Activating the Emergency Plan

Having survived all of this year’s ice and snow, we turn our attention toward spring and summer and the possibility of other major storms that can affect us. A comprehensive and individualized emergency plan can help providers to ensure that patients remain safe in their homes with adequate equipment and supplies, should providers be unable to reach them for an extended period of time. Accreditation requires that providers have both emergency and disaster plans.

• An emergency plan is implemented at the occurrence of an emergency event, like a major snow or ice storm that could close roads, airports, schools and government offices. Businesses and stores may be inaccessible; buses and subways may not be running. An emergency plan is also the plan you execute when an unexpected issue happens, like a fire, roof collapse or gas leak. A template can be useful in creating an emergency plan to ensure that necessary items are addressed, but should also be individualized for your business to include the specific steps you need to take.
   
• A disaster plan is the plan you create in the event that a disaster has occurred, such as a massive power outage that lasts for extended time, or maybe the consequences after a tornado or hurricane. A disaster plan may be implemented after an emergency plan when there are serious consequences. This plan must also be individualized, specific to your business and address the concerns you could face.

Accreditation requires not only that you have both an emergency and a disaster plan, but also that you test them each year to be sure they are up-to-date and that improvements are made as needed. If you have not needed to activate either of your plans this year, be sure you check and test them before a potential event. If you have had to implement either recently, make notes as to what worked and what didn’t, and update your plans with any information or corrections. Emergencies and disasters are unplanned events. You may never have to activate either of your plans, but you need to be well prepared in advance. Creating workable plans is a task that is critical for your business survival. Testing your plans annually ensures that you can be ready in the event of either. Update them as often as you need to. For more information, you can find great resources at ready.gov.

Your individualized emergency plan should include:

1. What qualifies as an emergency
    
2. Who activates/deactivates the disaster plan
    
3. A list of current contact numbers for all staff
    
4. A list of the procedures to implement, such as:
    
   1. What the staff members roles are in the event the plan needs to be implemented
       
   2. The method to identify any high risk patients who may be affected and what their needs might be
       

5. A list of services that may be delayed or interrupted
    
6. Determination of staff who may be affected during the emergency and how their duties would be covered if they cannot work
    
7. Arrangements made with alternative suppliers in the event that the supplier cannot service customers as a result of an emergency.
    
   1. Accessibility to four-wheel drive vehicles when needed
       

8. Access to a portable radio
    
9. In cold climates, equipping company vehicles with winter survival kits
    
10. Location for the staff to meet if the office is inaccessible
     
11. Where IT back-up copies are kept off site and how they can