Emergency Office Procedures  

 FORMTEXT Practice name and address

1.  In the event of this practice being closed due to a catastrophic event or evacuation, the following should be taken to a secure location if it does not endanger the health or compromise the safety of the staff member:

·         Insurance Policy Information     FORMTEXT Describe location, policy number and name of company

·         The office computer server    FORMTEXT Describe Location

This practice will remain open as long as reliable sources of power, water, and sanitation are available.  The practice could remain open on a limited basis even if telephone or Internet access is restricted.

2.  The decision to remain open or to close will be made by    FORMTEXT Name & title of person authorizing the decision.  The authorized decision maker will notify the designated staff member  FORMTEXT Name of authorized person  whose duty will be to notify staff through in person contact, email, recorded message on an office dedicated phone line, Internet site, text messaging, phone tree, and/or  FORMTEXT      .  See Appendix A for a roster of employees' contact information to use as a checklist to ensure all have been notified.

3.  Minimum staff needed to remain open includes:  FORMTEXT suggestions-1 physician, 1 nurse, 1 receptionist, and triage.  The office will close if this minimum is not met.

4.  If the office runs out of essential supplies such as:  FORMTEXT describe essential supplies and is not able to restock, the practice will close.  See Appendix B for supply/equipment and pharmaceutical vendors contact list with locations.

 FORMTEXT Name & title of authorized person will decide when the practice will reopen based on the current situation, available staffing and supplies.  Staff will be notified through the methods indicted above (#2).  

Roles and Responsibilities:

The office staff emergency contact is

Name FORMTEXT       Telephone FORMTEXT       Alternate Number FORMTEXT      

Non-essential staff may be asked to work from home.  To access the computer system via the Internet Logon to      then type in your password and access code.

All employee benefit forms can be accessed by       in case of an emergency.

Scheduling/rescheduling and cancelling appointments can be done from home.  This can be done via computer or printed copies if necessary. 

When possible, one staff member will remain in the office to check patients in and out.  Data entry and billing functions will be done from home by  FORMTEXT      . Pick up of super bills will be done every other day. Referrals and prior authorizations can be recorded, but done when staffing is back to normal (Insurance companies will be working under same conditions with reduced services).

Surgery scheduling will be postponed or handled from home by FORMTEXT      .

See appendix C for Local Emergency Contact Information.

Coordination:

The following are individuals /contacts from neighboring businesses and building management

1)      Physician Office Name: FORMTEXT      ; Number: FORMTEXT      

2)      Building Management Name: FORMTEXT      ; Number: FORMTEXT      

3)      Neighboring business/office Name: FORMTEXT      ; Number: FORMTEXT      

In the event of an emergency this office will communicate with patients by: 

1)      Calling patients with scheduled appointments and surgeries

2)      Voice message with information on office availability and triage instructions for patients

3)      Signs on office doors

4)      A pre-scripted message has been developed for triaging patients and reads as follows:  This is Dr. Smith's office. We are currenty closed. If you are experiencing a medical emergency, please press 0 to be connected to our anwering service. Include instructions for current situation.

5)      Answering service will be notified

In the event of a disaster we will communicate with the City-County Health Department on the status of the office and willingness to take patients by: 

1) Telephone, email, fax, or in person

Cyber Security:

To protect our computer software and hardware, the office will:

1)      Document all computer hardware/software and keep a list of the hardware/software in  FORMTEXT      . Offsite storage for office records is available through  FORMTEXT company name

Records Back-Up: FORMTEXT insert name here is responsible for backing up critical records including payroll and accounting systems.

Surveillance:

This office will monitor alert levels and safety on a regular basis.  Connection to the HAN network is in place to receive medical alerts from the state through the Local Public Health Agency.

In the event of an infectious disease outbreak staff monitoring will occur on a daily basis.

Infection Control will be event driven.  Universal precautions will be standard unless recommendations for a higher level of protection are required or recommended.

Office Specific Actions:  FORMTEXT Fill in specific instructions

Reviewed by  FORMTEXT Name  Date  FORMTEXT      

Reviewed by  FORMTEXT Name Date   FORMTEXT      

Reviewed by  FORMTEXT Name Date   FORMTEXT      

Reviewed by  FORMTEXT Name Date       

Reviewed by  FORMTEXT Name Date       

Reviewed by  FORMTEXT Name Date