Public Health Preparedness Capability 6: Information Sharing
Capability Description: Information sharing is the ability to conduct multijurisdictional, multidisciplinary exchange of health-related information and situational awareness data among federal, state, local, territorial, and tribal levels of government, and the private sector. This capability includes the routine sharing of information as well as issuing of public health alerts to federal, state, local, territorial, and tribal levels of government and the private sector in preparation for, and in response to, events or incidents of public health significance.
Jurisdiction or Organization: Name of Exercise:
Location: Date:
Evaluator: Evaluator Phone & E-mail:
Function 1: Identify stakeholders to be incorporated into information flow
Function Description: Identify stakeholders within the jurisdiction across public health, medical, law enforcement, and other disciplines that should be included in information exchange, and identify inter-jurisdictional public health stakeholders that should be included in information exchange. Determine the levels of security clearance needed for information access across and between these stakeholders.
Task /Observation Keys Status/Task Completed
1 Prior to and as necessary during an incident, identify intra-jurisdictional stakeholders across Fully Partially Not N/A public health, public safety, private sector, law enforcement, and other disciplines to determine information-sharing needs.
2 Prior to and as necessary during an incident, identify inter-jurisdictional public health Fully Partially Not N/A stakeholders to determine information sharing needs.
3 Prior to and as necessary during an incident, work with elected officials, identified stakeholders Fully Partially Not N/A (both inter- and intra-jurisdictional) and private sector leadership to promote and ensure continual connection (e.g., ongoing standing meetings, webinars, and teleconferences) and use continuous quality improvement process to define and redefine information-sharing needs.
Mark the status of Function 1 based on the assessments of the associated Tasks: Infrastructure Fully in Place -- Fully Evaluated and Demonstrated Infrastructure Fully in Place --Not Fully Evaluated and Demonstrated Infrastructure Not Fully in Place No Infrastructure in Place
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 1 of 7 #6 INFORMATION SHARING Function 2: Identify and develop rules and data elements for sharing
Function Description: Define minimum requirements for information sharing for the purpose of developing and maintaining situational awareness. Minimum requirements include the following elements: When data should be shared Who is authorized to receive data Who is authorized to share data What types of data can be shared Data use and re-release parameters What data protections are sufficient Legal, statutory, privacy, and intellectual property considerations
Task /Observation Keys Status/Task Completed
1 Prior to and as necessary during an incident, identify, through public health agency legal counsel Fully Partially Not N/A (and counsel to other agencies and jurisdictions as appropriate), current jurisdictional and federal regulatory, statutory, privacy-related and other provisions, laws, and policies that authorize and limit sharing of information relevant to emergency situational awareness. Such laws and policies may include Health Insurance Portability and Accountability Act (HIPAA), Office of the National Coordinator Health IT Information Technology Policy, HHS Information Management Policy, and specific requirements of current memoranda of understanding and memoranda of agreements; these laws may address privacy, civil liberties, intellectual property, and other substantive issues.
2 Prior to and as necessary during an incident, identify routine or incident-specific data Fully Partially Not N/A requirements for each stakeholder.
3 Prior to and as necessary during an incident, identify public health events and incidents that, Fully Partially Not N/A when observed, will necessitate information exchange.
4 Prior to, during, and after an incident, utilize continuous quality improvement or have a processes Fully Partially Not N/A and a corrective action system to identify and correct unintended legal and policy barriers to sharing of situational awareness information that are within the jurisdictional public health agency’s control (e.g., legal and policy barriers, opportunities to shorten the amount of time to share data).
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 2 of 7 #6 INFORMATION SHARING Mark the status of Function 2 based on the assessments of the associated Tasks: Infrastructure Fully in Place -- Fully Evaluated and Demonstrated Infrastructure Fully in Place --Not Fully Evaluated and Demonstrated Infrastructure Not Fully in Place No Infrastructure in Place
Function 3: Exchange information to determine a common operating picture
Function Description: Share information (both send and receive) within the public health agency, with other identified intra-jurisdictional stakeholders, and with identified inter-jurisdictional stakeholders, following available national standards84 for data vocabulary, storage, transport, security, and accessibility.
Task /Observation Keys Status/Task Completed
1 Prior to and during an incident, collaborate with and participate in jurisdictional Fully Partially Not N/A health information exchange (e.g., fusion centers, health alert system, or equivalent).
2 Prior to and during an incident, maintain data repositories that are able to support data Fully Partially Not N/A exchange with other regional and federal public health entities. Store data according to jurisdictional and/or federal standards for formatting, vocabulary, and encryption.
3 Prior to and during an incident, request, send, and receive data and information using Fully Partially Not N/A encryption that meets jurisdictional and/or federal standards.
4 Verify authenticity with message sender or information requestor. Fully Partially Not N/A
5 Prior to and during an incident, if necessitated by the situation, acknowledge receipt of Fully Partially Not N/A information or public health alert.
Mark the status of Function 3 based on the assessments of the associated Tasks: Infrastructure Fully in Place -- Fully Evaluated and Demonstrated Infrastructure Fully in Place --Not Fully Evaluated and Demonstrated Infrastructure Not Fully in Place No Infrastructure in Place
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 3 of 7 #6 INFORMATION SHARING Public Health Preparedness Capability 6: Information Sharing
Exercise Evaluation Guide Analysis Sheets
The purpose of this section is to provide a narrative of what was observed by the Evaluators team for inclusion in the draft After Action Report/Improvement Plan (AAR/IP). This section includes a chronological summary of what occurred during the exercise for the observed Functions and Tasks. This section also requests the Evaluator to provide key observations (strengths or areas for improvement) to provide feedback to support sharing of lessons learned and best practices, as well as identification of corrective actions to improve overall preparedness. “Lessons Learned” are activities (strength or improvement) identified during your exercise that may be applied or replicated in another jurisdiction.
Observations Summary
Write a general chronological narrative of the Players’ actions based on your observations during the exercise. Provide an overview of what you witnessed and, specifically, discuss how this particular Capability was carried out during the exercise, referencing specific Tasks where applicable. The narrative provided will be used in developing the After Action Report (AAR)/Improvement Plan (IP).
[Insert text electronically or on separate pages.]
Evaluator Observations: Record your key observations using the structure provided below. Provide a minimum of three observations for each section. There is no maximum (three templates are provided for each section; reproduce these as necessary for additional observations). Use these sections to discuss strengths and any areas of improvement. Provide as much detail as possible, including references to specific Functions and/or Tasks. Document your observations with reference to plans, procedures, exercise logs, and other resources. Describe and analyze what you observed and, if applicable, make specific recommendations. Please be thorough, clear, and comprehensive, as these sections will feed directly into the drafting of the After Action Report (AAR). Complete electronically if possible, or on separate pages if necessary.
STRENGTHS
1. Observation Title:
Related Function & Task:
Record for Lesson Learned? (Check the box that applies.) Yes No
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 4 of 7 #6 INFORMATION SHARING 1) Analysis: (Include a discussion of what happened. When? Where? How? Who was involved? Also describe the root cause of the observation, including contributing factors and what led to the strength. Finally, if applicable, describe the positive consequences of the actions observed.)
2) References: (Include references to plans, policies, and procedures relevant to the observation.)
3) Recommendation: (Even though you have identified this issue as a strength, please identify any recommendations you may have for enhancing performance further, or for how this strength may be institutionalized or shared with others.)
2. Observation Title:
Related Function & Task:
Record for Lesson Learned? (Check the box that applies.) Yes No
1) Analysis:
2) References:
3) Recommendation:
3. Observation Title:
Related Function & Task:
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 5 of 7 #6 INFORMATION SHARING Record for Lesson Learned? (Check the box that applies.) Yes No
1) Analysis:
2) References:
3) Recommendation:
AREAS FOR IMPROVEMENT
1. Observation Title:
Related Function & Task:
Record for Lesson Learned? (Check the box that applies.) Yes No
1) Analysis: (Include a discussion of what happened. When? Where? How? Who was involved? Also describe the root cause of the observation, including contributing factors and what led to the strength. Finally, if applicable, describe the negative consequences of the actions observed.)
2) References: (Include references to plans, policies, and procedures relevant to the observation.)
3) Recommendation: (Write a recommendation to address the root cause. Relate your recommendations to needed changes in plans, procedures, equipment, training, mutual aid support, management and leadership support.)
2. Observation Title:
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 6 of 7 #6 INFORMATION SHARING Related Function & Task:
Record for Lesson Learned? (Check the box that applies.) Yes No
1) Analysis:
2) References:
3) Recommendation:
3. Observation Title:
Related Function & Task:
Record for Lesson Learned? (Check the box that applies.) Yes No
1) Analysis:
2) References:
3) Recommendation:
Exercise Evaluation Guide (EEG) Public Health Preparedness Capabilities Page 7 of 7 #6 INFORMATION SHARING