NACCHO Closed POD ToolkitNACCHO Closed POD Toolkit

Sample Sample

Just-In-Time Training Just-In-Time Training PresentationPresentation

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Sample Agenda For ExercisesSample Agenda For Exercises

15 Minutes: Sign-In15 Minutes: Welcome & Introductions30 Minutes: General Group Training 15 Minutes: Screening Form Training

15 Minutes: Walk Through Exercise 15 Minutes: Q&A

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Objectives

Activate your Closed PODKnow how a Closed POD worksKnow how to set up your Closed POD Know staff roles in a Closed POD Know how to conduct Just-In-Time Training Understand how to use the screening formsUnderstand how to dispense antibiotics using a

screening form

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Closed POD Partner Site Closed POD Partner Site ReviewReview

• Closed PODs are only opened in the rare event that the whole population is at great risk of exposure to an infectious disease or other biological agent and medications need to be taken immediately to prevent severe illness.

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Alert & NotificationAlert & Notification

• Local Health Department Closed POD Partners– E-mail (sending situational updates)– Phone Tree (to contact staff)– Fax (for sending paperwork)

• Closed POD Partners Staff and Family– Phone Tree– Fax– Other

Considerations for Closed POD Considerations for Closed POD Set-Up:Set-Up:

Location and layout Staff Roles Security Health and Safety

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Non-Medical Models for Rapid Dispensing of Non-Medical Models for Rapid Dispensing of Emergency Medications:Emergency Medications:

Rely on fellow employees to self-screen

Emergency medication will be free for all

Those with serious medical conditions can take the suggested emergency medications home and consult with their primary care provider or they can go to a public POD.

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Overall Flow and ProcessOverall Flow and ProcessEnter

Check-In

Dispensing

Form Completion

Exit

Screening

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Lay-Out and Set-UpLay-Out and Set-Up

Delivery area Supplies

Staff and Clients Parking areas Workplace areas

Traffic Control Crowd control

Considerations for your facility:

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Materials ProvidedMaterials ProvidedThe Local Health Department will provide all

medications for Closed POD Partners.They may also provide items such as: Frequently Asked Questions:

Medications being dispensed Signs and symptoms about the agent or

disease Where to get additional medication

Screening forms Unit-measured medication

bottles or packets

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PersonnelPersonnel• Closed POD Closed POD

CoordinatorCoordinator• Information OfficerInformation Officer• Operations ChiefOperations Chief• Form Fill-Out Asst. Form Fill-Out Asst. • Check-InCheck-In• ScreeningScreening• DispensingDispensing

• Logistics ChiefLogistics Chief• Inventory TrackingInventory Tracking• Interior Security/Line Interior Security/Line

ControlControl• Exterior Exterior

Security/Traffic Security/Traffic ControlControl

• Personnel Personnel CoordinatorCoordinator

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Closed POD OrgClosed POD Org ChartChart

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Closed POD CoordinatorClosed POD Coordinator

Act as lead contact person with the Local Health Department.

Coordinates the overall Closed POD effort at your organization.

Oversee initial delivery of medications, inventories, preparations to dispense, and antibiotic dispensing.

At the end of the emergency dispensing, oversee report-back to the Local Health Department and return of leftover medications to

Reports back to local health department and oversees return of leftover antibiotics.

Makes sure your staff have what they need to do their jobs. 1313

Information OfficerInformation Officer

• Serves as the link between the Closed POD Coordinator and the rest of the organization regarding dispensing messages or updates regarding the emergency situation.

• Develop s and disseminates messages to employees and clients

• Work with external media requests on behalf of your organization

• Continue to stay in contact with local Public Information Officers

• Continue to update employees, family members and/or clients

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Operations ChiefOperations Chief

• Over see the screening and dispensing process and ensure that it is going smoothly

• Work with the Closed POD Coordinator• Work with Logistics Chief to establish priorities

for resource allocation.• Monitor dispensing of antibiotics on-site and• Roles in this section:

– Check-In– Form Fill Out Assistant– Screening Dispensing

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Check-InCheck-In Greets people as they enter the site May sign staff in before they enter the POD Explains the self-screening and medication dispensing process Hands out self-screening forms and information about the event Directs people where to go for the next station

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Form Fill-OutForm Fill-Out Assists fellow employees

and/or clients while they fill out self screening forms for themselves and members of their household

Answers questions about forms, paperwork and the event

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ScreeningScreeningAssists co-workers with completing their screening form and questions for themselves and each of their family members. May assist employees or clients to carefully answer questions that may identify health conditions that would interfere with taking one or more of the emergency medications, using pre-set guidance provided by CDC and the local health department. Also monitor client flow.

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DispensingDispensing Screen and, if appropriate, dispense 10-day

supply of Cipro or Doxy per screening process for those with no contraindications to the standard prophylaxis.

NOTE: Screening and Dispensing functions can be split, if appropriate

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10 days

Logistics ChiefLogistics Chief

• Oversees Inventory Control and ensures all staff have all of the supplies and paperwork they need.

• May be in charge of set up and take down of your Closed POD. May also oversee security, traffic or line control if these roles are activated.

• Oversee the safety and set up of the site and keep track of staff and supplies

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Inventory ControlInventory Control   Ensures that all medications are accounted for Inventories are conducted:

When the medications are delivered During POD operations At the end of emergency dispensing

Reports if supplies/meds are running low Keeps documentation of medications Prepares leftover medications for return to the

Local Health Department

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Interior Security/ Line ControlInterior Security/ Line Control Assists with crowd control

and protecting access to medication storage and/or other areas that are off-limits

Direct people to the facility entrance and answer non-medical questions.

Watch for safety, medical or other problems, and take action to reduce and mitigate these problems.

Assists Closed POD staff with disruptions, conflicts, or other problems that may arise.

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Exterior Security/Traffic ControlExterior Security/Traffic Control• Directs cars in the parking area and ensures

there is a secure area for the Health Department to drop off the medications.

• Monitor the flow of personnel traffic outside the facility. Also ensures that only staff and family members are entering the facility.

• Direct people to the facility entrance and answer non-medical questions.

• Watch for safety, medical or other problems, and take action to reduce and mitigate these problems.

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Personnel CoordinatorPersonnel Coordinator

• Check in and out staff. • Pass out job action sheets. • Make sure positions are filled for the Closed

POD. • Make sure positions are covered for staff on

breaks. • Ensure all issues with staffing resources are

taken care of.

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Handling Staff CrisesHandling Staff Crises Relieve staff showing signs of fatigue Check in often with staff and family

members Keep in regular contact with the Local

Health Department

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ClosingClosing

Return any unused materials to the Local Health Department

Collect all paperwork to turn into the Local Health Department

Participate in De-BriefREMEMBER to have staff

Sign-In and Sign-Out

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ExerciseExercise

• Set up and lay out of site

• Supplies

• Screening Form Information

• Run through

• Recap

• Q&A

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Set Up and Layout of SiteSet Up and Layout of Site

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Supplies Supplies

• Materials that you will need to have to run your Closed POD can include:– Screening forms– Drug information sheets– Pill crushing and dosing instructions– Pens, markers and highlighters– Labels– Signage – Tables and chairs

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Area Specific InformationArea Specific Information

• Job Action Sheets• Screening Forms

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Multi-Person Screening FormMulti-Person Screening Form

Patient InfoCipro Issues

Doxy Issues

Pediatric Section

Give doxy

Give cipro

Consultation column is for anyone with cipro & doxy issues

Crushing Instructions Column

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Question and Answer SessionQuestion and Answer Session

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