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TEAMS
The team structure is important to the recovery effort. Each team should be assigned task that are aligned with team member skill sets. During a recovery effort, their tasks relating to recovery should be their only concern. If team members are expected to perform recovery efforts and do their normal jobs, neither function will be done effectively. The key to success is focus.The typical structure of teams is as follows:
The structure of the teams may be contracted or expanded to meet a particular healthcare organization's needs. It is important to let the organization chart guide the design of the team structure. Once the structure is developed, it should be presented to the CEO or other senior executive for concurrence or modification. This executive will also designate the staff that will lead each of the teams.The most important part of this structure is the Emergency Management Team (EMT) component. This team is made up of the healthcare organization's CEO and the team leaders from the lower-level teams (also the healthcare organization's senior management team). This allows for rapid decision making and response. With this flat, high-level structure, quick assessments and decisions are possible.The Action Plan for the EMT should look something like that which is presented in the following:
Emergency Management Team
TASK # | TASK | COMMENTS: |
|---|---|---|
1. | Potential disaster scenario emerges. Render aid to injured as needed. (See "Emergency Procedures") | Initial Observer |
2. | Contact Business Continuity Coordinator (NAME) or any member of Senior Management. | Initial Observer/Facilities Security Director. |
3. | Determine preliminary cause of disruption, if possible.. | Initial observer, Senior Management, or Business Continuity Coordinator (if on the scene) |
4. | Determine if facility evacuation is required. If evacuation is required, activate emergency plan. | Senior Management or Business Continuity Coordinator |
5. | Determine if casualties/injuries have occurred and contact the appropriate emergency services, as needed. (See "Emergency Procedures") | Initial observer, Senior Management, or Business Continuity Co-ordinator (if on the scene) |
6. | Administer First Aid/CPR, if required. (See "Emergency Procedures") | Trained First Aid/CPR Personnel |
7. | Use staff listing and assure that all staff have evacuated building. | EMT Designated personnel |
8. | Notify Emergency Management Team members. Inform EMT members of potential disaster scenario. Inform EMT members to bring their business continuity plan. Instruct EMT members to begin damage assessment. | Business Continuity Coordinator |
Team Functions: | Identify disaster condition Identify recovery center Assemble team leaders and teams Monitor/record/manage the progress of the recovery | |
Alternate Site: | Recovery Center |
Emergency Management Team Succession List
TASK # | TASK | COMMENTS: |
|---|---|---|
9. | Notify families of injured staff. | EMT Designated personnel. Use Recovery team member(s) who are HR specialists. |
10. | Alert Team Leaders of situation and request they remain available. | Emergency Management Team. Team leaders can be found by examining the Technical Recovery Team, Facilities Recovery Team, or the Order Processing Team Listings. The first person on the list is the team leader. If that person is not available, the second person becomes the team leader, and so on. |
11. | Begin damage assessment. | Emergency Management Team. This is a preliminary assessment. An in-depth assessment will be made during each procedure performed by the recovery teams. |
12. | Complete initial damage assessment. | Emergency Management Team |
13. | Document Damage Assessment. | Emergency Management Team. Use EMT Event Log. |
14. | Determine (from report) if outage will exceed an "acceptable" outage duration. | Emergency Management Team. Reference the "BIA Duration Assessment" in the "Resource Item Matrix". If the functions that are damaged are expected to be nonfunctional for a period greater than the number of days listed, then the "acceptable outage duration" has been exceeded. |
15. | If outage is expected to be over an ‘acceptable' duration, declare a disaster. Insure fail-over to the hot-site has occurred and proceed to "Alternate Site Procedure" (See Appendix C for this multistage procedure)If less, communicate resumption of normal business operations and time frame(s) involved. | Emergency Management Team Manager |
16. | Disaster Declared, notify all appropriate teams. | Emergency Management Team |
17. | Document all activities. Maintain "EMT Event Log". | Emergency Management Team |
18. | Based on Damage Assessment Report, determine if full (or partial) relocation to alternate sites is necessary. | Emergency Management Team decision based on assessment of Office Recovery Team during "Recover Facilities" procedure. |
19. | Arrange for appropriate security controls to protect the facility. | Office Recovery Team, Facilities Security Specialist. |
20. | Notify teams of plan activation. (For Healthcare Providers) If patients and patient records are to be relocated to another "provider" facility, receive approval from chief attorney before authorizing move and transfer. | Address the news media if appropriate |
21. | Brief all Team Leaders and team members to meet at recovery center if required. | Emergency Management Team See "Recovery Center". |
22. | Notify teams of plan activation. (For Healthcare Providers) If patients and patient records are to be relocated to another "provider" facility, receive approval from chief attorney before authorizing move and transfer. | Team Leaders |
23. | Continue to update media regarding the return of the healthcare organization to production mode. | Emergency Management Team Public Relations Specialist. |
24. | Monitor the progress of the Plan. | Emergency Management Team Manager. Use the team plan to check off completed tasks and procedures. Use the "EMT Event Log" to record events during the disaster and recovery efforts. |
Emergency Management Team Event Log
Date/time | Event/Situation | Action Taken | Person(s) Involved |
|---|---|---|---|
The EMT procedures contain several key elements. As with all the other procedures, there is a column for additional information. This contains the identification of who is to perform a task, what vendor to use, and amplifications of the task.Within the procedure, there is a task referring to dealings with the news media. Only the CEO or a designated staff member should be allowed to deal with the media.At the end of the procedure is the "Event Log." For legal and insurance purposes, it is important that this log reflect the sequence of events of the entire disaster recovery effort.
Recovery Teams
The recovery teams should be made up of staff who work regularly with the area being recovered. IT staff should be assigned to IT recovery teams and facilities staff should be assigned to the facilities recovery teams. Below is an example of an Action Plan involving both technical and non-technical teams:
