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POD Manager Training


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Hamilton County Public Health's Emergency Response Coordinator provides a detailed reivew of how Points of Dispensing will be managed during a public health emergency.

Hamilton County Public Health's Emergency Response Coordinator provides a detailed reivew of how Points of Dispensing will be managed during a public health emergency.

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  • Hamilton County has established 35 PODs within the 44 jurisdictions it covers in the county. Some communities have joined together to host a POD. Some communities have sited as many as two PODs per community because of the density of the population.
  • Standardized Mgmt. Concept – Note: allows personnel from a variety of agencies to meld rapidly into a common management structure
  • Management by Objectives – Note: Step by step process IAP – Note: specifies objectives; state activities to be completed; sets timeframe; may be oral or written (What, Who, How, What if) Chain of Command – Note: orderly line of authority and transfer of command Unified Command – Note: agencies work together to make decisions Manageable span of control – Note: ratio 1:5
  • Discuss general flow diagram
  • One of two examples of interior floor plan flow and supporting functions; discuss features
  • Need example
  • Describe functions of each station per below; final set-up may vary by site. Exit includes collection of forms/also may provide additional patient education
  • Note: those individuals exhibiting symptoms, having known exposure, or who are sick will be directed immediately to the triage station for further evaluation from the main flow of patients. Those patients exhibiting no symptoms and/or unexposed will be directed to the registration station.
  • Mental Health Station – for both staff and public First Aid Station – for both staff and public Respite Area for POD Staff – provide food and rest area
  • Communication flow should follow the chain of command Communications Unit Leader is responsible for set up of communications support Communications Procedures: Listen to make sure your transmission won’t interfere with another communication and to be aware of other things going on Think about what you will say before you transmit. This will help you communicate your idea effectively and to use only the air time needed and no more. When making call, give the call sign or identification of the station called. Communicate by speaking clearly, use plain English/no codes and repeat back critical items for confirmation. Finish your communications ASAP so others can communicate if using two way radios such as MARC radios Use Phonetics for spelling words and names that are not easily understood. (i.e., A=alpha, B=bravo, etc.) Report any communication problems to your immediate supervisor.
  • Maintain order of POD flow operations (Note: internally and externally) Maintain perimeters around specific areas (Note: i.e., staff only areas, supply storage areas, etc.)
  • (3) Note: Observe for signs of stress and inappropriate behavior (staff and public) – Contact supervisor as issue arises (4) Note: Set code phrase for staff to use indicating potential problem – i.e., dealing with a person exhibiting inappropriate
  • Transcript

    • 1.
      • Hamilton County Public Health
      Point of Dispensing (POD) POD Manager Training
    • 2. Point of Dispensing (POD) POD Manager Training
      • Carter Pittman, BS, EMT-P
        • HCPH Emergency Response Coordinator
        • Cincinnati-Hamilton Co. MRC Coordinator
    • 3. Point of Dispensing
      • A Point of Dispensing (POD) is a special location that is established to allow medication and/or vaccines to be distributed very rapidly to the public in the event of an emergency.
    • 4. Purpose
      • To provide POD Managers with the knowledge and information necessary to carry out tasks assigned at the point of dispensing (POD).
    • 5. Objectives
      • To define the qualifications and the role of the POD Manager
      • To describe the POD Management Structure (Incident Command System – ICS)
      • To describe POD activation and maintain POD operations
      • To understand the function Components of POD Operations
    • 6. Contents
      • POD Manager
      • POD Site Information
      • POD Activation
      • POD Components
      • POD Operations
      • General Considerations
      • Demobilization
    • 7. POD Manager
      • Da’ BOSS!!!
    • 8. POD Manager Public Education Transportation Client/Public Tracking Triage Decision Making Inventory Reporting Traffic Management Communications Safety Support and Guidance Security Quality Control Dispensing Staff Shift Schedules Training Storage Mental Health Parking
    • 9. POD Manager
      • Qualifications
        • Proven leadership
        • Able to multi-task
        • Able to manage
        • Able to make decisions rapidly
        • Must have quality customer service skills
        • Able to work under pressure
        • Knowledgeable on POD functionality and responsibility
          • “ Greatest Good For the Greatest Number”
    • 10. POD Manager
      • POD Manager
      • Absolute on site authority
      • Responsibility for meeting the safety and productivity expectations for a a single POD during a specific shift
      • Will be the overseer of the basic POD functionality
    • 11. POD Manager
      • POD Manager
      • Check on status of POD activities such as:
        • Indivudual throughput
        • Medication inventory status
          • provide hourly status to DOC
        • Supplies status
        • Medications dispensed
        • Personnel and volunteer resources
    • 12. POD Manager
      • Ideally, the individuals pre-assigned to given PODs should be involved in designing the POD so they will have buy-in to the plan
        • POD design really cannot be done in a vacuum by planners at “Higher Levels” and dumped on the POD manager. No buy-in and no confidence in the plan.
      • By pre-designating who the POD manager and supporting leaders will be at a given site, that POD manager can begin to develop their team.
    • 14. Incident Command Structure (ICS)
      • An organization structure used to manage incidents both large and small. This system provides:
        • Standardized management concepts
        • Flexibility for a variety of incidents
        • Provides common framework for Incident response
    • 15. Incident Command Structure (ICS)
      • Basic features:
        • Common terminology in “plain talk”
        • Modular organization (easy to grow or shrink)
        • Management by objectives
        • Chain of Command
        • Manageable span of control
    • 16. Overall ICS Structure Incident Commander Finance / Administration Logistics Operations Planning PIO Safety Officer Liaison Officer POD 1 POD 2 POD 3 POD 4 POD Manager POD Manager POD Manager POD Manager Dispensing Site Coordinator
    • 17. POD ICS Structure POD Manager Operations Section Lead Security Section Lead Logistics Section Lead Planning Section Lead/Safety Site Information Resource Lead Liaison Officer Griage Unit Leader Registration Unit Leader Screening Unit Leader Dispensing Unit Leader Communication Unit Leader Pharmacy Unit Leader Personnel/Volunteer Leader Supplies Unit Leader Finance Section Lead Exit Unit Leader Special Needs Unit Leader
    • 18. Accountability in ICS
      • ICS utilizes an orderly chain of command
      • Each individual has one and only one supervisor
      • All personnel are expected to follow established procedures for checking in and checking out of the POD
      • ICS names and positions can vary, but should be identical within the same jurisdiction
    • 19. POD Site Information
    • 20. POD Site Information
      • Proficient in the use of the POD notebook and indicate how it is laid out
      • Comprehend the POD Plan including security, volunteer, communication and site lay out
      • Identify Standing Orders in reference to medications
    • 21. POD Site Information
        • Command and Control
        • Prophylaxis of First Responders & Families
        • Credentialing
        • POD Communications
        • Treatment Centers
        • POD Transportation
        • Demobilization Plan
        • POD Equipment and Supplies
      Develop a POD Site Plan that has all of the critical information located with easy access – POD Notebook
    • 22. POD Site Information
      • The POD Notebook should include:
        • Maps
    • 23. POD Site Information
    • 24. POD Site Information
      • The POD Notebook should include:
        • Flow Diagrams
    • 25.  
    • 26. POD Site Information
      • The POD Notebook should include:
        • Inventory
    • 27. POD Site Information The POD Notebook Should include how the POD site will flow (i.e. traditional)
    • 28. POD Site Information
      • Drive-Thru point of dispensing
      The POD Notebook Should include how the POD site will flow (i.e. Drive-thru)
    • 29. POD Site Activation
      • Here we go!!!
    • 30. POD Site Activation
      • Three Points to remember:
        • Triaged
        • Educated
        • Medicated
    • 31. POD Site Activation
      • Notification:
        • POD staff
        • Political Officials
        • Partners and Stakeholders
          • Include POD facility
    • 32. POD Site Activation
      • Prepare to Operate POD
        • Use pre-occupation checklist for facility
        • Review standing orders, individual education, forms
        • Make sure necessary copies are made
        • Set-up ICS structure
        • Designate one person to begin logging all supplies and personnel arriving
        • Assign arriving POD staff general/command positions
        • Assess need for any additional equipment
    • 33. POD Site Activation
      • Set-Up POD Site
        • Delineate traffic patterns with barriers, cones, signs
        • Obtain walkers and wheelchairs for use in POD
        • Label all rooms at POD including rest rooms
        • Mark entrance and exits with large clear signs
    • 34. POD Site Activation
      • SNS Arrival
        • Delineate a location specifically for SNS arrival
        • POD Manager and Logistics prepare to receive supplies
        • POD Manager sign for supplies
          • Logistics verifies orders/quantity
        • POD Manager makes sure supplies are inventoried, secured and placed out to the proper stations.
    • 35. POD Site Activation
        • Prepare stations Griage, Registration, Screening, Dispensing, Individual Education and Exit (including supplies and equipment)­­
        • Arrange for EMT/EMS support
        • Obtain facility support including janitorial support as necessary
        • Prepare refrigerator and/or space for receipt of prophylaxis
        • Check electrical power, water, HVAC systems
        • Establish communications (HAM Radio Operators, etc) ICS 205
      • Prepare to Operate POD
    • 36. POD Site Activation
      • Staffing
        • Prepare staff organizational chart
        • Sign-in Staff/Volunteers (ICS 211)
          • Planning (Personnel/volunteer lead) should take over responsibility of volunteers/staff
            • Dispense ID Badges/Vests
            • Review credentials of licensed staff
            • Assign staff/volunteers
            • Pass-out Job Action Sheets
    • 37. POD Site Activation
      • Staffing
        • POD Manager will provide briefing (ICS 201)
          • Objectives of the shift
          • Latest event information and environmental conditions
          • Hazards or threats to staff safety and health
          • Communication protocol
            • Informational flow and reporting requirements
        • Conduct Just-in-Time Training
        • Staff in place at stations
    • 38. POD Site Activation
      • Pre-Operational
        • POD Security
          • Assign Security Staff to POD exterior, interior and medications
          • Review security procedures with staff
        • Walk Through
          • Take all staff through the POD steps for familiarity and to check for potential bottlenecks
        • Notification
          • Notify DOC that POD is ready to open when all items are checked off
    • 39. POD Site Activation
      • Operations
        • Begin Operations
        • Be vigilant towards bottlenecks and areas that is not moving rapidly
        • Work with Pharmacy Tech/Logistics to verify hourly count
        • Relay hourly count to DOC as requested
        • Respond to any areas of concern – utilize the Liaison as a resource
        • Make sure breaks are given as needed
        • Tend to the needs of the staff if needed
    • 40. POD Site Activation
      • Operations
          • Be vigilant towards bottlenecks and areas that is not moving rapidly
    • 42. POD Inventory Management Systems
      • A patient/inventory tracking system will be used throughout POD operations (this can be paper/electronic or both)
      • This system will:
        • Register individuals
        • Screen individuals
        • Track dispensing to individuals
        • Track staff access to the site
        • Monitor inventory amounts
        • Perform other dispensing related operations
    • 43. Core POD Stations
      • Entrance Area/Griage Station
      • Registration/Public Education
      • Medical Assessment (Screening)
      • Dispensing
      • Exit/Public Education
    • 44. Core POD Stations POD Four Basic Areas Intake Screening Exit Dispensing 1 2 3 4
    • 45. Entrance Area/Griage Station
      • One entrance provided for the general public
      • Security at entrance checking identity (driver’s license, social security card, etc.)
      • Signs posted (multilingual)
      • Initial screening occurs here to determine movement
    • 46. Entrance Area/Griage Station
      • Station serves to immediately screen symptomatic, sick or known exposed individuals.
      • Transportation to treatment center or alternative care center.
      • Medical staff needed
      • Personnel Protective Equipment (PPE) needed
    • 47. Registration/Patient Education
      • Two main activities
        • Registration of public
        • Completion of forms
    • 48. Medical Assessment
      • Level I - Screening (Drug/Clinical Review Station)
        • Medical staff to screen forms
        • Contraindications for further assistance (move to Level II Screening)
        • If no assistance needed
        • (move to dispensing station)
    • 49. Medical Assessment
      • Level II - Screening (Pharmacy/Medical Consulting Station)
        • Medical staff to determine appropriate medication
        • Educational materials may be provided
        • Directed to Dispensing Station
    • 50. Dispensing
      • Dispensing of medications/vaccinations
      • May have various modes of dispensing stations to handle fast track, pediatric, alternative medications, etc.
      • Forms checked for proper receipt of medications
      • Directed to Forms Collection and Exit Education Station
    • 51. Exit – Collection of Forms/Patient Education
      • All forms and documentation collected
      • Staff insures completeness of forms
      • Final instructions provided and/or literature distributed by health educators
      • Answer last-minute questions
      • If vaccination conducted, observe the individuals condition prior to exit.
    • 52. Supplementary Stations
      • Special Services/Interpreter Station
      • Mental/Physical Disabilities Station
      • Mental Health Station
      • First Aid Station
      • Respite Area for POD Staff
    • 53. Communications
      • Radio, cell phone, whistles, bullhorn, walkie-talkie, fax
      • POD Manager ensures internal communications are tested prior to opening POD
      • Make sure you know how to use any communication equipment assigned to you prior to shift
    • 54. POD Security Measures
      • Provide a safe environment during all phases of POD operations
      • Identification of staff, volunteers and public entering the POD
      • Secure SNS Material at PODs
      • Control entrance and exit
      • Maintain crowd control
      • Maintain perimeters around specific areas
    • 55. Other Considerations
      • Signs posted (multilingual)
      • Public Education materials (biological agents, prophylaxis information [multilingual])
      • Assistance provided through Special Service’s Station or Physical Disabilities Station (i.e., wheelchair, interpreter, etc.)
    • 56. POD Signs
    • 57. Sample Use of POD Signs
    • 58. Job Action Sheet - Components
      • Job Title
      • Supervisor’s Name
      • Job Mission
      • Immediate duties upon activation
      • On-site operation duties
      • Deactivation phase
    • 59. Standards of Care
      • During a public health emergency, normal standards of care and operating procedures may be altered only after approval from the State of Ohio or the Center for Disease Control and Prevention.
      • Altered standards of care might include:
        • Reduction of documentation requirements
        • Allowing one family member to accept medication for a household (For Ohio – allow pickup for up to 20 people)
        • Reduced or eliminated observation requirements
    • 60. General Considerations
      • No one communicates with media unless directed
      • Staff will be given and overall message to share with the population
      • Observe for signs of stress and inappropriate behavior (staff and public)
      • Set code phrase for staff to use indicating potential problem
      • Keep a log (ICS Form 214)
      • End of Shift –remember to brief on coming crew
    • 61. Communicating Beyond the POD
      • All media inquiries should be sent to the PIO
      • Respect privacy of people working and attending POD
      • Dispel any rumors immediately
      • Follow your protocol on communication with friends and family
    • 62. Signs of Stress and Fatigue in Self and Others
      • Lack of concentration
      • Increasing number of non-critical errors
      • Critical errors
      • Irritability
      • Worry
      • Feeling ill
    • 63. End of Shift
      • Debriefing with your oncoming position coverage
      • Turn in all reports (logs) and equipment
      • Sign-out through staging area
        • Have a cold one and relax!!!!
    • 65. Demobilization of POD
      • Informing the public is vital
      • Breakdown activities to pre-event status
      • Use Checklists
        • Post-occupation
        • Inventory and supply
        • Personnel resources
      • Debrief staff – use Debriefing Form/Log
      • Collect all other forms and documentation
    • 66. Demobilization of POD
      • Prepare After Action Report which includes:
        • Background to what occurred
        • Summary of Events
          • Operational Period
          • Number of Public treated
          • List of all personnel involved
          • Evaluation of process
          • Description of Operations
          • Challenges/Problems identified
          • Results/Outcomes
    • 67. Demobilization of POD
      • POD command staff will dismiss as necessary
      • POD command staff and property representative will conduct a joint inspection of facility to assess conditions documenting by post-occupation checklist and photos
    • 68. Questions????
    • 69. Contact Information
      • Carter Pittman
      • Emergency Response Coordinator
      • Hamilton County Public Health
      • 250 William H. Taft, 2 nd Floor
      • Cincinnati, Ohio 45219
      • Phone: 513-946-7889
      • [email_address]