AppHealthCare (Appalachian District Health Department) Continuity of Operations (COOP) Protocol Purpose: The purpose of a Continuity of Operations Protocol (COOP) is to provide for continued departmental functions under all hazards circumstances, ensure storage/back up of critical equipment, records and other assets, minimize business damage and losses, achieve orderly response and recovery from the emergency and ensure succession of key leadership. The continuity implementation process for AppHealthCare (Appalachian District Health Department) follows four phases—readiness and preparedness, activation and relocation, continuity of operations, and reconstitution. The overarching goal of this COOP is to reduce the consequences of any disruptive event to a manageable level. More specifically, this COOP is designed to: Clearly and succinctly define the roles, responsibilities, resources, and procedures necessary to assure that operations necessary to provide assistance to citizens remain available before, during, and after an emergency. Open and maintain a line of communication/dialog with public and private entities that are functionally‐related to the activities and responsibilities of the local health department. Encourage functionally‐related public and private entities to cooperate with the local health department so these entities are able to be a central information collection and dissemination liaison agency for their respective functional area. Definitions and identification of essential services needed to sustain agency mission and operations: Plans to sustain essential services regardless of the nature of the incident (i.e., all‐hazards planning) Scalable work force reduction Limited access to facilities Broad‐based implementation of social distancing policies, if indicated Positions, skills and personnel needed to continue essential services and functions Identification of agency vital records that support essential functions and/or must be preserved in an incident. Alternate worksites Devolution of uninterruptible services for scaled down operations Reconstitution of uninterruptible services It is the policy of AppHealthCare (Appalachian District Health Department) to incorporate continuity requirements into daily operations to assure seamless and immediate continuation of Critical Essential Function capabilities so that critical Public Health functions and services remain available to the citizens of Alleghany, Ashe and Watauga Counties. Continuity Protocol Operational Phases and Implementation AppHealthCare (Appalachian District Health Department) has adopted the model shown below as the definition of phases of awareness for All‐Hazard emergencies. The Health Director or his or her designee is responsible for establishing the Operational Phase. Upon the designation of the Activate Phase the ICS process goes into effect and the Time‐Based Operational Phases will be applied. This protocol should be used in conjunction with the AppHealthCare (Appalachian District Health Department) All Hazards Plan. NOTE: Activation of the COOP during a pandemic influenza outbreak for AppHealthCare (Appalachian District Health Department) will be decided upon by the Health Director or his or her designee with consultation and direction from the State Health Director. Table 1: Operational Phases Phase Time Frame Phase I: Activation and Relocation
0‐12 Hours
Activity Notify alternate facility manager of impending activation and relocation requirements. Notify impacted local, regional and state agencies. Activate plans to transfer to alternate facility. Instruct advance team to ready alternate facility. Notify agency employees and contractors regarding activation of COOP plan and their status.
Phase II: Alternate Facility/Work Site Operations
Phase III: Reconstitution
12 Hours to Termination of Emergency
Termination of Emergency
Assemble documents/equipment required for essential functions at alternate facility. Order needed equipment/supplies. Transport documents and designated communications. Secure original facility. Continue essential functions at regular facility, if available, until alternate facility is ready. Advise alternate facility on status. Where are the operations and support teams? Activate advance, operations, and support teams as necessary. Provide guidance to contingency team personnel and information to the public. Identify replacements for missing personnel (delegation of authority and orders of succession). Commence full execution of operations supporting essential functions at the alternate facility. Inform all personnel that the threat no longer exists. Supervise return to normal operating facility. Conduct a review of COOP plan execution and effectiveness. Develop after action report (AAR) with Corrective Action Plan (CAP) post incident/event. Monitor improvement plan to track changes. Train and exercise on the revised plan
Decision Process AppHealthCare will perform every attempt to deliver services based on the incident and situation. The local Health Department Director is responsible for activating the COOP and notifying the appropriate staff. The decision to suspend all functions and services should be based on the expected duration of the emergency and the extent of the emergency. All COOP operations will be in conjunction with the county’s emergency management coordinator. At the time that the staff absenteeism numbers have been determined, it may become necessary for the Health Department to adopt alternate operations and assign staff to alternate roles to provide coverage for essential/high priority services. Reconstitution AppHealthCare (Appalachian District Health Department) will resume normal functioning after the emergency has been declared as over and staff and resources have returned to normal levels. In a public health event, reconstitution will occur when the disease or other threat no longer exists. Critical Functions that have been devolved will be restored on a priority basis from highest to lowest. In the event of a pandemic, telework will be implemented. LHD Management Lines of Succession Key Position
Successor 1
Successor 2
Health Director
Director of Clinical Services
Environmental Health Supervisor
Environmental Health Supervisor
EH Program Specialist Water Protection Director of Marketing and Regional Services Clinical Manager (Lab)
EH Program Specialist Food and Lodging Director of Clinical Services
Public Health Preparedness Manager Director of Clinical Services Director of Marketing and Regional Services (PIO)
Director of Community Health
Clinical Manager (Nursing) Clinical Manager (Management Support)
Delegation of Authority Temporary authority (see sample statement below) may be delegated whenever an individual with approval authority will be unable to perform his or her duties due to the consequences of responding to an emergency. Appalachian District Health Department Board of Health has established a delegation of authority process that is applied through the Order of Succession table or tables presented in the previous section or sections. Appalachian District Health Director Delegation of Authority WHEREAS I, ___________, am the Health Director of the Appalachian District Health Department; and WHEREAS, from time to time the Health Director may be absent from Alleghany, Ashe and Watauga Counties or otherwise unable to sign official documents or take other official actions; and WHEREAS, it will be necessary during those occasions for various official documents to be signed and to carry on the business of the Appalachian District Health Department and WHEREAS, _________[section] of the _________[code] provides that I may delegate the power and duty of my office to another officer or employee under my control and supervision, provided that I shall continue to be responsible for the exercise of the power or performance of the duty delegated; and WHEREAS, _________[section] of the _________[code] provides that each appointed officer may, subject to rules and regulations that the Executive / Legislature may adopt, designate a temporary interim successor in the event a vacancy occurs in the office during an emergency caused by a disaster; and NOW, THEREFORE, I, ______________, Health Director of Appalachian District Health Department do hereby order and direct that: (1) Pursuant to NCGA statute of the _130a.6________[code], the following employees, in the order presented, are designated to act on behalf on my absence from office; and that (2) Pursuant to _______________, in the event of a vacancy of my office during an emergency caused by a disaster, the following employees, in the order presented, are designated as the temporary interim successor to the Health Director of the Appalachian District Health Department a. ____________, Title b. ____________, Title c. ____________, Title _____________________________________ _______________________ Health Director Date Appalachian District Health Department Continuity of Operations Communication: Follow the All Hazards Plan for Communications Objectives. Essential Services of AppHealthCare (Appalachian District Health Department) 1. Business Office Functions 2. Communicable Disease 3. Laboratory including CD and STI testing 4. General Clinic Services including Immunizations, Depo‐Provera Administration, BCP pick‐up and Travel Shots 5. Food Safety/Complaint Investigations/Epi‐Team Responsibilities 6. WIC Services limited to formula and voucher pick‐up only 7. Vital Records 8. Clerical Services including answering phones, assembling charts, etc. 9. STI Clinic limited to treatment services 10. Maternity Problem Visits 11. On‐site waste water and well inspections Additional Resources Continuity Assistance Tool: The Continuity Assistance Tool (CAT) provides guidance and assistance for States, Territories, Tribal, and Local Government Jurisdictions to identify continuity program strengths and areas for improvement. 31TU
U
U31T
IS 546A ‐ Continuity of Operations Planning Awareness, (2013). Website. Available at http://training.fema.gov/emiweb/is/courseoverview.aspx?code=is‐546.a IS 547A ‐ Introduction to Continuity of Operations ‐, (2013). Website. Available at http://training.fema.gov/emiweb/is/courseoverview.aspx?code=is‐547.a 31T
31T
31T
31T