Emergency Preparedness Resources for RHCs
Healthcare Business Specialists, LLC works with Rural Health Clinics on Cost Reporting, Billing, and Compliance issues. As a part of that commitment to RHCs we are providing the following resources for RHCs to use in complying with the Emergency Preparedness requirements that must be complied with by November 15, 2017. Good luck and get started as soon as possible as the regulation is very time intensive.
Initial Emergency Preparedness Training for Employees (November 17, 2017). Healthcare Business Specialists has developed a very brief training program for employees which includes a one page description of the Emergency Preparedness requirements, a request for contact information for the communication plan, and a test to document the employee's understanding of the RHC regulations. We have provided both a Word and PDF version below:
- Initial Employee Training for Emergency Preparedness (PDF - 3 pages)
- Initial Employee Training for Emergency Preparedness (Word - 3 pages)
- Self Assessment: Where do you stand on being ready for Emergency Preparedness? Take this self assessment form to determine your readiness for compliance. Self Test for Emergency Preparedness.
The Compliance Team Emergency Preparedness Checklist: Kate Hill provides another great tool for RHCs. This EP Checklist is a great starting point for your clinic to document your compliance steps.
CFR and Regulatory Citations: Emergency Preparedness and related regulations
- CFR publication of the Emergency Preparation Regulations (September 16, 2016, 186 page PDF)
- Risk Mitigation Regulations for Local jurisdictions
Definitions, Resources, Interpretative Guidelines: The language of Emergency Preparedness is very specific. CMS has provided definitions of the terms used when discussing Emergency Planning for healthcare providers. We provide the link to the definitions below:
- CMS Definitions of terms used in Emergency Preparedness
- CMS Resources at your Fingertips by ASPR Tracie (16 page PDF with a list of resources)
- CMS Interpretative Guidelines - Appendix Z released June 8, 2017
- CMS Surveyor's Citations for RHCs only (ETags) Excel
Healthcare Business Specialists webinars: First here are a couple of Healthcare Business Specialists webinars on Emergency Preparedness. Just click on the title and it will open the webinar.
- Emergency Preparedness Webinar on October 13, 2017 on how to use the EP Template for RHCs
- Emergency Preparedness Webinar on September 29, 2017
- Emergency Preparedness Webinar on July 27, 2017
- Regulatory Update including Emergency Preparedness on April 27, 2017
CMS Webinars - Please find below several links to webinars that CMS has conducted on Emergency Preparedness recently that will help you understand your responsibilities under the Emergency Preparedness Guidelines:
- On April 27, 2017 CMS presented a webinar on Emergency Preparedness. This link will take you to landing page to download the webinar and slide presentation.
- This link will take you to the CMS Emergency Preparedness website titled Survey & Certification. It is a general landing page that will take you to other valuable resources provided by CMS.
- This link will take you to CMS's templates and Checklist website.
CMS Website and Links: CMS (Centers for Medicare and Medicaid Services) has several websites dedicated to Emergency Preparedness. These links will take you to those websites and those websites have a number of links that you can explore and contain resources and requirements:
CMS Online Training Modules: CMS has recently published training modules for Emergency Preparedness and it is highly recommended that you go through these modules to help you understand what the RHC inspectors will be looking for:
- CMS Online Training Module for Emergency Preparedness Inspectors (includes more than just RHCs)
- FEMA Online Training Module for Incident Command Center operations
Healthcare Business Specialists has provided some sample Emergency Preparedness policies and procedures for RHCs:
- Emergency Preparedness Sample Policies and Procedures 8-Tab Index (Word)
- Emergency Preparedness Sample Policies and Procedures for RHCs
HBS Presentations on Emergency Preparedness are included below. These are the PDFs of the Powerpoints with links to the regulations and other resources:
- November 7, 2017 NARHC Emergency Preparedness Presentation (PDF)
- October 13, 2017 Webinar on RHC Policy and Procedure Manual Template
- September 29, 2017 Presentation on EP
- July 27, 2017 HBS Presentation on EP
- October 19, 2017 Presentation on EP
ASPR TRACIE - Brought to you by HHS ASPR, the Technical Resources, Assistance Center, and Information Exchange (TRACIE) was created to meet the information and technical assistance needs of regional ASPR staff, healthcare coalitions, healthcare entities, healthcare providers, emergency managers, public health practitioners, and others working in disaster medicine, healthcare system preparedness, and public health emergency preparedness. The following link will take you to ASPR TRACIE:
Communication Plans are required to comply with the Emergency Preparedness Guidelines. Here are some resources to help you build your communication plan:
Sample Emergency Plan Templates. We have gathered several Emergency Plan templates for you to use while developing your Emergency Preparedness Program:
- Emergency Preparedness Checklist for Healthcare prepared by CMS (6 page PDF)
- Sample Emergency Plan - Editable Word Document
- Emergency Action Template from the CDC Editable Word Document
- Dartmouth College Emergency Plan - Editable Word Document
Risk Assessment Tools: RHCs are required to conduct a facility specific all hazards risk assessment. We have included the most common tools for RHCs to conduct a Risk Assessment as required under the Emergency Preparedness requirements:
- Mayes County, Oklahoma Risk Mitigation Plan (943 page PDF)
- Jefferson County, Alabama Risk Mitigation Plan (Part 2 of 2)
- Jefferson County, Alabama Emergency Management Website
- Jefferson County, Alabama Risk Mitigation Plan (Part 1 of 2)
- Lawrence County, Alabama Risk Assessment and Mitigation Plan
- Morgan County, Alabama Multi-Hazard Risk Mitigation Plan (Part II)
- Morgan County, Alabama Multi-Hazard Risk Mitigation Plan
- Bradley County, Arkansas Office Emergency Planning
- BradleyCounty, Arkansas Mitigation Plan Update on May 1, 2017
- Marion County, Arkansas All Hazards Risk Assessment (125 page PDF)
- State of Arkansas Risk Mitigation Plan for the State (2013, 753 page PDF)
- Marshall County, Alabama Risk Assessment Appendix D Final
- Marshall County, Alabama Risk Mitigation Plan Home Page
- Marshall County, Alabama Risk Assessment Part 2 from 2014
- Marshall County, Alabama Risk Assessment and Mitigation Plan
- Kaiser Risk Assessment Tools
- Kaiser Risk Assessment Instructions from Tabletop Exercise
- CMS All Hazards FAQ (42 pages)
- Kaiser Permanente has developed a revised Hazard Vulnerability Analysis tool and instruction sheet. Available as a planning resource only; if sharing publicly please credit Kaiser Permanente.
Tabletop Exercise Resources - We have included several resources to help you complete a Tabletop Exercise:
- Ready.Gov Exercises Webpage with resources for Tabletop and Facility-based Exercises
- On October 19, 2017 (you can do the drill anytime) the world's largest earthquake drill will occur. This can count as a Tabletop exercise for your Emergency Preparedness Plan. You need to sign up and do some preliminary work before the drill, but this could be a relatively simple way to get in your Tabletop drill by the November 15, 2017 deadline. Here is the link: https://www.shakeout.org/
- The following document will help you get ready for the the great shakeout. https://www.shakeout.org/downloads/CountdownToShakeOut_Organizations.pdf
Emergency Response Resources for your Community and Clinic
- How to prepare and respond to a tornado: https://www.ready.gov/tornadoes
Emergency Preparedness Vendor Webinars There are several webinars that are very helpful. Here are a few of them from various reputable vendors:
- Everbridge YouTube Channel with Webinars on implementing Emergency Preparedness
- Everbridge Active Shooter for Healthcare (1 hour, June 2, 2016)
- Stanley Szyptek of Fire and Life Safety, Inc. joins First Healthcare Compliance for a discussion on Emergency Preparedness Requirements.
Additional Resources - For more resources on Emergency Preparedness for RHCs email firstname.lastname@example.org or contact the following companies which work with rural health clinics. Connect Consulting Services and Firestorm are Emergency Preparedness consulting firms and have turnkey consulting for Emergency Preparedness.