Cover Sheet for Example Documentation for PHAB Domain 2 Standard 4 Measure 1 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 Standard and Measure 2.4.1. 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 HAN Communication COOP and Volunteer Plan Title: Document 2016/2017 Date: Version of Standards and Measures Used: V 1.5 Related PHAB Standard and Measure Number Domain: 2 Standard: 4 Measure: 1 Required 1 Documentation: Short description of how this document meets the Standard and Measure’s requirements: The Mississippi Health Alert Network (HAN) allows government and non‐government public health personnel, hospital, emergency management personnel and other key partners to receive current information about health emergencies 24/7/365. An email and list has been provided to include dentists and physicians on pages 28‐32. The Communications COOP is responsible for disseminating critical information within the agency, external communications partners and the media during an emergency event. Contacts are listed in the plan on pages 53‐68. The Volunteer Coordination Plan is responsible for coordinating and demobilizing clinical and non‐clinical volunteers during an emergency. An email and list has been provided to include a variety of external partners on pages 297‐300. Submitting Mississippi State Department of Health Agency: Staff Contact Katherine Richardson Name: Staff Contact Accreditation Specialist Position: Mississippi Health Alert Network Functional Annex 16 Mississippi State Department of Health Office of Emergency Planning and Response Approved: 04 January 2017 MSDH HAN ANNEX Table of Contents Purpose ....................................................................................................................... ....1 Definition ......................................................................................................................... 1 Overview ....................................................................................................................... ..1 Alerting .................................................................................................................... 1 Health Alert Notification Classification Levels ......................................................... 4 Public Health Priority Recipient Roles ..................................................................... 4 Target Audience ...................................................................................................... 5 Modes of Transmission ........................................................................................... 7 Health Alert Network Message Formatting .............................................................. 7 Health Alert Network System Test .......................................................................... 8 Attachments Attachment A: Acronyms....................................................................................... 12 Attachment B: Definitions of Alerting Vocabulary and Message Specification Settings ............................................................................................................. 13 Attachment C: Terms and Definitions ................................................................... 15 Attachment D: Public Health Priority Recipients Roles ......................................... 17 Attachment E: Authorization of Health Alert Network Notification ......................... 18 Attachment F: Examples of Health Alert Network Messages ................................ 19 Attachment G: Examples of Health Alert Network System Call Test Report ......... 22 For Official Use Only i MSDH HAN ANNEX Purpose The Mississippi Health Alert Network (HAN) is a communication tool for Public Health in Mississippi. The HAN is a secure, internet-based system that allows government and non-government public health personnel, hospital, and other key partners to receive current information about health emergencies. On the local level, the HAN allows important information received from the Mississippi State Department of Health to be distributed to all appropriate local partners and health care providers. The HAN partners at the local level have the ability to receive information from the Centers for Disease Control and Prevention (CDC) HAN and to be informed of any state or local initiated notifications. Definition The HAN is a network of systems operated by local, state, and federal health departments in the United States, its territories, and CDC, to create, send, and manage health alerts (a type of alert that is specifically about a public health event or situation). This network is unified by virtue of inter-agency coordination, processes and protocols, terminology and semantics, and technological capability which are necessary due to the cross-jurisdictional nature of health threats and the public health response to them. Overview The HAN is a strong national program, providing vital health information and infrastructure to support dissemination of information at the state and local levels and beyond. The HAN ensures each community has rapid and timely access to emergent health information, highly-trained professional personnel, and evidence-based practices and procedures for effective public health preparedness, response, and service on a 24/7/365 basis. The HAN messaging system currently transmits health alerts, advisories, updates, and informational service messages. Alerting The HAN Coordinator is able to create and manage alerts and send them to people who participate in public health activities within the organization’s jurisdiction. The HAN has the ability to send alerts on a 24/7/365 basis to key personnel and to organizations that are critical to the jurisdiction’s emergency response plan. The identification of key personnel and organizations is the responsibility of the Health Alert Network Coordinator. The HAN must be able to broadcast alerts to all recipients within the scope of the system. For Official Use Only 1 MSDH HAN ANNEX The Mississippi Health Alert Network (HAN) is the first "primary" notification method for Mississippi public health response plans, updates, and alerts during an event as the key communication and information conduit to the public health departments, healthcare organizations, local governments, emergency management personnel statewide, and other key partners. The HAN supports the ability for alert recipients to confirm they have received and acknowledged an alert. This acknowledgement must involve conscious deliberate action on the part of the recipient, such as pressing a specific key on a telephone. The HAN is able to record each recipient’s acknowledgement and report it. The HAN is able to display or report delivery status information to the HAN Coordinator, in near-real time, including the number of recipients targeted to receive an alert, the number that have received it, and if a confirmation receipt is required. The HAN provides a means of secure communication for delivery of alerts containing sensitive content. The term “secure communication” refers to methods used to ensure restricted information is delivered to and is available to only the intended recipients. It also refers to the fact that a communications method is secured, but does not refer to the technology used to make the method secure. Secure communication involves the ability to restrict distribution of the alert and restrict access to the sensitive content, the ability to authenticate the identity of a user before delivering the sensitive content, and a message transport that is not easily open to unauthorized access. Alerting Procedure: 1. When the Centers for Disease Control and Prevention issues a HAN message, the State Epidemiologist and/or Deputy Epidemiologist will review it for pertinence to determine if the message needs to be disseminated to the clinical community of Mississippi. 2. If it is determined to disseminate, the State Epidemiologist and/or Deputy Epidemiologist will determine whether the message needs to be altered or updated to be accurate and correct for Mississippi. 3. Epidemiology’s HAN coordinator will then disseminate the message to the intended recipients including the Director of Health Protection and the Director of the Office of Emergency Planning and Response (OEPR). 4. The Director of Health Protection and the Director of OEPR will disseminate the message to internal and external partners including the District Public Health Emergency Preparedness teams, Emergency Medical Services providers, Law Enforcement, Fire Service, and Emergency Managers. For Official Use Only 2 MSDH HAN ANNEX State State Epidemiologist Epidemiologist State Epidemiologist CDC and/or Deputy and/or Deputy and/or Deputy will Issues will determine to Epidemiologist determine whether HAN disseminate to review the message needs Clinicians to be altered The Director of Epidemiology State Health Protection HAN Epidemiolo and the Director Coordinator gist and/or of OEPR will will then Deputy will Information disseminate the disseminate make is Shared message to the appropriate internal and message to changes or external partners their list additions