Archive for February, 2010

Multi-Agency Coordination Overview: A Summary of Roles and Responsibilities of a MAC groups

February 25, 2010

Multi-Agency Coordination Group: Public Health and Medical Resource Coordination
Thursday, February 18, 2010, 8:30 AM – 1:00 AM
Session #459

During the interactive session, “Multi-Agency Coordination Overview: A Summary of Roles and Responsibilities of a MAC Group,” Ann Steeves, Region 2 Oregon HPP Regional Coordinator, and Mike Edrington, Associate, International Quality Associates, Inc., taught class participants how to use the multi-agency coordination (MAC) group to prioritize resources by criteria and how scarce or limited medical resources should be allocated during an emergency response.

An overview of routine versus complex incidents was provided to participants, along with examples of each type of incident. After this introduction, details about the roles and responsibilities of MAC groups were shared. A MAC group is activated by an agency administrator when the requests for critical resources exceed or may exceed the number of available resources at that level; a MAC group is the focal point for presenting the situation and perspective to not only the public but to local government officials as well.

In addition, the MAC group and their staff are responsible for strategic planning, situational awareness, and forecasting. They are the leaders who prioritize incidents and allocate scarce resources based on requests and availability and evaluation criteria established. In order for MAC groups to establish priorities during an emergency situation, specific criteria must be set to make distinctions between incidents. Criteria should describe any values at risk, what is at risk, and why it’s important. The MAC group must evaluate any risk factors and determine its consequences.

During the last part of the session, attendees participated in an exercise that enabled them to function as MAC groups. After a severe winter storm scenario was presented to the audience, participants used an “Incident Priority Matrix” template and worked together to distinguish priorities and make decisions about what resources should be allocated. This hands-on exercise promoted collaboration among attendees, who now have a better understanding of how MAG groups function within communities and the importance of their role during emergency and disaster response.

Multi-Agency Coordination Group (MACG) – Routine vs. Complex Incidents and How to Use MACG to Allocate Scarce Medical Resources

February 25, 2010

Multi-Agency Coordination Group: Public Health and Medical Resource Coordination
Thursday, February 18, 2010, 8:30 AM – 1:00 AM
Session #459

Emergencies are stressful.  The stress can be compounded by a lack of training and/or a learned system for coordination.  Many parties are responsible for ensuring the coordination is adequate, but many times work in their own isolated environment competing for the same resources. As a result, many times there just isn’t enough to go around.  If you ever find yourself in the role of a decision maker in a similar scenario you will definitely want to know more about Multi-Agency Coordination Group (MACG).

At the 2010 NACCHO Public Health Summit, participants in the MACG session were engaged in the process of evaluating, prioritizing, and allocating medical resources across multiple jurisdictions and multiple venues (hospitals, EMS, tribe clinic, and pediatric clinic located in three fictitious counties) in a discussion-based exercise.  Participants were first briefed on the organizational structure of MACG as a “coordinating” entity (rather than “command”) to be used in “complex” incidents (rather than “routine” incidents).

The course was led by one of only four, national level Area Commanders in the United States, Mike Edrington of Organizational Quality Associates who is helping to teach and coach implementation of this system in two regions in Oregon and parts of southern Washington.  This valuable tool is becoming part of the operational medical surge landscape in the Pacific Northwest and was utilized effectively during the 2009 H1N1 incident.

The instructors provided the participants with a scenario of a harsh winter storm (DC and Atlanta attendees could really relate!) that had crippled transportation routes, slowed the distribution of supplies, incorporated power outages, and posed threats to several organizations all requesting similar resources (staff and stuff) across disciplines and jurisdictions.

One of the first challenges participants encountered was a lack of resources to go around and,working as a group, they had to determine how the resources would be assigned by their fictional MACG based on pre-established prioritization criteria.  The room was divided into nine MACG’s and each group was asked to focus on an additional assignment.  For example, to identify any other agencies or organizations that might be missing in their MACG structure.

Several of the participants have been working on their own MACG efforts across the nation.  There were best practices shared by those with MACG experience and innovative ideas shared by participants who are new to the topic.  The session was dynamic and demonstrated that when you bring great minds together who are willing to build trust and work collaboratively towards the good of the whole in a consensus-driven model, anything is possible!

Additional information on the MACG system shared in today’s session can be obtained by contacting one of the instructors:  Mike Edrington, Principle, Organizational Quality Associates, msedrington@aol.com, 503.667.6076 or Ann Steeves, Samaritan Health Services, asteeves@samhealth.org , 541.768.6323.

Using Your Experience with H1N1 and Quality Improvement Tools to Review, Refresh, and Revitalize Your Pandemic Flu Plan

February 25, 2010

Using Your Experience with H1N1 and Quality Improvement Tools to Review, Refresh, and Revitalize Your Pandemic Flu Plan
February 18, 2010, 3:30 PM – 5:00 PM
Session #283

During one of Thursday’s interactive sessions, “Using Your Experience with H1N1 and Quality Improvement Tools to Review, Refresh and Revitalize Your Pandemic Flu Plan,” Shirley Orr, Director of Local Health with the Kansas Department of Health and Environment, had an important message for attendees. “You all as public health officials have an opportunity to advance [quality improvement] QI and be leaders in the field,” she said. “You are the practitioners who perhaps have the best connection to QI tools because it is implicit in a lot of the work that you do.”

Joining Orr at the session, were John Moran, Senior Quality Advisor with the Public Health Foundation and Jennifer Hunter, Director of Clinical Services with the Northern Kentucky Independent District Health Department. The session focused on challenges during the H1N1 pandemic, QI resources and tools, and developments in accreditation.

Hunter spoke about the challenges her department faced during the implementation of their H1N1 vaccination campaign. Clinics in the region started off slower than expected—just 200 people showed for the first clinic—staffed by 150 health officials and volunteers for an anticipated turnout of 3,000–4,000 people. But over the course of their campaign, the span of outreach grew to a total of 30,000 vaccinations between late October and the end of December.

Over the course of the campaign, a “multi-pronged approach” was useful in reaching different members of the community, from the general public to health responders and health care providers. The health department also monitored the success of their program by surveying clinic patients.

In addressing recent developments in accreditation, Orr mentioned her health department’s involvement with the Multi-State Learning Collaborative (MLC) (www.nnphi.org/home/section/1-15/about-us/view/39).  The program joins state and local health departments, and stakeholders, to improve public health systems.

Orr told the audience while accreditation programs are not mandated by the government, the momentum of such programs may be growing, said Orr. Some states became involved with the MLC because they already had accreditation programs in place, making it a natural fit.  One attendee suggested that accreditation may become incentivized in terms of grants and funding, but will not be mandated.

Orr referred to a “new environment of QI and accreditation” that offered many opportunities to health departments to advance their work. “My message here is that you all as public health officials can be leaders in QI, as we move into a new environment,” she said.

What Type Are You? Resource Typing for ESF #8

February 25, 2010

What Type Are you?: Resource Typing for Emergency Support Function #8
Thursday, February 25, 2010, 3:30 PM – 5:00 PM
Session #408

Thursday afternoon, Mary Duley, Connecticut Department of Health, and I presented “What Type Are You?  Resource Typing for ESF #8.”  We talked about the Department of Health and Human Services initiative we participated in beginning in 2006 to start typing ESF #8 resources using NIMS guidelines.  RADM Ann Knebel (Deputy Director for Preparedness Planning, ASPR) convened our group to take off from the original 120 FEMA resource types which, as you may know, included very few public health-related resources. Mary chaired the medical side and Dr. Kristine Gebbie the public health side. Our charge was to begin to type resources that could be deployed via EMAC across state borders.

Why were we concerned with resource typing?  One, it’s a NIMS requirement.  Two, it’s a critical part of resource management that enables us to know what kind of help we need from the outside, how to ask for it, and how much it will cost. Conversely, it enables us to develop resources that are consistent across state borders that we can send to help our neighbors.

Our groups, with representatives from at least a dozen states, DOD, VA, CDC, SAMHSA, and more, met for about 18 months and hammered out five public health teams, five medical teams, and two combined teams, as well as credentials for 44 positions to populate the teams.  It may not sound like a lot, but it was a significant leap forward and, we hope, will pave the way for further typing in ESF #8.  In early 2009, our work was approved by FEMA and is now included in the standard FEMA resource types.

What does this mean to local public health?  It means that we should inventory our current resources, decide if there are teams we would like to form for interstate deployment, and begin typing, organizing and equipping, training, and exercising those teams.  It also means that after we inventory our resources, we should decide if there are intrastate teams we need, such as epi response teams, environmental health teams, incident management teams, etc., and use the FEMA rubric to develop them as well.

It’s work, certainly, but will pay off in consistency; efficiency; and clarity in planning, training, exercising, and response, which Charles Brown from the Connecticut Association of Directors of Health showed today with his state’s resource inventory and credentialing tool.  They began a statewide process to inventory and type ESF #8 assets that should be an inspiration to all of us. For more information on their great work, and to obtain the tool, contact Mary at mary.duley@ct.gov or Charles at CharlesBrown@cadh.org. You can contact me for more info as well at martha.salyers@buncombecounty.org

In Safe Hands: A Glimpse Into the CDC Emergency Operations Center

February 24, 2010

Like the zebra that escaped an Atlanta circus on Thursday, a few lucky attendees of the 2010 Public Health Preparedness Summit escaped the Marriott Marquis for a field trip to the CDC Emergency Operations Center (EOC).

Tasked as NACCHO’s bus monitor for the Friday morning tour, I led a group of 20 health professionals to our sleek black mini bus.  The bus meandered through neighborhoods with stately homes, including a huge mansion that is home to FOX News.   Upon arrival at the CDC, we went through security and received our badges.   After walking through a maze of hallways and going up elevators, our group finally arrived at the CDC EOC—a 24,000 square foot, secure facility that is staffed 24/7, 365 days a year.

Officially called the “Marcus Emergency Operations Center,” it was established on April 1, 2003. It was named after benefactor Bernard Marcus, Home Depot Co-Founder and the CDC Board Chair from 2000 to 2002, who also recruited corporate and philanthropic leaders (e.g., Dell Corporation) to provide state-of-the-art technology for the operations center.

Our tour was split into two groups.  First, my group visited the SNS (Strategic National Stockpile) Section, which our tour guide called an “EOC within the EOC.”  Laid out according to the Incident Command System structure, desks were marked as operations, planning, logistics, and finance/administration.   SNS staff recently sent a 250-bed unit to Haiti for acute medical care patients who had no home to return to upon discharge.

Next, we visited the Logistics Section, which our tour guide described as the “toy store” of the EOC.  Here, staff can obtain any supplies they need for deployment, such as personal protective equipment, cell phones, laptops, Blackberrys, tents, sleeping bags, portable water purification kits, backpacks, flashlights, mosquito nets/repellant, and sunblock.  In addition, the Logistics Section assigns aircraft that can be launched within two hours of notification for domestic response and six hours for international response.

Along a hallway, we viewed a display of photographs and markers listing domestic and international incidents that have activated a CDC response.  The first marker commemorated the first response after the CDC EOC was created—the Feb. 2003 Columbia Space Shuttle disaster. Other signs showcased the CDC’s response to SARS outbreaks, E-coli outbreaks, hurricanes, wildfires, presidential inaugurations in 2005 and 2009, and other small and large-scale events.   We learned the CDC discovered a fatal neurological syndrome affecting middle-aged Panamanians in 2006, was traced to cough syrup from China that contained an industrial chemical. In the same hallway, a poster-sized incident management chart showed CDC staff members responsible for H1N1 response.

After the walk down CDC EOC’s memory lane, our tour group entered what looked like a smaller scale version of NASA’s mission control. The Operations Section is housed in a large room with computer stations marked with Haitian flags and/or pictures of the H1N1 virus, as a visual clue of what topic area each staff member is currently addressing.   This section handles requests for deployment and recently sent 20 CDC staff to Haiti.  Several large screens at the front of the room detail pressing issues, such as surveillance for cholera, measles, and polio outbreaks in Haiti.  Watch officers on duty 24/7, are the central point of contact for state health agencies reporting potential public health threats to the CDC, which mostly pertain to malaria.

Our last stop on the CDC EOC tour was the Situational Awareness room where staff members prioritize actions in public health emergencies.   Prior to the Haiti earthquake, all open areas in the island country were mapped using Google Earth.  As an example, a CDC staffer showed us a golf course in an urban area of Haiti.  By layering images of the golf course at different time intervals just prior to and right after the earthquake, it was easy to see the green space that was densely filled up by displaced Haitians.  The progression of maps showed that the golf course was soon filled with approximately 10,000 people.  This information was sent to the Pan American Health Organization, U.S. Southern Command, and other pertinent organizations to use for planning activities, such as water and food distribution and monitoring for malaria, dengue fever, and other outbreaks.

On our way back to our bus, we passed the Global Health Odyssey Museum, which features a variety of displays about public health topics and the history of the CDC.  From the smallpox eradication campaign to the outbreaks of Ebola virus in African villages, the museum explains how CDC scientists were involved in many medical mysteries and public health challenges.   A recently opened, temporary exhibit showcased the social and cultural history of sexually transmitted diseases in the U.S.  I spied a poster about the 1976 swine flu that was directed at parents—“If you’re sick, who’ll take care of the kids?  Get a shot of protection.  The Swine Flu Shot.”

Unfortunately, we had little time to spare since our bus was waiting.  After quickly looking around the museum, we departed back to the Marriott Marquis, arriving just in time for the closing address by the CDC Director, Dr. Thomas Frieden.

No conference attendees lost at the CDC—check.

Faith in our nation’s capacity to coordinate emergency responses to public health threats—check.

Looking Up: Strategies and Opportunities in Preparedness Planning for At-Risk Populations

February 24, 2010

Collaboration in Preparedness Planning for the At-Risk Population
Wednesday, February 17, 2010, 10:30 AM – 12:00 PM
Session #287

During Wednesday morning’s interactive session, “Collaboration in Preparedness Planning for the at-Risk Population,” Michael Stever, emergency manager with the Utah Department of Health, presented many valuable take-away solutions that health departments can implement including database systems, communications tools, and networking and collaboration plans.

Stever brought his experiences as a volunteer firefighter, preparedness manager, and even as a single father to shed light on the importance of preparedness planning for individuals and families as well as the ways that people can connect to help each other. “It is not selfish to protect yourself and your family,” said Stever.

In his opening, Stever pointed out that disasters and public health emergencies do not hit everyone equally, but the effect can differ based on socio-economic class. Put differently, a person with Visa Gold “is not worried about escaping an emergency situation.”

Stever presented a wide-reaching definition of at-risk populations, emphasizing the importance of respecting both individual needs and integrity. “Most don’t dwell on their challenges; they are at-risk because of their circumstances,” said Stever.

According to Stever, at-risk populations include the disabled, the elderly, children, non-English speaking or illiterate individuals, the homeless, those dependent on medication, undocumented immigrants, people with emergent needs, and—a group that is sometimes easy to overlook—people with pets who make decisions based on that. “I have a cat named Smokey V, and I care about that stupid cat a whole lot,” joked Stever.

The perspective of the presentation was one of optimism, with an understanding that individuals, communities, and health officials have many resources available to them to help them accomplish effective outreach to at-risk communities.

“Being at-risk does not mean that people are not connected,” said Stever. There are often community groups for elderly populations. Social media can be a useful tool for reaching deaf individuals. And, in rural communities, volunteer firefighters and mail carriers can serve as valuable connectors of community residents.

The solutions that attendees could take away from the presentation included:

  • The Utah Health Department Special Needs Registry (SNR): A tool, accessible online and through a 2-1-1 call center number, where individuals can register with special needs information. The system allows state and local emergency managers to have data on hand about special needs individuals in their region when an emergency strikes.
  • Community Outreach Information Network (COIN): A tool to connect individuals and groups who can collaborate in assisting in emergency response efforts.
  • Montgomery County APC Plan 9: An easy-to-use tool that is downloadable and not copyrighted, created by the Montgomery County Advanced Practice Center (APC), that illustrates the nine items that are essential to a preparedness planning kit for families and individuals.

Stever highlighted the many groups, associations, and organizations that can band together to help at-risk communities in the event of an emergency, including:

  • Faith-based, community, and advocacy organizations.
  • Service organizations.
  • AmeriCorps VISTA volunteers.
  • Medical Reserve Corps Volunteers.
  • Private corporations such as Wal-Mart and Sam’s Club.

Several attendees also brought up other ways of building bridges and sharing resources, including:

The opportunities for reaching and assisting at-risk communities in an emergency continue to grow thanks to the continued work of health officials, advanced practice centers, community organizations, and others. Share in the tools!


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