Agency Staff Information and Policies

Information and policies for agency or float pool staff working in Interlake-Eastern Regional Health Authority facilities.

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Disaster Management

In the realm of disaster management, it is crucial for staff to be well-prepared and informed about various situations that may arise. One effective way to communicate the severity of incidents and guide appropriate responses is through the use of color codes. These codes serve as a visual language, helping staff quickly understand the threat type and the urgency associated with a particular event. The different color codes commonly used in disaster situations and their corresponding meanings, provide a valuable resource for staff to navigate and respond effectively in diverse scenarios. 

Disaster & Continuity Management Team

Disaster & Continuity Management Program

The Disaster & Continuity Management program operates in accordance with stringent guidelines to ensure the highest standards in emergency and continuity management. It follows the CSA (Canadian Standards Association) Z-1600 Emergency & Continuity Management Standard, providing a solid foundation for comprehensive planning and response. Additionally, the program aligns with the Health Standards Organization (HSO), emphasizing Emergency & Disaster Preparedness specifically tailored for Health Care Organizations. By incorporating industry best practices in Disaster Management, the program strives to establish a robust framework that addresses potential risks and challenges, ensuring a proactive and effective approach to emergency preparedness and response.

Role of the Disaster & Continuity Management Program

The Disaster & Continuity Management Program is dedicated to strategically planning and developing guidelines to ensure a robust response to unforeseen events with our facilities. Playing a crucial role in maintaining operational continuity, the program offers essential guidance and support for all programs and services. Adopting a “boots on the ground” approach, our team is poised for immediate response during crises.
Beyond crisis response, the program facilitates orientation for new staff and ensures ongoing preparedness through comprehensive training, education, and regular exercises. In anticipation of disasters, essential resources such as generators are procured, establishing a resilient infrastructure. Additionally, the program acts as a liaison with external agencies during disasters, fostering collaboration for a well-coordinated response.
Moreover, the Disaster Management program oversees security personnel services at facilities with officers on duty. Operating on a 24/7 basis, the Disaster & Continuity Management Program is committed to ensuring the company’s ability to navigate and effectively manage challenges.

What is your Role? 

In order to ensure organizational resilience and effective response during critical situations, each employee plays a crucial role within the Disaster & Continuity Management program.

It is imperative for every team member to possess a fundamental understanding and awareness of key components, including the Incident Management System (IMS), the Disaster Management & Continuity Guidelines, and their specific locations within the worksite. Additionally, employees must be well-versed in utilizing these resources adeptly in the event of a disaster. This tools assist each employee by providing you with insights into your designated roles and responsibilities in coordinating a comprehensive response effort. This comprehensive knowledge equips each employee to contribute effectively to the organization’s overall disaster preparedness and continuity efforts.  Familiarity with the Regional Disaster Operations Centre (RDOC) is also essential.

So what is a Disaster and what is an Emergency?

1. Disaster: Any event which may result in the loss of life; harm to the safety and welfare of staff, clients, and visitors; an interruption in service; or damage to property and infrastructure.
2. Emergency: An unexpected event that requires immediate action or assistance.

Recognize the Disaster 

In the realm of disaster management, it is crucial for staff to be well-prepared and informed about various situations that may arise. One effective way to communicate the severity of incidents and guide appropriate responses is through the use of color codes. These codes serve as a visual language, helping staff quickly understand the threat type and the urgency associated with a particular event. The different color codes commonly used in disaster situations and their corresponding meanings, provide a valuable resource for staff to navigate and respond effectively in diverse scenarios. 

How do we manage Incidents?

 The Incident Management System (IMS) is a standardized organizational structure used for managing emergency response and incidents. At its core, IMS designates a single individual as the Incident Commander, who holds overall authority and responsibility for the incident. This individual is supported, based on the incident details, by a team of key personnel, including the Command Staff, which consists of Public Information Officer, Safety Officer, and Liaison Officer. Additionally, the organizational structure comprises four Section Chiefs: Operations, responsible for tactical response; Planning, focused on collecting and analyzing information; Logistics, handling resource support; and Finance/Administration, overseeing financial and administrative aspects. This framework ensures a coordinated and efficient response to incidents, with clear roles and responsibilities defined for each key position.

What is the Incident Management System (IMS)

The Incident Management System (IMS) serves as a crucial framework in disaster management, ensuring seamless coordination among various components within a unified organizational structure. This system is designed to be flexible, allowing activation in whole or in part depending on the specific incident at hand. At its core, the IMS comprises key roles, including the Incident Commander (IC), Incident Command Support, Section Chiefs, and Team Leaders who represent distinct programs and services.

The key role/position of this structure is the Incident Commander. As a pivotal position that can be filled by any capable onsite staff member. The IC must possess the versatility and able to perform all required duties to address the incident. One noteworthy feature is the ability to hand off or assign the IC role to another qualified individual, ensuring adaptability during the course of the response. The distinctive green vest worn by the IC serves as a visual identifier, facilitating clear communication within the system and any responders who come to the site to assist.

The collaborative nature of the IMS extends beyond the Incident Commander to encompass a broader spectrum of roles, all working in tandem to address the specific needs of the response. This well-defined structure not only enhances efficiency in disaster management but also reflects a thoughtful approach to ensuring that responsibilities can be seamlessly transferred, underscoring the adaptability and resilience of the entire system.

Site Incident Command

Site Incident Command involves the administration of an incident at a specific location, employing the principles of the Incident Management System (IMS). This approach is designed to efficiently coordinate and control emergency responses by establishing a structured framework for communication, decision-making, and resource allocation. Site Incident Command ensures that the management of an incident at the local level is organized and effective, allowing for a systematic and collaborative response to mitigate the impact of emergencies or crises.

Regional Disaster Operations Centre (RDOC)

The Regional Disaster Operations Centre (RDOC) plays a critical role in emergency management, particularly in situations that surpass the capacity of individual site incident commands. When the magnitude of an incident overwhelms local response capabilities, the RDOC is activated to provide additional resources, expertise, and coordination. This ensures a more efficient and comprehensive approach to managing the crisis. Moreover, the RDOC becomes operational when multiple sites are affected simultaneously, necessitating a unified and centralized response to address the collective impact.

By coordinating efforts, sharing information, and deploying resources strategically, the RDOC enhances the overall resilience and response capabilities of the affected areas. This centralized approach facilitates better communication, resource allocation, and decision-making, ultimately contributing to a more effective and organized response to complex and widespread disasters.

Tools to Assist you in a Disaster

Disaster & Continuity Management Guidelines

The Disaster & Continuity Management Guidelines serve as a crucial framework for disaster preparedness and continuity planning. These guidelines are meticulously standardized regionally, incorporating site-specific information to address the unique needs and challenges of each location. The comprehensive Disaster & Continuity Management Guidelines are centrally housed in the Green “Command Centre Kit” at Hospitals and PCH’s, providing a readily accessible resource for emergency response teams. Additionally, for juxtaposed sites and clinics, the guidelines are conveniently stored in the blue “Operations Centre Kit,” ensuring that essential information is readily available in various healthcare settings. This strategic placement of guidelines emphasizes the importance of quick and effective decision-making during critical situations, ultimately contributing to the overall resilience of the healthcare infrastructure. For enhanced accessibility, the guidelines are also available online and can be easily searched within Document Central, facilitating quick retrieval of vital information for effective disaster and continuity management.

Command Centre Kit

The Command Centre Kit is a specialized resource hub strategically positioned within or in close proximity to the primary nursing station or command center of a healthcare facility. This mobile unit is designed to house a comprehensive array of tools and resources crucial for the efficient management of disaster situations. These resources include a site specific copy of the disaster management guidelines, documentation materials, and other essential equipment.

The mobile nature of the Command Centre Kit ensures that it can be swiftly deployed to different locations within the healthcare facility or even beyond, depending on the nature and scale of the disaster. This adaptability allows healthcare professionals to establish a centralized command post wherever it is most needed, facilitating better coordination and decision-making during emergency responses.

Moreover, the Command Centre Kit is not limited to real-life disaster scenarios; it is also a key component during disaster exercises and drills. By incorporating the kit into training simulations, healthcare teams can practice and refine their response strategies, ensuring that they are well-prepared for a wide range of potential emergencies. In essence, the Command Centre Kit serves as a dynamic and indispensable resource that enhances the overall resilience and effectiveness of healthcare systems in the face of disasters.

Operations Centre Kit

An Operations Centre Kit is a comprehensive resource hub strategically placed at the main nursing station of the juxtaposed facility and community offices/clinics. It is specifically designed to support staff in efficiently responding to emergencies within the juxtaposed area. The kit is equipped with a diverse range of tools and supplies necessary for managing various aspects of both disaster incidents and disaster exercises. Its centralized location ensures quick access to essential resources, thereby improving the coordination and effectiveness of emergency response teams during crises. The kit plays a crucial role in facilitating a prompt and well-organized response to emergencies, ultimately contributing to the overall preparedness and resilience of healthcare facilities and community offices in the face of unexpected challenges.

Training & Education

The regional disaster program places a strong emphasis on continuous training and education, employing a multi-faceted approach to ensure staff readiness within the Interlake-Eastern Regional Health Authority (IERHA). Members of the Disaster & Continuity Management Team actively engage in providing in-person training sessions, fostering a collaborative and hands-on learning environment. These in-person educational opportunities are regularly scheduled and are designed to cater to all employees of the IERHA, ensuring that a broad spectrum of staff is well-versed in disaster response and continuity strategies.

In addition to in-person training, the program recognizes the importance of flexibility and accessibility in education. To accommodate different learning preferences and schedules, an online electronic education platform is made available to staff. This allows employees to access educational resources remotely, promoting continuous learning and skill development.

To enhance practical skills and real-world preparedness, the program incorporates a variety of exercises. Tabletop exercises simulate emergency scenarios and allow participants to discuss and analyze their responses collaboratively. Functional exercises test specific aspects of the Disaster & Continuity Management Program in a controlled setting, evaluating the effectiveness of procedures and protocols. Mock exercises provide a hands-on, realistic experience, allowing staff to apply their training in simulated disaster situations.

By integrating in-person sessions, online resources, and diverse exercises, the regional disaster program ensures that staff members are not only well-informed but also equipped with the practical skills necessary to effectively navigate and respond to a wide range of disaster scenarios. This comprehensive training approach strengthens the overall resilience of the organization and contributes to a robust disaster response and continuity management capability.

Disaster Managment Education is available on our internal StaffNet Page(only available on computers connected to IERHA network.)

Quick Reference Guide

The Disaster Quick Reference Guide serves as a crucial resource for managing color code incidents that may impact operations. It delineates a set of actions to be followed universally for all incidents affecting operations, offering a standardized response protocol. The guide also outlines specific procedures to be executed when an incident is discovered, emphasizing the importance of swift and accurate response measures. Additionally, it provides guidance on actions to be taken once an incident is officially announced, helping teams coordinate their efforts effectively. Strategically placed throughout the facility, the guide ensures accessibility, allowing personnel to quickly reference critical information during high-stress situations. Importantly, it highlights actions that must be implemented within the critical first 5-10 minutes, recognizing the significance of rapid response in disaster scenarios. The guide’s relevance extends beyond real incidents to disaster exercises, serving as a valuable tool for training and preparedness, ensuring that teams are well-equipped to handle emergencies efficiently.

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Room Evacuation Indicator System (REIS)

The Room Evacuation Indicator System (REIS) serves as a crucial tool in emergency situations, particularly during fire-related incidents and evacuations. When alarms are activated, the immediate response involves closing the doors to all patient/client rooms as part of the established safety protocol. The system operates in conjunction with the R.A.C.E. procedure (Rescue, Alarm, Contain, and Extinguish). The REIS is designed to provide a visual indication of room status. When hanging down and displaying white, the device signals that the room is yet to be evacuated. Once the room is confirmed to be empty and the patient or resident has been safely removed, staff members flip up the indicator. This visible change indicates that the room has been checked and is ready for emergency responders to move on. However, if someone re-enters the room after evacuation, the indicator automatically falls down, serving as an alert that the room is no longer cleared, and immediate action is required to ensure everyone’s safety. The REIS thus plays a pivotal role in enhancing the efficiency and safety of evacuation procedures in critical situations.

The door marking system was developed specifically for Client Care areas. This can significantly decrease the time required to complete a search and accountability of the building.

When you hear a Fire Alarm/Code Red or a Code Green – Evacuation announcement; we do a door-to-door search for accountability of all persons and to check for fire or smoke.  

When the room has been searched and it is confirmed there is nobody in the room:

• The door is closed.
• The white flap is flipped upwards to rest against the door frame, exposing the reflective red flap.
• This indicates that the room is empty and does not need to be searched again.

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Additionally, if your office has a REIS affixed to the door, we encourage you to flip the indicator up when you are out of office.

Evacuation Mats

Evacuation Mats are specially designed for use in confined spaces where traditional evacuation methods may be challenging. These mats prove invaluable in settings like congested hospital wards and buildings with narrow corridors.

The Ski Sled is equipped with enhanced features that prioritize both operator safety and usability as well as patient comfort. Notably, it features a spacious pleated foot pocket and two hand control handles on each side, facilitating seamless repositioning of the pad during evacuations. Additionally, the inclusion of extra webbing on the pulling straps allows for a shorter hold, ensuring optimal safety, control and maneuverability. 

These evacuation mats are strategically located in multi-level facilities, serving as a crucial tool for safe and efficient evacuations during emergencies.

An educational video on the safe use and operation of the evacuation mats is available on the Education page of the Disaster Management on StaffNet.

What is RAVE?

Rave Alert is the Interlake-Eastern Regional Health Authorize mass notification solution that is a powerful and efficient communication tool that we use to communicate with staff during emergencies or critical events. The platform enables us to send timely and targeted alerts to a large audience through various channels, including text messages, emails, and voice calls. Rave Alert prioritizes speed and reliability, ensuring that crucial information reaches individuals quickly, fostering a rapid and coordinated response. Instructions on how initiate a call-out are located in every Disaster & Continuity Management Guidelines document within the Code Green section.

If you see this number on your screen: 

204-485-0310

 it is the IERHA Rave system.  You can program it into your phone so that you will recognize the number when you are called.

If you need assistance at any hour:

Disaster Duty Officer

1.204.485.0310

On call 24/7

[email protected]