Certified Hospital Emergency Coordinator CHEC Training Program Designing

Certified Hospital Emergency Coordinator (CHEC) Training Program Designing and Functioning in a Hospital Command Center (HCC)

Certified Hospital Emergency Coordinator (CHEC) Training Program Objectives After completing this lesson, you should be able to: u Identify favorable aspects of design for a Hospital Command Center (HCC) u Identify ways to use these designs within your HCC

Certified Hospital Emergency Coordinator (CHEC) Training Program Let’s Get Started! Courtesy of Gordon County Emergency Management

Certified Hospital Emergency Coordinator (CHEC) Training Program In this lesson we will discuss ways to: Organize Your Staff Members u Design of an HCC u Process Information u Manage Resources u Manage Public Information u

Certified Hospital Emergency Coordinator (CHEC) Training Program Take a look at this Command Center: The exterior of the new "Arlen Specter Headquarters and Emergency Operations Center", otherwise known as Building 21, located on CDC's Roybal campus in Atlanta, Georgia. (Photo by James Gathany) CDC Presentation by Julie L. Gerberding, M. D. , M. P. H. Before the U. S. House Appropriations Subcommittee On Labor, Health and Human Services, and Education March 9, 2007

Certified Hospital Emergency Coordinator (CHEC) Training Program BUT!

Certified Hospital Emergency Coordinator (CHEC) Training Program Does your HCC look like this? BUT!

Certified Hospital Emergency Coordinator (CHEC) Training Program The Purpose of the HCC There are varying opinions about the purpose of the HCC. u Is it a control center? u Is it an emergency operations center? u A dispatch center? u What is it?

Certified Hospital Emergency Coordinator (CHEC) Training Program Tasks of the HCC Simply put: The HCC’s purpose is to coordinate incident information and resources for management. u The HCC must receive, analyze, and display information about the incident to enable staff members in decision-making. u The HCC must find, prioritize, deploy, and track critical resources. u The HCC must enhance decision making, communication, collaboration, and coordination.

Certified Hospital Emergency Coordinator (CHEC) Training Program The Purpose of the EOC The HCC is really a place where: Uncomfortable people Meet in cramped conditions To play unfamiliar roles Making unpopular decisions Based on inadequate information In much too little time

Certified Hospital Emergency Coordinator (CHEC) Training Program What Makes the HCC Run Smoothly? u u u A good concept of operations Adequate space Trained staff Redundant communications Good use of technology Plenty of refreshments

Certified Hospital Emergency Coordinator (CHEC) Training Program What Makes the HCC Work? u u u u Basic management functions Objective-based Incident action planning Unity of Command Delegation Span of control Support staff

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Activation Modes Level Activation Type Functions 1 Full Scale Activation All primary and support functions are implemented. 2 Partial Activation This is a "limited" activation. All primary, or lead, Functional Duty Officers are notified. 3 Monitoring Activation Involves those departments and staff members that would need to take action as part of their everyday responsibilities.

Establishing a Hospital Command Center (HCC)

Certified Hospital Emergency Coordinator (CHEC) Training Program Management Strategies Lead a top-notch team u Update risk/threat assessments u Assess all hazards and risks u Complete and test contingency plans u Design a robust Calling Center u Implement a system for command, control, communication, and intelligence u

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Facility Considerations u u u u Back-up Power Potable Water HVAC Weather Seating Computers Break-out Rooms Air Quality Concerns u u u u Telephones Alternate Communications Video Large Screen Display Meeting Space Food “Chill-Out” Space

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Layouts EOC seating arrangements should maximize communication and eye contact between decision-makers. There are four basic EOC layouts: Mission Control Bull’s Eye Boardroom Marketplace Plus two: Hybrid Virtual

Certified Hospital Emergency Coordinator (CHEC) Training Program Design Issues What do You See? How Much? How is it Arranged? How Will You Use it? Form follows function!

Certified Hospital Emergency Coordinator (CHEC) Training Program Design Considerations Ø Room Size Ø Shared space or dedicated space Ø Technology Ø Location Ø Affordability

Certified Hospital Emergency Coordinator (CHEC) Training Program Space Problems u Problems when Arranging and Sharing Space include: u Noise u Distraction u Clutter u Additionally, when Sharing Space consider: u Conflicts u Set-up time

Certified Hospital Emergency Coordinator (CHEC) Training Program Arranging Space Decision Making Space u Operational Coordination Space u Collaboration Space u Communications Centers u

Certified Hospital Emergency Coordinator (CHEC) Training Program Other Space Demands Food services and eating space u Sleeping quarters u Press briefing and work areas u Executive decision space u Public meeting space u Calling center u Quiet room u

Certified Hospital Emergency Coordinator (CHEC) Training Program Space is Important HCCs have a way of growing over time because everyone wants in the act. u This usually results in crowded, shoehorned rooms that become ineffective. u Make sure you plan space based on full implementation. u Control access and scope creep. u

Certified Hospital Emergency Coordinator (CHEC) Training Program Communications Room Use separate but adjacent space to keep noise pollution and interference in check.

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Design: The Board Room New York City Mayor’s Emergency Board Room

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Design: Mission Control

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Design: Marketplace Many smaller tables Each represents a function Lots of getting up and walking around Source: Washington State

Certified Hospital Emergency Coordinator (CHEC) Training Program HCC Design: Bull's-Eye Approximates concentric circles u Staff sit behind primary officials who turn around to consult as needed u Requires large floor space u Not seen very often u

Certified Hospital Emergency Coordinator (CHEC) Training Program Lessons Learned u u Use raised floor for easy cabling and configuration changes Stay away from fluorescent light Don’t Crowd: Rule of thumb is 50 -80 sq. ft. Use it or lose it

Implementing Information Management

Certified Hospital Emergency Coordinator (CHEC) Training Program Information Management HECs need a robust command, control, and monitoring function that will: u Be easy and efficient to use u Collect information rapidly u Coordinate activities and resources u Track multiple incidents and resources u Communicate activities across the enterprise u Provide documentation

Certified Hospital Emergency Coordinator (CHEC) Training Program The HCC Should… …be Internet-based to provide: u u Flexibility Economy and Convenience Live Current Information Interactive Collaborative Information

Certified Hospital Emergency Coordinator (CHEC) Training Program Virtual System A “Virtual HCC” enables managers to: u Participate in critical decision-making processes regardless of physical location u Effectively direct and control resources u Automate processes and methodologies u Assign and track tasks u Efficiently communicate real-time information u Protect communication and data with needed redundancy and flexibility

Certified Hospital Emergency Coordinator (CHEC) Training Program Advantages of a Virtual HCC u u u u Augments physical centers Anyone, anywhere can participate Lower investment Ease of use and flexibility Requires shared communications and data Data can be hosted off-site using redundant servers in hardened sites Little or no infrastructure required – uses readily available Internet technology

Managing Public Information Photo © Microsoft Corporation

Certified Hospital Emergency Coordinator (CHEC) Training Program Public Information Issues Public Relations Construct carefully prepared talking points ahead of time (fill-in-the-blank) Rumor Control Rumors will be prevalent…watch for rumors and take aggressive actions to squash them Centralize Information Have one information source so that different stories are not being presented

Certified Hospital Emergency Coordinator (CHEC) Training Program Designing and Functioning in a Hospital Command Center (HCC) Questions?