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 PhoneBeeper
Public 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.
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During this stage, may want to contact PR consulting firm, Vendor Name 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.
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