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Policy on HICS Management Centers

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POLICY
It is the policy of the Lander Regional Hospital to identify all appropriate pre-designated emergency treatment and HICS management areas within the facility. 

PROCEDURE
The Incident Commander will determine what HICS Management Areas will need to be established during the emergency. Some Areas will automatically open for each emergency. These are the Family Support, Labor Pool, and Media Center.

HOSPITAL COMMAND CENTER (HCC)
Location:  Conference Room 3.  In the event an alternate location is required the location and phone number(s) will be paged overhead.

Purpose:  To provide a location to formulate and revise decisions regarding the overall coordination of the Emergency Operations Plan and Emergency Response Plans using incoming communications and reports including casualty statistics, medical personnel needs, available and needed bed space.

1.The main phone number is 6364 (a listing of all numbers to the HICS Management Areas are located under Attachment I). 

2.Evaluate and forward the appropriate information to the Family Support Center and to the Media Center.

3.Local Emergency Operations Center (EOC) will direct area hospitals and inform them of Lander Regional Hospital's disaster status, and determine the number of beds available via >.

4.Only the following authorized personnel are allowed into the HCC includes without specific permission of the IC:

a.Incident Commander 
b.Medical Staff Director or Medical/Technical Specialist
c.Section Chiefs
d.Safety Officer
e.Liaison Officer
f.Public Information Officer (1)
g.Administrative Support (1-2)

The duties of these individuals include, but are not limited to:

5.Incident Commander will organize and direct the HCC and give overall direction for hospital operations, and if needed, authorize evacuation.

6.The Medical Staff Director will organize and direct the overall provision and delivery of medical care in all areas of the organization. 

7.Safety Officer will assist and ensure that the Emergency Operations Plan and/or Emergency Response Plan is implemented and identify any hazards and unsafe conditions. The Safety Officer will also oversee the Decontamination Team. Organize and enforce scene/facility protection and traffic security.

8.Public Information Officer (PIO) will provide information to the news media. The PIO will also oversee the Media Center. 

9.Administrative support will receive various information/tracking lists, and messages for the HCC.

NOTE:  Information pertaining to specific patients must be forwarded to the Family Support Center before being forwarded to the Media Center.

10.Command Center Duties/Responsibilities:

a.Assess the current situation.
b.Obtain emergency supplies, emergency plans and radios (located in the cabinets of the board room).
c.Appoint positions, if not already established
d.Distribute section packets and job action sheets
e.Distribute titled vests
f.Notify other hospitals, city, state, and/or federal agencies of emergency status.

11.Notify other hospitals, city, state, and/or federal agencies of disaster status. 

12.When assessment of the situation reveals the ability to resume normal operations, the Incident Commander will notify the PBX Operator to overhead page "CODE ____ - All Clear", three times. The switchboard operator will also alpha page with CODE ____- All Clear. 

Labor Pool Center
Location:  Conference room 2 332-6363

Purpose:  To coordinate the staffing needs of clinical, non-clinical employees, medical staff, additional staffing and disaster service volunteers.

1.When Code yellow is called, the > will setup the center at Phase II.

2.When recalled by this center, staff will report to the department to sign in and receive assignments. 

3.The Incident Commander will assign someone as the Labor Pool & Credentialing Leader.

4.Notify the HCC when establishment of the Labor Pool Center in Phase II has been accomplished. 

5.The Labor Pool Center will maintain documents and updates to the staffing information sent by the departments through the Staffing Information Form (Attachment I). The Staffing Information Form will be either faxed to the Labor Pool Center or hand carried to the Labor Pool Center automatically at Phase II. The department specific plans will identify where the form will need to be sent. 

6.If recalls have occurred, the departments will send the Staff Recall Form (Attachment II) to the Labor Pool Center at Phase III.  The Center will be able to track those that have been recalled. The form will state where the form will need to be sent. 

7.Identification of Personnel:

a.All personnel will wear their identification badges at all times. 
b.Standard hospital uniforms will be worn, if at all possible.
c.Lander Regional Hospital Volunteers are to wear volunteer uniforms and identification.
d.Clergy will have Lander Regional Hospital ID badges and some volunteers with Pastoral Care badges.
e.News media will wear their standard identification.
ii.

8.The Labor Pool Center will determine and coordinate the use of Volunteers (outside volunteers) when all Lander Regional Hospital staff and volunteers have been exhausted. 

9.The Labor Pool Center will perform emergency credentialing per Policy on Other Licensed Volunteers (OV-EM.02.02.15EP1-9).

10.The Physician Tracking Manager will setup the Medical Staff Center in the > at Phase III.  All Medical Staff will report to this area first when arriving to the hospital or when recalled, unless otherwise specified. 

11.The Medical Staff Center will perform emergency credentialing on Licensed Independent Practitioners (LIP) per Policy on Volunteer LIP (VL-EM.02.02.13EP1-9).

MEDIA CENTER 
Location:  Dinning Room 335-6327

Purpose:  To coordinate and inform the public of the disaster through the media.

1.When Code Yellow is called, the Media Relations department will prepare to meet the media at Phase II.

2.Notify the HCC when establishment of the Media Center has been accomplished.

3.All members of the media should be directed to the Media Center.  Members of the media will only be allowed inside the hospital if escorted by a representative of the media relations department.  Parking for media should be North parking.

4.Any unescorted media personnel found in other areas of the hospital will be escorted out of the hospital.

5.Employees who encounter members of the media should direct them to the Media Center and then notify the Security Department.

6.No hospital employee or volunteer is authorized to make a public statement regarding the disaster without prior clearance from the PIO.

7.Media personnel will be wearing the identification that law enforcement or the media's employer has issued. 

8.Responsibilities:  To receive and appropriately disseminate information regarding casualty victims to media AFTER RELATIVES HAVE BEEN NOTIFIED.   Information released will include:

a.Statistics (number treated and dismissed, admissions, transfers, and deaths.)

b.Communications:  Information for release must come from the Command Center only.  The Family Support Center will indicate that relatives have been notified.

c.In the event of a telephone system failure, runners, radios, or cellular phones will be used as backup communications.

FAMILY SUPPORT CENTER
Location:  Conference room 1 335-6463

Purpose:  To coordinate the needs and information to family members of patients. To provide critical incident stress debriefings.

1.A chaplain and social worker(s) will set up the center at Phase II until arrival Family Care Leader. 

2.Others that may need to respond:

a.Additional Social Workers
b.Support Personnel-answer of phones, greeting family, escorts, etc.

3.Duties/Responsibilities:

a.The chaplain will notify the Senior Chaplain of Pastoral Care or designee of the situation. 
b.Assign 4 individuals to answer the phones.
c.Notify the HCC when the Center has been established.
d.As family/friends enter, record their name and name of possible disaster victim
e.Provide support as needed to family members.

4.The family may be directed to enter the Hospital through the front entrance during lock down.  They should be kept informed of current status of the disaster and should know they must remain available to be kept informed.  The procedure is as follows:

a.Family members will be directed to wait in the conference room #1. Overflow waiting area would be in Lobby 
b.Families will remain in this area unless they are escorted to one of the emergency treatment areas or patient room if admitted.  NO FAMILY MEMBERS WILL BE ALLOWED TO GO TO A TREATMENT AREA OR PATIENT ROOM UNESCORTED
c.Two runners and several escorts should be assigned.

5.Families will be logged in the Family Support Center for communication purposes.

6.Social Workers and the Pastoral staff will be available to provide support to family members who are dealing with emotional reactions to injuries or deaths of relatives and to assist in obtaining and relaying information to family members.

7.If a medical emergency of the family or friends in the Family Center should arise, call #### to notify the operator.

8.Food and Nutrition Services will supply light refreshments.

9.When appropriate, family should be escorted to treatment area to stay with victim or to identify a victim.

10.This Center will also provide critical incident stress debriefings for staff after the disaster has been determined in recovery.  

DEPENDENT CARE CENTER
Location:  > (####)

Purpose:  To coordinate the needs of staff members needing dependent care during the disaster. 

1.The Dependent Care Center will become operational by the Dependent Care Leader once notified by the Incident Commander.  

2.The Dependent Care Leader will initiate and direct the sheltering and feeding of staff's and volunteer's adult/child dependents. 

3.Employees and volunteers will need to bring the following items when bringing in their child/adult dependents:

a.All prescriptions in their original containers
b.Immunization Record (under 4yrs), if available
c.Emergency contact other than the parent
d.Several changes of clothes
e.Diapers, if applicable
f.Baby food & bottles 

g.Child's/Adult's favorite items, such as blanket, stuffed animal, etc.

ATTACHMENTS
Attachment I- Staffing Information Form
Attachment II- Staffing Recall Form
Attachment III- Emergency Treatment & HICS Management Areas