Healthcare Risk Management Module5 Disc 2
MO-MO
HospitalMEAPMayo.docxMedical Emergency Action Plan Template
MEAP Abstract:
1. Company Information
The Mayo Clinic campus in Florida spans approximately 400 acres, with the main hospital building featuring 8 floors and housing around 304 beds. The facility supports approximately 164,000 patient visits annually and is staffed by 10,000 team members (Punsky, 2024), including doctors, nurses, and specialized healthcare providers. Key departments such as emergency services, surgery, and intensive care offer comprehensive care across more than 50 medical specialties.
2. Risk Management Team Contact Information
1. Chief Risk Officer
Ashton Boon, JD, MHA, LLM
Office: 904-956-9251
Cell: 904-953-9251
2. Director - Facility Services
Neil Morgan, MPA, CHPA
Office: 904-956-1489
Cell: 904-953-1489
Email: [email protected]
3. Chair - Emergency Operations
Dr. Leslie Simon
Office: 904-956-7893
Cell: 904-953-7893
Email: [email protected]
The Chief Risk Officer, Director of Facility Services, and Chair of Emergency Operations are key to ensuring a well-coordinated emergency response. The Chief Risk Officer manages overall safety policies and minimizes risks to patients and staff. The Director of Facility Services takes charge of the hospital’s physical readiness, securing systems and equipment to handle the storm. The Chair of Emergency Operations oversees the response efforts, coordinating activities across departments and connecting with local emergency services as needed. Together, they ensure the emergency plan is carried out smoothly, covering all strategic, physical, and operational needs to protect everyone in the facility.
We will also need to include the following department heads
1. Head of Emergency Medicine
Dr. Mark Bragg
Phone: 904-956-8622
Email: [email protected]
2. Director of ICU
Dr. Cassandra Davison
Phone: 904-956-2024
Email: [email protected]
3. Facilities Management Supervisor
Mr. Kareem Hayes
Phone: 904-956-1995
Email: [email protected]
3. Alerts
Public Address System Announcement
Visual Alert System
Visual alerts with the message "Hurricane Watch: Shelter Preparation in Progress" will appear on digital screens across the facility, with flashing yellow borders for maximum visibility. When the hurricane is near Jacksonville, these alerts will shift to red and feature the message, "Hurricane Warning: Initiate Shelter-in-Place Procedures." We will place multiple visuals throughout highly trafficked locations like waiting rooms, a cafeteria, and nurse stations to ensure every occupant within the facility, including those with hearing disabilities, is well aware of the circumstances.
Text Messages and Email Alerts
The institution will activate an alert through the Emergency Notification System (ENS), reaching all staff, vendors, and patients via text and email. It should include a message saying, "Mayo Clinic Florida is under a hurricane watch. "Essential staff should prepare for an extended stay, while non-essential personnel should make the necessary personal arrangements." Wait for further instructions." Dr. Emily Suarez, the Emergency Management Coordinator in charge of disaster preparedness, will initiate the alert.
4. Policy
The policy of Mayo Clinic Florida in the event of Hurricane Calamity is:
1. Shelter-in-Place Procedures
If the conditions deteriorate, Mayo Clinic Florida will transition into a shelter-in-place protocol. Critical personnel will be required to remain on-site and continue operations. Those include crucial care staff, emergency medicine teams, and administrators. Dr. John Harris, the Director of Emergency Medicine, will spearhead the sheltering procedures to guarantee the readiness of critical areas for uninterrupted operations, inspect medical supplies, and assess backup power.
2. Evacuation and Safety of a Patient
Should an evacuation be required, Mayo Clinic Florida would prioritize its patients regarding medical needs as determined by local emergency management officials. In collaboration with the nearby Memorial Hospital, which has prearranged safe zones, we would evacuate the most critical patients first. Stable patients would go to safe zones within the facility. The nurse manager, Lisa Garza, will lead the floor coordinators in accounting for and directing the movement of patients according to the evacuation hierarchy to ensure order and care throughout the process.
3. Communication Protocol
Communication during the hurricane will be critical. The entire staff will rely on radios to communicate with leaders and emergency responders throughout the facility. The facility's Chief Communications Officer, Sarah Li, will coordinate communication with families and the public outside the facility. Every two hours, Mayo Clinic Florida's hotline and website will provide situation updates on the status and measures taken for the patients and families.
4. Return to Normal Operations
After the threat has passed and the building is declared safe, Mayo Clinic Florida will orchestrate a coordinated, phased return to normal operations. The facility's engineering lead, Carlos Reyes, will inspect the facilities for structural damage, electrical system functionality, and water safety. The facility will only permit non-essential personnel and patients to enter for safety assurance.
5. Community Impact and Support
If the hurricane impacts the Mayo Clinic Florida community, then the facility will be an active emergency care facility. Dr. Emily Suarez, the Emergency Management Coordinator, will collaborate with Jacksonville's local authorities to offer medical assistance to the storm-affected community members. As part of its commitment to community health, the facility will also provide necessary supplies such as clean water, primary medical care, and other basic needs.
5. Coordination
The first step is to have the local police department (JSO), or fire department (JFRD) conduct a walk through so that they are familiar with any potential hazards. They also need to familiarize themselves with the layout of the hospital. If they deem the hospital unsafe and express the need to evacuate staff will at that time reach out to the American Red Cross or neighboring hospitals such as, Wolfson’s, Ascension, Baptist, UF Health, ACA Memorial, and Orange Park Medical to see if they have any available beds or make shift areas to receive patients in the event of an emergency. Once that is established you would coordinate transfers through the Emergency Communications Service department at Mayo Clinic for transportation services provided by companies such as Century Ambulance Service, MedTrust, Liberty, JFRD and Mayo clinic Ambulance Service/ Ambulance airplane or helicopter.
6. Shelter in Place (SIP) Plan:
The following team members will shelter in place:
· Please bring these items along with you when you come to work:
· Three sets of change of clothes
· Flashlight and batteries for personal use
· Toiletries: soap, shampoo, deodorant
· Personal medication
· Sleeping bag, pillow, and blanket
· Portable radio
· Food (any snack item, canned food and can opener)
· Air- mattress will be supplied for all employees- twin size only
· Two gallons of water
7. Operations (Max 5 paragraphs)
If we deem Hurricane Calamity as a threat, we will activate the hospital’s Emergency Operations Center (EOC) to manage resources, personnel, and communications. This will require activating our Planned Emergency Response Team (PERT) which includes 30 providers, more than 50 registered nurses and numerous other clinical support staff. We will ensure communication with local emergency services (JSO & JFRD), utility providers (JEA), and government agencies for ongoing updates and support.
To ensure effective communication and continuity of care if the main facility becomes inaccessible, designated employees who are located outside of the hurricane’s cone of impact will be responsible for coordinating remote operations and communicating critical updates to all staff and stakeholders. These employees will work from home, maintain access to secure systems, and spread essential information throughout the organization.
Remote Operations Team
1. Director of Communications
Jennifer Chapman, MBA
Office: 904-956-9521
Cell: 904-953-9251
2. Information Technology Manager
Lynn Summerlin
Office: 904-956-9521
Cell: 904-953-9251
Email: [email protected]
3. Senior Human Resource Professional
Rosemary McMullan (Division Chair)
Office: 904-956-9521
Cell: 904-953-9251
Email: [email protected]
Director of Communications role: Responsible for communicating emergency updates and operational status to all departments, patients, and local media if necessary. Jennifer is located over 25 miles away from Mayo Clinic with stable access to land-based internet and phone services.
IT Systems Manager role: Manages secure system access for Mayo Clinic Jacksonville’s staff, ensuring cybersecurity and data integrity. Lynn is situated 30 miles outside Mayo with reliable satellite internet and backup power.
Senior HR Specialist role: Coordinates staffing needs and handles urgent personal communications, including updates for staff working from remote locations.
In the event of a community disaster, Mayo Clinic Jacksonville would coordinate several departments and additional personnel to manage the increased demand for medical support and community assistance.
Key Personnel Called to Action:
Emergency Medicine Staff: Emergency department physicians, critical care nurses, and triage teams will be on standby (PERT TEAM).
Nursing Staff Augmentation: Additional nurses, specifically in emergency, ICU, and general care areas, will be critical for handling both incoming patients and overflow from other facilities.
Logistics and Facilities Management: Staff from these departments will manage physical space requirements, secure backup power systems, and oversee the logistical needs for supplies, including medical equipment and food.
Additional Personnel Requirements:
Mayo Clinic may require:
20-30 additional nursing staff: Emergency nurses, ICU specialists, and float nurses for flexible support across departments.
5-10 counselors and behavioral professionals: To address the mental health needs of those affected by the disaster.
5-10 administrative support staff: Responsible for managing patient records, coordinating with external agencies, and updating hospital capacity information.
10 facilities and logistics team members: Essential for securing hospital infrastructure, managing sanitation, and supplies.
To ensure resource allocation aligns with emergency needs, Mayo Clinic will cancel or reschedule elective surgeries, postpone non-essential radiology appointments, and reschedule outpatient appointments.
8. Duties (Max 5 paragraphs)
In the event of a Category 4 hurricane emergency, certain departments and employees will have critical roles in ensuring both patient and community safety. Specific staff members will handle medical and rescue operations, as well as provide ongoing support in areas impacted by the storm.
Medical & Rescue Operations: The following employees are designated for essential medical or rescue duties to their roles, skills, and ability to perform under emergency situations:
1. Dr. Michael Albus, M.D, Emergency Medicine Physician
Contact: 904-981-3826
Email: [email protected]
Role: Dr. Albus will be responsible for triage and emergency treatment for both inpatients and incoming individuals needing urgent care. As a lead physician, his specialized training in trauma and critical care makes him essential in managing high volumes of emergency cases during and after the storm.
Duty: Lead the on-site emergency medical team and coordinate with local EMS for transferring critical cases.
2. Dr. Sanjay Chaudhary, M.B.B.S, Critical Care Specialist
Contact: 904-796-5302
Email: [email protected]
Role: As a critical care specialist, Dr. Sanjay will provide essential support in the ICU, stabilizing critical patients and managing ventilators if power or backup systems are compromised. His experience in high-stress environments is vital for patient safety during emergency situations.
Duty: Assist in ICU patient care, and support Dr. Albus with triage as needed.
3. Jessica Lee, R.N, Paramedic and Rescue Operations Lead
Contact: 904-683-8590
Email: [email protected]
Role: Jessica has extensive experience in disaster response and is trained to navigate hazardous conditions. She will lead search and rescue missions if any patients or staff need assistance within the facility or the surrounding areas.
Duty: Oversee rescue operations, including safe transport and evacuation of patients unable to be discharged, and coordinate with local rescue teams.
9. Assembly
The assembly part of a medical emergency action plan should involve planning the evacuation routes, determining the meeting place, accounting for all employees and patients, having the emergency contact information and reporting procedures documentation, and giving first aid help when needed. All staff will have the evacuation routes from the facility. The routes will be clearly marked on maps that are already posted. Also, the employees should be familiar with both primary and secondary evacuation routes. (Labor, 2024) Next the meeting place, assembly points, will already be designated and posted before the emergency. It will be a short distance from the facility, and it will be safe and easily accessible.
Every employee will be accounted for by the appointed emergency administrators. Likewise, all patients will be accounted for, and a check-in list will be used to verify who is present. Each employee and patient emergency contact information will be in the administrator’s documentation. Information for the paramedics, fire department and police are included in the documentation as well. In this plan a reporting procedure will be part of the assembly emergency plan. It is a guideline to report each of the medical emergency steps taken.
10. Additional Emergency Plan and Procedures
Some additional emergency plans are to include ‘Shelter-in-Place Plans’. It will include guidelines for situations where it will be safer to stay inside the building rather than using an evacuation route. Sometimes severe weather like category 4 and 5 hurricanes with strong winds make it necessary to stay in a well-fortified building. In this plan, the safe rooms will be identified and needed supplies will be already stored. This plan involves communicating with emergency services for location information. (Security, 2019)
Regular training and drills will be performed to make sure all employees are familiar with the emergency procedures and can respond successfully in the case of a real emergency. Also, procedures will be established for preparing immediate medical assistance. The location of first aid kits, the steps to be taken for the first aid responder and contact with external medical services will be included.
Plans for ‘Special Needs Considerations’ will need to be established to assist employees with disabilities or special needs during an emergency. It will make sure that everyone can evacuate safely and receive the appropriate support needed to be safe. Steps for recovery is another emergency plan needed to help restore normal operations after the hurricane. This included damage assessment, cleanup procedures, and support for affected employees. (Labor, 2024)
Resources:
Hong, L., & Frias-Martinez, V. (2020). Modeling and predicting evacuation flows during hurricane Irma. EPJ Data Science, 9(1), 29. https://doi.org/10.1140/epjds/s13688-020-00247-6
Labor, U. D. (2024). Emergency Action Plan » Develop & Implement an Emergency Action Plan (EAP). Retrieved from www.osha.gov: https://www.osha.gov/etools/evacuation-plans-procedures/eap/develop-implement?form=MG0AV3
Punsky, K. (2024, July 16). Mayo Clinic ranked no. 1 hospital in Florida by U.S. News & World Report, makes leap in national rankings - Mayo Clinic News Network. Mayo Clinic. https://newsnetwork.mayoclinic.org/discussion/mayo-clinic-ranked-no-1-hospital-in-florida-by-u-s-news-world-report-makes-leap-in-national-rankings/#:~:text=Mayo%20Clinic%20in%20Florida%20provides,billion%20annually%20on%20Florida%27s%20economy.
Sadiq, A. A., Okhai, R., Tyler, J., & Entress, R. (2023). Public alert and warning system literature review in the USA: identifying research gaps and lessons for practice. Natural hazards, 117(2), 1711-1744 . https://doi.org/10.1007/s11069-023-05926-x
Security, H. (2019, July). Planning Considerations: . Retrieved from www.fema.go: https://www.fema.gov/sites/default/files/2020-07/planning-considerations-evacuation-and-shelter-in-place.pdf?form=MG0AV3
Yore, R., & Walker, J. F. (2021). Early warning systems and evacuation: rare and extreme versus frequent and small‐scale tropical cyclones in the Philippines and Dominica. Disasters, 45(3), 691-716. https://doi.org/10.1111/disa.12434
2
