Emergency Office Procedures
St. Luke's Eye Care & Laser Center
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: Fireman’s Fund Policy#: ______________
Hub International Insurance Services, Inc.
NAME , Client Services Specialist
Phone#____________ E-Mail __________________
· The office computer server Rain Technologies, Andrew Janke (Phone: ________, Cell Phone: ____________, Fax: _________, e-mail__________________. St. Luke’s has an off-site “hosted network” for all essential practice computer functions. 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 Charles D. McMahon, M.D. The authorized decision maker will notify the designated staff member Sandra Robben-Weber 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 home. 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: 1 physician, 1 technician and 1 receptionist. The office will close if this minimum is not met.
4. If the office runs out of essential supplies such as: ophthalmic eye drops and is not able to restock, the practice will close. See Appendix B for supply/equipment and pharmaceutical vendors contact list with locations.
Charles D. McMahon, M.D. 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 Sandra Robben-Weber: Cell Phone Number __________ Alternate Number ______________ (Home). Office Email: ___________________ or Home Email: ____________________________
Non-essential staff may be asked to work from home. To access the computer system via the Internet Logon to REMOTE DESKTOP CONNECTION ON HOME PC – START, PROGRAMS, ACCESSORIES COMMUNICATIONS, REMOTE DESKTOP CONNECTION. SERVER NAME:___________________ then type in your password and access code that is used in the office.
All employee benefit forms can be accessed by the Internet or their health insurance company websites (Company Sponsored Health-Insurance – register at __________.com) in case of an emergency. Sandra can access other practice benefit information by website and employer login.
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 Billing Office or Administrator. 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 _________________.
See appendix C for Local Emergency Contact Information.
Coordination:
The following are individuals /contacts from neighboring businesses and building management
1) Physician Office Name: _________________________________________________
2) Building Management Name: ____________________________________________
3) Neighboring business/office Name: Steel Elementary School Phone Number
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 St. Luke's Eye Care and Laser Center. We are currently closed. If you are experiencing a medical emergency, please leave a message in our emergency call box and the physician on-call will return your call.
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 has:
1) Hosted network where all software and data are stored off-site under the supervision of Rain Technologies. Other software is located in the office computer cabinet.
2) Records Back-Up: Rain Technologies is responsible for backing up critical records including payroll and accounting systems daily. Payroll and essential financial records are web-based stored.
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: Also watch the Network TV stations: KKTV, KRDO and 5/30 for emergency alerts regarding the practice, i.e., practice closing due to weather, etc.
Reviewed by: Sandra Robben – Weber, Administrator Date 09/18/2009
Reviewed by Charles D. McMahon,M.D. Date 09/18/2009
Reviewed by Blake G. Simmons, O.D. Date 09/20/2009
Reviewed by Brad Lovelace, Clinical Manager Date 09/18/2009
Reviewed by Jamie Sanderson, Front Office Supervisor Date 09/18/2009
Reviewed by Shan Ozbun, Financial Services Date 09/20/2009