Trust Business Version No Version 3 Date November 2014 Greg arrison Author(s) Review date November 2015 Contact person: Greg arrison Planning & Performance anager/ Emergency Planning anager Tel: 0114 2263361/07792 203072 Fax: Email: greg.harrison@shsc.nhs.uk 1
AENDENTS Amendment No Date Section/Page Amended Name Change 1. 12.12.14 Introduction Greg arrison Emergency Planning ead changed to Accountable Emergency Officer 2
Contents 1 Introduction 2 Implementation of The Plan 3 Response & Recovery 4 Training & Exercising Appendices A. Risk Assessment B. Contingency Plan C. Incident og Sheets 3
1. Introduction This plan identifies action to be taken to reduce the impact of adverse conditions on services in Sheffield ealth and Social Care Foundation Trust. This includes: Inpatient Services Community ental ealth & earning Disability Teams/ Crisis and ome Treatment Teams Community Support Services Accommodation Based Support Services Resource Centres Specialist services GP services at the Clover group Day Services All other central and support services within SSC The functions covered by this contingency plan will all need to be resumed in a prioritised way in the event of an emergency, incident, interruption or disruption to normal services. Reference needs to be made to the Trusts ajor Incident Plan and the suite of other plans that support business continuity in SSC. 1.1 Aim of the Plan The aim of this plan is to ensure that the services in Sheffield ealth and Social Care Foundation Trust can continue providing services in the event of an emergency, interruption or disruption to normal service. The plan forms part of a wider planning process. In the event of major disruption command and control will take direction from the Chief Executive, Sheffield ealth and Social Care NS Foundation Trust (SSCFT). Implementation of this plan will support actions being carried out by teams following their local s. 1.2 Key Functions Key Functions are listed in Appendix 1. 1.3 Resumption of Service Target times for the resumption of service are listed at Appendix 1. 2. Implementation of the Plan 2.1 ow is the Plan invoked The plan will be invoked by the Chief Executive, Sheffield ealth and Social Care NS Foundation Trust (SSCFT), the Accountable Emergency Officer or the Executive on Call. 2.2 Incident Control Centre. The Trust has identified an Incident Control Centre (Committee Room 1 at Fulwood ouse or the Reserve Center in Room 841 at the ichael Carlisle Centre) at which the Chief Executive, Accountable Emergency Officer or Executive Director on-call will assemble the Trust Emergency Planning Group (TEPG). This Team will be responsible for planning and providing central management of the Trust s response and for coordinating the Trust s those with other agencies. The Trust Emergency Planning Group (TEPG) will be responsible for coordinating a response across all service areas of SSC to ensure business continuity of existing services and/or contribute to the recovery of other services as required. As such it will 4
assume and command and control function for the Trust until the major incident status is stood down The TEPG will provide clear communication and direction for team managers who will be implementing local s. Each team will identify (and manage information on contacts with) service users and families in critical/urgent need. 2.3 Roles and Responsibilities: Core Team. The TEPG will comprise the following core members, Accountable Emergency Officer/ Executive Director (who will Chair the Group) Emergency Planning anager An Estates anager, Appropriate Service Directors/ anager(s), The SSC Communications anager, Two (2) Administrative Support Staff to log decisions (and the reasons for them) and incoming information (in working hours, locally-based staff to be designated. Other personnel to be co-opted, as necessary (e.g. A Senior Nurse, a Doctor etc). All TEPG members will be contacted by Switchboard and they will be responsible for identifying appropriate deputies. 3 Response & Recovery 3.1 Procedures and processes Appendix 2 identifies action to be taken to reduce the impact on the critical key functions identified in the Business for the Sheffield ealth and Social Care NS Foundation Trust 3.2 Command and control In the initial phase of any incident local Team anagers will initiate s. The implementation of this Business will be communicated by the most available means (email, telephone and fax) to local teams by the TEPG on its formation. Team anagers will take direction from the TEPG by individual contact or briefings communicated 4 hourly or as the need arises. 3.3 Recording Decisions All decisions and action taken and reasons will be recorded using the Incident og Sheet, which will be copied and provided to the TEPG as specified at the time. 4 Training & Exercising 4.1 Staff Training Training will be incorporated into induction plans for new senior managers. A briefing will be held with Operational anagers Team meeting annually. 4.2 Exercises A desk top exercise will be programmed in to the Operational anagers Team meeting annually. The plan will be used in all SSC and Business Continuity training exercises. 4.3 Review The plan will be reviewed following the annual briefing and exercise with the TEPG 5
Appendix 1 SSC Business Continuity Risk Assessment Risk Function Timescale Probability (//) Adverse Weather Inpatient Services Impact (//) atrix Priority (//) Effect on Function ajor impact on service users if beyond 1. As situation continues increasingly compromised ability of staff to provide quality support to inpatient services CT and CDT s ajor impact on service users if beyond 1. Inability of staff to provide wide range of services including Act Assessments Contingency Plan SSC Adverse Weather Plan SSC Adverse Weather Plan Clover Group Impact on patients and carers if beyond one two. imited ability to provide service Resource Centre s & Incrementally Day Services increasing impact on service users and SSC Adverse Weather Plan 6
carers if beyond several. Inability of staff to provide service Accommodation Based Support ajor impact on service users if Services beyond 1. As situation continues increasingly compromised ability of staff to provide quality support to inpatient services Community Support ajor impact on Services service users if beyond 1. Staff unable to visit vulnerable people to assess and arrange for needs to be met. Specialist Services Service could be maintained via telephone contact only for periods of 1 Admin and Central Service could be Support Services maintained via telephone contact only for periods in excess of 1 SSC Adverse Weather Plan SSC Adverse Weather Plan SSC Adverse Weather Plan SSC Adverse Weather Plan 7
Note: NS England classify Flu Pandemic as the highest current threat to NS business continuity. November 2014 Risk Function Timescale Probability (//) Impact (//) atrix Priority Effect on Function Illness in the community/ Flu (including staff illness) (//) Inpatient Services ajor impact on patients if beyond 2. Inability of staff to provide support to in-patient services. Patients to be transferred to other areas and freeze admissions. CT and CDT s ajor impact beyond 2 on service users. Inability of staff to provide wide range of services. Increased demands due to illness Clover group Increased demands due to illness. ajor Resource Centre s & Day Services impact on support for patients in the community. Inability of staff to provide service. Increased demands due to illness. Contingency Plan and ocal Flu Pandemic Action Plan and ocal Flu Pandemic Action Plan and ocal Flu Pandemic Action Plan 8
Increasing difficulty to provide continuity of service after 2. and ocal Flu Pandemic Action Plan Accommodation Based Support Services ajor impact on patients if beyond 2. Inability of staff to provide support to in-patient services. Patients to be transferred to other areas and freeze admissions. Community Support ajor impact on Services service users after 1-2. Inability of staff to assess and arrange for needs to be met. Increased demands due to illness, less staff to meet demand. Reduced capacity for formal and informal support in the community. Specialist Services Service could be maintained via telephone contact only for periods of 1 and ocal Flu Pandemic Action Plan and ocal Flu Pandemic Action Plan and ocal Flu Pandemic Action Plan 9
Admin and Central Support Services Service could be maintained via telephone contact only for periods in excess of 1 and ocal Flu Pandemic Action Plan Risk Function Timescale Probability (//) Failure of IT, Telecommunications Utilities (electricity, gas, water) Inpatient Services Impact (//) atrix Priority (//) Effect on Function ajor impact on patients if beyond 1 hour. Inability of staff to provide support to in-patient services. Disruption likely to close services if prolonged Patients to be transferred to other areas and freeze admissions. Contingency Plan ocal Business 10
CT and CDT s Impact on ability to receive and respond to referrals i.e. emergency assessments Clover Group Impact on ability to receive and respond to referrals i.e. urgent assessments Disruption likely to close services if prolonged. Resource Centre s & Day Services Service could be maintained using other identified staff members via telephone contact only for periods of 2-3 ocal Business ocal Business ocal Business 11
Accommodation Based Support Services Community Support Services ajor impact on patients if beyond 1 hour. Inability of staff to provide support to in-patient services. Disruption likely to close services if prolonged Patients to be transferred to other areas and freeze admissions. Access support via home visits Specialist Services Support via mobile telephone potential impact could be increased crisis situations Admin and Central Support via mobile ocal Business ocal Business ocal Business 12
Support Services Risk Function Timescale Probability (//) Building Accommodation not available inc Fire damage Inpatient Services telephone & Internet/e-mail Impact (//) atrix Priority (//) Effect on Function Inability to meet basic need & statutory duty. Alternative accommodation required immediately. CT and CDT s Alternative arrangements put into place for Admin support and work with service users in the community continues ocal Business Contingency Plan ocal Business Evacuation Plan and utual Aid with other Trusts ocal Business Clover group Disruption likely to ocal Business 13
Resource centre s & Day Services Accommodation Based Support Services Community Support Services close services. Disruption likely to close services unless alternative base is found Inability to meet basic need & statutory duty. Alternative accommodation required immediately. Service would continue in the short term ocal Business ocal Business Evacuation Plan and utual Aid with other Trusts ocal Business 14
Specialist services Service could be delivered from alternative settings Admin and Central Support Services Service could be delivered from alternative settings and via Internet/email ocal Business ocal Business 15
Risk Function Timescale Probability (//) Fuel Disruption Inpatient Services Impact (//) atrix Priority (//) Effect on Function Problems for nonessential staff transport. Supply shortages (fuel and edication) if situation continues CT and CDT s Fuel shortage will limit capacity to support visits in community. Priority system based on risk rating for most vulnerable people Potential increase in crisis situations. Priority to support mental health act assessments. Clover group Some patients and staff unable to travel to surgeries. Contingency Plan ocal Business Fuel Contingency Policy ocal Business Fuel Contingency Policy ocal Business Fuel Contingency Policy Day Services Some problems for ocal Business 16
Accommodation Based Support Services Community Support Services staff transport. Possible service closures after 2-3 Problems for nonessential staff transport. Supply shortages (fuel and edication) if situation continues Fuel shortage will limit capacity to support visits in community. Priority system based on risk rating for most vulnerable people Potential increase in crisis situations? Specialist services Some patients and staff unable to travel to clinics Fuel Contingency Policy ocal Business Fuel Contingency Policy ocal Business Fuel Contingency Policy ocal Business Fuel Contingency Policy 17
Admin and Central Support Services Service could be delivered from alternative settings and via Internet/email ocal Business Fuel Contingency Policy Risk Function Timescale Probability (//) ajor Emergency Inpatient Services Impact (//) atrix Priority (//) Effect on Function Services not required to provide ajor Emergency cover but may be affected e.g. road closures affecting pharmacy supplies, ability of staff to get to/from major sites Contingency Plan ocal Business SSC ajor Incident Plan 18
Admissions to inpatient areas could be frozen or patients transferred to other areas. Increase in out of city placements may result. Increase in challenging behaviours increase in incidents? CT and CDT s ay limit capacity to support visits in community. Priority system based on risk rating for most vulnerable people Potential increase in crisis situations. Priority to support mental health act assessments. Services possibly asked to support Clover group public need Possible disruption to service. Services possibly asked to support public need. Resources diverted into responding to emergency ocal Business SSC ajor Incident Plan ocal Business SSC ajor Incident Plan 19
Day Services Possible disruption to service. Services possibly asked to support public need. Accommodation Based Support Services Community Support Services Services not required to provide ajor Emergency cover but may be affected e.g. road closures affecting pharmacy supplies, ability of staff to get to/from major sites Admissions to inpatient areas could be frozen or patients transferred to other areas. Increase in out of city placements may result. Increase in challenging behaviours increase in incidents Re-prioritizing of work so some people may be left more vulnerable than usual. ocal Business SSC ajor Incident Plan ocal Business SSC ajor Incident Plan ocal Business SSC ajor Incident Plan 20
Specialist services Possible disruption to service. Services possibly asked to support public need Admin and Central Support Services Service could be delivered from alternative settings and via Internet/email ocal Business SSC ajor Incident Plan ocal Business SSC ajor Incident Plan Risk Function Timescale Probability (//) Impact (//) atrix Priority (//) Effect on Function Contingency Plan Other Risks specific to your service for e.g. Transport Infrastructure 21
edia Interest Failure of major contractor / supplier 22
Contingency Plan Appendix 2 1. Introduction This appendix identifies action to be taken to reduce the impact on the critical key functions identified in the Business for the Sheffield ealth and Social Care NS Foundation Trust 2. Actions In the event of the SSC Business being activated all teams managers will liaise with their identified lead on the Trust Emergency Planning Group (TEPG) for specific instructions/advise on the implementation of Team s. Team managers will instigate appropriate actions below and in accordance with their local Team s unless instructed otherwise by the TEPG It is essential that Team anagers report any service delivery concerns promptly to their identified lead on the TEPG and deploy resources as determined by that group. It is recognised that to ensure the safety of patients/service users, staff, carers and members of the public in the event of an emergency that best interest decisions within the principles and guidance of the ental Capacity Act may be required to be made. In the event where staff are concerned about people s safety and their capacity to make a decision under the specific circumstances of the situation and the normal application of the ental Capacity Act is not possible, guidance should be sought from the TEPG. All Teams are responsible for maintaining and updating an electronic and paper copy of staff contact information. All Teams are responsible for maintaining and updating an electronic copy of service user contact information. 2.1 Severe Weather 2.1.1. Impact Difficulty accessing place of work could impact on workers ability to respond to new referrals, emergencies and to provide services. Difficulty getting around the city could impact on workers ability to provide services and respond to new and emergency referrals 2.1.2. Recovery Where workers are unable to attend work due to severe weather they should contact their manager (or other manager) and identify alternate worksites that are accessible. anager will seek to ensure that staff are directed on a priority basis to cover staff shortages. anager will identify emergency supplies required to meet basic needs and use pre-arranged supplies where available. 23
In the event of severe weather preventing staff attending appointments to service users they should if possible contact by telephone to cancel/discuss The Service will operate an emergency duty system only but will be responsible for carrying out a risk assessment for their own and service users safety Where an emergency visit is needed and a worker is at a base more accessible to the service users home, workers will liaise to arrange the visit Workers will liaise to agree who is best placed to respond to urgent referrals Workers will liaise closely with the emergency services where this is required. Workers will work with colleagues in other services to make sure that an appropriate response is made Ensure weather forecasts/updates are distributed 2.2 Illness in the Community (including staff illness) 2.2.1. Impact Unable to provide Inpatient assessment and care management Unable to provide urgent community mental health support Unable to provide care and support services Increased workload due to impact on the community Family carers unable to provide usual levels of support 2.2.2. Recovery All teams to follow local flu pandemic plans when appropriate anagers to liaise across the City and deploy staff in such a way that a priority and Crisis Team service is available in each locality anagers will respond to priorities set by the TEPG anagers to liaise with other service areas and other agencies including monitoring of emergency provision Develop list of workers who can be contacted in an emergency 2.3 Failure of IT, Telecommunications, Utilities 2.3.1. Impact No IT and other electronic equipment No INSIGT No heat, light, water in office imited communications imited information means Storage of edication in fridges will be affected ajor gas failure would result in heating loss & in winter that would require evacuation within 2-3 2.3.2. Recovery Generators on Inpatient sites tested regularly & will supply power for approx 12 hrs. ongley centre is on the NG site feed CC has 2 reserve supply ongley Centre has 12 hours reserve supply Bottled water supply. If major quantities needed then: 24
Yorkshire Water will prioritise supply to Inpatient areas- with portable water tankers (if an external problem) Use tank or mains supply In the short term bottled water could be purchased on the open market as a temporary measure Portable heaters are available but of limited use as may overload electricity system NG currently used for flat linen laundry for Inpatient services- if this was interrupted SSC would use commercial services. Residential services use on site facilities Redeploy patients and staff to sites where problems not occurring Use mobile phones Use laptops Inform other services and agencies Prescriptions will need to be handwritten until systems are restored. Prescription pads must be obtained Clinical Notes will be taken by hand on paper and transcribed when INSIGT service is resumed 2.4 Building Accommodation Not Available 2.4.1. Bomb Alert 2.4.1.1. Impact Staff already at work, together with patients/ service users should be evacuated in line with bomb scare procedures A thorough search of the building by the Emergency Services may take some considerable time Unable to access buildings/accommodation for some time Unable to provide services Staff coming into work must be contacted and advised accordingly 2.4.1.2. Recovery Evacuate workers and patients/ service users to alternative worksite Redeploy service provision to alternative worksites Communication to the edia only through R edia 2.4.1.2. Fire Alert Impact Staff already at work, together with patients/ service users should be evacuated in line with fire procedures As above for bomb alerts 2.4.1.2.1. Recovery As for Bomb Alert but fire damage may delay return to building 2.5 Fuel Disruption 2.5.1. Impact Staff having difficulty getting to work Risk to service provision ay not be able to visit service users for assessment 25
2.5.2. Recovery Ask staff to report to nearest available worksite Use public transport if available to make visits iaise with TEPG who will make decisions on/agreeing corporate flexible working patterns to enable some staff to work from home iaise with other services and agencies to determine risk and appropriate response and prioritise critical services for fuel allocation 2.6 ajor Emergency 2.6.1. Impact Risk to service provision due to staff being utilised in major incident ay increase demand on services 2.6.2. Recovery Redeploy staff as appropriate to provide emergency assessment and care management Redeploy staff as appropriate to provide emergency community health care Redeploy staff as appropriate to provide accommodation and support services and services ake sure partner agencies instigate major emergency response 2.7 Transport Infrastructure 2.7.1. Impact Difficulty staff getting to work Risk to service provision 2.7.2. Recovery Staff can walk/car share/use public transport where possible Flexible working iaise with senior management/strategic level group who will make decisions on/agreeing corporate flexible working patterns to enable some staff to work from home 2. 8. edia Interest 2.8.1.1.1 Impact Increased pressure on staff due to media interest 2.8.2 Recovery iaise with Communications anager for advice and involvement Brief workers appropriately 2.9. Failure of ajor Contractor / Supplier 2.9.1 Impact Service users vulnerable to lack/failure of service provision 2.9.2. Recovery iaise closely with Contracts Section to minimise impact Explore alternative provision in house/other providers 26
SEFFIED EAT &SOCIA CARE - INCIDENT OG SEET APPENDIX 3 COPETED INCIDENT OG SEETS SOUD BE RETAINED & WI:- - Assist in maintaining a true picture of the unfolding events - Assist in providing information for any future inquiry, which may follow an emergency response - elp with improving the response of the City Council in the future YOUR NAE YOUR JOB TITE YOUR SERVICE AREA AND DIRECTORATE TE DATE TIE FRO/TO (Name, Position Organisation) ESSAGE DETAIS 27
TIE FRO/TO (Name Position Organisation) ESSAGE DETAIS 28