POD Management: Opening, Running & Closing the POD

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POD Management: Opening, Running & Closing the POD Leah Matteson MS, RN, CNS New York State Department of Health Bioterrorism Epidemiology Program [email protected] 518-486-2151

Transcript of POD Management: Opening, Running & Closing the POD

Page 1: POD Management: Opening, Running & Closing the POD

POD Management: Opening, Running & Closing the

POD

Leah Matteson MS, RN, CNS

New York State Department of Health Bioterrorism Epidemiology Program

[email protected]

518-486-2151

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Opening the POD Purpose

n  To discuss responsibilities and tasks associated with opening the POD

n  To review actions required to open a POD and identify ways to increase efficiency in the process

n  To review the POD management structure and delineate responsibilities for major required tasks

Opening the POD

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Major Tasks and Activities

n  Notification and Assembly n  Facility Access and Setup

n  Signs Posted or Hung n  Setup Tables, Chairs and Line Ropes

n  Staff Briefing, Training and Preparation n  Just-In-Time Training (JITT)

n  Storing and issuing of medicine n  Unlocking the door

Opening the POD

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How long do I have from notification to opening?

Opening the POD

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Notification

n  Notification of POD Managers n  How?

n  Notification the POD Management Staff/Volunteers n  When? n  How?

n  Notification of POD Staff/Volunteers n  When? n  How?

Opening the POD

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Assembly

n  Where will the POD Staff/Volunteers report? n  Where are ID Badges made and issued? n  How are POD staff/volunteers members transported

to the POD Site? n  How long will it take to assemble?

Opening the POD

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Facility Access

n  Have you considered how will you gain access to the facility?

n  When you gain access, conduct a walk-through. This pre-occupation inspection is conducted:

n To know what rooms you may or may not use.

n For property liability purposes.

Opening the POD

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POD Site Setup

n  What are the major stations in the POD? n  Do I have a Medical Aid Station and Medical

Transportation? n  Do I have a screening process? n  Do I conduct triage? n  What forms will I require folks to fill out? n  What data will I need to collect?

Opening the POD

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GREETING & ENTRY SCREENING

FORMS DISTRIBUTION

BRIEFING

TRIAGE

MENTAL HEALTH SCREEN

MEDICAL EVAL

HEALTHCARE CENTER

ASSISTED DRUG

DISPENSING

DRUG TRIAGE

FORMS COLLECTION

HOME

EXPRESS DRUG

DISPENSING

Basic POD

Diagram

Diagram is from the Weill/Cornell Bioterrorism and Epidemic Outbreak Response Model (BERM) Opening the POD

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POD Site Setup

1 2 3 4 5 6 7 8 9 10 11 12

Express Family Medical

Concerns Handicap

How do I sort people based on medical conditions or special needs?

Opening the POD

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Training/Briefing/Preparing the Staff/Volunteers

n  Has staff/volunteers had pre-event training? n  Who n  What n  When

n  What Just-In-Time Training (JITT) must be accomplished? n  Medical Personnel n  Spontaneous and unaffiliated volunteers

Opening the POD

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Training/Briefing/Preparing the Staff/Volunteers - 2

n  Who will conduct the training? n  Are training modules already prepared? n  Part of training is a walk-through of facility and

a brief on the entire process. n  How much time do I need to train? n  What happens if I have insufficient staff/

volunteers?

Opening the POD

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Staffing Notification/Changes

n  What is the Call-Down System? n  Who is responsible for what? n  Credentialing n  Staff qualifications-maintain a list n  Keeping track of staff turnover n  Staff/Volunteers-security provisions for them at

the POD

Opening the POD

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Signage and Supplies

n  What signs do I need?

n  Are there any signs already made?

n  Do I have means to post or hang the signs?

n  Where can I get signs quickly made?

BIG

HANG’EM HIGH

Non-Language Dependent

Opening the POD

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Signage and Supplies

n  What office supplies do I need to operate the first twelve hours?

n  What other supplies do I need?

n  Paper and Forms Issues

Opening the POD

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Opening the POD

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Receiving Medication

n  What will I receive?

n  Who is required to sign for the medication?

n  How will the medication be stored?

n  When will it arrive?

Opening the POD

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Opening for Operations

n  Who do I notify when I am ready to open? n  Do I delay opening until other PODs are ready to

open?

Open Opening the POD

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Running the POD Purpose

n  To discuss responsibilities and tasks associated with running or operating a POD

n  To review actions required to run a POD and identify ways to increase efficiency in the process

n  To review the POD management structure and delineate responsibilities for major required tasks

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Major Tasks and Activities

n  Greet / Registration n  Issue Patient Data Form

n  Screen n  Educate

n  Issue Patient Information Sheet

n  Dispense n  Counsel n  Exit

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The “Weights” of Dispensing

Patient Education

Legal Requirements

Parking

Epidemiology Security

Patient Tracking

Clinical Accuracy

Mental Health

Staffing

Screening/ Triage

IND

Medical Records

Transportation

Quality Control

Inventory Storage

Hours of Operations

Registration

Labeling

Length of Regimen

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POD Finished Product

n Triaged n Medicated n Educated

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Getting To The POD

n  How are people arriving? n  Are people driving or being bused to the POD?

n  Who directs people? n  Traffic flow n  Parking lot to correct entrance

n  Where is screening being done?

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What Is The Flow?

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Queue Management

n  How do I design my lines? n  Where are the bottlenecks? n  What are some line busting techniques?

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Line Design

1 2

3 4

5 6

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Line Design

1

2

3

4

5

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Line Design

1

2

3

4

5

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Staff and Stations

n  Staff/Volunteer identification n  Colored vests or hats n  Name badges

n  Station delineation n  Are stations color coded? n  Are stations numbered?

n  Do I have a logical layout that facilitates a smooth flow and easy identification?

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Patient Education

n  Method and Media n  Do I provide a briefing? n  Do I provide patient information sheets? n  Do I have volunteers read messages to patients while they are

standing in line? n  Do I show a video? Or a combination of things listed above?

n  Message n  Do I post short messages for patients to read while standing

in line? n  What if the message changes?

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Key Staffing/Volunteers

n  I need the right people with the right credentials in order to dispense.

n  Do I have enough personnel who can dispense on each shift?

n  Am I using a dispensing algorithm? n  Do I have enough dispensing stations?

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Security

n  Major security concerns: n  Crowd control n  Disorderly people n  Medications n  Secondary attack against the POD

n  Security coverage n  How much security is needed? n  Where are they best utilized?

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Supplies (Non Medical)

n  Who monitors? n  Where do I get supplies when I run short? n  Who purchases? n  Who delivers?

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Reorder Supplies (Medical)

n  What is my threshold for reordering? n  What is the request process? n  How long between request and receipt? n  Who is responsible for transport? n  What do I do if I run out? n  How do I prepare and issue suspension?

n  Is it prepared onsite or offsite?

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Shift Change

n  Do I stagger shift changes? n  Do I conduct a shift change brief? n  Do I have an overlap of shifts? n  How does the staff enter?

n  Do they have a different ingress and egress?

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Staff/Volunteers Provision

n  Life support n  Food and Drink n  First Aid n  Lodging

n  Caring for the staff/volunteers n  Breaks n  Debriefing

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Facility Maintenance

n  Who do I call for facility maintenance problems? n  Who monitors the facility?

n  Doors n  Lights n  Cleanliness and Garbage cans n  Restrooms

n  Soap, Water, Paper Towels, Tissue, Toilet Paper

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Communications

n  What are my means of communication? n  Radio n  Signs n  Loud Voices (Shout and Yell)

n  Do I have a public address system? n  Medical Emergency n  Evacuation

n  How do I communicate? n  With upper management? n  With Command staff?

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Dealing with the Press and VIPs

n  Who handles the media? n  Do I have a Communications Officer? n  What are my instructions?

n  How do I handle VIPs? n  Early warning a VIP is coming? n  What is the protocol?

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Assessing POD Performance

n  Who is monitoring throughput and quantity of medicine issued?

n  Who is monitoring quality of service and customer satisfaction?

n  Who is capturing data on complaints?

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Reporting Requirements

n  What are my reporting requirements? n  What is the frequency of my reports? n  What is the means of transmitting reports?

n  Who is responsible for preparing reports? n  Who is responsible for data collection? n  Who is responsible for verifying reports?

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Closing the POD Purpose

n  To discuss the major tasks and activities involved in closing a POD: n  Notification n  Staff/Volunteers n  Inventory and Supplies n  Facility

n  To brainstorm and create a list of additional tasks necessary to close the POD

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Notification

n How do you know when it’s time to close?

n Who do you tell? n Inside the POD n Outside the POD

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Staff/Volunteers

n  When do I release the staff/volunteers? n  How do I release the staff/volunteers?

n  Released together? n  In shifts? n  Do they need to be transported? n  What about the staff external to the actual

facility? n  Bus Drivers n  Law Enforcement n  Emergency Management

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Staff/Volunteers

n  Do I have contact information for my staff/volunteers? n  Do I perform an After Action Review / final briefing?

n  When? n  Who is involved? n  What is communicated?

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Inventory and Supplies

n  Is there leftover product? n  What happens to the leftover medication and

supplies? n  Assessment n  Transport and Storage

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Inventory and Supplies

n  What about life-support materials and office supplies? n  Who returns any borrowed equipment? When? Will it be

needed during closing? n  Do I have a contact list?

n  Are there any reporting requirements? n  Statistics n  Data collection, transport and storage

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Facility

n  Facility Break Down n  When do you start breaking down? n  Who is involved? n  How?

n  Clean up and Survey n  Internal and External n  Facility and Equipment n  Facility Walkthrough

n  Turnover of facility n  When can we actually close?

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Closed

n  What about people who show up after we’re closed? n  Signage n  Returns to pickup?

Open Closed

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Q U E S T I O N S ?

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Breakout