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PUBLIC COMMUNICATIONS TEAM SUCCESSION LIST
The first person on the list is the team/task force leader. If that person is not available, the second person becomes the team/task force leader, and so on.Home Phone # Mobile PhoneBeeperPublic Relations Task Force
Customer Service Task Force
Patient Task Force
TASK # | TASK | COMMENT: |
|---|---|---|
PROCEDURE | Maintain Media Relations | Public Relations Task Force |
1. | Receive Authorization from Emergency Management Team Manager Receive notification that a disaster has been declared. Receive authorization from EMT Manager to contact the news media. Contact all division managers and inform them that none of their staff are to discuss the emergency situation with the news media. | |
2. | Identify Facts of Situation Retrieve Media Relations Fact Sheet Contact Business Continuity Coordinator to complete Fact Sheet. | See "Media Relations Fact Sheet" |
3. | Prepare Statement Use Media Relations template to complete media statement. Review statement with EMT Manager. Receive EMT Manager Approval. | During this stage, may want to contact PR consulting firm, VendorName Telephone # Contact Name |
4. | Contact Media Representatives Identify media representatives using Media Contact list. Determine media representatives to contact. | See "Media Contact List" |
5. | Release Message to Media Release prepared statement to print media representatives. If requested, give structured interviews to radio and TV news media. | Release via PR Newswire to appropriate wires (PR Newswire rep. Can help determine which wires are best, may want to select nationwide distribution)Also, may want to "blast fax" to media list.Contact Vendor Name Telephone # Contact Name. Request the "long" media list. Final steps: phone media to make sure release was received and post release to the web site if possible. |
6. | End of Procedure Report status and actions taken to the Order Processing Team Leader who, in turn, will notify the Emergency Management Team. |
TASK # | TASK | COMMENT: |
|---|---|---|
PROCEDURE | Maintain Customer Relations | Sales Task Force |
1. | Receive Authorization from Emergency Management Team Manager Receive notification that a disaster has been declared. Receive authorization from EMT Manager to contact the Customers. | |
2. | Identify Facts of Situation Retrieve Media Relations Fact Sheet Contact Business Continuity Coordinator to complete Fact Sheet. | |
3. | Prepare Statements Use Customer Relations template to complete statement. Review statement with EMT Manager. Receive EMT Manager Approval. | |
4. | Contact Customer Representatives Select Customers to be contacted. Review statement with Customer. Advise Customer of continuing communications. Contact Customer again when promised. | See "E-mail/Phone Number Listing" |
5. | End of Procedure When emergency condition terminates and operations return to normal, contact Customers and Members and inform them of the situation. Report status and actions taken to the Order Processing Team Leader who, in turn, will notify the Emergency Management Team. |
TASK # | TASK (for healthcare providers) | COMMENT: |
|---|---|---|
PROCEDURE | Disperse Patients | Patient Task Force |
1. | Receive Authorization from Emergency Management Team Manager Receive notification that a disaster has been declared. Receive authorization from EMT Manager to relocate patients to alternate sites and to transfer patient records. | Verify that the chief attorney has concurred with this decision. |
2. | Identify Patient Service Requirements Retrieve a copy of most recent patient servicing schedule. Retrieve a copy of applicable patient records. | Retrieve from Archival Vendor. |
3. | Contact Alternate Facility Contact alternate facility and alert them of the activation of the services reciprocal agreement. Receive authorization from alternate facility to proceed with transfer of "Servicing Schedule" and of patient records. Receive verification from Alternate Facility that patients will be contacted and scheduled for services. | See "Medical Facility Reciprocal Agreement" |
4. | Transfer Schedules and Records Transport schedules and records to Alternate Facility. Receive receipt for delivery of schedules and records. | See "Travel Route Maps" |
5. | End of Procedure When emergency condition terminates and operations return to normal, contact Alternate Facility and inform them of the situation. Transport schedules and patient record back to primary facility. Report status and actions taken to Emergency Management Team. |
