POD Evaluation, Planning and Selection Checklist

Introduction

Purpose: To provide a checklist for identifying and assessing county points of dispensing (PODs) in North Carolina.

1. What is a POD?

a. The POD is the location designated by the local Health Department as the site(s) to which the residents of the county will receive prophylactic medications when necessary.

2. What is the purpose of this checklist?a. The purpose of this checklist is to provide guidelines on identifying proper PODs. This checklist

covers: Guidelines for identifying acceptable characteristics of potential PODs. Requirements listed in the Technical Assistance Review for dispensing prophylaxis

(Section 10) that pertains to the site itself.

3. How is the checklist completed?

a. The checklist is divided into two sections a Site Selection Considerations and a Site Evaluation checklist and should be completed prior to an event.

b. The Site Selection Considerations portion should be reviewed first. After reviewing these considerations, sites should be evaluated using the Site Evaluation Checklist

c. Sites that do not meet all of the requirements in the Site Evaluation Checklist are not necessarily disqualified.

4. Who is responsible for filling out information on the checklist?

a. The County Preparedness Coordinator or his/her designated representative should fill out the POD checklist with all pertinent information.

b. However; once the checklist has been filled out it should be submitted to the Regional PHRST Pharmacist and the State SNS Coordinator.

Site Selection Considerations

→ Selection of POD sites should be based on a worst-case scenario. Facilities should be assessed with consideration to providing prophylaxis to the entire population of the county/municipalities involved. Remember it is much easier to scale down an operation then to expand.

→ Magnitude, type, and location of the incident determine the number of people exposed and therefore, the number and location of the sites needed to protect people within a specific time period. A greater number of sites enable easier public access, reduced length of line, decreased time for and increased efficiency in distribution. The trade off is the need for more security, delivery vehicles, drivers, and core staff members-particularly pharmacists, doctors, nurses. Therefore it may be more advantageous to have larger and fewer sites.

→ Triage should be located a short distance from the distribution site, Triage design should include:

o Climate controlled waiting area.o Special needs accommodationso Sanitary facilitieso Privacy for medical counsel

→ Operating hours at each site should be planned for 24 hours a day until the community receives the first protective regimen.

→ In addition to size and location, consider accessibility to major roads and transportation.

→ The facility should have the capacity to handle large numbers of people under cover and out of the weather.

→ Each site should have, at a minimum, the following characteristics:o Heat and air conditioning to maintain temperature requirementso Refrigeration for vaccines o Adequate bathrooms, water and electricityo Unloading area for receipt of supplieso Adequate parking for staff and publico Handicap accessibilityo Rest/break area for staff and volunteers

→ Possible facilities to consider for POD locations:o Public schools

Schools often have Well established bus routes that can be used during the emergency to get

people to the POD; Parking lots, long corridors, large classrooms, cafeterias, private offices,

and other immediately available resources Offer a physical structure that can meet most distribution/POD site needs; Established mechanism for communicating with their constituencies; Systems of communication between rooms as well as security monitors;

and

Printing facilities; Office space

The use of multiple school sites (as staffing permits) will minimize parking and crowding problems at each individual POD.

o Community recreation centers Community centers are often have:

Well known locations; Overhead speaker systems; Multiple rooms to be used; and Office equipment and supplies.

o Arenas Arenas of have:

The ability to support large numbers of people; Large parking lots or parking arrangements; Adequate restroom and break facilities; Are well know to residents; Overhead speaker systems; and Multiple spaces that can be utilized.

o Military Bases Military bases may be able to offer

The ability to support large numbers of people; Large parking lots or parking arrangements; Adequate restroom and break facilities; Are well know to residents; Overhead speaker systems; and Multiple spaces that can be utilized Inherent security Office equipment and Material Handling Equipment (MHE)

County             Date       ______

POD Evaluation, Planning and Selection Checklist

Person Completing form: ____________________________ Phone #: _________________

Facility Name: MOA in place?YES NO

Street Address:

City and zip code:

Site’s Physical Characteristics:

Contact Person(s)/ Site Manager

Business Hours Primary: Name:      Work Phone:      Cell:      Pager:      Email:      

Business Hours Alternate:Name:      Work Phone:      Cell:      Pager:      Email:      

Emergency Contact24/7 (After Hours) Primary:Name:      Work Phone:      Cell:      Pager:      

Emergency Contact24/7 (After Hours) Alternate:Name:      Work Phone:      Cell:      Pager:      

(Site characteristics should include information on who owns the building. If the facility is owned by a private company or is a state or local government building.)

General Site InformationFacility Size (Estimated usable square feet) ______ sq ftNumber of usable roomsIs the site available 24/7?If not, what are the restrictions?

.

Yes No

Is the site climate controlled (68-78 F.) Yes No

Are there multiple levels (steps between rooms/multiple floors)? If yes, are elevators available?

YesYes

NoNo

Do the roads leading to the site allow for easy access? Yes NoIs public transportation available to and from the site? Yes NoIs a separate/adjacent setting for Triage area available? Yes NoCan the site be available for use in exercises or trainings? Yes NoHas the facility been designated for other functions during an emergency?If so, explain:

Yes No

Is regular garbage pick-up and disposal available?How will medical waste be handled? _______________________________________________________________________________________

Yes No

Is the site located in a flood prone area? Yes NoIs the facility and surrounding environment free of hazardous materials and chemical, biological, mechanical hazards? Yes No

Name of closest medical facility/hospital:________________________________________________Address:__________________________________________________________________________Approximate number of miles location from site:___________General Comments about the site:

Exterior InformationNumber of external entrances/exit door to siteEstimated number of parking spaces at siteAncillary parking at close proximity?Number of miles to ancillary location: __________

Yes No

Are handicap accessible entrances and exits available? Yes No

Are loading dock(s) available?How many? ______________________

Yes No

Can the loading dock(s) accommodate up to 53’ trailer? Yes NoIs there adequate exterior lighting around the building perimeter? Yes NoIs the parking area well lit? Yes NoDoes facility exterior/interior have the capacity to place large numbers of people under cover/out of weather?If no, what contingency plan is available for providing this type of shelter? ________________________________________________________________________________________________________________________________________________

Yes No

Other exterior notes:

Interior Information**Floor plans and photos of the site should be provided with this checklist. See last page for details.**

Number of electrical outlets sufficient? Yes NoAre adequate bathrooms/toilets available? Yes NoIs potable water available? Yes NoIs there sufficient interior lighting to allow completion of forms, etc? Yes NoIs a large waiting/assembly area(s) available? Yes NoAre separate rooms for evaluations of exposed and/or ill individuals

available? Yes No

Are separate rooms for behavioral health assessment and interventions available? Yes No

Is there secure storage area for receipt/storage of medical supplies? Yes NoIs there an area for audio/video orientation? Yes NoDo doorways and hallways accommodate wheelchairs? Yes NoIs a break room available for staff/volunteers? Yes NoAre kitchen facilities available? Yes NoOther interior notes:

Security/Building SafetyCan the site be secured/access controlled? Yes NoEstimated minimal number of required security personnel for interior of facility?Estimated minimal number of required security personnel for building perimeter?Estimated minimal number of required security personnel traffic control?Has a written site security plan been developed that meets requirements listed in Attachment A?Who holds and maintains this plan? Contact Name/Agency:________________________________________ Phone Number:__(___)_________________

Yes No

Fire Safety: Annual fire inspection conducted? Fire extinguishers available? Fire Alarms/Smoke detection system? Fire sprinkler/suppression systems? Marked exits/fire evacuation plans posted?

Yes

Yes

Yes

Yes

Yes

No

No

No

No

NoIs emergency lighting available? Yes NoAre First Aid Kits available? Yes NoOther Safety/Security notes:

CommunicationsNumber of telephone land-lines?Is there adequate cellular phone reception inside the site? Yes NoIs Internet access available?Internet Service Provider:______________________________________________

Yes No

Is there a Fax machine on site?Does it operate on a dedicated line?

Yes

Yes

No

NoAre public use phones available? Yes NoAre computers available for use? If no, will computers be brought to the site during an event?

Yes

Yes

No

NoAre printers available for use? If no, will printers be brought to the site during an event?

Yes

Yes

No

NoIs IT support available on site? IT provided by:_______________________________________________

Yes No

Is a Public Address (PA) System available at the site? Yes NoWill any of the following methods of communication be used?

Web EOCSatellite phonesHAM/Amateur radioUHF/VHF/800 MHz radios

Is POD staff trained on those marked “yes”?

Yes

Yes

Yes

Yes

Yes

No

No

No

No

NoOther Communications notes:

EquipmentIs refrigeration available onsite? Yes No

Is there a generator onsite? Can generator supply entire facility with power? Is fuel available onsite?

Yes

Yes

Yes

No

No

NoAre copy machine(s) available? Yes No

Is materiel handling equipment (MHE) available?Carts?Hand trucks?Pallets?Pallet jacks?

Yes

Yes

Yes

Yes

Yes

No

No

No

No

No

Are two-way radios available? Yes No

Are an adequate number of tables/chairs available? Yes No

Will POD go-kits be used?Pre-assembled?Assembled at time of event based on checklist?

(A sample list of supplies and equipment that may be needed is included in Version 10.02 of the SNS guidance)

Yes

Yes

Yes

No

No

No

Are information signs printed and ready for use? Yes No

Are written inventories of onsite office equipment and MHE available? If not, Yes No

lists should be created. Other equipment notes:

StaffingHave the following been identified with POC and Backup and job action sheets?

POC and Back up?

Job Action Sheet created?

POD Manager Yes No Yes NoIT/Communications Yes No Yes NoSafety Officer Yes No Yes NoLogistics Officer Yes No Yes NoGreeters Yes No Yes NoTriage Team Yes No Yes NoGreeter/Triage Team Yes No Yes NoForms/Data Collection Yes No Yes NoInterpreters Yes No Yes NoOther: Yes No Yes NoOther: Yes No Yes No

Is there adequate staff available?

Operating Hours: Can the POD(s) operate for 24-hours per day for several days and maybe longer?

Yes

Yes

No

No

Availability on short notice: Can staff be available within 12-24 hours? Yes NoIs there POD operating guide for the staff? Yes NoHas the POD staff be trained?If not will the staff receive just-in-time training?

Yes

Yes

No

NoHow many staff are available and trained? Has a written care/feed plan been developed? Yes NoWho maintains the list of POD staff?How often is it updated?Name and contact information for person responsible for notifying POD staff during an event?Name:__________________________________________________Phone #:______________________ Back-up #:______________________Other staffing notes:

Supplemental Information:

Diagrams and Pictures:

Diagrams and/or plans of the interior layout should be included. Interior and exterior shots should be provided. A flow diagram for the location should also be included.

Below is an example of an interior shot of the facility empty and diagram with approximate locations of where SNS assets

Pictures

Examples:

Example

Example

Attachment 8: Sample POD Flow Plans

There are many ways to set-up flow through a POD. Most often, the location will determine the exact flow. Following are 3 samples.

MEDICAL EVALUATION

MENTAL HEALTH SCREENING

ASSISTED DRUG DISPENSING

GREETER and ENTRY SCREEING

FORMS DISTRIBUTION

TRIAGE

EDUCATION

DRUG TRIAGE

EXIT

FORMS COLLECTION

EXPRESS DRUG DISPENSING

TRANSPORT

DATA ENTRY