pod management: opening, running & closing the pod
TRANSCRIPT
POD Management: Opening, Running & Closing the
POD
Leah Matteson MS, RN, CNS
New York State Department of Health Bioterrorism Epidemiology Program
518-486-2151
Opening the POD Purpose
n To discuss responsibilities and tasks associated with opening the POD
n To review actions required to open a POD and identify ways to increase efficiency in the process
n To review the POD management structure and delineate responsibilities for major required tasks
Opening the POD
Major Tasks and Activities
n Notification and Assembly n Facility Access and Setup
n Signs Posted or Hung n Setup Tables, Chairs and Line Ropes
n Staff Briefing, Training and Preparation n Just-In-Time Training (JITT)
n Storing and issuing of medicine n Unlocking the door
Opening the POD
How long do I have from notification to opening?
Opening the POD
Notification
n Notification of POD Managers n How?
n Notification the POD Management Staff/Volunteers n When? n How?
n Notification of POD Staff/Volunteers n When? n How?
Opening the POD
Assembly
n Where will the POD Staff/Volunteers report? n Where are ID Badges made and issued? n How are POD staff/volunteers members transported
to the POD Site? n How long will it take to assemble?
Opening the POD
Facility Access
n Have you considered how will you gain access to the facility?
n When you gain access, conduct a walk-through. This pre-occupation inspection is conducted:
n To know what rooms you may or may not use.
n For property liability purposes.
Opening the POD
POD Site Setup
n What are the major stations in the POD? n Do I have a Medical Aid Station and Medical
Transportation? n Do I have a screening process? n Do I conduct triage? n What forms will I require folks to fill out? n What data will I need to collect?
Opening the POD
GREETING & ENTRY SCREENING
FORMS DISTRIBUTION
BRIEFING
TRIAGE
MENTAL HEALTH SCREEN
MEDICAL EVAL
HEALTHCARE CENTER
ASSISTED DRUG
DISPENSING
DRUG TRIAGE
FORMS COLLECTION
HOME
EXPRESS DRUG
DISPENSING
Basic POD
Diagram
Diagram is from the Weill/Cornell Bioterrorism and Epidemic Outbreak Response Model (BERM) Opening the POD
POD Site Setup
1 2 3 4 5 6 7 8 9 10 11 12
Express Family Medical
Concerns Handicap
How do I sort people based on medical conditions or special needs?
Opening the POD
Training/Briefing/Preparing the Staff/Volunteers
n Has staff/volunteers had pre-event training? n Who n What n When
n What Just-In-Time Training (JITT) must be accomplished? n Medical Personnel n Spontaneous and unaffiliated volunteers
Opening the POD
Training/Briefing/Preparing the Staff/Volunteers - 2
n Who will conduct the training? n Are training modules already prepared? n Part of training is a walk-through of facility and
a brief on the entire process. n How much time do I need to train? n What happens if I have insufficient staff/
volunteers?
Opening the POD
Staffing Notification/Changes
n What is the Call-Down System? n Who is responsible for what? n Credentialing n Staff qualifications-maintain a list n Keeping track of staff turnover n Staff/Volunteers-security provisions for them at
the POD
Opening the POD
Signage and Supplies
n What signs do I need?
n Are there any signs already made?
n Do I have means to post or hang the signs?
n Where can I get signs quickly made?
BIG
HANG’EM HIGH
Non-Language Dependent
Opening the POD
Signage and Supplies
n What office supplies do I need to operate the first twelve hours?
n What other supplies do I need?
n Paper and Forms Issues
Opening the POD
Opening the POD
Receiving Medication
n What will I receive?
n Who is required to sign for the medication?
n How will the medication be stored?
n When will it arrive?
Opening the POD
Opening for Operations
n Who do I notify when I am ready to open? n Do I delay opening until other PODs are ready to
open?
Open Opening the POD
Running the POD Purpose
n To discuss responsibilities and tasks associated with running or operating a POD
n To review actions required to run a POD and identify ways to increase efficiency in the process
n To review the POD management structure and delineate responsibilities for major required tasks
Major Tasks and Activities
n Greet / Registration n Issue Patient Data Form
n Screen n Educate
n Issue Patient Information Sheet
n Dispense n Counsel n Exit
The “Weights” of Dispensing
Patient Education
Legal Requirements
Parking
Epidemiology Security
Patient Tracking
Clinical Accuracy
Mental Health
Staffing
Screening/ Triage
IND
Medical Records
Transportation
Quality Control
Inventory Storage
Hours of Operations
Registration
Labeling
Length of Regimen
POD Finished Product
n Triaged n Medicated n Educated
Getting To The POD
n How are people arriving? n Are people driving or being bused to the POD?
n Who directs people? n Traffic flow n Parking lot to correct entrance
n Where is screening being done?
What Is The Flow?
Queue Management
n How do I design my lines? n Where are the bottlenecks? n What are some line busting techniques?
Line Design
1 2
3 4
5 6
Line Design
1
2
3
4
5
Line Design
1
2
3
4
5
Staff and Stations
n Staff/Volunteer identification n Colored vests or hats n Name badges
n Station delineation n Are stations color coded? n Are stations numbered?
n Do I have a logical layout that facilitates a smooth flow and easy identification?
Patient Education
n Method and Media n Do I provide a briefing? n Do I provide patient information sheets? n Do I have volunteers read messages to patients while they are
standing in line? n Do I show a video? Or a combination of things listed above?
n Message n Do I post short messages for patients to read while standing
in line? n What if the message changes?
Key Staffing/Volunteers
n I need the right people with the right credentials in order to dispense.
n Do I have enough personnel who can dispense on each shift?
n Am I using a dispensing algorithm? n Do I have enough dispensing stations?
Security
n Major security concerns: n Crowd control n Disorderly people n Medications n Secondary attack against the POD
n Security coverage n How much security is needed? n Where are they best utilized?
Supplies (Non Medical)
n Who monitors? n Where do I get supplies when I run short? n Who purchases? n Who delivers?
Reorder Supplies (Medical)
n What is my threshold for reordering? n What is the request process? n How long between request and receipt? n Who is responsible for transport? n What do I do if I run out? n How do I prepare and issue suspension?
n Is it prepared onsite or offsite?
Shift Change
n Do I stagger shift changes? n Do I conduct a shift change brief? n Do I have an overlap of shifts? n How does the staff enter?
n Do they have a different ingress and egress?
Staff/Volunteers Provision
n Life support n Food and Drink n First Aid n Lodging
n Caring for the staff/volunteers n Breaks n Debriefing
Facility Maintenance
n Who do I call for facility maintenance problems? n Who monitors the facility?
n Doors n Lights n Cleanliness and Garbage cans n Restrooms
n Soap, Water, Paper Towels, Tissue, Toilet Paper
Communications
n What are my means of communication? n Radio n Signs n Loud Voices (Shout and Yell)
n Do I have a public address system? n Medical Emergency n Evacuation
n How do I communicate? n With upper management? n With Command staff?
Dealing with the Press and VIPs
n Who handles the media? n Do I have a Communications Officer? n What are my instructions?
n How do I handle VIPs? n Early warning a VIP is coming? n What is the protocol?
Assessing POD Performance
n Who is monitoring throughput and quantity of medicine issued?
n Who is monitoring quality of service and customer satisfaction?
n Who is capturing data on complaints?
Reporting Requirements
n What are my reporting requirements? n What is the frequency of my reports? n What is the means of transmitting reports?
n Who is responsible for preparing reports? n Who is responsible for data collection? n Who is responsible for verifying reports?
Closing the POD Purpose
n To discuss the major tasks and activities involved in closing a POD: n Notification n Staff/Volunteers n Inventory and Supplies n Facility
n To brainstorm and create a list of additional tasks necessary to close the POD
Notification
n How do you know when it’s time to close?
n Who do you tell? n Inside the POD n Outside the POD
Staff/Volunteers
n When do I release the staff/volunteers? n How do I release the staff/volunteers?
n Released together? n In shifts? n Do they need to be transported? n What about the staff external to the actual
facility? n Bus Drivers n Law Enforcement n Emergency Management
Staff/Volunteers
n Do I have contact information for my staff/volunteers? n Do I perform an After Action Review / final briefing?
n When? n Who is involved? n What is communicated?
Inventory and Supplies
n Is there leftover product? n What happens to the leftover medication and
supplies? n Assessment n Transport and Storage
Inventory and Supplies
n What about life-support materials and office supplies? n Who returns any borrowed equipment? When? Will it be
needed during closing? n Do I have a contact list?
n Are there any reporting requirements? n Statistics n Data collection, transport and storage
Facility
n Facility Break Down n When do you start breaking down? n Who is involved? n How?
n Clean up and Survey n Internal and External n Facility and Equipment n Facility Walkthrough
n Turnover of facility n When can we actually close?
Closed
n What about people who show up after we’re closed? n Signage n Returns to pickup?
Open Closed
Q U E S T I O N S ?
Breakout