Instructions for 2017 Medical and Health Disaster Exercise:
Shake, Rattle & Roll- Earthquake Exercise
Pre-Exercise:
Prepare for Exercise
1) Determine how your facility/agency will participate. Your facility or agency may be required to conduct a full scale exercise. Information about the exercise including schedule and templates can be found: http://cosb.countyofsb.org/phd/disasterprep.aspx?id=53646
2) Let us know what type of exercise your facility/agency is planning on conducting by completing the following survey by November 3rd. Use the following link to access the survey: https://www.surveymonkey.com/r/ZRJXSFY
3) Participate in exercise trainings and teleconferences leading up to the November 14-16th exercise date. Please see the webpage for more information about trainings and workshops and teleconferences.
4) Check to be sure at least two individuals from your organization are enrolled in the California Health Alert Network (CAHAN) alerting system. We will use a CAHAN alert on during the week of the exercise November 14th - 16th. To enroll in CAHAN please download and complete the enrollment form and email it to:
5) Get all forms ready that you will need for the exercise and full scale exercise documentation on the exercise webpage. Forms found on the webpage: Templates (Full Scale or Tabletop Exercise Plan, Schedule of Events & Evaluation Guide)
6) Complete your Exercise Plan and Schedule of Events prior to the exercise and train your staff on earthquake policies and procedures.
Exercise Participation
The 17 facility types listed in the new CMS Emergency Preparedness rule are required to annually conduct a full scale exercise at their facility. You can find more information on the rule here.
Your participation in this annual disaster exercise will be recorded and a letter of participation issued based on completion of the following activities:
What Form? / When to Submit?Schedule of Events & Evaluation Guide / November 16, 2017
Status Report Form / November 16, 2017
Building Assessment Form / November 16, 2017
Resource Request (optional) / November 16, 2017
After Action Report / By December 31, 2017
1) Confirm/respond to all CAHAN alerts on November 14-16th informing you of the exercise scenario and actions to be taken.
· CAHANs will be sent on November 14th and 15th via email asking for your response and prompting you to take actions as part of a community based full scale exercise November 14-16.
· On November 16th another CAHAN alert will be sent
2) Activate your Emergency Operations Plan (November 14th -16th )
3) Communication on November 16th
· Hospitals: Will use ARES radio operators to communicate their status reports from 8-11am. No ReddiNet will be used until 11:00 am. Hospitals also use and monitor 800 MHz radios and use satellite phones to call in to the PHD out of State conference line.
· All other facility types: No cell or internet service from 8-10am- Partners can only communicate via landline phone, fax, radio, satellite phone, by sending a runner to ARES radio operator at a hospital, or sending a runner to PHD. At 10am CAHAN alert will be sent updating partners on communication methods status- internet and cell phone.
Contact Information for Exercise DayDOC Operations Section / 805-696-1106
DOC Fax / 805-681-5192
805- 681-5142 Alternate
Healthcare Partners conference line for satellite and
11:00 all partner teleconference / Call 1-866-906-7447
Use Passcode: 3638573
4) Conduct a full scale exercise at your facility (required for agencies/facilities under new CMS disaster rule)
5) Complete & Submit a Status Report Form with Objectives
The CAHAN alert on November 16th will include the scenario and a request for a status report and disaster objectives.
1. Share the scenario with your staff
2. Share the status report form with your staff and discuss your objectives, and fill out the form based on the scenario.
3. Send the status report forms to:
· Hospitals and Surgery Centers: Hospitals will communicate with ARES from 8-11am, Surgery Centers will submit status reports via fax from 8-10am and can use the email below after 10am.
a. PHD DOC Med Ops Branch at fax to 805-681-5192/681-5142 alternate
· All other facility types: the PHD DOC Clinic Branch via Fax from 8-10 am at 805-681-5192 or 805-681-5142 alternate fax After 10am email
6) Complete & Submit a Building Assessment Form
You can use the building assessment form on the webpage or if you use the HICS or NHICS version you are welcome to submit that. Please submit the building assessments via fax: (805) 681-5192 or (805) 681-5142 (alternate) or call in the information to the DOC Operations Section- 805-696-1106.
7) Participate in the Healthcare Partner conference call with PHD PIO at 11am on November 16, 2017.
This will be a time to hear an update from the PHD on the status of the healthcare system in Santa Barbara County and
· Call in: 1-866-906-7447
· Passcode: 3638573
8) Complete Submit the Schedule of Events and Evaluation Guide
Use the Schedule of Events & Evaluation Guide to record and evaluate activities during the exercise. Turn this form in to PHD at end of exercise. or fax to 681-5142 (EMS Office).
9) Complete and Submit an After Action Report and Sign-in Sheet
Please complete and submit an After Action Report and sign-in sheet for your facility’s or agency’s exercise. If you are conducting your facility/agency exercise on an alternate day please inform us in advance. All after action and sign in sheets need to be submitted to PHD by December 31, 2017. Email completed AARs to or fax to 805 681-5142.
Hospitals / 9:00 am – 11:00 am / ARES to PHD DOC / Transmit information on the initial Status Report form, other messages
800 MHz Radio to DOC / Short messages
Satellite phone to PHD DOC out of state conference line / Longer messages or speak directly to Medical Ops Branch
11:00 am- 12:00 pm / All methods: ReddiNet, phone, cell, radio, email / All communication after 11:00
Sansum
Direct Relief / 9:00 am -11:00 am / ARES / Submit initial status
800 MHz Radio to DOC / Short messages
Fax/landline, runner to PHD DOC / To receive resource requests
All other healthcare partners / 8:00 am – 10:00 am / Landline, fax, radio, satellite phone, runner to ARES at hospitals or PHD DOC / Submit initial status reports and resource requests, other messages
10:00 am – 12:00 pm / All methods available
Conference Line / All communication.
Participate in Conference Call at 11 am.
PHD DOC / See times above by facility type / ARES, landline, fax, 800 MHz radio, satellite phone, out of state conference line. / Receive status reports, resource requests, communication with EOC, Direct Relief, PHD building reps, and all partners.
See times above / All methods at 10 and 11 – depending on facility type
Cities / 8:00 am -9:00 am / Satellite phone to EOC out of state conference line
Exercise Controllers at PHD DOC / Stacey Rosenberger
408-710-3247 / Jan Koegler
805-331-8360 / Exercise coordination questions or “stop play”
2017 Earthquake Exercise Communication Methods
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