INCIDENT RESPONSE BOOK - Mansfield & Ashfield View · Triage Running Total 13 Useful Information 14...

DO NOT REMOVE ANY PAGES FROM THIS LOG BOOK

1 of 16 Version 1.0 Please ensure closure box is completed on front page when book is finished

INCIDENT RESPONSE BOOK Please complete with black pen.

By (Print Name) Date Time

Type and Nature of Incident

Index Page

C4 Cycle 2

METHANE Report 3

SBAR Communication 4

Joint Decision Making Model 5

Staffordshire Communications Checklist 6

Shropshire Communications Checklist 7

Nottinghamshire Communications Checklist 8

Derbyshire Communications Checklist 9

SITREP 10-11

Asset Register 12

Triage Running Total 13

Useful Information 14

Working with the Media 15

Abbreviations 16

Incident Response Book Number

Of

This Incident Response Book Closed:

By (Print Name) Date Time

Upon Completion copy and submit to [email protected] for NHS England (North Midlands) EPRR Team.

mailto:[email protected]



C4 CYCLE (Command, Control, Coordination and Communication)

4. ICC Management

Complete asset

register (page 12)

Managing the

ICC/IMT, refer to IRP

(Section 7)

If stood down,

complete another full

cycle then debrief (see

IRP)

3. Incident Briefing

Once in session, use the METHANE/SBAR Report to brief IMT and HETCG

Use the JDMM to set objectives (page 5)

Set Battle Rhythm (meeting frequency, objectives and task core roles) and ensure all decisions are entered into the Log.

1. Incident Evaluation

Type of incident - see IRP (page 4)

Consider JDMM (page 5)

Complete METHANE (page 3) or SBAR (page 4)

If incident, use relevant comm’s checklist (pages 6-9)

2. Information Handling

Set up ICC and issue boxes to core roles

Complete Triage Running Total where necessary (page 13)

Use SITREP when necessary (pages 10-11)

Consider Working with Media (page 15)

30 Mins 45 Mins

15 Mins 0 Mins

See abbreviations on page 16

SCENE



METHANE REPORT

Name:

Date/Time:

Time of Incident:

M

Major Incident Declared or Standby

E

Exact Location of Incident

T

Type of Incident i.e. HAZMAT/CBRN, RTC, Structural Collapse, Rail

H

Hazards Actual and Potential

A

RVP/ Access Best routes to scene from scene/ egress if known

N

Number of Casualties Approximate numbers, priorities and types of injuries

E

Emergency Services on Scene

Print additional copies as required.



SBAR COMMUNICATION

Name:

Date/Time:

Conversation with:

Telephone Number:

Email:

SITUATION

Describe situation/incident that has occurred

BACKGROUND

Explain history and impact of incident on services/patient safety

ASSESSMENT

Confirm your understanding of the issues involved

RECOMMENDATION

Explain what you need, clarify expectations and what you would like to happen

Print additional copies as required.



JOINT DECISION MAKING MODEL (JDMM)

Examples/Considerations

METHANE/SBAR/SITREP / HETCG / SCG / TCG / maps / local knowledge / source of intelligence and credibility / single/multiple

incident

Hazards present / stop/control/mitigate/transfer / ICC / IMT / multi-

agency response

Local/regional/national legislation / statute / guidance / wider

health and non-health informed Proportionate and necessary / time critical response / mutual aid Implement objectives / actions and review and amend as required

The above examples/considerations are not a definitive list.



STAFFORDSHIRE COMMUNICATIONS CHECKLIST (Following the declaration of a Major Incident)

Actions (to contact and/or brief) Date/Time

NHS England Director On Call (to contact Regional Director On Call)

NHS England Senior Manager On Call

EPRR Team (Head of EPRR and Operations and Delivery Coordinators for EPRR)

Decision Loggist

CCG On Call (North and South)

Acute Providers University Hospital North Midlands NHS Trust (Royal Stoke

University Hospital and County Hospital) Queen’s Hospital Burton

Community Providers Staffordshire and Stoke on Trent Partnership NHS Trust

South Staffordshire and Shropshire Healthcare NHS Foundation Trust

North Staffordshire Combined Healthcare NHS Trust

NHS Communications Team (Local to contact Regional)

SRF (24/7 CCU Duty Officer)

West Midlands Ambulance Service NHS Foundation Trust (Emergency Operations Centre)

Use On Call and IMT Contacts Directory for the above. Once connected ask for the responsible individual’s direct number and record below for future use. NHS England to request a HETCG and set time. Pass the following Teleconference details to the responsible person with a date/time that you require them to dial in. Dial in: 0800 917 1950 Chair: 18853950# Participant: 10514896#

Name Contact Number

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

NHS England to contact

CCG to contact

NHS England and CCG to contact



SHROPSHIRE COMMUNICATIONS CHECKLIST (Following the declaration of a Major Incident)





Decision Loggist

CCG On Call (Combined On Call Rota)

Acute Providers Shrewsbury and Telford Hospitals NHS Trust (Princess Royal

Hospital and Royal Shrewsbury Hospital)

Community Providers Shropshire Community Health NHS Trust

Robert Jones & Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

South Staffordshire and Shropshire Healthcare NHS Foundation Trust


LRF (24/7)

West Midlands Ambulance Service NHS Foundation Trust (Emergency Operations Centre)


Name Contact Number

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.


CCG to contact




NOTTINGHAMSHIRE COMMUNICATIONS CHECKLIST (Following the declaration of a Major Incident)





Decision Loggist


Acute Providers Nottingham University Hospitals NHS Trust (Queen’s Medical

Centre and Nottingham City Hospital) Sherwood Forest Hospitals NHS Foundation Trust (King’s Mill

Hospital and Newark Hospital)

Community Providers Nottingham City Care Partnerships

Nottinghamshire Healthcare NHS Trust


LRF (24/7)

East Midlands Ambulance Service NHS Trust (Emergency Operations Centre)


Name Contact Number

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.


CCG to contact




DERBYSHIRE COMMUNICATIONS CHECKLIST (Following the declaration of a Major Incident)





Decision Loggist


Acute Providers Derby Teaching Hospitals NHS Foundation Trust (Royal Derby

Hospital) Chesterfield Royal Hospital NHS Foundation Trust

Community Providers Derbyshire Healthcare NHS Foundation Trust

Derbyshire Community Health Services NHS Foundation Trust


LRF (24/7)

East Midlands Ambulance Service NHS Trust (Emergency Operations Centre)


Name Contact Number

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.


CCG to contact




SITREP

Note: If there is nothing to report, or the information request is not applicable, insert NIL or N/A.

Date:(dd/mm/yyyy)

Time: (24hr clock)

Telephone number:

Email address:

Authorised for release by (name & role):

Major Incident Declared or Stand By

Exact Location of Incident

Type of Incident

Hazards known

Access issues (i.e. road closures)

Number of casualties/fatalities (if known)

Emergency services / organisations that have already been contacted



Organisations reporting serious operational difficulties

Impact/potential impact of incident on services / critical functions and patients

Impact on other health and social care service providers

Mitigating actions for the above impacts

Impact of business continuity arrangements

Media interest expected/received

Mutual Aid requested (Y/N) and what resources agreed and who with?

Additional comments/ Other issues



ASSET REGISTER

Senior Manager On Call/Incident

Manager. Write Name

Director On Call/ Incident Director.

Write name (as necessary may be at SCG)

EPRR Advisor

Write Name

CCG Director On Call Write Name (as necessary may

be at TCG)

CCG Senior Manager On Call

Write Name

Operations Facilitator

Write Name

NHS England Communications

Lead Write Name

Decision Loggist

Write Name (List of names in MI Box)

ICC Administrator

Write Name

ICC Administrator

Write Name

General Loggist (As needed)

Write Name

General Loggist (As needed)

Write Name

Other Role Write Name






TRIAGE RUNNING TOTAL

Time

Time

Time

Time

Time

Time

Time

Time

P1

P2

P3

P4

Dead

Running Count

P1 P2 P3 P4 Dead

Triage Categories P1 - Intervention needed <1 Hour P2 - Intervention needed 2-4 Hours P3 - Safely delayed up to 4 Hours P4 - Injury of such severity that treatment would compromise care of others Dead - Deceased on Scene

Please use a METHANE Report to collect triage information and then add to the above Triage Running Total.



USEFUL INFORMATION

CBRNE/HAZMAT

Step 1, 2, 3 +

Step 1 ONE casualty no obvious reason

Proceed normally

Step 2 TWO Casualties No

obvious reason Approach with

caution

Step 3

Three or more casualties in close proximity with no obvious reason. Advise Trust to activate CBRNe

Plan and utilise IOR if necessary

Evacuate/Communicate/Disrobe/Decontaminate

IED

IED Safe Distances (Recommended min cordon distances)

100m Smaller items e.g. Rucksacks or briefcases

200m Medium objects, suitcases, wheelie bins or cars

400m Large objects, vans or lorries

Useful Notes:



WORKING WITH THE MEDIA

Before any interview you need to plan:

What do you want from the interview?

What are your key messages that you want to get over?

Be sure to establish NHS England’s role

Do not be evasive Practical tips

Relax, take your time and make eye contact

Have a maximum of three key messages

Maintain eye contact

Ask as much as possible about the line of questioning beforehand but still be prepared for surprises!

If you need to redirect use phrases like “the key issue here is…” or “What we really must get across is….”

If you don’t know something, say so. You can tell them you’ll get back to them later

The really difficult question will usually come last!

Avoid saying “No comment”

Avoid jargon and never use acronyms

Take time to prepare, read over your key messages in your mind

Prompt sheets or cue cards are not advised, you can lose compassion or credibility if you are seen to be simply reading from a script

Use examples to help illustrate your message and make it understandable Body language

Open palms rather than clenched fists

Think about your facial expressions, even before the camera is rolling to make sure you’re being sensitive to the subject

No crossed arms Reflexive language

If the journalist says “are you disappointed?” it is natural to agree and say “yes it is disappointing but…” Beware, this can be edited!

Instead say something like “we have learned from this and we are making improvements….”

Common mistakes

Not being clear on your key messages can lead to confusion or speculation

Being led by the interviewer; you must try and retain control

Don’t guess an answer; Be honest and say if you don’t know

Don’t give “sound bites” that can be isolated or edited Things to avoid

Not making eye contact

Appearing tense

Reading from a script (or appearing to do so)

Reflexive language What not to wear for TV

White tops can make you look pale

Stripes/checks/jazzy patterns are distracting for the viewers



ABBREVIATIONS

BCI Business Continuity Incident

BCM Business Continuity Management

CBRNe Chemical Biological Radiological Nuclear Explosive

C2 and C4 Command and Control Structure in the NHS

CCA Civil Contingencies Act

CCG Clinical Commissioning Groups

CI Critical Incident

COBR Cabinet Office Briefing Rooms

COMAH Control of Major Accident Hazards

DCO Directorate of Commissioning Operations - NHS England Local Team

DH Department of Health

DIM Detection, Identification and Monitoring Teams (linked to Fire Service)

DPH Director of Public Health

ED Emergency Department

EOC Emergency Operations Centre

EOD Explosive Ordnance Disposal

EPO Emergency Planning Officer

EPRR Emergency Preparedness, Resilience and Response

ETA Estimated Time of Arrival

HETCG Health Economy Tactical Coordinating Group

HAZMAT Hazardous Materials

HART Hazardous Area Response Team (Ambulance)

ICC Incident Coordination Centre

IED Improvised Explosive Devise

IMT Incident Management Team

IRP Incident Response Plan

JDM Joint Decision Making Model

JESIP Joint Emergency Services Interoperability Partnership

LGD Lead Government Department

LHRP Local Health Resilience Partnership

LRF Local Resilience Forum

METHANE Pneumonic Tool used for reporting a Major Incident

MI Major Incident

NHS National Health Service

PHE Public Health England

RCMT Regional Capacity Management Team

RED Regional Emergency Division

RTC Road Traffic Collision

SAGE Scientific Advice to Government in Emergencies

SBAR Situation, Background, Assessment, Recommendations

SCG Strategic Coordinating Group (Multiagency Gold Command)

SITREP Situation Report

SRF Staffordshire Resilience Forum

STAC Scientific and Technical Advice Cell

TCG Tactical Coordinating Group

INCIDENT RESPONSE BOOK - Mansfield & Ashfield View · Triage Running Total 13 Useful Information 14...

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