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Comprehensive Emergency Management Plan (CEMP) Developer's Guide

A guide for developing a comprehensive emergency management plan, including templates, review and approval processes, and legal guidance.

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Comprehensive Emergency Management Plan (CEMP) Developer's Guide

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  1. Comprehensive Emergency Management Plan (CEMP)Developer’s GuideDOH Charlotte/Sarasota Yamilet Santana-Reyes-Emergency Planning Consultant Carol Jeffers-Government Analyst II, September 20,2018

  2. Abbreviations • Comprehensive Emergency Management Plan (CEMP) • Department of Health (DOH) • Charlotte County Department of Health (CCHD) • Sarasota County Department of Health (SCHD) • Home Health Agencies (HHA) • Nurse Registries (NR) • Hospice Agencies (HA) • Durable Medical Equipment Providers (DME)

  3. Definitions • Emergency • Manageable internally and/or with existing resources • Disaster • Requires external resources • Has major widespread and/or prolonged disruptive impact. • Continuity of Operations Plan (COOP) • Plans for emergency operations with alternate processes and/or operations from an alternate location • Succession Plan • Plans for emergency leadership should primary leader(s) become incapacitated

  4. DOH CEMPReview Sectors • Home Health Agencies • 400.497(10)(c), FS • Includes home companion services • Nurse Registries • 400.506(12)(e), FAC • Hospice Agencies • 400.610(1)(b),FS • In Home & At Facility • Durable Medical Equipment Providers • 400.934(20)(b),FS • Including agencies operating a website and/or distribution center

  5. CCHDCEMP Logistics • Where To Find Updated Templates ? • Other Planning Criteria's • ACHA Resources • Where to send CEMPs? • Charlotte.Preparedness@flhealth.gov • Due annually 90 days before recertification due date

  6. SCHDCEMP Logistics • Where To Find Updated Templates ? • DOH-Sarasota will provide the required template. • ACHA Resources • Where to send CEMPs? • SRQ.Cemp@flhealth.gov • Due annually 90 days before recertification date

  7. CEMP Review & Approval Process • Submit Agency CEMP to Local DOH 90 Days Before AHCA Recertification Deadline. • CCHD/SCHD will reply with a CEMP Receipt notice within 2 weeks. • CCHD/SCHD Reviews CEMP and Sends Agency a CEMP Status Notice • Per Florida Statutes DOH has 90 days to review a CEMP after receipt. • Application status email will indicate one of the following: • Approved • More Information Needed, or • Denied

  8. CEMP Review & Approval Process • Agencies have 30 days to submit any requested corrections or additions. • Agencies without an approved CEMP at the time of their annual recertification deadline will be out of compliance with ACHA and subject to applicable AHCA fines.

  9. CEMP Legal Guidance

  10. Standard Content in CEMPs FS400.506(15)(16) • Hazard Vulnerability Assessment • (Identify realistic and likely emergencies/Disasters?) • Operational Plans – Processes to Manage Identified Hazards and Unknowns (What will be done to solve the problem? & Why is it necessary to do so? & How will objectives and goals be prioritized?) • Tactical Plans – Resources and Strategies Needed to Effectively Respond to and Recover from the Emergency/Disaster (How will the problem be solved? & How will operational plans and goals be achieved?)

  11. Standard Content in CEMPs FS400.506(15)(16) • Emergency Leadership & Staffing • Person in Charge • Key Staff • Chain of Command • Emergency Communications • Before, During & After an Emergency/Disaster • Clients, Client Family, Staff, Vendors, MOU Partners, Emergency Management (ESF 8 Desk), DOH • Real Time Call Tree List • Redundant Communication

  12. Standard Content in CEMPs FS400.506(15)(16) • Emergency Communications Continued • AHCA Emergency Status System (ESS) • Everbridge (DOH and HCC) • Local County Alert System • Healthcare Coalition • Sarasota County Community Organizations Active in Disaster (COAD) • NOAA All-Hazards Alert Radio

  13. Standard Content in CEMPs FS400.506(15)(16) • COOP • How alternate processes for critical services are set up, maintained and demobilized onsite and remotely • Disaster Preparedness Training and Exercise • Staff • Clients/Family • Vendors • MOU, Emergency Management, DOH and Community Partners • Staff assistance to Clients & Caregivers

  14. Standard Content in CEMPs FS400.506(15)(16) • Remote Support • Medical Needs Shelter • Other Alternate Locations other than that of blue skies • Transportation Plans

  15. Special/Medical Needs Clients • Medical/Special Needs (SpNS) shelters should be last resort for evacuation • Level of care can be less than customary • Living arrangements can be discomforting • Minimal source of communication 12-72 hours • Ensure the appropriate clients are enrolled in the SpNS/MDEC Shelter Registry

  16. Special/Medical Needs Clients • Home Health Agency medically manages and staff MDEC/SpNS shelters during emergency

  17. HHA Medically Manage & Staff in SpNS Shelters 59A-8.027(10), F.A.C During emergency situations, when there is not a mandatory evacuation order issued by the local Emergency Management agency; The home health agency must establish procedures, prior to the time of an emergency, which will delineate to what extent the agency will continue care during and immediately following an emergency. The agency shall also ascertain which patients remaining at home will need care from the home health agency and which patients have plans to receive care from their family or caregivers. The agency shall designate staff to continue the services specified in the treatment orders to residents in the assisted living facility or adult family care home during and following the emergency. If the residents should go to a special needs shelter outside of the geographic service area the home health agency is licensed to serve, the home health agency may provide services to the residents at the shelter pursuant to Section 400.492(4), F.S.

  18. Preparing Staff FS400.506(15)(16) • Home Preparation (Personal & Family) • Who’s caring for your Staff? • Are they mentally & physically able to deploy to SpNS Shelter • Do they have an Emergency Go-Kit ready? • Family Emergency & Communication Plan • GetAPlan.gov • www.alertcharlotte.com • Staying Home • Enough supplies for yourself, each family member, and pets for at least 72-96 hours. • Before Emergency Safety Tips

  19. Hurricane Matthew- Lessons Learned CEMP Evacuation Triggers Are they outlined in your CEMP plan? Facilities did not adhere to their written CEMP plans Decision to evacuate (Hosp and SNF) came too late Internal staff were not familiar with CEMP plan or were hesitant to implement

  20. Hurricane Matthew- Lessons Learned CEMP Evacuation Triggers Where do you evacuate to? Hurricane impacted multiple jurisdictions simultaneously Evacuation plans to sister facilities was not always possible

  21. Hurricane Matthew- Lessons Learned …cont. Critical Vendor Issues • Healthcare facilities shared the same vendors for critical needs • Oxygen • Transportation • No back-up vendors were identified in advance • Consider the utilization of vendors from another region/county • Vendors stopped answering calls/requests once overwhelmed

  22. Hurricane Matthew- Lessons Learned …cont. Health Care Facilities Break Down in Communications Requests for resources or assistance were vague Unrealistic timeframe expectations Ambulance strike teams and other MRP take time to deploy Cannot deploy assets into harms way • Failed to provide situational awareness to ESF 8 • On facility activities and conditions. • Failed to follow Communication chain of command • HCF communicate with local ESF8, not to state ESF 8 or other ESFs

  23. How to Improve writing your CEMPs Establish Relationships with Partners Re-Evaluate CEMP Plans Highly consider creating memorandums of understandings (MOUs) Adhere to designated lines of communication • CCHD office of Emergency Preparedness and Response • AHCA Emergency Plan Regulations & Review • Conduct realistic exercises • Affiliate your staff to attend healthcare coalitions meetings (consistent members)

  24. In A Nutshell Concluding Key Points • DOH will review CEMPS for improvement and approval. • AHCA’s CEMP template will be modified to accomplish the following: • Standardize format • Provide additional guidance to agencies as needed • Improve readability

  25. In A Nutshell Concluding Key Points • All agencies will need to use the new format. • Critical CEMP must haves: • Complete all sections even if the question seems redundant. Be specific where needed. • Provide all requested supportive documents and client. • Conduct emergency training and exercises with all staff. • Submit CEMP on time, 90 days before recertification deadline.

  26. DOH-Charlotte and DOH-Sarasota strives to Help our Providers seek education and guidance for Success Thank you for your Attention!!

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