within the first week of employment and re-read on an annual basis. OPEN ARMS HEALTHCARE LLC employees will have a documented signature page every time training is conducted, and a copy placed in their personnel files. OPEN ARMS HEALTHCARE LLC employees will obtain and maintain certifications in First Aid and CPR as needed.
The OPEN ARMS HEALTHCARE LLC employee at the scene of an emergency is to be considered in charge, and responsible for carrying out the emergency procedures and ensuring that the following steps have been implemented:
1. Choking
OPEN ARMS HEALTHCARE LLC Staff shall follow First Aid / CPR guideline training.
If airway is blocked, give four back blows, then four thrusts.
Call Rescue Squad if blockage is not cleared immediately (911).
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
2. Crime against Client such as rape, or assault
Give officer all information concerning crime.
If injured or suspected rape, take client to hospital, or call ambulance/rescue squad.
Take client record
Follow instructions of hospital staff and police officer.
If possible, accompany client through initial examination.
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
3. Drug Reaction or Serious Allergic Reaction to Drug
OPEN ARMS HEALTHCARE LLC Staff shall follow First Aid / CPR guideline training
Call Rescue Squad (911)
Notify Client attending physician and provide the following information and follow his/her instructions.
Name of medication
Dosage of medication
Time of ingestion
Client Primary Care Physician
Age of Client
Present condition of Client
Accompany client to hospital / urgent care medical center if necessary
PROCEDURE:
3. Drug Reaction or Serious Allergic Reaction to Drug
Take the following emergency information if client is taken to the hospital / urgent care medical center.
- Emergency Medical Information Sheet
- Emergency Accident / Illness Sheet
- Face Sheet
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
4. Fire / Fire Drill
Call Fire Department (911) In the event of a real fire
Sound the alarm during a fire drill and in the event of a real fire
Secure safety of all clients
Assist those with Special Needs evacuate during fire drills or during a real fire.
Ensure clients during fire drills or during a real fire follow the posted evacuation routes
Take a head count during a fire drill and in the event of a real fire Ensure that clients convene at the pre-determined meeting place
Accompany client for medical care in the event it is needed or require as a result of a fire (i.e., burns, smoke inhalation, falls etc.)
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
5. Hurricane / Tornado
Call or listen to radio, news media & Local Emergency Management Officials
Monitor public broadcasting stations for information and follow instructions
Evacuate clients to nearest shelter if necessary
Ensure an emergency supply of water
Secure flashlights and make sure they work
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
Evacuation of clients and staff will be based on Local Emergency Management Officials
Instructions and / or State Officials declaring that there is a State of Emergency and orders or recommends evacuation.
PROCEDURE:
EMERGENCY PREPAREDNESS INFORMATION SAFER-SIMPSON HURRICANE SCALE
CATEGORY 1- Winds of 74-95 miles per hour. Damage primarily to shrubbery, tree foliage and unanchored mobile homes. No real damage to other structures. Some damage to poorly constructed signs. And/or: storm surge four to five feet above normal tide level. Low-lying coastal roads inundated, minor pier damage, some small craft in exposed anchorage torn from mornings. Potential for minimal damage only.
CATEGORY 2 - Winds of 96-110 miles per hour. Considerable damage to shrubbery and tree foliage. Some trees blown down. Major damage to exposed mobile homes. Extensive damage to poorly constructed signs. Some damage to roofing material of buildings. And / or: storm surge of six to eight feet above normal tide level. Coastal roads and low-lying escape routes inland cut by rising water two to four hours before arrival of hurricane center. Potential for moderate damage. Considerable damage to piers. Marinas flooded. Small craft in unprotected anchorages tom from moorings. Evacuation of some shoreline residences and low-lying areas required.
CATEGORY 3 - Winds of 111 to 130 miles per hour. Foliage torn from trees, and large trees blown down. Practically all poorly constructed signs blown down. Some damage to rooting materials of buildings, some window and door damage. Some structural damage to small buildings. Mobile homes destroyed. And/or: storm surge nine to twelve feet above normal tide level. Serious flooding at coast and many small structures near coast destroyed. Potential for extensive damage. Larger structures near coast damaged by battering waves and floating debris. Major erosion of beaches. Low-lying escape routes inland cut by rising water three to five hours before hurricane center arrives. Evacuation of all residences within 500 yards of shore possibly required, and of single-story residences on low ground within two miles of shore.
CATEGORY 4 - Winds of 131 to 155 miles per hour. Shrubs and trees blown down, all signs down. Extensive damage to roofing materials, windows, and doors. Complete failure of roofs on many small residences and potential for the complete destruction of mobile homes and / or storm surge 13 to 18 feet above the normal tide level. Flat terrain 10 feet or less above sea level flooded inland as far as six miles. Potential for extreme damage to lower floors of structures near shore due to flooding and battering of waves and floating debris. Major erosion of beaches, low-lying escape routes inland cut by rising water three to five hours before hurricane center arrives. Evacuation of all residences within 500 yards of shore possibly required, and of single-story residences on low ground within two miles of shore.
PROCEDURE:
EMERGENCY PREPAREDNESS INFORMATION SAFER-SIMPSON HURRICANE SCALE
CATEGORY 5 - Winds greater than 155 miles per hour. Shrubs and trees blown down, considerable damage to roofs of buildings; and signs blown down. Very severe and extensive damage to windows and doors. Significant damage to the roofs of many residences and industrial buildings. Extensive shattering of glass in windows and doors. Some complete destruction of mobile homes and / or storm surge greater than 18 feet above normal tide level. Potential for catastrophic damage to lower floors of all structures less than 15 feet above sea level that are within 500 yards of shore. Low-lying escape routes inland cut by rising water three to five hours before hurricane center arrives. Massive evacuation of home areas on low ground within 5 to 10 miles of shore possibly required.
6. Medication Errors:
If adverse reaction occurs, call (911) gets medical attention for the client
Call the Client Physician
Follow Physician’s instructions
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
7. Mental Health Crisis:
Staff shall utilize their training in behavior intervention to deescalate a client who is trying to harm or hurt themselves while waiting for other assistance from emergency personnel in the event emergency personnel is required to help resolve the crisis.
Call Emergency Services for the local CSB
Describe situation
Follow instructions of local CSB Mental Health Staff
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator
8. Poisoning, Drug, Ingestion:
Call Poison Control Center-1 (800) 552-6337 or 911
Supply technician w/: age & weight of client; name of poison/drug, amount & strength, time of ingestion, and present condition of client
Follow instructions given by the Poison Control Center Staff
Notify Client personal physician
Notify Client legal guardian or authorized representative or next of kin
Remain at hospital until release or until situation is stabilized
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
PROCEDURE:
9. Runaway or Missing Client:
Search surrounding area immediately.
Notify police immediately upon identifying that a client is missing.
Write down name of client, when and where last seen, what client was wearing.
Follow advice of Administrator& remain at location in case of contact by client.
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
The Administrator shall contact the client legal guardian or authorized representative
10. Serious Illness or Injury:
Call 911
Administer First Aid.
Follow Instructions of ER Technician.
Transport client to ER or call rescue squad.
Remain at hospital until release or until situation is stabilized
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client legal guardian or authorized representative
11. Traffic Accident:
Stop vehicle, and call police (911)
Do not move vehicle to avoid injury / check for injuries.
Call Rescue Squad (911)
If other vehicles are involved, obtain:
License number
Make, model, color
Name, address, phone number, insurance company, policy number of drivers
Name, address, phone of witnesses
Provide only pertinent information to another driver.
DO NOT admit responsibility to anyone on the scene
If possible / needed accompany client(s) to the nearest hospital
Remain at hospital until release or until situation is stabilized
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client guardian or authorized representative
PROCEDURE:
12. Trespasser, Suspicious Person (s):
If danger is feared call 911.
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client guardian or authorized representative
13. Unconscious / Non-responsive Client(s):
Call Rescue Squad (911)
Administer First Aid
Administer CPR if there is no pulse or breathing.
If possible / needed accompany client(s) to the nearest hospital
Remain at hospital until release or until situation is stabilized
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client legal guardian or authorized representative
14. Utility Failure Electric:
Dominion Virginia Power 1-(888) 667-3000
Indicate the problem
Follow instructions.
If power outage is expected to last for 8 hours or more clients shall be relocated until power can be restored unless there is a generator on site for emergency power
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client legal guardian or authorized representative
15. Utility Failure Telephone:
Contact the local phone company service that the employee utilizes
Indicate the problem
Follow instructions
Use a cell phone as back-up
Call the Administrator within 30-60 minutes and provide updated information as it is gathered. Staff will complete and submit an incident report no later than 24 hours after the incident to the Administrator.
Notify client legal guardian or authorized representative
