Development of a Resource Center Model and Exercise for Supporting Mass Prophylaxis  in a Large Urban Area Philadelphia De...
Introduction <ul><li>Presenters </li></ul><ul><ul><li>Steven Alles, MD MS </li></ul></ul><ul><ul><li>James Garrow </li></u...
Continuing Education <ul><li>Apply at the Continuing Education desk in the registration area </li></ul><ul><li>You will re...
Overview <ul><li>Background & mass prophylaxis plan </li></ul><ul><li>The Resource Center model & exercise </li></ul><ul><...
BACKGROUND &  MASS PROPHYLAXIS PLAN <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergenc...
Philadelphia <ul><li>~ 5 million in metropolitan area </li></ul><ul><li>~ 1.5 million residents and visitors </li></ul><ul...
Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Philadelphia 06/08/09
Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Philadelphia <ul><li>2000 Census </li></ul><ul><li>45% white, 43% African-American, 12% other races; 8.5% Hispanic </li></...
Mass Prophylaxis in Philadelphia <ul><li>CRI city </li></ul><ul><li>40 PODs </li></ul><ul><li>40,000/POD </li></ul><ul><li...
Mass Prophylaxis Plan <ul><li>Public transit allows most to walk to PODs </li></ul><ul><li>Pill dispensing Head of Househo...
Mass Prophylaxis Plan 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
The POD Manager <ul><li>Oversee POD setup </li></ul><ul><li>External POD communications </li></ul><ul><li>Direct on-site m...
Mass Prophylaxis Challenges <ul><li>EOC/Health Command Center busy </li></ul><ul><li>Situation reports to Mayor & executiv...
Background & Plan <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
MODEL & EXERCISE <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Prog...
Resource Center Model <ul><li>Intended to coordinate and support the logistics and operations of a mass medication distrib...
Resource Center Placement 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program City of Philadelphia Emer...
Resource Center Duties <ul><li>Managing mass prophylaxis distribution operations including the notification, setup, staffi...
Resource Center Duties <ul><li>Providing situation reports to the PDPH Health Command Center and City EOC </li></ul><ul><l...
Resource Center Benefits <ul><li>Reduce the burden on Health Command Center and EOC </li></ul><ul><li>“ One number” to cal...
Resource Center Exercise <ul><li>Evaluated technical and procedural systems used by the POD Resource Center during ongoing...
Exercise Scenario <ul><li>City-wide anthrax attack </li></ul><ul><li>40 PODs opened </li></ul><ul><li>Full staffing and se...
Exercise Play <ul><li>Intake Specialists receive calls from “POD Managers,” enter into database, staff fulfills requests, ...
Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Exercise Artificialities <ul><li>All 40 PODs submitted scripted situation reports hourly </li></ul><ul><ul><li>Total: 120 ...
Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Exercise Preparation <ul><li>Upper Management positions given two-hour training </li></ul><ul><li>“ POD Managers” given on...
Resource Center Model & Exercise <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedne...
STAFFING MODEL <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program Total standard staffing compl...
Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Upper Management <ul><li>Oversees entire POD Resource Center operations </li></ul><ul><li>Communicates situation reports a...
Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Functional Supervisors <ul><li>Responsible for resolution of all staffing, medication and general needs and requests from ...
Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Intake Specialists <ul><li>Interface directly with POD Managers to receive urgent requests and situation reports </li></ul...
Exercise Lessons Learned <ul><li>Call Takers overwhelmed </li></ul><ul><li>Supervisory staff under-utilized </li></ul><ul>...
Resource Center Diagram 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program Total scalable complement:  ...
Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Upper Management <ul><li>Deputy Director responsible for tracking urgent requests through to completion/delivery <...
Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Intake Specialists <ul><li>Responsible for maximum of 7 PODs </li></ul><ul><li>Fewer communications modalities </l...
Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Positions <ul><li>New IT Support position </li></ul><ul><ul><li>Setup and maintain network </li></ul></ul><ul><ul>...
Staffing Model <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
INFORMATION FLOW & MANAGEMENT <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Prep...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Intake Specialists receive calls from POD Managers </li></ul><ul><ul><li>Hourly reports </...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Intake Specialists enter information onto paper Intake Forms </li></ul><ul><li>Transcribe ...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Urgent needs are flagged by database for appropriate Supervisor </li></ul><ul><li>Appears ...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Intake Specialist monitors overall line list for urgent requests flagged as “resolved” </l...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Upper management reviews overall line list </li></ul><ul><li>If urgent requests remained “...
Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Tested Information Flow <ul><li>Upper management communicates situation summary with Health Command Center </li></ul><ul><...
Exercise Lessons Learned <ul><li>No one tracked urgent requests through to delivery </li></ul><ul><li>No data entry valida...
Information Management <ul><li>Access database </li></ul><ul><li>Developed in-house </li></ul><ul><li>Run over local netwo...
Database Capabilities <ul><li>Screens tailored to each position </li></ul><ul><li>Line lists of urgent issues, filtered by...
Information Management Outcomes <ul><li>All situation reports and urgent requests entered for 10 of 40 PODs </li></ul><ul>...
Information Management Outcomes <ul><li>58 situation reports entered  </li></ul><ul><ul><li>80 expected </li></ul></ul><ul...
Information Management Outcomes <ul><li>21 urgent requests entered </li></ul><ul><ul><li>38 expected </li></ul></ul><ul><u...
Information Management Lessons Learned <ul><li>Incorporate data validation limits on entered values </li></ul><ul><li>Clos...
Information Management <ul><li>Database demonstration </li></ul>06/08/09 Bioterrorism and Public Health Emergency Prepared...
Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Information Flow <ul><li>Deputy Director is responsible for tracking all urgent requests through to completion </l...
Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Revised Information Flow <ul><li>Data Management team reviews data input continuously </li></ul><ul><ul><li>Graph slopes o...
Information Flow <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
COMMUNICATIONS SYSTEMS <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparednes...
Communications Systems 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Communications Systems <ul><li>Five modalities </li></ul><ul><ul><li>Email </li></ul></ul><ul><ul><li>Voice over Internet ...
Communications Systems <ul><li>Email </li></ul><ul><ul><li>Web-based individual accounts </li></ul></ul><ul><ul><li>Need t...
Communications Systems <ul><li>800 MHz radio </li></ul><ul><ul><li>Plan to distribute to PODs </li></ul></ul><ul><ul><li>E...
Communications Systems <ul><li>Online discussion forum </li></ul><ul><ul><li>Secure Phila.gov website </li></ul></ul><ul><...
Communications Systems <ul><li>Intake Specialists trained on each  </li></ul><ul><li>Received one-page “cheatsheets” </li>...
Communications Systems <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
JUST-IN-TIME TRAINING & FACILITIES <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency...
Just-in-time Training <ul><li>~30 minutes </li></ul><ul><li>Situation report </li></ul><ul><li>Overview of Resource Center...
Command Center Facility <ul><li>Held in large multi-use room on site </li></ul><ul><li>Limited electronic and communicatio...
Just-in-time Training & Facilities <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Prepared...
THANK YOU! <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
Upcoming SlideShare
Loading in …5
×

Development of a Resource Center Model and Exercise for Supporting Mass Prophylaxis in a Large Urban Area

1,106 views

Published on

Presentation given at 2009 Public Health Preparedness Summit. Describes a model to support the opening of multiple Points of Dispensing (PODs) to distribute mass prophylaxis in a large urban area. The Resource Center coordinates communications and resource requests from PODs to the EOC. Also mentioned is an accompanying exercise.

Published in: Health & Medicine
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
1,106
On SlideShare
0
From Embeds
0
Number of Embeds
7
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Development of a Resource Center Model and Exercise for Supporting Mass Prophylaxis in a Large Urban Area

  1. 1. Development of a Resource Center Model and Exercise for Supporting Mass Prophylaxis in a Large Urban Area Philadelphia Department of Public Health Division of Disease Control Bioterrorism & Public Health Preparedness Program
  2. 2. Introduction <ul><li>Presenters </li></ul><ul><ul><li>Steven Alles, MD MS </li></ul></ul><ul><ul><li>James Garrow </li></ul></ul><ul><li>Acknowledgements </li></ul><ul><ul><li>Claire Newbern, PhD </li></ul></ul><ul><ul><li>Esther Chernak, MD MPH </li></ul></ul><ul><ul><li>Caroline Johnson, MD </li></ul></ul><ul><ul><li>Donald Schwarz, MD MPH </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  3. 3. Continuing Education <ul><li>Apply at the Continuing Education desk in the registration area </li></ul><ul><li>You will receive an email with information on the web-based evaluation </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  4. 4. Overview <ul><li>Background & mass prophylaxis plan </li></ul><ul><li>The Resource Center model & exercise </li></ul><ul><li>Staffing model </li></ul><ul><li>Information flow </li></ul><ul><li>Communications systems </li></ul><ul><li>Data management systems </li></ul><ul><li>Just-in-time training and facilities </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  5. 5. BACKGROUND & MASS PROPHYLAXIS PLAN <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  6. 6. Philadelphia <ul><li>~ 5 million in metropolitan area </li></ul><ul><li>~ 1.5 million residents and visitors </li></ul><ul><li>“ City of neighborhoods” </li></ul><ul><li>Cultural, academic, historic and professional center of the region </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  7. 7. Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  8. 8. Philadelphia 06/08/09
  9. 9. Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  10. 10. Philadelphia 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  11. 11. Philadelphia <ul><li>2000 Census </li></ul><ul><li>45% white, 43% African-American, 12% other races; 8.5% Hispanic </li></ul><ul><li>590,071 households; average household size=2.48 </li></ul><ul><li>Household median income=$30,746 </li></ul><ul><li>18.2% families below poverty line </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  12. 12. Mass Prophylaxis in Philadelphia <ul><li>CRI city </li></ul><ul><li>40 PODs </li></ul><ul><li>40,000/POD </li></ul><ul><li>Hybrid model: </li></ul><ul><ul><li>Postal option </li></ul></ul><ul><ul><li>Push to </li></ul></ul><ul><li>vulnerable, </li></ul><ul><li>non-mobile </li></ul><ul><ul><li>Select closed PODs </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  13. 13. Mass Prophylaxis Plan <ul><li>Public transit allows most to walk to PODs </li></ul><ul><li>Pill dispensing Head of Household model </li></ul><ul><ul><li>Pick up for up to 15 people </li></ul></ul><ul><li>Translation services available </li></ul><ul><li>Minimal screening </li></ul><ul><li>Five pre-trained command staff </li></ul><ul><ul><li>Most others receive just-in-time training </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  14. 14. Mass Prophylaxis Plan 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  15. 15. The POD Manager <ul><li>Oversee POD setup </li></ul><ul><li>External POD communications </li></ul><ul><li>Direct on-site media interviews </li></ul><ul><li>Identify big picture needs </li></ul><ul><li>Communicate regularly with POD Resource Center </li></ul><ul><li>Hourly situation updates </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  16. 16. Mass Prophylaxis Challenges <ul><li>EOC/Health Command Center busy </li></ul><ul><li>Situation reports to Mayor & executives </li></ul><ul><li>Urgent issues </li></ul><ul><li>Medical consultation </li></ul><ul><li>Rumor collection/tracking </li></ul><ul><li>Public information dissemination </li></ul><ul><li>Resource allocation </li></ul><ul><li>Unmet needs </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  17. 17. Background & Plan <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  18. 18. MODEL & EXERCISE <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  19. 19. Resource Center Model <ul><li>Intended to coordinate and support the logistics and operations of a mass medication distribution response </li></ul><ul><li>Comprised of key public health and City personnel organized into a management structure that fits into the Incident Command System </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  20. 20. Resource Center Placement 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program City of Philadelphia Emergency Operations Center PDPH Health Command Center POD Resource Center PODs
  21. 21. Resource Center Duties <ul><li>Managing mass prophylaxis distribution operations including the notification, setup, staffing, and supply needs of PODs </li></ul><ul><li>Summarizing and coordinating the fulfillment of requests from PODs and Local Logistical Nodes </li></ul><ul><li>Receiving situation reports from PODs and Local Logistical Nodes </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  22. 22. Resource Center Duties <ul><li>Providing situation reports to the PDPH Health Command Center and City EOC </li></ul><ul><li>Forwarding requests for unmet needs to EOC </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  23. 23. Resource Center Benefits <ul><li>Reduce the burden on Health Command Center and EOC </li></ul><ul><li>“ One number” to call for help </li></ul><ul><li>Triage of urgent vs. non-urgent </li></ul><ul><li>Record of all communications with PODs </li></ul><ul><li>Automatic “birds eye” situation reports </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  24. 24. Resource Center Exercise <ul><li>Evaluated technical and procedural systems used by the POD Resource Center during ongoing support operations </li></ul><ul><li>It did not address elements involved in the set-up or closing of PODs or of the POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  25. 25. Exercise Scenario <ul><li>City-wide anthrax attack </li></ul><ul><li>40 PODs opened </li></ul><ul><li>Full staffing and security </li></ul><ul><li>SNS received and distributed to PODs </li></ul><ul><li>PODs open six hours before play starts </li></ul><ul><li>POD managers calling in hourly situation report and urgent needs </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  26. 26. Exercise Play <ul><li>Intake Specialists receive calls from “POD Managers,” enter into database, staff fulfills requests, sends situation reports to Health Command Center </li></ul><ul><li>½ hour just-in-time training </li></ul><ul><li>Two hours play with database </li></ul><ul><li>Network failure </li></ul><ul><li>One hour paper-based backup </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  27. 27. Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  28. 28. Exercise Artificialities <ul><li>All 40 PODs submitted scripted situation reports hourly </li></ul><ul><ul><li>Total: 120 </li></ul></ul><ul><li>All 40 PODs submitted between 0 and 3 scripted urgent requests </li></ul><ul><ul><li>Total: 63 </li></ul></ul><ul><li>Spread out early; bunched up later </li></ul><ul><li>Network failure </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  29. 29. Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  30. 30. Exercise Preparation 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  31. 31. Exercise Preparation <ul><li>Upper Management positions given two-hour training </li></ul><ul><li>“ POD Managers” given one-hour training </li></ul><ul><ul><li>Consisted of City and State Health Department staff and MRC volunteers </li></ul></ul><ul><li>Facility set up </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  32. 32. Resource Center Model & Exercise <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  33. 33. STAFFING MODEL <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  34. 34. Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program Total standard staffing complement: 15
  35. 35. Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  36. 36. Upper Management <ul><li>Oversees entire POD Resource Center operations </li></ul><ul><li>Communicates situation reports and urgent issues to Health Command Center </li></ul><ul><li>Oversees and manages the Supervisors </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  37. 37. Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  38. 38. Functional Supervisors <ul><li>Responsible for resolution of all staffing, medication and general needs and requests from PODs </li></ul><ul><li>Responsible for maintaining database and data flow </li></ul><ul><li>Responsible for supervising Support staff </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  39. 39. Tested Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  40. 40. Intake Specialists <ul><li>Interface directly with POD Managers to receive urgent requests and situation reports </li></ul><ul><li>Input requests and reports into POD Resource Center database </li></ul><ul><li>Inform POD Managers of request resolutions </li></ul><ul><li>Communicates with 8 PODs each </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  41. 41. Exercise Lessons Learned <ul><li>Call Takers overwhelmed </li></ul><ul><li>Supervisory staff under-utilized </li></ul><ul><li>Ongoing tech support necessary </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  42. 42. Resource Center Diagram 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  43. 43. Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program Total scalable complement: 9- 14 -17
  44. 44. Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  45. 45. Revised Upper Management <ul><li>Deputy Director responsible for tracking urgent requests through to completion/delivery </li></ul><ul><li>May contact POD Managers directly </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  46. 46. Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  47. 47. Revised Intake Specialists <ul><li>Responsible for maximum of 7 PODs </li></ul><ul><li>Fewer communications modalities </li></ul><ul><li>No paper transcription </li></ul><ul><li>Added sixth Intake Specialist </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  48. 48. Revised Staffing Model 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  49. 49. Revised Positions <ul><li>New IT Support position </li></ul><ul><ul><li>Setup and maintain network </li></ul></ul><ul><ul><li>Setup and maintain workstations and communications equipment </li></ul></ul><ul><li>Support positions optional </li></ul><ul><ul><li>Can be added as needed </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  50. 50. Staffing Model <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  51. 51. INFORMATION FLOW & MANAGEMENT <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  52. 52. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  53. 53. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  54. 54. Tested Information Flow <ul><li>Intake Specialists receive calls from POD Managers </li></ul><ul><ul><li>Hourly reports </li></ul></ul><ul><ul><li>Urgent needs or issues </li></ul></ul><ul><li>Via one of five communications modalities </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  55. 55. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  56. 56. Tested Information Flow <ul><li>Intake Specialists enter information onto paper Intake Forms </li></ul><ul><li>Transcribe Intake Form into database using specially created Access forms </li></ul><ul><li>Track all Intake Forms on Tracking Log </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  57. 57. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  58. 58. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  59. 59. Tested Information Flow <ul><li>Urgent needs are flagged by database for appropriate Supervisor </li></ul><ul><li>Appears on line list of appropriate Supervisor </li></ul><ul><li>Supervisor calls appropriate agency (RSS, water dept., food vendor) </li></ul><ul><li>Enters “resolution” into database using specially created Access form </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  60. 60. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  61. 61. Tested Information Flow <ul><li>Intake Specialist monitors overall line list for urgent requests flagged as “resolved” </li></ul><ul><li>Reads report from Supervisor </li></ul><ul><li>Calls POD Manager back with “resolution” </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  62. 62. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  63. 63. Tested Information Flow <ul><li>Upper management reviews overall line list </li></ul><ul><li>If urgent requests remained “unresolved” for too long, follow up with Supervisor </li></ul><ul><li>Prepare situation summary for Health Command Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  64. 64. Tested Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  65. 65. Tested Information Flow <ul><li>Upper management communicates situation summary with Health Command Center </li></ul><ul><li>Any urgent requests that require extra-agency requests are forwarded to EOC </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  66. 66. Exercise Lessons Learned <ul><li>No one tracked urgent requests through to delivery </li></ul><ul><li>No data entry validation </li></ul><ul><li>Burden overwhelming </li></ul><ul><ul><li>Dual entry paper and computer </li></ul></ul><ul><ul><li>Too much paper lead to lost information </li></ul></ul><ul><li>Power outage issues </li></ul><ul><ul><li>Identified the need to operate without power </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  67. 67. Information Management <ul><li>Access database </li></ul><ul><li>Developed in-house </li></ul><ul><li>Run over local network </li></ul><ul><li>Entry forms for each station in Support Center </li></ul><ul><li>Automatic tally/reporting </li></ul><ul><li>Minute-by-minute master record </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  68. 68. Database Capabilities <ul><li>Screens tailored to each position </li></ul><ul><li>Line lists of urgent issues, filtered by type of need </li></ul><ul><li>Line graphs of medication supply at each POD </li></ul><ul><li>Snapshots of current POD situations </li></ul><ul><ul><li>Number of medications </li></ul></ul><ul><ul><li>Outstanding urgent issues </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  69. 69. Information Management Outcomes <ul><li>All situation reports and urgent requests entered for 10 of 40 PODs </li></ul><ul><li>Of 58 situation reports entered: </li></ul><ul><ul><li>1 incorrect medication supply </li></ul></ul><ul><ul><li>2 missing drug delivery count </li></ul></ul><ul><ul><li>1 incorrect forms supply </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  70. 70. Information Management Outcomes <ul><li>58 situation reports entered </li></ul><ul><ul><li>80 expected </li></ul></ul><ul><ul><li>Both reports submitted: 50 (25 PODs) </li></ul></ul><ul><ul><li>One report submitted: 8 PODs </li></ul></ul><ul><ul><li>No reports submitted: 7 PODs </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  71. 71. Information Management Outcomes <ul><li>21 urgent requests entered </li></ul><ul><ul><li>38 expected </li></ul></ul><ul><ul><li>including automatic below threshold counts of medications and forms </li></ul></ul><ul><ul><li>15 completed with response back to POD </li></ul></ul><ul><ul><li>Median response: 28 minutes; range 11-64 minutes </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  72. 72. Information Management Lessons Learned <ul><li>Incorporate data validation limits on entered values </li></ul><ul><li>Close windows when task is completed </li></ul><ul><li>Track overdue situation reports </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  73. 73. Information Management <ul><li>Database demonstration </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  74. 74. Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  75. 75. Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  76. 76. Revised Information Flow <ul><li>Deputy Director is responsible for tracking all urgent requests through to completion </li></ul><ul><li>Completion ≠ “resolved” </li></ul><ul><li>Completion = delivered, fixed </li></ul><ul><li>Revised paper system </li></ul><ul><ul><li>Use database on laptops, print requests on battery-powered printers during power outage </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  77. 77. Revised Information Flow 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  78. 78. Revised Information Flow <ul><li>Data Management team reviews data input continuously </li></ul><ul><ul><li>Graph slopes of medication supply </li></ul></ul><ul><ul><li>Random spot checks </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  79. 79. Information Flow <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  80. 80. COMMUNICATIONS SYSTEMS <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  81. 81. Communications Systems 06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  82. 82. Communications Systems <ul><li>Five modalities </li></ul><ul><ul><li>Email </li></ul></ul><ul><ul><li>Voice over Internet Protocol (VoIP) </li></ul></ul><ul><ul><li>Portable 800 MHz public safety radio </li></ul></ul><ul><ul><ul><li>City of Philadelphia </li></ul></ul></ul><ul><ul><ul><li>Commonwealth of Pennsylvania </li></ul></ul></ul><ul><ul><li>Fax </li></ul></ul><ul><ul><li>Secure online discussion forum </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  83. 83. Communications Systems <ul><li>Email </li></ul><ul><ul><li>Web-based individual accounts </li></ul></ul><ul><ul><li>Need to distribute addresses prior to exercise </li></ul></ul><ul><ul><li>Written record of all communications </li></ul></ul><ul><li>Voice over Internet Protocol (VoIP) </li></ul><ul><ul><li>City-based system installed on laptops </li></ul></ul><ul><ul><li>Need to distribute numbers prior to exercise </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  84. 84. Communications Systems <ul><li>800 MHz radio </li></ul><ul><ul><li>Plan to distribute to PODs </li></ul></ul><ul><ul><li>Each Intake Specialist had a unique talkgroup </li></ul></ul><ul><li>Fax </li></ul><ul><ul><li>Data Management Support collects faxes on a regular schedule </li></ul></ul><ul><ul><li>Fax template form distributed to “POD Managers” prior to exercise </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  85. 85. Communications Systems <ul><li>Online discussion forum </li></ul><ul><ul><li>Secure Phila.gov website </li></ul></ul><ul><ul><li>Set up explicitly for this exercise </li></ul></ul><ul><ul><li>Usernames and passwords distributed prior to exercise </li></ul></ul><ul><ul><li>Written record of all communications </li></ul></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  86. 86. Communications Systems <ul><li>Intake Specialists trained on each </li></ul><ul><li>Received one-page “cheatsheets” </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  87. 87. Communications Systems <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  88. 88. JUST-IN-TIME TRAINING & FACILITIES <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  89. 89. Just-in-time Training <ul><li>~30 minutes </li></ul><ul><li>Situation report </li></ul><ul><li>Overview of Resource Center </li></ul><ul><li>Introduction to roles </li></ul><ul><li>Specialized database training </li></ul><ul><li>Equipment training </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  90. 90. Command Center Facility <ul><li>Held in large multi-use room on site </li></ul><ul><li>Limited electronic and communications capabilities </li></ul><ul><li>Last minute push to get phone lines and network connectivity </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  91. 91. Just-in-time Training & Facilities <ul><li>Questions? </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program
  92. 92. THANK YOU! <ul><li>POD Resource Center </li></ul>06/08/09 Bioterrorism and Public Health Emergency Preparedness Program

×