Meeker, McLeod Sibley Volunteer Management Policy1

Meeker, McLeod, Sibley County Community Health Services /
Volunteer Management Policy
Public Health Response


Policy Purpose

The purpose of the Meeker, McLeod, and Sibley (MMS)Volunteer Program Plan is to provide a coordinated response to local emergencies and disease outbreaks by using community volunteers to increase the response rate and reduce morbidity, mortality, and social disruption. This policy along with the adoptedSouth Central Regional Volunteer Management Plan and Took Kit are intended to supplement each local county’s Emergency Operations Volunteer and Donation Management Plans. MMSPublic Health will utilize the South Central Minnesota Responds Deployment and Volunteer Management Operations Manual as the primary guidance.

Meeker, McLeod and SibleyVolunteer ManagementPolicy will be implemented by any of the Public Health professionals who are responsible for initiating public health response activities during an emergency or disease outbreak.

For the purpose of this plan, the Minnesota Responds Medical Reserve Corps program will be referred to as Minnesota Responds.

Delegation of Authority

Minnesota Statute 12 subd. 2a. states that Individuals who volunteer to assist local political subdivisions during an emergency or disaster, who register with that subdivision, and who are under the direction and control of that subdivision are considered an employee of that subdivision for purposes of workers’ compensation and tort claim defense and indemnification.

Registered Minnesota Responds volunteers responding to a Public Health emergency or exercise, will be under the direction and control of MMSCounties and will be assigned positions by the Incident Command System (ICS) according to their abilities, skills and training.

Meeker, McLeod and SibleyCounties Emergency Preparedness staff will oversee recruitment, training, and assigning volunteers responding to a public health emergency or disease outbreak. The coordinators will delegate activities and tasks to staff and/or volunteers assisting with the emergency response or exercise.

Primary Objectives

  1. To ensure MMSCounties ability to respond to emergencies and disease outbreaks efficiently and effectively by using local volunteers familiar with health and community needs.
  1. To ensure Volunteers, responding to public health emergencies and disease outbreaks, are knowledgeable in the Incident Command System, and other subject material essential to the emergency response.
  2. To ensure Volunteers have a clear understanding of their responsibilities when responding to a public health emergency.

Assumptions

  1. There will be a lack of essential employees to adequately respond to a large scale emergency or disease outbreak.
  1. Community members take pride in their community and are interested in volunteering and helping in a response to a local emergency or disease outbreak.
  1. Recovery time decreases when local community members are allowed to assist with an emergency response in their community.
  1. Volunteers can be a valuable and essential part of a response team when properly trained and when they understand their responsibilities.
  1. In an emergency or disease outbreak, there will be a demand for volunteers with specific training and skills.
  1. Participation in a volunteer capacity enhances skills and provides valuable training in emergency responding, the Incident Command System, and mass dispensing.

Volunteer Recruitment

  1. Recruitment into Minnesota Responds will be an ongoing process.
  1. Volunteers registered for training workshops and seminars will be encouraged to bring interested family and friends to the training.
  1. Minnesota Responds volunteer literature and registration material will be distributed at Public Health booths, presentations, and other community events.
  1. Recruitment of volunteers registered in Minnesota Responds during an event.
  1. A letter, email, text or voice message will be sent to volunteers registered in Minnesota Responds.
  1. If the number of Minnesota Responds volunteers is inadequate to ensure the response operation, a request for volunteers will be sent through the media. Volunteers recruited through the media will be asked to register in Minnesota Responds.
  1. A Health Alert Network (HAN)message will be sent out yearly to hospitals, clinics, nursing facilities, and pharmacies regarding information on Minnesota Response and encouraging employees to register in the Minnesota Response system.
  1. When appropriate, a formal request for American Red Cross volunteers, city volunteers and volunteers from other counties and state entities will bemade.

Direction and Control

Public Health is the primary responder in the prevention and containment of disease outbreaks. It is the responsibility of MMS Public Health to ensure participating volunteers are trained in the areas essential to the functions and tasks the volunteers will be asked to complete.

  1. Training opportunities and newsletters will be offered to volunteers throughMMS Public Health. Trainings will incorporate information on the Incident Command Structure (ICS).
  1. MN Response volunteers will be encouraged to complete Mass Dispensing site training. MMS MN Responds local administrator will provide information on accessing the Minnesota Department of Health (MDH) module training. MN Train Course 1037506 is a web based module on Point of Dispensing that will be utilized.
  1. Exercise and/or emergency response training will be specific to the emergency or exercise scenario.
  1. Volunteers registered to participate in the emergency response, will be sent correspondence containing:
  • a summary of the emergency
  • a map of the site
  • directions to the site
  • parking information
  • where and whom to report to
  • Just in Time training information
  • shift scheduling information
  • recommended attire
  • other information pertinent to the event
  1. Just in Time training will be held at least one hour prior to the event or response. The Just in Time training will include an orientation of the grounds and a review of the Job Action Sheets and all pertinent material.
  1. Job Action Sheets will be tailored to fit the volunteer positions.
  1. Site maps, communication tools, job responsibilities, and the Incident Command structure will be separate written documents.

Surge Capacity:

Volunteers identified in MN Responds and referenced in this policy will be the primary source of staffing for surge capacity needs.The actual number of personnel needed to respond to an event is dependent on the nature of the event and the response effort needed.

All public health staff from each county are registered in MN Responds and will be prioritized as the primary response personnel for an event. Meeker-McLeod-Sibley Community Health Services (MMS) has 68 staff that can be utilized in a response event. Considering assumptions that not all staff will be able to respond, an event requiring more than 55 personnel in total or any event requiring more than 30 nurses will require activation additional MN Responds Volunteers.

The secondary source for surge capacity staffing is all other volunteers registered in MN Responds that are not employed by Public Health. See MMS Surge Capacity Staffing Protocols.

The third call for assistance will be for all MN Respond volunteers that are registered with a county in the South Central Region. These counties include: Blue Earth, Brown, Nicollet, Fairbault, Martin, LeSueur, Waseca, and Watonwan. Theaccess to additional surge capacity for staffing, services, supplies, risk communication, etc. is available because MMS is a member of the South Central Health Care Coalition.

Confidentiality:

  1. All staff shall respect the privacy rights of victims, survivors, family members, and response staff. Private information from victims, survivors, family members and response staff shall not be solicited unless it is essential to providing services. Once private information is shared with a volunteer, all legal standards of confidentiality apply.
  1. All staff and volunteers shall protect the confidentiality of survivors, victims, family members, and staff when responding to requests from representatives of the media.
  1. Before a disclosure is made, when feasible staff and volunteers should inform survivors, family members, and staff members, to the extent possible, about the disclosure of confidential information and the potential consequences. This applies whether the confidential information is disclosed on the basis of a legal requirement or with the individual’s consent.
  1. Staff shall not discuss confidential information in any setting. Pictures, social media postings and any discussion with media are strictly prohibited. All inquiries should be routed through the Public Information Officer. See MMS MRC Volunteer hand book for further details.

Insurance

  1. Volunteers acting on behalf ofMMS Public Health will be considered a Covered Party for liability protection and workers’ compensation through Minnesota Counties Insurance Trust (MCIT) when:
  1. Their volunteer participation fulfills the objectives outlined in the MMSCounties Emergency Response Plans.
  1. They are participating in an emergency response to ensure the safety and wellbeing of the community.
  1. Their participation in a non-emergency response will enhance their capabilities and skill level.
  1. They are acting within the scope of their abilities, skills, and training.
  1. They are fully registered (profile must be completed at 60% or more) with Minnesota Responds.

B. Exclusions:

  1. Coverage is subject to Minnesota Counties Insurance Trust (MCIT) Coverage Documentation Limitations and Exclusions.
  1. Advanced practice nurses, doctors, and independent practitioners volunteering on behalf of MMSCounties Public Health will be covered by liability only.
  1. The above-named volunteers must carry their own workmen’s compensation and malpractice insurance.

Volunteer Tracking

  1. Names of volunteers participating in either an exercise or an emergency response will be logged for tracking purposes during that event.
  1. Credentials will be verified by Minnesota Responds State staff or by MMS public health staff through the appropriate licensing board web sites. All other skill levels will be verified through MN Responds or the referring agency.
  1. Physicians:
  1. Dentists:
  1. EMTs:
  1. Nurses:
  1. Pharmacists:
  1. Social Workers:
  1. Volunteers will be assigned positions into the Incident Command System according to their training and skill level. The assignments will be recorded on the Excel sheet.
  1. Assignment and recruitment for a real emergency of disease outbreak may continue throughout the response period.
  1. The volunteer tracking excel document will become a permanent part of the exercise or emergency response records.

Spontaneous Volunteer

Spontaneous volunteers that arrive unannounced and are not registered with Minnesota Response will be directed on how to register in Minnesota Responds. If possible, a computer will be available onsite for them to sign up at that time. Once registered in Minnesota Responds they will be credentialed within the Minnesota Response Volunteer Tracking System.

Exercise and Evaluation

Meeker, McLeod and SibleyCounties’ Public Health will exercise, evaluate, and refine components of its Emergency Response Plans on a routine basis.

Revisions: 8/2017