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Outbreak Anarchy Tabletop Exercise Inject Responses – May 17 2013

InjectFlorida Department Response of Health in Orange Report County Orlando Florida Outbreak Anarchy – A Workplace Influenza Pandemic Tabletop Exercise

May 17, 2013

Disaster Resistant Communities Group LLC www.drc-group.com Outbreak Anarchy Tabletop Exercise Inject Responses – May 17 2013

This report contains the inject responses from the Outbreak Anarchy – A Workplace Influenza Pandemic Tabletop Exercise. These responses are unedited and are directly exported from the information typed into the ONX System during the exercise. The purpose of this report is to provide documentation for your organization’s records of exact responses captured during the exercise. www.drc-group.com – [email protected]

Outbreak Anarchy - COOP - # 002

Florida Department of Health / Orange County Does your workplace have a written Influenza Pandemic Plan that focuses on continuity of operations and a staff shortage? Part 1 (Note: Access a Business Influenza Tool Kit and Business Continuity Information.) Part 2 Yes If the above answer is yes. – Do all workplace employees have an identified role Part 3 in the plan? Part 4 Yes Part 5 Identify at least one role assigned to employees. Staffing SpNS Shelters Part 6 Communications If the above answer is no. – Explain why your workplace does not have such a Part 7 plan and then identify and thoroughly describe at least five key components that should be incorporated into your workplace Influenza Pandemic Plan. Part 8

Florida Department of Health / Orange County Will your workplace post influenza pandemic planning and preparedness Part 1 information on its public web site? Part 2 Yes If the above answer is yes. – Briefly describe the kind of information that will be Part 3 posted on your web site and identify and list at least three web sites, such as www.flu.gov, to which your workplace web site should link. Part 4 Frequently asked questions about the Flu.

How to prevent transmission and be safe.

Hotlines

Locations where they can take the flu shots.

Websites: www.cdc.gov, www.who.org, www.orchd.com, www.doh.com, www.ocfl.net If the above answer is no. – Briefly explain why your workplace will not post Part 5 such information to its public web site. Part 6 If your workplace has an intranet (secured internet access for employees only) Part 7 web site will a copy of your workplace Influenza Pandemic Plan be posted to it? Part 8 Yes If the above answer is yes. – Identify other uses of your workplace intranet to Part 9 support influenza pandemic mitigation, planning and preparedness activities. Have an Frequently asked questions

Director's Corner

Daily popups on staff computers Part 10 Post on intranet a copy of the IAP or bulletins from other agencies.

Websites: www.cdc.gov, www.who.org, www.orchd.com, www.doh.com, www.ocfl.net If the above answer is no. – Briefly explain why the plan is not shared via your Part 11 workplace intranet. Part 12

Florida Department of Health / Orange County Part 1 It has been several days since major news agencies headlined with the story that the WHO had announced a Phase Six Pandemic Alert in regards to the H7N3 influenza virus.

Briefly explain what a Phase Six Pandemic Alert will mean to your workplace and

its employees. Plan for staff shortages, supplies, and funding shortages. Shortage on trained surveillance staff.

Plan to assist in cross training staff.

Tourism advisories

Increase in workload in surveillance, communications. Part 2 Set up routine communication with community partners

Stress management for staff

Inventory of community resources and internal resources.

Provide education materials to community (websites, brochures, media)

Florida Department of Health / Orange County Will your workplace establish a Pan Flu Team to help with planning and Part 1 preparing for and mitigating the effects of the influenza pandemic? Part 2 Yes If the above answer is yes. – Identify and briefly describe the various roles that this team will fulfill in preparing your workplace for the influenza pandemic. Part 3 (Example: Distribute bottles of hand sanitizer to all employees.) Implement ICS Structure

PIO - Communications (internal and external)

Employee Health Officer - Coordinate/maintain that all sites have proper PPE, Part 4 hand sanitizers, etc.)

HR - Tracking absenteeism/overtime

Logistics, Operations, Finance and Planning Sections Chiefs Part 5 List five influenza preventative measures that can be taken by workplace

employees.

First Preventative Measure: Part 6 Proper Hand Washing Part 7 Second Preventative Measure: Part 8 Coughing into your arm Part 9 Third Preventative Measure: Part 10 Stay home if you’re sick Part 11 Fourth Preventative Measure: Part 12 Use of PPEs if necessary Part 13 Fifth Preventative Measure: Part 14 Flu Shot

Florida Department of Health / Orange County Will your workplace establish a system to monitor employees that are absent from work due to having contracted the H7N3 influenza virus, are having to take Part 1 care of sick family members or cannot report to work due to other pandemic related issues? Part 2 Yes If the above answer is yes. – Briefly describe how such a system would be Part 3 established and maintained. In addition identify the individual by job title that would be responsible for its implementation. Supervisors will report number of staff absent to HR and program managers. Part 4 HR Function will be tracking absenteeism and provide the numbers Identify the individuals by job title that would have access to this system once it Part 5 has been implemented. Senior Management Team Part 6 Incident Management Team

Once established will the system need to be Health Insurance Portability and Part 7 Accountability Act (HIPAA) compliant? Part 8 No Part 9 If the above answer is yes. – Briefly explain how this will be accomplished. Part 10 We still need to be diligent

Florida Department of Health / Orange County Does your workplace have a Disaster Supplies Kit that can be used by Part 1 employees during the pandemic to lessen their chances of becoming ill? Part 2 Yes If the above answer is yes. – Prepare an itemized list of items that are contained in such a kit. Part 3 (Example: Item – Hand Sanitizer / Quantity – 100 two ounce squirt bottles.) Part 4 PPEs (Gloves, masks, hand sanitizers, n95, tissues, Clorox wipes) If the above answer is no. – Briefly explain why your workplace does not have Part 5 basic pandemic response supplies Part 6

Florida Department of Health / Orange County Part 1 Does your workplace have a written Emergency Communications Plan? Part 2 Yes If the above answer is yes. – Identify the individual by name and title responsible Part 3 for implementing the plan and briefly describe the various components of such a plan. Part 4 Dain Weister - PIO

Mirna - PIO

Luz Reyes (Backup -PIO)

Tenecia Wood (Backup-PIO)

Components: Press releases (Multiple languages), When to implement the JIC, Notification to Medical Community If the above answer is no. – Briefly explain why such a plan does not exist and Part 5 describe how your workplace will remain in contact with absent employees, clients / customers, vendors, etc. Part 6

Florida Department of Health / Orange County Fully understanding your workplace Mission Essential Functions and having the employees to maintain these functions is the foundation for remaining operational throughout the influenza pandemic. Part 1 Identify and briefly describe all of your workplace Mission Essential Functions and identify the staffing requirement for each identified function. Refer to the COOP :

MEFs: IT- Support on computer systems

Facilities- Safety Functions

EPI- Surveillance

EO- Maintain ICS and Plans Part 2 EVH- Animal Bites Investigations, Water and Foodborne Illnesses

Business Office- Essential Payroll, revenue billing, contract management

WIC- will still maintain as usual

Vitals- shutdown hospital site and move staff to Central

Dental- business as usual, provide staff to other programs to assist.

Briefly describe how your workplace will maintain these functions with a 25% Part 3 absenteeism rate. Triage and prioritize (shift and share staff) to make sure MEFs function.

Communication Part 4 Cross training / JIT into other programs for those MEFs.

Use your guidance/procedures and protocols

Florida Department of Health / Orange County Sue Jones who went home sick three days ago has called and says she is ready to come back to work. She states that her fever broke late last night and that she Part 1 feels much better and is ready to get back to work.

Should Sue be allowed to return to work at this point? Part 2 No Part 3 If the above answer is yes. – Briefly explain the decision for her to return to work. Part 4 If the above answer is no. – Briefly explain the decision for her not to return to Part 5 work. Part 6 Needs to be Fever free without medication for 24 hours.

Florida Department of Health / Orange County Local schools have temporarily closed due to the influenza pandemic.

Part 1 Based on the number of workplace employees with children identified earlier in the exercise, briefly describe how the closing of schools will affect your workplace absenteeism rate. Part 2 The absenteeism will increase because of lack of day care services.

Clinical services will change.

Increase services in Immunizations and WIC

Essential services will decrease.

May have certain programs do other functions to assist.

What to do:

Relax our policy of Bringing healthy kids to work.

Make the Auditorium a Theater for kids

Find out about day care services in the area

Get volunteers to help out with kids at work (with activities). Utilize OCPS volunteers, students to help.

Florida Department of Health / Orange County Knowing that your workplace may not be able to maintain all of its normal activities throughout the pandemic identify at least three non-essential services Part 1 that can be temporarily suspended.

(Example: Producing the weekly workplace newsletter.) Pregnancy Tests

Part 2 STD

Family Planning

Florida Department of Health / Orange County Part 1 Four of your workplace’s top managers are among the first to fall ill due to the H7N3 influenza virus.

(Note: The above information is based on a workplace with 35 employees; adjust the number of top managers that have become ill based on the size of your workplace.)

Briefly describe the line of succession for your workplace. Program Managers

Supervisors

Leads Part 2 Maintain ICS structure and identify these key roles and functions

Review each program's coop for Lines of Succession (first, second and third tier)

Plan ahead

Florida Department of Health / Orange County Will any of your workplace employees be affected by the local public Part 1 transportation grinding to a standstill? Part 2 Yes If the above answer is yes. – Briefly describe the actions that your workplace can Part 3 implement to assist employees in being able to make it to work. Carpooling

Working from home

Use of County Vehicles Part 4 Consider housing "out of county" employees at the workplace.

Consider asking other peers to house "out of county" employees in their homes.

Consider changing staff work schedules

Florida Department of Health / Orange County Due to the type of work they perform a number of your employees are willing to work from their home and telecommute. Part 1 Will your workplace allow these employees to work from home? Part 2 Yes If the above answer is yes. – Briefly describe how this will be accomplished and Part 3 prepare a list of work assignments (jobs) that employees will be permitted to undertake via telecommuting. Departments that will NOT allow telecommute:

Immunizations, Vital Stats, Dental, Facilities, IT (some), WIC (some), Pharmacy (possible mail orders)

Departments will allow telecommute: Part 4 Administrative Services -HR

Health Management -Area 7 (some), STD (some), EPI (some)

Will be accomplished by: using IT resources some of the work assignments can be done electronically, web mail, via telephone, teleconferencing, call centers, can communicate thru USPS. If the above answer is no. – Briefly explain why your workplace will not allow Part 5 employees to telecommute. Part 6

Florida Department of Health / Orange County National, regional and local health officials have strongly recommended social distancing. Part 1 With this in mind will your workplace limit face to face meetings? Part 2 Yes If the above answer is yes. – Briefly describe how your employees will continue Part 3 their collaborative efforts to meet the needs of the workplace.

Restrict the amount of patients/visitors in the waiting room.

Use of PPEs. Part 4 Telephone communications, email, teleconferencing, video conferencing, web cam conferencing. If the above answer is no. – Briefly explain why your will not limit face to face Part 5 meetings. Part 6

Florida Department of Health / Orange County Mary Jones, an assistant manager, has not been feeling well for the past two days but she has continued to report to work because she is concerned that there are not enough employees coming into the office to get things done. Part 1 She is single and really wants to continue to work.

Briefly describe the actions that your workplace will take in regards to Mary’s desire to continue to report to work. Assess her level of wellness (physical and mental); if infectious she will be sent home,

Daily monitoring staff that are home sick,

Have her use PPEs, Part 2 Make a decision of how essential she is in the office,

Is there a function that can be done from her home,

Assess succession planning during her absence.

Florida Department of Health / Orange County Part 1 Shawn Collins a mid-level manager has just informed senior management that

he has not heard from six of his employees for the past few days.

Should your workplace try to make contact with these employees? Part 2 Yes Part 3 If the above answer is yes. – Briefly describe how this will be accomplished. Contact employee or their emergency contact

Talk to the employee's peers. Have them try to reach the person Part 4 NOTE: Remind staff of the importance of contacting their supervisors if not able to report to work. Briefly describe the actions that will be taken if the employees cannot be Part 5 contacted. Home visit (by staff that lives near that person) Part 6 Contact local Emergency Management Office for available community resources If the above answer is no. – Briefly explain why your workplace would not try to Part 7 contact these employees. Part 8

Florida Department of Health / Orange County As the H7N3 vaccine becomes available local public health agencies across the country have established procedures to vaccinate their local population. Part 1 Can your workplace require its employees and their families to receive a vaccination? Part 2 No If the above answer is yes. – Briefly describe how your workplace will verify that Part 3 its employees and their family members have received a vaccination. Part 4 If the above answer is no. – Briefly describe the actions that your workplace can Part 5 take to strongly encourage your employees and their families to receive a vaccination.

Educate on the benefits and risks of vaccination

Role model for staff Part 6 Offer alternative to non-vaccination (wear PPEs)

Bottom line: "vaccination or wear PPE"

Disaster Resistant Communities Group LLC www.drc-group.com