page 2 sop - mohms emergency & disaster management

SOP - MoHMS EMERGENCY & DISASTER MANAGEMENT

Page 2 of 125 SOP – MoH Emergency & Disaster Management

Citation:

Ministry of Health, 2014 - National Health Emergency & Disaster Management Standard Operating Procedure for Health Emergencies and Disaster Response, Suva, Fiji Islands.

Published in

October 2014

by the

Ministry of Health,

Denim House, Amy Street, Suva P. O. Box 2223, Government Buildings, Suva

This document is also available on the Ministry of Health’s website: http://www.health.gov.fj

SOP - MoHMS EMERGENCY & DISASTER MANAGEMENTPage 3 of 125

SOP – MoH Emergency & Disaster Management

Ministry of Health

STANDARD OPERATING PROCEDURE (SOP)

A GUIDANCE FOR MoH HQ EMERGENCY OPERATION CENTRE

&

HEALTH EMERGENCIES AND DISASTER RESPONSE

HEALTH EMERGENCY AND DISASTER MANAGEMENT UNIT

October 2014



Table of Contents

FOREWORD .............................................................................................................................................................. 8

AMENDMENT LIST ................................................................................................................................................. 9

ACRONYMS ............................................................................................................................................................ 10

1.0 GENERAL ................................................................................................................................................... 11

1.1 Introduction ................................................................................................................................ 11

1.2 Objectives.................................................................................................................................... 11

1.3 Disaster Management Sequence ................................................................................................ 12

1.4 Policy Statement ......................................................................................................................... 13

1.5 Hazards & Risks ........................................................................................................................... 13

1.6 SOP Review ................................................................................................................................. 13

1.7 SOP Amendments ...................................................................................................................... 13

2.0 ORGANISATION - NATIONAL DISASTER/EMERGENCY MANAGEMENT..................................... 20

2.1 Structure ..................................................................................................................................... 20

2.2 National Health Emergency Coordinator /Disaster Service Liaison Officers .............................. 20

2.3 Divisional/Sub-Divisional EOCs ................................................................................................... 21

2.4 Divisional Medical Officer ........................................................................................................... 21

2.5 Sub-Divisional Medical Officer .................................................................................................... 21

3.0 MoH EOC OPERATIONS .............................................................................................................................. 22

3.1 General ........................................................................................................................................ 22

3.2 Location ....................................................................................................................................... 22

3.3 Functions ..................................................................................................................................... 22

3.4 MoH EOC Supplies ...................................................................................................................... 22

3.5 Alternate MoH EOC ..................................................................................................................... 23

3.5 MoH EOC Layout ......................................................................................................................... 23

3.6 Activation .................................................................................................................................... 24

3.7 Activation Authority .................................................................................................................... 24

3.8 Activation Procedure .................................................................................................................. 24

3.9 Activation of Divisional and Sub-Divisional EOC’s....................................................................... 24

3.10 Information to Minister .............................................................................................................. 25

3.11 Limited Activation ....................................................................................................................... 25



Table of Contents

FOREWORD .............................................................................................................................................................. 8

AMENDMENT LIST ................................................................................................................................................. 9

ACRONYMS ............................................................................................................................................................ 10

1.0 GENERAL ................................................................................................................................................... 11

1.1 Introduction ................................................................................................................................ 11

1.2 Objectives.................................................................................................................................... 11

1.3 Disaster Management Sequence ................................................................................................ 12

1.4 Policy Statement ......................................................................................................................... 13

1.5 Hazards & Risks ........................................................................................................................... 13

1.6 SOP Review ................................................................................................................................. 13

1.7 SOP Amendments ...................................................................................................................... 13

2.0 ORGANISATION - NATIONAL DISASTER/EMERGENCY MANAGEMENT..................................... 20

2.1 Structure ..................................................................................................................................... 20

2.2 National Health Emergency Coordinator /Disaster Service Liaison Officers .............................. 20

2.3 Divisional/Sub-Divisional EOCs ................................................................................................... 21

2.4 Divisional Medical Officer ........................................................................................................... 21

2.5 Sub-Divisional Medical Officer .................................................................................................... 21

3.0 MoH EOC OPERATIONS .............................................................................................................................. 22

3.1 General ........................................................................................................................................ 22

3.2 Location ....................................................................................................................................... 22

3.3 Functions ..................................................................................................................................... 22

3.4 MoH EOC Supplies ...................................................................................................................... 22

3.5 Alternate MoH EOC ..................................................................................................................... 23

3.5 MoH EOC Layout ......................................................................................................................... 23

3.6 Activation .................................................................................................................................... 24

3.7 Activation Authority .................................................................................................................... 24

3.8 Activation Procedure .................................................................................................................. 24

3.9 Activation of Divisional and Sub-Divisional EOC’s....................................................................... 24

3.10 Information to Minister .............................................................................................................. 25

3.11 Limited Activation ....................................................................................................................... 25


3.12 Action – Advice of Activation ...................................................................................................... 25

3.13 Operational Phases ................................................................................................................. 25

3.13.1 Stage 1: ALERT (White) ....................................................................................................... 26

3.13.2 Stage 2: WARNING (Yellow) ................................................................................................ 26

3.13.3 Stage 3: ACTION (Red) ......................................................................................................... 27

3.13.4 Stage 4: STAND-DOWN (Green) .......................................................................................... 27

3.14 Operations Room Team (ORT) .................................................................................................... 27

3.15 Staff Recall .................................................................................................................................. 27

4.0 INFORMATION MANAGEMENT................................................................................................................ 28

4.1 Message Control ......................................................................................................................... 28

4.1.2 Outward Messages ............................................................................................................. 28

4.1.3 Message Forms ................................................................................................................... 28

4.2 Displays ....................................................................................................................................... 29

4.2.1 Status Boards ...................................................................................................................... 29

4.2.2 Maps & Charts..................................................................................................................... 30

4.3 Situation Reports (SITREP) .......................................................................................................... 30

4.3.1 ORT Shift SITREP .................................................................................................................. 30

4.3.2 Daily SITREP ......................................................................................................................... 30

4.4 Media Bulletin Preparation and Release .................................................................................... 30

4.5 Media Briefings ........................................................................................................................... 30

5.0 OPERATIONAL ROLES & RESPONSIBILITIES ...................................................................................... 31

5.1 Office of the Minister and Permanent Secretary of Health ........................................................ 31

5.2 Senior Health Executives ............................................................................................................. 31

5.3 National Health Emergency and Disaster Management Task Force ........................................... 32

5.4 Emergency Operations Centre (EOC) (Applicable to all MoH EOC) ............................................ 32

5.5 Media Liaison Officer .................................................................................................................. 33

5.6 Human Resources ....................................................................................................................... 33

5.7 Generic Roles .............................................................................................................................. 33

5.7.1 ORT Team Leader ................................................................................................................ 34

5.7.3 Information/Media Officer .................................................................................................. 34

5.7.4 Radio Operator .................................................................................................................... 34

5.7.5 Typist/Fax Operator ............................................................................................................ 34



6.0 STAND-DOWN PHASE ................................................................................................................................. 35

6.1 Stand- Down Authority ............................................................................................................... 35

6.2 Filing of Records .......................................................................................................................... 35

6.3 Clearing & Archiving of Data Displays ......................................................................................... 35

6.4 Staff Stand-Down ........................................................................................................................ 35

6.5 Communications Systems ........................................................................................................... 35

6.6 Operations Room ........................................................................................................................ 35

6.7 Debriefings .................................................................................................................................. 35

7.0 ADMINISTRATIVE FUNCTIONS ............................................................................................................... 36

7.1 Equipment & Transport .............................................................................................................. 36

7.2 Maintenance of MoH EOC .......................................................................................................... 36

7.3 MoH EOC Staff Welfare ............................................................................................................... 36

7.4 Financial Management................................................................................................................ 36

8.0 SPECIFIC STRATEGIES FOR DISASTERS ............................................................................................... 37

8.1 General Health Actions Pre Disaster ........................................................................................... 37

8.2 General Health Actions During Disaster ..................................................................................... 37

8.3 General Health Actions Post Disaster ......................................................................................... 37

8.4 Generic Emergency Procedures .................................................................................................. 38

8.4.1 Fire Orders – At the Fire Scene ............................................................................................ 38

8.4.2 Evacuation Orders ............................................................................................................... 39

8.4.3 Medical Alert ....................................................................................................................... 40

8.4.4 Hold Up................................................................................................................................ 41

8.4.5 Mentally Disturbed Person .................................................................................................. 42

8.4.6 Internal Emergency ............................................................................................................. 43

8.4.7 External Emergency............................................................................................................. 44

8.5 Event Specific Procedures ........................................................................................................... 45

8.5.1 Earthquake .......................................................................................................................... 45

8.5.2 Tsunami ............................................................................................................................... 46

8.5.3 Landslide ............................................................................................................................. 47

8.5.4 Flood .................................................................................................................................... 48

8.5.5 Cyclone ................................................................................................................................ 49

8.5.6 Drought ............................................................................................................................... 50

8.5.7 Toxic Substances ................................................................................................................. 51



6.0 STAND-DOWN PHASE ................................................................................................................................. 35

6.1 Stand- Down Authority ............................................................................................................... 35

6.2 Filing of Records .......................................................................................................................... 35

6.3 Clearing & Archiving of Data Displays ......................................................................................... 35

6.4 Staff Stand-Down ........................................................................................................................ 35

6.5 Communications Systems ........................................................................................................... 35

6.6 Operations Room ........................................................................................................................ 35

6.7 Debriefings .................................................................................................................................. 35

7.0 ADMINISTRATIVE FUNCTIONS ............................................................................................................... 36

7.1 Equipment & Transport .............................................................................................................. 36

7.2 Maintenance of MoH EOC .......................................................................................................... 36

7.3 MoH EOC Staff Welfare ............................................................................................................... 36

7.4 Financial Management................................................................................................................ 36

8.0 SPECIFIC STRATEGIES FOR DISASTERS ............................................................................................... 37

8.1 General Health Actions Pre Disaster ........................................................................................... 37

8.2 General Health Actions During Disaster ..................................................................................... 37

8.3 General Health Actions Post Disaster ......................................................................................... 37

8.4 Generic Emergency Procedures .................................................................................................. 38

8.4.1 Fire Orders – At the Fire Scene ............................................................................................ 38

8.4.2 Evacuation Orders ............................................................................................................... 39

8.4.3 Medical Alert ....................................................................................................................... 40

8.4.4 Hold Up................................................................................................................................ 41

8.4.5 Mentally Disturbed Person .................................................................................................. 42

8.4.6 Internal Emergency ............................................................................................................. 43

8.4.7 External Emergency............................................................................................................. 44

8.5 Event Specific Procedures ........................................................................................................... 45

8.5.1 Earthquake .......................................................................................................................... 45

8.5.2 Tsunami ............................................................................................................................... 46

8.5.3 Landslide ............................................................................................................................. 47

8.5.4 Flood .................................................................................................................................... 48

8.5.5 Cyclone ................................................................................................................................ 49

8.5.6 Drought ............................................................................................................................... 50

8.5.7 Toxic Substances ................................................................................................................. 51


8.5.8 Radiation ............................................................................................................................. 52

8.6 Disease Outbreaks ...................................................................................................................... 53

8.7 Mental Health ............................................................................................................................. 54

8.8 Food & Water Safety ................................................................................................................... 55

9.0 DATA COLLECTION ................................................................................................................................ 56

10.0 MASS CAUSALITIES ............................................................................................................................... 57

11.0 OCCUPATIONAL HEALTH AND SAFETY .......................................................................................... 58

12.0 VOLUNTEERS AND DONATIONS........................................................................................................ 59

13.0 RESOURCE AND LOGISTICS MANAGEMENT .................................................................................. 60

14.0 HEALTH AND MEDICAL SERVICES ................................................................................................... 61

15.0 FINANCIAL MANAGEMENT ................................................................................................................. 62

16.0 HUMANITARIAN ACTION PLAN (HAP) ........................................................................................... 63

17.0 POST DISASTER NEEDS ASSESSMENT ............................................................................................ 64

18.0 REFERENCES & BIBLIOGRAPHIES .................................................................................................... 65

19.0 GLOSSARY ................................................................................................................................................. 66

20.0 APPENDICES ............................................................................................................................................ 71 FORMS (TEMPLATES) .............................................................................................................................................. 72

SUPPORT DOCUMENT 1 – CLASSIFICATION OF HAZARDS ..................................................................................... 120

SUPPORT DOCUMENT 2 - LEAD & SUPPORT AGENCIES RESPONSIBLE FOR EARLY WARNING SYSTEMS .............. 121

SUPPORT DOCUMENT 3 – LEAD AGENCIES & SUPPORT AGENCIES: ROLES FOR MAJOR NATURAL & HUMAN-

CAUSED HAZARDS (FIJI) ......................................................................................................................................... 122

SUPPORT DOCUMENT 4 – EMERGENCY OPERATION CENTRE (EOC) STANDARD KIT FOR HEALTH EMERGENCY

OPERATIONS CENTERS ............................................................................................................................. 123

SUPPORT DOCUMENT 5 – KEY STAFF OPERATIONAL ROLES ................................................................................. 124



FOREWORD Since the revision of the HEADMAP early this year, the challenge has been to develop a Standard Operating Procedure (SOP) that gives the detailed explanation of how the HEADMAP is to be implemented. This document articulates the Standard Operating Procedures for Health Staff in Fiji in regards to performing duties and carrying out their responsibilities before, during and after emergency and disaster events. The standard operating procedures sets the minimal standards for administering and operationalizing the HEADMAP which in return should provide a safe and healthy environment that is conducive to healthy living. Therefore, whilst embracing the ideals for a vibrant environment that contributes to economic development and trade, this manual will fervently uphold the provisions of public health laws for the protection of public health in Fiji. In order for Health Staff to prepare, respond and manage Disasters, there must be a comprehensive approach. This SOP is adapted from the National SOP and outlines the direction of Health Personnel before, during and after disasters. The SOP intends to operationalize health policy directives towards disaster and emergency management. I am hopeful that this document will serve the health staff well and enable staff to response much more effectively and efficiently during times of disasters.

Dr. Eric Rafai Deputy Secretary – Public Health



AMENDMENT LIST Suggested amendments or additions to the contents of these Standard Operating Procedures are to be forwarded in writing to:

The National Coordinator, Health Emergency and Disaster Management Unit, P O Box 2223, Government Buildings, Suva.

Amendments promulgated are to be recorded in the following table to track changes made to these operating procedures.

No Nature of Amendment Date of Amendment Authority Comments



ACRONYMS AMU Asset Management Unit CHARM Comprehensive Hazard Analysis and Risk Management CHI Chief Health Inspector CPR Cardiopulmonary Resuscitation CWM Colonial War Memorial Hospital DALA Damage and Loss Assessment DEOC Divisional Emergency Operating Centre DHEADMU Divisional Health Emergency and Disaster Management Unit DHR Director Human Resources DISMAC Disaster Management Centre DMO Divisional Medical Officer DRM-H Disaster Risk Management for Health DSAF Deputy Secretary Administration and Finance DSHS Deputy Secretary Hospital Services DSLO Disaster Service Liaison Officer DSPH Deputy Secretary Public health EC Evacuation Centre EH Environmental Health EOC Emergency Operations Centre FPBS Fiji Pharmaceutical and Biomedical Services HAP Humanitarian Action Plan HEAD MTF Health Emergency & Disaster Management Taskforce HEADMAP Health Emergency & Disaster Management Plan HnN Health and Nutrition (Cluster) HRNA Human Recovery Needs Assessment IEC Information Education and Communication JNAP Joint National Action Plan MLO Media Liaison Officer MOA Memorandum of Agreement MoH HQ Ministry of Health Headquarters MoH Ministry of Health MOU Memorandum of Understanding MSDS Material Safety Data Sheets NDMO National Disaster Management Office NHEADMC National Health Emergency & Disaster Management Coordinator NTCOPD National Taskforce for Communicable Outbreak Prone Diseases OHS Occupational Health and Safety ORT Operations Room Teams PDNA Post-Disaster Needs Assessment PFA Psychological First Aid PPE Personal Protective Equipment PSH Permanent Secretary for Health RESSTAT Resource Status SAR Search and Rescue SDEOC Sub-Divisional Emergency Operating Centre



1.0 GENERAL 1.1 Introduction Following a disaster, the health sector has the primary responsibility for the health of a community. The health ministry must prepare in advance as both primary health care institution provider and as part of the larger community in the planning effort.

The Ministry of Health Emergency Operations Centre (MoH EOC) Standard Operating Procedures (SOP) therefore sets out the detailed arrangements for emergency or disaster management at a national level. This SOP will therefore provide a guide for the Ministry of Health, Headquarters Emergency Operations Centre (MoH HQ EOC), the Divisional and Sub-Divisional Health Emergency Operations Centre as to the operational methodology to employ response to the impact (impending or current) of both natural and human-caused/induced hazards in Fiji. The SOP also provides a guide on the operational linkages for various hazards with the MoH EOC and its staff within divisional and sub-divisional settings. The SOP is to be read in conjunction with the National Health Emergency & Disaster Management Plan (HEADMAP) 2013. 1.2 Objectives The objectives of the SOP are:

i. To provide, in a concise and convenient document lists of actions involved in responding to natural disasters and necessary measures for preparedness, response and relief required to be undertaken;

ii. To ensure that all Ministry of Health Staff know the precise measures required of them

at each stage of the process and also to ensure that all actions are closely and continuously coordinated; and

iii. To indicate various actions which would be required by various levels of administrations

within their sphere of responsibilities so that they may prepare and review the Contingency Action Plans accordingly

The instructions contained in this SOP should not be regarded as an exhaustive list of all the actions that might be considered necessary. Individual divisions, departments and sections of the Ministry are required to utilize this document to develop their Standard Operating Procedure as applicable to them.



1.3 Disaster Management Sequence The SOP encompasses the integrated comprehensive approach through four phases of emergency and disaster management for effective and efficient response to natural disasters.

Figure 1 Four Phase Sequencing on Disaster Management

(a) Mitigation & Wellness Phase (Prevention) Whilst disasters cannot be prevented, preventive actions can be taken. This phase is simply outlining communication, preparatory works and using wellness definitions of health to ensure that some impacts of disasters are mitigated.

(b) Preparedness Phase

This phase will include taking all necessary measures for planning, capacity building and other preparedness so as to be in a state of readiness to respond, in the event of a natural disaster. This Stage will also include development of Search and Rescue Teams, mobilization of resources and taking measures in terms of equipping, providing training, conducting mock drills/exercises etc. This phase will also include all necessary measures to provide timely, qualitative and quantitative warnings to the disaster managers to enable them to take pre-emptive measures for preventing loss of life and reducing loss/damage to the property. On the occurrence of a natural disaster or imminent threat thereof, all the concerned Agencies will be informed/notified for initiating immediate necessary follow up action.

(c) Response Phase This phase will include all necessary measures to provide immediate succor to the affected people by undertaking search, rescue and evacuation measures. It specifically details health response to disasters.

(d) Recovery (Rehabilitation) Phase This phase will include all necessary measures to provide immediate relief and succor to the affected people in terms of their essential needs of food, drinking water, health & hygiene, clothing and shelter. It also will include all necessary measures to stabilize the situation and restore the utilities. This SOP does not cover long-term measures needed either for mitigation or for rehabilitation/recovery of the affected people and reconstruction of the area.

Preparedness

ResponseRecovery

Mitigation & Wellness

(Prevention)



1.4 Policy Statement The Ministry of Health (MoH) is required to develop support plans and in this context this SOP will provide an operational basis for the involvement of the Ministry in all types of emergency or disaster operations. 1.5 Hazards & Risks1 Hazards are normally categorized into two natural or man-made/human induced. Natural hazards are of can further be categorized as:

Geophysical (earthquakes, landslides, tsunamis and volcanic activity), Hydrological (avalanches and floods), Climatological (extreme temperatures, drought and wildfires), Meteorological (cyclones and storms/wave surges) or Biological (disease epidemics and insect/animal plagues).

Technological and Societal or man-made (human induced) hazards are usually complex emergencies or conflicts, famine, displaced populations, industrial accidents and transport accidents that are caused by humans This SOP will allow the MoH to respond to emergencies or disasters created by the following hazards or sources of risk.

Aircraft Accident – Air/Sea/Land Cyclone Drought Earthquake Epidemics/Pandemics Fire – Bush/Structure Flood – Coastal/River Landslide Storm Surge Tsunami Volcanic Eruptions

1.6 SOP Review The MoH is to ensure that this SOP is to undergo review and be updated regularly in order to account for any changes to national policy in relation to disaster management. 1.7 SOP Amendments The MoH must endorse any amendments to this SOP. A record of amendments must be maintained in the table as illustrated under the heading Amendment List as shown on Page 9. 1 Refer to Support Document 1 for WHO Classification of Hazards (June 2014)


Page

14

of 1

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16

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echa

nism

, re

porti

ng sy

stem

s and

chec

klist

s

NHEA

DMC,

DM

O, SD

MO,

Di

visio

nal &

Sub-

Divis

iona

l Te

ams

Adm

inist

ratio

n - L

ogist

ics,

Tran

spor

tatio

n, H

uman

reso

urce

, Fin

ance

s, Co

mm

unica

tion

De

ploy

men

t Pla

n De

signe

d Re

leas

e of

add

ition

al st

aff t

o af

fect

ed a

reas

PS

H, D

SPH,

DSH

S, D

SAF

Clin

ical S

ervic

es -

Facil

ities

- ac

cess

ibilit

y, Sp

ace-

bed

s, Am

bula

nce,

Psy

chos

ocia

l, M

edica

l an

d la

bora

tory

supp

lies,

Bloo

d se

rvice

s, M

ortu

ary,

Nut

ritio

n

Com

plia

nce

of sa

fe h

ospi

tal g

uide

line

Deve

lopm

ent o

f Saf

e Ho

spita

l Gu

idel

ine

DS

PH, D

SHS,

NHE

ADM

C

Com

plia

nce

Emer

genc

y equ

ipm

ent

stan

dard

list

Proc

ure

supp

lies a

nd m

aint

ain

supp

lies i

n or

der

DSHS

, MS,

DM

O, SD

MO

Quar

terly

aud

its o

f co

mpl

ianc

e Co

nduc

ting o

f qua

rterly

mon

itorin

g

DSHS

, MS,

DM

O, SD

MO

SOP

for m

ass b

uria

l De

velo

p in

cons

ulta

tion

the

Mas

s Fa

talit

y Man

agem

ent G

uide

lines

DSPH

, DSH

S, N

HEAD

MC,

MS,

DM

O, O

ther

stak

ehol

ders

(P

olice

, Milit

ary,

NDM

O)

Turn

arou

nd ti

me

(24h

rs)

Tria

ge a

nd e

mer

genc

y man

agem

ent

syst

em in

pla

ce

MS,

DM

O, SD

MO,

Divi

siona

l &

Sub-

Divis

iona

l Tea

ms

Bloo

d ba

nk

Regu

lar c

ondu

ct b

lood

driv

es

Bloo

d Co

ordi

nato

r, DS

HS, M

S,

DMO,

SDM

O


Page

17

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

PHAS

ES O

F DIS

ASTE

R M

ANAG

EMEN

T PL

ANNI

NG IS

SUES

PE

RFOR

MAN

CE IN

DICA

TORS

AC

TIVI

TIES

RE

SPON

SIBI

LITIE

S

RESP

ONSE

Publ

ic He

alth

- En

viron

men

tal

Heal

th, N

utrit

ion,

Was

te

Man

agem

ent,

Pest

Con

trol,

Clin

ical

Outre

ach,

Surv

eilla

nce,

Infe

ctio

n Co

ntro

l

Repo

rts o

n Sit

e In

spec

tions

Co

nduc

t ins

pect

ion

of a

ffect

ed a

rea,

co

nduc

t rap

id a

sses

smen

t sur

veys

NHEA

DMC,

DM

O, SD

MO,

Di

visio

nal &

Sub-

Divis

iona

l Te

ams

Supp

ly of

safe

wat

er

Insp

ectio

n of

Wat

er su

pplie

s; Pr

ovisi

on o

f Pur

ifica

tion

tabl

ets

CHI,

EH T

eam

, NHE

ADM

C

Redu

ce V

ecto

r Ind

ices

Cond

uct S

ourc

e Re

duct

ion

exer

cise

for m

osqu

ito co

ntro

l CH

I, EH

Tea

m, N

HEAD

MC

Prov

ision

of d

ieta

ry su

pple

men

ts

Asse

ssm

ent o

f nut

ritio

nal

requ

irem

ents

, dist

ribut

ion

of

ratio

ns a

nd su

pple

men

ts

SDM

O, Su

b-Di

visio

nal T

eam

, DD

and

SDD

Cove

rage

indi

cato

r: no

. cov

ered

/ no.

of

eva

cuat

ion

cent

ers

Daily

Ass

essm

ents

SD

MO

and

Sub-

Divis

iona

l Tea

m

Daily

SitR

ep R

epor

ts

Com

pilin

g of f

ield

dat

a fo

r rep

ortin

g DM

O an

d Di

visio

nal T

eam

; SD

MO

and

Sub-

Divis

iona

l Tea

m


Page

18

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

PHAS

ES O

F DI

SAST

ER

MAN

AGEM

ENT

PLAN

NING

ISSU

ES

PERF

ORM

ANCE

INDI

CATO

RS

ACTI

VITI

ES

RESP

ONSI

BILI

TIES

RECO

VERY

Need

s Ass

essm

ent a

nd SI

TREP

S W

eekly

Rep

orts

Subm

itted

on

prog

ress

Co

mpi

ling

of fi

eld

data

for r

epor

ting

DMO

and

Divis

iona

l Tea

m;

SDM

O an

d Su

b-Di

visio

nal T

eam

Dise

ase

Surv

eilla

nce

for N

otifi

able

&

Tim

e Se

nsiti

ve D

iseas

es

Prom

pt R

epor

ting

on C

D's

Utiliz

atio

n of

CD

Guid

elin

e fo

r in

vest

igat

ion,

Tra

inin

g of

staf

f and

re

activ

e re

spon

se st

rate

gies

NACD

, DM

O an

d Di

visio

nal

Team

; SDM

O an

d Su

b-Di

visio

nal

Team

, He

alth

Serv

ices P

rovis

ion,

Seco

ndar

y &

Cura

tive

Serv

ices,

Prim

ary

Heal

th

Care

Serv

ices,

Publ

ic He

alth

In

terv

entio

ns, C

olla

bora

tive

Prog

ram

mes

with

Inte

rnat

iona

l He

alth

Par

tner

s, He

alth

Info

rmat

ion

Deliv

ery M

onito

ring

and

Eval

uatio

n

Feed

back

from

Com

mun

ity, V

isits

M

ade,

Rep

orts

Asse

ssm

ent T

empl

ates

, Rep

ortin

g Sy

stem

and

Mon

itorin

g Pr

otoc

ols

desig

ned

DMO

and

Divis

iona

l Tea

m;

SDM

O an

d Su

b-Di

visio

nal T

eam

, NH

EADM

C, M

S, D

SPH,

DSH

S

Reha

bilit

atio

n Of

The

Vict

ims &

The

Af

fect

ed P

opul

atio

n Co

mm

unity

Bas

ed W

elln

ess

Appr

oach

inte

grat

ed in

to R

ecov

ery

Follo

w U

p Pr

otoc

ols d

esig

ns,

prop

osal

dev

elop

men

ts d

one

Reha

bilit

atio

n of

Eva

cuat

ion

Cent

ers

Subm

issio

n of

Ass

essm

ent R

epor

t to

NDM

O De

velo

pmen

t of A

sses

smen

t Ch

eckli

st a

nd P

rogr

ess R

epor

ts

M

anag

emen

t Of P

atie

nts

with

NC

Ds In

Affe

cted

Are

as

Refe

rral

of C

ases

and

Rep

orts

Ut

ilizat

ion

of E

xistin

g Re

porti

ng

Syst

ems

Co

mm

unity

Tre

atm

ent O

f M

inor

In

jurie

s Re

ports

File

d As

sess

men

t for

ms d

esig

ned

and

test

ed

Ps

ycho

socia

l Ass

essm

ent a

nd

Assis

tanc

e Re

port

Subm

itted

, Ass

istan

ce

Rend

ered

Re

porti

ng T

empl

ate

desig

ned,

aw

aren

ess c

ondu

cted


Page

19 of

125

SOP

– MoH

Emer

genc

y & D

isaste

r Man

agem

ent

PHAS

ES O

F DISA

STER

M

ANAG

EMEN

T PL

ANNI

NG IS

SUES

PE

RFOR

MAN

CE IN

DICA

TORS

AC

TIVI

TIES

RE

SPON

SIBILI

TIES

RECO

VERY

Reco

nstru

ctio

n an

d Re

habi

litat

ion

of

Infra

struc

ture

, Util

ities

Dev

elopm

ent

and

Impr

ovem

ent P

rogr

am,

Budg

eted

allo

catio

ns fo

r in

frastr

uctu

res s

uch

as w

ater

tank

s, ge

nera

tors

and

fuel

Asse

ssm

ent R

epor

ts, P

ropo

sals

for

Reco

nstru

ctio

n

Field

Ass

essm

ent c

ondu

cted

, De

velo

pmen

t of C

heck

lists

for

Dam

age A

sses

smen

ts, Q

uota

tions

an

d Pr

opos

als to

be d

evelo

ped

PSH,

DSP

H, D

SHS,

DSAF

, Co

rpor

ate S

ervic

es, A

MU

Man

agem

ent o

f hea

lth p

erso

nnel

in

disa

ster a

reas

, Rein

forc

emen

t of

med

ical p

erso

nnel

durin

g pro

long

ed

disa

sters

, Allo

wing

per

iods

of R

&R,

Rem

uner

atio

n sc

hedu

les fo

r disa

ster

perio

ds an

d Ps

ycho

socia

l sup

port

for

staff

Hum

an R

esou

rce P

lans,

Prop

osal

on

Rem

uner

atio

n, R

epor

ts on

staf

f pe

rform

ance

and

assis

tanc

e pro

vided

Prop

osal

Deve

lopm

ent o

n St

aff

Rota

tion

and

Rem

uner

atio

n fro

m

Sub-

Divis

iona

l leve

l to

HQ

PSH,

DSP

H, D

SHS,

DSAF

, Co

rpor

ate S

ervic

es, H

R

Post

disa

ster s

ympo

sium

Co

nduc

ting o

f Mee

ting (

Sym

posiu

m)

and

Repo

rt Or

gani

ze fo

r a P

ost D

isaste

r M

eetin

g and

disc

ussio

ns

PSH,

DSP

H, D

SHS,

DSAF

, NH

EADM

C


2.0 ORGANISATION - NATIONAL DISASTER/EMERGENCY MANAGEMENT 2.1 Structure

2.2 National Health Emergency Coordinator /Disaster Service Liaison Officers The Ministry shall appoint a senior level officer to be its Disaster Service Liaison Officer (DSLO). The National Coordinator for Health Emergency & Disaster Management for the Ministry can also be appointed as the DSLO. The DSLO is the main point of contact for liaison, coordination and cooperation in all disaster risk reduction and disaster management-related matters, including Comprehensive Hazard Analysis and Risk Management (CHARM) implementation, mitigation, preparedness, emergency operations, relief and rehabilitation. If the DSLO is incapacitated for any reason then the MoH will nominate the Deputy Disaster Service Liaison Officer (appointed beforehand) to assume DSLO responsibilities. The specific functions of DSLO are to: (i) Liaise with the NDMO on disaster risk reduction and disaster management for Ministry

of Health; (ii) Coordinate and implement disaster preparedness, mitigation and prevention

programmes for Ministry of Health; (iii) Be in attendance at the National Disaster Management Office during times of national

disaster to serve as liaison in operations for Ministry of Health; (iv) Attend disaster risk reduction and disaster management responsibilities as may be

arranged by PSH. Page 21 of 125


2.3 Divisional/Sub-Divisional EOCs The Divisional and Sub-Divisional Emergency Operation Center (EOC) shall coordinate emergency or disaster operations in their respective areas of operations. The controlling authorities of these EOCs are as follows:

Divisional Medical Officer for the Divisional EOC Sub-Divisional Medical Officer for the Sub-Divisional EOC

2.4 Divisional Medical Officer The Divisional Medical Officer shall be the Divisional Emergency Operating Centre (DEOC) Team Leader for his/her respective Division. The Divisional Medical Officer is responsible for initiating and coordinating disaster operations at divisional level. In this regard the Divisional Medical Officer will work in close coordination and consultation with the Divisional Commissioner DISMAC. The Divisional Medical Officer can direct his/her sub-divisions to make available Government resources for disaster operations at Divisional and Sub-Divisional level. 2.5 Sub-Divisional Medical Officer The Sub-Divisional Medical Officer shall be the Sub-Divisional Emergency Operating Centre (SDEOC) Team Leader for his/her respective Sub-Division. The Sub-Divisional Medical Officer is responsible for initiating and coordinating disaster operations at s u b - divisional level. In this regard the Sub-Divisional Medical Officer will work in close coordination and consultation with the Divisional Medical Officer and his/her Team. The Sub-Divisional Medical Officer can direct his/her sub-division to make available Government resources for disaster operations at a local level.



2.3 Divisional/Sub-Divisional EOCs The Divisional and Sub-Divisional Emergency Operation Center (EOC) shall coordinate emergency or disaster operations in their respective areas of operations. The controlling authorities of these EOCs are as follows:

Divisional Medical Officer for the Divisional EOC Sub-Divisional Medical Officer for the Sub-Divisional EOC

2.4 Divisional Medical Officer The Divisional Medical Officer shall be the Divisional Emergency Operating Centre (DEOC) Team Leader for his/her respective Division. The Divisional Medical Officer is responsible for initiating and coordinating disaster operations at divisional level. In this regard the Divisional Medical Officer will work in close coordination and consultation with the Divisional Commissioner DISMAC. The Divisional Medical Officer can direct his/her sub-divisions to make available Government resources for disaster operations at Divisional and Sub-Divisional level. 2.5 Sub-Divisional Medical Officer The Sub-Divisional Medical Officer shall be the Sub-Divisional Emergency Operating Centre (SDEOC) Team Leader for his/her respective Sub-Division. The Sub-Divisional Medical Officer is responsible for initiating and coordinating disaster operations at s u b - divisional level. In this regard the Sub-Divisional Medical Officer will work in close coordination and consultation with the Divisional Medical Officer and his/her Team. The Sub-Divisional Medical Officer can direct his/her sub-division to make available Government resources for disaster operations at a local level.



3.0 MoH EOC OPERATIONS 3.1 General The Ministry of Health Headquarters shall have a permanent office space for MoH EOC, which will be activated when a disaster or emergency is eminent or if the Permanent Secretary for Health (PSH) exercises judgment that determines that the MoH EOC needs to transit to an operational mode in order to more effectively address a given situation. The MoH EOC when operational will consist of manpower from the following functional areas:

Senior Management (DS’s, Directors, National Advisors) Information and Media Liaison Staff Administrative and Finance Staff Operations Room Staff (Admin and Support Team)

The network of Divisional and Sub-Divisional EOCs shall complement the MoH EOC. 3.2 Location The Ministry of Health Emergency Operations Centre (MoH EOC) is located in the 3rd Floor of Denim House, Amy Street, Suva which houses the Ministry of Health Head Office as well. It is equipped with telephones, fax, computer (e-mail), photocopier, TV set, and a range of status-boards and map-boards. Other support facilities include telecommunication system (radio telephones and handset phone) and standby power and backup water systems. 3.3 Functions The MoH EOC is to ensure a coordinated response to all emergencies or disasters for which it becomes operational. The specific functions of the MoH EOC are: (i) To control and coordinate actions (ii) Provide direction and support to Divisional and Sub-Divisional DISMAC for both natural

and human-caused/induced disaster/emergency operations. (iii) Provide accurate and timely information for decision-making and for public

consumption. 3.4 MoH EOC Supplies All resources designated beforehand for use during MoH EOC operations are to be expressly reserved for this purpose. A list of MoH EOC equipment, resources and supplies is listed in Appendix Support Document 3.



3.5 Alternate MoH EOC Consideration will be given to relocating the MoH EOC to another site if disaster conditions make it impossible or impractical for operations to be conducted. The National MoH EOC can be alternatively housed at CWM Hospital and even further identify another alternative site for an eventuality beforehand and make the necessary preparations to facilitate relocation. Similarly all Health EOC should identify alternative EOC locations. The relocation is to be managed in such a way as to enable the new MoH EOC facility to be set up, equipped and made operational in a short duration. 3.5 MoH EOC Layout The MoH HQ EOC has the following office provisions as shown in the illustration below:

MoH HQ EOC Layout

4970mm

3050

mm

3350

mm

5250mm

A

B

C

D

E

F

F F

F

M

Q

R

F

F

N

F

L

F

G H

I

J

K

L

OPA

Key:A – Entrance to EOC B – TV C – Filing Cabinet D - Conference Table E – Rubbish Bin F – Chairs G – Weather Bulletin Board H – National Map I – Projector Screen J – PC K – Printer L – PhoneM – Table N – RT System O – Fax Machine P – Filing Cabinet Q – Photocopier R - Whiteboard

Note the above layout is shown for illustration purposes, Divisional & Sub-Divisional EOC’s which are formed only during or before an eminent disaster event may have a different setup



3.6 Activation The National MoH EOC may be activated to address a number of purposes:

(i) The need to monitor an emerging/unfolding event that has the potential to cause significant or widespread disruption to essential services and can be a serious threat to life and property;

(ii) The need to effectively manage an eminent threat posed by any type of natural hazard;

(iii) The need to effectively respond to the impact of any type of hazard for which the MoH carries specific responsibility;

(iv) To respond to a request from National DISMAC Office for assistance in coordinating the response to a hazard.

3.7 Activation Authority The National MoH EOC is activated by the Permanent Secretary for Health following consultation with the Deputy Secretaries of Health and/or upon advice from the National DISMAC office. The instruction to activate the MoH EOC shall be either verbal or through written (memo or email) means. 3.8 Activation Procedure Following the decision to activate the National MoH EOC, the NHEADMC should:

1. Inform MoH staff of the decision by MoH to activate the MoH EOC and of the eminent hazard.

2. Inform members of the Health and Nutrition Cluster & the WASH Cluster and the National Disaster Management Office of activation and of the eminent hazard.

3. Check communications systems and other equipment and open all communications with Divisional and Sub-Divisional EOCs.

4. Facilitate rostering of Operations Room Teams (ORT) 5. Attend to administrative arrangements to support the ORTs. 6. Meet and brief ORT Team Leaders of the nature of the disaster/emergency. 7. Commence monitoring of the event - directly with Divisional and Sub-Divisional Teams if

applicable. 8. Arrange for initial meeting of the Health and Nutrition Cluster and the WASH Cluster - if

a major or national event is eminent. 3.9 Activation of Divisional and Sub-Divisional EOC’s The National MoH EOC or the NHEADMC will advise the Divisional Health DISMAC and/or Sub Divisional Health DISMAC if there is a need for EOC activation at their respective levels. This will be done by phone or email.



3.6 Activation The National MoH EOC may be activated to address a number of purposes:

(i) The need to monitor an emerging/unfolding event that has the potential to cause significant or widespread disruption to essential services and can be a serious threat to life and property;

(ii) The need to effectively manage an eminent threat posed by any type of natural hazard;

(iii) The need to effectively respond to the impact of any type of hazard for which the MoH carries specific responsibility;

(iv) To respond to a request from National DISMAC Office for assistance in coordinating the response to a hazard.

3.7 Activation Authority The National MoH EOC is activated by the Permanent Secretary for Health following consultation with the Deputy Secretaries of Health and/or upon advice from the National DISMAC office. The instruction to activate the MoH EOC shall be either verbal or through written (memo or email) means. 3.8 Activation Procedure Following the decision to activate the National MoH EOC, the NHEADMC should:

1. Inform MoH staff of the decision by MoH to activate the MoH EOC and of the eminent hazard.

2. Inform members of the Health and Nutrition Cluster & the WASH Cluster and the National Disaster Management Office of activation and of the eminent hazard.

3. Check communications systems and other equipment and open all communications with Divisional and Sub-Divisional EOCs.

4. Facilitate rostering of Operations Room Teams (ORT) 5. Attend to administrative arrangements to support the ORTs. 6. Meet and brief ORT Team Leaders of the nature of the disaster/emergency. 7. Commence monitoring of the event - directly with Divisional and Sub-Divisional Teams if

applicable. 8. Arrange for initial meeting of the Health and Nutrition Cluster and the WASH Cluster - if

a major or national event is eminent. 3.9 Activation of Divisional and Sub-Divisional EOC’s The National MoH EOC or the NHEADMC will advise the Divisional Health DISMAC and/or Sub Divisional Health DISMAC if there is a need for EOC activation at their respective levels. This will be done by phone or email.


3.10 Information to Minister PSH is to ensure that as soon as practicable either before or following activation of the EOC, the Minister of Health is to be contacted and informed of the situation. 3.11 Limited Activation Depending on the circumstances related to an emergency or disaster there may only be a need to have limited activation the MoH EOC. This will be in situations where an emergency or disaster may be limited to a small area or be of a limited scope. In these instances the MoH EOC will typically be:

Monitoring developments related to hazards Monitoring the progress of operations of Lead Agencies for their respective disasters

In such situations the MoH EOC will be activated with a skeletal staff complement. The limited activation of the MoH EOC can eventually lead to a need for full activation. In preparation for this eventuality the NHEADMC will ensure that the following are kept informed and be advised to remain on “Stand By”:

PSH DS’s Divisional & Sub-Divisional Team Leaders Operations Room Team Leaders

3.12 Action – Advice of Activation Immediately on receipt of advice from the PSH that the MoH EOC has been activated all those notified must carry out the following actions:

1. Confirm receipt of activation advice from MoH HQ EOC. 2. Inform key operational personnel within their respective divisions/sub-divisions. 3. Initiate actions in relation to the relevant Hazard Contingency Plan and

Preparedness Plan. 3.13 Operational Phases The MoH EOC will be engaged at any given time in different operational phases. Each phase will necessitate the implementation of certain actions by officers responsible. The progression of operations from one phase to the next will be determined by the NHEADMC acting on the advice of the PSH.



The various phases and specific feature of each are:

Standard Operating Procedure for Alert Warning Level

Alert Colour

Stage

Actions to be taken by MoH EOC members

WHITE

Alert (1)

Meeting is only necessary when coming down from yellow or red level. Otherwise, activities will be: MoH awareness campaigns; MoH planning for evacuation and execution of simulation exercises.

YELLOW

Warning (2)

Increase MoH staff awareness measures and advisories through the media announcing the immediate need for preparations when approaching a disaster. Revision and updating of emergency plans and preparations for evacuation. Execution of a simulation exercise if possible. When coming down from Orange or Red levels, analyses the possibility of letting the MoH services go back to almost normal depending on the situation

RED

Action (3)

MoH EOC activated. Immediate assessment on all the division and inform the DMO’s (Divisional Medical Officers) and MS’s (Medical Superintendents). The activation of the Divisional EOC will be under the responsibility of the DMO.

GREEN

Stand Down (4)

MoH EOC activated. Analysis of the situation. Response/recovery activities depending on the magnitude and duration of the disaster.

3.13.1 Stage 1: ALERT (White) The MoH EOC is activated either in a limited or full capacity at the discretion of the PSH Activities:

(i) Monitor or prepare for an eminent disaster. (ii) Monitor the operations of Divisional & Sub-Divisional Teams

3.13.2 Stage 2: WARNING (Yellow) The MoH EOC is fully activated. Activities:

(i) Operations Room Teams are rostered on a 24-hour basis and operational reporting commences.

(ii) Divisional and Sub-Divisional Teams are briefed (iii) Divisional EOC are to be activated upon discretion of the DMO’s or instruction

of PSH (iv) Sub-Divisional Teams on stand-by



3.13.3 Stage 3: ACTION (Red) Issued when a disaster or emergency has occurred. Activities:

(i) EOC’s (at all levels – within affected areas) become fully operational (ii) Special Task Force activated as required. (iii) DSLO in direct liaison with NDMO’s Office. (iv) Commencement of response operations if required. (v) Commencement of public health activities. (vi) Media briefings undertaken if required by MLO. (vii) Regular briefs provided to Minister and PSH.

3.13.4 Stage 4: STAND-DOWN (Green) The MoH EOC is deactivated by NHEADMC on the advice of the PSH. Further details for Stand Down Procedure is depicted in Activities:

(i) Final reporting of Operations Room Teams and debrief of ORT Team Leaders. (ii) Continuation of support to Divisional and Sub-Divisional Teams. (iii) Operations report submitted to Minister and PS. (iv) Implementation of on-going relief and response commences. (v) Health and Nutrition Cluster and WASH Cluster convened to develop

Humanitarian (Rehabilitation) Action Plan 3.14 Operations Room Team (ORT) An Operations Room Team (ORT) should comprise of at least 6 officers. The Director Human Resources (DHR) is responsible for ensuring the availability of 6 such ORTs for rotational basis and will arrange within MoH HQ Departments for their staff to fulfill the roles for each ORT. Similarly the Human Resources Sections of Divisional or the SDMO shall take the similar role at respective divisions. Contact details for each member of an ORT are to be maintained by the NHEADMC/DSLO. Contact details for staff needs to be maintained using Form 13-1 shown in the Appendix. The basic team is as follows:

Team Leader – National Advisor, Director, Principal Level Officer, or equivalent level. Communications/Radio Operator – Senior Technical Staff Recorders x 2 - Clerical Officer or equivalent level. Typist/Fax Operator x 2 Clerical Officer or equivalent level.

A typical shift for an ORT is 8 hours. No ORT should be expected to work for longer than 12 hours. 3.15 Staff Recall In the event the MoH EOC needs to be activated the PSH shall have powers to recall staffs who are on leave or away from their station. This recall of staffs shall be done via a flying minute through to the National or Divisional or Sub-Divisional Offices.



4.0 INFORMATION MANAGEMENT Information management supports effective decision making and there is a need for sound record keeping. Information management within Ministry of Health is paper based as well as digital based (email). All Inward and Outward messages must be logged and filed in the Operations Room. 4.1 Message Control 4.1.1 Inward Messages

1. All incoming messages (email/fax/phone/verbal) are received and recorded by the Radio / Telephone/Fax / Email Operator in the Incoming Message Form. They are logged in the Incoming Communication Log. The Radio / Telephone/Fax / Email Operator(s) have to ensure immediate notification of ORT Team Leader in case of any URGENT messages.

2. Incoming Message Forms received in the Operations Room will be logged by the Recorders in the Master Operations Log.

3. After recording of the Incoming Message Form, this will be passed to the ORT Team leader.

4. The ORT Team Leader will then determine which appropriate action to take – according to the information in the message.

5. In cases where actions will entail the commitment of funds, the approval of the PSH or Deputy Secretaries must first be sought.

6. In cases where displays are to be updated the assigned Officer will be tasked to undertake the update.

7. All information for both the manual and electronic displays is to be updated simultaneously.

8. The originator of the message will be informed of the Action Taken through the Outgoing Message Form.

9. All Incoming Message Forms must be correctly filed by the Recorder, in chronological order, after action has been taken.

4.1.2 Outward Messages

1. The drafter of a message must pass the completed draft to the ORT Team Leader for vetting.

2. After clearance the ORT Team Leader must assign a priority for the message and determine the best means to transmit the message.

3. Following transmission the message is then given the to the Outward Message 4. Recorder to log and then to file. 5. Messages dispatched are to be followed up with addressee (within 1 hour and every

hour thereafter) by the Outward Message Recorder if any action is anticipated by the addressee and no feedback is forthcoming.

4.1.3 Message Forms The Message Forms are as per Appendix – Forms 13-6, 13-7 and 13-8.



4.0 INFORMATION MANAGEMENT Information management supports effective decision making and there is a need for sound record keeping. Information management within Ministry of Health is paper based as well as digital based (email). All Inward and Outward messages must be logged and filed in the Operations Room. 4.1 Message Control 4.1.1 Inward Messages

1. All incoming messages (email/fax/phone/verbal) are received and recorded by the Radio / Telephone/Fax / Email Operator in the Incoming Message Form. They are logged in the Incoming Communication Log. The Radio / Telephone/Fax / Email Operator(s) have to ensure immediate notification of ORT Team Leader in case of any URGENT messages.

2. Incoming Message Forms received in the Operations Room will be logged by the Recorders in the Master Operations Log.

3. After recording of the Incoming Message Form, this will be passed to the ORT Team leader.

4. The ORT Team Leader will then determine which appropriate action to take – according to the information in the message.

5. In cases where actions will entail the commitment of funds, the approval of the PSH or Deputy Secretaries must first be sought.

6. In cases where displays are to be updated the assigned Officer will be tasked to undertake the update.

7. All information for both the manual and electronic displays is to be updated simultaneously.

8. The originator of the message will be informed of the Action Taken through the Outgoing Message Form.

9. All Incoming Message Forms must be correctly filed by the Recorder, in chronological order, after action has been taken.

4.1.2 Outward Messages

1. The drafter of a message must pass the completed draft to the ORT Team Leader for vetting.

2. After clearance the ORT Team Leader must assign a priority for the message and determine the best means to transmit the message.

3. Following transmission the message is then given the to the Outward Message 4. Recorder to log and then to file. 5. Messages dispatched are to be followed up with addressee (within 1 hour and every

hour thereafter) by the Outward Message Recorder if any action is anticipated by the addressee and no feedback is forthcoming.

4.1.3 Message Forms The Message Forms are as per Appendix – Forms 13-6, 13-7 and 13-8.


4.1.4 Logs In order to ensure that all information is flowing in and out of EOC’s, the following Logs will be used:

1. Communication Log – records all messages received and sent in the EOC through the radio, telephone, fax and email operators. (Appendix 13-7)

2. Master Operations Log – This is to record all inward and outward messages received and dispatched from the EOC (Appendix 13-8)

3. Request Log – This is to record all requests for assistance received from all health facilities and divisional and sub-divisional health EOC’s. (Appendix 13-14)

4.2 Displays The following displays will be provided in the Emergency Operations Room and Team Leaders are to ensure that all stationery and equipment required for the updating of these displays is available prior to and during emergency operations. 4.2.1 Status Boards These are to display both Inward and Outward information such as the deployment of resources and requests for assistance. The types of Status Boards for the Operations Room are:

Resource Status (RESSTAT) – Provides up-to-date information on the resources requested/available/committed, units deployed etc.

Situation Status (SITSTAT) – The most current information on the casualties, infrastructure, highways, bridges, damage and needs.

EOC Layout – Diagram showing the location of various functions. Communications Net – Diagram of the communications network that should include

Call Signs, Designations and radio frequencies. MoH EOC Organization Chart – To assist with MOH EOC operations Significant Events – A chronology of key events that have occurred and need to

be available for rapid reference. Contact List – Displays the pertinent information of persons and offices contacted

relative to the incident. Status of Evacuation Centers – Displays the status of shelters/centers available in

the affected areas, their activation status and use. Used for determining additional shelter needs.

Meteorological Information – To contain the latest observations, forecasts and warnings.

Media Releases – The latest news releases and press coverage.



4.2.2 Maps & Charts These are used to record pictorially significant operational information including details of the area or specific locations under threat and the extent of damage caused. The types of maps and charts are:

National/Divisional/Sub-Divisional Map – used to plot locations of damage, resources, problems etc.

Health Facility Maps – identify location of local health facilities Tracking Map – used to plot the location and movement of cyclones etc. as

reported by the Fiji Meteorological Service.

4.3 Situation Reports (SITREP) There are 2 basic types of SITREPs to be prepared within the MoH EOC: 4.3.1 ORT Shift SITREP The ORT Team Leader following the conclusion of each ORT Shift prepares the ORT Shift SITREP. This SITREP should contain a progressive update of the emergency situation in terms of:

1. An outline of the type of hazard 2. The areas affected. 3. Impact on infrastructure, environment, food and water 4. Number and nature of casualties. 5. Continuity of Service 6. Actions Taken and progress of response 7. Any other relevant information.

4.3.2 Daily SITREP A Daily SITREP is to be submitted by the Sub-Divisions to Divisional Offices and from Divisional Offices to the National Office. Similarly the National MoH EOC will submit an external SITREP to the National Disaster Controller (NATDISCON), (i.e. to the National Disaster Management Office) by 0700 hours on a daily basis. It will summarize all activities experienced/conducted on the previous day by all Health Facilities/Staff within affected areas. 4.4 Media Bulletin Preparation and Release Media Bulletins are to be prepared by the Media/Information Officer at regular intervals as determined by the Team Leaders via approval from Deputy Secretaries and PSH. All Media Bulletins are to be cleared by the Deputy Secretaries and PSH prior to release. 4.5 Media Briefings All briefings are to be organized by the Media/Information Officer and should be held in the Ministry’s Main Conference Room. Prior to briefings the Media/Information Officer should ensure that the necessary information displays, slideshows, microphones, speakers etc. are adequately provided and in working order.



4.2.2 Maps & Charts These are used to record pictorially significant operational information including details of the area or specific locations under threat and the extent of damage caused. The types of maps and charts are:

National/Divisional/Sub-Divisional Map – used to plot locations of damage, resources, problems etc.

Health Facility Maps – identify location of local health facilities Tracking Map – used to plot the location and movement of cyclones etc. as

reported by the Fiji Meteorological Service.

4.3 Situation Reports (SITREP) There are 2 basic types of SITREPs to be prepared within the MoH EOC: 4.3.1 ORT Shift SITREP The ORT Team Leader following the conclusion of each ORT Shift prepares the ORT Shift SITREP. This SITREP should contain a progressive update of the emergency situation in terms of:

1. An outline of the type of hazard 2. The areas affected. 3. Impact on infrastructure, environment, food and water 4. Number and nature of casualties. 5. Continuity of Service 6. Actions Taken and progress of response 7. Any other relevant information.

4.3.2 Daily SITREP A Daily SITREP is to be submitted by the Sub-Divisions to Divisional Offices and from Divisional Offices to the National Office. Similarly the National MoH EOC will submit an external SITREP to the National Disaster Controller (NATDISCON), (i.e. to the National Disaster Management Office) by 0700 hours on a daily basis. It will summarize all activities experienced/conducted on the previous day by all Health Facilities/Staff within affected areas. 4.4 Media Bulletin Preparation and Release Media Bulletins are to be prepared by the Media/Information Officer at regular intervals as determined by the Team Leaders via approval from Deputy Secretaries and PSH. All Media Bulletins are to be cleared by the Deputy Secretaries and PSH prior to release. 4.5 Media Briefings All briefings are to be organized by the Media/Information Officer and should be held in the Ministry’s Main Conference Room. Prior to briefings the Media/Information Officer should ensure that the necessary information displays, slideshows, microphones, speakers etc. are adequately provided and in working order.


5.0 OPERATIONAL ROLES & RESPONSIBILITIES The principal roles of the ministry during a major emergency and disasters are:

(a) To resume mission-critical Ministry functions, services, programs and operations within a reasonable time following the onset of the emergency or disaster;

(b) To provide emergency and disaster related direction and advice to the health authorities;

(c) To integrate Ministry resources with those of the integrated response structure as required, including liaison staff at the Emergency Coordination Centre (NDMO)

(d) To facilitate inter-regional cooperation in emergency and disaster related health matters;

5.1 Office of the Minister and Permanent Secretary of Health The role of the Minister/PSH during an emergency/disaster is to:

(a) Provide public health measures including epidemic control and immunization programs; (b) Provide and coordinate ambulance services and triage, treatment, transportation and

care of casualties; (c) Provide the continuity of care for persons evacuated from hospitals or other health

institutions and for medically dependant persons from other care facilities; (d) Provide standard medical units consisting of emergency hospitals, advanced treatment

centres and casualty collection units; (e) Inspect and monitor potable water supplies; (f) Inspect and regulate food quality with the assistance of the Minister of Agriculture and

Fisheries; (g) Provide critical incident stress debriefing and counselling services; and (h) Provide support and supervision services for physically challenged or medically disabled

persons affected by an emergency. The Minister/PSH will provide oversight and direction as required to fulfil this mandate. The ministry will ensure that the minister’s office is kept appraised of the overall emergency situation and that reports of major incidents or events that may be of media interest are transmitted to the minister’s office without delay.

5.2 Senior Health Executives Principal tasks of the Senior Health Executives based at HQ are:

(a) Provide health-related strategic direction in support of the emergency; (b) Frame emergency issues for the Minister/PSH ; (c) Provide health-related input (d) Review and validate risk/threat assessments and making appropriate recommendations

to the Minister/PSH; (e) Recommend priorities for the use or allocation of resources in support of the

emergency; (f) Provide oversight on the application of resources in coordination with other

Government agencies and other entities; (g) Provide broad operational guidance to the HQ EOC; and (h) Determine the need for disaster assistance funding



5.3 National Health Emergency and Disaster Management Task Force

Health Emergency and Disaster Management Task Force (HEAD MTF) is established to provide prompt, coordinated technical and administrative support to the Divisional Health Emergency and Disaster Management Unit (DHEADMU) and the focal point in supportive agencies such as National Disaster Management Office (NDMO), World Health Organization (WHO) and other United Nations (UN), etc. Taskforce is activated by the Permanent Secretary for Health (PSH) or in his/ her absence the Deputy Secretary for Public Health (DSPH) following the occurrence of a major emergency situation requiring an integrated and inter-programmatic response (Health departmental representation and response). The over-arching responsibilities of the Health Emergency and Disaster Management Task Force Appoint a Disaster Service Liaison Officer (role done by NHEADMC) and Deputy Disaster

Service Liaison Officer Develop and implement MoH Support Plans Develop and test emergency Standard Operating Procedures Develop and implement disaster risk reduction initiatives and assist in public awareness and

education in consultation with the NDMO Apply Comprehensive Hazard & Risk Management (CHARM) principle / tool in development

planning & budgeting Appoint and train (in conjunction with NDMO) a MoH Operations Room Team for National

Emergency Operation Centre rostering Conduct training for MoH training officials in disaster risk management Roles of the Taskforce are outlined in the HEADMAP. 5.4 Emergency Operations Centre (EOC) (Applicable to all MoH EOC) The principal tasks of the Ministry EOC’s will be to:

(a) Maintain situational awareness throughout the emergency; (b) Coordinate, in conjunction with the NDMO/Commissioners/ District Office, on health

aspects of the disaster/emergency response; (c) Keep senior ministry officials briefed; (d) Monitor and coordinate the health authorities’ activities; (e) Provide real time liaison with the NDMO’s Office; (f) Coordinate the provision of emergency medical resources which may be required; (g) Provide liaison with key organizations, particularly WHO (h) Staff requests for access to national emergency stockpiles and/or the provision of other

support; and (i) To provide current information in support of the ministry communications plan. (j) Identify vulnerable groups, i.e. lactating mothers, children under five (preschool

children), the elderly, diabetics etc., and alert emergency teams to their presence (k) Institute preventative and curative measures to check and control occurrence and

spread of disease (l) Ensure adequate supply of blood is available for transfusion purposes.



(m) Provide field hospital and resources at the disaster site if necessary (n) Liaise and coordinate with other health agencies for the non-redundant provision of

medical and first-aid assistance in disaster-affected areas. (o) Ensure proper accreditation of health service workers and first aid personnel and

stations for information of field personnel and the public. (p) Coordinate arrangements with Transport sub-committee for the use of additional

vehicles to augment existing ambulance service where necessary. (q) Verify and procure medical supply, equipment and manpower needs through the

relevant departments. (r) Provide full assessment on patient conditions for medical evacuation (s) Monitor sanitary conditions in disaster-affected areas (t) Monitor quality of water supplies in disaster-affected areas (u) Recommend evacuation as necessary and advise on medical resources necessary to

cover evacuation requirements (v) Provide environmental health services at emergency shelters.

5.5 Media Liaison Officer

The Ministry’s public affairs staffs are responsible for developing an appropriate communications plan and implementing it in an emergency. They will work closely with the EOC to provide:

(a) Media liaison; (b) Media liaison to the central government communications office; (c) Media liaison with regional (health authorities) communications staff; (d) Core content for public communications at the provincial/regional level; (e) Advice and support for regional communication initiatives; (f) Timely briefings to the Minister and media releases emphasizing the nature of the

emergency, the scale and scope of casualties and what is being done to mitigate the situation and treat casualties;

(g) Where emergency medical services are available, how to access them and how to access services which are not available locally; and

(h) Advice to the Minister/PSH and ministry executive regarding communications strategies for sensitive or emerging issues.

5.6 Human Resources During an emergency it is expected that an appropriate level of day-to-day HR support will be provided to the Ministry. 5.7 Generic Roles The tasks and responsibilities of members of the Operations Room Teams (ORT) are described in detail below. For further outline of roles relating to the 7 functional areas in the EOC as identified by the National Disaster Management Office (Executive/Directorate/Command, Intelligence and Planning, Operations, Logistics, Administration, Financial, Public Information and Media) is provided in Appendix Support Document 4.



5.7.1 ORT Team Leader (i) Manage ORT shift. (ii) Ensure security of Operations Room. (iii) Ensure that maps and displays are regularly updated and that information is

appropriately displayed, logged and filled. (iv) Advise Deputy Secretaries and PSH of significant developments including requests from

Divisional and Sub-Divisional EOCs (v) Advise Deputy Secretaries and PSH of potential needs in terms of securing international

assistance. (vi) Prepare ORT Situation Reports to cover ORT shift. (vii) Ensure proper handover to next ORT Team Leader. (viii) Provide updates to DSLO 5.7.2 Recorders (i) Recording and filing of all inward and outward messages sent by telephone, fax, radio,

emails (ii) Maintenance of Operations Room Log (iii) Assist with plotting of maps and updating of displays (iv) Any other duties assigned by the ORT 5.7.3 Information/Media Officer (i) Develop Press Releases for clearance by Deputy Secretaries and PSH (i) Facilitate communication of cleared releases to media organisations (ii) Organise MoH EOC media briefings by Deputy Secretaries and PSH (iii) Liaise closely with DSLO 5.7.4 Radio Operator (i) Maintain radio communications with all relevant EOCs (ii) Conduct regular radio checks (iii) Record and file all inward and outward messages in radio log (iv) Ensure immediate notification of ORT Team Leader in the event of any URGENT

messages

5.7.5 Typist/Fax Operator (i) Attend to all ORT typing requests (ii) Ensure adequate consumables stocks are available for fax and photocopiers (iii) Assist in duties of Recorders.



6.0 STAND-DOWN PHASE 6.1 Stand- Down Authority The PSH shall be the authority to proceed to the Stand-Down phase of operations. He/she may determine Stand-Down acting on the advice of the NDMO via the NHEADMC. The implementation of Stand-Down procedures is the responsibility of the final ORT Team Leader (on duty at the time the Stand-Down was decided upon) 6.2 Filing of Records As soon as is practicable following the decision to Stand-Down the relevant ORT Team Leader will organise the filing of records for the operations. At MoH HQ EOC, these shall be handed to the NHEADMC. 6.3 Clearing & Archiving of Data Displays Data displays and other map information will remain as displayed following Stand-Down. These will only be removed once the Team Leader is satisfied that they no longer serve any useful purpose for the on-going emergency/disaster operation. 6.4 Staff Stand-Down Staff Stand-Down will be organised by the ORT Team Leader. Prior to staff departure the ORT team Leader must conduct a quick debrief and include issues arising from such a debrief in the final SITREP. At HQ, these need to be submitted to the NHEADMC. 6.5 Communications Systems The communications systems within the MoH EOC will remain open and will be monitored by NHEADMC following Stand-Down. Any further communications on on-going relief or other matters linked to the emergency/disaster are to be handled through routine the procedures of the National Health & Emergency Management Unit. 6.6 Operations Room The Operations Room shall remain open after Stand-Down to facilitate any further communications traffic that may be required in relation to the emergency/disaster. 6.7 Debriefings A debriefing of ORT Team Leaders at National Level shall be conducted by the NHEADMC with Deputy Secretaries within 14 days following the decision to Stand-Down. This debrief will cover all Stages of the operations. The findings from this debrief is to be compiled in a report by the NHEADMC to the PSH. Any lessons learned from the debriefing are to be used to improve operations systems and procedures. A final report on the event is also to be provided.



7.0 ADMINISTRATIVE FUNCTIONS 7.1 Equipment & Transport The Ministry of Health shall provide all vehicles and equipment to be used by the MoH EOC. These may be supplemented by other equipment and vehicles that the PSH may deem necessary and will acquire through the assistance of other Agencies. 7.2 Maintenance of MoH EOC The responsibility for the maintenance and upkeep of the facilities of the MoH EOC shall be vested in the Asset Management Unit (AMU). 7.3 MoH EOC Staff Welfare The NHEADMC with assistance from Director Human Resources will ensure that proper rostering of ORTs is carried out and that staff requirements for sustenance are adequately provided for. The provision of meals and refreshments for staff within the MoH EOC during periods of activation are to be carried out in accordance with the relevant Government instructions. Meal claims can be made if there are no provisions of such arrangements. Staff can claim for necessary compensation for overtime hours or honorarium allowances either in momentary terms or in time-off hours in accordance with the relevant Government instructions upon approval from supervisors and the PSH. The procedure for making necessary claims is outline in Appendix Forms 15, 16 and 17 7.4 Financial Management The incurring of expenditure for any matters related to the operations of the MoH EOC shall be in accordance with the relevant Finance Instructions and the provisions of the Ministry of Health Finance Manuals.



8.0 SPECIFIC STRATEGIES FOR DISASTERS Natural Disasters are reasonably predictable and based on predictions, the health sector can undertake pre-impact activities as well prepare for response and post event activities. These preparedness falls within the basic context of the disaster cycle; namely pre-disaster, disaster and post disaster. 8.1 General Health Actions Pre Disaster

Conducting of preparedness outreach with communities (such as the Get Ready Disasters Happen Campaign)

Working with local, divisional and national partners in preparedness strategies Development of evacuation plans for health facilities that are vulnerable areas and

develop plans for those with special needs Collect and analyze data through active and passive surveillance and provide

feedback in timely manner using established plans, procedures and guidelines 8.2 General Health Actions During Disaster

Standby by health teams

8.3 General Health Actions Post Disaster

Prevention of disease outbreaks Provision of disease incident advisories Continuity of services Assurance of health services and supplies Inspection of Evacuation Centers Assessment Environmental Health & Sanitation aspects Protection from potential disease vectors Assessment of nutritional status Advisory of safe water and sanitation practices Provincial of psychosocial support Provision of medical services Debrief Report Compilation



8.4 Generic Emergency Procedures 8.4.1 Fire Orders – At the Fire Scene

Remain Calm – Do Not Shout!

1. Activate the Facility Alarm System (If Available) or Raise Alarm Break Glass Alarm Assess the situation Notify Switchboard of the exact location of the emergency

2. Alert Staff in the Proximity

3. Obey the Instructions from Section Heads or the Emergency Coordinator

4. After assessment, the following action should be taken

Isolate & Contain Fire Extinguish fire if safe to do so Evacuate area(s)

5. Stand Down

Emergency over Return to normal duties when instructed by Fire Safety Officer or Senior Staff De-breif Report Compilation



8.4.2 Evacuation Orders

Responsibilities MoH is responsible for providing for an orderly and coordinated evacuation of the patients/staff should the need arise. Response Actions

Determine area to be evacuated by readily identifiable boundaries, such as division, MOH station, aerial, sea or land.

The DSPH, DSHS, or DSAF upon the MoH EOC team recommendation will decide on the evacuation and the route.

Identify vehicles before the emergency period to be used for evacuations and request for uplift of restrictions of movement for these vehicles in times of curfews

In conjunction with NDMO coordinate and identify potential shelters for patients in times of mass causalities.

Identify specific instructions to divisions to be included in alert warning. Provide transportation to patients when required. Coordinate transportation needs

through MOH and NDMO if needed. The evacuation procedure order should be initiated by the senior person in charge of the area or the fire safety officer or designated emergency officer.

1. Move all patients and other personnel from the immediate danger area

2. Leave lighting on. Turn off oxygen gases and electrical appliances in the immediately threatened areas

3. Move all patients and other personnel to a designated emergency assembly area

4. Collect records, patient notes etc., and take to emergency assembly area

5. Conduct head count and document.

6. Stand Down

Emergency over Return to normal duties when instructed by Senior Staff or Emergency

Coordinator or the Fire Officer No unauthorized person to return to evacuated area until all clear is given. Report Compilation



8.4.3 Medical Alert

1. Activate facility alarm system (if available) or Raise Alarm

2. Alert staff in proximity and/or Call for Help

3. Assess Situation

4. Position patient for resuscitation (if needed)

5. Commence CPR (if needed)

6. Conduct DRABC

a. Check for Dangers b. Check for Response c. Check Airway d. Check Breathing e. Check Circulation

7. Doctor and appropriate staff to respond to area 8. Senior Medical Officer present assumes control

9. Resuscitation trolley is taken to area

10. Maintain a record of events, drugs, treatment given

11. Stand Down



8.4.4 Hold Up

1. Note and report suspicious persons at all-time [Do not confront]

2. If confronted obey their instructions

3. Observe continually and carefully without staring

Physical Details and Attire Points which may aid description Any articles touched by intruder Direction in which the intruder leaves the area Description of vehicle and registration [if applicable]

4. Immediately following holdup activate hospital alarm system (If available)

Dial and notify Switchboard State your name and position Indicate location and nature of the emergency

5. Follow instructions of SDMO or Emergency Coordinator which may include:

Description of facts observed Cordon off area where intruder has touched articles To develop and record a report

6. Construct and record an report and description of intruder

7. Stand Down



8.4.5 Mentally Disturbed Person

General response: This particular person may not have a known psychiatric condition, but maybe:

1. Threatening suicide 2. Threatening injury to self or others 3. Unreasonable and uncontrollable

Action taken

1. Activate Facility Alarm System (if available) or Raise Alarm


2. Notify staff in proximity

3. Do not approach the person unnecessarily

4. Follow instruction of the Emergency Coordinator or the Senior Officer

5. Assist if requested to do so by the Emergency Coordinator or the Senior Officer

6. Stand down



8.4.6 Internal Emergency

Some examples of internal emergencies include: Power Blackout, Failure of Vital Systems, Leakage of Noxious Gases, Explosion in the facility and Flooding or Other Storm Damage Actions Taken

1. Activate Facility Alarm System (if available) or Raise Alarm


2. In the event of switchboard/power failure

Dispatch Driver (Runner) for appropriate help

During Complete Power Failure Switch off all lights and power points immediately Leave off until professionally advised

3. Notify Staff in proximity

4. Follow instructions of the Emergency Coordinator or the Senior Officer

5. Stand by to assist if required

6. Stand down



8.4.7 External Emergency

Notified by Phone, radio or verbally

1. Record the following:

Name of caller Contact telephone number or alternative means of contacting the emergency site Location of the emergency Type of emergency Number and types of casualties [e.g. burns, trauma, chemical injury etc…] Estimated time of arrival at the hospital

2. Activate hospital alarm system (if available) or Raise Alarm

Dial and notify Switchboard State your name and position Indicate location and nature of the emergency Provide as much relevant details as possible to allow verification and dissemination

of information

3. Staff to remain In their own area and await further instructions On stand-by until stand down is given Follow instructions of the Emergency Coordinator or the Senior Officer Stand by to assist if required

4. Stand down



8.5 Event Specific Procedures

8.5.1 Earthquake

Before

1. Practice earthquake drill (Drop, Cover and Hold) 2. Keep emergency (personal) kit handy 3. Talk to staff/patients and prepare emergency plans 4. Identify safe zones 5. Conduct annual audit of facilities (risk assessments) 6. Conduct awareness 7. Ensure that individual family (personal) emergency plans are also in place

During

1. Drop, Cover & Hold – Take cover under strong support like internal doorframe, table, desk or bed. Stay away from windows, overhead lights, shelves and other loose objects

2. Stay where you are until shaking stops 3. If inside, remain inside; if outside, remain outside 4. If in vehicle, pull off to the side of the road in a clear area away from cliffs and stop

vehicle 5. If outdoors, keep clear of buildings, power lines and trees and stay in the open 6. Do not seek shelter in buildings

After Personal

1. Listen to and follow instructions from authorities 2. Stay calm 3. If you can, help others who may need it 4. Watch out for possible dangers and hazards 5. Watch out for after shocks

Health Sector

1. Determine injuries and deaths 2. Ensure provision of emergency medical care for acute needs 3. Ensure continuity of health service 4. Conduct survey/surveillance for injuries and infectious diseases 5. Conduct surveys of water and sanitation 6. Determine need for immunization 7. Identify potential hazards and establish controls 8. Provide assistance to National, Divisional or District DISMAC Team 9. Document incident



8.5.2 Tsunami

Before

1. Know if your local area could be struck by a Tsunami 2. Identify safe zone/place for evacuation (at least 20 meters above sea level) 3. Talk to staff/patients and prepare emergency plans 4. Design evacuation procedure 5. Conduct mock drills 6. Keep emergency (personal) kit handy 7. Ensure that individual family (personal) emergency plans are also in place

During

1. Stay calm 2. Leave area immediately if close to water way and within danger (impact) zone 3. Activate evacuation procedure if needed 4. Listen to instructions from authorities

After

1. Stay Calm 2. Determine injuries and deaths 3. Ensure provision of emergency medical care for acute needs 4. Ensure continuity of health service 5. Conduct survey/surveillance for injuries and infectious diseases 6. Conduct surveys of water and sanitation 7. Determine need for immunization 8. Identify potential hazards and establish controls 9. Provide assistance to National, Divisional or District DISMAC Team 10. Document incident


8.5.3 Landslide

Before

1. Learn to recognize signs of landslides 2. Minimize hazards good site selection and protection of soil erosions by natural

(planting) and engineering means 3. Design evacuation plan with different routes 4. Talk to staff/patients and prepare emergency plans 5. Ensure that individual family (personal) emergency plans are also in place

During

1. Get out of the path of landslides 2. Move uphill if safe to do so 3. If escape not possible, form into fetal position and protect head

After

1. Stay away from slide areas 2. Be aware of flooding associated with landslides 3. Check on trapped and injured persons 4. Provide assistance for Search and Rescue (SAR) Teams 5. Conduct survey/surveillance for injuries and infectious diseases 6. Conduct surveys of water and sanitation 7. Provide assistance to National, Divisional or District DISMAC Team 8. Document incident



8.5.3 Landslide

Before

1. Learn to recognize signs of landslides 2. Minimize hazards good site selection and protection of soil erosions by natural

(planting) and engineering means 3. Design evacuation plan with different routes 4. Talk to staff/patients and prepare emergency plans 5. Ensure that individual family (personal) emergency plans are also in place

During

1. Get out of the path of landslides 2. Move uphill if safe to do so 3. If escape not possible, form into fetal position and protect head

After

1. Stay away from slide areas 2. Be aware of flooding associated with landslides 3. Check on trapped and injured persons 4. Provide assistance for Search and Rescue (SAR) Teams 5. Conduct survey/surveillance for injuries and infectious diseases 6. Conduct surveys of water and sanitation 7. Provide assistance to National, Divisional or District DISMAC Team 8. Document incident



8.5.4 Flood

Before

1. Find out about the worst flood in the area and how high flood waters reached, design response and action plan accordingly to maximum impact of floods

2. Familiarize with route to reach highest ground 3. Keep emergency (personal) kit handy 4. Develop and practice evacuation procedures 5. Talk to staff/patients and prepare emergency plans 6. Ensure that individual family (personal) emergency plans are also in place

During

1. Listen to weather reports and updates for advice and instructions 2. Do not attempt to cross flooded waters 3. Turn of electrical and gas systems if evacuating the building

After

1. Determine injuries and deaths 2. Ensure provision of emergency medical care for acute needs 3. Ensure continuity of health service 4. Conduct survey/surveillance for injuries and infectious diseases 5. Conduct surveys of water and sanitation (Advocate on safe water/boil all drinking

water) 6. Determine need for immunization 7. Identify potential hazards and establish controls 8. Provide assistance to National, Divisional or District DISMAC Team 9. Document incident



8.5.5 Cyclone

Before

1. Be aware of Cyclone warning Systems 2. Identify safety location within the building 3. Know the nearest evacuation center and design evacuation plan 4. Batten down the buildings, put up shutters and secure doors and windows 5. Prepare adequate stock (food ration, blankets, batteries, water, clothes, etc…) 6. Trim trees and secure loose objects that may become flying missiles 7. Ensure adequate backup fuel, batteries and lighting equipment 8. Talk to staff/patients and prepare emergency plans 9. Ensure that individual family (personal) emergency plans are also in place

During

1. Listen to weather reports and updates for advice and instructions 2. Remain calm, stay indoors 3. Ensure that wind pressure is relieved from closed rooms

After

1. Determine injuries and deaths 2. Ensure provision of emergency medical care for acute needs 3. Ensure continuity of health service 4. Conduct survey/surveillance for injuries and infectious diseases 5. Conduct surveys of water and sanitation 6. Determine need for immunization 7. Identify potential hazards and establish controls 8. Provide assistance to National, Divisional or District DISMAC Team 9. Document incident



8.5.6 Drought

Before

1. Find out about the historical drought events and impacts in the area and design response - contingency plans/action plans accordingly to maximum impact of droughts

2. Familiarize with concepts of water conservation, water harvesting and alternative water and sanitation methods

3. Keep emergency (personal) kit handy 4. Save adequate water safely 5. Talk to staff/patients and prepare emergency plans for low/less water situations 6. Ensure that individual family (personal) emergency plans are also in place

During

1. Listen to reports and updates for advice and instructions 2. Implement contingency plans 3. Ensure that basic sanitation and hygiene standards are maintained 4. Boiling all drinking water

After (Ongoing)

1. Determine impact through assessments 2. Ensure provision of emergency medical care for acute needs 3. Ensure continuity of health service 4. Conduct survey/surveillance for infectious diseases 5. Conduct surveys of water and sanitation (Advocate on safe water/boil all drinking

water) 6. Determine need for nutritional supplementation 7. Identify any additional potential hazards and establish controls 8. Provide assistance to National, Divisional or District DISMAC Team 9. Document incident



8.5.7 Toxic Substances

Before

1. Keep a database on toxic chemicals (Material Safety Data Sheets - MSDS) 2. Develop emergency procedures for medical response to toxic substance exposure 3. Ensure provision of Personal Protective Equipment (PPE) to staff

During

1. Conduct response as per designed plans

After

1. Identify hazard and possible mitigation measures 2. Evaluate adverse health effects 3. Provide antidotes, medication and supplies 4. Provide medical care to victims 5. Inform and alert key stakeholders 6. Document incident



8.5.8 Radiation

Before

1. Prepare a standards document/guideline for high-risk population groups (Radiology staff) and for low-risk population groups

2. Identify evacuation processes 3. Identify handling procedures of radiological substances

During

1. Conduct response as per designed plans

After

1. Activate decontamination procedures as per protocol 2. Identify hazard and possible mitigation measures 3. Evaluate adverse health effects 4. Provide antidotes, medication and supplies 5. Provide medical care to victims 6. Inform and alert key stakeholders 7. Document incident



8.6 Disease Outbreaks While disease can be a result of natural vectors, agents or as a result of environmental conditions, it can also be caused through bioterrorist attacks. Furthermore, disasters exacerbate chronic conditions due to temporary loss of access to health care or medication. The Ministry of Health’s Fiji National Communicable Disease Surveillance and Outbreak Response Guidelines provide the strategies and operational guide to disease surveillance and outbreak response at all levels of delivery including in emergency and disaster periods. Epidemiological surveillance is a major public health strategy in prevention and control of disease. Surveillance not only gives us accurate data on epidemiology and burden of disease but also guides us to monitor and control diseases under surveillance. The National Taskforce for Communicable Outbreak Prone Diseases (NTCOPD) will take lead responsibility for Communicable Disease incidents.



8.7 Mental Health Psychosocial support and assistance is essential after a disaster and therefore mental health should be an integral part of disaster plans. Community based psychosocial needs for the following are needed:

Adult, adolescent and child services Assessment, crisis interventions, evaluations, and referrals Counseling services Debriefing processes Support Centre Emergency psychiatric services

An essential tool to achieve this is through Psychological First Aid (PFA) Training for staff and health responders.



8.7 Mental Health Psychosocial support and assistance is essential after a disaster and therefore mental health should be an integral part of disaster plans. Community based psychosocial needs for the following are needed:

Adult, adolescent and child services Assessment, crisis interventions, evaluations, and referrals Counseling services Debriefing processes Support Centre Emergency psychiatric services

An essential tool to achieve this is through Psychological First Aid (PFA) Training for staff and health responders.


8.8 Food & Water Safety

Safe food and water handling is critical to prevent further illness during emergencies and disaster periods. It is therefore vital to ensure the following at evacuation centers and mass gatherings:

Safe, Wholesome and Adequate Water Supply Satisfactory sanitation (toilet facilities) Hand washing facilities for food handlers and near toilet facilities Processes and procedures in place to prevent cross contamination Control of rodents and pests Access to information on the above items

Measures for Ensuring Food & Water Safety (Adapted from Control measures for ensuring food safety. In: Wisner B, Adams J, eds. Environmental Health in Emergencies and Disasters: A Practical Guide. Geneva: World Health Organization; 2002:150) Step Hazard Action

Supply Purchase

Contamination of Raw Food Stuff

Contamination of ready-to-eat foods

Obtain foods from reliable supplier Specify conditions for production and transport Specify conditions for production and transport

Receipt of Foods

Contamination of high-risk foods with pathogens Control temperature and time of transport

Storage

Further contamination Growth of Bacteria

Store foods in closed container or wrapped Control pests Control temperature and duration of storage, rotate stock

Preparation

Further contamination, via hands or in other ways Growth of Bacteria

Wash hands before handling food Prevent cross-contamination via surfaces, cooking utensils Separate cooked foods from raw foods Use boiled water, especially if food won’t be cooked again Limit exposure of food to room temperature

Cooking Survival of pathogens Make sure that food is cooked thoroughly

Cooling and cold holding

Growth of surviving bacteria of their spores production of toxins

Contamination from various sources

Cool food as quickly as possible to temperatures below 4oC Avoid overfilling the refrigerator or cold storage room During long periods of cold storage, monitor the temperature fluctuations Cover food properly, avoid all contact with raw foods and non-portable water Use clean utensils to handle cooked foods

Hot holding Growth of surviving bacteria or their spores, production of toxin

Ensure that food is kept hot

Reheating Survival of bacteria Ensure that food is thoroughly reheated

Serving

Growth of bacteria, spores, production of toxins Contamination

Ensure that leftovers or foods prepared in advance are thoroughly reheated Prevent contact with raw foods, unclean utensils and non-portable water Do not touch food with hands Serve food when it is still hot

Apart from this, reference to the Food Safety Emergency Response Plan (2012) should be made to initiating a large scale food safety related emergency.



9.0 DATA COLLECTION Information is essential for decision making in emergencies and disasters. Data collection, transmission and storage are essential for effective decision making. Data collections are any major emergency or disaster should include: 1. Main Issue

Nature of the Emergency The affected area The affected population Demographic Information

2. Health Impact

Assessment details on affected population including casualties, injuries and incidence of

communicable diseases The direct impact: reasons for alert Other reasons for concern Indirect health impact Pre-emergency baseline morbidity and mortality data, when available Projected evolution of the health situation: main causes of concern in the coming

months

3. Vital Needs: The Current Situation

4. Critical Constraints 5. Response Capacity: Resources that are functioning and close to the affected area

Relief and health supply needs Status of health facility Public information needs (Risk Communication)



10.0 MASS CAUSALITIES Responsibilities The MOH EOC will coordinate and is responsible for directions on the appropriate actions to be taken when the nation faces such a situation. This involves the current patients, the causalities and the staff on the ground (at particular station) to reinforce response actions. Response Actions

When addressing a mass care situation, take into account the following considerations, based on the nature of the incident:

o Hurricane/Severe Weather - Elevation, surrounding topography, survivability, structural integrity, other structural features

o Chemical/biological hazard – location of hazard, wind speed/direction, duration of hazard

Open shelter/s based on recommendations of MOH EOC Coordinator and/or Evacuation Coordinator.

Ensure stations are operational (staffed provisioned, etc.).

Coordinate with voluntary organizations (Red Cross, Saint John Ambulance, etc.) as needed to provide for unmet health service’s needs.

Deactivate unneeded mass care facilities as needed.



11.0 OCCUPATIONAL HEALTH AND SAFETY

Position Overview

The MoH is responsible for developing and recommending measures for assuring personnel safety for the members while mending the operation center. The center is also authorized to stop or prevent unsafe acts e.g. movement of health officials at the height of a cyclone. This role will be delegated to the OHS Committee or OHS Rep of the facility.

Checklist of Responsibilities

Develop and communicate an incident safety message as appropriate.

Identify emergency situations associated with the incident in conjunction with the Health and Medical Services.

Ensure all visitors to the MoH EOC are aware of the Emergency Evacuation Plan and any

other safety-related issues.

Ensure medical supplies are available in the EOC.

Exercise emergency authority to stop or prevent unsafe acts and communicate any such exercise of authority to the NDMO.

Investigate accidents that have occurred in the course of the incident.

Conduct and prepare an Incident Safety Analysis as appropriate.

Initiate appropriate mitigation measures.

Ensure all paperwork and logs are submitted to the MoH EOC.

Be prepared to provide input to the After Action Report.



12.0 VOLUNTEERS AND DONATIONS Position Overview The MoH is responsible for coordinating response of voluntary organizations to an incident. Checklist of Responsibilities

Coordinate with volunteer agencies involved in the disaster operations.

Ensure any or all volunteer/donation efforts are coordinated with national-level efforts. Refer unsolicited volunteer/donations offers to the NDMO unless the ministry is granted to utilize the donations.

Registration of volunteers and identifying the respective field of assistance

Registration of donated drugs and supplies

Coordinate with Fiji Pharmaceutical and Biomedical Services (FPBS) to deliver and/or

store donated items such as medicine and consumables.



13.0 RESOURCE AND LOGISTICS MANAGEMENT Responsibilities The DSPH, DSHS, DSAF and the NHEADMC are responsible for providing effective resource and logistics coordination during an emergency. In cases that are out of their reach, the NDMO is to be advised. Response Actions

Maintain a current inventory of all emergency resources, including vehicles, and equipment.

Maintain records of resources requested, committed, or expended in the course of the emergency.

Coordinate with other agencies/ entities to obtain required resources and to fulfill

unmet resource needs. In the event that local resources are depleted or committed, request additional resource assistance from NDMO through the coordinating officer.

Arrange emergency supplies to be stockpiled. Decentralize stockpiles so that the

divisional offices look after and control their stock while the MOH EOC and the NHEADMC monitor the usage.

Periodically report to the NDMO on resource status and expenditures and any further

requests could be forwarded to the NDMO.

Provide resource and logistics management related expenses to the Finance and Administration Office for potential post-emergency reimbursement.

Be prepared to provide information for the After-Action Report.



14.0 HEALTH AND MEDICAL SERVICES Responsibilities The MOH EOC is responsible for the provision of public health and hospital services during emergency situations. The MOH EOC works closely with the public health team and the hospital teams to assure that the public are serviced well and ministry’s needs for the patient are met during and after the disaster. Response Actions

Assess short- and long-term public health effects of the incident.

Advise the public and adjoining ministries on public health issues.

Issue public health instructions to the general public through the media liaison Officer.

Assist in the coordination of medical transportation and work with divisional hospitals and sub divisional hospitals on emergency medical services in treating the injured.

Monitor and control exposure to public health hazards.

Coordinate disinfestations and decontamination actions as needed.



15.0 FINANCIAL MANAGEMENT Position Overview The Deputy Secretary Administration and Finance (DSAF) is responsible for incident/ emergency financial management. Checklist of Responsibilities

Manage financial aspects of the incident.

Provide financial and cost analysis information as requested.

Gather pertinent information from briefings with responsible agencies.

Ensure personnel time records are accurately completed according to policy.

Ensure that obligation documents are properly prepared and completed.

Brief personnel on all incident-related financial issues requiring post-disaster follow-up.

Retain records of incident-related expenses for potential post-incident reimbursement.

Ensure that staff are adequate compensated for duties rendered during emergencies

Be prepared to provide input to the After Action Report.



16.0 HUMANITARIAN ACTION PLAN (HAP) In the event of a Disaster affecting the Nation, a Humanitarian Action Plan (HAP) is a response strategy used to address acute needs with a common planning horizon. It outlines roles and responsibilities, specific cluster/sector response plans and activities, and when possible funding requirements. The HAP is a concise document based on available information and reasonable inference, focusing on humanitarian needs over an agreed planning horizon, typically three months. Response plans and activities can be revised as more information emerges in view of the speed with which this first version has been consolidated. There are three overall goals for the HAP planning process:

1. To maintain the urgent response to the immediate needs of people affected by a disaster including ensuring that people have continuing access to clean, potable water, appropriate food security and adequate shelter, and that issues of well-being, dignity and prevention of harm continue to be addressed.

2. To urgently implement appropriate activities that will provide a platform for early recovery from the effects of a disaster, including the restoration of power and water supply to normal operation, re-opening of roads, re-planting of crops and recovery of livestock, repair of water supply schemes in rural areas, reconstruction of sanitation facilities, repair and reconstruction of housing in urban and rural areas, and ensuring the full recovery of education and health assets.

3. To review, develop and implement strategies for strengthening the preparedness,

response and recovery from future similar emergencies.



17.0 POST DISASTER NEEDS ASSESSMENT All disasters have an impact on the health sector, whether due to the need to protect the population’s health during emergency situations and disasters, evacuate and rescue victims and modify health-care models or programmes in the medium and long term, or because of damages caused to the infrastructure of the health-care services network. This impact translates not only into immediate needs, but also into long-term effects. A Post-Disaster Needs Assessment (PDNA) is a government-led exercise; it provides a platform for the international community to assist the affected Government in recovery and reconstruction; it provides a coordinated and credible basis for recovery and reconstruction planning; it incorporates risk reduction measures and financing plans; and provides a systemic link into sustainable development. The PDNA is comprised of a ‘Damage and Loss Assessment’ (DALA), a ‘Human Recovery Needs Assessment’ (HRNA) and a ‘Recovery Framework. In prior PDNAs, the World Bank have focused on the damage assessment, and with the influence of UN agencies, PDNA focuses on Data and Losses as well as on the identification of human impact and needs. The combined analyses of damages, losses and needs are used to develop the Recovery Framework. The disaster effect and subsequent recovery needs in the health sector are determined by addressing five key elements:

1. Damage to infrastructure and assets 2. Effects on delivery of services and production of goods 3. Effects on access to and changes in demand for basic services and goods 4. Disruption of societal functions and governance processes 5. Changes in vulnerability and exposure to health risks of the affected population

The PDNA exercise will be implemented if the national Government agrees to pursue this integrated, mutli-sectoral means of conducting this assessment.



18.0 REFERENCES & BIBLIOGRAPHIES

1. American Public Health Association, Public Health Emergency and Disaster Guide 2. Emergency Operations Centres – Reference Materials, Office of US Foreign Disaster

Assistance (August 2005 Edition) 3. Government of Fiji, Natural Disaster Management Act, 1998 4. Government of India, 2010, Standard Operating Procedure for Responding to Natural

Disaster, Ministry of Home Affairs, India. 5. Introduction to Disaster Management Course – Reference Material, Revised September

2001 6. Ministry of Health, 2006, Fiji National Influenza Pandemic Plan, Suva, Fiji. 7. Ministry of Health, 2007, CENTEAST Health Emergency Plans, Suva, Fiji 8. Ministry of Health, 2010, Fiji Communicable Disease Surveillance and Outbreak

Response Manual, Suva, Fiji. 9. Ministry of Health, 2010, MoH Annual Report 2010, Suva, Fiji 10. Ministry of Health, 2011, MoH Draft Standard Operating Procedures 2011, Suva, Fiji 11. Ministry of Health, 2012 - Fiji National Health Emergencies and Disaster Management

Action Plan (HEADMAP), Suva, Fiji Islands. 12. Ministry of Health, 2012, Flood Report 2012, Headquarters, Suva. 13. Ministry of Health, 2012, MoH Annual Corporate Plan 2012, Suva, Fiji 14. MPD Circular No.06/2006 – Increase in and Delegation of Procurement Limits, Ministry

of Provincial Development, Suva, June 2006. 15. National Disaster Management Office, 1995, Fiji National Disaster Management Plan,

1995, Suva, Fiji. 16. National Disaster Management Office, 2006, Fiji National Disaster Risk Management

Plan 2006, National Arrangement for Disaster Risk Reduction & Disaster Management in Respect of Natural & Human Caused Hazards, Suva, Fiji.

17. National Disaster Management Office, 2006, National Emergency Operations Centre – Draft Standing Operating Procedures, Suva, Fiji

18. National Disaster Management Office, 2010, Fijis National Emergency Operations Centre – Standard Operating Procedures, Suva, Fiji.

19. Operating Procedures for National Emergency Operation Centre Group, National Disaster Management Department, February 2004

20. State Storm Plan 2000, emergency NSW Hazardous Materials/Chemical, Biological, Radiological Sub Plan 2005, Emergency NSW

21. The Asia Foundation/USAID’s Office of US Foreign Disaster Assistance (2005), Emergency Operations Centres Reference Manual, USA.

22. World Health Organization (WHO), 2012, Webpage Site: http://www.who.int/hac/about/emergency_respose_framework.pdf

23. World Health Organization, 2003, Emergency Response Manual – A Guidelines for WHO Representative and Country Offices in Western Pacific Region, Manila, Philippines.

24. World Health Organization, 2009, Dengue – Guidelines for Diagnosis, Treatment, Prevention and Control, Geneva.

25. World Health Organization, 2012, Draft Guidance for health sector assessment to support the post disaster recovery process, Version 3.1, Geneva (Draft Only)



19.0 GLOSSARY The following list of glossary is adapted from, the HEADMAP (2013), UNISDR (2009), AS/NZ 4360 (2004), Henry (2005), Western Pacific Regional Draft Framework for Action for Disaster Risk Management for Health and the NDMO Disaster Risk Management Arrangements (2010):

Term Definition ABSORPTIVE CAPACITY A limit to the rate or quantity of impact that can be absorbed, (or adapted

to), without exceeding the threshold of disaster declaration. AGENCY For the purpose of this plan, Agencies are Government Ministries,

Departments, Organizations, Statutory Authorities and Public Corporations that have responsibilities in the disaster management organization.

ALL-HAZARD APPROACH Developing and implementing emergency management strategies for the full range of likely emergencies or disasters, including both natural and technological, (this also includes conflict-related hazards of terrorism and warfare)

ASSESSMENT The Process of determining the impact of a disaster or events on a society, the needs for immediate emergency measures to save and sustain the lives of survivors, and the possibilities for expediting recovery and development.

BUILDING CODE A set of ordinances or regulations and associated standards intended to control aspects of the design, construction, materials, alteration and occupancy of structures that are necessary to ensure human safety and welfare, including resistance to collapse and damage.

CAPABILITY The ability to achieve a desired operational effect under specified standards and conditions through combinations of means and ways to perform a set of tasks.

CAPACITY The combination of all the strengths, attributes and resources available within a community, society or organization that can be used to achieve agreed goals.

CLIMATE CHANGE A change of climate which is attributed directly or indirectly to human activity that alters the composition of the global atmosphere and is in addition to natural climate variability observed over comparable time periods.

CLIMATE CHANGE ADAPTION An adjustment in natural or human systems in response to actual or expected climate stimuli or their effects, which moderates harm or exploits benefit

CRITICAL FACILITIES The primary physical structures, technical facilities and systems which are socially, economically or operationally essential to the functioning of a society or community, both in routine circumstances and in the extreme circumstances of an emergency.

DAMAGE ASSESSMENT The preparation of specific, quantified estimates of physical damage resulting from a disaster, recommendations concerning the repair, reconstruction or replacement of structures, equipment, and the restoration of economic (including agricultural) activities.

DISASTER The occurrence of a sudden or major misfortune which disrupts the basic fabric and normal functioning of a society (or community). An event or series of events which gives rise to casualties and/or damage or loss of property, infrastructure, essential services or means of livelihood on a scale which is beyond the normal capacity of the affected communities to cope with unaided. A serious disruption of the functioning of a community or a society involving widespread human, material, economic or environmental losses and impacts, which exceeds the ability of the affected community or society to cope using its own resources.



DISASTER MANAGEMENT A collective term encompassing all aspects of planning for and responding to disasters, including both pre and post-disaster activities. It refers to the management of both the risks and the consequences of disasters.

DISASTER MITIGATION A collective term used to encompass all activities undertaken in anticipation of the occurrence of a potentially disastrous event, including preparedness and long-term risk reduction measures.

DISASTER PREPAREDNESS Measures that ensure the readiness and ability of a society to (a) forecast and take precautionary measures in advance of an imminent threat (in cases where advance warnings are possible), and (b) respond to and cope with the effects of a disaster by organising and delivering timely and effective rescue, relief and other appropriate post-disaster assistance.

DISASTER RISK The potential disaster losses, in lives, health status, livelihoods, assets and services, which could occur to a particular community or a society over some specified future time period.

DISASTER RISK MANAGEMENT

The systematic process of using administrative directives, organizations, and operational skills and capacities to implement strategies, policies and improved coping capacities in order to lessen the adverse impacts of hazards and the possibility of disaster.

DISASTER RISK REDUCTION The concept and practice of reducing disaster risks through systematic efforts to analyse and manage the causal factors of disasters, including through reduced exposure to hazards, lessened vulnerability of people and property, wise management of land and the environment, and improved preparedness for adverse events.

DISASTER SERVICE LIAISON OFFICER (DSLO)

An officer, nominated by each of the Agencies that are members of the NDMC, who serves as the primary point of contact for that Agency in matters related to natural disasters.

DISTRICT DISASTER MANAGEMENT COUNCIL

(DDMC)

That body at the District level comprising the heads of all Agencies and Non-Governmental Organisations in the District, chaired by the District Officer and providing assistance to him in coping with disaster mitigation and emergency operations.

DISTRICT DISMAC This acronym encompasses the District Officer's office, the Emergency Operations Centre (DEOC), and the District Disaster Management Council at the District level and is used in communications to refer to these bodies collectively.

DIVISIONAL DISASTER MANAGEMENT COUNCIL

(DivDMC)

That body at the Divisional level comprising the heads of all Agencies and Non-Governmental Organisations in the Division, chaired by the Divisional Commissioner, and responsible for providing assistance to the Commissioner in coping with disaster mitigation and emergency operations.

DIVISIONAL DISMAC This acronym encompasses the Divisional Commissioner’s office, the Emergency Operations Centre (DivEOC), and the Divisional Disaster Management Council at the Divisional level and is used in communications to refer to these bodies collectively.

EARLY WARNING SYSTEM The set of capacities needed to generate and disseminate timely and meaningful warning information to enable individuals, communities and organizations threatened by a hazard to prepare and to act appropriately and in sufficient time to reduce the possibility of harm or loss.

EMERGENCY An extraordinary situation in which people are unable to meet their basic survival needs, and there are serious and immediate threats to human life and well-being. A serious disruption of the functioning of a community or a society involving widespread human, material, economic or environmental losses and impacts, which does not exceed the ability of the affected community or society to cope using its own resources.

EMERGENCY OPERATION The actions taken in response to a disaster warning or alert to minimize or contain the eventual negative effects, and those taken to save and preserve lives and provide basic services in the immediate aftermath of a disaster impact for so long as an emergency situation prevails.



EMERGENCY OPERATIONS CENTRE

A suitably equipped and staffed area or room, from within which an emergency operation is conducted. Emergency Operations Centres are set up as and when required. In this plan, these centres are referred to as National Health Emergency Operations Centre (NHEOC), Divisional Health Emergency Operations Centre [e.g. DH (W) EOC] and Sub-Divisional Emergency Operations Centre (SDEOC).

EMERGENCY PHASE/PERIOD The period during which extraordinary emergency measures must be taken and special emergency procedures and authorities may be applied to save lives and property. It encompasses both the disaster alert and relief periods. Unless varied by the National Controller, the emergency period ends two weeks after the disaster impact.

EXPOSURE People, property, systems, or other elements present in hazard zones that are thereby subject to potential losses.

FORECAST Definite statement or statistical estimate of the likely occurrence of a future event or conditions for a specific area.

HAZARD A hazard is a natural or man-made phenomenon which may cause physical damage, economic losses, or threaten human life and well-being if it occurs in an area of human settlement, agricultural, or industrial activity. It is a dangerous phenomenon, substance, human activity or condition that may cause loss of life, injury or other health impacts, property damage, loss of livelihoods and services, social and economic disruption, or environmental damage.

HEALTH A state of complete physical, mental, and social well-being and not merely the absence of disease or infirmity

LAND-USE PLANNING The process undertaken by public authorities to identify, evaluate and decide on different options for the use of land, including consideration of long term economic, social and environmental objectives and the implications for different communities and interest groups, and the subsequent formulation and promulgation of plans that describe the permitted or acceptable uses.

MITIGATION The lessening or limitation of the adverse impacts of hazards and related disasters.

NATIONAL DISASTER MANAGEMENT COUNCIL

(NDMC)

That body at the National level, chaired by the Minister for Regional Development that is superior to the National Disaster Management Office and subordinate to the Cabinet, responsible for disaster management policy and operations. The National Disaster Management Council consists of Permanent Secretaries of all Ministries that are involved in disaster management. The National Disaster Management Council has three Committees: (1) the Emergency Committee, (2) the Rehabilitation Committee and (3) the Mitigation and Preparedness Committee.

NATIONAL DISASTER MANAGEMENT OFFICE

(NDMO)

That area, within the Department of Regional Development where the day to day functions of the disaster management organization are conducted.

NATIONAL DISMAC This acronym encompasses the National Disaster Management Council (NDMC), the National Disaster Management Office (NDMO), and the National Emergency Operations Centre (NEOC) at the National level and is used in communications to refer to these bodies collectively.

NATURAL HAZARD Natural phenomena which occur in proximity of, and pose a threat to, people, structures or economic assets and may cause disaster. They are caused by biological, geological, seismic, hydrological, or meteorological conditions or processes in the natural environment.

NON-GOVERNMENTAL ORGANISATION (NGO)

That body, whose function it is to provide, administer and distribute under DISMAC advice and guidance, such material and physical assistance as may be made available from non-government sources both within Fiji and from overseas, in response to a declared disaster.



NON-STRUCTURAL MEASURES

Any measure not involving physical construction that uses knowledge, practice or agreement to reduce risks and impacts, in particular through policies and laws, public awareness raising, training and education.

PREPAREDNESS The knowledge and capacities developed by governments, professional response and recovery organizations, communities and individuals to effectively anticipate, respond to, and recover from, the impacts of likely, imminent or current hazard events or conditions.

PREVENTION The outright avoidance of adverse impacts of hazards and related disasters. PUBLIC AWARENESS The extent of common knowledge about disaster risks, the factors that lead

to disasters and the actions that can be taken individually and collectively to reduce exposure and vulnerability to hazards.

RECONSTRUCTION The permanent reconstruction or replacement of severely damaged physical structures, the full restoration of all services and local infrastructure, and the revitalisation of the economy (including agriculture).

RECOVERY The restoration, and improvement where appropriate, of facilities, livelihoods and living conditions of disaster-affected communities, including efforts to reduce disaster risk factors.

REHABILITATION Actions taken in the aftermath of a disaster to enable basic services to resume functioning assist victims' self-help efforts to repair dwellings and community facilities, and revive economic activities (including agriculture).

RESIDUAL RISK The risk that remains in unmanaged form, even when effective disaster risk reduction measures are in place, and for which emergency response and recovery capacities must be maintained.

RESILIENCE The ability of a system, community or society exposed to hazards to resist, absorb, accommodate to and recover from the effects of a hazard in a timely and efficient manner, including through the preservation and restoration of its essential basic structures and functions.

RESPONSE The provision of emergency services and public assistance during or immediately after a disaster in order to save lives reduces health impacts, ensure public safety, and meet the basic subsistence needs of the people affected.

RISK The probability of harmful consequences, or expected losses (deaths, injuries, property, livelihoods, economic activity disrupted or environment damaged) resulting from interactions between natural or human-induced hazards and vulnerable conditions.

RISK ASSESSMENT A methodology to determine the nature and extent of risk by analysing potential hazards and evaluating existing conditions of vulnerability that together could potentially harm exposed people, property, services, livelihoods and the environment on which they depend.

RISK AVOIDANCE A decision not to become involved in, or to withdraw from, a risk situation. RISK MANAGEMENT The systematic approach and practice of managing uncertainty to minimize

potential harm and loss. RISK REDUCTION Actions taken to lessen the likelihood of negative consequences of risk. RISK RETENTION Acceptance of the burden of loss, or benefit of gain from a particular risk. RISK TRANSFER The process of formally or informally shifting the financial consequences of

particular risks from one party to another whereby a household, community, enterprise or state authority will obtain resources from the other party after a disaster occurs, in exchange for ongoing or compensatory social or financial benefits provided to that other party.

STANDARD OPERATING PROCEDURES

Means procedures developed by the National Disaster Coordinator in conjunction with Divisional Commissioners and District Officers for responding to an emergency situation and conducting an emergency operation

STATE OF EMERGENCY That condition, in the whole country or parts of the country, where special emergency regulations are in force to enable the government to cope with a situation in which there are serious threats to human life and well-being, or in which people are unable to meet their basic survival needs. In a state of emergency, the National Disaster Controller has control over all government resources in order to address the emergency situation, such as is in line with



the National Disaster Management Plan. A State of Emergency is declared by the Prime Minister or the Minister for Regional Development in his capacity as chairman of the National Disaster Management Council.

STRUCTURAL MEASURES Any physical construction to reduce or avoid possible impacts of hazards, or application of engineering techniques to achieve hazard-resistance and resilience in structures or systems

SUSCEPTIBILITY The state of being at risk, if exposed to a hazard. SUSTAINABLE

DEVELOPMENT Development that meets the needs of the present without compromising the ability of future generations to meet their own needs.

VULNERABILITY The characteristics and circumstances of a community, system or asset that make it susceptible to the damaging effects of a hazard.



20.0 APPENDICES The appendices of this SOP contain forms (templates) and some key support documents.



FORMS (TEMPLATES)

The following pages contain various templates that can be used during emergencies and disaster periods. These forms are subject to changes and therefore attached as a guide to Health staff. The forms contained are as follows: FORM 1 STAFF EMERGENCY PROFILE FORM 2 SAMPLE ROSTER FOR EOC FORM 3 SAFE HEALTH FACILITY ROUTINE CHECKLIST FORM 4 MOH PREPAREDNESS STATUS REPORT FORM 5 SIUTATION REPORT FORM 6 MESSAGE FORMS FORM 7 COMMUNICATION LOG FORM 8 MASTER OPERATIONS LOG FORM 9 ENVIRONMENTAL HEALTH REPORTING TEMPLATE FORM 10 (COMMUNICABLE) DISEASE REPORTING FORM FORM 11 HEALTH COMMUNITY ASSESSMENT FORM FORM 12 POST DISASTERS RAPID ASSESSMENT PROGRESSIVE SUMMARY FORM 13 NUTRITIONAL ASSESSMENT FORMS FORM 14 REQUEST LOG FORM 15 MEAL CLAIM FORM (GP 8) FORM 16 OVERTIME CLAIM FORM FORM 17 HONORARIUM CLAIM FORM



FORM 1

STAFF EMERGENCY PROFILE

of 125

SOP - MOH EMERGENCY & DISASTER MANAGEMENT



__________________________________________________________________________________

PERSONAL INFORMATION Name of Staff: _________________________________________________________ Date of Birth _________________ Gender _______________ Position _________________________________________________________ EDP _________________ FNPF _________________ Salary Level / Rate _________________ Years of Service _________________ Residence Address _________________________________________________________ Phone Contact _________________ Mobile Contact _________________ Work Email _________________________________________________________ Personal Email _________________________________________________________ MEDICAL INFORMATION Blood Type _________________ Medical Conditions _________________________________________________________

_________________________________________________________

Known Allergies _________________________________________________________ _________________________________________________________ Current Medication _________________________________________________________ _________________________________________________________

Form HEAD Ops 13-1 HEALTH EMERGENCY

& DISASTER

OPERATIONS

of 125




__________________________________________________________________________________ EMERGENCY INFORMATION 1st Emergency Contact (Name) _________________________________________________ Relationship __________________________________________________ Residence Address _________________________________________________________ Phone Contact _________________ Mobile Contact _________________ Work Email _________________________________________________________ Personal Email _________________________________________________________ 2nd Emergency Contact (Name) _________________________________________________ Relationship __________________________________________________ Residence Address _________________________________________________________ Phone Contact _________________ Mobile Contact _________________ Work Email _________________________________________________________ Personal Email _________________________________________________________ Comments _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________

_________________________________________________________ Last Date Updated: ____________________


& DISASTER

OPERATIONS



FORM 2

SAMPLE ROSTER FOR EOC

of 125

SOP - MOH EMERGENCY & DISASTER MANAGEMENTPage 77 of 125


ROSTER FOR EOC

__________________________________________________________________________________ Name of Station: _________________________________________________________ Station Email: _________________________________________________________ Station Phone: ________________ Station Fax: ________________

3 Shift Roster for the MoH EOC

DAY/ SHIFT 1 DEPT NO. OF PERS PHONE CONTACT Team Leader 1

Team Members 1 1 1 Driver 1 Clerk 2





The shifts will be 8 hourly on the orange alert and during red alert the shift would be moved to 12 hourly. Any other changes would be done under the discretion of the team leader. Last Date Updated: ____________________

HEALTH EMERGENCY

& DISASTER

OPERATIONS

Form HEAD Ops 13-2



FORM 3

SAFE HEALTH FACILITY ROUTINE CHECKLIST

of 125




PART A GENERAL

SUBJECT/ITEM (During the month)

AVAILABILITY OF SUBJECT (Place a tick)

REMARKS (Specify activities done per relevant subjects during the month)

Yes No Overall Cleanliness

Backyard Gardening

Flag Pole

Signboards

Board of Visitors

Outreach Program

Training Program

Any Highlights of the month

Back-Up Fuel

Food Rations

Procurement of Supplies (i.e. PPE’s, chlorine tablets, torches, lamps (solar, battery or kerosene) etc.

REPORTING OFFICER: ________________________ DATE: ___________________ (Administration Staff’s Name) (Date of Inspection)

DIVISION: _______________________ NAME OF FACILITY: _________________________________ (If Health Centre Grade; A, B, C) OFFICER IN CHARGE: ___________________________ YEAR ESTABLISHED: ____________________ (1st Inspection Only)


& DISASTER

OPERATIONS

of 125




PART B: AVAILABILITY OF RESOURCES

RESOURCES Refer to the resources provided in the

health facility

CAPABILITY OF RESOURCES (Place a Key Ref)

REMARKS (Describe intermittent cuts or active at all times,

needs to be replaced and indicate whether it’s for routine or back-up, If possible indicate size)

Functional

Not Functional

ELEC

TRIC

ITY

Sour

ce o

f En

ergy

F.E.A

GENERATOR

SOLAR

COM

MU

NIC

ATIO

N

NET

WO

RK

TFL LINE

RT

MOBILE PHONE

SATELLITE PHONE

INTERNET SERVICE

WAT

ER S

UPP

LY

(ade

quat

e be

fore

and

aft

er d

isas

ter)

WATER AUTHORITY

COMMUNAL DAM

WATER TANK WITH PUMP

RAIN

OTHER (Please specify)


& DISASTER

OPERATIONS

of 125




PART C: STRUCTURE SAFETY LEVEL

STRUCTURE/ITEM

SAFETY LEVEL REMARKS

RECOMMENDATIONS Low High OVERALL STRUCTURE Physical structure whether its durable or cyclone proof with engineers certificate; [High: With Engineer Certificate/Low: Without Engineer Certificate]

HURRICANE SHUTTERS [High: Availability and whole facility coverage/ Low: Available/Not available]

FIRE EXTINGUISHER [High: Numbers available in critical area/ Low: Not Available or Less]

FIRE HOSE [High: Numbers available in critical area/ Low: Not Available or Less]

FIRE ESCAPE Only for two storey building or more;[High: present/Low: Not present or present but not adequate]

WASHING MACHINE [High: Present and back-up is also available/Low: Not present]

DRYER MACHINES[High: Present and back-up is also available/Low: Not present]

INCINERATOR [High: Present and operational/Low: Not present]

WASTE SEGREGATION [High: Active/Low: Not Active]

PROCUREMENT OF SUPPLIES [High: proper procurement system in place/Low: None]

MORTUARY [High: Availability and adequate/Low: None]


& DISASTER

OPERATIONS

of 125




PART D: TYPE OF DISASTERS AND TRAININGS CONDUCTED

TYPE OF DISASTERS YES NO REMARKS

MO

CK E

XERC

ISES

CO

NDU

CTED

Crash

Fire

Earthquake

Tsunami

Flood

Bomb threat

Other

TABLE TOP EXERCISE (Trainings conducted in the

facility)

Do you have a Disaster Management Plan for your Health facility? (Yes/No) ______ Any other comments _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________ Last Date Updated: ____________________

KEY - Available + - Available / Functional O - Available / Not Functional X - Not Available

NA - Not Applicable

Note: Checklist is mandatory to be filled by

Administration Staff monthly. Once filled to be submitted to NHEC at MOH-HQ

by first week of every month. Copies to be submitted to;

DMO’s – Sub divisional H/Facilities MS’s – Major Hospitals


& DISASTER

OPERATIONS



PART D: TYPE OF DISASTERS AND TRAININGS CONDUCTED

TYPE OF DISASTERS YES NO REMARKS

MO

CK E

XERC

ISES

CO

NDU

CTED

Crash

Fire

Earthquake

Tsunami

Flood

Bomb threat

Other

TABLE TOP EXERCISE (Trainings conducted in the

facility)

Do you have a Disaster Management Plan for your Health facility? (Yes/No) ______ Any other comments _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________ Last Date Updated: ____________________

KEY - Available + - Available / Functional O - Available / Not Functional X - Not Available

NA - Not Applicable

Note: Checklist is mandatory to be filled by

Administration Staff monthly. Once filled to be submitted to NHEC at MOH-HQ

by first week of every month. Copies to be submitted to;

DMO’s – Sub divisional H/Facilities MS’s – Major Hospitals


& DISASTER

OPERATIONS



FORM 4

MOH PREPAREDNESS STATUS REPORT

of 125



PREPAREDNESS REPORT ______________________________________________________________________________ EOC/Station: _________________________________________________________ Incident/ Event: _________________________________________________________ Date: ___________ Time: ___________ From: _________________________________________________________ To: _________________________________________________________ HEALTH FACILITY STATUS Health Facility (Name of Facility)

Infrastructure

Building Structural/Stability Status

Water Supply Status (Capacity if Tanks)

Electricity Back-Up Generator Fuel Vehicle – Ambulances Vehicle – Other Transportation

Communication RT Status

Supplies Food Ration (Hospital Kitchen)

Availability of Drugs


& DISASTER

OPERATIONS

of 125



PREPAREDNESS REPORT

______________________________________________________________________________

Health Facility (Name of Facility)

Capacity No. of Beds (Capacity) Current Patients (Occupancy Rate %)

Mortuary Capacity Mortuary Current Status (Occupancy Rate %)

Staffing Staff Total Staff on Stand-by Category of Patients Category 1 Category 2 Category 3 Category 4 Diseases/Conditions Seen Typhoid Dengue Leptospirosis Diarrhoea ILI Injury Other Issues/Remarks


& DISASTER

OPERATIONS

of 125



PREPAREDNESS REPORT

______________________________________________________________________________ EOC STATUS: Provide the list of names of staff rostered and contact details

No Name of Officer Position Contact Address Remarks

Sender Details Name: ____________________ Signature: ____________________ Contact: ____________________ Time: ____________________ Date: ____________________


& DISASTER

OPERATIONS



FORM 5

SIUTATION REPORT

of 125



SITUATION REPORT

______________________________________________________________________________ EOC/Station: _________________________________________________________ Incident/ Event: _________________________________________________________ Date: ___________ Time: ___________ From: _________________________________________________________ To: _________________________________________________________

Provide a Narrative of Update/Situation DIVISION SUB-DIVISION IDENTIFICATION OF EMERGENCY

CURRENT SITUATION / GENERAL INFORMATION

MEDIA ISSUES

COMMENTS

Sender Details Name: ____________________ Signature: ____________________ Contact: ____________________ Time: ____________________


& DISASTER

OPERATIONS



SITUATION REPORT

______________________________________________________________________________ EOC/Station: _________________________________________________________ Incident/ Event: _________________________________________________________ Date: ___________ Time: ___________ From: _________________________________________________________ To: _________________________________________________________

Provide a Narrative of Update/Situation DIVISION SUB-DIVISION IDENTIFICATION OF EMERGENCY

CURRENT SITUATION / GENERAL INFORMATION

MEDIA ISSUES

COMMENTS

Sender Details Name: ____________________ Signature: ____________________ Contact: ____________________ Time: ____________________


& DISASTER

OPERATIONS


FORM 6

MESSAGE FORMS

of 125



MESSAGE FORM

______________________________________________________________________________ Inward Outward EOC/Station: _________________________________________________________ Routine Priority Immediate Flash (2-3 Days) (1 Day) (8 Hours) (30 minutes) Incident/ Event: ______________________________________________ Message No: ___________ Date: ___________ Time: ___________ From: ___________________________________________________ To: ___________________________________________________ Situation Description: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Action Taken ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Feedback To/From Original Station: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Sender Details Receiver Details Name: ____________________ Name: ____________________ Signature: ____________________ Signature: ____________________ Contact: ____________________ Contact: ____________________ Time: ____________________ Time: ____________________


& DISASTER

OPERATIONS



FORM 7

COMMUNICATION LOG

of 125



COMMUNICATION LOG __________________________________________________________________________________

Incoming Outgoing

EOC/Station: _________________________________________________________

Incident/ Event: _________________________________________________________ No Date Time Subject Origin Receipt Initial

Page No:

____________

HEALTH EMERGENCY

& DISASTER

OPERATIONS

Form HEAD Ops 13-7



FORM 8

MASTER OPERATIONS LOG

of 125


Page

94

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

MAS

TER

OPER

ATIO

NS LO

G __

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

___

EOC/

Stat

ion:

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_ In

ciden

t/ E

vent

: __

____

____

____

____

____

____

____

____

____

____

____

____

____

___

No

Date

Ti

me

Entry

Ac

tion

Rem

arks

Na

me

of Lo

g Of

ficer

In

itial

Form

HEA

D Op

s 13-

8

HEAL

TH

EMER

GENC

Y &

DI

SAST

ER

OPER

ATIO

NS

Page

No:

__

____

____

__



FORM 9

ENVIRONMENTAL HEALTH REPORTING TEMPLATE

of 125



EH REPORTING TEMPLATE _____________________________________________________________________________________

DAILY POST DISASTER RECOVERY PROGRESS REPORT – ENVIRONMENTAL HEALTH NAME OF SUB-DIVISION: DATE: / /

VECTOR CONTROL SURVEILLANCE AND RESPONSE DETAILS Name of affected

community(s) Activity (circle the

appropriate task – A, B, C, D)

Type of chemical Total H/H Est. Area sprayed (m2)

Total chemical

(S) (L) Used (Volume) A, B, C, D A, B, C, D A, B, C, D A, B, C, D A, B, C, D

PURE FOOD WORKS DETAILS OF CONDEMNED VEHICLE UTILIZATION RATE FOOD ITEMS

Name of Outlet(s) Liquid (ltrs) Solid (Kg) Total mileage ___________ Km REFUELING QTY

(Ltrs) Amount ($)

Diesel Super Oil Premix Other (specify) Total

WATER SAFETY SURVEILLANCE RESULT TREATMENT PROCEDURE APPLIED Name of community No. of H2s bottle

used Colour Puri.-tabs Laundry Chlorine

30% (Kg) Tested using H2S kit noted Supplied (Qty) Bleach (vol.)

REMARKS/COMMENTS Reporting Officer: Date: / / Designation: Signature:

Reference Key Vector A Larval Survey B Larvicide C Disinfectant Spray D Insecticide Spray (S) No. H/H Sprayed (L) No. Larval samples Water Surveillance Result (-) No Change in colour (+) Slight change (Grey) (++) Partially Black (+++) Turns black


& DISASTER

OPERATIONS



FORM 10

(COMMUNICABLE) DISEASE REPORTING FORM

of 125


Page

98

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

DISE

ASE

REPO

RTIN

G FO

RM

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_

Sub-

Divi

sion

Plac

e Se

en:

Se

en

By:

No

Date

Seen

Na

me

(in Fu

ll)

Age

Date

of B

irth

(if A

vaila

ble)

Ge

nder

(M

/F)

Ethn

icity

(T

/I/O)

Re

siden

tial

Addr

ess

Phon

e Co

ntac

t Su

spec

ted

Diag

nosis

Date

of O

nset

(e

.g.

dd/m

m/y

y)

Sym

ptom

s (Y/

N)

Bloo

ds

Refe

rral

Re

mar

ks

Feve

r Ra

sh

Othe

rs

(ID)

(Y/N

)

1

2

3

4

5

Form

HEA

D Op

s 13-

9 HE

ALTH

EM

ERGE

NCY

&

DISA

STER

OP

ERAT

IONS



FORM 11

HEALTH COMMUNITY ASSESSMENT FORM

of 125


Page

100

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

HEAL

TH C

OMM

UNIT

Y AS

SESS

MEN

T FO

RM

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_

Sub-

Divi

sion:

Date

of I

nspe

ctio

n:

Nam

e of

Com

mun

ity a

ffect

ed:

Ty

pe o

f Com

mun

ity:

Urb

an

V

illag

e

In

form

al S

ettle

men

t

BRIE

F PO

ST D

ISAS

TER

HIG

HLIG

HTS:

(Des

crib

e ev

ent a

nd g

ive

a na

rrat

ive

on im

pact

into

com

mun

ity)

POPU

LATI

ON

DEM

OGRA

PHY:

IN

FRAS

TRUC

TURE

ISSU

ES:

M

ale

Fem

ale

Tota

l To

tal N

o. D

wel

ling

Hous

es

No. o

f Inf

ant (

age

0 –

5yr)

Ty

pe

Tota

l St

atus

Re

port

Dam

age

Estim

ate

($)

Com

men

ts

Assi

stan

ce

Need

ed

No. o

f Chi

ldre

n (a

ge 5

-17)

No

. of A

dult

(age

18

yrs

abov

e)

Tr

aditi

onal

(Bur

e)

Y N

No. o

f Eld

erly

(age

60y

rs a

bove

)

Corr

ugat

ed Ir

on

Y N

Tota

l Pop

ulat

ion

in C

omm

unity

Woo

den

Y N

INFR

ASTR

UCTU

RE IS

SUES

: M

ixed

Y

N

Wat

er S

uppl

y St

atus

Co

ncre

te

Y N

Type

St

atus

Re

port

Dam

age

Estim

ate

($)

Com

men

ts

Test

Ne

eded

As

sist

ance

Ne

eded

To

tal

Sani

tary

Fac

ility

PW

D/W

AF

Y

N Y

N Ty

pe

Tota

l St

atus

Re

port

Dam

age

Estim

ate

($)

Com

men

ts

Assi

stan

ce

Need

ed

Bore

hole

Y N

Y N

Sprin

g

Y N

Y N

Flus

h

Y

N

Cree

k

Y N

Y N

Wat

er S

eal

Y N

Rain

wat

er

Y

N Y

N Pi

t

Y

N

Villa

ge D

am

Y

N Y

N Ni

l

Y

N

Wel

l

Y N

Y N

Tota

l

Oth

er

Y N

Y N

Form

HEA

D Op

s 13-

11

HEAL

TH

EMER

GENC

Y &

DI

SAST

ER

OPER

ATIO

NS

of 125


Page

101

of 1

25

SOP

– M

oH E

mer

genc

y & D

isast

er M

anag

emen

t

Solid

Was

te D

ispo

sal

Hygi

ene

G

ood

Poor

Ne

ed Im

prov

emen

t

Goo

d Po

or

Ope

n Du

mpi

ng

Ac

cess

Burn

and

Bur

y an

d Co

mpo

st

Pr

actic

e

Indi

scrim

inat

e

Com

men

ts

Prob

lem

Are

as Id

entif

ied

(Thr

eat t

o Pu

blic

Hea

lth)

Issu

es

Yes

No

De

scrip

tion

Reco

mm

enda

tion

Indi

scrim

inat

e/ c

rude

hum

an d

efec

atio

n

1

2

3

4

5

Co

ntam

inat

ed w

ater

sup

ply/

Need

Ass

ista

nce

1

2

3

4

5

De

ad a

nim

al c

arca

sses

1

2

3

4

5

So

il co

ntam

inat

ed h

omem

ade

food

s

1

2

3

4

5

In

crea

se d

ensi

ty o

f vec

tor/C

ontro

l

1

2

3

4

5

La

ck o

f She

lter

1

2

3

4

5

Lack

of F

ood

Supp

ly

1

2

3

4

5

Lack

of C

loth

ing

1

2

3

4

5

La

ck o

f Pro

per B

eddi

ngs

1

2

3

4

5

Solid

Was

te D

ispo

sal

1

2

3

4

5

Awar

enes

s

1

2

3

4

5

In

sect

icid

al S

pray

1

2

3

4

5

Di

sinf

ectio

n Sp

ray

1

2

3

4

5

Mon

itorin

g of

Cas

es id

entif

ied

1

2

3

4

5

El

ectri

city

Nee

ded

1

2

3

4

5

Hygi

ene

Mat

eria

ls N

eede

d

1

2

3

4

5

Fo

od P

repa

ratio

n Ar

ea

1

2

3

4

5

Oth

er (S

peci

fy)

1

2

3

4

5

Prev

enta

tive

Mea

sure

s Ta

ken

IEC

Mat

eria

ls H

ande

d O

ut

Awar

enes

s Hy

gien

e/Sa

nita

tion/

LTD/

wat

er/

envi

ronm

ent/o

ther

s

Disi

nfec

tion

Sani

tary

faci

litie

s/

Dwel

ling/

Hall/

chur

ch/o

ther

s

Inse

ctic

idal

Spr

ay

Gen

eral

Insp

ectio

n Co

mm

unity

/san

itary

fa

cilit

y/fo

od

prep

arat

ion

area

Follo

w u

p of

Cas

es ID

’d

Lept

os/T

ypho

id/D

engu

e W

ater

Tes

ts (a

ttach

resu

lts)

Food

Co

ndem

natio

n/In

spec

tion



FORM 12

POST DISASTER RAPID ASSESSMENT PROGRESSIVE

SUMMARY

of 125


Page

104 o

f 125

SO

P – M

oH Em

erge

ncy &

Disa

ster M

anag

emen

t

POST

DISA

STER

RAP

ID A

SSES

SMEN

T PRO

GRES

SIVE S

UMM

ARY

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_

Sub-

Divi

sion:

Date

of

Insp

ectio

n:

A

B C

D E

F G

H I

J K

L M

No.

Nam

e of

Com

mun

ity

Pop

Adul

t (%

) Ch

ildre

n (%

) In

fant

s (%

) No

. Of

D/ho

uses

No

. Of

hous

es

Affe

cted

No.

Hous

es

dam

aged

Type

of

Wat

er

Supp

ly

Wat

er

supp

ly Si

tuat

ion

No. O

f Sa

nita

ry

Facil

ities

No. O

f fa

ciliti

es

dam

aged

No. in

se

rvice

able

cond

ition

M

ale

Fem

ale

Male

Fe

male

M

ale

Fem

ale

1

2

3

4

5

Colu

mn

key i

nfor

mat

ion

refe

renc

e

A – N

ame &

Typ

e of c

omm

unity

e.g

. Nat

ovi v

illage

,

B – T

otal

num

ber o

f peo

ple i

n a g

iven

com

mun

ity,

C -

% o

f pop

ulat

ion

age 1

8 abo

ve,

D - %

of p

opul

atio

n ag

e 17 b

elow

E - %

of p

opul

atio

n ag

e 1 b

elow,

F –

Tota

l No.

of D

wellin

g Ho

uses

, G

– No.

of H

ouse

s Flo

oded

, H

– No.

of h

ouse

s dam

aged

, I –

Type

of w

ater

supp

ly sy

stem

e.g

. PW

D o

r com

mun

al sy

stem

J – D

isrup

ted

or re

stor

ed,

K – E

xistin

g no

. of T

oilet

s, L

– No.

of t

oilet

s dam

aged

, M –

No. o

f toi

lets a

vaila

ble f

or u

se

Form

HEA

D Op

s 13-

12

HEAL

TH EM

ERGE

NCY

&

DISA

STER

OPE

RATIO

NS



FORM 13

NUTRITIONAL ASSESSMENT FORMS

of 125



FORM 13

NUTRITIONAL ASSESSMENT FORMS


Monthly Nutrition Monitoring Sheet _________________________________________________________________________________

Date: Name of Child: Clinic: DOB: SEX: M / F Name of HW: Head of Household: Household type: Circle the appropriate answer [i] Normal family [ii] Single parent/female-headed household/male headed

Q. NO. QUESTIONS RESPONSES COMMENTS

Q1 How old is the child? Year ___ Month ___

If 0-5 months, go to Q2 If 6-23 months, go to Q8 If over 2 years (24months – 59 months), go to Q 14

AGE 0 – 5 months

Q2 Was this child put to the breast within one hour after birth

YES / NO

Q3 Was the child breastfed yesterday, during the day or at night?

YES / NO / Don’t know

Q4 Was the child bottle-fed yesterday, during the day or at night?

YES / NO / Don’t know

If YES go to Q5 If NO go to Q19

Q5 What milk was fed to the child? Infant formula/Condensed milk/powdered milk /liquid milk /Other (specify:

Q6 Was the child fed other liquids? YES/ NO Don’t know

IF YES go to Q7 If NO go to Q19

Q7 What liquids were fed to the child?

Circle the correct answer[s] Water/Medicine/ Traditional medicine/ Other (specify:

AGE 6 –23 months

Q8 At what age was the child first fed solid, semi-solid or soft foods?

Age in Months:

Q9 Was the child breastfed / fed breast milk yesterday during the day or at night?

YES / NO Don’t know

Q10 Was the child bottle-fed yesterday during the day or at night?


Q11 Was the child fed solid, semi-solid or soft foods yesterday, during the day or at night?


Q12 How many meals did the child receive yesterday?

1 /2 /3 /4/ Don’t know


& DISASTER

OPERATIONS

of 125



Q13 List all the foods that that the child ate yesterday?

Go to Q16 AGE 24 -59 months

Q14 How many meals did the child receive yesterday

1 /2 /3 /4

Q15 Have the number of meals changed in the last month?

Circle the correct answer[s]

No change / Decreased / Increased AGE All 6-59 months

Q16 Has the child received Vitamin A recently

YES / NO If YES, record the month:

Q17 What is his/her weight? kg

Q18 MUAC reading cm

Q19 Do you see any visible bilateral oedema

YES / NO

Pregnant and lactating women only

If not pregnant or lactating go to Q23

Q20 Do you receive any extra food because of your status

YES/NO/NA

Q21 Pregnant women only: Are you able to make your routine visits to the clinic

YES /NO/NA

Q22 Lactating women only: Are satisfied with the number of breastfeeds your child is getting?

YES/NO/NA

General household questions Q23 What is the main source of

income for this household?

Q24 How many meals did household the members receive yesterday

1 /2 /3 /4

Q25 Have the number of meals eaten per day changed in the last month?

Increased/ Decreased/ No change

Q26 List the foods that your household ate yesterday

Q27 Where are you getting these foods from?

Circle the correct answer[s] Garden / shop /credit/ borrowing from neighbours /family /food assistance

Q28 List the foods you are purchasing from the store in the last month?

Q29 Is this household replanting

Leafy vegetables Root vegetables

YES / NO YES/ NO

of 125



Q30 List the vegetables and fruits grown?

Q31 Who supplied your seeds and cuttings

Circle the correct answer[s] Government/ Neighbours/ Family /Other (specify:

Q32 What concerns do you have about

your family food supply for the next month

Circle the correct answer[s] No food supplies at all/ Not enough food supplies / Foods not ready to harvest / no concerns

Comment:



FORM 14 REQUEST LOG

of 125



FORM 14 REQUEST LOG

Page

111

of 1

25

SOP

– M

oH Em

erge

ncy &

Disa

ster

Man

agem

ent

REQU

EST

LOG

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_ EO

C/St

atio

n:

__

____

____

____

____

____

____

____

____

____

____

____

____

____

___

Incid

ent/

Even

t: __

____

____

____

____

____

____

____

____

____

____

____

____

____

___

No

Date

Ti

me

Requ

est

Actio

n Re

mar

ks

Nam

e of L

og

Offi

cer

Initi

al

Form

HEA

D Op

s 13-

14

HEAL

TH

EMER

GENC

Y &

DI

SAST

ER

OPER

ATIO

NS



FORM 15

MEAL CLAIM FORM (GP 8)

of 125



SUBSISTENCE ALLOWANCE AND TRAVELING EXPENSE CLAIM

Department ________________________________Passed for Payment _______________ Allocation ________________________________Station Voucher No _______________ Name _______________________________________________________________ Post ________________________________ Salary __________ Salary Scale ____ Duty on which engaged ___________________________________________________ ___________________________________________________________________________ Date of Leaving Station ______________________________ Time _______________ Date of Return to station ______________________________ Time _______________ No of nights claimed _____________ Rate _______ Amount ______________ And or Actual expenses as per receipts attached (please give details overleaf)

Total _____________________

I certify that the above is correct and expenses were incurred in the course of my official duty. Certified Correct _____________________________ Signature _____________________ Officer ion –Charge Authority _______________________ Date _____________________ ___________________________________________________________________________ I certify that the above claim amounting to ______________________________dollars and _______________________ cents is correct and was incurred under the authority quoted and that the rate charged is accordance with general Orders. Signature _____________________ Date _______________________ Designation _____________________ Received the sum of _________________________________________________dollars and ____________________________________ cents.

Signature _____________________

Witness_______________________ Date _____________________ ___________________________________________________________________________

PAID VOUCHER / CHEQUE

No.

of 125



(This certificate must be completed and signed by an authorized officer)

Date Nature of Expenditure

(Accommodation, meals, etc.)

Amount

Official Use Only

Maximum Allowance

$ c $ c

TOTAL

GP8



FORM 16

OVERTIME CLAIM FORM



OVERTIME CLAIM FORM FOR POST DISASTER ACTIVITIES

Name:

EDP: FNPF:

Position:

Salary Level: Salary: Rate: (Un established Staff)

Station:

Date Overtime Hours Worked (Time)

Rate 1 Rate 2 Reason for Overtime

TOTAL HOURS (Total Claimed $ )

Claimants Signature: ………………………………………….. Date:

Supervisor: ………………………………………….. Date:

Verified by: ………………………………………….. Date:



FORM 17

HONORARIUM CLAIM FORM



HONORARIUM CLAIM FORM FOR POST DISASTER ACTIVITIES

Name:

EDP: FNPF:

Position:

Salary Level: Salary:

Station:

Category A Salary Range $19,523 - $35,000 ($10.00 per hour)

Category B Salary Range $35,001 - $55,000 ($15.00 per hour)

Category C Salary Range $55,001 - $75,000 ($22.00 per hour)

(Categories subject to change as per PSC Circulars and Salary Structure changes)

Date Overtime Hours Worked

Hours Reason for Overtime

TOTAL HOURS (Total Claimed $ )

Claimants Signature: ………………………………………….. Date:

Supervisor: ………………………………………….. Date:

Verified by: ………………………………………….. Date:



SUPPORT DOCUMENTS


Page

120

of 1

25

SOP

– M

oH E

mer

genc

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isast

er M

anag

emen

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SUPP

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ass m

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nera

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tra-tr

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rm [e

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cal/C

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[e.g

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Heat

wav

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ld w

ave

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me

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ter c

ondi

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[e.g

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Drou

ght

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re:

Land

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[e.g

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ss]

Fore

st Fi

re

Emer

ging

dise

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Epid

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and

pa

ndem

ics

In

sect

Infe

stat

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5

Locu

sts

Wor

ms

Fo

od b

orne

ou

tbre

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Indu

stria

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Stru

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Build

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colla

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Dam

s/br

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failu

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Air p

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6

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Pow

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utag

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rdou

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eria

ls: 9,

10

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diol

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clear

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/wat

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cont

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rrenc

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is

1. U

NISD

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009

Term

inol

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f disa

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Risk

Red

uctio

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2. O

CHA,

201

3 Gl

obal

Focu

s M

odel

, http

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.ear

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over

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f Disa

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05

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RED,

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ina B

elow

(CRE

D), A

ngel

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irtz (

Mun

ich R

e), D

ebar

ati G

uha-

Sapi

r (CR

ED):

Disa

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Cat

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and

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Ter

min

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Ope

ratio

nal P

urpo

ses,

Octo

ber 2

009

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UNE

P, K

evin

Hick

(SEI

), Jo

han

Kuyle

nstie

rna (

SEI),

Rich

ard

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(IUA

PPA)

: Air

Pollu

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at th

e Gl

obal

and

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isphe

ric Sc

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Em

ergin

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nds,

2009

Glo

bal A

tmos

pher

ic Po

llutio

n Fo

rum

7. FA

O, Le

e-An

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, Mar

ion

Woo

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ge e

t al.:

Clim

ate

Chan

ge Im

plica

tions

for F

ood

Safe

ty, 2

005,

http

://ftp

.fao.

org/

docr

ep/fa

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UNO

DA, U

nite

d Na

tions

Offi

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r Disa

rmam

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ffairs

(http

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org/

disa

rmam

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WM

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or Sp

ecifi

c Tre

atie

s for

Eac

h of

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Wea

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tions

for t

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of D

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rous

Goo

ds, 1

956

10

. IHR

Cor

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pacit

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Mon

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2011

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to th

e Ge

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vent

ions

for 1

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194

9, an

d Re

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the

Prot

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Vict

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erna

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Prot

ocol

I) o

f 8 Ju

ne 1

977.


Page

121

of 1

25

SOP

– M

oH E

mer

genc

y &

Disa

ster

Man

agem

ent

SUPP

ORT

DO

CUM

ENT

2 - L

EAD

& S

UPPO

RT A

GENC

IES

RESP

ONS

IBLE

FOR

EARL

Y W

ARNI

NG S

YSTE

MS

Ha

zard

EW

S M

odul

es

Agen

cy R

espo

nsib

le

Supp

ortin

g Ag

encie

s Lin

ks to

web

sites

and

oth

er In

form

atio

n

Cyclo

ne

Radi

o bu

lletin

s, TV

bul

letin

s, RT

co

mm

unica

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, SM

S

Fiji

Met

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ervi

ces -

Tr

opica

l Cyc

lone

War

ning

Ce

ntre

ND

MO

http

://w

ww

.met

.gov

.fj/

http

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.gov

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.gov

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http

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.gov

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FI

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http

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eism

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slide

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MS

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Depa

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ww

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s, TV

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istry

of W

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ww

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Natio

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Polic

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DMO,

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of

Envi

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.gov

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and

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of H

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/ ht

tp://

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.gov

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of 125



SUPPORT DOCUMENT 3 – LEAD AGENCIES & SUPPORT AGENCIES: ROLES FOR MAJOR NATURAL & HUMAN-CAUSED HAZARDS (FIJI)

No Hazard Lead Agency Support Agencies

1 Cyclone NDMO All Agencies or as directed by the National Disaster Controller

2 Earthquake NDMO All Agencies or as directed by the National Disaster Controller

3 Tsunami NDMO All Agencies or as directed by the National Disaster Controller

4 Flood NDMO All Agencies or as directed by the National Disaster Controller

5 Fire National Fire Authority NDMO and DISMAC, Police, FRCS, St. Johns Ambulance Brigade, Ministry of Health

6 Oil Spill - Marine Fiji Islands Maritime Safety Administration

National Fire Authority, Ministry of Environment, NDMO and DISMAC

7 Oil Spill - Land National Fire Authority Ministry of Environment, NDMO and DISMAC, Police

8 Hazardous

Materials - Marine Spill

Fiji Islands Maritime Safety Administration

National Fire Authority, Ministry of Environment, NDMO and DISMAC

9 Hazardous

Materials - Land Spill

National Fire Authority Ministry of Environment, NDMO and DISMAC, Police

10

Public health crisis - influenza

pandemic/epidemic etc

Ministry of Health NDMO and DISMAC, Police, FRCS, St. Johns Ambulance Brigade

11 Invasive species - crops and animals Ministry of Agriculture NDMO and DISMAC, Ministry of Health, Fiji

Islands Revenue & Customs Authority, Police 12 Mass Civil Disorder Police RFMF, NDMO and DISMAC, and FRCS

13 Aircraft accident (at Airports

Civil Aviation Authority of Fiji

Police, National Fire Authority, Ministry of Health, Airports Fiji Limited, St. Johns

Ambulance Brigade, NDMO and DISMAC.

14 Aircraft Accident (at sea and within

12 miles) Police

Civil Aviation Authority of the Fiji Islands, Fiji Navy, Government Shipping Services, FIMSA,

Ministry of Health

15 Aircraft Accident

(at sea and outside 12 miles zone)

Fiji Navy Police, Civil Aviation Authority of the Fiji

Islands, Government Shipping Services, FIMSA, Ministry of Health

16 Maritime Disaster (Disabled vessels)

Fiji Islands Maritime Safety Administration

Fiji Navy, Police, Government Shipping Services, Ministry of Tourism & Transport,

Ministry of Health, NDMO and DISMAC

of 125



SUPPORT DOCUMENT 4 – EMERGENCY OPERATION CENTRE (EOC) STANDARD KIT FOR HEALTH EMERGENCY OPERATIONS CENTERS

EQUIPMENT Auxiliary Power (Generator) Portable Generator (if no permanent generator in place) Desktop /Laptop / Net Book / Other Computing device Printer Photocopier Fax Machine Internet Modem / Flash Net Modem / Wi-Fi

Connectivity Portable Storage Device (USB/Hard Drive) Extension Cord Power Board Telephone (Land Line) Ezy Tel Phone (Portable) Mobile Phone Satellite Phone Radio (HF, VHF, UHF, SW, SSB) Portable RT Set (if no permanent set in room) Resting Facility Calculators Air Conditioner Blackboards Cameras Chairs Clocks Coffee Machine Commercial Radio (AC/DC Type) Torch (Battery Operated) / Flashlights Desks & Chairs Display boards Flipcharts Fans Food storage cabinet Manual/Electric Typewriters Maps Projection Screen Refrigerator / Freezer Stove Table Tape Recorder DVD Player Television Set (with DVD player & connection to antenna) Video Camera Whiteboards

SUPPLIES Batteries Bulbs Eating utensils Extension Cords Food / Beverages or Food Ration Packs Garbage Bags Matches Medical Supplies (First Aid Kit) Overall Paper Cups Plastic Plates Pots/Jugs/Cups Purification Tablets Sleeping Gear (if necessary) Toilet Paper Towels Water Tank (Collapsible if Possible)

STATIONERY AND SUPPORT MATERIALS

Aerial Photos Butcher Paper Calculator Calendars Chalk/Erasers Clip Boards Contact List Drawing Pins Emergency Lights (Rechargeable) Envelopes Erasers Fax Replacement Toner File / Folders Filing Cabinet Forms Glue Sticks In/Out Boxes Maps Paper Punch Permanent Markers Photocopier / Printing Paper Photocopier Replacement Toner Printer Replacement Toner Scissors Spare Batteries Stapler Stapler Pins Whiteboard Markers Writing Pads

Other Materials and Supplies as deemed necessary



SUPPORT DOCUMENT 5 – KEY STAFF OPERATIONAL ROLES The following is a direct adaptation from the Fiji NDMO’s SOP:

Emergency Operation Centre (EOC) Functional Areas The roles and task that need to be performed in an EOC can be organized into seven functional areas for staffing and management. The following are the seven (7) functional areas and the activities that are normal for each area. In any given event or incident situation the number of staff members in an EOC will vary. For example, one event may be high in logistics activities while another event may have little logistics but strong in planning and operations. During the initial stages of an event/incident, a few staff members may perform all of the functions. As an event grows in impact, the EOC staff will need to grow to deal with the event. The emergency manager needs to anticipate staffing needs and make the necessary additions before they are actually required. Functional Area 1 – Executive/ Directorate/ Command

Recommendation Policy Priorities Decisions Guidance Control

Functional Area 2 – Intelligence & Planning

Convert executive output into measurable actions

Collect, organize, analyze, validate and report information

Develop alternative based on possible outcomes

SITREP Resource status Allocation resources Briefings to management

Functional Area 3 – Operations

Implement plans Provide Intel and feedback information Direct Coordinate Safety Respond Make recommendations Provide feedback

Functional Area 4 – Logistics

Acquire, procure, transport, sort, allocate, store, allocate and distribute all forms of resources and services in relation to health services

Provide feedback to plans Recover resources after event Document actions Liaison with customs and quarantine

Functional Area 5 – Administration

Provide support (clerical, transport, food, health, IT services, Critical Incidences Stress (CIS) to EOC staff

Documentations Communication Security

Functional Area 6 – Financial

Funding Accountability Bill paying Advise and recommend Liaise with financial institutions

Functional Area 7 – Public Information and Media Relations

Provide official information to media Advice on public education measures Provide feedback from public and media Liaise with media



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page 2 sop - mohms emergency & disaster management

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