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A hurricane is a tropical weather system whose winds exceed 74 miles per hour. Hurricanes are usually accompanied by torrential rains and flooding. Hurricane season is from June 1 through November 30.
Preparation is the key to mitigate losses that could be caused by a hurricane. This plan has been written to prepare Singing River Hospital System and its employees for such an event. While the actions of this plan begin at HURCON Four, successful preparation begins before the beginning of each hurricane season. To facilitate preparation, an Employee Hurricane Information Handout (section III, page 10) will be given to each employee prior to hurricane season each year.
Tropical Storm - a storm of tropical origin, with winds blowing counterclockwise around its center greater than 38 miles per hour but less than 74 miles per hour.
Hurricane Watch - an announcement by the National Weather Service issued when hurricane conditions are expected within 36 hours.
Hurricane Warning - an announcement by the National Weather Service issued when hurricane conditions are imminent and are expected within 24 hours.
Hurricane Zone Conditions (HURCON) - HURCON is an alerting system to facilitate implementation of preparations necessary for an impending hurricane in the local area.
There are four (4) HURCON conditions that relate to the amount of time before the forecast arrival of 50 knots (approximately 58 miles per hour) or greater winds related to a hurricane or tropical storm. They are:
HURCON IV - 72 hours HURCON III - 48 hours HURCON II - 24 hours HURCON I - 12 hours
The accuracy of utilizing these conditions precisely is contingent upon the receipt of weather forecasts.
NOTIFICATION OF HURRICANE/TROPICAL STORM CONDITIONS
1. When notification from the National Weather Service is received that a HURCON IV condition exists the Administrator or senior administrator present will assume the role of Incident Commander (IC), activate the appropriate HICS positions (at least the IC staff positions and Section Chiefs), and the Severe Weather Plan.
2. The IC will direct the PBX Operator to notify all employees by overhead paging the following message three (3) times: ATTENTION ALL EMPLOYEE - CODE HURCON, HURCON # NOW EXIST
3. The SRH PBX Operator will also call the East Central Medical Clinic at 588-6622 and repeat the above message. If there is no answer, the PBX Operator will page the ECMC Office Manager (228-369-4982) or designee and fax the message to the ECMC, fax # 588-9399. The SRH PBX Operator will also call the personnel in the old credit union, Information System Trailer, Distribution Center, SRH PT Clinic (762-1602) and The Neurosurgery Center (769-0180).
4. As the HURCON level changes, the IC will have the PBX Operator announce the “Code HURCON” giving the new level. The PBX Operator will notify the above areas with each announcement.
5. Service Branch Director will update the HURCON status on the SRHS Internet home page (www.srhshealth.com), Hospital communication screens and the toll-free number (1-866-353-0439) with most current communication/information (i.e., when to report).
DISCONTINUATION OF HURRICANE/TROPICAL STORM WARNINGS
1. Should the Hurricane or Tropical Storm change its course and HURCON no longer exist, the IC will instruct the PBX Operator to notify all employees of the discontinuation of Code HURCON by announcing the following three (3) times: ATTENTION ALL EMPLOYEE - CODE HURCON ALL CLEAR.
2. The SRH PBX Operator will also call the East Central Medical Clinic at 588-6622 and repeat the above message. If there is no answer, the PBX Operator will page the ECMC Office Manager (228-369-4982) or designee and fax the message to the ECMC, fax # 588-9399. The SRH PBX Operator will also call the personnel in the old credit union, Information System Trailer, Distribution Center, SRH PT Clinic (762-1602) and The Neurosurgery Center (769-0180).
3. When notification has been received from the Jackson County Department of Public Safety that the hurricane or storm has passed, the Incident Commander will instruct the PBX operator to make the following announcement two (2) times: YOUR ATTENTION PLEASE. WE HAVE BEEN INFORMED BY THE JACKSON COUNTY DEPARTMENT OF PUBLIC SAFETY THAT HURRICANE CONDITIONS HAVE PASSED. UNLESS YOU HAVE A SPECIFIC REASON TO REMAIN, WE ASK THAT YOU LEAVE THE HOSPITAL AS QUICKLY AND QUIETLY AS POSSIBLE. WE URGE YOU TO USE EXTREME CAUTION AS SOME HAZARDOUS CONDITIONS CONTINUE TO EXIST.
ORGANIZATION & RESPONSIBILITIES
A. The Hospital Administrator or senior person on the premises will assume the duties of the IC and activate the appropriate HICS positions (at least the IC staff positions and Logistics Section). The IC has the overall responsibility for implementing this Plan and managing all activities associated with a severe weather emergency.
B. The Incident Commander will establish an Hospital Command Center (HCC) in the administrative suite when a HURCON IV exists.
C. The ICC will be staffed in accordance with the HICS Organization Chart. Twenty-four hour staffing will begin when a HURCON 1 exists.
A. Individual Department Directors will be responsible for ensuring that the services rendered by his or her department is maintained at the highest possible level, before, during, and after a hurricane.
B. Each Department is urged to develop its own Departmental Severe Weather Plan to compliment the overall plan for the hospital.
3. System Communications
A. The Communication Unit Leader will be responsible for ensuring adequate internal and external communications are maintained.
B. Telephones will be the primary source of external and internal communication.
C. The hospital’s “Failure of Communication Systems” procedure will be implemented if normal communication systems are lost.
D. Systems Communications will:
1. Routinely assess the current status of internal and external telephone services and report change in status to the Logistics Section Chief.
2. Establish an emergency communication network between the ICC and Jackson County Emergency Agencies.
3. Establish an emergency communication network between the ICC and essential hospital departments and services.
4. Update SRHS Internet home page (www.srhshealth.com), hospital communication screens and the toll-free number (1-866-353-0439).
4. Facilities Support
A. The Infrastructure Branch Director and the Buildings/Grounds Damage Unit Leader are responsible for preparing the facilities for hurricane conditions, responding to emergency situations that affect facilities or services during hurricane conditions and returning facilities to normal operations after hurricane conditions cease to exist.
B. The Infrastructure Branch Director will routinely assess the status of hurricane preparations and establish Damage Control Teams that are prepared to respond to emergency situations in order to minimize the effect on Hospital Services or damage to hospital facilities.
A. The Security Branch Director is responsible for securing Hospital Facilities.
B. The Security Branch Director is “in charge” of the Hospital’s Special Support Team.
C. The Special Support Team will consist of persons identified in Section III, Personnel Assignments and perform the following duties:
1. Supply registration stations and special needs areas with appropriate supplies.
2. Monitor the area to which assigned.
3. Report any unusual condition or situation to the Security Branch Director.
4. Keep corridors free of unauthorized individuals.
6. Public Relations/Public Communications
A. The Public Information Officer will establish a Press Room in the hospital, and be responsible for releasing information to the press and public.
B. An Administrative Secretary assigned by the ICC provides clerical assistance.
C. Distribute Newspaper and Radio News Release Sheets as instructed by the ICC in conjunction with the Jackson County PIO.
D. The Hospital PIO will interact with the Jackson County PIO to ensure information being given is accurate and attend joint information meeting as needed.
HURCON IV OPERATIONS - 72-Hours before forecast arrival
1. The Hospital Administrator or senior person on the premises will assume the duties of the IC and activate the appropriate HICS positions (at least the IC staff positions and all Section Chiefs).
2. A general state of readiness will be assumed. All departments will check supply levels and adjust as necessary. Each Department Director/HICS Unit Leader will perform the specific hurricane functions outlined on the appropriate HURCON Checklist.
3. The IC will forecast when A and B teams will be implemented.
4. All departments will complete the Hurricane Employees Staffing Roster found on the intranet under Reports. This report will designate personnel for Team A, Team B and Recovery Team. A copy will be forwarded to the HCC.
HURCON III OPERATIONS - 48-Hours before forecast arrival
1. The majority of preparations for the storm should be completed and coordination with Jackson County Emergency Management Agency should be in progress.
2. On notification from the Jackson County EMA about the Special Needs Shelter opening, the Operations Chief will mobilize staffing and the Logistics Chief will activate the Transportation Unit Leader to move the supplies\equipment to the shelter location. The Transportation Unit leader will also coordinate the special needs wheel chair buses with the county.
3. Airgas, Inc., will be called to deliver oxygen tanks to the hospital for distribution to the buses and also to deliver tanks to the special needs shelter.
HURCON II OPERATIONS - 24-Hours before forecast arrival
1. Activate additional HICS positions as appropriate.
2. Final emergency preparations should be completed and the state of readiness reported to the Hospital Command Center. Non-essential employees should be released.
3. Alert staff when Registration Areas will be open.
4. The patient care staff will band all patient visitors that will be staying during the storm. Each department who will have visitors will fill out the Patient Visitor Log found on the intranet under Reports and send a copy to the ICC.
5. All department directors and managers will download and begin completion of the Force Account Labor Summary Report. This form should be used when incurring storm related labor expenses and continued until Incident Commander has returned the hospital to normal operations. On completion please send to the Compensation/Claims Unit Leader and the Time Unit Leader.
HURCON I OPERATIONS - 12-Hours before forecast arrival
1. Activate additional HICS positions as appropriate.
2. Security lock down is placed in effect.
3. On announcement of Hurcon 1; rounds should be made and all unauthorized persons will be asked to leave the building.
4. Two hours after lockdown get a list of all people in the building and send it to the Planning Section Chief.
OPERATIONS - During the Hurricane
HICS and Severe Weather Plan are in effect. Other Emergency Plans are activated as warranted.
OPERATIONS - Following the Hurricane
1. HICS remains in effect until cancelled by the IC.
3. Each Department Director/HICS Unit Leader will perform the specific hurricane functions outlined on the appropriate HURCON Checklist.
4. Incident Commander will contact Infrastructure Branch Director and advise when to uncover the windows and store covers.
5. Infrastructure Branch Director and Buildings/Grounds Damage Unit Leader will assess all buildings and report damage to Operation Section Chief. All necessary actions will be taken care of immediately to prevent further damage.
6. Environmental Services Unit Leader will begin cleanup immediately after hurricane.
7. The A and B teams will stay in effect until Incident Command returns the hospital to normal functional status.
8. The Finance/Administration Section Chief will coordinate sending instructions and necessary paper work to be completed (i.e., equipment, supplies, payroll).
9. Administration will review the needs of hospital personnel and may offer support services based on circumstances noted in the community.
AUTHORIZED ENTRANCE, IDENTIFICATION, AND COLOR CODES
1. Persons Authorized to Enter the Hospital
A. Employees assigned to Hurricane A and B Teams. Pictured ID Badges will be required.
B. Physicians who have been requested to be at the Hospital.
C. Near term (last 6 weeks) OB patients and their significant other.
D. Patient Visitors who have been authorized by the appropriate Nurse Manager.
2. Entrance Registration Stations
A. West Entrance SRH/Front Entrance OSH
1. The Registration Station will be set up with personnel listed in section III.
2. Patient Visitors will be registered/checked off on the Patient Visitor Log (section III, page 37) after verifying that permission to stay has been given by the Nurse in Charge of the unit.
3. Obstetrical individuals will register on the Registration Log (section III, page 39).
4. Personnel at the West Entrance will call the Medical Care Branch Director if an OB patient’s condition is not appropriate for the OB Area.
5. Any patient presenting for care because of “Special Needs” other than OB must have physician’s orders for admission. These orders must contain the phrase listed on the Storm Shelter Instruction sheet. All patients presenting who do not qualify for admission to the hospital will be referred to the Jackson County Special Needs Shelter at the East Central Community Shelter.
6. Patient visitors will be given a Blue armband to wear.
7. All individuals entering the hospital will be given a copy of the appropriate Hospital’s Hurricane Instructions (section III, page 13).
8. Individuals not authorized to enter the hospital will be tactfully told that the hospital does not have the facilities for serving as a shelter for the general public. They will be informed that public shelters are open including the Special Needs Shelter at the East Central Community Center and they should go to one of them. The Liaison Officer should provide a list of public shelters to the registration table.
9. The Registration Log Sheets and Hurricane Staffing List will be turned into the Planning Section Chief when the Registration Station is closed.
B. Employee Entrance Registration.
1. The Employee Registration Station will be set up in the following locations:
a. SRH - Ground Floor in front of the Security Department.
b. OSH - Inside the employee entrance by ICU.
2. The station will be staffed with personnel listed in section III.
3. Employees will be checked off the Hurricane Staffing List provided by the Command Center.
4. All individuals entering the hospital will be given a copy of the Hospital’s Hurricane Instructions (section III, page 9)
5. The Employee Hurricane Staffing List will be turned into the Planning Chief when the Registration Station is closed.
C. Physician Entrance Registration
1. The Physician Registration Station will be set up in the following locations:
a. SRH - Ground Floor by the Medical Records Department.
b. OSH - Doctors Entrance by the Surgery Doctors Lounge.
2. Personnel listed in section III, page 15 & 16) will staff the station.
3. Physicians will be registered on the Registration Log (section III, page 11).
4. All individuals entering the hospital will be given a copy of the appropriate Hospital’s Hurricane Instructions (section III,).
5. The Registration Log Sheets will be turned into the Planning Section Chief when the Station is closed. He/She will send a copy to the Medical Care Branch Director
FACILITY SPACE ALLOCATIONS
1. Off Duty Employee Areas
A. Each Department may be utilized to house off duty employees at the discretion of the Director.
B. SRH - The Off Duty Employee Areas are designated in order as follows:
1. Primary Employee Area - Surgery Waiting Area, Second Floor.
2. Secondary Employee Area - Medical Staff Conference Room, First Floor Southwest.
3. Overflow Employee Area – Turner Center Conference Room and the Regional Cancer Center.
C. OSH - The Off Duty Employee Areas are designated in order as follows:
1. Primary Employee Area – Education Center.
2. Secondary Employee Area – Surgery Waiting and Patient Registration Waiting.
3. Overflow Employee Area – Board Room.
D. Off duty employee areas will not be staffed. Employees are expected to conduct themselves in a professional manner, be considerate of fellow employees, and keep the area neat and orderly.
2. Physician Areas.
A. SRH - The Physician Area will be located in the Physician Lounge on the second floor.
B. OSH - The Physician Area will be located in the Physician Lounge in Surgery.
3. Special Needs Area.
A. Obstetrical Patient Area - These areas will be in the following locations for the purpose of housing near term (last 6 weeks) pregnant women and their significant other.
1. SRH – First floor Cardiopulmonary Rehab Department. NOTE: Designated charge personnel will notify Environmental Services to move recliners into Cardiopulmonary Rehab.
2. OSH – Third floor family waiting area.
B. Personnel listed in section III, page 16 & 17 will staff these areas.
4. Patient Visitor Areas
A. One (1) visitor who has been given permission to stay with a patient on a Nursing Unit will be housed in that patient's room. Should the patient be moved to a corridor, the visitor will remain with the patient, taking care not to interfere with duties being performed by hospital employees.
B. Patient visitors with permission to stay will be under the direction of the Nurse in charge of that Nursing Unit and will be required to follow any instructions given.
C. One (1) visitor of a patient in one of the Intensive Care Units who has been given permission to stay in the hospital will be housed in the Intensive Care Unit Waiting Room and may visit the patient at times to be designated by the Nurse in Charge of the applicable unit. The visitors for all ICU units (SRH) will be housed in the MICU Waiting Room.
D. The designated charge personnel will monitor the Intensive Care Unit Waiting Room Area and the same rules will apply as in any other areas.
Obstetrical AREA MONITORS
E. These areas will be for the purpose of housing near term (last 6 weeks) pregnant women and one other, (their significant other or family member) who cannot evacuate the area related to extenuating circumstances.
It is the responsibility of the individual or their family to provide the necessary medical supplies.
The hospital will not provide medical supplies or nursing care for these individuals unless their medical condition warrants admission into the hospital. The responsibilities of the OB Area Monitor are:
1. Register each person on the OB Log (section III, page 9) and ensure each individual and their family understand they are responsible for the individuals care.
2. Notify and transport to L&D if an OB person’s condition deteriorates and they need medical care.
3. Contact the Operations Chief when the area is filled to capacity.
4. Be thoroughly familiar with and enforce Hospital Hurricane Instructions (section III, page13).
5. Do not allow individuals to leave until it has been announced that the storm has passed.
6. Call Security if you know or suspect that someone has brought in items that are prohibited.
7. Remain calm and reassuring, making frequent rounds throughout the area.
8. After the storm has passed, sign individuals out as they leave the area.
9. Contact the Operations Chief to report those remaining after receiving notification that the OB Areas are being closed.
|Singing River Health System, 2809 Denny Avenue, Pascagoula, MS 39581, (228) 809-5000|
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