emergency evacuation procedures · emergency evacuation procedures for emergency coordinator, fire...

EMERGENCY EVACUATION PROCEDURES

Emergency Evacuation Procedure – Reviewed 12/02/2015 - of 15 Copyright Hardi Nursing Home Management Pty Ltd - Created 30/06/2009

Emergency Evacuation Procedures for Emergency Coordinator, Fire Safety Officer and Facility Management Team Assessing the Situation The Emergency Coordinator/Fire Safety Officer: 1. Takes control until Fire & Rescue NSW/NSW Police arrive and then hands over. 2. Coordinates the emergency response from the Fire Indicator Panel. 3. Maintains communications with all staff using RED PHONES and other phones as

available. 4. The Emergency Coordinator/Fire Safety Officer will assess the situation and authorise

Evacuation Priorities until Fire & Rescue NSW/NSW Police arrive. 5. The decision to evacuate an area/facility is made having regard to the:

Seriousness and relevance of the threat to human safety,

Proximity of hazards which may be relevant to the situation, and

Nature and type of residents in the involved area. Authority to Evacuate The authority to order evacuation of an immediate area rests with the Emergency Coordinator/Fire Safety Officer present in that area at the time. Advice may be provided by other staff considering specific resident needs at the time. The authority to evacuate offsite will be made by Fire & Rescue NSW, NSW Police, NSW State Emergency Service, depending on the type of emergency/disaster/major incident. Decision to Evacuate Evacuation is something that should not be undertaken lightly and there are situations where it will be preferable to shelter in place, rather than evacuate. Evacuation of aged care residents requires special consideration due to their medical conditions and physical restrictions. Facilities that are best able to receive these evacuees are other aged care facilities within the local area. The decision to evacuate offsite will be made by Fire & Rescue NSW, NSW Police, NSW State Emergency Service, depending on the type of emergency/disaster/major incident. The Evacuation Procedures will be activated and implemented immediately on receiving an official notification. Stages in Evacuation Stage 1. Removal from immediate danger (i.e. outside affected room)



Stage 2. To next safe compartment (i.e. through fire/smoke doors within building). There may be multiple Stage 2 Evacuations as persons are moved to the next safe compartment, and then on to the next safe compartment, etc, through the building. Stage 3. Complete evacuation of the building to the designated Assembly Area. Should the emergency require evacuation of the entire building, the resources of all available staff will be required to assist in the movement of residents and visitors to the Assembly Area. Priority of Evacuation Unless a major emergency occurs, requiring an immediate total evacuation of the facility, the following evacuation of residents should be implemented:

1st – Ambulant/Visitors - escort/direct to secure area/assembly area 2nd – Semi ambulant - use wheeled chairs to transfer to assembly/secure area 3rd – Non ambulant - two (2) staff members to move non-ambulant residents to assembly/secure area 4th – Resistive Residents - use reasonable strategies required to evacuate and note location of these residents for Fire Brigade/Police

Egress Routes The presence of hazards and/or obstructions, including fire and smoke in an emergency may govern the choice of evacuation routes and prohibit the use of nearby exits. In this case, the nearest accessible exit should be used including fire-isolated stairs, fire escapes and other safe routes. Lifts shall not be used in a fire emergency unless authorised by Fire & Rescue NSW. Other considerations During an evacuation (partial or complete) the Emergency Coordinator/Fire Safety Officer shall ensure that staff complete the following activities: 1. Account for all residents, staff and visitors after each stage. 2. Check all rooms/toilets during each stage. 3. Keep passageways/exits as clear as possible. 4. Maintain resident care. In addition, the Emergency Coordinator/Fire Safety Officer will: 1. Maintain good communication during the evacuation process with rapidly changing

staff and resident locations, as well as dealing with the emergency that led to the evacuation. Ensure staff carry and use all available communication tools, e.g. phones, pagers, etc.



2. Arrange for equipment to be reused throughout the evacuation, e.g. wheelchairs, chairs with wheels, blankets, slide sheets, etc.

3. As time allows, and all persons are safe, protect clinical care records/documentation. Documenting an Emergency Response Emergency Coordinator/Fire Safety Officer maintain an Emergency Response Log of the key events and decisions made in response to the emergency. This will include when warnings are received, decisions to evacuate and return, requests for assistance, etc. The Log should also include casualties, disruptions to services, damage and estimated impacts on services. Resident Identification and Documentation Protocols Assistant Facility Manager/Clinical Manager to maintain the following in the Evacuation box/bag: 1. Current Nominal Role of residents at all times. To be updated after every resident

admission/discharge/leave event. 2. Emergency Resident List by Unit obtained from Manad as follows, by selecting:

Resident Care

Assessments

Standard Reports

Report (left side top) – Use Drop Down and select ‘Emergency List’

Generate by Unit

Print and place in Evacuation box/bag 3. Paper-based Progress Note (1 per resident)

Resident Care following Evacuation All staff are required to maintain resident care throughout the evacuation, during transport to another facility, and during recovery operations. Staff are also required to maintain resident care when residents are returned to the facility. Clearing an Emergency Code The decision to stand down is made by the lead external agency, e.g. Fire & Rescue NSW, NSW Police, NSW SES attending the emergency. The area will be handed back to the Facility Manager/Person in Charge. Appropriate staff will be allocated to assist in recovery operations. Staff not assisting with recovery shall resume normal duties.



Evacuation Planning and Procedures The Evacuation Procedures have been prepared to cope with:

Any major loss of global resources, e.g. power, fuel, gases, water, communications, etc, for a period greater than two days without alternative supplies/ arrangements.

An emergency/disaster/major incident that affects the usual operations of the facility.

The Evacuation Procedures are designed to ensure the safe and effective transition of residents between aged care facilities in the event of an emergency situation. The procedures also ensure all required information is available for ongoing care and requires the evacuation facility to be prepared to respond to the emergency situation. The procedures will also assist a receiving facility to be prepared to cope with the sudden increase of residents. These procedures should be tested and reviewed internally on an annual basis, or following an evacuation event.



Emergency Evacuation Procedures for All Staff

1. Remain Calm 2. Evacuate if necessary/instructed by Emergency Coordinator/Fire Brigade/Police 3. Emergency Coordinator/Fire Safety Officer takes control from the Fire Indicator

Panel until Fire Brigade/Police arrive and then hands over 4. Evacuation Stages:

Stage 1: Remove from immediate danger - outside room Stage 2: To the next safe compartment - through fire/smoke doors. There may be multiple Stage 2 Evacuations as persons are moved to the next safe compartment, and then on to the next safe compartment, etc, through the building. Stage 3: Outside the building

5. Account for all residents and staff/visitors after each evacuation stage 6. Check every bathroom/toilet and room during each stage, close doors/windows

and mark room as checked 7. Keep corridors and exits as clear as possible 8. Items removed from Facility in the event of evacuation:

Evacuation Box/Bag including Folder of resident’s details and Emergency Procedures

Sign On & Off Folders – staff, contractors, visitors

Relief Staff Cardex

Medication charts

EVACUATION OF RESIDENTS: Staff to determine the order of evacuation in response to an emergency. In a controlled evacuation where there is time to prepare and coordinate the evacuation, the following may be implemented

1st - Ambulant residents & visitors - escort/direct to secure area/assembly area

2nd - Semi-ambulant residents - use wheeled chairs to transfer to assembly/secure area

3rd - Non-ambulant residents - two (2) staff members to move non-ambulant residents to assembly/secure area.

4th - Resistive residents - use reasonable strategies required to evacuate and note location of these residents for Fire Brigade/Police



Emergency Coordinator – Sending Facility

Control emergency from Fire Indicator Panel (the ‘Control Point’), wearing vest and using RED PHONE to maintain communications with all staff. If required to identify an alternative ‘Control Point’, notify staff and Emergency Services.

Assign staff member to notify Emergency Services of emergency and the planned response by Obtaining Outside Line – Dial 000

Appoint Second in Charge (wears appropriate vest)

Alert the Facility Manager of the emergency and the actions being taken, ASAP

Oversee/provide instructions for the internal evacuation process (Stage 1) until Emergency Services personnel arrive

Identify the Evacuation Point(s) and Assembly Area for the facility and ensure all staff are aware of its location

Liaise with Emergency Services when they arrive on site

Follow instructions from the Emergency Services

Contact facilities that are party to the Memorandum of Understanding to find out how many beds/transport is available and warn them of an impending arrival/transfer of temporary residents

Complete Emergency Coordinator Resource and allocate residents to appropriate alternative facility and transport

Allocate staff to accompany residents

Provide resident information pertinent to evacuation safety and transfer of residents to receiving facility/transport, e.g.

o Number of residents involved o Resident health status and mobility o Interim accommodation available

Record relocation/receiving facility for every resident and accompanying staff – complete Registers

Contact receiving facility to ensure all residents are suitably accommodated

Contact LMOs of resident relocation

Contact pharmacy of resident relocation

Record all actions and decisions in an Emergency Response Log



Second in Charge – Sending Facility

Allocate staff roles to assist with:

o Evacuating residents

o Care of residents

o Treating any minor injuries/first aid and medical needs

o Control of resident movements

Ensure all residents have at least one form of identification attached that cannot be easily removed by resident. Photo ID is preferable, however permanent marker may be necessary for some residents.

Arrange for identified residents to be transferred directly to an acute hospital. Arrange ambulance transport in consultation with emergency services.

Supervise the preparation of all medications, medication charts, continence products, transfer information and/or care plans for ready transfer

Ensure suitable numbers of staff members are sent with residents to receiving facility for initial handover, confirmation of resident identifications and immediate health needs.

Ensure all staff sent to receiving facility has suitable identification on them. Staff are not to leave receiving facility until dismissed by receiving facility.

Where possible, arrange for the following to be sent with each resident:

o Transfer information and/or care pan

o Medication Charts/Medications

o Continence products

Once receiving instruction to proceed from CEO/GM-Q&A, begin coordinating contact of resident’s next of kin/family to ensure they are aware of the situation and of where the residents have been transferred for care.



Other Staff – Sending Facility

Nursing/care staff, remain in area as safe and provide appropriate resident care

Hospitality staff, report to Emergency Coordinator at ‘Control Point’ and follow instructions to respond to emergency

Ensure all internal emergency and evacuation processes are followed

Ensure that all residents are suitably attired and ready for transfer to another facility

Ensure that the Emergency Coordinator/Second in Charge is aware of any immediate medical needs of each resident

Ensure all residents have at least one form of identification attached to them

Assist in placing residents into suitable groups ready for transfer to receiving facilities

Continue with the emergency evacuation process until told otherwise by Emergency Services (Fire & Rescue NSW/Police)

Accompany residents to receiving facility as allocated by the Emergency Coordinator

Ensure no one enters a previously evacuated area unless authorised by Emergency Services

All staff to follow duties and requests designated to them by the Emergency Services, Emergency Coordinator and Second in Charge

Facility Management Team

Provide support to Emergency Coordinator in responding to emergency

Maintain management control of areas of the facility not affected by the emergency

Contact suppliers/contractors to assist with contingencies to respond to the emergency

Notify General Managers and CEO of emergency and planned response



Group Manager-Compliance & Quality – Sending Facility

Notify Department of Social Services and other external agencies

Coordinate contact with resident’s NOK/families at least every 24 hours

Organise staffing and monitor staff fatigue

Coordinate resident and staff return once ‘All Clear’ has been given

Manage facility and operational debriefing

Arrange for implementation of action plan and opportunities for improvements

General Manager Finance & Operations – Sending Facility

Coordinate administrative support to cope with increased workload during and following emergency response

Coordinate equipment and supplies during and following emergency response

Coordinate contractors required to assist with emergency response and recovery once ‘All Clear’ has been given to ensure continuity of care and services

CEO – Sending Facility

Manage all contact with media and public information

Plan for appropriate resources during the emergency, relocation and recovery including additional administration, coordination and communication

Provide for security of the facility including lockdown and restricting access



Emergency Coordinator – Receiving Facility

Notify Manager and CEO of the facility

Identify and prepare an area to receive evacuees

Allocate extra staff to the area, as required

Assemble equipment, ready for evacuees:

o Beds / chairs

o Continence Products

o Oxygen

o Medical supplies, for skin tears

o Additional blankets / linen

o Linen trolley – identified for evacuees laundry

o Equipment for clinical documentation Describe resources and space available, i.e. lounge rooms, recreation areas, dining rooms, to possibly accommodate Evacuees from another facility

Type of Room and approx. numbers that may be accommodated:

-

-

-

Type of Transport and approx. numbers:

-

-

Food Services – Receiving Facility

Prepare additional warm drinks (winter) / cool drinks (summer)

Supply cups, snacks, serviettes, etc

Manager – Receiving Facility

Resource additional staff

Attend as soon as possible to assist with coordination

Communicate with residents, families and external stakeholders

Media communication as per organisational policy



Emergency Coordinator (Sending Facility) Resource

Date: Time:

Facility Name: Address:

Nearest Cross Street: Contact Numbers:

Local Govt Area:

Nature of Emergency (circle): Fire Gas Leak Bomb Threat Other-

Total Residents at Facility at Time of Emergency:

Total Residents to be Evacuated: Mobility Ambulant

Semi-Ambulant

Non-Ambulant TOTAL of ABOVE

Cognition Orientated

Dis-Orientated Resistive/Absconder

TOTAL of ABOVE

May be transferred to Family

TOTAL

Special Needs Continuous Oxygen IDDM/NIDDM

End of Life Dysphagia

TOTAL of ABOVE

At Facility at Time of Emergency: TOTAL All Accounted For

() Staff

Contractors Volunteers

Visitors



Register – Resident Transfer to Hospital

Resident Name

Transport Arranged

= Yes

Sent To

NOK or Family Notified

= Yes



Register – Resident Transfer to Another Facility (Short Term)

Resident Name

Transport Arranged

= Yes

Sent To

NOK or Family Notified

= Yes



Register – Resident Transfer to Family (Short Term)

Resident Name

Transport Arranged

= Yes

Sent To LMO Notified

= Yes



Register – Staff Sent to Another Facility

Staff Name Staff Position Sent To Contact Number

emergency evacuation procedures · emergency evacuation procedures for emergency coordinator, fire...

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