Healthcare Risk Management Module5 Disc 2

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1. Company Information

Mayo Clinic in Florida has held the #1 spot in U.S. News & World Report's "Best Hospitals" rankings in six of the past seven years in Florida and contributes more than $2 billion (about $6.2 per person in the US) (about $6.2 per person in the US) annually to Florida's economy. At Mayo Clinic, world-class providers, staff, and dedicated volunteers help patients feel welcome and comforted as they experience safely delivered, innovative health care and clinical expertise that is always patient focused.

Mayo Clinic Florida comprises four main patient care buildings, a dialysis center, and a sleep center. The campus also has three research buildings, a cyclotron, and a radiochemistry lab. The main buildings on campus are the Cannaday Building, Davis Building, the Mangurian Building, and the Mayo Building, which includes the hospital. The Cannaday, Davis, and Mayo buildings are all connected by an enclosed walkway. Mayo Building & Hospital combines inpatient and outpatient services under one roof to allow specialty physicians, researchers, and educators to collaborate and offer the best care for patients. The newly built Mangurian Building, which opened in August 2018, expanded and integrated services for patients with complex cancer, neurological, and neurosurgical conditions.

Mayo Clinic Hospital opened in April 2008 with six floors and 214 beds and further expanded in 2012 when two floors and 90 beds were added. Since the new construction was completed, the hospital now has 1.4 million square feet (about half the area of a large shopping mall), 13 floors, and 428 patient beds. In recent years, Mayo Clinic in Florida has experienced unprecedented growth. The number of staff has increased 23% in the past three years, today numbering 8,314 staff members. This total includes 1,074 physicians, researchers, residents, and fellows. (Thielen, 2022)

Mayo Clinic is the largest integrated, not-for-profit medical group practice in the world. They are building the future, one where the best possible care is available to everyone so more people can heal in the comforts of their own home. Their relentless research contributes to earlier diagnoses and new cures. As of 2021, the Florida location treated 168,000 patients, performed 20,000 surgeries, and provided high-quality care for patients from all 50 states and more than 80 countries.

(See attached Campus Map)

2. Risk Management Team Contact Information

The Mayo Clinic in Jacksonville, Florida has a risk management team that includes the Enterprise Physical Security Risk Management and Operational Risk Management teams. Dr. Gail Hamilton serves as the Chief Risk Officer who oversees the entire Risk Management Division at Mayo. In case of an emergency, her contact information is listed below.

Dr. Gail Hamilton, Chief Risk Officer

Office: 904-646-2300

Cell: 337-578-7885

Email: [email protected]

Enterprise Physical Security Risk Management Team

This team includes the Senior Manager of Physical Security Operations, who is responsible for security management and consulting services to campus functions and entities within Mayo Clinic operations. They also manage campus security staff, and work with campus leadership and staff to conduct security surveys, threat assessments, and investigations. Ashton Boon is the Senior Manager of Physical Security Operations. In case of a campus emergency or lockdown, her contact information is listed below.

Ashton Boon, Senior Manager of Physical Security Operations

Home: 904-255-8693

Office: 904-646-2010

Cell: 904-239-2711

Email: [email protected]

Operational Risk Management Team

This team works directly with the Enterprise Physical Security Risk Management team. They coordinate appropriate security responses in emergency situations. They implement tools to collect and report information in an accurate and timely manner regarding daily security activity and incidents. Their responsibilities also include ensuring training for campus security personnel and the broader workforce. Gregory Scott is the Director of the Operational Risk Management Team. In case of a natural disaster or active shooter, his contact information is listed below.

Gregory Scott, Director of the Operational Risk Management Team

Home:904-239-5439

Office: 904-646-1342

Cell: 904-953-2000

Email: [email protected]

3. Alerts

Hurricane Calamity will be a Category 4 bringing tremendous winds and rain. There will be three alert systems implemented for Mayo Clinic:

Alert 1

Alert 1 is a hurricane watch issued 48 hours (about 4 days) before tropical storm-force winds are expected, indicating that hurricane conditions are expected within a certain area. This includes the potential for severe rain, storm surge, and coastal flooding. Residents and businesses should begin preparing when a storm watch is issued. At Mayo clinic staff will need to start preparing when a hurricane watch is implemented. All staff will receive a computer notification with this notice. This will ensure there is no unnecessary confusion for the patients while the organization has been notified of the alert.

Alert 2

Alert 2 is a hurricane warning, that is issued 35 hours before tropical storm-force-storm-force winds arrive, which signifies that hurricane conditions are anticipated in a certain location. Staff will ensure all preparations are handled accordingly and prepared to act. Mayo Clinic will have an overhead announcement with a brief building alert. This will give staff members instructions and insight into the protocols that will take place.

Alert 3

Alert 3 is shelter in place which is an Intense Wind Warning when severe sustained winds from a major storm are likely to commence within an hour. Mayo Clinic hospital staff will ensure patients and themselves are in a safe location within the hospital. Staff will be given verbal and written instructions ensuring safety for both patients and hospital staff.

4. Policy

The policy of Mayo Clinic in the event of Hurricane Calamity is to stay accessible and functional. Mayo Clinic will prepare for patients to remain in the hospital and “shelter in place.” Non-emergency appointments will need to be rescheduled until further notice. Patients will be the first to be evacuated to a safe area. Patients may need to be relocated to a higher floor if necessary. However, patients at high risk will be relocated to another facility if a power outage were to occur. Family members will be contacted beforehand if patients or employees need to evacuate to another facility. Staff and patients will return to the building once there is no longer any flooding or danger in the hospital’s location. Mayo Clinic will need to ensure adequate equipment, supplies, and food are readily available to continue care for the patients. Staff will ensure patients remain calm throughout the storm to prevent additional stress for patients.

5. Coordination

Mayo Clinic in Jacksonville FL is designed to remain operational during Hurricane Calamity, considered a category 4 hurricane. Any urgent or emergent procedures will still be conducted. All other outpatient issues or concerns will be rescheduled. The hospital has redundant water, power, and sewer systems to help if the hurricane hits. In a worse case, patients that are bedridden or attached to life- sustaining equipment will be moved to a safer location on the same or a higher floor within the facility.

Mayo Clinic does also communicate and works with other local hospitals in Northeast FL. Mayo Clinic also reaches out to Mayo Clinic Care Network partners in Naples and Lakeland FL for assistance. They help work together to help serve patients for any additional assistance. Mayo clinic does have a transfer team that helps with coordinating patients during the hurricane to different nearby facilities. To help facilitate the transfers, call the admission, and transfer center at 507-255-2911. Patients can be transferred by airplane, helicopter, or ground.

Mayo clinic will communicate with local fire departments and police to also help assist during Hurricane Calamity. First responders often communicate through public safety dispatch to help ensure the facility will be prepared to have all the necessary resources available before the storm hits. Mayo Clinic has a history of community supporters that also helps assist during a natural disaster. One of the organizations Mayo Clinic often collaborates with is the American Red cross. They help provide shelter, food, and medical support for Individual’s and families that need additional assistance during Hurricane Calamity.

6. Shelter in Place (SIP) Plan

Mayo Clinic has a Planned Emergency Response Team (PERT). The Pert provides initial medical care to patients. The PERT team is activated when a hurricane is approaching, the staff are instructed to check their emails and the hurricane hotline regularly for additional information. Most essential staff are required to stay overnight to care for patients and ensure the facility remains functional. Emergency room doctors, nurses, critical care specialists, security, essential maintenance staff, and many other essential staff are required to stay a few days during Hurricane Calamity.

Patient care and safety is the main priority so during a natural disaster the facility must still operate the same way, and medical staff still must be able to treat patients that are already admitted. Mayo Clinic has a hurricane hotline for employees and a patient hotline. Employees will use 904-953-7901 and patients 904-953-7200. Hurricane Calamity updates are sent twice a day more often if needed.

All essential employees must stay to help with patients, but the three main employees needing shelter would be physicians, nurses, and other medical professionals. The facility normally has a team that consists of Team A and Team B. Team A is a group of physicians that stay at the hospital for the duration of the storm that rotate shifts. Team B is a group of staff who come in to relieve Team A after the hurricane has passed. All the staff must stay on campus where they will eat, sleep, and shower All staff are required to make sure they have a personal emergency kit, at least a gallon of water per day, non-perishable food, a first aid kit, comfortable clothes, blankets, hygiene products and any other important items they may need while staying overnight in the facility.

7. Operations

Employees Assigned to Work from Home:

John Smith, IT Manager: Responsible for maintaining IT infrastructure remotely, ensuring that all systems are operational, and facilitating communication among staff.

Lisa Rae, Communications Director: Tasked with managing internal and external communications, providing updates on the situation, and coordinating messaging across various platforms.

Emily Johnson, HR Coordinator: Will oversee employee welfare communications, manage inquiries regarding safety protocols, and coordinate any necessary adjustments to staffing or schedules.

Community Disaster Support Personnel in Addition to Remote Operations:

Emergency Response Team Members (10): This includes nurses and physicians trained in emergency care who can provide immediate assistance in community shelters or emergency rooms.

Facilities Management Staff (5): Responsible for ensuring that the facility remains safe and operational during the storm.

Pharmacy Staff (3): To manage medication needs for patients who may require urgent prescriptions or refills during the disaster.

Departments Required for Support

Emergency Medicine Department: To handle any influx of patients requiring urgent care.

Nursing Services: To ensure adequate staffing levels in critical areas such as emergency rooms and inpatient units.

Logistics/Supply Chain Management: To secure necessary medical supplies and equipment ahead of the storm’s impact.

Cancellation of Ongoing Appointments Due to Hurricane Threats:

All non-emergency radiology appointments scheduled within the next week should be postponed until after the storm has passed.

Elective surgeries planned for this period should also be canceled or rescheduled based on patient safety considerations.

Patients affected by these cancellations will be contacted directly by their respective departments to inform them of changes and reschedule their appointments as needed.

8. Duties

Emergency Medicine Department

Employee Name: Dr. Sarah Thompson

Contact Information: (904) 555-0123 | [email protected]

Job Title: Attending Physician, Emergency Medicine

Duties During Emergency: Dr. Thompson would be responsible for overseeing the emergency department operations during the hurricane. This includes triaging incoming patients, managing trauma cases related to the hurricane (such as injuries from debris), and coordinating with other medical staff to ensure that critical care services remain available. Her expertise in emergency medicine is crucial for making quick decisions under pressure.

Nursing Services

Employee Name: Lisa Martinez

Contact Information: (904) 555-0456 | [email protected]

Job Title: Nurse Manager, Critical Care Unit

Duties During Emergency: As a Nurse Manager in the Critical Care Unit, Lisa would lead nursing staff in providing care to critically ill patients who cannot be evacuated safely. She would also be responsible for ensuring that adequate supplies are on hand and that all nursing protocols are followed during the crisis. Her leadership skills and clinical experience make her essential for maintaining high standards of patient care amidst chaos.

Facilities Management

Employee Name: John Davis

Contact Information: (904) 555-0789 | [email protected]

Job Title: Facilities Operations Manager

Duties During Emergency: John would oversee the physical infrastructure of Mayo Clinic Jacksonville during Hurricane Calamity. His responsibilities would include ensuring that backup power systems are operational, managing any necessary evacuations or relocations within the facility, and coordinating with local emergency services to secure the premises against flooding or wind damage. His role is vital for maintaining a safe environment for both patients and staff.

Departments That Will Play Vital Roles in Addition to Key Personnel:

Facilities Management Department: This team will be responsible for ensuring that the physical infrastructure of the hospital remains intact during the storm. They will assess potential damage post-storm and coordinate repairs, as necessary.

Security Services: Security personnel will maintain safety within the facility by controlling access points, monitoring for any security threats or emergencies that may arise during or after the hurricane.

Pharmacy Department: The pharmacy team must ensure that there is an adequate supply of essential medications before the storm hits. They will also need to prepare for increased demand due to potential injuries or health complications arising from the hurricane.

9. Assembly

In the event of Hurricane Calamity, Mayo Clinic Jacksonville requires a nearby safe gathering area where employees and patients can wait. The nearby Courtyard Marriott Jacksonville at Mayo Clinic is a secure location within walking distance. This building is equipped to serve as a temporary shelter and has ample space to accommodate a large group while emergency crews assess and clear the Mayo Clinic's main building.

Location Information

Courtyard Marriott Jacksonville at Mayo Clinic

14390 Mayo Blvd, Jacksonville, FL 32224

Distance: Approximately a 5-minute walk (0.2 miles) from the main Mayo Clinic building.

Walking Directions

1. From the main Mayo Clinic entrance, head west on Mayo Blvd.

2. Continue along Mayo Blvd for approximately 0.2 miles until you reach the Courtyard Marriott.

3. The destination will be on your right.

(See attached Campus Map)

Disbursement of Information to Employees

To ensure a safe and well-coordinated response, the Emergency Communication System will be utilized to immediately notify all employees about the shift in Hurricane Calamity’s path and the need to relocate. This system will send alerts through SMS, email, and the Mayo Clinic app. Department heads will receive a briefing with detailed instructions to pass along to their respective teams. This briefing will include a clear action plan, designated gathering areas, and instructions for leading patients to the Courtyard Marriott. Additionally, digital signage within the Mayo Clinic building will display maps and directions to the Courtyard Marriott, with printed maps and directions placed at key locations throughout the building. Staff members designated as floor marshals will provide guidance and prioritize assistance for mobility-impaired individuals and patients. During the drill, updates will be sent every 15 minutes via the emergency alert system until it is deemed safe to return to the main building or to evacuate further if necessary.

10. Additional Emergency Plan and Procedures

One additional plan that could be added is an Emergency Family Communication and Support Plan to ensure the welfare of employees' families during Hurricane Calamity. This plan would provide structured communication, support options, and resources for employees’ families, helping staff remain focused on patient care during the crisis. This plan would ensure that employees can stay informed about the status and safety of their families during the hurricane. By providing a reliable support system to reduce employee anxiety about family safety, allowing staff to focus on their critical roles during emergencies. This information could be stored in a secure, easily accessible database that is only used during emergencies, ensuring that Mayo Clinic can reach out to family members to confirm their safety or pass on employee messages. This plan would enhance employee peace of mind, maintain operational effectiveness, and support Mayo Clinic’s commitment to employee welfare during emergencies.

References

A look at emergency preparedness and how to make it happen - Mayo Clinic. (n.d.). Www.mayoclinic.org. https://www.mayoclinic.org/medical-professionals/trauma/news/a-look-at-emergency-preparedness-and-how-to-make-it-happen/mac-20512728

Emergency essentials: Putting together a survival kit - Mayo Clinic

FEMA. (2023). Emergency Communication Plan. Home | FEMA.gov

FEMA. (2023). Hurricane Preparedness and Response. Home | FEMA.gov

Ford, T. R. (2024, May 29). 2024 hurricane preparedness: Be ready for storm season - Mayo Clinic News Network. Mayo Clinic News Network. https://newsnetwork.mayoclinic.org/discussion/2024-hurricane-preparedness-be-ready-for-storm-season/

HHS. (2023). Healthcare Emergency Preparedness and Response Capabilities. Administration for Strategic Preparedness and Response ASPR Home

Hurricane Idalia prompts closure of Mayo Clinic in Florida - Mayo Clinic News Network

A look at emergency preparedness and how to make it happen - Mayo Clinic

Mayo Clinic. (2024). Mayo Clinic. Mayoclinic.org; Mayo Foundation for Medical Education and Research. https://www.mayoclinic.org/

Protective Actions Research. (2024). Fema.gov. https://community.fema.gov/ProtectiveActions/s/article/Hurricane-Sign-Up-for-Alerts-and-Warnings

Punsky, V. (n.d.). Mayo Clinic invests in major hospital expansion to enhance patient experience. News Network. https://newsnetwork.mayoclinic.org/discussion/mayo-clinic-invests-in-major-hospital-expansion-to-enhance-patient- experience/#:~:text=After%20new%20construction%20is%20completed,today%20numbering%208%2C314%20staff%20members.