EMERGENCY MANAGEMENT PLAN
Seaforth Gardens Senior
Citizens Residence:
Hostel
&
Independent Living Units
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CONTENTS
Page
Front cover
1
Contents
2&3
Emergency Management Plan Introduction
Background
Decision to Evacuate
Purpose
Aim
Review of Procedure
Aged Care Facilities – Network
Other Services
4
4
4
4
4
5
5
Staff Roles and Responsibilities
Emergency Management Evacuation Coordinator
2nd In-Charge
Other Duties
6
6&7
7
Coordinating the Receiving of Residents from Another Facility
Emergency Management Coordinator
Manager
Care Staff
Food Service Staff
Housekeeping / Laundry Staff
8
8
8
8
8
Residents Identification Protocol
Objective
Scope
Responsibility
Identification Update Process
Alert Colour Codes
Independent Living Units (ILU)
Technology Requirements
Additional Requirements
Identification Wristbands
Storage Location
Backup System
New Residents
Identification Wristband Use
Staff Identification
9
9
9
9
9
9
9
9
9
9
9
9
9
9
First Aid Kit Locations
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Documentation Requirements
Resident Emergency Admission to Acute Care Listing
Resident Short Term Emergency Accommodation Listing
Resident Emergency Documentation Needed
Resident Emergency Evacuation Body Diagram
Evacuee Progress Notes
Hazard Management
11
12
13
14
15
Page
Hazard Management Agencies
Function Support Agencies
16
16
Transport Management
Network Aged Care Facilities
Other Support Organisations
Local Councils
St John’s Ambulance
Easy Access – Perth (Multi Purpose Taxi)
17
17
17
17
17
Communication Management
Telephones Available
18
Emergency Electrical Supply
Seaforth Gardens Hostel
Seaforth Gardens Chapel
18
18
Evacuation Checklist
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EMERGENCY MANAGEMENT PLAN
INTRODUCTION
Background
This procedure has been developed in consultation with Seaforth Gardens Manager and
specific committee members for Disaster Management Committee.
Evacuation of our residents requires special consideration due to their medical condition and
physical restrictions. Facilities that are best able to receive these evacuees are other aged
care facilities within the local areas and where only necessary, acute hospitals.
This plan outlines a procedure for the planned transition of our residents requiring evacuation
from our facility to another aged care facility or acute hospital.
Decision to Evacuate
For the purpose of this plan the decision to evacuate offsite for any local emergency will be
made by the Hazard Management Agency, (HMA), e.g. F.E.S.A.
Purpose
This procedure is designed to ensure the safe and effective transition of our residents
between other aged care facilities and acute hospital in the event of an emergency situation.
The procedure ensures all required information is available for ongoing care and requires the
facility to be prepared to respond to the emergency situation. The procedure also will assist
the receiving facility to be prepared to cope with the sudden increase in residents.
AIM:
In preparing this procedure it is assumed that the residents will:




Only be cared for in the short term (up to 48 hours)
May arrive unescorted
Have limited documentation or history available at the receiving facility.
Will have no or limited personal property except items worn at the time of the
emergency.
The Managers / Owners of receiving Aged Care facilities that have entered into an
agreement (Memorandum of Understanding = MOU) that addresses the financial and liability
issues placed on the receiving facility and the capacity to assist for a period of up to 24
hours.
Review of Procedures
This procedure will be tested and reviewed internally and with other Aged Care providers
who have entered into the agreement on a two yearly basis or following an evacuation event,
which ever occurs first.
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Aged Care Facilities – Network
The Residential Aged Care organisations that are party to the Memorandum of
Understanding and have adopted these procedures are:
Members of South East Metropolitan Region, Aged Care Emergency Management
Network Group,
see Appendix 1 Facilities who are part of Memorandum of Understanding
Other Services
Hazard Management Agencies
Disaster and Emergency Support Services
Fire and Emergency Services WA (FESA)
St John’s Ambulance Services
West Australian Police Services
Department of Health and Ageing
Western Australian Health Department
Department of Environment and Conservation
000
000
000
1800 550 552
9328 0553 / 9222 4222
6467 5000
Local Emergency Management Committee
City of Gosnells
City of Armadale
City of Canning
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9391 3222
9399 0111
9231 0606
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STAFF ROLES AND RESPONSIBILITIES
Emergency Management Evacuation Coordinator
The most senior employee on duty in the hostel.
Responsibilities

To alert emergency services to the emergency, request their assistance and provide
them with information re the emergency and the planned response.
See attached list of Hazard Management Agencies. Part 2 Page 16

To alert the Manager, Maintenance / Grounds Supervisor of the emergency and
actions being taken. Use Key Staff Telephone Numbers F33-04 in Evacuation Pack
(yellow back pack).

To oversee the internal evacuation processes until emergency services personnel
arrive.

Liaise with Emergency Services when they arrive at the site.

Follow instructions of emergency services.

Provide resident information pertinent to evacuation safety and transfer of residents.
E.g.:
 Number of Residents involved
 Resident Health status and mobility
 Interim accommodation available
2nd In-charge
Usually the next most senior person on duty at the time.

Allocate staff roles to assist with






Evacuate residents to Chapel.
Care for residents
Control residents movements
Take resident care plans to evacuation assembly area
Take medication trolleys and dressing trolley to evacuation assembly area
Relocate mobile oxygen to evacuation assembly area (Chapel kitchen)

Ensure all residents have an identification wristband attached.

Treat any minor injuries / first aid and medical needs. Minimal first aid equipment
available in emergency case.

Arrange for identified residents (those wearing red coloured wristbands) to be
transferred directly to an acute hospital, arrange transport in consultation with
emergency services.

Contact facilities that are party to the MOU to see if beds available and warn them of
an impending arrival of temporary resident(s). See Appendix 1
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
Allocate residents to appropriate alternative facility.

Contact resident’s next of kin (N.O.K.) to inform them of the situation and see whether
the option of going home is still available, other wise inform them where their loved
one will be sent for care. N.O.K. contact details are available on residents hostel
emergency list located in Evacuation Pack (yellow back pack).

Transport is available through a number of sources – see transport management
section See Part 2 Page 17 plus transport is available on the list of facilities party to
the MOU see Appendix 1.

Supervise the preparation of all medications, medication charts, continent products
and transfer letters / care plans for transfer.

Ensure that suitable number of staff members are sent with resident(s) to receiving
facilities for initial handover, confirmation of resident identification and immediate
health needs. Staff to wear their own ID Badge. Staff to leave receiving facility once
the facility is satisfied with information / handover as direction by Memorandum of
Understanding (MOU). In some circumstances, staff may be assigned to stay for the
full shift at the relocated site – this can only occur under Seaforth Hostel Managers
direction and staff need to ensure this is recorded on printed rosters and checklists

If staff members do not have their ID badge and temporary label can be provided,
which are available in each Evacuation Pack (yellow back pack).

Where possible the following should be sent with the resident:
 Transfer form and / or care plan.
 Medication charts / medications, if unavailable from Hostel, contact pharmacy
to obtain a copy of medication profiles and medications.
Other Duties
Extra care staff or administration staff can complete these during normal working hours.

Alert Prescription Plus – Kelmscott (Pharmacy phone number 9390 9911) of the
emergency and request medications and resident’s profile be sent to receiving facility
as necessary.

Contact all GP’s (Dr Ted Collison phone number 9495 1230) and alert them to the
situation and notify them where their residents are temporarily accommodated.

Contact each receiving facility and ensure all residents are suitably housed.

Continue with the evacuation process until told otherwise by the Emergency Services
Personnel.

Ensure no one enters a previously evacuated area unless authorized by Emergency
Services Personnel.

All staff to follow duties and requests as directed to them by the Emergency
Management Evacuation Coordinator or 2nd in-charge.
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CO-ORDINATING THE RECEIVING OF RESIDENTS FROM ANOTHER FACILITY
Emergency Management Coordinator
1. Notify Manager if after hours.
2. Notified Kitchen Staff (Direct kitchen coordinator to notify Alliance Area Manager External Contractor).
3. Notify Maintenance / Grounds Supervisor
4. Identify and prepare an area to receive evacuees.
5. Allocate extra staff to the area as required.
6. Assemble equipment ready for evacuees
 Beds / Regency comfort chair
 Continence Products
 Equipment for assessment
 Oxygen
 Medical supplies for skin tears
 Linen skip identified for these evacuees
 Additional Blankets / Linen
 Infection control box
 First aid box
Manager
1.
2.
3.
4.
5.
Resource additional staff
Attend as soon as possible to assist with co-ordination
Communicate with outside resources and families
Media communication as per organisation policy, e.g. Divisional Head Quarters.
Communicate event and resident movement to Department of Health and
Ageing
Care Staff
1.
2.
3.
4.
5.
Check identification bands / cards of all arriving temporary residents
Centralise incoming temporary resident documentation into one file
Prepare additional thickened fluids for temporary residents
Initiate continence pad allocation for temporary residents
Add temporary residents onto toileting schedules
Food Service Staff
1.
2.
Prepare soup or warm drinks or cold water
Add new residents onto menu ordering system
Domestic/Laundry Staff
1.
2.
Source a variety of extra clean clothing available for both female and male use
in various sizes.
Extra clean clothing stored in the laundry.
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RESIDENT IDENTIFICATION PROTOCOL
Objective:
Scope:
Responsibility:
Identification
Update
Process:
Alert Colour
Codes:
(colors have
corresponding
wrist bands)
This is detailed
on the Hostel
Residents
Emergency
List.
ILU:
Technology
Requirements:
Additional
Requirements:
To ensure that all residents who have been evacuated from the Care
Facility have correct photographic and essential medical / personal
identification on their person whilst being transferred to an interim holding
facility, e.g. Chapel or Seaforth Gardens Hostel.
This process is required to include all residents of the evacuating facility.
Administration staff is responsible for maintaining and updating the
resident emergency lists at the time of resident admission or discharge.
Check resident emergency lists after all discharged or deceased residents
and removed relevant material update current residents photograph
annually or as required.
Where a resident has a health condition requiring extra care identified by
Clinical Nurse the following colour alert is applied in the form of a colour
coded wristband and reflected on the Hostel Residents Emergency List:
RED
Residents require transfer to acute care:
o
Insulin dependant Diabetic (IDD).
o
Continuous Oxygen.
o
Difficult / Frail – palliative care residents.
YELLOW Residents who may wander away.
GREEN Residents who have a swallowing deficit and residents with
diagnosis of NIDDM diabetes.
PINK
Resident’s who are able to go home.
To identify Independent Living Unit residents:
o BLUE Staff are to ensure residents wear blue wrist bands
Digital camera
Colour printer
Computer to print resident emergency lists
FRONT SIDE OF WRISTBAND: Residents Name,
REVERSE SIDE OF WRISTBAND: Hostel Name, address and Phone &
Fax number
Identification wristbands are to be kept in Evacuation Pack (yellow back
pack).
Located Seaforth Gardens Hostel Foyer – near the fire panel
It is vital to ensure computerised records of the resident emergency list
F33-01 are maintained for access as required.
Save Code G:\Quality Systems\All Policies and Procedures\Forms\Forms 33 - Emergency Planning
Identification wristbands are made up as part of the regular admission
process for new residents and inserted into appropriate container in
emergency case.
Identification wristbands are only to be used when the Hazard
Management Authority (HMA) has indicated that residents are to be
evacuated to another facility. Identification wristbands are to be attached
to resident’s wrists
Where staff is not wearing their own individual identification badge, a
name label needs to be made up by using the sticky labels available in the
emergency file.
Identification
Wristbands:
Storage
Location:
Backup
System:
New
Residents:
Identification
Wristbands:
Staff
Identification:
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FIRST AID KIT
First aid boxes are located in the areas detailed below, and staff are to retrieve these for use,
and endeavor to retrieve the dressing trolley from the Hostel treatment room and re-locate it
to the kitchen of the chapel. Additional first aid supplies are to be sourced from Prescription
Plus – Kelmscott (Pharmacy phone number 9390 9911)
Number
2
Location
Hostel Pack 1: Seaforth Gardens Hostel foyer – near fire panel
Hostel Pack 2: Seaforth Gardens Hostel administration office – by
log on machine for Kronos.
Administration office
3
One in each of the three buses
1
Maintenance office
1
Hostel
2
Work Cars
2
BOXES ARE RE-STOCKED AFTER USE & CHECKED AT ANNUAL AUDITS
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RESIDENT EMERGENCY ADMISSION TO ACUTE CARE LISTING
Residents highlighted on clinical care status form as red or wearing a red wristband is to
be included on this list.
All residents transferred to the acute sector are to have individual details cut from the
Hostel Resident Emergency List and attached to their medication profile and transfer
form (if available)
Resident Name
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Transport
Arranged Sent To
 = Yes
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Representatives
or Family Notified
 = Yes
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Emergency Management Plan
RESIDENT SHORT TERM EMERGENCY ACCOMMODATION LISTING
Residents highlighted on clinical care status form as yellow, green or pink or wearing a
corresponding coloured wristband is to be included on this list. Independent Living Unit
residents are to have blue wrist band placed on them and detailed here if appropriate.
All residents transferred to another home are to have individual details cut from the
Hostel Resident Emergency List.
With each resident send medication profile and Individual Care Plan Folders (which
include transfer form and evacuee progress notes), if available. Place contents in
designated transportation box.
Resident Name
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Transport
Arranged Sent To
 = Yes
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Representatives
or Family Notified
 = Yes
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Emergency Management Plan
Emergency Resident Documentation Needed
Resident Care Plan F11-01
and
Resident Transfer forms
F15-01
Both forms are located in Hostel filing cabinet in colour of wing folders
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Resident Emergency Evacuation Body Diagram – detail any injuries sustained due to the
emergency or evacuation on this sheet (copy to be kept in residents care plan folder)
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SEAFORTH GARDENS HOSTEL
Insert resident label
Evacuee Progress Notes – to be located in resident care plan file
EVACUEE PROGRESS NOTES
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HAZARD MANAGEMENT AGENCIES
(HMA LIST BY HAZARD)
The following list of hazards / emergencies identifies the HMA responsible for that hazard /
emergency. The hazard / emergency identified are by on means exhaustive and will be
added to as required.
Hazard/Emergency
Hazard Management Agency
Fire
Fire and Emergency Service Authority
(FESA)
Storm / Tempest / Cyclone
Fire and Emergency Services Authority
(FESA)
Health Department
Human Epidemic
Flood / Tsunami
Fuel Shortage Emergencies
Hazardous Materials
Emergencies
(Including chemical, biological
and radioactive)
Road Transport Emergencies
Fire and Emergency Services Authority
(FESA)
Cummins
DOCEP Department of Commerce – Energy
Safety Directorate
Fire and Emergency Services Authority
(FESA)
Contact Phone
Number
OOO
1300 657 209
OOO
1800 022 222
OOO
1800 351 004
9422 5200
OOO
W.A. Police Force
OOO / 131 444
Land Search and Rescue
W.A. Police Force
OOO / 131 444
Tropical Cyclone
Earthquake
Fire and Emergency Services Authority
(FESA)
Fire Emergency Services Authority (FESA)
Space Re-Entry Debris
W.A. Police Force
Landslide
Fire and Emergency Service Authority
(FESA)
Fire and Emergency Services (FESA)
Building Collapse
OOO
OOO
OOO / 131 444
OOO
OOO
FUNCTION SUPPORT AGENCIES
The following table lists the agencies responsible for managing the provision of support
functions in emergencies are:
Support Function
Health and Medical Services
Lifelines – Electrical and Gas
Public Information
Recovery
Resources
Telecommunications
Responsible Agency
Welfare Services
Health Department
DOCEP (Dept) – Energy Safety Directorate
W. A. Police Service
Premier and Cabinet (Dept)
Respective HMA
Fire and Emergency Service Authority
(FESA)
Community Development (Dept)
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Contact Phone No.
1800-022 222
94225200
131 444
9222 9888
OOO
9222 2555 /
1800 622 258
F33-06 Part 2
Emergency Management Plan
TRANSPORT MANAGEMENT
Resources that are accessible in an emergency situation are facilities party to
Memorandum of understanding Appendix 1
Aged Care facilities:

Appendix 1 memorandum of understanding
Other support organizations
Harry Hunter Centre Manager
9398 2077
Salvation Army Emergency Services
9480 9292
Divisional Headquarters
9260 9500
Local Councils:
City of Gosnells
City of Armadale
City of Canning
9391 3222
9399 0111
9231 0606
St John’s Ambulance:
Whilst St John’s Ambulance has around 48 vehicles on the road at any one time. There are
an additional 30-40 vehicles that would be suitable for use in emergencies.
These vehicles would need to be called into emergency situation by the Hazard
Management Agency (HMA) who is in control of the incident. It is possible for non St John’s
Ambulance personnel to drive ambulances, provided there is one St John’s staff member on
board.
Easy Access – Perth (Multi Purpose Taxi’s)
They would send a message to all vehicle owners seeking their assistance. There are
approximately 140 vehicles available.
Emergency Contact:
9422 2240
24 hours per day x 7 days per week
Coordinating the arrival and departure of transport is to be undertaken, to ensure safe
entry and exit from the site.
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COMMUNICATION MANAGEMENT
TELEPHONES
During an Emergency if our normal telephone system is not working, back-up telephones
available are: Managers 3 G phone
SEAFORTH GARDENS HOSTEL:
Blue Phone: (Brown corridor between A & B wing )
Mobile Phones:
(08) 9490 1738
See staff contact list F33-04
The management team all have mobile phones and they are to ensure they are fully
charged daily.
EMERGENCY ELECTRICAL SUPPLY FOR FACILITIES
SEAFORTH GARDENS HOSTEL:

If a power failure occurs, the generator will be automatically activated, and then
contact the Maintenance / Grounds Supervisor (office and after hours), to ensure
manual plugging in of all essential power sources (See Business Continuity Plan for
details).

Emergency power will only service some lights and power outlets such as:
 Lighting: Minimal passage way lights only.
 Oxygen: Resident using continuous oxygen will need to have an oxygen
cylinder made available.
SEAFORTH GARDENS CHAPEL:

If a power failure occurs, the generator will be automatically activated, and then
contact the Maintenance / Grounds Supervisor (office and after hours), to ensure
manual plugging in of all essential power sources (See Business Continuity Plan for
details).
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