Dispensing & Vaccination Group Supervisor Just-In-Time (JITT) Training
After completing this module you should be able to: List key positions in the Organization structure Recognize the POD facility layout and site diagram List several tasks outlined on the Job Action Sheet for your position in the POD, & Describe various safety issues and response techniques regarding POD operations
ORGANIZATION CHART POD Operations Structure In this section we will go over the key personnel in the POD Operations including: POD Manager Operations Section Chief
Pod Manager Operations Section Registration & Screening Group Check In & Screening Unit Medical History Review Unit Dispensing & Vaccination Group Exception Consultation Express Dispensing/Vaccination Alternate Dispensing/Vaccination Medical Group First Aid Unit Medical Evaluation & Transport Unit Isolation Unit Crisis Counseling Group Briefing & Education Group The organizational structure starts with the POD Manager. This position assumes the role of Command and Control and designates staff including, at a minimum, an Operations Chief and Logistics Chief to support the POD operations.
Pod Manager Operations Section Registration & Screening Group Check In & Screening Unit Medical History Review Unit Dispensing & Vaccination Group Exception Consultation Express Dispensing/Vaccination Alternate Dispensing/Vaccination Medical Group First Aid Unit Medical Evaluation & Transport Unit Isolation Unit Crisis Counseling Group Briefing & Education Group Under the POD Manager is the Operations Section Chief. The Ops Chief is the one who fills staff assignments and oversees the Registration, Dispensing & Vaccination, Medical Group, & Briefing & Education Groups.
Dispensing & Vaccination Group Supervisor Role & Responsibilities
Dispensing & Vaccination Group Supervisor
In this Section, we will review Receive Briefing Assign Staff Provide Staff Briefing Verify Supplies Ensure Rapid Flow of Clients Safety First Report Problems/Issues
RECEIVE BREIFING After receiving your assignment you will be given a packet containing the Job Action Sheet, Supporting Documents, and Identification. You will review this information and report to the Operations Section Chief for a briefing.
ASSIGN STAFF After receiving your briefing, you are responsible for greeting and assigning staff assigned to the Dispensing & Vaccination Group, including: Exception Consultation Unit Leader Express Dispensing/Vaccination Unit Leader Alternate Dispensing/Vaccination Unit Leader Ensure that each Unit Leader has received their assignment, and understands their role.
BRIEF STAFF The Dispensing & Vaccination Group Supervisor will brief the Unit Leaders on the current situation and outline the Patient Flow process. Also, address the team on safety issues, i.e. Medical Plan, Fire Plan, Evacuation Area, etc.
VERIFY SUPPLIES Upon receiving the go ahead from the Ops Chief to access the POD, ensure that adequate Dispensing & Vaccination supplies are available. If there is a discrepancy, contact the Supplies & Inventory Group Leader for assistance.
ENSURE RAPID PATIENT FLOW Monitor flow of clients through your units. Report to the Operations Section Chief excessive delays/ problems within your unit.
PATIENT FLOW Now, let s take a look at the POD Patient Flow process
Upon arrival at the POD, patients will be screened for any acute symptoms. Symptomatic patients will be directed to the Isolation area.
All non-symptomatic patients will be directed to the Seating Area to complete Screening Forms and Patient History.
After completing the Screening Forms, patients will receive Education & Briefing, as well as being given the opportunity to ask questions.
After receiving education, patients will be screened/ interviewed, and directed to the appropriate Dispensing Station.
Clients referred due to age, health conditions, allergies or possible contraindications to standard medications- Directed to Alternate Dispensing or private MD for further evaluation.
Review of medical history and consent. Medication/ Vaccine administered. Provide information sheets to clients if needed
Review of medical history and consent. Alternate Medication/ Vaccine or Alternate Dose administered as indicated. Provide information sheets to clients if needed
After receiving vaccination/medication, documentation will be collected and patient given any Final Instructions before leaving.
SAFETY FIRST During all POD operations, ensure that staff health and safety issues are being addressed.
SAFETY IS EVERYONE S RESPONSIBLITY Regularly report your group s status to the Operations Chief. Staff should also be giving you regular reports.
IDENTIFY NEEDS Assess any problems and needs as operations progress and coordinate resource management as needed.
REPORT PROBLEMS If there are any operational issues that you are not able to correct or resolve on your own, advise the Operations Chief immediately.
OTHER AREAS
FACILITY DIAGRAM
A Job Action Sheet, or JAS, is a tool for defining and performing a specific emergency response functional role. The Unit Leader or Section Chief who is issuing the Job Action Sheet will review for applicability to the situation and add, in writing, any incident-specific instructions or changes. In this section we will discuss the key components of the Job Action Sheet.
JOB ACTIONS SHEETS (Position/Mission/Reports to) At the top of the Job Action Sheet is the Position Title for that function. It also contains the Date, Start, End, Assigned to, and Initials sections. Below that is the Reports to section that tells you what position you are to report to.
JOB ACTIONS SHEETS (Beginning of Shift) Beginning of Shift: Duties to be completed by staff upon assuming position at the POD. The Beginning of Shift is the section of the Job Action Sheet that explains what steps are to be taken upon arrival.
JOB ACTIONS SHEETS (Duties) Duties: Contains a list of responsibilities and tasks to be performed throughout the shift. The Duties section of the Job Action Sheet explains what steps are to be taken during set-up.
JOB ACTIONS SHEETS (End of Shift) End of Shift: Contains a list of responsibilities and tasks to be performed at shift change. The End of Shift section of the Job Action Sheet explains what steps are to be taken during shift change.
JOB ACTIONS SHEETS (Demobilization) Demobilization: Instructions to be followed after completion of the operation. Once completed with the POD operations, the Demobilization section of the Job Action Sheet explains what procedure to take next. At this point you will either be reassigned or demobilized from the operation.
Safety is an important operational requirement of a POD Facility. Without proper safety measures in place, the lives of personnel will be compromised. In this section we will go over: Safe Lifting Techniques Fire Evacuation Observe staff for fatigue
Proper methods of lifting and handling protect against injury. Proper lifting makes work easier. You need to "think" about what you are going to do before bending to pick up an object.
SAFE LIFTING No one is immune to back injury. Whether you have a strong back or have hurt your back before, it is well worth it to: Stop yourself before casually picking up a light or heavy load. Plan in your mind for the best way to lift what's in front of you. This could include enlisting help from one or more people. Lift and move slowly and carefully.
SAFE LIFTING The time you take to use the right lifting mechanics is far less than the days, weeks, or months it can take to heal from a back injury.
The basic components of a fire evacuation plan are summarized by:
FIRE EVACUATION Rescue any personnel in immediate danger if it does not put you in imminent danger.
FIRE EVACUATION Pull the building fire alarm and call 911 from a safe location. All of the fire alarm pull stations are labeled. If you talk with a 911 operator, state your name, address, and nature of the problem. Speak slowly and clearly. Wait for the dispatcher to hang up.
FIRE EVACUATION Close all doors, windows, and other openings that would aid in the spread of fire or toxic fumes.
Evacuate the building. FIRE EVACUATION
FIRE EVACUATION NOTE: Never re-enter the building until the fire department has deemed it safe to enter and have been told by the POD Manager.
SAFETY The following are ways to decrease the possibility of injury during the POD operations. Limit hours worked by staff members Rotation of staff through positions to prevent fatigue. Increase the number of staff needed for Operations to allow for shorter shift, or rotation of positions.
Upon completion of all POD operations, the Group Supervisor will report to the Operations Chief for further instructions or demobilization. Once demobilized, staff will be directed to Personnel Management Group for re-assignment or to be released from the operation.
In this training module we have: Defined key personnel in the operation. Reviewed POD Site Diagram & Facility Layout Listed several key duties of the Dispensing & Vaccination Group Supervisor, and Described several safety issues related to POD operations
Pod Manager Operations Chief Registration & Screening Group Check In & Screening Unit Medical History Review Unit Dispensing & Vaccination Group Exception Consultation Express Dispensing/Vaccination Alternate Dispensing/Vaccination Medical Group First Aid Unit Medical Evaluation & Transport Unit Isolation Unit Crisis Counseling Group Briefing & Education Group
POD Site Diagram POD
KEY DUTIES OF THE BREIFING AND EDUCATION GROUP SUPERVISOR Receive Briefing Assign Team Members Provide Briefing Verify Supplies Oversee rapid flow of clients Safety First
SAFETY ISSUES RELATED TO POD OPERATIONS Vs. Safe Lifting Techniques Observe staff for fatigue Fire Evacuation