NACCHO Closed POD Toolkit
Sample
Just-In-Time Training
Presentation
1
Sample Agenda For Exercises
 15 Minutes: Sign-In
 15 Minutes: Welcome & Introductions
 30 Minutes: General Group Training
 15 Minutes: Screening Form Training
 15 Minutes: Walk Through Exercise
 15 Minutes: Q&A
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Objectives
 Activate your Closed POD
 Know how a Closed POD works
 Know how to set up your Closed POD
 Know staff roles in a Closed POD
 Know how to conduct Just-In-Time Training
 Understand how to use the screening forms
 Understand how to dispense antibiotics using a
screening form
3
Closed POD Partner Site
Review
• Closed PODs are only
opened in the rare event
that the whole population
is at great risk of
exposure to an infectious
disease or other
biological agent and
medications need to be
taken immediately to
prevent severe illness.
4
Alert & Notification
• Local Health Department  Closed POD
Partners
– E-mail (sending situational updates)
– Phone Tree (to contact staff)
– Fax (for sending paperwork)
• Closed POD Partners  Staff and Family
– Phone Tree
– Fax
– Other
Considerations for Closed POD
Set-Up:




Location and layout
Staff Roles
Security
Health and Safety
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Non-Medical Models for Rapid Dispensing of
Emergency Medications:
 Rely on fellow employees to selfscreen
 Emergency medication will be
free for all
 Those with serious medical
conditions can take the
suggested emergency
medications home and consult
with their primary care provider or
they can go to a public POD.
7
Overall Flow and Process
Enter
Check-In
Form Completion
Screening
Dispensing
Exit
8
Lay-Out and Set-Up
Considerations for your facility:
 Delivery area
 Supplies
 Staff and Clients
 Parking areas
 Workplace areas
 Traffic Control
 Crowd control
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Materials Provided
The Local Health Department will provide all
medications for Closed POD Partners.
They may also provide items such as:
 Frequently Asked Questions:
 Medications being dispensed
 Signs and symptoms about the agent or
disease
 Where to get additional medication
 Screening forms
 Unit-measured medication
bottles or packets
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Personnel
• Closed POD
Coordinator
• Information Officer
• Operations Chief
• Form Fill-Out Asst.
• Check-In
• Screening
• Dispensing
• Logistics Chief
• Inventory Tracking
• Interior Security/Line
Control
• Exterior
Security/Traffic
Control
• Personnel
Coordinator
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Closed POD Org Chart
Closed POD
Coordinator
Information
Officer
Operations
Chief
Logistics Chief
Check In
Inventory
Control
Form Fill Out
Assistant
Interior
Security/
Line Control
Screening
Exterior
Security
Dispensing
Personnel Lead
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Closed POD Coordinator
 Act as lead contact person with the Local Health
Department.
 Coordinates the overall Closed POD effort at
your organization.
 Oversee initial delivery of medications,
inventories, preparations to dispense, and
antibiotic dispensing.
 At the end of the emergency dispensing,
oversee report-back to the Local Health
Department and return of leftover medications to
 Reports back to local health department and
oversees return of leftover antibiotics.
 Makes sure your staff have what they need to do
their jobs.
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Information Officer
• Serves as the link between the Closed POD
Coordinator and the rest of the organization
regarding dispensing messages or updates
regarding the emergency situation.
• Develop s and disseminates messages to
employees and clients
• Work with external media requests on behalf of
your organization
• Continue to stay in contact with local Public
Information Officers
• Continue to update employees, family
members and/or clients
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Operations Chief
• Over see the screening and dispensing
process and ensure that it is going smoothly
• Work with the Closed POD Coordinator
• Work with Logistics Chief to establish priorities
for resource allocation.
• Monitor dispensing of antibiotics on-site and
• Roles in this section:
– Check-In
– Form Fill Out Assistant
– Screening Dispensing
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Check-In
 Greets people as they enter the site
 May sign staff in before they enter the POD
 Explains the self-screening and medication
 dispensing process
 Hands out self-screening forms and information
about the event
 Directs people where to go for the next station
16
Form Fill-Out
 Assists fellow employees
and/or clients while they fill out
self screening forms for
themselves and members of
their household
 Answers questions about
forms, paperwork and the event
17
Screening
Assists
co-workers with completing their
screening form and questions for themselves
and each of their family members.
May assist employees or clients to carefully
answer questions that may identify health
conditions that would interfere with taking one
or more of the emergency medications, using
pre-set guidance provided by CDC and the
local health department.
Also monitor client flow.
18
Dispensing
 Screen and, if appropriate, dispense 10-day
supply of Cipro or Doxy per screening process
for those with no contraindications to the
standard prophylaxis.
 NOTE: Screening and Dispensing functions can
be split, if appropriate
19
Logistics Chief
• Oversees Inventory Control and ensures all
staff have all of the supplies and paperwork
they need.
• May be in charge of set up and take down of
your Closed POD. May also oversee security,
traffic or line control if these roles are activated.
• Oversee the safety and set up of the site and
keep track of staff and supplies
20
Inventory Control
 Ensures that all medications are accounted for
 Inventories are conducted:
 When the medications are delivered
 During POD operations
 At the end of emergency dispensing
 Reports if supplies/meds are running low
 Keeps documentation of medications
 Prepares leftover medications for return to the
Local Health Department
21
Interior Security/ Line Control
 Assists with crowd control
and protecting access to
medication storage and/or
other areas that are off-limits
 Direct people to the facility
entrance and answer nonmedical questions.
 Watch for safety, medical or
other problems, and take
action to reduce and mitigate
these problems.
 Assists Closed POD staff
with disruptions, conflicts, or
other problems that may
arise.
22
Exterior Security/Traffic Control
• Directs cars in the parking area and ensures
there is a secure area for the Health
Department to drop off the medications.
• Monitor the flow of personnel traffic outside the
facility. Also ensures that only staff and family
members are entering the facility.
• Direct people to the facility entrance and
answer non-medical questions.
• Watch for safety, medical or other problems,
and take action to reduce and mitigate these
problems.
23
Personnel Coordinator
• Check in and out staff.
• Pass out job action sheets.
• Make sure positions are filled for the Closed
POD.
• Make sure positions are covered for staff on
breaks.
• Ensure all issues with staffing resources are
taken care of.
24
Handling Staff Crises
 Relieve staff showing signs of fatigue
 Check in often with staff and family
members
 Keep in regular contact with the Local
Health Department
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Closing
Return any unused
materials to the Local
Health Department
Collect all paperwork to
turn into the Local Health
Department
Participate in De-Brief
REMEMBER to have staff
Sign-In and Sign-Out
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Exercise
•
•
•
•
•
•
Set up and lay out of site
Supplies
Screening Form Information
Run through
Recap
Q&A
27
Set Up and Layout of Site
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Supplies
• Materials that you will need to have to run your
Closed POD can include:
– Screening forms
– Drug information sheets
– Pill crushing and dosing instructions
– Pens, markers and highlighters
– Labels
– Signage
– Tables and chairs
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Area Specific Information
• Job Action Sheets
• Screening Forms
30
Multi-Person Screening Form
Crushing Instructions
Column
Give doxy
Give cipro
Patient Info
Doxy
Issues
Cipro
Issues
Pediatric
Section
Consultation
column is for
anyone with cipro &
doxy issues
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Question and Answer Session
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