G Risk Communication Tab OVERVIEW The Public Information Officer (PIO) supports the incident command structure by representing and advising the Incident Commander on all public information matters. The Incident Commander is responsible for the delivery of accurate and timely information and messages, consistent across the metropolitan region, to internal stakeholders, collaborating jurisdictions and organizations and the public. A major incident involves many lead and support organizations that the Incident Commander does not directly control. Each organization contributes, through its Public Information Officer, to the unified message while maintaining its own programs, policies and identity. The Incident Commander develops an integrated public information system that responds to public needs and concerns by using internal and external risk communication processes. OBJECTIVE Coordinate accurate, consistent, and responsive information and messages, internally and externally, that support response objectives. ACTIVATION ADDITIONAL RESOURCES The Incident Commander For More Information: activates Risk Tab N, Tactical Communications Communication measures URLs: by assigning the Public Centers for Disease Control and Prevention Information Officer to www.bt.cdc.gov Oregon Public Health Division work with PIOs from other www.ohd.hr.state.or.us lead and support U.S. Department of Homeland Security organizations. www.dhs.gov/xprepresp Additional resources: Northwest Area Contingency Plan http://www.rrt10nwac.com/Files/NWACP/Chapter_2000.pdf Appendices: Appendix Ga: Joint Information Center (JIC) Roles and Responsibilities Appendix Gb: Communication Tools Appendix Gc: Public Information Officer Go-Kit Contents Appendix Gd: Regional Media List Appendix Ge: Joint Information Center Locations Appendix Gf: MCHD PH Disaster Activation and Notification Procedures For Community Connectors and Community-Based Organizations Public Health Emergency Response Plan Tab G – 1 SS 6-16-09 Tab G: Risk Communication Table 1: Checklist for Building the Public Information System TASK REFERENCE COMPLETED 1. Fill PIO position. Incident Commander designates a PIO, and the PIO function must be filled. The Incident Commander is responsible for the PIO function until it is delegated. The Public Information Officer reports directly to the Incident Commander. Considerations: a. PIO is often from Incident Commander's organization. b. If Incident Commander establishes a Joint Information Center (JIC), the most qualified member of the multi-organization JIC staff is the lead PIO. 2. Assemble Public Information team. Include PIOs from organizations responding to the incident and those needing to remain informed. Identify key subject matter experts to determine appropriate messages, audiences, and communication methods. Considerations: a. Potential staffing structure: Appendix Ga. Appendices b. Full equipment needs of PIO team: Appendix Gb. Ga, Gb, Gc c. Each PIO should have a go-kit -- a backpack with a change of clothes, a list of phone contacts, and other tools: Appendix Gc. 3. Establish 24-7 contact within Public Information team. Secure a master list of work and after-hours telephone numbers for health S:\ (Shared- PIOs: on the Health Department network at S:\Emergency Hlth) Preparedness\Public Information Officer, or on paper at the McCoy operations center. An initial notification to all regional health PIOs can be made by email to [email protected]. Subsequent group messages to PIOs should quickly move to the Virtual JIC on the Health Alert Oregon HAN Network (HAN) at https://www.oregonhan.org/login/login.cfm. For radio and telephone equipment, consult Communications Unit Leader. 4. Establish direct communications with public. Establish a staffing plan and phone numbers for taking calls and emails from the public. www.multco.us Choose one website (www.multco.us, unless otherwise directed) to be the central point of referral for all joint messages to the public. Activate “Community Connectors”: individuals and networks with access to non-English speakers and ethnic minorities not reached by S:\ (Shared- the mainstream media. Translate messages into Spanish and other Hlth) languages as needed. List of Community Connectors and organizations: S:\Emergency Preparedness\Public Information Officer. Public Health Emergency Response Plan Tab G - 2 SS 6-16-09 Tab G: Risk Communication 5. Schedule first news conference. Do this even before there is information to release. Identify a central location -- ideally in downtown – with electrical outlets and room for a crowd. Target should be < 1 hour from time the incident began. Media contact list: Appendix Gd Appendix Gd. Presenters may include: a. a public information officer; b. highest ranking elected official available; c. subject matter expert on health staff. 6. Gather information about incident. Ask response leaders what they know, what they don’t know, and what process they are using to www.cdc.gov assess the situation. Find background on specific health hazards at th www.cdc.gov or from Jane’s Chem-Bio Handbook on McCoy 10 Jane’s Chem- floor. Answer these questions: Bio Handbook a. What happened? When and where? b. Who is affected? How many people? c. What is the response effort? d. What should people do to be safe and assist the response? 7. Create first media message. The information gathered in (4) will form the core of the first briefing for the media. Post the statement on Web at the time of the news conference, and make enough hard copies to distribute to reporters. The goals of this message are to: a. instill confidence and reduce fear; b. help people decide what to do; c. regulate the demand for scarce emergency and medical resources. 8. Formalize ongoing communications with news media. Consider opening a Joint Information Center, with electrical power, Internet access and desks for reporters to set up workstations. Potential Appendix Ge locations: Appendix Ge. If it is safe, try to establish media briefing areas near the Incident Command Post. Set a regular briefing schedule, taking into consideration operational periods of the Incident Command and deadlines of news outlets. Log all phone calls from journalists. Public Health Emergency Response Plan Tab G - 3 SS 6-16-09 Tab G: Risk Communication 9. Formalize procedures for release of information. Create a process to internally review and release messages. Determine reasonable amount of time for approval from participating agencies. Make sure all participants understand their organizational roles, responsibilities, and relationships external to response organization. Guidance: a. The Incident Commander or Unified Command should approve any release from the command as a whole. b. The PIO should share advance copies with participating agencies and, if possible, with organizations outside the direct field response. c. Any organization may still issue its own, agency-specific news release. However, agencies should share advance copies, consider feedback, and avoid messages that conflict with those of other participants. d. In order to avoid scheduling conflicts, the Incident Command PIO should be notified any time an organization calls a news conference. e. Organizations should only address issues within their scope of responsibility. 10. Formalize internal communications. Agency PIOs are responsible for relaying information and updates within their respective organizations. To avoid confusion, these internal communications should be compatible with updates provided to the public. Within the Incident Command Post, the lead PIO should operate a bulletin board Oregon HAN that displays such messages. Information should continue to be shared electronically across HAN. 11. Monitor news coverage. Assign a staff member to scan all media reports -- local and national, broadcast and print – in real time. Immediately contact outlets to correct significant inaccuracies, dispel rumors or rectify misperceptions. Be prepared, if called on, to summarize coverage at each general staff meeting. Public Health Emergency Response Plan Tab G - 4 SS 6-16-09 Tab G: Risk Communication Appendix Ga: Joint Information Center (JIC) Roles and Responsibilities (August 2003) I. JIC within ICS Structure The JIC is the responsibility of the incident’s Information Officer, who reports to the Incident Commander (see diagram below) Incident Command Information (JIC) Safety Liaison Operations Planning Logistics Finance/ Section Section Section Administration Section II. JIC Positions The number of staff positions in a JIC and the responsibilities for those positions will vary, depending on the size of the event. In a small event, one position may be responsible for several JIC functions, for example. The major responsibilities for each position are: Information Officer (IO) – Supports communication needs of Incident Commander; oversees JIC operations; gathers incident data; informs public; analyzes public perceptions; coordinates information exchange with Incident Command Post; coordinate intra-organizational activities; ensure open and successful internal communications. Assistant Information Officer/JIC Coordinator – Assumes Information Officer’s duties as needed; supervise operational and administrative activities, including staff and inter-office communications; ensure proper set-up of JIC; oversee all JIC operations; establish internal communication procedures; set staff work hours and daily operating schedule; account for all costs; edit and obtain approval from Information Officer for news