INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCESS MD460
Disaster Response
Purpose
To describe Indiana Blood Centers' process for preparing for and
responding to unexpected events (disasters)
Process Flowchart
Unexpected
event occurs
Continued on next page
I
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-01
Determining Scope/Extent of an Unexpected Event (Disaster)
Purpose
To provide instruction for responding to the initial notification of an unexpected
event.
Definitions
Disaster: Any occurrence that causes damage and/or otherwise potentially
impacts the ability of Indiana Blood Center (IBG) to meet customer needs.
Disasters are divided into two major categories: External and Internal.
•
An external disaster is defined as an event happening outside the
Blood Center that has the potential of creating a sudden concentration
of casualties or a sudden interruption of supplies and/or Blood Center
functions, thereby putting pressure on the blood supply so as to
overwhelm normal facilities.
•
An internal disaster is defined as an event localized at one or more
IBC sites that may negatively impact the ability of specific
department(s) to perform their critical functions.
Critical Function: Those responsibilities/tasks that must be performed to
allow for continuous functioning of IBC and the ability to provide blood
products and services to our customers.
Disaster Classification: Disasters may be classified as follows:
•
Level One (also referred to as Code Yellow): A situation has been
identified that may impact Indiana Blood Center's ability to function
normally. (Standby)
•
Level Two (also referred to as Code Red): A situation has been
identified that will/does impact Indiana Blood Center's ability to function
normally. (Activation)
What you Need
•
Notification
of Disaster
Notification of a disaster may come through multiple channels, e.g.:
• IBC associate report
• Media
• Telephone
• Weather radio
• SAFE-T radio system
• Internet
Executive On-Call List (posted on PULSE)
Continued on next page
1
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INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-01
Determining Scope/Extent of an Unexpected Event (Disaster)
Steps to Follow
Step
1
Action
When an associate receives the initial communication concerning an
actual or potential disaster, they should attempt to obtain as much
information as possible. This may include:
•
•
•
•
Type of disaster
Location of disaster
Extent of disaster
Estimated number and type of casualties
,
Notified Associate
After obtaining all pertinent information, evaluate the situation:
,',
2
:
",
,
'.
If
There is immediate danger to
staff/donors/visitors at an IBC
location (Level II, Code Red)
.
Then
Initiate the Internal
Communication Plan (see
MD460-02)
There is NO immediate danger
to staff/donors/visitors at an
IBC location
Contact the highest-ranking
Executive officer on duty
(during normal business hours)
or On-call Executive officer
(after normal business hours).
",
(Levell, Code Yellow)
Note: Executive on-call information is available on the IBC
Intranet The Pulse and is also communicated to staff via "on
call" lists distributed twice each year.
'.
.'
3
4
Executive Officer
After initial notification, evaluate the information provided. Request
additional information as necessary.
Contact other IBC Executive/management staff and external agencies
as appropriate, including Indianapolis Police Communications direct
line to 911 operators 317-327-3811.
Continued on next page
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I
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INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-01
Determining Scope/Extent of an Unexpected Event (Disaster)
Steps to Follow
Continued
Step
i
5
Action
Executive Officer
Take appropriate action:
If
The event DOES NOT
pose an imminent danger
to IBC staff or facilities
(Levell, Code Yellow)
The event DOES pose
an imminent danger to
IBC staff or facilities
(Level II, Code Red)
...
Then
• Continue to monitor the situation
•
Notify IBC Disaster Control Team
members as appropriate (see
MD460-02).
During normal business hours:
• Notify IBC Disaster Control
Team Members I Initiate the
Internal Communication Plan
After normal business hours:
• Contact Distribution staff
•
What's Next
Notify IBC Disaster Control
Team Members I Initiate the
Internal Communication Plan
MD460-02 -Initiating Internal Communication Plan
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-02
Page 1 of 2
Version Date: 08/20/2013
Initiating Internal Communication Plan
Purpose
Objectives
Efficient internal communication is critical during a potential disaster or other
unexpected event that impacts IBC.
This procedure describes initiating the Intern Communication Plan and also
defines Control Center Responsibilities.
flI
To provide clear instructions detailing whom to notify in case of a disaster
It
To identify Control Center members
e
To define Control Center operations and responsibilites
Definition
Internal communication is identified as any communication among IBC
associates. Enhanced internal communication is key to rapid IBC
responsiveness during a disaster.
Control
Center
Operations
The purpose of the Control Center is to consolidate key decision makers in
one location, promoting a rapid, coordinated response. If damage to IBC
Main Branch necessitates relocation, Control Center members will designate
an alternate location to convene.
IBe Phone
System
The (BC phone system allows for the use of one extension to contact/dial all
phone numbers on a given floor/location.
IBC extensions by floor:
90170
For all basement phones
90171
For all 1st floor phones
901726 For all 2na floor NORTH phones
901727 For all 2na floor SOUTH phones
Forms/Job Aids/
CATs/Samples
90173
For all 3ra floor phones
90174
For all 4tn floor phones
@
JA MD460-02.A - Disaster Call Tree & Disaster Control Team
FM MD460-02.1 - Control Center Functions - Checklist
fit
FM MD460-02.2 - Current Situation Tool
@
@I
JA MD460-04.B - Communication Platforms and Stakeholder Map
Worksheet
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD4S0-02
Page 2 of 2
Version Date: 08/20/2013
Initiating Internal Communication Plan, continued
Steps to Follow
When a potential disaster is identified, perform the following steps to initiate
internal staff notification:
NOTE: If at any time personnel are in imminent danger, personal
safety becomes the priority and the associate(s) should seek shelter.
Step
1
Action
The highest ranking Executive on duty or Executive on-call shall notify
the President/CEO, if not already done.
2
Initiate the Disaster Call Tree following JA MD460-02.A and assemble
the Disaster Control Team.
3
Establish the Control Center and initiate a Control Center Functions Checklist (FM MD460-02.1).
4
The following Tools may be used to facilitate Control Center activities:
e
~
What's Next
FM MD460-02.2 - Current Situation Tool
JA MD460-04.B - Communication Platforms and Stakeholder
Map Worksheet
MD460-03 -Initial Disaster Response - Department/Staff
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
Page 1 of 2
Version Date: 8/20/2013
PROCEDURE MD460-03
Initial Disaster Response: Department/Staff
Purpose
Forms/Job Aidsl
CATs/Samples
To provide guidelines for Indiana Blood Center staff to follow when
responding to the initial notification of a disaster.
41
Job Aid MD460-03.A Departmental Response to Disaster Situations
Steps to Follow
Step
1
Action
All IBC staff should respond to disaster notification as follows:
If
The notification is emergent
and there is an immediate
physical threat (Level III
Code Red)
Then
• Follow directions as given and
proceed to a place of safety
until the situation is resolved.
41
The notification is emergent
but there is NO immediate
physical threat
The notification is
precautionary and there is
no immediate danger to IBC
staff or facilities
...
41
Continue with step 2.
Report to IBC (directly to your
home department) as
requested.
It
Continue with step 2.
•
Review JA MD460-03.A.
41
Discuss with staff, and begin
preliminary preparation for
contingency plans.
(Level IICode Yellow)
2
The first associate to arrive (or already present) in each department
should notify the Control Center that they are on site.
Note: The Control Center may provide direction or assign alternate duties.
Note: All supervisory personnel on duty at the time of disaster plan initiation
should be prepared to remain on duty if needed.
Note: Each IBC department should update the Control Center periodically to
report staffing levels/needs.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-03
Page 2 of 2
Version Date: 8/20/2013
Initial Disaster Response: Department/Staff, Continued
Steps to Follow (Continued)
Step
3
4
Action
Each department should continue to function as normally as possible
but begin to prepare/plan for potential changes due to the disaster
situation.
Excess personnel may be directed to the "manpower pool" which will
be located in the BC training rooms at the Main Branch facility or
other location as appropriate. Human Resources, with input from the
Control Center, will coordinate the assignment of available personnel
to the areas of greatest need.
Note: Training and Development will provide information concerning
training/competency status to assist with appropriate placement of
personnel.
Reminders:
"
G
III
During a disaster situation, telephone traffic should be kept to a minimum.
Essential calls from outside the facility should be made directly to the
respective department, bypassing the IBC receptionist if possible.
If the IBC phone system should fail, consider alternative landlines and/or
cellular telephones
All departments must maintain a current census of disabled staff members
and an appropriate evacuation plan.
Note: Evacu-Trac Emergency Evacuation Devices are located in the back stairwells
of the Z'd and 4th floor at Main Branch.
•
G
What's Next
Volunteers who present to assist with IBC operations during a disaster will
be coordinated through Human Resources. Minimally, the following
information should be obtained from volunteers:
./ Name
./ Address
./ Phone Number
./ Email address
./ Employer
./ Skills
./ Education
./ Area assigned
Training and Development may provide training for volunteers assigned to
specific tasks.
MD460-11 - Contingency Plans
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-04
Page 1 of 2
Version Date: 08/20/2013
External Communication Plan
Purpose
To facilitate efficient external communication during a potential disaster or
other unexpected event that impacts Indiana Blood Center. To ensure that
that a clear, concise, and accurate message is delivered to stakeholders.
Objectives
To provide clear instructions and tools to recognize what stakeholders to
notify in the case of a disaster, determine what message should be
disseminated, and what platform(s) should be utilized to communicate.
Definition
External communication is defined as any communication made to various
stakeholders (Le. hospitals, donors, testing clients, etc).
Forms/Job Aidsl
CATs/Samples
•
..
..
Steps to Follow
JA MD460-04.A: SAFE-T Communication System
JA MD460-04.B: Communication Platforms and Stakeholder Map
Worksheet
FM MD460-04.1: Message Mapping Worksheet
NOTE: Many things may interfere with communication and make it
ineffective, such as broken transmission, an ambiguous message,
unclear or fast speech, or the use of code words or regional slang.
Use plain language when communicating; do not use codes, signals
or ambiguous terms.
Step
1
Action
The Chief Marketing Officer or designee will work in conjunction with
the Control Center to determine what stakeholders should be notified
and what the message will consist of.
2
Communication to hospitals and emergency responders may differ
depending upon what systems are impacted. This communication
may occur via the SAFE-T Communication System (see JA MD46004.A) or MESH if other mechanisms of communicating are down.
3
Job Aid MD460-04.B lists the various communication platforms
available at IBC and the department(s) with access to them. This can
be used to determine appropriate methods/platforms to use for
external communication.
4
Job aid MD460-04.B also contains a Stakeholder Map and
Assignment Worksheet which can be used to record/track
communications that are needed/occur during the disaster/event.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE
MD460~04
Page 2 of 2
Version Date: 08/20/2013
External Communication Plan, Continued
Steps to Follow (Continued)
Step
5
Action
The Message Mapping Worksheet can be used to develop key
messages to be distributed and update messages as needed.
Messages should be kept simple. Gather the facts and determine
how much and in what detail information should be shared publicly.
Avoid a defensive tone. Remember to be personal, show concern for
anyone affected, build the trust of the public, and convey sympathy or
empathy as appropriate. Stop short of apologizing or accepting any
blame. Assure that the situation is under control and is being
managed by the professionals at Indiana Blood Center and partner
agencies.
6
Communication intervals should be defined so media know when to
expect new information.
7
Raise awareness of community partners and volunteers in order to
engage them to be part of the solution.
S
Media:
(I
!II
•
III
All inquiries should be directed to the Chief Marketing Officer or
designee
If contacted by the media, thank them for their inquiry, get their
contact information and their purpose for calling, and inform them
that you will pass the information along to the Chief Marketing
Officer who will contact them as soon as possible. Offer to
provide them with the Chief Marketing Officer's contact
information.
Patient/donor/recipient privacy is paramount. Indiana Blood
Center will uphold all HIPAA guidelines.
Remember that there is no such thing as off the record.
Reporters will try to probe and get you to say things you never
intended.
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-05
Fire Response Plan
Purpose
Forms/Job Aids/
CATs/Samples
Steps to Follow
To outline the appropriate actions that should be taken in the event of a fire.
•
Muster Station Assignments (JA MD460-05.A)
Perform the following steps in the event of a fire or explosion:
Step.
Action
1
The associate discovering the fire or explosion should initiate the
actions defined in R.A.C.E.:
R - RESCUE anyone in immediate danger from the fire, if it does not
endanger your life
A - ALARM - sound fire alarm by activating a pull station alarm box
I.f
Pull alarm is
out of order
...
Then
Press 7 on the nearest phone and announcing
"Attention, we have a report of a fire (or
explosion) in the building. Please evacuate
immediately.
JJ
Paging system
is down
Use the following extensions to call every phone
on a given floor:
90170
For all basement phones
90171
For all 1st floor phones
901726 For all 2 na floor NORTH phones
901727 For all 2 na floor SOUTH phones
90173
For all 3ra floor phones
90174
For all 4tn floor phones
Call 911 and report the name and address of the building where the
fire is, the location of the fire within the facility, and any known
chemicals or hazards.
C - CONFINE the fire by closing all doors and windows
E - EXTINGUISH the fire with a fire extinguisher if you think ou can
safely do so, or EVACUATE the area if the fire is too large for a fire
extinguisher.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-05
Fire Response Plan,
Page 2 of 3
Version Date: 08/20/2013
Continued
Steps to Follow (continued)
Step
2
Action
To operate a fire extinguisher, remember P.A.S.S.:
P - PULL the pin on the fire extinguisher
A- AIM the extinguisher nozzle at the base of the fire
S - SQUEEZE the handle to discharge
S- SWEEP from side to side at the base of the fire until the fire
appears to be out
3
Evacuate associates, donors and visitors:
It
The ranking associate in each department should act as the last
man out, ensuring that all individuals are safely out, and closing
all doors and windows.
III
Upon notification of a fire or explosion, the BC manager or
supervisor will instruct associates to cease all donations, apply a
pressure dressing, and begin evacuation by escorting donors out
of the building. A supervisor or an associate designated by the
supervisor must stay with donors at all times.
61
To prevent smoke inhalation, apply a cloth over your nose and
mouth and stay low.
&
It
DO NOT USE THE ELEVATOR!
Any physically disabled individuals should be carefully transported
out of the building. At Main Branch, evacuation chairs are located
in the southwest elevator hallway on the 2nd and 4th floors.
4
Contact the ranking Executive staff member during business hours, or
page the Executive on-call after business hours, and inform him/her
of the fire or explosion.
S
Contact the Director of Plant Services or Plant Services staff on-call
and inform him/her of the fire or explosion.
6
Plant Services will shut down the air handling system to the affected
area if appropriate, assist with building security as needed, and
ensure the security gates are open to facilitate evacuation and
building access by fire fighting personnel.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-05
Fire Response Plan,
Continued
Steps to Follow (continued)
Step
7
'
..
,
"
.,
Action
'.
When the emergency situation is over, Plant Services will issue the
all-clear allowing individuals to return to the building.
, ..,
,
",
,
"
If an evacuation was not ordered, the Receptionist will announce the
all-clear over the paging system by stating: "Attention associates, the
emergency situation is terminated."
NOTE: If the paging system is down, refer to fist above of extensions
that will call every phone on each floor.
Hazardous
Material Fire or
Explosion
In the event of a hazardous material fire or explosion, the following steps
shall be performed by Plant Services IN ADDITION to the steps above.
....
'.,
,
. .
..
Step, "
' Action
.,.
.
..
1
Identify the substance and assess the impact to the environment
and human health.
'
2
Contact the ranking Executive staff member during business hours,
or page the Executive on-call after business hours, and inform
himlher.
3
The Director of Plant Services or designee will notify appropriate
agencies. For example, the State Department of Health, National
Response Center, or Department of Public Works.
The notification should include: name and telephone number of
reporter, name and address of the facility, time and type of incident,
name and quantity of material involved, extent of any injuries, and
other possible hazards.
What's Next
MD460-10 - Assessing Damages
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE
MD460~06
Tornado or Severe Weather Response Plan
Purpose
To outline the appropriate actions that should be taken in the event a severe
weather warning, tornado watch, or tornado warning is issued by the National
Weather Service.
Definitions
•
Tornado watch is issued when weather conditions are favorable for the
development of severe thunderstorms that are capable of producing
tornadoes.
Tornado warning is issued when severe thunderstorms with tornadoes
may be imminent, typically a tornado has been spotted or radar indicates
tornado formation.
•
What you Need
Forms/Job Aidsl
CATs/Samples
Steps to Follow
•
Weather Radio/Automatic Radio Scanner
•
SAFE-T Portable Radio
•
Severe Weather Warning, Tornado Watch, Tornado Warning Checklist
(FM MD460-06.1)
Muster Station Assignments (JA MD460-05.A)
Perform the following steps if a severe weather warning, tornado watch, or
tornado warning is issued.
NOTE: The Severe Weather Warning, Tornado Watch, Tornado Warning
Checklist may be used as a reference guide for actions during a watch/warning.
1
The Receptionist, Distribution department, Blood Collection area at
Main Branch as well as each donor center should have weather
radios continually in service throughout the year. When a severe
weather announcement for a particular area is transmitted by the
National Weather Service, the information is generally received via
the radio. This communication could also come from the Sheriffs
department, civil defense or other agencies and may be denoted as
"Orange Emergency" or "Code Orange" for a tornado watch or "Blue
Emergency" or "Code Blue" for a tornado warning.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
Page 2 of 4
Version Date: 08/20/2013
PROCEDURE MD460-06
Tornado or Severe Weather Response Plan,
Continued
Steps to Follow (continued)
,.
.. ;,.; .... ."
iSS
.
Action'
tp.;: ,"
Upon notification of a tornado watch or severe weather warning for
2
your county, the individual receiving the notification (by radio or other
means) should:
i .. ,
'i.
"
Announce to staff over the paging system - TWICE - "Attention
all associates, a tornado watch (or severe weather warning) has
been issued. Please take appropriate, precautionary actions."
Upon notification of a tornado warning for your county, the individual
receiving the notification (by radio or other means) should:
Announce to staff over the paging system - TWICE - "Attention
a/l associates, a tornado warning has been issued. Proceed to
the designated shelter area."
NOTE: If the paging system is unavailable, see Internal
Communication Plan (MD460&02) for a list of extensions that will
call every phone on each floor.
3
Contact the ranking Executive staff member during business hours, or
page the Executive on-call after business hours, and inform them of
the severe weather warning, tornado watch, or tornado watch.
4
Contact the Director of Plant Services or Plant Services on-call and
inform them of the severe weather warning, tornado watch, or tornado
watch.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD4S0-0S
Pa e 3 of 4
Version Date: 08/20/2013
Tornado or Severe Weather Response Plan, Continued
Steps to Follow (continued)
5
For tornado watch or severe weather warning:
The ranking Executive staff member, manager, supervisor, or
associate of each staffed area should instruct:
• associates to remain in their designated work areas
• assure concerned donors and/or associates that precautionary
measures are being taken
• prepare to evacuate to designated shelters
• prepare to assist any physically disabled donor or associates, if
applicable.
For a tornado warning:
The ranking Executive staff member, manager, supervisor, or
associate of each staffed area should ensure:
• donors and associates are aware and begin evacuating to the
designated shelter area
• DO NOT USE THE ELEVATOR
• refer to Muster Station Assignments (JA MD460-05.A) for
designated shelter areas
• assist physically disabled donors and associates.
6
Donor care during a tornado warning:
•
•
•
Immediately cease all donations and apply a pressure dressing
Donors should be escorted to the designated shelter area.
A supervisor or associate designated by the supervisor must
remain with donors at all times.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD4S0-06
Pa e 4 of 4
Version Date: 08/20/2013
Tornado or Severe Weather Response Plan, Continued
Steps to Follow (continued)
. .•.•.• ·y· •.• . .•. .
:.L.·.;;. i.'.·•.• l•·.·r;···••.·• i·• .•.•::• . :/• •> •.• •. • .• •'• • •. :.{. ••.••••.••. ;•••••·A''-;;~1·'-;; ~.·.·······.:·.·:, ••••.••.• ·;C·.' .•.·.·.·.;.•i\.;.l;.:::...••.;.• :,• • .• ;•. • • •. •.,.• •. •. • .•
7
Continue listening to the weather radio for updates, keeping all
associates informed as severe weather approaches.
8
Administer first-aid to any injured donors or associates and/or call 911
immediately.
9
Upon notification that the tornado watch or severe weather
warning has been cancelled, the individual receiving the notification
(by radio or other means) should:
Announce to staff over the paging system - TWICE - "The
tornado watch (or severe weather warning) has been canceled.
You will be notified if another severe weather threat approaches. "
Upon notification that the tornado warning has been cancelled, the
individual receiving the notification (by radio or other means) should:
Announce to staff over the paging system - TWICE - "The
tornado warning has been canceled. Please return to your
department. You will be notified if another severe weather threat
approaches. "
10
Contact the ranking Executive staff member during business hours, or
page the Executive on-call after business hours, and inform them that
the severe weather warning, tornado watch, or tornado watch has
been cancelled.
11
Contact the Director of Plant Services or the Plant Services staff
member on-call and inform them that the severe weather warning,
tornado watch, or tornado watch has been cancelled.
Notify Plant Services if physical damage occurs to the facility or
company vehicles.
12
Provide an assessment of damage to the Manager of Accounting for
insurance purposes
What's Next
MD460-10 - Assessing Damages
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-07
Page 1 of 1
Version Date: 08/20/2013
Flood Response Plan
Purpose
To outline the appropriate actions that should be taken in the event of a flood.
Definitions
The Bureau of Meteorology will issue a:
III
flood watch if flood producing rain is expected to happen in the near future
II
flood warning when flooding is occurring or is expected
III
severe weather warning if flash flooding is expected
What you Need
•
Weather Radio/Automatic Radio Scanner
SAFE-T Portable Radio
•
forms/Job Aids!
CATs/Samples
Steps to follow
III
Muster Station Assignments (JA MD460-0S.A)
Perform the following steps in the event of a flood:
.• ·.• ;,• • . :,,·'i.·.:n:; .••..• i • \>.L;ii...i.ii • .• •. .•.• •.•.•. .•. •.•:;. . . . . . . . . . . .1..
What's Next
..·.·.·.··.·.·I: •.·. ·•·• • ;• • i.··· ..
\·;I. __.ii • .• • • • .• 'i> •..·.•. :.; . ·.· .. ·. . . . . . .·.•. .....
1
If the building floods, evacuate and report to your outdoor muster
station (refer to JA MD460-0S.A) unless otherwise directed by local
authorities and/or management.
2
When evacuating, follow evacuation routes recommended by
authorities. Assist physically disabled donors and associates.
3
Avoid walking, driving, or swimming in flood water. The water can be
contaminated and/or may contain hidden dangers such as snags,
currents, or other hazards.
4
If rising water prevents escape, go to a rooftop or high ground.
S
If time permits and personal safety is not compromised, consider
moving equipment in potential flood area to a higher floor.
6
Administer first-aid to any injured donors or associates. Clean wounds
and cuts with soap and water. Call 911 for emergencies.
7
Beware of loose power lines, damaged gas lines, foundation cracks or
other damage. If you smell natural or propane gas, leave the area
immediately and call 911. Do not step in puddles if there are down
power lines in the area.
8
Assume tap water is contaminated, do not use plumbing until you are
told the water and sewer lines are safe.
MD460-10 - Assessing Damages
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-08
Pa e 1 of 1
Version Date: 08/20/2013
Earthquake Response Plan
Purpose
To outline the appropriate actions that should be taken in the event an
earthquake.
Steps to Follow
Perform the following steps in the event of an earthquake:
. Action
Step·
1
If you are indoors when an earthquake occurs, remain inside - do
not attempt to leave the building. Seek shelter under a sturdy table,
in a doorway, or stand against an inside wall in the corner.
What's Next
2
Cover head and face to protect from falling debris. Stay away from
windows and other glass, if possible.
3
If you are outside during an earthquake, move to an open area away
from buildings, power lines, and trees.
4
If you are driving when an earthquake occurs, pull to the side of the
road away from bridges, overpasses, power lines, and buildings.
Stay inside the vehicle.
5
After the earthquake, assist those in need by administering first-aid as
needed. Call 911 for emergencies.
6
Before leaving a building after an earthquake, check for fallen or
loose power lines and broken gas mains - report down power lines or
gas odor to Plant Services. Do not use elevators when exiting the
building. Use caution when exiting via the stairwells as they may be
broken.
7
Assume tap water is contaminated, do not use plumbing until you are
told the water and sewer lines are safe.
8
Clean up any hazardous materials, including blood spills.
9
Be careful when opening cabinets and closets as objects may have
shifted and may fall out.
10
Plant Services will cover broken windows as necessary with plywood
or plastic sheeting.
11
Be prepared for aftershocks which may vary in frequency and
strength.
MD460-10 - Assessing Damages
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-09
Suspicious Activity: Bomb, Intruder, Mail Threats
Purpose
Forms/Job Aids/
CATs/Samples
Steps to Follow
(Bomb Threat)
To outline the appropriate actions that should be taken in the event a bomb
threat is received, an intruder enters the building, or a suspicious piece of
mail is received.
Muster Station Assignments (JA MD460-0S.A)
•
Perform the following steps in the event a bomb threat is received:
Try to keep the caller on the line as long as possible and document
exactly what the caller said.
2
Try to ask the caller the following questions:
• Where is the bomb?
• When is the bomb going to explode?
• What does the bomb look like?
• What will cause the bomb to explode?
• Who placed the bomb? Did you place the bomb?
• How many bombs are there?
3
Listen for distinguishing background noises while the caller is
talking (traffic, aircraft, music, church bells, animal noises, machinery,
etc.).
4
Note any distinguishing characteristics about the caller such as:
• male or female
• unique voice characteristics such as a stutter or accent
• try to determine the age of the caller from their voice, if possible
• note the caller's knowledge of the facility by how they describe the
building or location
SCali 911 and notify them of the bomb threat. Give your name, phone
number, and the address where the bomb is located.
6
Notify the ranking manger or supervisor on-site.
7
Contact the ranking Executive staff member during business hours, or
page the Executive on-call after business hours, and inform them of
the bomb threat, giving them details of the call.
8
Contact the Director of Plant Services or Plant Services on-call and
inform them of the bomb threat.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-09
Pa. e 2 of 4
Version Date: 08/20/2013
Suspicious Activity: Bomb, Intruder, Mail Threats,
Continued
(continued)
Steps to Follow
(Bomb Threat)
9
The Executive or ranking manager or supervisor will evaluate the
threat with the local authorities and determine the most appropriate
action. Actions may include:
II
Search of location without evacuation
II
Evacuation of the area/dept and search
II
Evacuation of the facility or location and search
NOTE: All actions should be facilitated and carried out by local
authorities
10
If an evacuation is ordered, do so in an orderly fashion. Report to
muster station as specified in JA MD460-0S.A or to a location
specified by local authorities and/or management.
11
If what appears to be a bomb is discovered, DO NOT TOUCH IT.
Clear the area, and isolate the object by closing doors in adjacent
areas.
12
Once the threat has been assessed and it is deemed safe, the allclear will be given. If the entire building was not evacuated, the
Receptionist will announce using the overhead paging system,
"Attention all associates, all clear."
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
Pa e 3 of 4
Version Date: 08/20/2013
PROCEDURE MD4S0-09
Suspicious Activity: Bomb, Intruder, Mail Threats, Continued
Steps to Follow
(Intruder)
Perform the following steps if an intruder enters the building:
st~p
.:·'.\:/i<';}: Li·'·.·.·.·.···ii.ii....•··.!..'·:::i . ;,A;;"j.:
,..... .•. . . •.
•. ••..
·.,·i·. : . i.·:,:·····......i .··.c.·.•. ·...·.··........ ··.·.·..·.·.···. i·
1
If you find yourself in a situation where an intruder has entered the
building, remember the following: RUN, HIDE, or FIGHT.
2
RUN:
• Try to escape or evacuate the building, if possible.
• Encourage other associates and/or donors to leave with you and
assist them as necessary.
• Leave your personal belongings behind.
• Once you are safely out of the building, call 911.
• Try to prevent anyone from entering the building or walking into a
danger zone.
HIDE:
If you cannot get out of the building safely, find a safe place to
hide. Act quickly and quietly
• Secure your hiding place as best as you can by turning out lights,
locking doors, and/or placing furniture or other objects in front of
the door.
Ii>
If a safe room or cioset is not available, try to conceal yourself
under a desk or behind a large object.
Silence
your cell phone and remain quiet.
•
3
I)
4
FIGHT:
• As a last resort, if your life is at risk, whether you are alone or
working with a group, fight the intruder.
• Act with aggression and improvise weapons by using chairs or fire
extinguishers to incapacitate the intruder.
5
First-responders on the scene will not attend to injured associates or
donors, they will first locate the intruder. Remain calm, follow their
instructions, and keep your hands visible at all times. Assistance for
injured will follow.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-09
Page 4 of 4
Version Date: 08/20/2013
Suspicious Activity: Bomb, Intruder, Mail Threats, Continued
Steps to Follow
(Suspicious Mail)
Perform the following steps if a piece of suspicious mail is received:
1
·;'.·'i.
).·.·'.·x.v.!iI,iDI• x,·;,:'.·;::;\S',·Un' • • :.•,""'"
• ·;,'··i'.....'.·,· . '· :· .· ,'. .
·i. . ···'·.·'i'·····.·.·.'•.· . •. .•. . .,•.•.•. .'. . . .•. . . • .,
Suspicious mail may include:
4!1
Protruding wires or aluminum foil
It
Oily stains, discoloration or odor
• Mail addressed to corporate officers or target employees
It
Excessive security material such as masking tape or string
• Restrictive endorsements such as "Personal" or "Confidential"
I:elii,.;;';;';' .• '\[:',//;,{ • ,• •
2
If a piece of suspicious mail is received, do not shake or empty the
contents.
3
Contact the ranking Executive staff member during business hours, or
page the Executive on-call after business hours, and inform them of
the suspicious mail.
The Executive will:
• Call 911
• Call the Indiana State Department of Health
e
Notify all sites, as instructed by the Department of Health
4
Wearing latex gloves and a mask, place the mail in double plastic
Ziploc bags. Leave the area and keep others from entering the area.
5
Wash your gloved hands and any exposed skin with soap and water.
Remove gloves and mask, and place them in a third Ziploc bag. You,
along with everyone else who had contact with the suspicious mail
must wash hands with soap and water.
6
If a piece of suspicious mail is opened:
• Do not clean up. Keep others away.
• Cover the spilled contents immediately with anything (trash can,
clothing, paper, etc.).
• Wash hands with soap and water immediately.
• Do not brush off your clothes. Spray clothing lightly with water.
Remove clothing and place in a plastic bag. Close the bag and
place in another bag. Keep the clothing for law enforcement.
.. Shower with soap and water as soon as possible and put on fresh
clothing.
@
Make a list of everyone who had contact with the substance and
give it to emergency personnel.
@!
What's Next
MD460-10 - Assessing Damages
End of Document
I
i
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-10
Assessing Damages
Purpose
To outline the steps to follow when there has been damage to IBC
facilities/grounds/equipmentlproducts and/or vehicles.
Steps to Follow
Plant Services (in coordination with Dept Heads): Perform the following
steps when there has been physical damage to an IBC facility and/or
grounds:
Step
1
..
Action
Determine if it is safe to move about the building.
If
It appears inhabitants
are in immediate
danger due to the
condition of the facility.
Then
• Orders to evacuate the entire
building may be necessary. Follow
the guidelines in MD460-02.
•
Note: Assist with
evacuation as necessary
Communication of an evacuation
order may be by:
Public address
0
0
Telephone
Messenger
0
It appears to be unsafe
to move about
Stay in a protected location if possible.
It appears to be safe to
move about
•
Cautiously begin initial damage
assessment. Proceed with step 2.
Note: If possible, an Executive staff member
should accompany Plant Services staff
2
Once it is safe to move about the building, continue with damage
assessment.
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
Page 2 of 2
Version Date: 8/20/2013
PROCEDURE MD460-10
Assessing Damages, Continued
Steps to Follow continued
Step
3
Action
Assess damages to structure, utilities, vehicles and equipment. Take
notes and utilize photographs and videos as extensively as possible.
4
Determine if the building (or areas of the building) are still functional.
If
It is determined that
the facility IS
functional
Then
• Make temporary repairs as possible
It is determined that
•
the facility IS NOT
functional
III
Secure the building from further
damage.
Disaster Control Team will obtain
external assistance as necessary.
Marion County Emergency
Operations Contact Number:
317.327.7509
5
Assess product storage areas to ensure that appropriate conditions
are able to be maintained. Communicate with specific departmental
management as necessary.
6
Communicate initial findings to executive management and QA.
Note: QA must notify appropriate regulatory agencies when there is impact to
stored product and/or operations
What's Next
7
Prepare a report documenting damages, necessary repairs and
estimated associated costs.
8
Forward the completed report (and any associated pictures or other
evidence) to Disaster Control Team for Post Disaster Evaluation
MD460-12 Post Disaster Evaluation
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
Page 1 of 3
Version Date: 8/20/2013
PROCEDURE MD460-11
Contingency Plans
Purpose
Forms/Job Aids/
CATs/Samples
Steps to Follow
To outline potential organizational and departmental responses that may be
evaluated/implemented during a disaster situation
•
Job Aid MD460-03.A Departmental Response to Disaster Situations
FM MD460-11.1 Pandemic Screening Checklist
FM MD460-11.2 Volunteer Information Form
•
•
Each IBC department: Perform the following steps to evaluate/implement
potential contingency plans.
Step
1
..
Action
Each department should evaluate the impact of the disaster on their
physical area and staffing levels.
:
...
2
Each department should be in contact with the Control Center to
provide pe~iodic updates.
3
Each department should ensure representation at daily disaster
response planning meetings.
4
Each department should evaluate ability to perform critical tasks:
If
performed with available staff
and facilities
Then
Continue performing critical
tasks. Request excess staff
report to the manpower pool if
needed.
Critical tasks (as defined in Job
Aid MD460-03.A) are NOT able
to performed with available
staff and facilities
Communicate needs to the
Control Center and begin
consideration of contingency
plans listed below.
Critical tasks (as defined in Job
Aid MD460-03.A) are able to
..
5
The Volunteer Information Form can be used in times of a
crisis/disaster to capture vital information about individuals utilized as
volunteers.
6
If the crisis/disaster is a pandemic illness, the Pandemic Screening
Checklist may be used to screen associates reporting to work to
determine if they are fit for duty or should be sent home.
Continued on next page
I
I
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-11
Contingency Plans
Potential
Contingency
Plans
Department
AIIIBC
Departments
Blood Collection
Clinical Services
HLAIDNA
Human Resources
Laboratory
Services
Contingency Plans
• Inventory supplies, contact Materials Management or
vendor as necessary
Transportation
needs will be coordinated through
•
contracted courier services or Plant Services
• Evacuate or protect vital records as possible
• Consider alternate scheduling to meet organizational
needs (12 hour shifts, 24/7 coverage)
Consider drawing donors at another IBC facility
• Consider drawing donors at an outside facility (ie: Lucas
Oil Stadium) to combine available resources
• Increase phlebotomy capacity by utilization of equipment
from box trucks
• Communicate with patients to determine needs, arrange
for donors to be drawn at an alternate location
• Consider sending priority (transplant) samples to other
approved area HLA labs (ie: Clarian, Hoxworth)
• Communicate with customers the disaster situation and
any changes in testing protocol or provider
• Determine customer needs.
• Manage the IBC manpower pool
• Coordinate Volunteers
• Inventory customers to determine their needs/sample
volume
• Communicate with customers the disaster situation and
any changes in testing protocol or provider
Contact
primary vendors for assistance
•
Consider sending samples to an approved outside testing
facility (IBC has contracted services with Community
Blood Center 1 Community Blood Services located in
Dayton, Ohio to perform back-up testing in the event of a
disaster).
• Implement manual procedures as necessary
• Prioritize samples (expedite testing of short dated
products and special donations)
• Freeze samples as appropriate for later testing
•
•
Continued on next page
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-11
Page 3 of3
Version Date: 8/20/2013
Contingency Plans
Potential
Contingency
Plans
Department
Information
Techology
Materials
Management
Motor Pool
Plant Services
Production
Reference Lab
What's Next
Contingency Plans
• Assess computer functionality
• Evaluate other methods for computer connectivity
(working off site, etc.)
• Assist Plant Services with transport/picking-up of supplies
• Maintain communication with vendors in regards to
supply availability
• Prepare all IBC vehicles for service
• Provide security personnel/traffic control, request
additional personnel from outside sources or the IBC
manpower pool.
• Secure building (control access) to prevent
looting/vandalism
• Consider relocating resources to another IBC facility
• Implement manual procedures as necessary
• Inventory customers to determine their available
inventory and potential needs
• If off-site storage of blood products is required, ship to
local hospital customers (IBC personnel could be
assigned to staff the hospital for order receipt / shipment)
• Consider relocating (or sending priority samples) to a
local hospital
• Communicate with customers the disaster situation and
any changes in testing protocol or provider.
• Determine customer needs.
MD460-12 Post Disaster Evaluation
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-12
Page 1 of 2
Version Date: 08/20/2013
Post Disaster Evaluation
Purpose
To provide steps to follow to evaluate a disaster after operations have
returned to normal.
Steps to Follow
Perform the following steps:
Step
1
Action
All departments should meet separately and prepare a report prior to
the center-wide post disaster evaluation meeting. The report should
detail the department's current status and should outline current and
future impact(s) the disaster has had on their departments.
2
The Disaster Control Center should schedule a post disaster
evaluation meeting. Attendees should include Directors and
Managers (or designees), Control Center members, Executive staff
and other individuals as appropriate.
3
Plant Services will report on physical damages sustained by any IBC
structure, grounds or vehicles and communicate precautions, repairs,
and/or evacuations that need to be made.
4
Departments will take necessary action dependent on damages:
If
Physical damage prevents
further use of a building.
Then
Find permanent residence at
another location.
Physical damage is limited
to repair that can be
performed by PS or outside
contractors.
Impacted departments prepare
plans to accommodate needed
repairs.
No physical damage to
buildings but damage to
mobiles/vehicles is present.
Impact to organization will be
evaluated and repairs will be
initiated as necessary.
Continued on next page
__
I
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-12
Pa e 20f2
Version Date: 08/20/2013
Post Disaster Evaluation, Continued
Steps to Follow
Continued
Step
5
Action
Departments will report on damages/impacts and departmental
impacts will be addressed at the meeting. The impacts may include,
but are not limited to:
•
•
•
•
•
•
•
•
•
6
What's Next
Staff (for injuries see SOP 15150)
Equipment
Materials/Supplies
Communication (external and internal)
Customers (response and supply)
Regulatory and other mandatory reporting
Transportation (materials and staff)
Donors
"Lessons Learned" (things to improve upon)
The Disaster Control Center will create a post disaster summary and
make recommendations for future process improvements and on how
to move beyond the impacts of the disaster.
MD460-13 - Disaster Drills
End of Document
INDIANA BLOOD CENTER
INDIANAPOLIS, INDIANA 46208
PROCEDURE MD460-13
Page 1 of 1
Version Date: 08/20/2013
Disaster Drills
Purpose
To test and refine existing policies and procedures outlined in the Disaster
Plan while giving associates the opportunity to prepare and practice their
response to disaster events.
Overview
The following defines the types of drills to be performed and the intervals for
execution. (Drills may be performed more frequently):
•
•
•
•
•
•
•
•
FormslJob Aidsl
CATslSamples
Steps to Follow
Fire - annually
Tornado - annually
MSDS - annually
Emergency Safe-T radio communication - annually
Generator - weekly
Computer downtime - semi-annually
Panic button (Main Branch) - annually
Security alarm in parking lot (Main Branch) - annually
JA460-05.A Muster Station Assignments
•
Perform the following steps to
Step
1
Action
QAlRM determines the dates Main Branch (MB) drills will occur. All
drills are unannounced with the exception of weekly generator checks
and emergency Safe-T radio checks which are scheduled.
NOTE: All associates not assigned to MB participate in annual fire
preparedness via learning manager software (LMS). In addition, other
sites are encouraged to hold routine evacuation drills.
2
QAlRM executes and manages the drills with assistance from Plant
Services and/or IT.
NOTE: All MB staff and visitors participate in the drill with the
exception of BC staff and donors actively donating a unit of blood and
laboratory personnel involved in a test that cannot be interrupted.
3
Performance during each drill is monitored by QAlRM and any
observations/suggestions are reported to the Risk designee.
4
A summary of the drill and any observations are logged by the Risk
designee into an electronic database.
5
If applicable, QAlRM identifies and implements corrective and
preventative actions.
End of Document