FLORIDA STATE HOSPITAL STATE OF FLORIDA OPERATING PROCEDURE DEPARTMENT OF NO. 70-6 CHILDREN AND FAMILIES CHATTAHOOCHEE, May 3, 2017
Facilities Acquisition and Management
EMERGENCY OPERATION PLAN (Continuity of Operations Plan)
1. Purpose: To assign specific responsibilities to Florida State Hospital Staff for coordinating the delivery of emergency health welfare and special services to Florida State Hospital in the event of a disaster or sentinel event.
2. References:
a. Florida State Hospital Operating Procedure 10-9, Workplace Violence Awareness and Prevention
b. Florida State Hospital Operating Procedure 150-1, Emergency Medical Procedures
c. Florida State Hospital Operating Procedure 155-4, Elopement/Escape of Residents
d. Florida State Hospital Guideline, Canine Use by Security at Florida State Hospital
3. Responsibilities:
a. Hospital Administrator: Activation, coordination and termination of the Emergency Operation Plan, which is defined as the “Continuity of Operations Plan” as approved by the Department of Children and Families, in the delivery of Florida State Hospital’s emergency services within Florida State Hospital.
b. Emergency Preparedness Committee:
(1) Responsible for review, accuracy and familiarity of the Florida State Hospital’s “Continuity of Operations Plan” (Attachment); plan necessary disaster exercises (internal and external) in accordance with accreditation requirements and other applicable authorities as outlined in the Continuity of Operation Plan; determine applicable agencies and organizations to be involved in planning; and develop a system to maintain an updated emergency plan; distribution of the plan, and staff assignments (Note Annex 1 of Attachment, Membership of the Emergency Preparedness Committee).
(2) Emergency Preparedness Committee will meet quarterly or as needed to review and update the Florida State Hospital Continuity of Operation Plan and ensure that the rosters of Key Personnel (see Annex 2 of Attachment) are current.
c. Fire Department: Responsible for conducting all emergency drills for Fires, Hazardous Materials, Hurricanes, and Tornadoes annually for each Shift and Department, and maintaining all documentation of drills, attendance, and opportunities for improvement.
This Operating Procedure supersedes: Operating Procedure 70-6 dated May 27, 2016 OFFICE OF PRIMARY RESPONSIBILITY: Emergency Services DISTRIBUTION: See Training Requirements Matrix May3,2017 FSHOP70-6
d. Security Department: Responsible for conducting all emergency drills for Threatening Situations, Bomb Threats, Hostile Intruder, and Elopement/Escape annually for each Shift and Department, and maintaining all documentation of drills, attendance, and opportunities for improvement.
e. Assistant Hospital Administrator of Operations/Clinical Director: Responsible for conducting all emergency drills for Medical Emergencies for each Shift and Department, and maintaining all documentation of drills, attendance, opportunities for improvement, see Florida State Hospital Operating Procedure 150-1 Emergency Medical Procedures.
f. Operations and Facilities: Responsible for conducting all testing and operation of utilities during an emergency operation for the Florida State Hospital, and maintaining documentation of testing.
g. Unit Directors/Department Heads: Responsible for developing an Emergency/Disaster Plan specific to their Unit or Department, updating the plan annually and submitting a copy to the Fire Department.
4. Procedures:
a. Concept: In the event of a natural disaster, adequate warning is usually available and steps for increasing readiness can generally be carried out as provided for in the Florida Emergency Operations Plan or the Hurricane Warning Services. In the event of a man-made disaster such as train derailment, nuclear detonation or accident, commercial aircraft accident, etc., little or no warning is likely to be available. In this situation, increased readiness must be achieved as rapidly as possible.
b. Emergency Notification procedures: in the event of a Fire, Hazardous Materials incident, Medical Emergency, Bomb Threat, Natural Disaster (hurricane or tornado), Utility Failure and Violent or Threatening Situations; The Emergency Operations Center (EOC) is to be notified.
(1) The EOC’s number is Extension #7911
(2) When reporting an emergency incident, provide the following information:
(a) Name and Position
(b) Specific location of incident
(c) Call back telephone number
(d) The nature of the emergency
(e) Any other pertinent information
c. Lock down Procedure: A Lock Down is a procedure used when there is a threat to the facility and/or building occupants. This procedure prohibits unauthorized personnel into a building and accounts for all individuals that exit a building. All exterior doors are locked and the main entrance is monitored by authorized staff. This procedure allows the occupants of a building to continue as normal, but curtails outside activity. A Lock down is most commonly used when a threat or an incident is occurring outside a building. Procedures:
(1) Lock all exterior doors and stay inside.
(2) Prevent entry into the building by unauthorized personnel.
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(3) Continue with daily activity inside; be aware of your surroundings.
(4) Be vigilant and immediately report any suspicious activity to the EOC at 7911.
(5) Do not exit the building until authorized to do so by the Hospital Administrator or designee.
d. Units will have specific emergency procedures for residents with specific needs and are identified in the Unit’s Disaster/Evacuation plan.
e. In the event of needing to notify all units or departments of an emergency incident, notification will be made in accordance with the type of emergency as listed below.
f. At the completion of an emergency that requires staff, residents and visitors to relocate or evacuate, the EOC will notify that the emergency is over and it is safe to return to your Unit or Department.
5. Fire/Hazardous Materials:
a. Remain as calm as possible and proceed with the following procedures:
(1) ALL fires/hazardous materials must be reported to the Fire Department. Even though a fire may have been extinguished, it must still be reported. Supervisors are responsible for reporting all Fires and Hazard Materials incidents to the Florida State Hospital EOC, and appropriate Unit/Department Administration, in that order.
(2) If a fire alarm sounds in your building, call the EOC at Extension #7911 and report the alarm, institute an immediate search to determine whether there is a fire. Do Not Attempt to Silence the Alarm. The Fire Department must investigate and silence the alarm.
(3) If a fire/hazardous materials are discovered, immediately pull the building alarm and call the Fire Department at Extension #7911 to report. Evacuate the residents from the area of the hazardous material. If it is a small fire, evacuate the area and/or building.
(4) Do not delay the evacuation of residents or staff to fight a fire.
(5) Do not “hunt” for a fire/hazard material if you see smoke. If you see smoke, pull the building alarm, call Extension #7911, and evacuate the area of residents and staff.
(6) When the fire/hazardous has been extinguished and the building is safe for the occupants to return, notification will be given by the EOC and verbally to the supervisors of the affected areas.
ALWAYS USE STAIRS WHEN EVACUATING. NEVER USE ELEVATORS.
6. Threatening Situations:
a. In an event of a Threatening Situation, the Hospital Administrator or designee will notify Hospital personnel by e-mail to all hospital email users. If the situation warrants, the Hospital Administrator or designee may call for a facility lock down. Only the Hospital Administrator or designee can cancel a facility lock down. When the incident is over and determined that no threat exists, notification will be given by e-mail to all hospital email users.
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b. In the event personnel are made aware of a threatening situation, they are to notify the Florida State EOC immediately at Extension #7911 and provide the following information:
(1) Name and Position
(2) Specific location of incident
(3) Call back telephone number
(4) The nature of the emergency
(5) Any other pertinent information as requested by dispatcher on duty
c. Relocate staff, residents and visitors to safe area, evacuate to an adjacent location if necessary. Upon relocation, account for all residents, staff and visitors.
d. In the event of an incident of Workplace Violence, refer to Florida State Hospital Operating Procedure 10-9, Workplace Violence Awareness and Prevention for procedures.
7. Hostile Intruder:
a. In an event of a Hostile Intruder, the Security Department will notify Hospital personnel by radio and an e-mail to all hospital email users, and as needed, by telephone to supervisory staff. When the incident is over and determined that no threat exists, notification will be given by radio and e-mail to all hospital email users, and by telephone to supervisory staff.
b. When personnel are aware of a hostile person(s) actively causing deadly harm or the imminent threat of deadly harm within Florida State Hospital, the following action is recommended.
(1) Lock yourself in the room you are in at the time of the threatening activity.
(2) If communication is available, call Security at the EOC - #7911.
(3) Do not stay in an open area.
(4) Do not sound the fire alarm. A fire alarm would signal the occupants in the rooms to evacuate the building and thus place them in potential harm as they attempted to exit.
(5) Barricade yourself in the room with furniture or anything you can push against the door.
(6) Lock the window and close blinds or curtains.
(7) Stay away from the windows.
(8) Turn all lights and audio equipment off.
(9) Try to stay calm and be as quiet as possible.
(10) If for some reason you are caught in an open area such as a hallway or lounge type area, you must decide what action to take.
(a) You can try to hide, but make sure it is a well hidden space or you may be found as the intruder moves through the building looking for victims.
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(b) If you think you can safely make it out of the building by running, then do so. If you decide to run, do not run in a straight line. Keep any objects you can between you and the hostile person(s). Use trees, vehicles, or any other object to block you from view as you run. When away from the immediate area of danger, summon help any way you can and warn others.
(c) If the person(s) is causing death or serious physical injury to others and you are unable to run or hide, you may choose to play dead if other victims are around you.
(d) The last option you have if caught in an open building may be to fight back. This is dangerous, but depending on your situation, this could be your option.
(e) If you are caught by the intruder and are not going to fight back, follow their directions and do not look the intruder in the eyes.
(f) Once Responding Agencies have arrived, obey all commands. This may involve your being handcuffed or made to put your hands in the air. This is done for safety reasons and once circumstances are evaluated by the Responding Agencies, they will give you further directions to follow.
c. Warning Signs:
(1) It is imperative that if you have had contact with ANY INDIVIDUALS who display the following tendencies, that you contact Security at Extension #7911 as soon as possible:
(a) Threatens harm or talks about killing others at Florida State Hospital.
(b) Constantly starts or participates in fights.
(c) Loses temper and self-control easily.
(d) Swears or uses vulgar language most of the time.
(e) Possesses or draws artwork that depicts graphic images, death, or violence.
(f) Becomes frustrated easily and converts frustration into uncontrollable physical violence.
8. Bomb Threat (Telephone):
a. In the event of a Bomb Threat, the Security Department will notify Hospital personnel by radio, and an e-mail to all hospital email users, and as needed, by telephone to supervisory staff. When the incident is over and determined that no threat exists, notification will be given by radio and e-mail to all hospital email users, and by telephone to supervisory staff.
b. Remain as calm as possible and proceed with the following steps:
(1) Note the phone line on which the call is received.
(2) Do not hang up after the caller hangs up. If you are not sure what to do next--place the telephone handset down on your desk--DO NOT HANG UP or CLEAR THE LINE. Either ask a coworker for help, or go to another telephone and call for assistance. If someone else is available, have them call Extension #7911 and report the threat.
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(3) You should hang up or clear the line on which the call was received. Then immediately go back on the same line and press “*57” and follow the voice prompt instructions, then hang up.
(4) Pull the fire alarm or have someone else pull the nearest fire alarm pull station. All staff needs to follow the unit/department’s evacuation plans.
(5) If the threat has not already been reported to Extension #7911, do so now.
(6) Write down as much as you can remember of what the caller said as soon as possible.
(7) The code for tracing the call (*57) seems to be universal. Please check the instruction page of the Fair Point Communications Telephone Directory, “Call Trace,” to reference this procedure.
c. In the Event of an Explosion:
(1) Take cover under sturdy furniture, or leave the building if directed to do so by emergency responders.
(2) Stay away from windows.
(3) Do not light matches.
(4) Move well away from the site of the hazard to a safe location.
(5) Use stairs only; Do Not Use Elevators.
(6) Follow Emergency Notification Procedures and call Extension #7911 from a facility telephone or 663-7911 from a public telephone if no one has called.
(7) When the building has been determined as safe for the occupants to return, notification will be given by radio and verbally to the Supervisors of the affected areas.
9. Active Shooter:
a. In the event of an Active Shooter, remain as calm as possible and proceed with the following procedures:
QUICKLY DETERMINE THE MOST REASONABLE WAY TO PROTECT YOUR OWN LIFE. CUSTOMERS AND CLIENTS ARE LIKELY TO FOLLOW THE LEAD OF EMPLOYEES AND MANAGERS DURING AN ACTIVE SHOOTER SITUATION
(1) Evacuate:
(a) Have an escape route and plan in mind.
(b) Leave your belongings behind.
(c) Keep your hands visible.
(2) Hide out:
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(a) Hide in an area out of the active shooters view.
(b) Block entry to your hiding place and lock the doors.
(3) Take action:
(a) As a last resort and only when your life is in imminent danger.
(b) Attempt to incapacitate the active shooter.
(c) Act with physical aggression and throw items at the active shooter.
***CALL 7911 WHEN IT IS SAFE TO DO SO!***
b. Information you should provide to law enforcement or 7911 operator:
(1) Location of the active shooter
(2) Number of shooters, if more than one
(3) Physical description of shooter/s
(4) Number and type of weapons held by the shooter/s
(5) Number of potential victims at the location
c. When law enforcement arrives on the scene:
(1) How you should act when Law Enforcement Arrives:
(a) Remain calm, and follow the officers’ instructions
(b) Immediately raise hands and spread fingers
(c) Keep hands visible at all times
(d) Avoid making quick movements toward officers such as attempting to hold on to them for safety
(e) Avoid pointing, screaming and/or yelling
(f) Do not stop to ask officers for help or directions when evacuating, just proceed in the direction from which officers are entering the premises
d. Recognizing signs of potential workplace violence:
(1) An active shooter may be a current or former employee. Alert your Human Resources Department if you believe an employee exhibits potentially violent behavior. Indicators of potentially violent behavior may include one or more of the following:
(a) Increased use of alcohol and/or drugs
(b) Unexplained increase of absenteeism, and/or vague physical complaints
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(c) Depression/Withdrawal
(d) Increased severe mood swings, and noticeably unstable or emotional responses
(e) Increasingly talks of problems at home
(f) Increase of unsolicited comments about violence, firearms, and other dangerous weapons and violent crimes
10. Hurricane:
a. When a hurricane or other type of severe weather watch is set, the Emergency Preparedness Committee Chairperson shall ensure that Florida State Hospital staff responsible for emergency support is alerted.
b. The Emergency Preparedness Committee Chairperson will advise Hospital Administrator or their designee of the situation and ensure that liaison has been established with the EOC and that readiness procedures have been put into operation.
c. Procedure:
(1) When a Hurricane Warning is received indicating that a hurricane may strike the area within 24 hours, the following actions will be taken:
(a) A Command Post will be set up by the Emergency Preparedness Committee Chairperson or designee at the Florida State Hospital Fire Station.
(b) All personnel on key personnel roster will be notified by the Command Post representatives.
(c) Communications shall be established by the Command Post representatives with:
1. Department of Children and Families Emergency Operations Center
2. Gadsden County Emergency Operations Center
3. State Emergency Operations Center
(d) All Florida State Hospital vehicles will be topped off with fuel by Transportation Department Staff and be placed at the disposal of the Command Post.
(e) Command Post will ensure that Florida State Hospital facilities and staff are kept advised of the situation.
(2) When a Hurricane Warning is received indicating that a hurricane may strike the area within 12 hours, the following action will be taken:
(a) The Florida State Hospital Command Post will be continuously manned on a 24 hour basis.
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(b) Florida State Hospital Administrator or designee will maintain contact with Department of Children and Families, Gadsden and State Emergency Operations Center for situation reports and current conditions.
(3) Upon notification by a competent authority that a disaster condition no longer exists, the Florida State Hospital Command Post will notify all key personnel to have staff return to their normal duties at Florida State Hospital.
11. Tornado:
a. Tornado Watch procedures are in effect upon receiving notification from the Hospital operator or Fire Department that a tornado watch has been issued.
(1) Notification will be by e-mail to all hospital email users and by phone when needed to Supervisors of Units/Departments.
(2) The highest ranking supervisor/designee will be in charge and responsible for notifying all personnel in their Unit/Department of the Tornado Watch.
(3) Units should refer to their specific Disaster/Evacuation plan for their Unit for procedures during a Tornado Watch.
(4) Staff should prepare for securing their area should a Tornado Warning take effect.
b. Tornado Warning procedures are in effect upon receiving notification from the Hospital operator or Fire Department.
(1) Notification of a Tornado Warning will be by e-mail to all hospital email users, and by phone to Supervisors of Units/Departments.
(2) The highest ranking supervisor/designee will be charge and responsible for notifying all personnel in their Unit/Department of the Tornado Watch.
(3) Units should refer to their specific Disaster/Evacuation plan for their Unit for procedures during a Tornado Warning.
(4) Staff and residents should move to interior hallways or stair wells, close doors to bedrooms/outside rooms, and crack windows open in rooms if possible.
c. If there are any injuries to personnel or staff, notify your Supervisor/designee or the Fire Department in the event of a medical emergency. Should any damage occur to the building or facilities, notify your supervisor after the actual disaster is over so that repairs can be initiated as soon as possible.
12. Utility Failures: The Florida State Hospital is equipped with electrical generators for primary and secondary power for all buildings and provides the maintenance and repair for all utilities provided at the Hospital. In the event of a loss of any utilities, contact the following:
a. In the event of a loss of utilities, contact Operations “Service Response/Work Order” -24 hours/7 days a week at Extension #7729, (secondary contact number is Extension #7152). After hours all calls are transferred to the Power Plant (Extension #7563 or #7584).
b. Contact the EOC at Extension #7527 and notify of loss of utilities.
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13. Elopement/Escape:
a. In an event of an Elopement/Escape, the Security Department will notify Hospital personnel by sending an e-mail to all hospital email users. When the individual has been located and returned, personnel will be notified by e-mail to all hospital email users.
b. All incidents of elopement or escape will be reported in accordance with Florida State Hospital Operating Procedure 155-4, Elopement/Escape of Residents.
c. The K-9 Team may be deployed per Florida State Hospital Operating Guideline, Canine Use by Security at Florida State Hospital.
d. The following is recommended in all incidents:
(1) Contact Security at the EOC; Extension #7911 as soon as you have a visual of a Resident that is out of bounds.
(2) Provide as much descriptive information about Resident as possible to Dispatcher.
(3) If unable to secure Resident, keep visual contact on Resident until Security officers arrive.
(4) Contact Resident’s home Unit to have their living area secured.
(5) Do not attempt to physically apprehend a Resident out of bounds if there is danger in doing so.
(6) If K-9’s have been deployed, DO NOT go into and contaminate any secured search area.
14. Training Requirements: A check in the box below indicates which employees within the department are required to read this operating procedure and when they will receive training at Florida State Hospital. Employees within identified departments will also be required to review the policy each time it is updated.
New Discipline Worksite Annual Department Employee Specific Education Update Orientation Training All Employees X Clerical Dental Dieticians, Laboratory, Special Therapy, X-Ray Techs Direct Care Emergency Operations Environmental Services (Aramark) Financial Services Food Services Health Information Services Human Resources Information Systems Legal Materials Management
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New Discipline Worksite Annual Department Employee Specific Education Update Orientation Training Nursing Operations & Facilities (Aramark) Pharmacy Physician/ARNP (Prescriber) Professional Development Psychology Quality Improvement Recovery Planning Rehab Services Resident Advocacy/Risk Mgt. Social Services Supervisors/Managers Volunteer Services Other:
Attachments: MARGUERITEJ.MORGAN ContinuityofOperationsPlan Hospital Administrator
SUMMARY OF REVISED, ADDED OR DELETED MATERIAL
Modified contact information on Annex 1 and 2
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CONTINUITY OF OPERATIONS (COOP) PLAN (GUIDE TO EMERGENCY OPERATIONS)
STATE OF FLORIDA DEPARTMENT OF CHILDREN & FAMILIES
Florida State Hospital Chattahoochee, Florida
2017
Florida State Hospital Chattahoochee, Florida
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EMERGENCY OPERATIONS PLAN Table of Contents Page TABLE OF CONTENTS...... 2
PREFACE ...... 4
CHAPTER 1 INTRODUCTION ...... 5 1. Purpose...... 5 2. Applicability and Scope...... 5 3. Objectives...... 5 4. Authorities ...... 5 5. References...... 6 6. Procedures...... 6 7. Planning Considerations and Assumptions...... 6 8. Assumptions...... 6 9. Policy...... 7 A. Sheltering In Place ...... 7 B. Alternate Location Plan ...... 7 C. Forest Fire Evacuation ...... 7 1. Transportation...... 7 2. Relocation Facilities...... 8 D. Termination of Alternate Relocation Plan ...... 8 10. Responsibilities...... 8 A. Florida State Hospital Administrator/Designee ...... 8 B. Assistant Hospital Administrator for Administrative Services ...... 9 C. Emergency Services Director (Florida Public Safety Manager) ...... 9 D. Hospital Fire/EMS/Security Departments ...... 10 E. Operations and Facilities Director...... 10 F. Food Services Director ...... 11 G. Director of Information Services...... 11 H. Human Resources ...... 12 11. General...... 12
CHAPTER 2 GUIDE TO EMERGENCY PLAN...... 12 1. Continuity of Operations Plan Execution/Emergency Plan Implementation...... 12 2. Time-Phased Implementation...... 14 A. Minor Disaster ...... 14 B. Major Disaster ...... 14 C. Catastrophic Disaster...... 14 3. Florida State Hospital Key Personnel/Incident Management Team...... 14 4. Mission Essential Functions...... 14 5. Delineation of Mission-Essential Functions...... 14 6. Warning Conditions ...... 14 A. With Warning...... 14 B. Without Warning...... 15 1. Non-Duty Hours...... 15 2. Duty Hours...... 15 7. Direction and Control...... 15 8. Operational Hours...... 15 9. Alert and Notification ...... 15 A. Alert Procedures ...... 15 B. Notification Procedures ...... 16
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CHAPTER 3 BIOTERRORISM...... 16 1. General ...... 16 2. Chemical Terrorism ...... 16 3. Biological Terrorism ...... 16 A. Early Identification ...... 17 B. Notification ...... 17 C. Epidemic Prevention and Control Program (153-19) ...... 17 4. Wastewater and Utilities ...... 17 A. Early Identification ...... 17 B. Notification ...... 17 C. Reports of Suspected Terrorist Events ...... 17
ANNEX 1 Membership of the Emergency Preparedness Committee ...... 18
ANNEX 2 Incident Management Team – Key Personnel ...... 19
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PREFACE
Florida State Hospital is vulnerable to a variety of hazards that threaten its residents, employees, and the environment. The Comprehensive Emergency Management Plan establishes the framework to ensure that Florida State Hospital will be sufficiently prepared to manage all hazards. The Comprehensive Emergency Management Plan outlines the roles and responsibilities of the facility before, during, and after an event. The Comprehensive Emergency Management Plan addresses the four phases of emergency management – mitigation, preparedness, response and recovery.
Continuity of Operations Plan preparation is simply a “good business practice” – part of the fundamental mission of all government agencies as responsible and reliable public institutions. The release of the Executive Order 01-262 on September 11, 2001, re-enforced the government agencies’ requirement to prepare disaster preparedness plans under § 252.365, Florida Statutes, through their designated Emergency Coordination Officers. Prior to the unprecedented attacks on the United States of America on September 11, 2001, Continuity of Operations Plan planning was an individual agency responsibility primarily in response to an emergency within their own organization. The content and structure of these plans were left to the discretion of each agency. This Continuity of Operations Plan and Guide to Emergency Operations will better prepare us for disaster or emergencies we may face.
The changing threat paradigm and recent emergencies, including localized acts of nature, accidents, technological emergencies, and military or terrorist attack-related incidents, has shifted awareness to the need for viable Continuity of Operations Plan capabilities that enable agencies to continue their essential functions across a broad spectrum of emergencies. Also, the potential for terrorist use of weapons of mass destruction/disruption has emphasized the need to provide the Secretary of Department of Children and Families a capability that ensures continuity of essential agency functions across the State of Florida.
(Signed Original on file in Quality Improvement Program)
MARGUERITE J. MORGAN Hospital Administrator
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CONTINUITY OF OPERATIONS PLAN
CHAPTER 1: INTRODUCTION
1. Purpose: This Continuity of Operations Plan establishes policy and guidance to ensure the execution of the Florida State Hospital’s mission-essential functions in the event that Florida State Hospital is threatened or incapacitated, and the steps necessary for the sheltering of residents and staff. Specifically, this plan is designed to:
A. Assure that Florida State Hospital is prepared to respond to emergencies, recover from them, and mitigate against their impacts.
B. Assure that Florida State Hospital is prepared to provide critical services in an environment that is threatened, diminished, or incapacitated.
C. Establish and enact time-phased implementation procedures to activate various components of the plan to provide sufficient operational capabilities relative to the event or threat thereof.
D. Provide Florida State Hospital as a potential Alternate Relocation Facility for Division of Children and Families First Responders and provide support to these operations with resources when available.
2. Applicability and Scope:
A. This document is applicable to Florida State Hospital personnel and its service providers.
B. This document deals with Florida State Hospital with additional plans added as required.
3. Objectives: The objective of this Continuity of Operations Plan is to ensure that a viable capability exists to continue essential facility functions across a wide range of potential emergencies. Specifically, when the primary facility is either threatened or inaccessible, the following objectives of this plan include:
A. Ensure the continuous performance of the Hospital's essential functions/operations in an emergency;
B. Protect essential equipment, records, and other assets;
C. Reduce or mitigate disruptions to operations;
D. Provide for a time-phased implementation of partial or total execution of the Continuity of Operations Plan to alleviate the effects of the emergency and shorten the crisis response time;
E. Identify and designate principals and support staff;
F. Facilitate decision-making for execution of the plan and the subsequent conduct of action and,
G. Achieve a timely and orderly recovery from the emergency and resume services and operations for all residents.
4. Authorities:
A. Sections 252.35 (2) (k), 252.35 (2) (n), Florida Statutes
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B. Executive Order 80-29 (Disaster Preparedness), dated April 14, 1980
C. Executive Order 01-262 (Emergency Management), dated September 11, 2001
5. References:
A. Sections 22.01 – 23.127, Florida Statutes (Emergency Continuity of Government)
B. Sections 252.31 – 252.62, Florida Statutes (Emergency Management Act)
6. Procedures: Upon decision by the Florida State Hospital Administrator that the Florida State Hospital will be placed under Emergency Operation:
A. The Florida State Hospital Administrator and Emergency Services Director, along with the Director of Operations and Facilities Management, and other identified support staff, will oversee the orderly transition of Florida State Hospital support functions.
B. Each organizational element, in turn, will designate a reconstitution team to work with the Florida State Hospital Administrator and inform personnel of developments regarding reconstitution.
C. Prior to fortifying buildings for “Shelter in Place” operations, Operations and Facilities personnel will conduct appropriate assessments for securing buildings and structures.
7. Planning Considerations and Assumptions: In accordance with Federal guidance (F.E.M.A., Homeland Security), and emergency management principles, a viable Continuity of Operations Plan capability:
A. Must be maintained at a high-level of readiness. Bi-annual emergency drills each year will be coordinated and completed by the Emergency Services Director, and shall include all emergency responders as well as Information Systems personnel and other critical staff.
B. Must be capable of implementation both with and without warning.
C. Must be operational (Emergency Operation Center) no later than one hour after activation.
D. Must have capability to maintain sustained operations for up to 30 days.
E. Should take maximum advantage of existing State and/or Federal and local government infrastructures.
F. Will support the emergency operations plan for each individual Unit/Department within the organization. These plans will be updated annually. The Florida State Hospital Fire Chief is the custodian of these plans and will review each plan for congruency. Unit plans shall be submitted each year by February 28th.
8. Assumptions: The following assumptions were used as a basis of design for the Continuity of Operations Plan's concept of operations and implementation procedures:
Key Personnel
A. An emergency condition may require the immediate activation of the Incident Management Team (note Annex 2), Key Personnel and the recall of select personnel to perform emergency protection procedures.
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B. The Incident Management Team, Key Personnel will be a group consisting of first responder employees pre-selected and recommended by the Assistant Hospital Administrators. These designated Employees will have completed F.E.M.A. Incident Command Courses IS 700.a, IS 100.HCb, and IS 200.b. These employees shall also be listed on the Emergency Operations Plan and may be activated as a whole or partially according to mitigation needs. Activation of the team will be based on the incident or threat thereof, risks assessments, and execution timeframe.
C. Incident Management Team, Key Personnel operations will be expanded to include a facility wide team as necessary. Administrators for each division will be under the direction and control of the Hospital Administrator, Administrative Officer of the Day, or designee on an interim basis until resumption of full operations can be established.
D. Mobile communication (two-way radios and Ham Amateur Radio) capabilities will be used in the event telephone services are interrupted to ensure direction and control as Continuity of Operations Plan is initiated. Cell phones may also be available for use during emergency events. The Fire Department (EOC), maintains a satellite phone to be used during applicable major disasters.
E. A majority of the information systems supporting Florida State Hospital daily functions will be available within the first 72 hours of activation. However, if the core network system is damaged, operations may be transferred to an alternate location.
F. All routine travel for residents outside the facility will be temporally cancelled. Emergencies will be handled as required.
G. Following the declaration of an emergency or crisis requiring activation of the Continuity of Operations Plan, ongoing routine activities at Florida State Hospital may be discontinued, if necessary.
H. Each Unit will have relief staff identified should a major event or relocation of residents continue for a prolonged period of time.
9. Policy: Sheltering in Place and Alternate Relocation Plan are two protective actions planned for and employed by many United States communities in the event of an accidental release of toxic chemicals. The advantage of sheltering in place is that it can be implemented rapidly. The disadvantage is that the protection it provides is variable and diminishes with the duration of the hazard.
A. Sheltering in Place: Sheltering in place requires two distinct actions to be taken without delay to maximize the passive protection a building can provide.
1. First, reducing the indoor-outdoor air exchange rate before the hazardous plume arrives. This is achieved by closing all windows and doors, turning off all fans, air conditioners, and combustion heaters.
2. Second, increasing the indoor-outdoor air exchange rate as soon as the hazardous plume has passed. This is achieved by opening all windows and doors, turning on all fans to ventilate the building.
B. Alternate Relocation Plan: Florida State Hospital and the Gadsden County Emergency Operations Center have evaluated the potential scenarios which may normally result in the implementation of an Alternate Relocation Plan. Due to the size and complexity of Florida State
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Hospital, its remote, rural location, and the special requirements of the population, relocation to an off-site facility is generally not practical. In most potential scenarios, the relocation of residents and staff would unduly jeopardize their safety and security. Generally, the relocation of residents and staff will be implemented through on-campus movement as specified in the Unit/Department evacuation plans.
C. Forest Fire Evacuation: In the specific scenario of a forest fire in the lands immediately contiguous to Florida State Hospital and where the nature of the winds would preclude implementation of the Unit/Department evacuation plans due to excessive smoke engulfing the entire campus, a modified relocation plan will be utilized.
Through the assistance of the Gadsden County Emergency Operation Center, relocation of residents and staff will be accomplished as follows:
1. Transportation: Staff will identify and utilize resources available through the Florida State Hospital and Gadsden County Emergency Operations Center for the transportation of residents to safe areas. Units from the Gadsden County Emergency Medical Services and Florida State Hospital will be used to transport medically compromised residents as deemed necessary to local and available evacuation sites and facilities.
2. Relocation Facilities:
Although Florida State Hospital has the capacity to shelter in place, in case of any event requiring a complete evacuation of the facility, The Department of Children and Families Emergency Services Coordinator will be contacted, and the following steps will be followed. Relocation efforts will be based on scale and specific location of incident, as well as resources available from DCF, local city and county governments, as well as partnered agencies.
a. The Emergency Services Director or designee will set up a command post at the Florida State Hospital Fire Department.
b. Gadsden County Emergency Operations Center will be contacted.
c. The Hospital will activate the Incident Management Team.
d. The Hospital Staff phone tree will be activated.
Florida State Hospital will have the following tangibles available for Evacuation:
e. Staffing: per the phone tree, and as needed.
f. Medication: amounts based on forecasted length of event, and availability of medications.
g. Food: amounts based on incident, forecasted length of event, and availability of foods.
h. Transportation: All available transport vehicles including, vans, buses, etc.
Assistance will be requested as needed from the State of Florida EOC as well as Gadsden County Emergency Management for:
i. suitable evacuation site(s) statewide (medical, forensic, vulnerable, etc.); based on scale location and anticipated length of event)
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j. available transportation (statewide)
k. food resources (to all evacuation site(s))
l. available Security for Forensic Residents
m. available medication for Residents
D. Termination of Alternate Relocation Plan: Upon the determination that the emergency no longer exists, residents will be transported back to Florida State Hospital utilizing the same methods.
10. Responsibilities:
A. Florida State Hospital Administrator/Designee:
1. Ensure coordination and implementation of the Florida State Hospital Continuity of Operations Plan and keep the Department of Children and Families Emergency Management Coordinator informed of any changes in the designation of the Florida State Hospital Continuity of Operations Plan. Appoint members to a Florida State Hospital Continuity of Operations Plan Working Group (Disaster Committee) chaired by the Emergency Services Director.
2. Ensure that individual Unit Directors/Department Heads develop Continuity of Operations Plan Implementation Plans/Disaster Plans that support the Florida State Hospital Continuity of Operations Plan and address the unique aspects of their respective requirements, plans, or procedures.
3. Identify mission-essential functions and update as necessary.
4. Establish an order of succession to positions of leadership within the organization.
5. Pre-delegate authorities for making policy determinations.
6. Ensure “Emergency Phone Tree” (Call List) is complete and accurate.
B. Assistant Hospital Administrator for Administrative Services:
1. Authorize Operations and Facilities Personnel to begin “Shelter in Place” operations to fortify and secure identified structures.
2. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
3. Provide decision-making assistance to the Florida State Hospital Administrator in determining appropriate infrastructure decisions.
4. Ensure mission-essential support functions are reviewed and operational.
5. Review emergency response capabilities of organization.
6. Support and provide decision making assistance to the Emergency Services Director in determining appropriate response and mitigation decisions.
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7. Serve in the Unified Command Structure to mitigate emergencies with organizational authority.
C. Emergency Services Director (Florida State Hospital Safety Program Manager):
1. Manage Incident Command of emergencies as part of a Unified Command Structure.
2. Performs functions in support of the Hospital Administrator and Senior Leadership Team during response and recovery of disaster or emergencies.
3. Provide staff for emergency assistance to Units/Departments and appoint a deputy or alternate Emergency Services Director to serve in his/her absence.
4. Coordinate development of the Florida State Hospital’s Continuity of Operations Plan Implementation Plans.
5. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
6. Serve as the Emergency Management representative for the hospital and manage the development and support of the Florida State Hospital Continuity of Operations Plan.
7. Develop Communications Plan to ensure contact and information flow with all identified critical employees, including guidance to the Florida State Hospital personnel.
8. Maintain and coordinate operation of Satellite cell phone in the event all other forms of communication are lost.
9. Will conduct tabletop exercises and simulated disaster drills and conduct a follow up discussion exercise as required.
D. Hospital Fire/EMS and Security Department:
1. Perform functions in support of the Florida State Hospital Continuity of Operations Plan responsibilities.
2. Be prepared to provide a staff representative for EOC.
3. Be prepared for fortification procedures that limit/restrict residents or staff from leaving the building to go outside.
4. Appoint a staff member to the Hospital Disaster/Preparedness Committee or the Continuity of Operations Plan Working Group, and keep the Emergency Services Director informed of any changes.
5. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
6. Support and participate in the Florida State Hospital Continuity of Operations Plan.
7. Assist the Emergency Services Director staff in development of Reconstitution and Termination plans.
Authority and order of succession:
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For Fires, Hazardous materials, Hurricanes, and Tornado events, the Fire Chief will be the Incident Commander. A Fire Supervisor will be designated in his absence.
For Security events, the Emergency Services Director will be the Incident Commander. A Security Supervisor will be designated in his absence.
E. Operations and Facilities Director:
1. In conjunction with the Assistant Hospital Administrator for Administrative Services, support the orderly transition of all Florida State Hospital facilities to “Shelter in Place” or “Relocation” (note paragraph 1.9 a,b & 2.) operations, ensure essential functions, equipment is in state of readiness.
2. Ensure adequate personnel are available for evacuation via buses or vans if necessary.
3. Ensure that equipment vital to mission-essential functions are protected from damage.
4. Ensure electrical power, stand-by generators and utilities are maintained to each mission- essential structure.
5. Prepare supplemental plans and procedures specifically addressing operations in an emergency that would require the activation of the Operations and Facilities personnel.
6. Work with Units/Departments to develop Operations and Facilities Continuity of Operations Plan Implementation Plans for “Shelter in Place” (note paragraph 1.9a) operations for Florida State Hospital structures.
7. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
F. Food Service Director:
1. Develop and activate (if necessary) the Continuity of Operations Plan for Food Services.
2. Provide decision-making assistance to the Florida State Hospital Administrator in determining proper Food Service deliveries.
3. Notify the Assistant Hospital Administrator (Administrative Services), of the initiation of the Florida State Hospital Food Services Continuity of Operations Plan.
4. Monitor the situation and receive status reports from the Food Service team members.
5. Prepare supplemental plans and procedures specifically addressing Food Service tasks in an emergency that would require the activation of the Continuity of Operations Plan.
6. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
G. Director of Information Systems:
1. Perform functions in support of the Assistant Hospital Administrator for Administrative Services.
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2. Be prepared to provide Key Personnel for the emergencies.
3. Develop and activate (if necessary) Information Systems Continuity of Operations Plan Implementation Plan which addresses:
a. Expanding the use of the two-way radio network to support units/departments communication in the event telephone systems are inoperable.
b. Providing a back-up repeater for existing critical frequencies such as the fire and security channels.
c. Providing back up power via Uninterruptible Power Source and building generators supported by Aramark for the core computer and telecommunication systems.
d. Securing the centralized computer and telecommunication rooms by providing locked and environmentally sound areas.
4. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
5. Support and participate in the Florida State Hospital Continuity of Operations Plan.
6. Develop a Plan for Information Systems that details the recovery of critical Florida State Hospital data which includes:
a. Ensuring mission critical information systems, such as the Pharmacy, Laboratory, Admissions, Discharges, Transfers and Food Management Systems are operational within 48 hours.
b. Ensuring that key areas are able to access the data communications network.
c. Backing up all data systems and files daily. Providing redundancy by keeping a full 21- day back-up of all data.
d. Providing an alternate location to access the mission critical systems in the event the data communications network is inoperable.
e. Relocating to an alternate facility, if possible, if like hardware and software are available and could be used to load the backups and operationalize the systems.
7. Inform Florida State Hospital and DCF IT senior management on the status of telecommunications and Information Systems.
8. Designate personnel responsible for recovery operations.
H. Human Resources:
1. Be prepared to provide staff contact information for the Emergency Services Director.
2. Develop Human Resources Continuity of Operations Plan Implementation Plans.
3. Appoint a staff member to the Hospital Disaster Committee or the Continuity of Operations Plan Working Group and keep the Emergency Services Director informed of any changes.
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4. Ensure that Key Personnel call lists are complete, accurate and updated when personnel or contact numbers change.
5. Support and participate in the Florida State Hospital Continuity of Operations Plan program.
6. Serve as centralized coordination point for personnel affected by the emergency.
7. Coordinate with the Hospital Administrator on guidance to both Florida State Hospital Key Personnel and non-essential employees.
8. Ensure provisions for the completion of time and attendance functions are completed.
11. General: The type of disaster which might occur and the time of occurrence are so unpredictable that considerable flexibility is required of any plan. However, certain basic principles apply in all situations and the major responsibilities for carrying them out can be delegated to the individuals occupying certain positions. Because the time for a disaster cannot be planned, it is never certain that any particular person will be available. It is essential that all team members who work together on a particular function are so well acquainted with the responsibilities that in the absence of any member, someone else can take their place. On any ward, unit or department, in any functional capacity, the senior member present in a disaster is in charge until someone relieves him/her.
CHAPTER 2: GUIDE TO EMERGENCY OPERATIONS PLAN
1. Continuity of Operations Plan Execution/Emergency Plan Implementation:
A. Emergencies, or potential emergencies, may affect the ability of Florida State Hospital to perform its mission essential functions at 100%. Therefore a plan of shelter and fortification of facilities will be necessary. The following are scenarios that could mandate the activation of the Department of Children and Families/Florida State Hospital, Emergency Operations.
1. The Florida State Hospital Facility is closed to normal business activities as a result of an event (whether or not originating in the Florida State Hospital) or credible threats of action that would affect ordinary operations at the Florida State Hospital facility or surrounding area.
2. If the Chattahoochee and Gadsden County areas are affected as a result of a widespread utility failure, natural disaster, significant hazardous material incident, civil disturbance, or terrorist or military attack(s). Under this scenario there could be uncertainty regarding whether additional events such as secondary explosions, after shocks, or cascading utility failures could occur, and many – if not all – area agencies will have to activate their Continuity of Operations Plan.
B. In an event so severe that normal operations are interrupted, or if such an incident appears imminent and it would be prudent to protect from exposures the area as a precaution, the Florida State Hospital Administrator in consultation with senior staff, will direct the Disaster Coordinator to activate the Florida State Hospital Continuity of Operations Plan. An “Emergency Management Coordinator” and “Unified Command Structure” will be established at the EOC and will be used to coordinate mitigation of events.
C. An Emergency Response Team will be established of Key Personnel (note Annex 2) and expanded to other employees who can be recalled to duty. This team will be composed of selected Unit/Department members who possess the knowledge, skills, and abilities to perform Florida State Hospital mission-essential functions.
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D. If the Florida State Hospital facility is inaccessible and a threat exists in the Chattahoochee vicinity, the Emergency Response Team will be selected of on-duty staff based on situational circumstances.
E. Such incidents could occur with or without warning and during duty or non-duty hours. Whatever the incident or threat, the Florida State Hospital Continuity of Operations Plan will be executed in response to a full-range of disasters and emergencies to include natural disasters, terrorist threats and incidents, and technological disruptions and failures.
F. It is expected that, in most cases, Florida State Hospital will receive a warning of at least a few hours prior to an incident. Under these circumstances, the process of activation would normally enable the partial, limited, or full activation of the Florida State Hospital Continuity of Operations Plan with a complete and orderly alert, notification of all personnel, and activation of the Incident Management Team. This will be followed by the subsequent deployment of the additional staff pre-identified in the Emergency Operations plan.
G. Without warning, the process becomes less routine, and potentially more serious and difficult. The ability to execute the Florida State Hospital Continuity of Operations Plan following an incident that occurs with little or no warning will depend on the severity of the incident’s impact on the physical facilities, and whether most of the Florida State Hospital personnel are present in the Florida State Hospital campus or in the surrounding area.
H. Positive personnel accountability throughout all phases of emergencies, to include Continuity of Operations Plan, is of utmost concern, especially if the emergency occurs without warning, during duty hours. Florida State Hospital Building Protection Plans should provide for such accountability. Each Supervisor will assure that all employees assigned to them are accounted for after an emergency is declared. This shall be accomplished by use of phone and facility two-way radios.
I. Each Unit Director/Department Head will assure that all employees assigned to the Unit/Department area are accounted for after an emergency is declared. All visitors shall be issued an identification badge and shall be accounted for if an emergency is declared. This shall be accomplished by use of phone and facility two-way radios.
2. Time-Phased Implementation: The purpose of a Time-Phased Implementation is to maximize the preservation of life and property in the event of any natural or man-made disaster or threat thereof, by making the best use of available personnel, equipment, facilities, and other resources. This Plan is designed to provide a flexible response in all-hazards environment. The degree to which this Plan is implemented depends on the type and magnitude of the event or threat. The extent to which this will be possible will depend on the emergency, the amount of warning received, whether personnel are on duty at the Florida State Hospital facility or off-duty at home or elsewhere, and possibly, the extent of damage to the Florida State Hospital occupants. The “Disaster Magnitude Classification” definitions will be used to determine the execution level of Florida State Hospital Continuity of Operations Plan. These levels of disaster are defined as:
A. Minor Disaster: Any disaster that is likely to be within the response capabilities of local government and results in only minimal need for State or federal assistance.
B. Major Disaster: Any disaster that will likely exceed local capabilities will require a broad range of State and federal assistance. The Federal Emergency Management Agency will be notified and potential federal assistance will be predominantly recovery-oriented.
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C. Catastrophic Disaster: Any disaster, which will require massive State and federal assistance, including immediate military involvement. Federal assistance will involve response as well as recovery needs.
3. Florida State Hospital Key Personnel/Incident Management Team:
A. The coordination of Florida State Hospital responsibilities will be conducted using appropriately modified Incident Management Team, Key Personnel staffing roster (note Annex 2) as determined by the Florida State Hospital Administrator when the activation of the Continuity of Operations Plan is necessary. To assure that Florida State Hospital assignments can continue under all conditions, it is necessary to identify essential functions that require continuous performance, even during emergency activations.
B. Currently, all Florida State Hospital staff do not have emergency team assignments, and therefore, will not be included in Incident Management Team - Key Personnel based notification lists. To assure notification of all Florida State Hospital personnel, Unit/Department lists will be developed.
C. Supervisors are responsible for identifying those subordinates who are not currently on Incident Management Team - Key Personnel notification lists, and ensuring that all Florida State Hospital personnel can be contacted in the event of Continuity of Operations Plan activation regardless of emergency team assignments or status as essential/non-essential personnel.
4. Mission-Essential Functions: It is important to establish mission priorities prior to an emergency to ensure that staff can complete Florida State Hospital mission-essential functions. All Unit/Department Heads shall ensure that their essential functions can continue or resume as rapidly and efficiently as possible during an emergency. Any task not deemed essential must be deferred until additional personnel and resources become available.
5. Delineation of Mission-Essential Functions: If the Florida State Hospital Continuity of Operations Plan cannot be implemented for any reason, the facility’s functions will revert to the Emergency Operations Plan (Florida State Hospital Operating Procedure 70-6). The following delineation structure is provided for guidance to the Executive Order of the Governor’s Staff to support the Governor’s decision-making process in the event that this catastrophic scenario arises.
6. Warning Conditions:
A. With Warning: It is expected that, in most cases, Florida State Hospital will receive a warning of at least a few hours prior to an event. This will normally enable the full execution of this Plan with a complete and orderly alert, notification, and activation of the Incident Management Team- Key Personnel (note Annex 2) and recall of needed staff.
B. Without Warning: The ability to execute this Plan following an event that occurs with little or no warning will depend on the severity of the emergency and the number of Florida State Hospital personnel that survive. If activation of the Florida State Hospital Emergency Operations Plan is not feasible because of the loss of personnel, temporary leadership of Florida State Hospital will be passed to the designated Division of Children and Families Regional staff as explained in paragraph 2.5, Delineation of Mission-Essential Functions, above.
1. Non-Duty Hours: Although the Florida State Hospital complex may be rendered inoperable, it is likely that the majority of Florida State Hospital staff could be alerted and activated to support operations for the duration of the emergency.
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2. Duty Hours: If possible, this Plan will be activated and available employees will be deployed to support operations for the duration of the emergency.
7. Direction and Control: Due to the nature of our facility and its residents, we have chosen whenever possible to “Shelter in Place” (note paragraph 1.9a) and fortify our structures to provide the maximum protection against a natural or man-made disaster.
A. Sheltering-In-Place is best accomplished by moving all residents and employees inside the nearest building or structure until the emergency has passed or mitigated.
B. In the event of a chemical or biological attack, efforts must be made to limit the intake of outside air into the occupied structures. Entry and exiting from the structures must be limited to avoid unnecessary contamination.
C. Staff and residents must remain sheltered and not exit the structure until the Emergency Services Director or EOC Incident Commander deems the situation to be safe.
D. During Hurricanes or Tornados, effort must be made to keep residents and employees away from exterior doors and windows.
8. Operational Hours:
A. During Continuity of Operations Plan contingencies, the Florida State Hospital Administrator will determine the hours of work for the affected employees. However, it is expected that the working hours of the affected employees will be similar to normal emergency periods at Florida State Hospital.
B. Certain members of Incident Management Team, Key Personnel (Annex 2) must be prepared to support a 24-hour-per-day, 7-day-per-week operation.
9. Alert and Notification: Information and guidance for Florida State Hospital employees will normally be passed telephonically using existing emergency notification lists. Depending on the situation, current information will also be available via:
The Continuity of Operations Plan “Information Line” for Florida State Hospital during an emergency will be the EOC phone number (7527), as well as any other designated phone number(s) set up for staff information.
Announcements released to local radio and TV stations.
A. Alert Procedures. If the situation allows for warning, staff may be alerted prior to a notification of Continuity of Operations Plan activation.
1. Employees should listen for specific instructions. All Florida State Hospital employees should remain at their work area or home until specific guidance is received.
2. The Florida State Hospital Administrator/Designee will direct the activation of the Florida State Hospital Continuity of Operations Plan.
B. Notification Procedures. Upon notification to activate the Florida State Hospital Continuity of Operations Plan:
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1. The Emergency Services Director/Designee notifies the Unit Directors/Department Heads informing them of the current situation and that the Continuity of Operations Plan is being activated. The dispatcher at the EOC will notify the State Warning Point of our situation.
2. The Unit Directors/Department Heads will notify their staff using their internal telephone notification lists by contacting the second-level notifiers.
3. The notifiers then initiate their respective Continuity of Operations Plan telephone notification lists by calling each person in their chain and relaying the information and guidance provided by the Unit Directors/Department Heads.
4. The notifiers will make a second attempt to contact those individuals who were not initially available. If this attempt is unsuccessful, the notifier will leave a message, if possible, or send a page.
5. Once initial contact is made (message left), notifiers will call Unit Directors/Department Heads and report status of call back, including personnel not contacted.
6. Unit Directors/Department Heads will, in turn, report status to the Emergency Services Director via telephone, or the hospital email if available.
7. Personnel not initially contacted should immediately contact their notifiers once the message or page is received.
8. When a call or other notification is received by anyone on a calling list, the information given by the notifier should be carefully recorded to ensure that it is passed accurately to the next person in the lists.
9. Unit Directors/Department Heads will notify the Emergency Services Coordinator upon completion of their notification process.
CHAPTER 3: BIO-TERRORISM
1. General: Detection, diagnosis, and reduction of illness and injury caused by biological and chemical terrorism is a complex process which will require a coordinated effort and special emergency preparedness of all emergency and medical services. High priority agents of Bio- terrorism include organisms that can be easily disseminated and require special actions.
2. Chemical Terrorism: Chemical terrorism acts are likely to be overt because the effects of chemicals are absorbed through inhalation or absorption through the skin or mucous membranes and are usually immediate and obvious. In the event of a chemical act, follow the Emergency Operation Plan.
3. Biological Terrorism: Biological terrorism attacks are more likely to be covert and may not have an immediate impact because of the delay between exposure and onset of illness.
A. Early Identification: Early detection by disease surveillance systems and health care providers must be capable of detecting unusual patterns of disease and injury.
B. Notification: If a biological event is suspected or occurs, notify the Florida State Hospital Health Care Medical Service Director and the Emergency Preparedness Committee Chairperson.
C. The Epidemic Prevention and Control Program (Florida State Hospital Operating Procedure 153-19) may be implemented in addition to the Emergency Operation Plan.
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4. Wastewater and Utilities: Wastewater and hospital utilities are also vulnerable to terrorism. Steps will be made to insure the security of these systems. This will include perimeter security fencing and routine checks of these facilities. Access to critical infrastructure such as wastewater, chemical, or fuel storage areas will be limited.
A. Early Identification: If a terrorist event involving the wastewater or utility system is suspected, notify the EOC at the Florida State Hospital Fire Department.
B. Notification: Hospital Security will be notified and be responsible for notification of local law enforcement authorities.
C. Reports of suspected terrorist events involving wastewater or utilities will be treated as a possible “hazardous materials” incident.
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Annex 1
MEMBERSHIP OF THE EMERGENCY PREPAREDNESS COMMITTEE
1. Safety Program Manager, Chairperson (Bryan Croft)
2. Fire Chief, Co-Chairperson (Michael Hall)
3. Clinical Director (Dr. Josefina Baluga)
4. Assistant Hospital Administrator for Administrative Services (Jim McKnight)
5. Assistant Hospital Administrator for Operations (Annie Jackson)
6. Director of Nursing Civil and Forensic (Vacant)
7. Medical Services Unit Executive Nursing Director (Bob Messer)
8. Infection Control Nurse/Designee (Jean Ramos)
9. Environmental Health Specialist (Meagan Tanner)
10. Information Systems Director (Vacant)
11. Dental Services Director (Dr. Michelle Graham)
12. Pharmacy Director (Dr. Tonja McElvin)
13. Food Services Director (Melissa Thomas)
14. Health Care Services Designated Coordinator Physician (Dr. John Woods)
15. Hospital Human Resource Business Partner (Kim Barnes)
16. Operations and Facilities Director (Richard Frey, Robert Elliott)
17. Risk Management (Pam Locke)
18. Sanitation/Maintenance & Utilities Superintendent (Mickey Merritt)
19. Professional Development and Training (Jeanine Revell)
20. Maintenance Shops/Transportation Director (John Harvell)
21. Secretary/Recorder (Office of the Assigned Chairperson) (Kathy Thomason)
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Annex 2 FLORIDA STATE HOSPITAL DISASTER PREPAREDNESS INCIDENT MANANAGEMENT TEAM - KEY PERSONNEL
Hospital Administrator Marguerite Morgan 7536 663-4811 Safety Program Manager Bryan Croft 7250 229 289-3129 Assistant Hospital Administrator for Jim McKnight 7536 832-0227 Administrative Services Materials Management Director Elesha Brown 7224 693-6309/294-5444 Purchasing Paul Johnson 7224 212-1000 Emergency Services Resources Kathy Thomason 7250 272-4793 Fire Chief Michael Hall 7527 209-3603 Information Systems Director 7576 663-8361 Information Systems Applications Leroy Kindig 7761 718-7277 Manager Hospital Clinical Director Josefina Baluga 7536 663-2540/445-1395 Assistant Hospital Administrator for Teresa English 7536 556-7094/693-5368 Operations General Services Superintendent Mickey Merritt 7551 663-2331 Maintenance Shops Superintendent John Harvell 7228 508-9907 Food Service Director Melissa Thomas 7846 643-7069 Chief Financial Officer Bill Jones 7191 718-7556 Housekeeping Director Jimmy Smith 7551 706-980-8994 Operations and Facilities Richard Frey 7152 875-9605/556-1788 Rob Elliot 7152 573-6135 Risk Management Director Pamela Locke 7468 663-2733/766-8901 Health Information Manager Janet Potter 7780 442-9078/509-2968 Hospital Dental Director Dr. Michelle Graham 7510 617-429-2802 Hospital Pharmacy Director Tonja McElvin 7798 209-8605 Human Resources Business Partner Keri Bassett 7585 510-2887 Resident Advocacy Coordinator Adrian Bishop 7492 591-5280 Assistant Hospital Administrator for Jim Warren 7536 579-4260 Programs Resident Legal Michael McCormick 7372 663-3865/899-0064 Emergency Services/EOC Beverly Robbirds 7250 573-2957
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