RESPONDING TO, REPORTING AND REVIEWING EMERGENCIES*

Policy: To ensure the safety of participants and to promote the continuity of services PossAbilities will effectively respond to, report, and review all emergencies.

*Emergency means any event that affects the ordinary daily operation of services including, but not limited to:

  • Fires, severe weather, natural disasters, power failures, or other events that threaten the immediate health and safety of participants receiving services; and
  • That require calling 911, emergency evacuation, moving to an emergency shelter, or temporary closure or relocation of services to another facility or service site for more than 24 hours.

Procedures for Responding to Emergencies:

  1. Fires – In the event of a fire emergency staff will take the following actions:
  2. Evacuate all participants in the immediate area to an area of safety, closing doors against smoke and heat. Test a closed door before opening by feeling near the top. If the door is hot, use an alternative exit. If a room is smoke-filled, keep close to the floor to breathe more easily.
  3. Call 911 for the fire department and provide them with relevant information.
  4. When evacuating outside meet in the designated meeting place.
  5. Remain calm and keep everyone together. Do not reenter until the fire department determines it is safe to do so.
  6. Provide emergency first aid as required until emergency personnel arrive.
  7. For program sites owned or leased by PossAbilities staff will follow instructions on the Site Specific Fire Evacuation Plan posted in each program area.
  1. Severe weather and natural disasters – In the event of a severe weather or natural disaster situation staff will take the following actions:
  2. If it appears that severe weather is imminent, staff will listen to the local radio for weather warnings and watches. Follow their directions on the need to change plans and activities, stay indoors or seek immediate shelter.
  3. WARNING - Severe weather is either occurring or is imminent. Staff must take immediate action to protect participants by seeking immediate shelter. (Refer to Site Specific Severe Weather/Tornado Safety Guidelines at program sites owned or leased by PossAbilities)
  4. WATCH - Severe weather is possible as conditions are favorable for the weather event. Staff should plan and prepare for the possibility of the severe weather. Staff should help participants change their plans for travel and outdoor activities.
  5. ADVISORY - Weather conditions may cause inconvenience or difficulty when traveling or being outside. Staff should help participants consider changing their plans for travel and outdoor activities or consider that additional time may be required to complete their plans.
  6. Account for the well-being of all participants receiving services.
  • Inform people why plans and activities are changing and steps being taken to keep them safe.
  1. Power failures – In the event of power failure emergency staff will take the following actions:
  • Report power failures to Rochester Public Utilities at 507-280-1500.

7/17/17 Responding to, Reporting & Reviewing Emergencies Policy Page 1 of 3

Reviewed and approved by Leadership Team

  • Use emergency supplies (flashlights, battery-operated radio) which are located in a clearly marked area at program sites owned or leased by PossAbilities.
  • Account for the well-being of all participants receiving services.
  • Inform people why plans and activities are changing and steps being taken to keep them safe.
  1. Emergency evacuation and emergency shelter–When an emergency requires emergency evacuation to seek safety in an emergency shelter due to severe weather, natural disaster, power failure or other event that threatens the immediate health and safety of participants staff will take the following actions:
  • Follow directions of local emergency personnel to locate the closest emergency shelter. Shelter is available online at:
  • Account for the well-being of participants and move them to the closest emergency shelter.
  • If time allows, move to the emergency shelter with a 24-hour supply of medications and medical supplies, medical books/information, and emergency contact names and information.
  • At the emergency shelter, notify personnel of any special needs required to use the emergency shelter.
  • Remain calm and keep everyone informed of why events are occurring.
  1. Temporary closure or relocation – PossAbilities Executive Director or designated staff will determine the need to temporarily close or relocate program site(s) for more than 24 hours. When temporary closure or relocation occurs due to severe weather, natural disasters, power failures or other events that threaten the immediate health and safety of people receiving services staff will take the following actions:
  • Program Directors and/or designated staff will inform participants, legal representatives and/or residential service providers why the program is closing and/or relocating to keep them safe.
  • If time allows, remove from the program medication and medical supplies, medical and programs books/information, clothing, grooming supplies, consumer funds, other necessary program and personal items, and emergency contact names and information.

Additional Emergency Procedures for Program Sites Owned or Leased by PossAbilities:

  1. Emergency Contacts
  2. The Health & Safety Committee Representative from each program site will assure that a list of emergency contact numbers is posted in each office or program area next to the telephone. The emergency contact numbers will include the MN Adult Reporting Line, Social Services, Mental Health Crisis Team, local fire department, local police department, poison control center and 911.
  3. The Health & Safety Committee Representative from each site will assure a binder with participant information including name & phone number of each participant’s legal representative, physician and dentist, is readily available at each program site.
  1. First Aid and CPR
  2. All PossAbilities staff providing direct contact with participants will be trained annually in First Aid
  3. CPR will be provided every two years by a certified instructor for employees at PossAbilities program sites.
  4. CPR training will be required for Personal Support & Respite workers only if the participant’s medical situation and CSSP requires it.
  5. The Health & Safety Work Group Representative will assure that there is a well-stocked first aid kit readily available for use by staff at each program site and on each PossAbilities owned vehicle. The location of the first aid kit is clearly marked with a large sign.
  1. Emergency Response Plan
  2. The Health & Safety Work Group is responsible for developing site specific emergency evacuation and emergency shelter plans for each PossAbilities program site and assure these plans are clearly posted in each program area.

Procedures for Reporting and Reviewing Emergencies:

  1. Whenever an emergency occurs while services are being provided or upon discovery or receipt of information that an emergency occurred the PossAbilities staff observing or learning of the incident will complete the Emergency Report Section of the Emergency Report and Internal Review formwithin 24 hours and give the form to the Health and Safety Work Group representative.
  1. Within 10 days of occurrence of the emergency theHealth and Safety Work Group will complete the Internal Review section of the Emergency Report and Internal Review form and make recommendations for corrective action as needed.
  1. If corrective action is recommended, The Health and Safety Work Group will assign a staff representative to assure the corrective action is taken within the time period specified.
  1. The Health and Safety Work Grouprepresentative will file a copy of the Emergency Report and Internal Review formin the Health and Safety Work Group Emergency Report file.

7/17/17 Responding to, Reporting & Reviewing Emergencies Policy Page 1 of 3

Reviewed and approved by Leadership Team