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Disaster Medical Services Division — Finance Section Checklist
FINANCE SECTION CHIEF CHECKLIST
PRIMARY: Health Services Agency Director of Accounting and Finance
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: DOC Director
SUPERVISE: Time Unit Leader; Cost Unit Leader; Claims Unit Leader
WORK STATION: Finance Section
RESPONSIBILITIES: Provide advice and support to Department Operations Center Director regarding financial issues; insure that adequate records are maintained to support requests for state and federal assistance; track time worked by all emergency personnel involved in the incident; provide cost analysis and projections.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be communication with the County Emergency Operations Center (EOC) if the demands on this Section can not be met with the resources available at the Health Services DOC level. It may be necessary to update the County EOC as tasks are completed and/or information accumulates. Some activities are one-time actions while others are ongoing or repetitive for the duration of an incident.
| ACTION CHECKLIST | ASSIGNED TO | (X) |
|---|---|---|
| Receive appointment from DOC Director. | ||
| Identify yourself as the Finance Section Chief. | ||
| Obtain Finance Section container. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the incident from the DOC Director. | ||
| Obtain initial instructions concerning work activities and priorities. | ||
| Establish sub-units as required (Cost Unit, Time Unit, Claims Unit). | ||
| Establish contact with County EOC Finance Section. | ||
| Based on severity of the incident and guidance on initial work activities, determine Finance Section personnel requirements. For extended operations, consideration should be given to relief personnel. Shifts should not exceed 12 hour periods. Establish personnel schedule and rosters. | ||
| Notify the Human Resources Unit in Logistics of Section Units activated including names and locations of all assigned personnel. | ||
| Report special incidents and provide information as requested to the Emergency Medical Services Unit Leader and the Situation Status Unit Leader in the Planning Section. | ||
| Obtain input from the various units to determine projected cost of supplies and materials to support the incident. | ||
| Collect cost data, complete cost effectiveness analysis and determine cost estimates and make recommendations for cost savings. | ||
| Insure that Time Unit maintains records of all personnel time worked at the incident which includes all volunteers that may or may not be previously registered as Disaster Service Workers. | ||
| Insure that Claims Unit manages all legal claims for compensation filed against the Health Services Agency. | ||
| Establish turnover procedures and conduct shift change briefs at the end of each shift. | ||
| Assist in the initial development and the daily review of an INCIDENT ACTION PLAN. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the FINANCE SECTION documentation. Prepare a consolidated FINANCE SECTION AFTER ACTION REPORT to the DOC Director. The AFTER ACTION REPORT should include a brief overview of support provided during the operation and recommendations to improve operations in the following format:
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TIME UNIT LEADER CHECKLIST
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Finance Section Chief
WORK STATION: Finance Section
RESPONSIBILITIES: The Time Unit maintain records of all personnel time worked at the incident which includes all volunteers that may or may not be previously registered as Disaster Service Workers.
* Note: The checklist below should be considered as a minimum requirement for this position. Some activities are one-time actions while others are ongoing or repetitive for the duration of an incident.
| ACTION CHECKLIST | ASSIGNED TO | (X) |
|---|---|---|
| Receive appointment from Finance Section Chief. | ||
| Identify yourself as the Time Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing from Finance Section Chief. | ||
| Determine incident requirements for time recording function. | ||
| Establish contact with appropriate agency personnel and/or representatives. | ||
| Insure that daily personnel time recording documents are prepared and compliance to time policy is met. | ||
| Submit cost estimate data forms to Cost Unit as required. | ||
| Provide for records security. | ||
| Insure that all records are current or complete prior to demobilization. | ||
| Time reports from assisting agencies should be released to the respective agency representatives prior to demobilization. | ||
| Brief Finance Section Chief on current problems, recommendations, outstanding issues, and follow-up requirements. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the TIME UNIT documentation. Prepare a consolidated TIME UNIT AFTER ACTION REPORT to the Finance Section Chief. The AFTER ACTION REPORT should include a brief overview of support provided during the operation and recommendations to improve operations in the following format:
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COST UNIT LEADER CHECKLIST
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Finance Section Chief
WORK STATION: Finance Section
RESPONSIBILITIES: The Cost Unit leader is responsible for collecting all cost data, performing cost effectiveness analyses, providing cost estimates, and cost saving recommendations for the incident.
* Note: The checklist below should be considered as a minimum requirement for this position. Some activities are one-time actions while others are ongoing or repetitive for the duration of an incident.
| ACTION CHECKLIST | ASSIGNED TO | (X) |
|---|---|---|
| Receive appointment from Finance Section Chief. | ||
| Identify yourself as the Cost Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing from Finance Section Chief. | ||
| Coordinate with County Emergency Operations Center (EOC) Finance Branch on cost reporting procedures. | ||
| Obtain and record all cost data. | ||
| Prepare incident cost summaries. | ||
| Prepare resources - use cost estimates for planning. | ||
| Make recommendations for cost savings to Finance Section Chief. | ||
| Maintain cumulative incident cost records. | ||
| Insure that all cost documents are accurately prepared. | ||
| Complete all records prior to demobilization. | ||
| Provide for records security. | ||
| Brief Logistics Section Chief on current problems, recommendations, outstanding issues, and follow-up requirements. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the COST UNIT documentation. Prepare a consolidated COST UNIT AFTER ACTION REPORT to the Finance Section Chief. The AFTER ACTION REPORT should include a brief overview of support provided during the operation and recommendations to improve operations in the following format:
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CLAIMS UNIT LEADER
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Finance Section Chief
WORK STATION: Finance Section
RESPONSIBILITIES: The Claims Unit manages all legal claims for compensation filed against the Health services Agency. It advises the Department Operations Center Director in areas of claims for bodily injury and property damage compensation presented to the Health Services Agency.
*Note: The checklist below should be considered as a minimum requirement for this position. Some activities are one-time actions while others are ongoing or repetitive for the duration of an incident.
| ACTION CHECKLIST | ASSIGNED TO | (X) |
|---|---|---|
| Receive appointment from Finance Section Chief. | ||
| Identify yourself as the Claims Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain briefing from Finance Section Chief. | ||
| Establish contact with incident safety officer and liaison officer or agency representatives if no liaison officer is assigned. | ||
| Determine the need for compensation for injury and claims specialists, order injury and claims specialists, and order personnel if needed. | ||
| Insure that compensation for injury and claims specialists have adequate work space and supplies. | ||
| Brief claims specialists on incident activity. | ||
| Coordinate with Logistics Supply Unit on procedures for handling claims. | ||
| Periodically review all logs and forms produced by compensation/claims specialists to insure:
Work is complete. Entries are accurate and timely. Work is in compliance with agency requirements and policies. |
||
| Keep Finance Section Chief briefed on unit status and activity. | ||
| Obtain Demobilization Plan from Planning Section Chief, and insure that compensation for injury and claims specialists are adequately briefed on Demobilization Plan. | ||
| Insure that all compensation for injury and claims logs and forms are up-to-date, and routed to the proper agency for post-incident processing prior to demobilization. | ||
| Demobilize unit in accordance with Demobilization Plan. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the SERVICES UNIT documentation. Prepare a consolidated SERVICES UNIT AFTER ACTION REPORT to the Finance Section Chief. The AFTER ACTION REPORT should include a brief overview of support provided during the operation and recommendations to improve operations in the following format:
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