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Example Documentation for PHAB Domain 2 Standard 4 Measure 4

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Cover Sheet for Example Documentation for PHAB Domain 2 Standard 4 Measure 4 Please complete the following form and submit along with your documentation. If you have any questions, please email us at [email protected]. The following documentation has been submitted to ASTHO for the Accreditation Library as a potential example of Health Department documentation that might meet the PHAB Domain 2 Standard 4 Measure 4. This document is not intended to be a template, but is a reference as state health agencies develop and select accreditation documentation specific to the health department's activities. Please note that the inclusion of documentation in this library does not indicate official approval or acceptance by PHAB. Document Connecticut Department of Public Health Crisis and Emergency Risk Communication Title: Plan Document 1/2006 – revised 7/2015 Date: Version of Standards and Measures Used: 1.5 Related PHAB Standard and Measure Number Domain: 2 Standard: 4 Measure: 4 Required 2 Documentation: Short description of how this document meets the Standard and Measure’s requirements: The Connecticut Department of Public Health (DPH) Crisis and Emergency Risk Communication plan (the plan) provides a framework for timely and accurate risk communication and information dissemination to the people of Connecticut before, during, and after a public health emergency or other disaster. Submitting Connecticut Department of Public Health Agency: Staff Contact Melissa Touma Name: Staff Contact Accreditation Coordinator Position: Staff Contact Email: [email protected] Staff Contact 860 509 7179 Phone: Connecticut Department of Public Health Crisis and Emergency Risk Communication Plan “Be First. Be Right. Be Credible.” January 2006 Revised July 2015 TABLE OF CONTENTS Preface 4 Key Objectives and Assumptions 5 Overall Management a. Incident Command System…………………………………………………. 6 b. Line and Staff Responsibilities…………………………….……………….. 7 Standard Procedures 7 a. Internal Clearance & Approval…………………………….……………….. b. Data Disclosure……………………………………………….…………….. c. News Media Communications……..……………….………………………. d. Criteria for Authorizing Interviews………………………………………… e. News Dissemination Methods……………………………………………… f. News Conference…………………………………………………………… g. Spokespersons………………………………………………………………. h. Interagency Communication Coordination….……………………………… i. Channels and Formats………………………………………………………. j. Special Populations…………………………………………………………. k. Disseminating information during a power outage or other communication disruption . Preparedness Phase 17 a. Definition of Preparedness Phase b. Messages……………………………………………………………………. c. Training …………………………………………………………………….. d. Equipment, Supplies, and Other Resources………………………………… Mitigation Phase 20 a. Definition of Mitigation Phase …………………………….……… b. Communication Protocols……….………………..………………………… Response Phase 21 a. Definition of Response Phase ……………………………… b. Verify the Situation…………………………………………………………. c. Conduct Notifications………………………………………………………. d. Assess Level of Crisis………………………………………………………. e. Organize and Give Assignments……………………………………………. f. Prepare Information and Obtain Approvals………………………………… g. Release Information to the Public….….…….……………………………… h. Monitor, Maintain, and Make Adjustments……….……….……………….. 1 Recovery Phase 27 a. Definition of Recovery Phase ……………………………… b. Post-Incident Review……………………………………………………….. c. Measures of Success…………………..………….………………………… Plan Maintenance……………………………………………………………. 28 Drills and Exercises………….……………………………………………..… 28 Plan Integration….…………………………………………….…………….. 28 Appendixes A. Staff Planning Worksheet B. Team/Function Master Assignment Checklist C. C.G.S. 19a-25 and corresponding regulations D. Media List Planning Worksheet E. WebEOC Login F. Sending messages via Everbridge to LHDs and Media G. How To Post a Press Release Online H. Directory of Authorized DPH Spokespersons/Subject Matter Experts I. Spokespersons Tips J. Notification Directory of Emergency Response Partners K. Public Call Tracking Form L. Training Resources for Risk Communication M. Equipment and Supplies Checklist N. Risk Communication Resources O. Message Development Worksheet P. Prescripted, Immediate Response to Media Inquiries (Template) Q. How To Write a Press Release R. Template for Press Statement S. Anticipated Q & A Worksheet T. Healthcare Organization PIOs and Clinical Subject Matter Experts U. Media Contact List V. Ethnic Media Contacts W. Public Information Agency Contacts X. Public Message Reporting Form 2 Plan Creation Information Created On: March 2005 DPH Lead: William Gerrish, Director Office of Communications Last Modified On: July 2015 Next Plan Review Date: January 2017 3 PREFACE Crisis and Emergency Risk Communication (CERC) planning is essential for successful emergency response and preparedness. Risk communication in such events can have multiple purposes. These may include informing and instructing widely divergent audiences (e.g., the public, health care providers, news media); minimizing panic or fear; encouraging the adoption of appropriate protective actions by individuals; building trust; and minimizing or dispelling misinformation or rumors. The Connecticut Department of Public Health (DPH) Crisis and Emergency Risk Communication plan (the plan) provides a framework for timely and accurate risk communication and information dissemination to the people of Connecticut before, during, and after a public health emergency or other disaster. It is based on a coordinated approach between DPH, local health departments, state agencies, hospitals, and others involved in the emergency response network. Risk communications under this plan has the four-fold purpose of: Educating the public Promoting informed decision-making Persuading individuals and communities to modify their behavior as needed, and Eliciting cooperation among all involved parties The department’s risk communication planning efforts are designed to cover a wide range of community concerns about the cause, magnitude, and consequences of specific public health emergencies and deliver messages through the appropriate channels to provide timely and accurate information that supports Connecticut’s overall public health response. The plan is intended to systematically address all of the roles, lines of responsibility, and resources needed to provide information to the public and partners during a public health emergency. An effective, well thought out plan will save precious time when a crisis hits. Lines of authority and relationships with response partners are built before the crisis; not during the crisis. This CERC plan takes an all-hazards approach, and is based on principles, guidelines, and protocols in the CDCynergy tool. It was developed in conjunction with the CERC committee (formerly Focus Area F subcommittee on Risk Communication and Health Information Dissemination). It is integrated into the department’s overall emergency response plan. 4 Key Objectives and Assumptions Objectives Ensure an efficient flow of accurate and consistent information during a public health emergency Facilitate communication among key internal and external partners Provide a system of information to the general public through the media and other information channels Assumptions Dissemination and sharing of timely and accurate information among state and local public health and government officials, medical care providers, the media and the general public will be one of the most important facets of emergency response. Different types of information will have to be communicated, often to different audiences. There will be widespread circulation of conflicting information, misinformation, and rumors. Communication must be coordinated among all relevant agencies to ensure consistent messages to the general public. Public education will be an important part of the risk communication response. Certain groups will be hard to reach, including people whose primary language is not English, people who are homeless, people who are hearing and visually impaired, and other vulnerable populations. Demand for information by health care providers will be high. Negative consequences may affect those who experience a disaster either first hand as survivors or observers. The effects include anxiety, depression, family disruption and violence, substance abuse, absenteeism, and other related physical and mental health symptoms. These consequences can adversely affect public health and DPH should be a leader in helping to educate the public and address people’s anxiety and fear to help prevent such negative health outcomes following large-scale public health threats and emergencies. 5 Overall Management Incident Command System DPH has adopted the Incident Command System (ICS) structure to respond to emergency situations. Under the ICS structure, the agency’s Public Information Officer (PIO) is a member of the Command Staff and coordinates risk communication and information dissemination activities. Such activities are conducted in concert with local health authorities and others in the emergency response network. The PIO (Communications Director or designee) reports to the DPH Emergency Command Center (ECC) Incident Commander, consistent with the ICS structure. Activities include: Press Briefings Press Releases Postings to the DPH website Monitoring of media reports Initiating rumor control Other duties as assigned Role of the Public Information Officer (PIO) The Public Information Officer (PIO) gathers, verifies, coordinates,
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