Healthcare Risk Management Module5 Disc 2
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UrgentCareMEAPUFHealth.docxMedical Emergency Action Plan Template
Medical Emergency Action Plan
Abstract
This Medical Emergency Action Plan (MEAP) outlines the response protocol for UF Health Emergency & Urgent Care Center – New Kings in the event of a large-scale disaster, such as a bomb explosion at a local distribution center. The plan details essential company information, including location, services provided, and key risk management personnel. It establishes the protocols for declaring a Code Black, securing the facility, and evacuating patients. Additionally, the MEAP emphasizes the importance of coordination with local emergency services to efficiently triage and transport patients. The plan includes a Shelter-in-Place (SIP) strategy for essential staff, remote operations protocols to maintain communication and regulatory compliance, and specific duties for medical and support staff during the crisis. An evacuation assembly point is designated, and additional procedures for handling mass-casualty scenarios are described, including the setup of a triage tent and maintaining an emergency stockpile of medical supplies. These comprehensive measures ensure effective response, continuity of care, and resource efficiency during emergencies.
1. Company Information
UF Health Emergency & Urgent Care Center – New Kings is located at 11277 New Kings Rd, Jacksonville, FL. This healthcare facility provides a range of services including urgent care and emergency medical care (UF Health Jax, 2024). The center is designed to handle medical emergencies and urgent health issues efficiently, ensuring prompt attention and care for patients. With a dedicated team of healthcare professionals, the facility is equipped to handle various medical situations with expertise and compassion.
Map (Google Maps, 2024):
The facility opened in 2024, comprises a modern building with a single floor designed to optimize patient flow and care delivery. On average, the center handles around 200 patients per day, providing services that range from minor injuries to more critical health emergencies. The center operates with a robust staff, including physicians, nurses, medical assistants, and administrative personnel. During peak hours, the facility requires at least 3 physicians, 10 nurses, and various support staff to ensure seamless operations and quality care.
In addition to its skilled medical team, the center boasts state-of-the-art medical equipment and technology to provide accurate diagnoses and effective treatments. The facility is strategically located near major transportation routes, making it accessible for patients and emergency responders alike. The attached map shows the center's location and its proximity to the Amazon Distribution Center, highlighting the importance of accessibility in emergency situations.
2. Risk Management Team Contact Information
The following team members should be contacted:
John Doe, Risk Manager
· Phone: Office - (904) 555-1234, Cell - (904) 555-5678
· Email: [email protected]
· John is responsible for overseeing all risk management activities and implementing safety protocols. His role is crucial in coordinating emergency responses and ensuring that the facility adheres to all regulatory standards.
Jane Smith, Safety Officer
· Phone: Office - (904) 555-2345, Cell - (904) 555-6789
· Email: [email protected]
· Jane's role involves monitoring and improving safety procedures within the facility. She ensures that all staff are trained in emergency response protocols and that the facility is prepared for any potential hazards.
Alice Johnson, Emergency Preparedness Coordinator
· Phone: Office - (904) 555-3456, Cell - (904) 555-7890
· Email: [email protected]
· Alice is in charge of developing and maintaining the medical emergency action plan. She works closely with other departments to ensure a coordinated and effective response to any emergencies that arise.
These key personnel, along with departmental staff, are integral to maintaining a safe and responsive healthcare environment at UF Health Emergency & Urgent Care Center – New Kings. Their expertise and leadership are essential for effective risk management and emergency preparedness.
3. Alerts (Describe three alerts/one paragraph for each type of alert)
Code Black is the emergency code for a bomb threat in a hospital. Hospital employees will act quickly to protect all patients when a Code Black is declared. This entails calling security or law enforcement, securing the facility, and evacuating patients.
Security or law enforcement: To determine whether a threat exists and to neutralize it, law enforcement is contacted. A suspicious package or item has been found, or a threat has been received. After receiving notification via telecommunications, the Manager of Security, Telecommunications, and Emergency Preparedness, or a designated representative, will evaluate the situation's veracity and whether an emergency response needs to be escalated. Since the threat has been verified, more research is necessary. Every employee will conduct a search of the designated areas under the supervision of the incident manager. There will be an activation of the Emergency Operations Center (EOC) (Ascension, 2021).
Securing the facility: Administration staff will receive status updates from hospital staff once they have completed evacuating their assigned areas. Through the command hub, administration personnel will keep an eye on responses and modify their strategies as necessary. Limit access to specific locations, like parking lots, wards, and the emergency room. CCTV systems, automated barriers, or security guards can be used for this (Ascension, 2021). Additionally, hospitals use badge access control systems to let employees into the spaces where they work. Because people are less likely to commit an act when they are aware that they are being watched, surveillance cameras can aid in the detection of crime and violence.
Evacuating patients: If the building has more than one floor, evacuate the people on the floor that is compromised first, then the people above it, and finally the people below to the main floor to make sure there is no evacuation. The issue becomes assessing your time and resource level if the threat is not centralized and affects the entire facility. Patients (ambulatory and non-ambulatory) who are closest to danger should be moved first. Point ambulatory patients in the direction of safety. Patients who are reliant on wheelchairs or walkers should be escorted to a secure location. Use Paraslyde, Ferno Evacuation chairs, mattresses, or blankets to move patients on stretchers or who are totally immobile.
4. Policy
The department and the patient's condition determine how many visitors are permitted at a time. For instance, the number of visitors may be limited to four at a time at UF Health – New Kings (Ascension, 2021).
5. Coordination
In the event of a large-scale emergency, such as a bomb explosion at a local distribution center, multiple healthcare organizations and emergency response facilities must coordinate their efforts to provide timely care to the victims. In this scenario, UF Health Emergency & Urgent Care Center – New Kings would play a critical role in receiving and stabilizing patients before transferring them to higher-level care facilities. However, due to the devastation caused by the bomb and the closure of major interstates (I-95 and 295 West), the coordination between healthcare facilities and emergency services is crucial for effective response.
The Jacksonville Fire and Rescue Department (JFRD), along with local law enforcement and emergency medical services (EMS), would be the first responders to the scene. Their coordination with hospitals and urgent care centers like UF Health is essential in ensuring that patients are triaged and transported efficiently. The Mayo Clinic, Baptist Jax, Ascension St. Vincents, and UF Health Jacksonville, both major hospitals in the region, would need to be prepared to receive the most critical patients. In this situation, neighboring counties such as Clay and Nassau may also be involved, with facilities like Baptist Medical Center South assisting in patient overflow (City of Jacksonville Emergency Preparedness, n.d.).
Coordination between these healthcare organizations is supported by the Duval County Emergency Preparedness Department, which outlines protocols for multi-agency responses during mass casualty incidents. Hospitals would have to work closely with fire, police, and EMS to develop real-time communication networks, ensuring that each victim is routed to the appropriate facility based on injury severity. For example, while UF Health Emergency & Urgent Care Center – New Kings could handle minor injuries, those with life-threatening trauma would need to be transferred to trauma centers at UF Health Jacksonville. Additionally, the coordination between emergency response teams and hospitals involves creating clear evacuation and transportation routes, especially given the highway closures (Duval County Emergency Preparedness, n.d.).
6. Shelter in Place (SIP) Plan
Given the magnitude of the disaster, certain healthcare workers would need to remain at UF Health Emergency & Urgent Care Center – New Kings for an extended period to effectively manage the crisis. A Shelter-In-Place (SIP) plan identifies key staff members required to stay at the facility 24/7. In this scenario, three employees would be designated to shelter in place: an emergency physician, a nurse manager, and a facilities maintenance worker. Dr. Sarah Johnson, an emergency physician, would be crucial in managing the influx of patients by providing immediate medical care, assessing injuries, triaging patients, and ensuring that the most critical cases are stabilized for transfer to trauma centers. Nurse Manager Jason Lee would oversee the nursing staff, coordinate patient care, and handle the logistics of patient transfers and resource allocation. Lastly, facilities maintenance worker John Davis would ensure the urgent care center's physical infrastructure remains operational, managing utilities and maintaining the functionality of medical equipment (Sanford & Showalter, 2022).
These employees' on-site presence is vital due to extensive damage and potential road closures caused by the disaster. They will maintain patient care during the initial hours of the emergency, ensuring the facility can handle immediate demands until backup staff can arrive or the patient load decreases. The SIP plan is essential for keeping UF Health Emergency & Urgent Care Center – New Kings functional and responsive while awaiting further assistance from regional healthcare organizations and emergency response teams (U.S. Department of Health and Human Services, 2019). By having these key personnel available, the facility can effectively navigate the challenges posed by the crisis and provide necessary care to victims.
7. Operations
In the aftermath of the bomb explosion at the local distribution center, UF Health Emergency & Urgent Care Center – New Kings will implement a structured and efficient emergency operations plan. Due to road closures and potential infrastructure hazards, some employees will need to work remotely to support the facility’s response while staying out of the immediate danger zone. Remote operations are essential for maintaining communication, tracking patient flow, and ensuring ongoing coordination with emergency services. Three designated employees who live outside the immediate 10-to-20-mile emergency radius will play a critical role in managing these remote operations. These individuals are John Doe (Risk Manager), Jane Smith (Safety Officer), and Alice Johnson (Emergency Preparedness Coordinator). They are ensured to have reliable internet and phone access and can assist with secure, real-time communication with both internal staff and external emergency response teams.
“According to the CMS Emergency Preparedness Rule, healthcare facilities are required to establish 'primary and alternate means for communicating with staff, federal, state, tribal, regional, and local emergency management agencies (Emergency Preparedness Rule | CMS, n.d.).” Following this guideline, the designated remote employees will ensure that critical updates are relayed promptly and securely to staff on-site and emergency responders. John Doe will focus on risk management protocols, updating safety guidelines as the situation develops, and ensuring that the urgent care center complies with regulatory requirements in the emergency response. Jane Smith will handle safety oversight, working with local law enforcement and first responders to monitor the stability of the facility and coordinate with the in-house team for any further safety precautions. Meanwhile, Alice Johnson will manage overall emergency preparedness, adjusting the Medical Emergency Action Plan (MEAP) as needed and ensuring all involved departments are fully briefed on their roles and responsibilities.
Additionally, the operations team will modify staffing to meet the increased patient load, temporarily suspending non-critical services like routine imaging and preventative appointments to prioritize emergency care. As stated in the WHO’s Hospital Emergency Response Checklist, healthcare facilities should “prioritize/cancel nonessential services (e.g., elective surgery) when necessary (Sorensen et al., 2011).” Staff from radiology, trauma, and general nursing departments will be reassigned to handle immediate triage and stabilization efforts. This temporary reallocation will maximize the facility’s ability to provide initial care to patients before transferring them to higher-level trauma facilities such as UF Health Jacksonville or Mayo Clinic. An increased need for administrative personnel will also arise to coordinate patient transport logistics, manage patient documentation, and update families about the status of their loved ones. By establishing a strong remote operations framework and deploying the Shelter-in-Place (SIP) team, UF Health Emergency & Urgent Care Center – New Kings can maintain continuity of care and adapt quickly to the challenges posed by this large-scale emergency.
8. Duties
In an emergency of this size, specific employees and departments at UF Health Emergency & Urgent Care Center – New Kings are essential for executing critical medical and support functions. The in-house emergency team includes Dr. Sarah Johnson (Emergency Physician), Nurse Manager Jason Lee, and facilities maintenance worker John Davis. Dr. Johnson will take charge of medical triage, assessing patient injuries upon arrival, and prioritizing cases based on severity to ensure that patients receive timely care. "Patient care is supervised by a medical staff director and there will be separate leaders for different units such as intensive care units (ICUs), general medical floors, as well as clinics" (Kaye et al., 2020). Dr. Johnson’s role aligns with these guidelines as she provides essential stabilization and determines which patients require immediate transfer to nearby trauma centers.
Nurse Manager Jason Lee will manage the nursing staff, directing them to areas where they are most needed, ensuring that patients are properly monitored, and maintaining seamless patient movement when transfer becomes necessary. According to Flaubert et al. (2021), “Nurses provide first aid, advanced clinical care, and lifesaving medications; assess and triage victims; allocate scarce resources; and monitor ongoing physical and mental health needs.” Nurse Lee’s responsibilities reflect these critical duties as he coordinates his team’s efforts, prioritizing care for the most severely affected patients and ensuring an organized response.
Facilities maintenance worker John Davis will handle essential infrastructure, such as ensuring that power supplies, ventilation systems, and medical equipment are functioning optimally, as any failure in these areas could be life-threatening. In addition to the in-house emergency team, radiology staff will support the emergency response by quickly conducting imaging for critical injuries and by providing doctors with essential data to inform surgical or stabilization procedures. The administrative team will oversee patient documentation, manage family updates, and coordinate with regional hospitals for patient transfers, ensuring a streamlined process for all involved parties. Information Technology (IT) staff will maintain digital communication systems, which will be crucial for maintaining real-time coordination with outside healthcare facilities, first responders, and emergency services. Each department’s duties are essential for a coordinated response to this emergency, as their collective efforts will ensure that UF Health Emergency & Urgent Care Center – New Kings can deliver prompt and effective care while also adapting to the ongoing influx of patients from this mass casualty event.
9. Assembly
In the event of an evacuation whether that is due to a fire, bomb threat, or natural disaster it is necessary for a designated assembly point to assure safety for employees and patients. The assembly point must be in a designated open area that is a safe distance away from the building and clear of traffic (Ferrero,2021). For this particular facility, our primary assembly spot is in an open field near the urgent care center within a short walking distance of approximately 250-300 feet, or about three minutes. The evacuation route is straightforward: individuals should exit through the main entrance, turn right, and proceed north along the parking lot to the designated assembly point across the way in the large open field away from any danger, per the map provided above for visual confirmation.
To ensure all staff are familiar with the assembly location and evacuation procedures, the facility will implement multiple methods of communication and training. First, every employee will receive an emergency action plan (EAP) guidebook that details evacuation routes and assembly points. This guidebook, available in both printed and digital formats, will be updated and reissued on a quarterly basis. Additionally, evacuation drills will occur four times a year, including at least one drill at night to prepare for potential late-hour emergencies. Visible signage throughout the facility, particularly in high-traffic areas such as staff lounges, restrooms, and the reception area will also display evacuation routes and assembly locations. Finally, real-time digital alerts will be sent to work devices in case of an actual emergency, guiding staff and patients to the correct location (OSHA, 2024).
10. Additional Emergency Plan and Procedures
Based on this particular scenario it is crucial to have additional emergency procedures available especially with the possibility of this being a mass-casualty. An additional protocol for this scenario should include trauma triage and treatment overflow protocol. This will include setting up a triage tent in the parking lot adjacent to the facility’s emergency entrance. The triage tent will serve as an overflow area to assess, stabilize, and sort patients when the facility’s capacity is exceeded. This temporary structure will be managed by an emergency response team comprising both medical and administrative personnel who will prioritize patient care based on the severity of injuries.
Also, the facility will maintain an emergency stockpile of essential medical supplies, including trauma kits, IV supplies, burn treatments, and emergency medications. These items will be stored in a clearly marked, accessible location to allow for rapid retrieval in a high-demand scenario. To ensure readiness, the stockpile inventory will be checked monthly to verify that all items are within expiration dates and properly maintained. A dedicated team within the facility, trained specifically for trauma care, will oversee patient treatment within the triage tent during overflow situations. This team will rotate weekly to maintain high levels of preparedness across staff.
By incorporating this protocol into the emergency action plan, it can be vital in the event that there is a mass-casualty incident. The trauma triage and overflow procedures will allow the UF Health team to handle an influx of severely injured patients effectively, maximizing patient outcomes and ensuring resources are allocated efficiently. With these protocols in place, the facility will be well-prepared to respond to emergencies swiftly, safeguarding both patients and staff members.
References
City of Jacksonville Emergency Preparedness. (n.d.). Emergency preparedness & management. City of Jacksonville. https://www.coj.net/departments/fire-and-rescue/emergency-preparedness
Duval County Emergency Preparedness. (n.d.). Comprehensive emergency management plan (CEMP). Duval County. https://www.duvalcountycemp.gov
Emergency Preparedness Rule | CMS. (n.d.). https://www.cms.gov/medicare/health-safety-standards/quality-safety-oversight-emergency-preparedness/emergency-preparedness-rule
Ferrero, M. Emergency Action Plan (EAP), Oct. 2021, safety.vetmed.ucdavis.edu/sites/g/files/dgvnsk5206/files/inline-files/VMTH_EAP_2021_FInal.pdf
Flaubert, J. L., Menestrel, S. L., Williams, D. R., & Wakefield, M. K. (2021, May 11). Nurses in disaster preparedness and public Health emergency response. The Future of Nursing 2020-2030 - NCBI Bookshelf. https://www.ncbi.nlm.nih.gov/books/NBK573904/
Google Maps. (2024, November 3). UF Health Emergency & Urgent Care Center - New Kings. Retrieved from Google Maps: https://www.google.com/maps/place/UF+Health+Emergency+%26+Urgent+Care+Center+-+New+Kings/@30.441901,-81.7673225,17z/data=!3m1!4b1!4m6!3m5!1s0x88e5bb2ceaaf67ff:0x760736cd4ea6ef0!8m2!3d30.4418964!4d-81.7647476!16s%2Fg%2F11tcm5b_l5?entry=ttu&g_ep=EgoyMDI0MTA
Kaye, A. D., Cornett, E. M., Kallurkar, A., Colontonio, M. M., Chandler, D., Mosieri, C., Brondeel, K. C., Kikkeri, S., Edinoff, A., Fitz-Gerald, M. J., Ghali, G., Liu, H., Urman, R. D., & Fox, C. J. (2020). Framework for creating an incident command center during crises. Best Practice & Research Clinical Anaesthesiology, 35(3), 377–388. https://doi.org/10.1016/j.bpa.2020.11.008
Osha.gov, (n.d). “ETool: Evacuation Plans and Procedures - Emergency Action Plan - Develop & Implement an Emergency Action Plan (EAP)” Occupational Safety and Health Administration, 2024, www.osha.gov/etools/evacuation-plans-procedures/eap/develop-implement.
Sanford, S. T., & Showalter, J. S. (2022). *The law of healthcare administration* (10th ed.). Health Administration Press.
Sorensen, B. S., Zane, R. D., Wante, B. E., Rao, M. B., Bortolin, M., Brigham and Women’s Hospital, Harvard Humanitarian Initiative, Harvard Medical School, Rockenschaub, G., & WHO Regional Office for Europe. (2011). Hospital emergency response checklist. In-hospital emergency response checklist (p. 6). https://www.who.int/docs/default-source/documents/publications/hospital-emergency-response-checklist.pdf
UF Health Jax. (2024, November 3). UF Health Emergency & Urgent Care Center – New Kings. Retrieved from UF Health Jax: https://euc.ufhealthjax.org/locations/uf-health-emergency-urgent-care-center-new-kings/
U.S. Department of Health and Human Services. (2019). *Healthcare and public health risk identification and site security planning (HRISSP) guide.* https://www.phe.gov
“Visitor Information.” Ascension, 2021, healthcare.ascension.org/locations/florida/fljac/jacksonville-ascension-st-vincents-riverside/visitor-information. Accessed 6 Nov. 2024.
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