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Emergency Procedures 

 

Southern Caregiver Resource Center

https://www.youtube.com/watch?v=jwV0uEdEfbo

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PURPOSE 

To reduce risk, prevent injury and protect the lives and health of employees, clients and their families in order to mitigate damages when an emergency/disaster arises by identifying and responding to the situation quickly, efficiently and responsibly.  

 

  • DEFINITIONS: 

  • For purposes of the Preparedness Plan, the following definitions shall be applied: 

  • Emergency  

  • An Emergency is a real or anticipated event or an unforeseen combination of 

  • circumstances which necessitates the immediate action or prompt coordination of 

  • actions, in accordance with state, local and federal regulations.  

  • Disaster 

  • A disaster is any situation, which seriously overburdens or threatens to seriously overburdens the routine capabilities of delivering care to clients in their homes. 

  • Environmental Disaster 

  • An environmental disaster is defined as a specific event, which is:  

  • caused by movements of the earth with a minimum amount of warning such as  earthquakes, tsunamis and volcanic eruptions; and, 

  • caused by weather variations including hurricanes, tornadoes, extreme heat and extreme cold such as floods, mudslides, landslides.  Or, 

  • caused by human activity that results in a seriously negative effect on the environment;  

  •   

  • POLICY 

  • California Home Care Aides is committed to ensuring the safety of its clients/ families/employees when an emergency/disaster situation develops by developing and implementing plans and procedures to follow in emergency situations. 

  •  

  • PROCEDURES 

  • The Governing Body shall ensure emergency preparedness is addressed at the Agency by: 

  • authorizing the creation of an Emergency Preparedness Committee; 

  • appointing an Emergency Preparedness Coordinator; and, 

  • allocating financial resources to support emergency preparedness.  

  • At least one member of the Agency Management Team shall become part of the 

  • Emergency Planning Committee to: 

  • oversee the development of the Emergency Preparedness Plan;  

  • ensure that the plan is updated regularly; and, 

  • ensure that appropriate individuals have been selected for the plan’s development. 

  • The Agency Manager, a member of the Agency Management Team or a staff member who has received training in emergency preparedness should be appointed the  Emergency Preparedness Coordinator. That individual must also be familiar with Agency operations. 

  • The responsibilities of the Emergency Preparedness Coordinator include, but are not limited to: 

  • advising the Governing Body, the Agency Management Team, staff and clients, where indicated, of any changes or up-dates to the plan; 

  • coordinating all Agency’s operations, which are concerned with the disaster; 

  • acting on behalf of the Governing Body;  

  • coordinating emergency planning and response; and, 

  • directing operations. 

  • The Emergency Planning Committee shall be in charge of creating the Agency's Emergency Preparedness Plan.  It is the responsibility of each committee member to assist the Coordinator to develop the plan, in accordance with his/her area of responsibility and/or expertise. 

  • The Emergency Preparedness Coordinator shall gather the required data and create a working Emergency Preparedness Plan for Agency operations..   

  • The Emergency Planning Committee shall submit the draft Emergency Preparedness Plan to the Agency's Governing Body, which will: 

  • review the plan and suggest revisions, as indicated; or. 

  • review the plan and make appropriate changes, if required.  

  • The Agency shall educate clients and staff on disaster preparedness by distributing and reviewing its Emergency Preparedness Plan with them.    

  • When changes are made to the Agency's Emergency Preparedness Plan: 

  • each person/organization that has a copy of the plan shall be given all updates; and/or, 

  • they shall be advised about all updates.  

  •  

  • PROCEDURE HIGHLIGHTS  

  •  

  • Procedures for Emergency Preparedness in the Agency Office shall include, but not be limited to the following:  

  • Assign the Manager/Administrator, a Supervisor or an employee with Emergency Preparedness training as the Emergency Preparedness Coordinator.  

  • Develop a plan of action with staff. 

  • Determine the location of the escape routes. 

  • Determine an outside, assembly location. 

  • Determine who to call, in case of separation.  

  • Maintain a current, electronic client list in a secure, off-site location. 

  • Work with outside community resources, applicable to the current emergency, by contacting and consulting with them. 

  • Give a list of telephone numbers for emergency assistance to employees.  

  • Post a list of telephone numbers for emergency assistance in the office. 

  • Prepare a list of names and contact information for each employee, to be kept in the Agency office. 

  • Ensure that each employee carries with them his/her own personal list of names and contact information. 

  • Develop and maintain a current list of names and contact details for individual staff members, who have training for emergencies (e.g. All levels of first aid and emergency preparedness); 

  • Ensure there is enough food and water for 3 days for each employee, (allowing 1 gallon of water per day per employee); 

  • Provide emergency survival kits for each employee in the office.  And, 

  • Keep a stocked and accessible First Aid Kit in the Agency Office. 

  •  

  •  Procedures for Emergency Preparedness in Clients' Homes, shall include, but not be limited to:  

  • Assign  the leadership role to an Agency employee. 

  • Give priority attention to clients who are in the most danger i.e. High danger first, medium danger second, lowest danger third.  

  • Prioritize client care, for the acute stage of the emergency, according to the assessed risk level, with high risk first, medium risk second, and low risk third. 

  • Develop a plan of action in consultation with the client/family. 

  • Determine the location of the escape routes. 

  • Establish an outside assembly location.   

  • Determine who to call, in case of separation.  

  • Ensure there is enough food and water for 3 days for each person, (allowing 1 gallon of water per day per person). 

  • Encourage clients/families to stock and maintain an emergency survival kit with enough supplies for all members of the household.  Basic items such as water, food, medications, clothing, bedding, and first-aid supplies should be stored. 

  •   

  • Procedures for Environmental Emergency/Disaster, shall include but not be limited to the following: 

  • Ensure client/family/employees discuss what needs to be done. 

  • Make sure everyone knows the location of the assembly site, in case of separation. 

  •  Determine which client/family/employees may need help. 

  • Ensure utilities are cut off at the main valves, if instructed to do so.   

  • If evacuating, and there is time, tell others where you are going. 

  • Follow the procedures and guidelines in the employer’s individual policies on environmental emergencies/disasters for: 

  • fire; 

  • earthquake; 

  • hurricane; 

  • tornado; 

  • tsunami; 

  • power outages; and, 

  • chemical spills. 

  • Attempt to communicate or receive communication via: 

  • phone (cell or land); 

  • email, if the client has a computer/laptop; (client computers/laptops may used during emergencies only.) and/or, 

  • listening to radio/television broadcasts. 

  •  

  • GUIDELINES 

  • Practice and test the action plan regularly. 

  • Ensure everyone knows their roles and responsibilities. 

  • Common Directives for office and clients’ homes: 

  • be alert – observe and listen; 

  • follow instructions; 

  • remain calm; 

  • reassure clients; 

  • know exits routes; 

  • avoid tying up phone systems; and, 

  • ensure doorways and windows are unobstructed 

  • Provide instruction and training employees on how to handle environmental disasters/ emergencies during orientation and annually thereafter.  

  • Training records shall include: 

  • dates when training was given; 

  • summary on what training was given; 

  • names and credentials of person(s) providing the training; and, 

  • names and positions of people attending the training sessions. 

  • Records are to be maintained for 3 years from the date of training. 

  •  

  • CROSS-POLICY REFERENCES 

  • Fire  

  • Earthquake  

  • Hurricane  

  • Tornado  

  • Tsunami 

  • Power Outages 

  • Chemical Spills 

  •  

  • FORMS 

  • 1.  Emergency Preparedness Plan 

  •  

  • Note:  The National Association of Home Care & Hospice (NAHC) has a great Emergency Preparedness Packet, which Home Care Agencies may use to develop their Emergency Preparedness Plans providing author credits are given to the NAHC.  This packet can be found at:  http://www.nahc.org/regulatory/ep_binder.pdf   .  It contains the following templates:  

  • Role of Home Health in Emergency Planning 

  • Hazard Vulnerability Assessment 

  • HHA Emergency Preparedness Assessment 

  • Incident Command System 

  • HHA Preparedness Plan 

  • Items to Consider for Admission 

  • Abbreviated Assessment 

  • Abbreviated OASIS Assessment 

  • Memorandum of Understanding 

  • Patient emergency Preparedness Plan 

  • Family Emergency Preparedness Plan 

  • Staff Emergency Preparedness Plan 

  • Business Continuity Plan 

  • First Aid Kit –Appendix A 

  • Emergency Supply Kits – Appendix B 

  • Supply List – Appendix C 

  •  

  • REFERENCES 

  • National Association of Home Care &  Hospice (NAHC) 

  • Federal Emergency Management Agency (FEMA) 

  • Center for Disease Control and Prevention (CDC) 

  •  Red Cross 

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