Dispensing Site Coordinators & Section Positions JOB ACTION GUIDELINES 1
Dispensing Site Coordinators and Section Positions Job Action Guidelines Table of Contents Operations Section Positions Patient Services Coordinator 4 Greeter/Registrar 6 Medical Screener/Triage 8 Sick Room Attendant/First Aid Provider 10 Emergency Transport 12 Patient Educator 13 Exit Monitor 15 Pharmacy Services Coordinator 17 Dispenser/Distributor 19 Dispensing/Distribution Assistants 21 Pharmacy Consultants 23 Special Needs Coordinator 25 Mental Health Specialist 27 Translator 29 Inventory Coordinator 30 Inventory Control Specialist 32 Logistics Section Positions Facility Coordinator 33 Security Coordinator 35 Security Officers 38 Supply Coordinator 40 Supply Room Clerk 42 Engineering Coordinator 44 Equipment Maintenance 46 Housekeeping 47 2
Dispensing Site Coordinators and Section Positions Job Action Guidelines Table of Contents (Cont.) Administration/Finance Section Positions Records Coordinator 48 Data Entry Specialist 50 Supply Records Clerk 51 Personnel/Volunteer Coordinator 52 Personnel/Volunteer Records Clerk 54 Communications Section Positions Communications Coordinator 55 Communications Specialist 57 3
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Patient Services Coordinator Operations Section Purpose: To direct individuals coming into the dispensing site to the appropriate workstation for dispensation of medications and ensuring all patient records are complete. Responsible for: Greeter/Registrar Medical Screener/Triage Sick Room Attendant/First Aid Provider Emergency Transport Patient Educator Exit Monitor Qualifications: Licensed Medical/Nursing Personnel. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Operations Chief) Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from Operations Chief. o Review Operations Section of Dispensing Site Operations Plan. o Ensure that all physical set up and supplies are available for the patient services area. o Follow the chain of command. THIS IS CRITICAL to ensuring consistent behavior and information across sections and shifts: Give instructions ONLY to personnel that report to you, and take instructions ONLY from your supervisor. Coordinate with your peers (anyone who reports to your supervisor) to accomplish your assigned tasks. DO NOT make decisions that impact others outside your area, or that use information that is not in writing or provided by your supervisor. Report to your supervisor when you encounter problems that you cannot resolve or questions that you cannot answer. o Develop staff schedule and assignments and forward to Operations Chief. o Appoint or confirm activation of those who report directly to you, distribute Job Action Guidelines for each of the functional areas, and greet them as they arrive: Greeter/Registrar Medical Screener/Triage 5
Sick Room Attendant/First Aid Provider Emergency Transport Patient Educator Exit Monitor o Verify credentials/staff identification system in collaboration with the Operations Chief. o Meet with the staff that reports to you to: Brief your staff regarding planned operations. Establish chain of command and performance expectations: Your direct reports are to report ONLY to you. They work with other staff as assigned by you, but they DO NOT take instructions from, or provide information to, anyone other than you except for the Health and Safety Coordinator, if regarding a safety issue. Any questions, problems, or incidents should be reported to you, NOT to anyone else. o Provide Patient Services staff with checklists, information sheets, recording documents, etc. o Review dispensing site operations with staff to ensure they have a clear understanding of patient flow and are clear on treatment protocols. o Review standing orders and triage/referral forms. o Ensure patient information sheets are adequately supplied and cover appropriate topics. o Ensure triage staff understand standing orders and triage protocols, o Ensure exit monitors understand the entire dispensing process and are well versed in paperwork requirements. Collaborate with Operations and Finance/Administrative Coordinators on this task. o Ensure all dispensing site shifts have greeters, screeners, triage staff coverage, a medical consultant, sick room attendants, emergency care providers and transport, exit monitors, and a pharmacist. o Ensure communications are set up in triage, screening, and checkout areas. o Collaborate with Operations and Finance/Administration Coordinators to establish record-keeping procedures. o Provide written materials and instructions to greeters. Ongoing Responsibilities: o Monitor patient flow through clinical area and problem solve with the Operations Chief. o Coordinate with Logistics to maintain sufficient supplies and equipment. o Coordinate and supervise the tear-down and re-packing of each clinical station at the end of event. o Ensure the collection of all paperwork and turn in to administration. o Participate in After Action Review meetings, as required. 6
Greeter/Registrar-Patient Services-Operations Section Purpose: To review the Patient Medical History and Consent Form for completeness. This information must be passed on to the Medical Screener/Triage and will follow the person through the dispensing site clinic. Qualifications: Clerical/volunteer, Registered Nurse or LPN. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Patient Services Coordinator. o Review Job Action Guideline. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break room. o Understand role at dispensing site as per briefing and assignment. o Assist with set-up of check-in area, video area, and other areas, as requested. o Ensure crowd control system (cones, ropes, etc.) is set up by security/safety personnel. Ongoing Responsibilities: o Greet clients as they arrive. o Log arriving clients on the Client Log. Provide each person with a numbered I.D. card and make sure the number is logged along with the client name, etc. o Conduct initial orientation of clinic/dispensing functions: Distribute informational material Outline clinic process Explain clinic documents o Provide each client with a Medical Screening Form (Client History and Physical) and direct client to proceed to the seating area to complete the form. o Assist with completing documents. o Review documents for completeness and accuracy. o Answer general clinic questions (locations of entrances, exits, parking, bathroom, etc.) o Direct clients to education video area. o Conduct client video orientations. 7
o Direct clients to Medical Screener/Triage area. o Notify the Patient Services Coordinator regarding client special needs, concerns, or problems. o Know the estimated length of time an average patient will spend at the center. o Keep the Patient Services Coordinator informed of the numbers of clients waiting, to keep clinic flow moving. o Provide basic information about the medication and dispensing process. o Refer all medical questions to the Medical Screener/Triage staff. o Insure demographic information is complete and correct on forms. o Report any security/safety issues immediately to the Patient Services Coordinator. Document any incidents appropriately. o Keep waiting and work station areas clean and organized. o Assist with tear-down and re-packing as requested. o Identify issues for After Action Report and discuss them with the Patient Services Coordinator. 8
Medical Screener/Triage-Patient Services-Operations Section Purpose: To screen clients for disease or contact with the identified agent. Assess the client for contraindications to the medication and for risk of disease or infection. Review the benefits and risks of treatment/prophylaxis and identify those persons who have contraindications. Identify persons with complex problems and make referrals, as necessary. Qualifications: Licensed Medical and Nursing Personnel. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Patient Services Coordinator. o Ensure that the screening/triage site is physically set up and ready for operations. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Review standing orders, protocols, forms. o Review personal protection equipment (PPE) guidelines as determined by Health and Safety Officer. o Ensure appropriate PPE is available. o Ensure that all necessary flowcharts and forms are available including: Treatment protocol flowchart Flowchart for optimal preventative therapy Standing orders for antibiotic prophylaxis Alternate antibiotic list Drug interaction matrix worksheets Notification to client s primary care provider Prescription for antibiotics Ongoing Responsibilities: o Ensure that all clients receive appropriate prescription for antibiotics per the treatment protocol. o Ensure that all clients are referred to medical consultation or follow-up per the protocol. o Direct ill clients to other medical facilities for evaluation. 9
o Prevent ill persons from entering the clinic. o Provide early alert to Patient Services Coordinator of situations that may require Security staff. o Review screening packet. o Ensure consent forms are read and understood by the client. o Sign client consent form. (This form requires client signature and screener signature.) o Review list of normal or expected reactions to the medication with the client. o Answer medical questions such as exposure risks, medical contraindications to medication, and risk-benefit ratio. o Assess the client for contraindication to medication. o Maximize privacy of client. o Report any accidental exposures (blood borne or otherwise as per event characteristics) to the Patient Services Coordinator. o Have written resources available. o Assist with tear down and re-packing of the screening/triage site. o Ensure collection of all paperwork and turn in to Patient Services Coordinator. o Identify issues for the After Action Report and discuss them with the Patient Services Coordinator. 10
Sick Room Attendant/First Aid Provider-Patient Services-Operations Section Purpose: To provide first aid to clients and personnel in the event of injury. To care for clients and/or personnel in the event of sudden illness and to arrange for emergency transportation to other medical facilities for evaluation, if indicated. Qualifications: Licensed Paramedical, Medical & Nursing Personnel. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Patient Services Coordinator. o Review emergency procedures, standing orders, protocols and incident report forms. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Ensure that sick room/first aid site is physically set up and ready for operations. o Ensure that emergency transportation is on stand-by status. o Collaborate with the Patient Services Coordinator to ensure that communications equipment is available and in working order. o Review the communications procedure with the Patient Services Coordinator and transport team to ensure notification for emergency transport, if indicated. o Review personal protection equipment (PPE) guidelines as determined by Health and Safety Officer. o Ensure appropriate PPE will be available. Ongoing Responsibilities: o Inventory and restock emergency supplies. o Ensure that clients/personnel receive appropriate emergency treatment/care and are referred for medical consultation or follow-up per emergency procedures/protocols o Provide an early alert to the Patient Services Coordinator of situations that may require Security staff. o Ensure that incident report forms are fully completed and submitted to the Health and Safety Officer and Site Manager. o Maximize privacy of ill/injured clients/staff. 11
o Report any accidental exposures (blood-borne or otherwise as per event characteristics) to the Patient Services Coordinator. o Assist with tear down and re-packing of the screening/triage site. o Ensure collection of all paperwork and turn in to Patient Services Coordinator. o Identify issues for the After Action Report and discuss them with the Patient Services Coordinator. 12
Emergency Transporter-Patient Services-Operations Section Purpose: In collaboration with the Patient Services Coordinator and the Sick Room Attendant/First Aid Provider, will provide clients/personnel emergency transportation to hospital/acute care center in the event of sudden illness or injury. Qualifications: EMS, Paramedic, EMT. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Patient Services Coordinator. o Review emergency procedures and protocols. o Review and familiarize oneself with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Remain on stand-by status until activated. o Collaborate with the Patient Services Coordinator to ensure that communications equipment is available and in working order. o Review communications procedure with the Patient Services Coordinator and the Sick Room Attendant/First Aid Provider to ensure notification is received for emergency transport, if indicated. Ongoing Responsibilities: o Provide an early alert to the Patient Services Coordinator of situations that may require Security staff. o Notify the Patient Services Coordinator promptly of any communications equipment problems. o Identify issues for the After Action Report and discuss them with the Patient Services Coordinator. 13
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Patient Educator-Patient Services-Operations Section Purpose: Reinforce the key messages. Ensure that patients have information materials. Teach the clients what to expect from the medication, and instruct them on what signs and symptoms should be reported to the Local Health Department and/or their physician. Ensure each patient is provided with adequate information concerning the prophylaxis or treatment regimen. Qualifications: Licensed Medical/Nursing Personnel, Health Educator. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Patient Services Coordinator. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Understand role at dispensing site as per briefing and assignment. o Review all educational materials. o Review standing orders issued concerning prophylaxis or treatment protocols. Ongoing Responsibilities: o Distribute information/education packets regarding the identified agent. o Verify that forms are correctly completed. o Verify that the dispensing team has signed the patient record and entered the lot numbers. o Answer any remaining concerns the client may have. o Give patients appropriate information sheets and supplies. o Give the patient contact/phone numbers to answer any concerns or to report reactions. o Report any significant health trends in departing patients to the Patient Service Coordinator. o Provide an early alert to the Patient Services Coordinator of situations that may require Security staff. o At end of event, help break-down equipment and re-package supplies. o Identify issues for the After Action Report and discuss them with the Patient Services Coordinator. 15
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Exit Monitor-Patient Services-Operations Section Purpose: To ensure each patient is provided with adequate information concerning his or her prophylaxis or treatment regimen upon leaving the dispensing site. Qualifications: Clerical/Volunteer Personnel. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Patient Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Patient Services Coordinator. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Understand role at dispensing site as per briefing and assignment. o Assist with the set-up of the Check-Out Area and any other areas, as requested. Ongoing Responsibilities: o Continuously monitor and direct patient activity throughout the facility. o Direct medication recipients through the clinic process. o Maintain clinic flow and reduce congestion/backlog. o Answer questions related to general clinic operations (locations of entrances, exits, parking, bathroom, etc.) o Provide an early alert to the Patient Services Coordinator of situations that that may require additional security personnel. o Ensure all forms are completed and signed and lot numbers recorded. o Collect all paperwork from patients as they leave. o Ensure the patient leaves with appropriate records, care instructions, and resource numbers. o Answer any questions before patients leave. o Ensure that patients leave through the only exit. o Deliver completed documentation to the Patient Record Retention Coordinator or the Data Entry Coordinator. o Assist with the tear-down and re-packing of the Check-Out Area and any other areas, as requested. o Identify issues for the After Action Report and discuss them with the Patient Services Coordinator. 17
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Pharmacy Services Coordinator-Operations Section Purpose: To oversee the mass distribution of pharmaceuticals to the general population and to ensure treatment protocols are adhered to for each individual receiving medication, including pediatric patients. Responsible for: Dispenser/Distributor Dispensing/Distribution Assistants Pharmacy Consultants Qualifications: Registered Pharmacist, Licensed Medical/Nursing Personnel Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Operations Chief) Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Operations Chief. o Review the Operations Section of Dispensing Site Operations Plan. o Ensure that all physical set up and supplies are available for the pharmacy services area. o Follow the chain of command. THIS IS CRITICAL to ensuring consistent behavior and information across sections and shifts: Give instructions ONLY to personnel that report to you, and take instructions ONLY from your supervisor. Coordinate with your peers (anyone who reports to your supervisor) to accomplish your assigned tasks. DO NOT make decisions that impact others outside your area, or that use information that is not in writing or provided by your supervisor. Report to your supervisor when you encounter problems that you cannot resolve or questions that you cannot answer. o Develop staff schedule and assignments. o Appoint or confirm activation of those who report directly to you, distribute Job Action Guidelines for each of the functional areas, and greet them as they arrive: Dispenser/Distributor Dispensing/Distribution Assistants Pharmacy Consultants 19
o Verify credentials/staff identification system in collaboration with the Operations Chief. o Meet with the staff that reports to you to: Brief your staff regarding planned operations. Establish chain of command and performance expectations: Your direct reports are to report ONLY to you. They work with other staff as assigned by you, but they DO NOT take instructions from, or provide information to, anyone other than you except for the Health and Safety Coordinator, if regarding a safety issue. Any questions, problems, or incidents should be reported to you, NOT to anyone else. o Meet with the pharmacy services staff and review dispensing site operations with the staff to ensure they understand patient flow and are clear on dispensing protocols. o Collaborate with the medical screeners to ensure all young children and their guardians are directed to Pharmacy Consultant. o Provide pharmacy services staff with checklists, information sheets, recording documents, etc. o Assign pharmacist(s) to provide counseling where needed. o Brief all staff on procedures for additional supplies, security problems, medication issues, or other problems. Ongoing Responsibilities: o Monitor patient flow through the process, and recommend movement of staff where necessary to reduce or eliminate bottlenecks in the process (i.e., recommend movement of staff to-and-from pharmacy, evaluation, and interview areas). Problem solve with the Operations Chief, Dispensing Site Manager, and Logistics Chief. o Ensure all pharmacy services staff are clear concerning supply procurement procedures. o Supervise the breakdown and repacking of all equipment and supplies. o Ensure the collection of all paperwork and turn it in to Operations Chief. o Identify issues for the After Action Report. o Participate in After Action Review meetings, as required. 20
Dispenser/Distributor-Pharmacy Services-Operations Section Purpose: To ensure each patient is provided with the correct dosage of medication prescribed by the issued standing orders. Qualifications: Physician, Physician Assistant, Registered Nurse, or Registered Pharmacist Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Pharmacy Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Pharmacy Services Coordinator. o Review Mass Medication Distribution Planning Guide. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Review all flowcharts and forms including: Information for persons who may have been exposed Prescribing orders Patient information Physician referral form Notification to patient s primary care provider form o Review standing orders issued concerning prophylaxis or treatment protocols. o Review Personal Protection Equipment guidelines as determined by Health and Safety Officer. o Set up pharmacy dispensing site workstations. o Check and set up all pharmaceutical supplies for dispensing. Ongoing Responsibilities: o Supervise dispensing/distribution assistants and assist in providing pharmacy consultation to medical staff, if needed. o Ensure that all prescriptions are filled via prescription form, and retain all forms. o Review for contraindications/allergies. o Ensure availability of, and distribute, drug interactions forms with each prescription. 21
o Apply an ink stamp to the right hand of each person that receives medication, and do not issue medication to someone who already has a hand stamp. o Ensure that each person is dispensed the correct drug and strength. o Ensure proper ID and child weight information is available for family members not present. o Complete documentation, sign and date. o Ensure that all tracking paperwork on every departing patient is correct and complete and turn it in to the Pharmacy Services Coordinator. o Keep track of unit dose supplies and inform Pharmacy Services Coordinator of any impending shortages. o Respond to medical emergencies, as necessary o At the end of the event, help break-down equipment and re-package supplies. o Identify issues for the After Action Report and discuss them with the Pharmacy Services Coordinator. 22
Dispensing/Distribution Assistants-Pharmacy Services-Operations Section Purpose: To assist with the dispensing process by preparing dispensing paperwork, recording the medication lot number, expiration date and dispense date on the Client Record. Qualifications: Physician, Physician Assistant, Registered Nurse, Registered Pharmacist, or Pharmacy Technician Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Pharmacy Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Pharmacy Services Coordinator. o Review the Mass Medication Distribution Planning Guide. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Assist the Dispenser with all aspects of dispensing activities. o Set up workstations and ensure availability of pharmaceutical labeling supplies. o Prepare stock of prescriptions, as required. o Enter medication lot numbers on the consent form and clinic record. o Review Personal Protection Equipment guidelines as determined by Health and Safety Officer. o Check and set up all pharmaceutical supplies for dispensing. o Assist with set up of pill counting machines (if necessary). Ongoing Responsibilities: o Provide the patient with a medication card that documents the date dispensed, the amount of medication dispensed, and from which dispensing site the medication was received/ o Disinfect contaminated surfaces and dispose of soiled materials, as needed, and according to established protocols/procedures/ o Replenish dispensing station supplies/ o Respond to medical emergencies as needed/ o Assist with the break-down and re-packaging of all equipment/supplies at the end of the event. 23
o Ensure that all paperwork is completed and turned in to the Pharmacy Services Coordinator. o Identify issues for the After Action Report and discuss them with the Pharmacy Services Coordinator. 24
Pharmacy Consultant-Pharmacy Services-Operations Section Purpose: To ensure each dispensing center staff member has access to current information concerning the prescribed medications and treatments by providing pharmaceutical consultation. To ensure each child is individually assessed and the child s legal guardian is provided with the correct dosage of medication or treatment prescribed by the issued standing orders. Qualifications: Registered Pharmacist, Licensed Physician Position assigned to: 1 st shift Mission: To ensure each child is 2 individually reviewed and the child s legal guardian is nd shift provided with the correct dosage 3 of medication or treatment prescribed by the issued rd shift standing orders Position reports to: (Pharmacy Services Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Pharmacy Services Coordinator. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Understand role at dispensing site as per briefing and assignment. o Review standing orders issued concerning prophylaxis or treatment protocols, including pediatric protocols. o Review pediatric patient information sheets. o Review Personal Protection Equipment guidelines as determined by Health and Safety Officer. Ongoing Responsibilities: o Ensure that tracking paperwork on every patient is correct and complete. o Monitor patient paperwork and the various work stations to ensure prophylaxis and treatment directions given to patients are consistent and correct. o Provide the Supply Coordinator with pharmaceutical consultative help concerning the SNS medications and nomenclature. o Ensure proper ID and child weight information is provided for family members not present. o At the end of the event, help break-down equipment and re-package supplies. o Identify issues for the After Action Report and discuss them with the Pharmacy Services Coordinator. 25
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Special Needs Coordinator-Operations Section Purpose: To ensure that all patients with special need mental/physical health or language barriers are referred for consultative services immediately at the dispensing site. In addition, the Special Needs Coordinator will ensure that all dispensing site personnel have access to needed mental health consultative services immediately at the dispensing center or subsequently at offsite locations. Responsible for: Mental Health Specialist Interpreter Qualifications: Licensed Social Worker, Licensed Medical and Nursing Personnel Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Operations Chief) Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Operations Chief. o Review the Dispensing Site Operations Plan. o Ensure that all physical set up and supplies are available for the Special Needs Service area. o Follow the chain of command. THIS IS CRITICAL to ensuring consistent behavior and information across sections and shifts: Give instructions ONLY to personnel that report to you, and take instructions ONLY from your supervisor. Coordinate with your peers (anyone who reports to your supervisor) to accomplish your assigned tasks. DO NOT make decisions that impact others outside your area, or that use information that is not in writing or provided by your supervisor. Report to your Chief when you encounter problems that you cannot resolve or questions that you cannot answer. o Develop staff schedule and assignments. 27
o Appoint or confirm activation of those who report directly to you, distribute Job Action Guidelines for each of the functional areas, and greet them as they arrive: Mental Health Specialist Translator o Verify credentials/staff identification system in collaboration with the Operations Chief. o Meet with the staff that reports to you to: Brief your staff regarding planned operations. Establish chain of command and performance expectations: Your direct reports are to report ONLY to you. They work with other staff as assigned by you, but they DO NOT take instructions from, or provide information to, anyone other than you except for the Health and Safety Coordinator, if regarding a safety issue. Any questions, problems, or incidents should be reported to you, NOT to anyone else. o Provide Special Needs Service staff with checklists, information sheets, recording documents, etc. o Review dispensing site operations with staff to ensure they have a clear understanding of patient flow and are clear on treatment/referral protocols. o Assemble staff, make assignments and distribute Job Action Guidelines. o Ensure a private consultation room or area is available. o Review the patient flow patterns and make sure special needs staff understands. o Brief mental health specialists on patient mental health protocols. o Brief interpreters on language barrier protocols. Ongoing Attention: o Monitor staff and/or patient mental health status during operations, paying particular attention to stress levels. o Monitor exiting patients to ensure their needs are met and any follow-up services are arranged. o Notify the Operations Coordinator, Dispensing Site Director, and Security Supervisor of any negative situations that may occur or have the potential to occur while the dispensing center operates. o At the end of the event, assist with break-down of equipment and re-packaging of supplies for return to the RSS. o Participate in After Action Review meetings, as required. 28
Mental Health Specialist-Special Needs-Operations Section Purpose: To ensure that all patients and staff have access to crisis intervention services services immediately at the dispensing site and consultative services subsequently at off site locations. Qualifications: Licensed Social Worker; Persons trained in Critical Incident Stress Management (CISM) Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Special Needs Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Special Needs Coordinator. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Prepare mental health interview area. o Understand any standing orders issued concerning prophylaxis or treatment protocols and possible mental health side effects. Ongoing Responsibilities: o Ensure that patients/staff have their needs met and are as comfortable as possible with the situation. o Maintain client confidentiality to the greatest extent possible. o Monitor staff and/or patient mental health states during operations, paying particular attention to stress levels. o Identify and refer any individual needing a mental health referral and/or followup. o Inform the Special Needs Coordinator of any significant negative trends concerning staff and/or patient mental health. o Ensure the collection of paperwork and turn it in to the Special Needs Coordinator. o At the end of the event, assist with break-down of equipment and re-packaging of supplies for return to the RSS. o Identify issues for the After Action Report and discuss them with the Special Needs Coordinator. 29
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Interpreter-Special Needs-Operations Section Purpose: To interpret verbal explanations and translated materials for those persons who have difficulty reading, hearing, or understanding the English language. Qualifications: Proficient in foreign languages/sign language. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Special Needs Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Special Needs Coordinator. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, lavatories, first aid and break rooms. o Prepare work area. o Review all patient forms and patient education sheets. Ongoing Responsibilities o Collaborate with Greeters/Registrars to identify patients with language barriers requiring interpreter services. o Assist patients with intake forms completion. o Provide interpretation as necessary; assist with client education. o At the end of the event, assist with break-down of equipment and re-packaging of supplies for return to the RSS. o Identify issues for the After Action Report and discuss them with the Special Needs Coordinator. 31
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Inventory Coordinator-Operations Section Purpose: To coordinate the tracking of inventory within the Dispensing Site, including keeping a log of material maintained at each station and tracking when such materiel is depleted and needs to be re-supplied. Works closely with the Supply Coordinator. Responsible for: Inventory Control Specialist Qualifications: Skilled at oral and written communication, has computer skills, and is knowledgeable of inventory control methods and procedures. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Operations Chief) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive briefing from the Operations Chief. o Review the Dispensing Site Operations Plan/Inventory Control Procedures. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, SNS equipment if on site, and inventory control work area. o Follow the chain of command. THIS IS CRITICAL to ensuring consistent behavior and information across the sections and shifts: Give instructions ONLY to personnel that report to you, and take instructions ONLY from your supervisor. Coordinate with your peers (anyone who reports to your supervisor) to accomplish your assigned tasks. DO NOT make decisions that impact others outside your area, or that use information that is not in writing or provided by your supervisor. Report to your supervisor when you encounter problems that you cannot resolve or questions that you cannot answer. o Develop staff schedule and assignments. o Appoint or confirm activation of those who report directly to you, distribute Job Action Guidelines for each of the functional areas, and greet them as they arrive: Inventory Control Specialist o Verify credentials/staff identification system in collaboration with the Operations Chief. o Meet with the staff that reports to you to: 33
Brief your staff regarding planned operations. Establish chain of command and performance expectations: Your direct reports are to report ONLY to you. They work with other staff as assigned by you, but they DO NOT take instructions from, or provide information to, anyone other than you except for the Health and Safety Coordinator, if regarding a safety issue. Any questions, problems, or incidents should be reported to you, NOT to anyone else. Inventory Control Specialist o Obtain inventory control tools/forms/records. o Provide Inventory Control Specialists with inventory control tools/forms. Ongoing Responsibilities: o Maintain all inventory control records for the Dispensing Site. o Provide the Operations Chief with hourly briefings on inventory control issues. o Track inventory of medications, vaccines, medical supplies, and information sheets at all stations. o Report inventory supply levels to the Operations Chief on a regular basis o Coordinate with the Supply Coordinator to assure that the proper materiel is moved from Supply Area to Patient Services Stations. o Inform the Operations Chief and Logistics Chief when it appears that additional orders or materiel will be needed from the RSS. o Serve as the inventory control problem solver. o Collaborate with the Supply Coordinator and Finance/Administrative Coordinator to ensure SNS stocks are tracked and accounted for. o Coordinate and supervise the tear-down and re-packaging at the end of the event. o Ensure the collection of all paperwork and turn it in to the Operations Chief. o Participate in After Action Review meetings, as required. 34
Inventory Control Specialist-Inventory Control-Operations Section Purpose: To provide support to the Inventory Control Coordinator to track materiel throughout the Dispensing Site operations process. Qualifications: Clerical/volunteer Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Inventory Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Inventory Coordinator o Review Job Action Guideline. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, SNS equipment if on site, and inventory control work area. o Understand role at dispensing site as per briefing and assignment. o Maintain supply of inventory control tools/forms. Ongoing Responsibilities: o Provide the Inventory Coordinator periodic briefings on assigned inventory control issues. o If directed by the Inventory Coordinator, coordinate with the Supply Coordinator to assure that the proper materiel is moved from Supply Area to Patient Services Stations. o Assist the Inventory Coordinator in maintaining inventory control records. o Immediately report inventory control issues to the Inventory Coordinator. o At the end of the event, assist with tear-down and re-packaging, as requested. o Identify issues for After Action Report and discuss them with the Inventory Coordinator. 35
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Facility Coordinator-Logistics Section Van Buren/Cass District Health Department Purpose: To ensure the physical needs of the Dispensing Site are met and any unforeseen problems are quickly resolved. Qualifications: Excellent organizational skills. Knowledgeable about facility management and safety. Knowledgeable about equipment and supplies needed to operate the Dispensing Site. Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Logistics Chief) Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Logistics Chief. o Review Job Action Guideline. o Review and familiarize self with dispensing site surroundings for work station locations, office areas, supply areas, first aid and break room. o Collaborate with the Logistics Chief, the EOC and the Dispensing Site Manager to arrange with the RSS site for shipment and transport of equipment and supplies to the dispensing site, and to set up procurement protocols. o Ensure security is on-site before equipment and supplies arrive. o Collaborate with the Security Coordinator to ensure pharmaceutical supplies and equipment are secure and that any Schedule C-II and C-IV controlled substances are properly locked up. o Establish security personnel stations. o Establish traffic flow patterns. o Set up communications equipment. o Work with the Communications Chief and Logistics Chief to establish communications protocols. Ongoing Responsibilities: o Explore back-up transportation to pick up supplies at the RSS in the event of problems with primary and secondary transportation resources. o Monitor equipment and supply set up to ensure all functions of the Dispensing Site can be carried out. o Work with all staff to set up workstations. o Maintain records as per the Administration/Finance Coordinator instructions. o Monitor heating and cooling requirements. o Work with the Dispensing Site manager or Operations Coordinator to correct any patient flow problems. o Troubleshoot environmental problems/concerns. 37
o Supervise the break-down and re-packaging of all equipment and supplies at each station at the end of the event. o Arrange to have all usable equipment and supplies returned to the RSS site. o Ensure dispensing site building is left in clean condition. o Participate in After Action Review meetings, as required 38
Security Coordinator-Logistics Section Van Buren/Cass District Health Department Purpose: To oversee the security operations at the Dispensing Site to ensure a safe environment for staff and patients. Responsible For: Security Officers Qualifications: Security Guard or Law Enforcement Officer Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Logistics Chief) Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Logistics Chief. o Review the Dispensing Site Operations Plan. o Review role at the Dispensing Site as per briefing and assignment. o Review site plan schematic and actual site to determine ingress and egress routes, supply storage areas, staff work areas, outside grounds area, general public area, line monitoring points, parking areas, etc. o Determine traffic routing/parking patterns; supervise setting up cones, lines, etc. o Appoint or confirm activation of those who report directly to you, distribute Job Action Guidelines for each of the functional areas, and greet them as they arrive: Security Officers o Meet with the staff that reports to you to: Brief your staff regarding planned operations. Establish chain of command and performance expectations: Your direct reports are to report ONLY to you. They work with other staff as assigned by you, but they DO NOT take instructions from, or provide information to, anyone other than you except for the Health and Safety Coordinator, if regarding a safety issue. Any questions, problems, or incidents should be reported to you, NOT to anyone else. It is important that they DO NOT MAKE DECISIONS on their own, other than provided for in their Position Checklist. This ensures critical consistency with respect to performance and information at the site. Ensure that they are personally prepared, self-sufficient and adequately equipped to perform their assignments. o Review operating hours of dispensing site. 39
o Review the emergency response plan of the State, local and/or facility. o Meet with local law enforcement and coordinate issues/efforts. o Review communications systems for security staff. o Ensure Dispensing Site personnel have adequate communications resources (cell, radio, etc.) o Review identification/credentialing system for staff and volunteers. o Establish staff check-in and check-out procedures. o Assign posts and instructions to security staff. Ensure all personnel, public, equipment, vehicles, and buildings are provided sufficient security. o Ensure that evacuation signals and routes are labeled appropriately. o Assure facility is secure, well-lighted and functional. o Assure clinic parking is adequate, closed and protected. Ongoing Responsibilities: o Maintain Security Log; document all actions and decisions. o Ensure that a resource accountability system (personnel and equipment) is established and maintained. o Maintain authorized personnel list on an on-going basis. o Set up routine rounds for security checks as per assigned area. o Understand the identification/credentialing system in place. Ensure only authorized personnel are allowed into work station area and other restricted areas. o Ensure evacuation/exit signals and routes are labeled correctly. o Pay attention to crowd control measures. Repair/replace if necessary. o Arrange for security of equipment and supplies as they arrive at the site. o Supervise the set-up of Crowd Control system (cones, ropes, etc.) o Assess all lines and stations on routine basis for any potential security and/or safety problems. Report any safety problems to the Health and Safety Officer. o Participate in meetings and briefings to ensure that security considerations are a part of the plan at all times. o Maintain outside traffic/crowd control. o Control access to the facility and to specific areas of the facility. o Post security staff as needed. At a minimum this includes: Entrance: Admit authorized personnel and patients only. Check for hand-stamps indicating prior treatment; refer these individuals to the Dispensing Site Manager, as they may be trying to acquire additional medications. Exit: Ensure no unauthorized entry. Pharmacy Services Area: Ensure right hand is stamped upon receipt of pharmaceuticals. o Ensure security is provided for all personnel, equipment, vehicles and buildings. o Protect medications and supplies. o Remove, detain or isolate individuals who pose a security/safety risk. o Provide necessary control if persons become unruly. o Identify and make known to the Logistics Section Chief any security issues. o Offer operational assistance and recommendations regarding evidence collection, processing, and security to local law enforcement. o Contact 911, if necessary. 40
o Investigate accidents and write accident reports. Submit to the Health and Safety Officer. o Ensure all records and reports are turned in to the Logistics Chief. o At the end of the event, help break-down equipment and re-package all equipment and supplies. o Participate in After Action Review meetings, as required. 41
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Security Officer-Security-Logistics Section Purpose: To maintain a secure environment so that all functions of the dispensing center can run smoothly and safely. Qualifications: Security Guard or Law Enforcement Officer Position assigned to: 1 st shift 2 nd shift 3 rd shift Position reports to: (Security Coordinator) SNS Command Staff EOC Phone # Dispensing Center Phone # Treatment Center Phone # Misc. Notes Responsibilities Upon Activation: o Receive appointment and briefing from the Security Coordinator. o Review and familiarize self with dispensing site surroundings: entrances and exits, parking area egress and ingress, communications, workstations, site staff, etc. o Understand role at dispensing site as per briefing and assignment. o Review operating hours of dispensing site. o Assist Security Coordinator with the set-up of Crowd Control system (cones, ropes, etc.) o Ensure evacuation/exit signals and routes are labeled correctly. Ongoing Responsibilities: o Assist with issuing or validating badges or passes. o Assist with the establishment of a protective perimeter for the operation. o Set up routine rounds for security checks as per assigned area. Report findings to the Security Coordinator. o Understand the identification/credentialing system in place. Ensure only authorized personnel are allowed into work station area and other restricted areas. o Ensure that all patients receive an ink stamp to their right hand at the Pharmacy Dispensing station when they receive their medication. This will prevent them from re-processing to receive more medication. o Ensure that all patients entering the facility do NOT have an ink stamp on their right hand (indicating that they might be trying to re-process for more medication). o Pay attention to crowd control measures. Repair/replace if necessary. o Assist with directing general public to correct work station. o Assist with accident investigation, and accident/incident report documentation. o Assist, as directed, with evidence processing and custody. 43
o At the end of the event, help break-down equipment and re-package supplies. o Identify issues for the After Action Report and discuss them with the Security Coordinator. 44