PIEDMONT COMMUNITY SERVICES EMERGENCY PREPAREDNESS PLAN 30 TECHNOLOGY DRIVE ROCKY MOUNT, VA 24151 DISASTER EMERGENCY PROCEDURES, FIRE DRILL. TORNADO DRILL, POISON CONTROL, VEHICLE USE, INCLEMENT WEATHER, CRITICAL INCIDENT REPORTING, PEER-TO-PEER INCIDENTS, AND SAFETY PROTOCOL, etc. Teresa Bowling 11/20/2015
Page 1 FOR 30 TECHNOLOGY DRIVE ROCKY MOUNT, VA 24151 DISASTER OR EMERGENCY PROCEDURES: INTRODUCTION: In an effort to provide a safe environment for our individuals, visitors and staff, this Emergency Preparedness Plan has been developed for our facility at 30 Technology Drive in Rocky Mount, VA. All staff members are required to review and be familiar with this plan and act in accordance with the guidance included in this plan. While this plan is intended to outline steps for staff to take in emergency situations, staff should always follow the direction of the professional emergency services personnel. Any health and safety issues as well as fire hazards or other risks should be reported to the Franklin County Safety Officer (Teresa Bowling) immediately, In addition, a work order should be completed indication that a safety hazard exists. The following procedures are to be used: Loss of Utilities: If utilities are lost, all staff are encouraged to take appropriate precautions to protect themselves and the public. Each employee should notify the Clinical Manager or their designee at once when a utility loss may pose a safety risk. As necessary, the Clinical Manager or their designee will close the office(s) for all or portions of a day as a safety precaution. Appropriate steps will be taken on each occasion to notify staff and public. In the Clinical Manager or Office Manager s absence, each employee may take whatever safety precautions are appropriate to the situation. If an office is closed during working hours, affected staff will be credited for lost time. Rooms without windows should have a flashlight and hallways should have emergency lights. Severe Injury: If a severe injury occurs, the staff person first noticing the person injured shall immediately contact the rescue squad by calling: ROCKY MOUNT 911 The staff shall notify others in the building for assistance by calling the front office to briefly explain the situation and need for assistance. Initiate CPR and First Aid as needed. The staff shall stay with the injured person until assistance arrives. The staff shall notify the Clinical Manager or, in her absence, the Office Manager. (First aid kits are located in the Nurse s office, Front office, CM Pod area cabinet, Medical Records, IDCM Pod area, Training room.) Emergency Evacuations: Follow the same procedure as evacuation due to fire. Clinical Manager: Office Manager: Terri C. Crews Teresa Bowling
PAGE 2 POLICY: FIRE EVACUATION PLAN In case of fire, evacuation from the facility will proceed according to an established fire evacuation plan. (Each hallway has a diagram of this evacuation plan.) PROCEDURE: In the Franklin County office, the staff person first aware of a fire will be responsible for sounding the telephone/alarm using the nearest telephone to notify front office to alert staff and have staff provide assistance. If the fire can be safely extinguished, the staff person shall take appropriate action with the extinguishers and other means immediately available to them. If the fire is not immediately extinguished, the staff person shall call 911. Fire extinguishers are located at the entrance of the MHCM pod area; at the entrance of the IDCM pod area; in the hall off the reception room; at the end of the hall by medical records; in the nurse s office; and in the front office. All employees and consumers must immediately leave the building by the nearest exit using the evacuation plan mounted in each corridor or the exit signs as a guide. Floor plans showing primary and secondary exits are displayed in each corridor. Before leaving the building, the Clinic Manager and the Office Manager will go through their respective area to check each bathroom and make sure everyone is aware of the emergency and is moving out of the building without difficulty. Evacuated staff and consumers will meet at the far end of the parking lot to your left as you exit the front door of the building or, in back of the building in the area of the dumpster, and wait for the fire department. No one will re-enter the building until authorized by the Clinical or Office Manager. Each Staff Person Shall: 1. Direct any person in their room to immediately exit the building. 2. Provide assistance as necessary. 3. Notify the Clinical or Office Manager if there is any person needing assistance or refusing to exit the building. 4. After reaching the assembly point, notify the Clinical or Office Manager of any person possibly still in the building. Shut the door as you leave your room and, before leaving the building, staff on duty will close all accessible doors, windows, or other fire barriers. All staff will be instructed in the use of fire fighting equipment. Equipment will be inspected annually.
Page 3 (Continue fire evacuation plan) This fire plan shall be reviewed with the Rocky Mount Fire Department and updated if necessary. Any other special procedures noted by the local fire department will also be incorporated into this plan. The procedures and responsibilities reflected in this fire evacuation plan shall be reviewed with all staff members as a part of the initial employment orientation and with all staff on there review dates. All staff in the Franklin County office has been advised to access emergency assistance by dialing 911. To evacuate the: Follow the fire plan for your area as posted in each corridor and/or exit the closest door available based on the location of the fire. SAFETY FIRST. When the building is evacuated, The Clinical Manager/Office Manager shall note the presence of expected staff and clients at the assembly point. If anyone is absent and possibly still in the building, the Clinical Manager/Office Manager shall inform the first fire/rescue professional of the situation and their possible location in the building. In Rocky Mount, 30 Technology Drive (Franklin County Office), Office Manager or designee shall be responsible for: 1. Monthly inspection of each fire extinguisher to be sure that each extinguisher is available and appears to be in operable condition. Also, each extinguisher shall be professionally maintained at least annually and a record of maintenance kept. 2. A record of these inspections and tests shall be maintained for at least two years and shall include the date and initials of the person making the inspection. Fire drills shall be conducted at least on a semi-annual basis: PROCEDURE: Fire drills shall include: The sounding of the intercom/alarm by the Office Manager or designee, the practice of evacuating the building using the exits designated on the fire evacuation floor plans located on each office wall: the practice of fire containment procedures by closing windows and doors and the alerting of the Franklin County Fire Department. Evacuated staff and clients will meet at the far end of the front parking lot to the left as you exit the building and wait for the signal to return to the building. Fire Drills shall be conducted and documented by the Franklin County Office Manager or designee (see fire drill record book).
Page 4 Fire drill records shall be maintained for at least two (2) years subsequent to the drill and shall include the following information: 1. Building in which the drill was conducted. 2. Date of the drill. 3. Time of the drill. 4. Amount of time to evacuate the building. 5. Specific problems encountered. 6. Specific tasks completed. a. Doors and windows closed. b. Practice in notifying the fire authorities and others. 7. Summary 8. Signature of staff members responsible for conducting and documenting the drill. The Office Manager is responsible for ensuring that fire drills are conducted within the required time frames and the fire evacuation plan. The Clinical Manager/Office Manager is also responsible for the review of all fire drill reports to identify problems, the implementation of the fire evacuation plan and the consultation with local fire authorities to plan and implement educational programs for the facility or community as needed. Each new staff member shall be trained in fire procedures as a part of the initial training process and documented on their training checklist. The immediate supervisor shall be responsible for the training and the orientation of each new employee.
Page 5 TORNADO DRILL INSTRUCTIONS: Before the Drill: Make sure that your employees are aware that you are having a tornado drill. The safest place typically is a building s basement away from windows. If there is no basement, go to a windowless interior room such as a closet, bathroom or interior hall on the lowest level of the building. During the Drill: Announce the start of the drill by using a public address system or having other means of notifying staff and consumers of the drill directing everyone to the CONFERENCE ROOM. Make sure the safety officer of each location verifies that all areas have been evacuated to THE CONFERENCE ROOM. Employees should immediately evacuate themselves and consumers as though an actual tornado warning has been issued. DO NOT GO OUTSIDE! Once you reach the safe area, they should crouch as low as possible to the floor, facing down and cover their heads with their hands. Make sure everyone knows what to do if an actual tornado warning is issued. Once everyone has been evacuated to the safe area and the building is secure, the safety officer can announce that the drill is complete.
Page 6 PROCEDURE: TORNADO WARNING Upon being made aware of a tornado warning or watch in the Franklin County area, staff should notify the clinical manager or office manager. If they are not available, inform a supervisor or lead person. After assessing the situation and, if warranted, Office Manager or designee shall make a PAGE through the phone system and, an ALL PAGE will be made for all staff and clients to report to the main conference room immediately. As quickly as possible, staff should calmly assist in directing clients to the appropriate place. All doors should be shut including the conference room and training room doors (both rooms can be used to accommodate staff and clients). Management will immediately conduct a head count, as well as, bring a cell phone, and access the battery operated weather radio located in the small cabinet in the main conference room. In the event of a direct tornado strike, the safest places will be around the inside walls of the room and under the tables. Staff should assist clients and their families by having them remain calm and help them feel as safe as possible. Immediately after the event, if needed, anyone with phone access should dial 911 and verbally confirm to management that a connection was made to the 911 center. (However, during an event such as this phone service may be down or overly congested with calls it is important that verbal confirmation of dialing the phone and obtaining contact is given to management to lessen the number of calls to the 911 center.) If injuries occur, able-bodied staff should provide support and immediate firstaid. Management will conduct a second head count and attempt to obtain outside assistance, help the injured and assess the situation through the radio, visual or other means. Regardless of the situation, being mindful of the needs of our clients and their families that are in the building is imperative. Furthermore, if management is not easily reached, staff has the authority to make emergency decisions individually or within a group during any crisis situation.
Page 7 POISON CONTROL: The telephone numbers of the regional poison control center shall be posted on or next to the telephones at each receptionist desk, and on all other office phones. The telephone number of the regional poison control center is located on each telephone. 1-800-451-1428. USE OF VEHICLES: Any transportation provided by the program directly or through contract for individuals receiving services shall be in compliance with state and federal laws relating to vehicle safety and maintenance. In the event of a vehicle emergency/accident staff shall initiate the vehicle operation policy and procedure. 1. Ensure safety of individuals in vehicle. 2. Call 911-If applicable. Administer First Aid and /or CPR 3. Notify supervisor 4. Contact on-call management 5. Notify legal guardian, authorize representative, or family member as soon as possible. 6. Gather accident information from emergency management personnel. 7. Complete a critical incident report and Logisticare Vehicle Accident report (If individuals served are in the vehicle) according to policy and procedure. CONTROL OF DEVIANT OR CRIMINAL BEHAVIOR: Any incident relating to the operation of the facility which results in serious injury or death shall be investigated by the Executive Director, appropriately reported to the local authorities, and immediately reported to the department. A written report of the incident shall be made and kept on file and made available to authorized personnel. HEALTH SAFETY AND WELFARE In the event of a disaster, fire, emergency or any other condition that may jeopardize the health, safety or welfare of any individuals at 30 Technology Drive, the Safety Officer or designee shall take appropriate action to protect staff, visitors and individuals receiving services and take appropriate actions to remedy the conditions as soon as possible. TRAINING IN EMERGENCY PREPAREDNESS Employees, contractors, students and volunteers shall be knowledgeable of and prepared to implement this Emergency Preparedness Plan in the event of an emergency. Staff are required to complete the training at hire and annually. Once the training is completed, staff should complete the Emergency Preparedness Training Form (located on the intranet) and forward it to Human Resources.
Page 8 INCLEMENT WEATHER PROCEDURES 1. Offices will technically close on the following authorizations (or their designee): Sharon Buckman/Terri Crews-Franklin County-Sharon Buckman Patrick County Ron Hairston - Martinsville/Henry County Employees scheduled to work during this time are credited with the appropriate time missed. Non-exempt employees who are already on approved leave during a time in which the agency opens late or closes early will be credited for those hours in which the agency is not open. If a nonexempt employee works during time that we are technically closed, comp time is earned consistent with regular supervisory approval. In cases where the agency is closed for a full day, both exempt and non-exempt employees will not be charged any leave. 2. This is a change of procedure in that we will automatically delay opening on the first morning for one hour if the schools are closed or delayed. However, any subsequent delays will be determined on a day-to-day basis. All closings will be announced as follows: Patrick County WHEO (1270 AM) Franklin County WZBB (99.9 FM) 489-9999 Martinsville/Henry Co. WZBB (99.9 FM) WMVA (1450 am & 57/5TV) Office Manager will be responsible for reporting our closure or delay to the appropriate radio station B99.9. 3. If local schools are closed due to bad weather, the relevant PCS office(s) will automatically open at 9:00 a.m. unless otherwise notified. (Example: If Franklin County Schools are closed on Monday and Tuesday, then the Franklin County office will open at 9:00 on Monday and Tuesday. If Franklin County Schools are closed a second consecutive day, the office will open automatically at 9:00 also). Rocky Mount will follow Franklin County Public Schools. Office closings will also be posted on the PCS web page at www.piedmontcsb.org. 4. If you do not receive a phone call and you feel there will be some interruption in business hours you may call the office to see if the message has been changed, listen to the radio or call the person responsible for calling you. If the office is opening and you will be delayed please leave a message on the front office phone before the time you are expected to report to work, if possible. 5. In addition, each program or disability area will implement a phone tree, including appropriate backups. If a decision is made to close early, the affected areas will be notified through the normal phone trees. 6. On-Call will be the responsibility of the supervisor and the manager. We will develop a plan to utilize night time on-call workers. This is necessary as most of the daytime staff that performs crisis evals lives out of town. 7. Individuals may not be able to travel even when we are technically open. Everyone is encouraged to exercise caution appropriate for themselves. If an individual is not able to work when services are open, vacation or comp time is used. At the supervisor s discretion, the time lost may be made up.
Page 9 Emergency Preparedness Plan In the event of a disaster, fire, emergency or any other condition that may jeopardize the health, safety or welfare of individuals, staff should first respond and stabilize the situation. After the disaster/emergency is stabilized, staff should complete a Critical Incident Report. Copies of the completed report shall be given within one working day to the immediate supervisor, Division Director, Human Resources Director, Executive Director and Safety Officer. The PCS Human Resources Director should report the disaster/emergency to DBHDS no later than 24 hours following the incident. For reporting deaths or peer-to-peer incidents during weekend and holidays, please contact Ron Hairston, Human Resources Director at 276-340-8159 or Becky Lovell at 276-252-1811. ACCESS TO TELEPHONES In the event of an emergency situation, access to telephones shall be made available. Instructions for contacting emergency services and the telephone numbers shall be prominently posted near the telephone including how to contact PCS medical staff as appropriate. EMERGENCY LIGHTING/FLASHLIGHTS Emergency lighting has been installed throughout the FC facility. In the event of a power failure, emergency lighting will illuminate the hallways and exits of the facility. Testing of the emergency lighting will take place at each quarterly safety inspection. Re-chargeable flashlights are also placed throughout the facility in the hallways. EMERGENCY 911 Non-Emergency/Sherriff s office 540-483-3000 Poison Control 1-800-451-1428 Franklin Memorial Hospital 540-483-5277 Franklin Memorial Hospital ER 540-489-6388 Family Resource Center 540-483-5088 Fax# 540-483-0583 MAINTAINING A 24 HOUR TELEPHONE ANSWERING SYSTEM To maintain capability to respond to emergencies for individuals receiving services Piedmont Community Services in partnership with local community agencies access a local hotline knows as CONTACT. CONTACT can be reached 24 hours a day seven days a week by dialing the following: Franklin County 1-877-WE-HELP6 or 934-3576 Martinsville 1-276-632-7295 Patrick 1-276-694-2962
PAGE 10 EMERGENCY PREPARDENESS PLAN PEER-TO-PEER INCIDENTS Providers are asked to report and investigate peer-to-peer conflicts/incidents to determine if their staff members have violated, under the provisions of the Human Rights Regulations, Part lll, 12 VAC35-115-50, Dignity, Section B2 and D1, 2 and 3. 1. Incidents when an individual attacks another individual using physical force, such as punches, which actually connect to another individual s body. 2. Allegations of sexual assault, and or other non-consensual sexual acting out (touching of another individual s private areas). 3. Verbal threats where the aggressor(s) has the means to carry out this act. For example, a peer states, I am going to kill you, and the individual has a knife, or another object in his or her possession that will aid them in carrying out the threat. 4. Generally, providers do not report threats where there is no visible means for the individual to carry out their actions. There could, however, be a situation that could lead to a very serious act of aggression from a mere threat. We ask the provider look into each of these activities and take the appropriate actions internally to assure the safety of each individual involved. Should the provider determine, through the internal investigation, that there has been neglect on the part of the staff, then they are asked to contact the OHR and provide the follow-up information deemed appropriate. 5. Pushing and shoving is not generally reported unless it results in an injury, or when the alleged victim feels threatened or intimidated by the aggressor. Obviously, this determination can be very subjective. 6. Incidents of spitting are not routinely reported to the OHR. If however, an individual has been diagnosed (known by provider) with a communicable disease such as AIDS and/or Hepatitis and uses this type of act to harm another peer, then we ask the provider to report. 7. Any time a peer and/or AR allege that staff was negligent in allowing another peer to harm or abuse them are considered reportable. **Fax a copy of the peer-to-peer incident form to Human Resources- Immediately** NOTIFICATION OF DBHDS Once the disaster/emergency is stabilized, the PCS Human Resources Director should report the disaster/emergency to the Department no later than 72 hours after the incident occurs. AVAILABILITY, MODIFICATIONS AND UPDATES This Emergency Preparedness Plan will be made available to all staff on the PCS Intranet Site. The plan may be viewed by going to: http://www.piedmontcsb.org/intranet2015/emergency.html This Emergency Preparedness Plan will be reviewed annually. Any revisions to the policy will be updated on the intranet and communicated to employees, contractors, students, volunteers and individuals receiving services. Individuals receiving services are oriented to the Emergency Preparedness Plan of the core service area in which they are receiving services, upon orientation to services.
Page 11 VISITORS In order to maintain a safe and secure working environment, the Franklin County Office is equipped with a Proximity Card Reader System. Anyone who visits the facility will be required to check in at the reception deck. The receptionist will issue a visitor badge that must be worn while they are on the premises. If a staff member brings a non-employee onto the premises, he or she is required to secure a visitor badge for their guest(s) from the receptionist. Any vendor, contract worker or other non-employee working at the facility is also required to wear a visitor badge. Individuals and their families receiving services are not required to wear a visitor or she is required to secure a visitor badge for their guest(s) from the receptionist. Any vendor, contract worker or other non-employee working at the facility is also required to wear a visitor badge. Individuals and their families receiving services are not required to wear a visitor badge. However, they must be escorted by a staff member. badge. However, they must be escorted by a staff member. INVESTIGATIONS Any incident relating to the operation of this facility which results in serious injury or death shall be investigated by the Safety Officer and the Human Resources Director, appropriately reported to local authorities and immediately reported to DBHDS licensure and human rights offices. A written report of the incident shall be made and kept on file and made available for review by authorized personnel.
Page 12 In Case of Emergency: PIEDMONT COMMUNITY SERVICES SAFETY PROTOCOL 30 TECHNOLOGY DRIVE ROCKY MOUNT, VA 24151 1. If you have a problem in your office/area, dial _222 on your phone. (This goes directly to the front office a separate phone with a distinctive ring is available.) This will notify front office staff that the phone call takes precedence first priority. 2. Front office staff will answer and ask: A. Are you being threatened? B. Is there a weapon involved? C. Is this a medical emergency? D. Should I call 911? (Front office staff will automatically dial 911 if yes to any of the above.) 3. Your answers to the above questions should be yes or no. (If you must adlib due to the situation, your answer to the question should be stated first.) 4. The front office staff will respond in the following manner: A. Page the staff member that is calling to call the appropriate Dr. CODE B. Example: Employee Name please call Dr. GREEN, BLACK, OR WHITE. If DR. GREEN is paged, this will alert staff that there is a threatening situation. If DR. BLACK is paged a weapon is involved. If DR. WHITE is paged it is a Medical emergency. Staff should always assume that a weapon is involved until it is determined otherwise! The first person responding should knock on the door and enter if necessary. Staff members are encouraged to exercise discretion in decisions before entering an office, but to always act in the interest of maintaining order and preservation of the lives and health of all involved. 9-1-1 is to be called anytime a weapon is suspected in the situation. After Hours immediately call 9-1-1 for assistance. Protocol for Dr. Green and Dr. White: All available staff should respond to the office or location where the emergency is taking place. The first person on the scene takes the lead in emergency situation, except in situations where a security or law enforcement officer comes on the scene. Protocol for Dr. Black: (lock down) If Dr. Black is paged, staff SHOULD NOT respond to the scene. Staff members should close and lock their office doors. CALL 9-1-1 immediately. Remain in your office until ALL CLEAR is given.