Enter [your organization]
Push Partner Plan
Date
Plan for the Dispensing of Medication and/or
Vaccinations to [your organization] Employees and their
Families
Table of Contents
Plan Description and Scope
The Push Partner Program Agreement, established through the Cities Readiness Initiative, is
designed to provide prophylaxis medications and/or vaccinations to [your organization]
personnel and their families in the event of a local or region-wide health emergency such as an
anthrax attack, disease outbreak, or other event which would require immediate dispensing of
medication to a large population.
This plan outlines the actions taken and resources needed to ensure the rapid distribution of lifesaving medications and/or vaccinations to [your organization] personnel and their families to
allow for a safer county response to the threat.
[your organization] has signed an agreement with the Portland Metro Cities Readiness Initiative
Push Partner Program to establish a Point of Dispensing (POD) for the dispensing of the
medication and/or vaccination. The Position at [your organization] (i.e. Manager, HR, CEO) is
responsible for implementing and executing this plan in coordination with List Who this Person
will be Working With as a Team to Make Sure Everything is Organized and Completed. Specific
roles have been assigned for plan execution. Roles and responsibilities for staff are outlined in
Job Action Sheets found in Appendix 6.
Overview of POD Process
In the event of plan activation, the following will be the course of events:
1. County Public Health will notify Push Partners if there is an event requiring them to set up
their closed POD(s).
2. [your organization] will start its operations to set up and staff its POD.
3. [your organization] will notify County Public Health of who will be coming to pick up the
supplies.
4. [your organization] staff working in the POD will receive Just in Time Training (JITT) to
screen and dispense medications and/or vaccinations (if applicable for [your organization]).
5. [your organization] will send a representative, preferably a security person, with ID to the
warehouse to pick up the [your organization] supplies when notified.
6. [your organization] staff will process, screen, and dispense medications to employees and their
families.
7. [your organization] will return intake/screening forms and unused medications and/or
vaccinations to County Public Health, as directed.
POD Staffing Organizational Structure
It is a good practice for the POD to be organized in Incident Command Structure. [your
organization] staff should be preassigned to their roles and participate in trainings and exercises,
whenever possible. All staff will receive a Just in Time Training and tools from Public Health for
overall POD functions and for their specific role within the POD.
See Appendix1 for staff POD assignments by job position and the POD organizational structure.
Notifying POD Staff
[your organization]’s employees who will be responsible for staffing the POD will be notified
via [How will you notify staff when they need to report to staff the POD?] Staff will receive
quarterly notifications via [your organization]’s procedures so they can practice using the system
and feel more comfortable responding to the staffing request. The notification will include
information of when and where to report.
POD Location Set-Up
The POD will be set up by the [your organization’s Facilities/Maintenance/Dining Who do you
want setting up your POD?] staff and others as needed. The Incident Commander will decide on
which closed POD set up to use based on the event. See Appendix 3 for the POD set ups. Should
changes need to be made at the POD the POD Manager has the authority to make these changes.
All changes will be recorded and submitted to the Operations Section Chief for the After Action
Report and future response efforts.
Notification of Employees
In the event this plan is activated, the [Chief Executive Officer/Human Resources/Chief
Operations Officer, from who would this information best come?], or designee, in coordination
with the Human Resources Manager? will notify each [Department Head/Division Manager
How is your call tree set up/notification system?] who will in turn work with managers and
supervisors to notify all staff. This task is a time critical event. All available methods will be
used including but not limited to emails, calls, and texts.
Prior to releasing any information to employees regarding the event, the Incident Management
Team will make decisions regarding where and when to set up a POD for [your organization]
staff. This information will then be released to the target group of employees who are affected by
the public health emergency.
Employees will receive information, via an organization-wide email, on how to access printed
and electronic copies (that need to be printed) as well as Dispense Assist so forms can be
completed and printed prior to arriving at the POD to facilitate a quicker throughput. Those who
do not have email will be notified by their supervisors/managers via calls and texts. These forms
and the pertinent information will be provided by County Public Health. See Appendix 5 for a
draft email that can be sent to all [your organization] staff and posted for staff who do not have
email.
POD Security
Due to the potential fear and public concern during a public health emergency safety and security
must be considered. All efforts will be taken to ensure only [your organization] staff and their
families are served at the POD to ensure the safety of everyone. Anyone from the public who
tries to enter will be directed to a Public/Open POD. [How might you provide security?]
Traffic Flow and Parking
Depending on the time of day and day of the week of the event traffic flow and parking may be a
concern. See Appendix 4 for possible traffic flow and parking considerations.
Other Considerations
What might be other situations that we may need to take into account, such as homebound
clients, geographical distances, organizational structure and services provided.
Appendix 1: POD Assignments (Chart below is an example, if you have a
small or medium organization you may roll the positions up into 5-10 people
total)
Have chart of who it is with back-ups
Appendix 2: Supplies Needed for the POD Location(s)
Here are some ideas of supplies to have ready for your POD. Work with the County Public
Health Emergency Preparedness Coordinator to determine more specific numbers of these
supplies and any additional items you may need.
Signage
Tables
Chairs
Pens
Clipboards
Vests
Dispenser and Screener signs so people know who is available
Computers
Printers
Extension Cords
Walkie Talkies
Stanchions
Sign holders
Highlighters
Sharpies
Appendix 3: POD Location(s) Set Up
Include map(s) of how your POD(s) will be set up to make it easier and quicker to
set up when you need to set up a POD. If you do not plan on bringing all staff and
clients into one central location (POD) then outline the process you will use for
dispensing medication. For example, you may use staff break room for staff and
go room to room or bed to bed for the clients. You know best what will work for
your organization.
Appendix 4: Traffic Flow and Parking
Traffic Flow and Parking may be a concern at your location. If it is, include a map with how you
will route traffic and parking at your location to ease congestion and accidents.
Appendix 5: Email to Staff about POD Operations and what to fill out and
bring
It can help decrease the amount of time and staff required to operate a POD as well
as decrease the amount of time your staff is waiting in line if you can send out an
organization-wide email with information about how staff can fill out a form ahead
of time or use Dispense Assist (which is the fastest) with their information and any
allergies/existing health conditions that are relevant to the medications being
distributed (usually antibiotics).
Drafting an email that has pertinent information about your location and steps for
staff can help you decrease the time it takes to start your operation, can let staff
know that you are prepared and working to get them taken care of, reduce your
stress, and help you to not forget any important information you need your staff to
know. Include a draft email here that you can copy and paste into an email for your
staff.
Appendix 6: Job Action Sheets
Depending on the size of [your organization] you may not need all of these
positions. Work with the County Public Health Emergency Preparedness
Coordinator to determine your staffing needs.
It is a good practice to review these with staff who will be filling these roles (both
the primary and the backups) so they feel comfortable in their positions and it
reduces the stress during the actual event. You can even practice a POD with your
staff.
Appendix 7: Acronyms and Abbreviations