Example Hurricane Preparedness and Communication Checklist
TEEC
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Prior to Hurricane Season (June):
Write to your local Emergency Operations Center to remind/make aware of the facility’s existence,
provision for life saving treatment, patient population served and facility contact information. Maintain
copy of letter in clinic
Ensure facility is listed on “Priority List” with all local utilities.
Update patient (home, cell, emergency contact) and staff contact information.
Collect patient/family email address to communicate facility status
Distribute basic preparation handouts and in-service patients/family on emergency preparedness (plans,
staffing, closure, relocation, responsibility).
Be familiar with flood zones and evacuation areas
Update facility’s EMSystem facility status monthly
Provide basic information including responsibilities before, during and after the storm to associates.
Develop a updated regional phone tree/contact list to improve communications
Suggested patient and facility resources for duplication and distribution located on the
ESRDNetwork.org Disaster and the Texas Emergency ESRD Coalition.org (TEEC) web sites:
 Texas ESRD Emergency Coalition Policy and Procedures*
 Texas ESRD Emergency Coalition (TEEC) Are You R.E.A.D.Y.*
Patient Information Packet* (available in Spanish)
 Preparing for Emergencies: A Guide for People on Dialysis (available in Spanish)*
Texas ESRD Emergency Coalition (TEEC) Patient Wristband Identification Order forms*
 Patient ID Cards with FMS Hurricane Hotline Number*
 211 Texas Transportation Registration Sign Up form*
Seven Days Before Storm Predicted to Hit Land:
 Review Prior to Hurricane Season List
 Management starts planning for the “go to” facilities based on storm track, generators, flood history etc.
 Assign one person as Storm Watch Person-looking for predictions as to time and place of landfall
 Assure adequate supplies for building/medical record/machine protection are available
 Clinical and technical leadership identify facilities with generators, portable generator and water tanker
connection needs
 Ensure facility is listed on “Priority List” with local utilities
 Begin discussing disaster preparedness plans with staff, in center/ home patients, MDs, nursing homes
 Fuel and water contractors are contacted to ensure service agreements in place
 Build/update a staff/management phone directory
 Update facility’s EMSystem facility status
TEEC Example
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Example Hurricane Preparedness and Communication Checklist
TEEC
Five Days Before Storm Predicted to Hit Land:
 Technical department to source and plan for generator and contact electrician, plumber if necessary.
 Technical department to notify local water company of potential need for potable water by tanker
 Begin daily meetings with clinical and technical staff
 Communicate with MDs, staff, patients, nursing homes on preparation and evacuation plans
 Start arranging transient treatment placement in cities not expected to be impacted
 Ensure lodging/supplies for storm relief individuals
Three- Four Days Before Storm Predicted to Hit Land:
 Increase to twice daily communication with clinical and technical staff
 Facility staff and technical services are to provide updates on actions taken to date
 Print standing orders, medication lists, latest lab/HBV results and emergency preparedness general
instructions for patients and distribute-maintain copies in facility and off site
 Encourage patients and verify that employees have prepared their home and families (gas, extra money,
generators, etc); allow additional time necessary to complete preparations
 Communicate with MDs on preparation and evacuation plans and provide list of designated units for
referral along with regional leadership contact information
 Identify the special needs of patients, employees, and physicians
 Distribute name bands, emergency contact numbers
48 Hours Before Storm Predicted to Hit Land:
 Twice daily meetings with clinical and technical staff
o Facility staff and technical services are to provide updates on actions taken to date
o Facility listing developed and maintained to document open/closed facilities/generator
availability
 Management to determine treatment schedule (shortened, closed days, reopening) and communicate to
staff, patients..
 Continue arranging transient treatment placement in cities not expected to be impacted
 Clinic Manager to reemphasize plans and clarify questions regarding plans as necessary.
 Clinic Manager to coordinate with staff and patients if they intend to evacuate, providing emergency
contact numbers, etc.
 Update facility’s EMSystem facility status as to facility status
 Obtain emergency cash for unit (use to purchase ice, food items, gas, etc.).
 Board up windows with plywood.
TEEC Example
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Example Hurricane Preparedness and Communication Checklist
TEEC
24 Hours Before Storm Predicted to Hit Land:
 Continue twice daily communications calls with clinical and technical staff
 Update facility answering machine with closure information/forward phone lines to command center
 Prepare facility by securing medical records in waterproof containers, covering machines/ equipment/
computers, back up data, medications, securing biohazardous waste, extra keys to key people, etc.
 Ensure that refrigerated medications are relocated or ice packs placed in refrigerators
 Update facility’s EMSystem facility status as open or closed
 Close clinics (secure physical building, medical records and equipment).
 Place message on office phones regarding emergency contacts for patients and staff.
 Post written message on facility door to alert emergency personnel/patients/staff of facility status and
assistance phone number
12 - 24 Hours Post Storm:
 Continue twice daily communications calls with clinical and technical staff
o Facility staff and technical services are to provide updates on actions taken
o Update facility listing of open/closed facilities/generator availability
 Assess damage to clinic. Determine if re-opening is a possibility
 Clinic Manager and Medical Director make decision regarding opening, closing and re-organizing of
treatments as well as transfer of patients to designated emergency facility in event clinic(s) are closed due
to damage.
 Staff to notify Clinic Manager of their location and disposition. This is to check in and receive emergency
assignments
 Update facility’s EMSystem facility status to accept patients and list needs to operate
24 + Hours Post Storm until Emergency Status Lifted:
 Continue twice daily communications calls with clinical and technical staff
o Facility staff and technical services are to provide updates on actions taken
o Update facility listing of open/closed facilities/generator availability
 Technical Department for facility to coordinate technical/equipment needs as necessary.
 Update facility’s EMSystem facility status
 Return patients as staffing and safety allows
TEEC Example
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