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Emergency Disaster Plan.pdfKOELSCI-I SENIOR COMMUNITIES EMERGENCY DISASTER PLAN I. II. III Table of Contents Emergency Disaster Plan Front Cover Sheet Page 1 Table of Contents Page 2 Disaster Plan Policy Page 3 Attachment A: Fire Drill Report Page 15 Reporting a Disaster Policy Page 17 Ten (10) Action Steps to Addressing Page 18 the Media in an Emergency 2 I. DISASTER PLAN POLICY POLICY It is the policy of KOELSCH SENIOR COMMUNITIES to have a disaster plan for the safety of Residents. The purpose of the disaster plan is to educate Community staff of their duties and responsibilities in the event of an internal or external disaster. The Community must continue to protect and serve the Residents even under the most challenging situations. Since so many variables are possible, the disaster plan is intended as a guideline rather than a hard and fast rule. In the event of an emergency, staff must rely heavily on common sense and the general principles outlined in this disaster plan. A "disaster" means those events set forth below and the occurrence as a result of a natural force or mechanical failure such as water, wind, or fire, or lack of essential resources such as electrical power, that poses a threat to the safety and welfare of Residents, staff and others in the Community. PROCEDURE ♦ Staff Assignments o Key Decision Makers (Owner and/or Executive Director): The Key Decision Maker is the key person who is able to move about the Community to determine appropriate actions and decisions pertaining to the disaster plan and specific situations. This individual is also responsible for emergency staffing procedures and emergency volunteer assistance. The Key Decision Maker acts as the Community representative to the press, public, and liaison with outside resources. In the absence of the Key Decision Maker, the next highest person on the "chain of command" as set forth in the Community organizational chart will assume these responsibilities. o Core Leaders (Department Heads — MIC, CL): The Core Leaders are responsible for operating the communication center of the Community. The Core Leaders work closely with the Key Decision Maker and perform duties assigned by the Key Decision Maker. The Core Leaders are responsible for notifying outside emergency services, contacting off -duty staff for assistance, contacting families when directed, watching for emergency vehicles and directing them to appropriate areas. The Core Leaders are also responsible for tracking and having accountability for all of our Residents during a disaster. If the Core Leaders are not present at the time of the disaster, the Key Decision Maker delegate these duties to another staff member. o Resident Assistance Personnel (Nurses. Resident Aides. Activity Director): Resident Assistance Personnel are responsible for hands-on Resident care and emergency first aid applications. Resident Assistance Personnel will triage and assess all Residents to determine what, if any, injuries have occurred. Resident Assistance Personnel will work with Core Leaders to transfer injured Residents to area hospitals. Remember, all interactions with Residents will be calm, slow, professional, and reassuring. In addition, 3 Resident Assistance Personnel may be called upon to serve one of the above staff assignments until off -duty staff arrives. Resident Assistance Personnel will perform other duties as assigned by the Key Decision Maker. o Support Staff (Maintenance Director Housekeepers and Dietary Staff): Support Staff are responsible for structural evaluation and physical safety measures. Support Staff will clean up and maintain safe areas for Residents, prepare food and snacks, and organize emergency paper and food supplies. Support Staff will perform other duties as assigned by the Key Decision Maker. ♦ Resident Orientation o All Residents shall be oriented to emergency and evacuation plans within ten (10) days after the Resident's arrival at the Community. Orientation shall include assisting Residents in identifying and using emergency exits. Documentation of the orientation shall be signed and dated by the Resident. ♦ Drills o Drills shall include Residents, staff, and other persons in the Community at the time of the drill. o Drills shall be announced throughout the Community and may be announced in advance to Residents. o Drills shall involve the actual evacuation of Residents to an assembly point as specified in the emergency plan and shall provide Residents with experience using various means of escape, if necessary. o A written evaluation of each drill shall be submitted to the Community manager and shall be maintained for one (1) year from the date of the drill. The evaluation shall include the date, time and type of drill, names of staff that participated, and identification of any Residents who received assistance for evacuation. ♦ Provisions for Summoning Emergency Assistance o Dial 9-1-1 and report the location, nature, and seriousness of the disaster and give the following information: ■ Name of the Community ■ Address of Community ■ Nearest cross street ■ Community telephone number o Stay on the phone for further questions and instructions. o Call the people identified on the Emergency Telephone Roster, including the Key Decision Makers. o The Core Leaders will call the rest of the off -duty staff to report the disaster to call staff into work as directed by the Key Decision Makers. a] ♦ Plans for Evacuating Residents from Community o Remove Residents from immediate danger. Each hallway has a posted evacuation route. All staff shall be aware of the evacuation route and location of evacuation route diagrams. If the disaster is limited to a small area, evacuate to the other end of the building. Due to the nature of their illness, move Residents no further than necessary to get them out of harm's way. The Key Decision Maker or emergency personnel may direct an evacuation of the entire building. If evacuated from the building, private vehicles and emergency vehicles will be utilized. Other transportation such as taxis and city transit may be utilized. The Key Decision Maker will supervise the evacuation, the Core Leaders will document which Residents are leaving in which vehicle, their condition and destination and what accompanied them such as their medications or medical chart. The Core Leaders will assign staff or volunteers to accompany Residents upon evacuation. ♦ Alternative Resident Accommodations o The Community will evacuate Residents to a safe location that will be identified by Community staff dependent on the emergency situation (i.e. front or back of the building or across the street of the building if the emergency warrants Residents to be farther from the building). ♦ Provisions for Essential Residents' Needs, Supplies, and Equipment o The Support Staff have the responsibility to gather, organize, and disperse supplies where directed, including medications. If additional water, food or medical supplies are needed the Core Leaders will contact the appropriate Emergency Service company or Emergency Organization as set forth below. o Water ■ The Community will maintain bottled water for disaster situations. ■ The priority of water use during a disaster is: • Drinking • Food Preparation • Personal Hygiene • Housekeeping Uses. o Food ■ The Community maintains a minimum of one week's supply of foods and juices and a four day supply of perishable foods for use during a disaster. o Medical Supplies ■ The Community maintains extra medical supplies for emergency purposes. Extra medical supplies are located in the Ancillary Room and the Medication Room. ♦ Emergency Communication Plan 5 o Emergency communication is critical during a disaster. The Core Leaders will contact the Emergency Staff set forth below. The Core Leaders will also contact applicable Emergency Service companies, Emergency Organizations and Emergency Utility companies as needed. o The Executive Director's office will be the emergency communication center. o The following communication options may be used: ■ Telephones • A set of walkie-talkies is stored at the front desk for emergency communication purposes. • If the power goes out, the main phone system will not operate. Use the fax machine's phone when the power is out, but not telephone lines. • Inventory staff to see if any of them have cellular phones. Make a list of these staff, identifying the owner and their cell number. Use cell phones to make outgoing calls, which will allow incoming calls to continue. • Pay phones may be located at nearby commercial businesses. • The Core Leaders will notify off -duty staff of disaster and remind staff to bring in their cell phones. ■ Pagers • Paging numbers of Emergency Staff are listed below to be used for contact during a disaster by the Core Leaders. ♦ Emergency Telephone Roster o The extent and type of disaster will determine who is to be notified. o The Executive Director should always be notified. EMERGENCY STAFF PHONE NUMBERS TITLE NAME HOME PHONE CELL PHONE PAGER NUMBER _ Owner Aaron Koelsch Office Number 360-867-1900 Executive Director TBD MIC TBD CL TBD Maintenance TBD DRS TBD ro Acting Director TBD Housekeeper 1 TBD Housekeeper 2 TBD Housekeeper 3 TBD Nurse 1 TBD Nurse 2 TBD Nurse 3 TBD Nurse 4 TBD EMERGENCY SERVICES NAME PHONE NUMBER Fire Department/Paramedics 911/(425) 551-1200 Police/Sheriff Department 911/Sheriff non -emergency (425) 388-3393 Police non -emergency (425) 771-0200 Ambulance Service (425) 248-4100 Department of Emergency Management 800-562-6108 Department of Aging & Disability 360-725-2300 Miscellaneous Numbers Hospital (425) 640-4000 EMERGENCY UTILITIES UTILITY PHONE NUMBER Electric Company (425) 783-1000 Gas Company 1-888-225-5773 Water/Sewer Company (425) 771-0235 Propane Company N/A OTHER EMERGENCY SERVICES COMPANY NAME PHONE NUMBER Medical Rental Supply TBD Medical Supply TBD Food Supplier 1 TBD Food Supplier 2 TBD Food Supplier 3 TBD Food Supplier 4 TBD Fire Alarm Company TBD Fire Extinguisher Company TBD HVAC Company TBD Plumbing Company TBD Emergency Communication Company TBD Bottled Water Company TBD EMERGENCY ORGANIZATIONS NAME ADDRESS PHONE NUMBER American Red Cross 2530 Lombard Ave. Everett, WA 98201 (425) 252-4103 Salvation Army 9543 Greenwood Ave N., #105, Seattle 206-706-0855 Other 1 Other 2 Other 3 Other 4 r Other 5 EMERGENCY SHUTOFFS ELECTRICAL AREA/WING OF LOCATION/COMMENTS BUILDING Electrical Panel Main Electrical Room Exterior Mechanical Room by Kitchen Gas Exterior Between Breakroom and Laundry Water Boiler Room Exterior Mechanical Room Between Laundry Room and Kitchen Oxygen Storage Ancillary Room Interior Storage Room -Rose Hallway Alarm System Front/Ivy RSD Front of Community by ED Office Emergency Call Front/Ivy RSD Front of Community by ED Office Generator Exterior Rear NE Corner of Community ♦ Tornado/Severe Thunderstorm Warning Procedures o When a tomado/severe thunderstorm warning is sounded staff shall: ■ Ensure that all Residents are relocated to safe locations within the Community away from any windows or doorways leading to the outside. o Residents shall not be allowed to return to their units until the warning has ceased. o The Community shall be notified when the National Weather Service issues a tornado or severe thunderstorm warning by notification by police, hearing sirens, etc. o The Community shall conduct a tornado drill during each staff shift during February of each year. ♦ Power Outage o In the event of a power outage, the following steps shall be taken: • Staff shall immediately identify any Residents that require oxygen concentrators or other life support equipment. Move the Resident(s) to areas supplied with emergency power outlets. ■ Gather all flashlights and other needed supplies. ■ Check on all Residents to ensure their safety. Calm Residents experiencing distress. 0 o The Communities' back-up generator will automatically turn on in the event of a power failure and is designed to deliver limited power and lighting throughout the Community. ♦ Extreme Temperature Procedures o When the temperature in a Resident's unit falls below 55 degrees Fahrenheit for twelve (12) hours or more as a result of a mechanical problem or loss of power in the Community, staff shall relocate the affected Resident(s) to a safe location within the Community with adequate heat. o When the temperature in a Resident's unit exceeds a heat index/apparent temperature of 80 degrees Fahrenheit, staff shall relocate the affected Resident(s) to a safe location within the Community with adequate cooling. ♦ Fire Procedures o All staff are trained to be on the alert for fire or smoke and oriented to the location of a fire extinguisher and the correct way to operate the fire extinguisher. o When a Fire is Discovered: ■ Evacuate all Resident within the fire zone as quickly as possible ■ , Activate the nearest fire alarm box. • Contain the fire, if possible, by using the fire extinguisher and by closing all windows and doors in the affected area. ■ Notify someone to alert all staff and notify the Key Decision Maker as soon as possible. o Do not enter a closed fire room if the door knob feels warm. When the fire alarm sounds: ■ The Key Decision Maker will proceed to the fire control panel if the fire location is not known. ■ The Key Decision Maker will have all staff search until the cause of the fire alarm can be located. ■ The Key Decision Maker will evaluate the situation and determine any evacuation needs. ■ The Key Decision Maker will direct staff to call 9-1-1 to report the problem. ■ Once the location of the fire is located, staff will start at the area of the fire and work away in all directions to move affected Residents beyond fire doors. All doors and hallways must be kept clear to ensure fire doors are closed properly and Residents are transported out of the affected area safely. ■ Maintenance will shut off any circulating air systems in the affected area. ■ Help fire crew with information about location of the fire alarm panel o Staff Responsibilities 10 • Core Leaders shall report to the area of the fire with fire extinguishers. Await instructions from the Key Decision Maker and the fire department personnel. • Nursing Personnel shall stay in their assigned area with Residents unless otherwise directed by a Core Leader. ■ Have paperwork ready for the EMS crew and the most knowledgeable person about the particular resident's history, mental health and current problems, give the report to the crew. ■ Staff shall close all windows and doors and shut down any equipment in work areas. o Evacuation ■ When the Key Decision Maker orders evacuation, follow the "Plans for Evacuating Residents from Community" set forth above. o Drills ■ At least six (6) fire drills shall be conducted each year on a bimonthly basis, or more frequently as the Community may determine. ■ All employee shifts shall have separate and independent fire drills. ■ At least two (2) fire drills shall be conducted during the night when Residents are sleeping. ■ Fire Drill Log — shall be used for all shift personnel fire drills and kept on file as required by law. ■ All fire drills shall be conducted under varied conditions to: • Ensure that all staff on all shifts are trained to perform assigned tasks in the event of a fire. • Ensure that all staff on all shifts are familiar with the use of the firefighting equipment in the Community. • Evaluate the effectiveness of disaster plans, procedures, and training. • SEE ATTACHED FIRE DRILL REPORT. ■ After each fire drill the Maintenance Director shall hold a short interface between all individuals that participated in the fire drill to answer any questions and discuss any concerns that arose during the drill. ■ The Maintenance Director shall be in charge of scheduling each fire drill and shall, to extent practicable, be the only individual aware of an upcoming fire drill to ensure that drills are as represented of actual emergent circumstances as possible. o R.A.C.E. ■ R=Rescue: Remove Residents from immediate danger to the nearest exit or stairwell. Stay calm and do not shout so that Residents will remain calm. ■ A=Alert: Alert all staff by activating the nearest pull station and notify the fire department by calling 9-1-1. 11 C=Contain: Contain fire and smoke by closing all doors near the fire and keep them locked. E=Extinguish: Extinguish the fire with nearest fire extinguisher if the fire is small and if it can be done safely, otherwise evacuate those Residents who live in apartments near the fire. ♦ Explosion Procedures o The first staff at the explosion site will announce the disaster • Locate a phone, activate the intercom system and say, "explosion in (give exact location of disaster)" three (3) times over the intercom. o The Key Decision Maker will immediately report to the disaster location and assess the situation. Once the Key Decision Maker confirms that an explosion occurred, they will activate the following procedures: ■ Protect the Residents: If it is safe to do so, staff will remove Residents from the immediate area of danger. Staff will always act with caution in the event of further explosions. ■ Seal off the Area: Depending on the severity of the explosion, the Key Decision Maker may activate evacuation procedures. All doors to the immediate area of the explosion will be closed. The area will then be sealed off due to the possibility of further explosions. ■ Pull the Fire Alarm: The Key Decision Maker will assign a staff member to activate the alarm. At this time, the person in charge will assign an individual to call the fire department. ■ Contact Emergency Services: The Key Decision Maker will assign a staff to contact the appropriate Emergency Services company. When contacting the Emergency Services company, clearly explain the problem and state "I want to report an explosion." Provide the following information to the Emergency Service company: • Community name • Community address • Nearest cross street Maintenance: The Key Decision Maker will instruct the Core Leader to immediately report to the explosion site to the maintenance department who will, if safe to do so, assess structural damage to the Community. Utilities will be shut off immediately, if required. • Fire: In the event the explosion causes a fire, follow the fire procedure set forth above. o Administer First Aid: All staff will assist will administering first -aid to injured persons and the Key Decision Maker will instruct the Core Leaders to contact appropriate Emergency Services immediately. o If There Is a Gas Smell ■ Open all windows and doors leading to the exterior of the building to "air out' the gas. ■ Immediately notify the Key Decision Maker and maintenance to shut off main gas valve. 12 ■ Do not use any flammables (candles, matches, or other open flames). • Evacuate Residents from the area of immediate danger. The Key Decision Maker will determine whether to use Community evacuation procedures. If evacuation is implemented, do not re-enter the building until the gas company representative declares it is safe to do so. • The Key Decision Maker will instruct the Core Leaders to notify the gas company immediately. ♦ Earthquake Procedures o During the tremor: ■ Keep Residents calm and away from windows, sky lights, and large overhead light fixtures. Be aware of furniture or equipment that can tip over or fall down on someone. Try to remain in your respective area and seek protective shelter under tables, desks, or doorways. ■ Do not run outdoors as falling debris or electrical wires may hit you. o After the tremor: • Do not take Residents outside of the building unless instructed to do so by the Key Decision Maker. • Keep Residents in their units and out of hallways as much as possible. • Try to remain calm. Talk and act in your usual manner, this will instill confidence and reduce panic to Residents and other staff. ■ Administer first aid as necessary. The seriously injured will be evacuated to the nearest hospital for treatment. ■ Turn off utilities until an assessment can be made. • Maintenance will inspect all utility lines for damage. Maintenance will make an assessment of the damage and report to the person in charge. ■ Flashlights will be available in the front office in case of electrical failure. They will be issued on a priority basis and per the instruction of the person in charge. Be sure to keep the Residents calm at this time. o If There Is a Gas Smell ■ Open all windows and doors leading to the exterior of the building to "air out' the gas. ■ Immediately notify the Key Decision Maker and maintenance to shut off main gas valve. ■ Do not use any flammables (candles, matches, or other open flames). ■ Evacuate Residents from the area of immediate danger. The Key Decision Maker will determine whether to use Community evacuation procedures. If evacuation is implemented, do not re-enter the building until the gas company representative declares it is safe to do so. 13 The Key Decision Maker will instruct the Core Leaders to notify the gas company immediately. ***EXPECT AFTERSHOCKS IN ANY EARTHQUAKE*** ♦ Flooding Procedures o Notify the Key Decision Maker. o Contact maintenance to assess internal source of flooding (i.e. a broken water main) and to shut off main water valve. o The Key Decision Maker will direct staff on Resident evacuation if needed. o Staff will immediately remove Residents from the flooded area to prevent ensure safety and prevent injury. o The Key Decision Maker will direct the Core Leaders to contact the appropriate Emergency Services, if needed. ♦ Hazardous Materials Contamination o When you are aware of a hazardous materials contamination, evacuate the area immediately. If appropriate, stand upwind from any fumes. o Call 9-1-1, identify the problem and give the Community address and location of the contamination. o Follow all fire procedures. o Notify the Key Decision Maker immediately. ♦ Bomb Threat Procedures o Call 9-1-1 to report the bomb threat immediately. o Do not tell anyone except the Key Decision Maker that there has been a bomb threat. o Call all staff to the front desk. o Begin evacuation procedures. o When emergency personnel arrive, assist as directed. 14 Attachment A FIRE DRILL REPORT See Attached. 15 Community Click here to enter text. Fire Drill Report Note: Notify the fire department before conduction the drill if the fire alarm signal is automatically transmitted to the fire department or to a monitoring company. Complete this section before conduction the drill. For each question, check ALL the answers that apply. 1. Simulate a Situation El Fire ❑ Smoke ❑ Other (specify): 2. Location ❑ Kitchen ❑ Dining ❑ Lobby ❑ Office Bedroom ❑ other: 3. Type of Fire ❑ Bed ❑ Wastebasket ❑ Kitchen Range ❑ Laundry ❑ Other: 4. Extent of Fire ❑ Large ❑ Small ❑ Explosion ❑ Electrical ❑ Paper ❑ Wood ❑ Controllable ❑ Other: 5. Extent of Smoke ❑ Noxious ❑ Whole Room ❑ Corridor ❑ Heavy ❑ Light ❑ Smoldering ❑ Other: 6. Exits Used in Relation to Simulation Situation ❑ Front Door ❑ Back Door ❑ Side Door ❑ Garage Door ❑ Window ❑Other: 7. Rally Points Used (Fill in the blank. For example, in front of neighbor Smith's house, street signs, etc. Clirlr hcrc Complete this section after conduction the drill. Explain any "No" answer in the Comments/Problems section below. 1. Did the staff use proper judgement? ❑ Yes 2. What action(s) were taken during the fire drill? Click here to enter text. 3. Was the fire department called? ❑ Yes ---------------------------------------------------------------------------- 4. What time was the fire department called? a.m. click here to enter text. p.m. Click here to enter text. 5. Were residents I the halls removed to an area of safety? ❑ Yes --------------------------------------------------------- 6. Were the halls, corridors and other means of egress maintained clear and free of obstructions? ❑ Yes 7. Were all corridor doors closed? ❑ Yes --------------------------------------------------------------------------------- 8. Who responded to the fire drill and with what equipment? Click here to enter text. ❑ No ❑ No ❑ No ❑ No ❑ No 9. Did the staff monitor the exits? ❑ Yes ❑ No --------- -------------------------------- 10. Was the building evacuated? Click here to enter text. 11. Did facility staff or the fire department extinguish any fire? a.m. click here to enter text. p.m. Click here to enter text. 12. Who sounded the "all clear" and at what time? Click here to enter text. _ 13. Was the emergency plan executed correctly? ❑ Yes ❑ No --------------------------------------------- 14. Did the staff carry out their responsibilities? ❑ Yes ❑ No ------------------------------------------------------------------- 15. Did the staff in different areas or wings: (Check all that apply and describe any problems in the Comments/Problems section below.) ❑ Hear the alarm? ❑ Follow proper procedures? ❑Stand by until "all clear" given? ❑ Respond promptly to the fire alarm? ❑ Return to their proper stations? ❑ Hear the "all clear" given? ❑ Follow procedures calmly, smoothly and efficiently? Comments/Problems: Click here to enter text. Names of Participants: Click here to enter text. Report Completed By: Click Title: Click here to Date Drill Conducted: Click Time: Click here to Shift: Click here to I here to enter text. enter text. here to enter text. enter text. enter text. Note: Keep this completed form in the tacility and present it to the surveyor at the time oT the inspection. 16 II. REPORTING A DISASTER POLICY POLICY It is the policy of KOELSCH SENIOR COMMUNITIES to report disasters to the Illinois Department of Public Health (the "Department") pursuant to applicable laws and regulations. PROCEDURE ♦ Upon the occurrence of any disaster requiring hospital service, police, fire department, or coroner, the Community manager, or designee, shall provide a preliminary report to the Department either by using the Assisted Living Complaint Registry or by fax or other electronic means. If the disaster does not require the Department's assistance, the Community shall provide the preliminary report within seventy-two (72) hours after the occurrence of the disaster. The preliminary report shall include, at a minimum: o Name and location of the Community; o Type of disaster; o Number of injuries or deaths of Residents; o Number of units not usable due to the disaster; o Estimate of the extent of damages to the Community; o Type of assistance needed, if any; and o Other State or local agencies notified about the disaster. ♦ The Community shall submit a full written account to the Department within seven (7) days after the occurrence, including the information set forth above and a statement of what actions were taken by the Community after the preliminary report was filed. ♦ If, at any time, the Community's disaster plan is put into action, a staff member must report this information to the home office hotline (1-800-562-6078). 17 III. TEN (10) ACTION STEPS TO ADDRESSING THE MEDIA IN AN EMERGENCY 1. Follow emergency procedures relative to the situation ■ Take whatever steps are needed to ensure Residents safety. • Tell members of the media someone will speak to them when the situation is secure. 2. Act promptly ■ Provide for Residents needs first. • Activate the appropriate emergency management plan. 3. Assess the situation ■ Gather facts calmly. ■ Assemble emergency teams and make assignments. 4. Take responsibility • Assume accountability. • Put Residents and public interests first. 5. Work with the home office to determine a spokesperson ASAP ■ Indicate awareness of the situation. ■ State the actions being taken. ■ Express willingness to keep the public informed as more details are available. 6. Express concern for Residents in all statements to the media • Remember that our focus is on the health and well-being of our Residents. ■ Reinforce that concern in all dealings with the media. 7. The spokesperson must stick to the facts and must not speculate ■ Whatever you say will become news. • Whatever you say will be viewed as official or fact. ■ When you speak to the media, you are speaking to Residents and their families. 8. Decline to answer specific questions until all the facts are known ■ Be courteous and tactful. ■ If possible, share the reason you can't provide additional information. • Do not appear uncooperative. 9. Create perspective by balancing bad news with good news ■ Explain success in containing or limiting the emergency situation. ■ Emphasize what KOELSCH SENIOR COMMUNITIES plan to do to make sure that this is an isolated incident. 10. Provide a perspective of KOELSCH SENIOR COMMUNITIES ■ Focus on the history and reputation of KOELSCH SENIOR COMMUNITIES. ■ Provide background materials on the company and its commitment to quality housing/services for seniors.