A recently published planning document by the Joint Commission on Accreditation of Healthcare Organizations outlines 13 essential components of an effective community-based emergency management planning.
JCAHO Update for Infection Control: Lucky 13: Key steps to small-town readiness
December 1, 2005 4 minutes read
JCAHO Update for Infection Control
Lucky 13: Key steps to small-town readiness
A recently published planning document by the Joint Commission on Accreditation of Healthcare Organizations outlines 13 essential components of an effective community-based emergency management planning.1 Components include:
1. Define the community
- Identify key stakeholders in defining the community.
- Consider geopolitical and other definitional factors.
- Consider impact of federal definitions.
2. Identify and establish the emergency management preparedness and response team
- Build on existing relationships.
- Identify appropriate planning partners.
- Consider start-up logistics.
3. Determine the risks and hazards the community faces
- Use an "all-hazards approach."
- Acknowledge the potential for a catastrophic event.
- Compile a list of potential hazards.
- Recognize the problems inherent in hazard lists.
- Assess and prioritize the listed hazards.
- Fine-tune list by conducting a "gap analysis"
4. Set goals for preparedness, response planning
- Ensure that planning covers basic societal functions.
- Make the planning process as doable as possible.
- Address the four phases of emergency management.
- Address human resources requirements.
- Plan for convergent responders.
- Involve the public in community preparedness efforts.
- Enable people to care for themselves.
- Plan for layered preparedness and response.
5. Determine current capacities and capabilities
- Use federal government asset categories and target capabilities as a guide.
- Specifically consider the public as an asset category.
- Consider other groups not yet represented at the planning table.
- Identify geographic features and vulnerabilities that may affect capabilities.
- Consider surge capacity and consult surge planning resources.
- Consider all community health resources.
- Define critical capacities for each health entity and link to state databases.
- Know the federal government's definition of required surge capacity.
- Consider the issues involved with standards of care during mass casualty events.
- Identify dual uses for existing or merging capabilities.
- Identify alternative care and shelter facilities.
- Identify federal resources in the community.
- Identify gaps in community assets.
6. Develop the integrated plan
- Maintain a collaborative effort; broaden planning partnerships where necessary.
- Choose an approach to developing the plan.
- Use available guidance and resources.
- Determine how the plan is to be drafted and the expected time frame.
- Agree on meeting frequency.
- Review existing plans, laws, and mutual aid agreements.
- Commit to the use of simple language.
- Clearly delineate roles and responsibilities.
- Determine how the plan will be organized.
- Address all types of events and cover all defined goals.
- Specifically address health and medical facility emergency planning.
- Specifically address how to meet needs for pharmaceuticals and medical suppliers.
- Identify and address hazards and resources that cross jurisdictions.
- Identify how preparedness and response success will be measured.
- Consider the lessons learned from 9/11.
7. Ensure thorough communication planning
- Understand how communication is transmitted.
- Plan for alternative and backup communications links and systems.
- Plan and provide for emergency backup power to communications systems.
- Ensure interoperability of communications systems.
- Use available communications planning resources.
- Review and build on existing communications planning initiatives.
- Obtain/prepare information for crisis communications.
- Define emergency communications protocols or procedures.
- Establish communications credibility with the public.
- Recognize and plan for the critical role played by media.
- Identify how every community member can be reached in an emergency.
- Plan to provide decisional support.
- Ensure culturally sensitive communication.
- Use publicly available communications materials.
- Ensure integration of the local health care organization's communications plans.
8. Ensure thorough mental health planning
- Use available mental health disaster planning resources.
- Link to pastoral care resources.
- Consider organizing self-help groups.
- Link to and know how to access federal and state disaster mental health plans/resources.
- Recognize and plan for the emotional effect of crises on rescue and health care workers
9. Ensure thorough planning related to vulnerable populations
- Identify special-needs populations to support effective communication, outreach, and planning.
- Include a cross section of partners in planning and response efforts related to vulnerable populations.
- Consider the unique needs of children.
- Involve the school nurse in emergency preparedness and response.
10. Identify, cultivate, and sustain funding sources
- Proactively pursue funding.
- Include all planning partners in the funding requests.
- Consider revenue-raising opportunities.
- Seek funding collaboratively and regionally.
- Consider the impact of funding reductions.
11. Train, exercise, and drill collaboratively
- Identify who should be trained and the training needs for each.
- Ensure competency-based training programs.
- Identify cross-training opportunities.
- Consider offering the CERT program.
- Access other training programs offered through the federal government.
- Ensure incident command training for appropriate personnel.
- Recognize drills or exercises as a critical element of the emergency preparedness process.
- Involve all players in exercises and drills.
- Be sure to include local businesses in training, exercises, and drills.
- Access available resources.
- Practice with other communities.
- Identify performance measures for drills and exercises.
- Ensure the realism of drills and exercises.
- Include alternative care sites, shelters in disaster drills.
- Activate the emergency plan.
12. Critique and improve the integrated community plan
- Conduct periodic review and reprioritization of possible emergency incidents.
- Review emergency management plan on an annual basis.
- Base review on analysis of performance.
- Discuss post-test problems and assign remedial actions.
- Consider obtaining external feedback.
- Review the planning process.
13. Sustain collaboration, communication, and coordination
- Ensure proper documentation and dissemination of plans and supporting information.
- Establish mechanisms for receiving and reviewing regional, state, and federal plans.
- Collect and disseminate information about effective models, practices, and lessons learned.
- Build multilayered relationships and prepare for transitions.
- Ensure ongoing communication with the public.
Reference
1. Joint Commission on Accreditation of Healthcare Organizations. Standing Together: An Emergency Planning Guide for America's Communities, Chicago: JCAHO: 2005
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