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Disaster Medical Services Division — PLANNING SECTION CHECKLIST
PLANNING SECTION CHIEF
PRIMARY: Health Services Agency Management Analyst
ASSIGNED TO:
REPORT TO: DOC Director
SUPERVISE: Situation/Status Unit Leader; Documentation Unit Leader; Emergency Medical Services Unit Leader; Message Unit; Resource Status Unit Leader; Action Plan Unit Leader
WORK STATION: Planning Section
RESPONSIBILITIES: The Planning Section Chief, a member of the DOC Command Staff, is responsible for the collection, evaluation, dissemination, and use of information regarding the development of the incident and status of resources. Information is needed to 1) understand the current situation, 2) predict probable course of incident events, and 3) prepare alternative strategies and control operations for the incident. This position may have an assistant, if necessary.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be communication with the Area EOC if the demands on this Section can not be met with the resources available at the HS DOC level. It may be necessary to update the Area 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 Planning Section Chief. | ||
| Obtain Planning Section container. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the incident from the DOC Director. | ||
| Based on severity of emergency, and guidance on initial work activities, determine Planning 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. | ||
| Activate, and direct Planning Section Units and ensure Unit logs are maintained. | ||
| Direct Situation Status Unit Leader to initiate collection and display of significant disaster events, to include updates from the County EOC. | ||
| Direct Resource Status Unit Leader to initiate collection and display of field elements assigned and available for assignment to the Operations Section. | ||
| Direct Documentation Unit Leader to initiate collection of disaster information and to activate the DOC Message Center. | ||
| Direct Situation/Status Unit Leader and Resource Status Unit Leader to prepare a briefing on the disaster, resources applied and resources available, or en route for application. | ||
| Ensure that EMS Unit Leader is notified of all special incidents. | ||
| Ensure that situation maps and related charts are available and posted with current information. | ||
| Assess the impact of the emergency on the Health Services Agency including the initial assessment by the County Emergency Operations Center (EOC). | ||
| Supervise and provide input in preparation of incident action plan. | ||
| Assemble information on alternative strategies. | ||
| Identify need for use of special resources. | ||
| Perform operational planning for planning section. | ||
| Provide periodic predictions on incident potential. | ||
| Advise Planning Section staff of any significant changes in incident status. | ||
| Advise Command Staff of any significant changes in incident status. | ||
| Ensure that normal agency information collection and reporting requirements are being met. | ||
| Establish special information collection activities as necessary, e.g., weather, environmental, toxics, etc. | ||
| Oversee preparation of an incident demobilization plan. | ||
| Prepare recommendations for release of resources (to be submitted to DOC Director). | ||
| Establish information requirements and reporting schedules for all ICS organizational elements for use in preparing the INCIDENT ACTION PLAN. | ||
| Prepare summary situation reports of the emergency for distribution at least every eight hours. | ||
| Provide updates to DOC Director, as appropriate. | ||
| Establish turnover procedures and conduct shift change briefs at the end of each shift. | ||
| Maintain record of all personnel participating in the Planning Section and their hours on duty. Submit records to Human Resources Officer and Cost Unit Leader. | ||
| Submit documentation to Documentation Unit. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the PLANNING SECTION documentation. Prepare a consolidated PLANNING 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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SITUATION STATUS (SitStat) UNIT LEADER CHECKLIST
PRIMARY: Deputy Director of Public Health
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Planning Section Chief
WORK STATION: Planning Section
RESPONSIBILITIES: Responsible to the Planning Section Chief for the collection, organization, display, evaluation, and analysis of incident status events. SitStat is responsible for coordination with other Units of the Section, and at the direction of the Section Chief, coordinates with other Sections and Liaison Representatives in development of Situation Reports. SitStat assists in the development of strategy planning and participation in briefing presentations. This position may require an assistant(s), if appropriate.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. It may be necessary to update the Area 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 Planning Section Chief. | ||
| Identify yourself as the Situation/Status Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the incident from the Planning Section Chief. | ||
| Prepare and maintain the DOC status boards. | ||
| Establish contact with planning Section at the County EOC and obtain current SitStat information, including location(s) of incidents related to the disaster. | ||
| Determine numbers, sizes, types, & locations of displays required. | ||
| Establish color/number coding, develop & display map legends. | ||
| Work with Command and the Logistics and Operations Sections to determine what type of information is significant for display and establish priorities (densely populated areas, critical services, sites, roads, barriers, etc.). | ||
| Assign Display Processor(s) as scribe and map maintenance. | ||
| Ensure all required support items for displays are acquired (flip charts, maps, etc.). | ||
| Direct collection, organization, and status board display of disaster events (e.g., road closures, buildings with damage or injuries, evacuations, fires, etc.). | ||
| Ensure "human" communications pathways within the elements of the Planning Section are initiated and maintained. | ||
| Ensure "human" communications pathways with information sources in other Sections are initiated, particularly the Operations Staff, and direct and maintain individual logs. | ||
| Provide for an authentication process in case of conflicting status reports on events. | ||
| Prepare and present an overview Situation Report, an evaluation of the disaster situation, and predictions on the course of the disaster event(s) before each planning meeting or upon request of the Planning Section Chief. | ||
| Assist in strategy planning based on the evaluation of the disaster situation and predictions of the probable course of the event(s). | ||
| Develop and maintain a log of information sources reporting significant events for display. | ||
| Identify and develop procedures for coordination of the narrative transmittal of information on posted events/situations to the Documentation and Resource Status Unit Leaders. | ||
| Develop map display and charts in accordance with established time lines for briefing, and visual briefing requirement at other locations. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the SITUATION/STATUS UNIT documentation. Prepare a consolidated SITUATION/STATUS UNIT AFTER ACTION REPORT to the Planning 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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DOCUMENTATION UNIT LEADER CHECKLIST
PRIMARY: Health Services Agency Medical Librarian
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Planning Section Chief
WORK STATION: Planning Section
RESPONSIBILITIES: Maintain and file a copy of all DOC messages; file, maintain and store all documents relating to the emergency; maintain the official history of the emergency; assist in preparation of situation summaries and damage assessment reports; provide duplication services as required. This position may have an assistant, if necessary.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. It may be necessary to update the Area 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 Planning Section Chief. | ||
| Identify yourself as the Documentation Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the incident from the Planning Section Chief. | ||
| Establish files relating to the incident. | ||
| Check the accuracy and completeness of records submitted for file. | ||
| Maintain a file on all DOC messages. | ||
| Establish duplication services and provide as required (duplicate official forms, etc.), if possible. | ||
| Correct any errors by checking with the appropriate DOC personnel. | ||
| File, store and maintain files for legal, analytical and historical purposes. | ||
| Coordinate with the units of the Planning Section. | ||
| Maintain record of all personnel participating in DOC and their hours on duty. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the DOCUMENTATION UNIT documentation. Prepare a consolidated DOCUMENTATION UNIT AFTER ACTION REPORT to the Planning 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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EMERGENCY MEDICAL SERVICES UNIT LEADER
PRIMARY: EMS Assistant Administrator
ASSIGNED TO:
ALTERNATE: EMS Program SpecialisT
EMS Medical Director
REPORT TO: Planning Section Chief
WORK STATION: Planning Section
RESPONSIBILITIES: To monitor the status and needs of specified health care facilities in San Mateo County. Monitor status and needs of Casualty Collection Points. Plan for extended medical care needs related to specified facilities. Provide information and support as requested by the Operational Area Disaster Medical Health Coordinator (OADMHC) at the County Emergency Operations Center (EOC) and Planning Section Chief.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. It may be necessary to update the Area 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 Planning Section Chief. | ||
| Identify yourself as the Emergency Medical Services Unit Leader. | ||
| Read the entire checklist. | ||
| Obtain a briefing on the extent of the incident from the Planning Section Chief. | ||
| Provide information and status reports from the Section Chiefs to OADMHC as needed. Set schedule for reports, if appropriate. | ||
| Contact EMS representative at County Emergency Command Center (ECC) for latest hospital status. | ||
| Obtain status and needs of hospitals in County (see paperwork, attached). Gather this information every 4 hours, then as needed. | ||
| Identify location(s) of major injury sources. | ||
| Monitor Casualty Collection Point (CCP) Status: location, needs, supplies, etc. | ||
| Obtain status report of Skilled Nursing Facilities (SNFs) from the Aging & Adult Services (AAS) Unit Leader in the Operations Section. | ||
| Work with AAS Unit Leader to monitor status of other facilities in County - SNFs, extended care facilities. (List attached) | ||
| Obtain list of those facilities reporting major damage or evacuation from Facilities Unit in the Logistics Section. | ||
| Report changes and plans to Planning Section Chief | ||
| Coordinate with the units of the Planning Section | ||
| Monitor on-going status of EMS Staff. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the EMS UNIT documentation. Prepare a consolidated EMS UNIT AFTER ACTION REPORT to the Planning 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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MESSAGE UNIT Leader
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Planning Section Chief
SUPERVISE: Message Coordination Personnel
WORK STATION: Planning Section
RESPONSIBILITIES: The message coordinator's role is to receive, and distribute, follow up on messages arriving at, as well as being generated by, the HS Department Operating Center. It may be necessary for this position to have an assistant (a "runner").
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. 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 Planning Section Chief. | ||
| Identify yourself as the Message Coordinator. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the incident from the Planning Section Chief. | ||
| Establish contact with radio amateurs working in DOC. | ||
| Carefully review the Message Control Procedures and prepare for extended operations. Ensure that all messages are legible (all copies) and complete. | ||
| Prepare and distribute DOC Director=>s orders. | ||
| Familiarize message runners with DOC organization, layout, and functions. | ||
| Assign Message and Incident Numbers, log and distribute all incoming messages. | ||
| Assign Message and Incident Numbers, log and distribute all outgoing messages. | ||
| Report any problems to the Planning Chief. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the MESSAGE UNIT documentation. Prepare a consolidated MESSAGE UNIT AFTER ACTION REPORT to the Planning 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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RESOURCE STATUS UNIT LEADER CHECKLIST
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Planning Section Chief
WORK STATION: Planning Section
RESPONSIBILITIES: The preparation and maintenance of displays, charts and lists which reflect the current status and location of controlled resources, field assessment teams, transportation and support vehicles. The establishment of a check-in system for resources at assembly areas and/or staging areas. The preparation, and processing of resource status change information. Assist the Situation Status and Document Unit Leaders in strategy planning and briefing presentations.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. 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 Planning Section Chief. | ||
| Identify yourself as the Resource Status Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the emergency from the Planning Section Chief. | ||
| Direct collection, organization, and display status of incident resources to include allocation, deployment and staging areas. | ||
| Establish and maintain contact with Logistics. | ||
| Work with San Mateo County General Hospital=>s (SMCGH) Logistics Section to coordinate resource activities on the Health Services/SMCGH campus. | ||
| Work with County Emergency Operations Center (EOC) Logistics Section to coordinate resource activities off site. | ||
| Obtain necessary equipment and supplies (status board, marking pens, etc.). | ||
| Establish a check-in procedure of resources at specified incident locations; coordinate with County EOC Logistics if appropriate. | ||
| Maintain master list of all resources checked in at the incident. | ||
| Provide for an authentication system in case of conflicting status reports on resources. | ||
| Provide a resources overview, and summary information to the Situation Status Unit as requested and written status reports on resource allocation as directed by the Planning Section Chief. | ||
| Assist in strategic planning based on the evaluation of the resource allocations, resources en route, and projected resource shortfalls. | ||
| Ensure that available resources are not overlooked by the Operations Staff. | ||
| Make recommendations to Planning Chief of resources that are not employed or should be de-activated. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the RESOURCE STATUS UNIT documentation. Prepare a consolidated RESOURCE STATUS UNIT AFTER ACTION REPORT to the Planning 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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ACTION PLAN UNIT LEADER CHECKLIST
PRIMARY: As Assigned
ASSIGNED TO:
ALTERNATE: As Assigned
REPORT TO: Planning Section Chief
WORK STATION: Planning Section
RESPONSIBILITIES: The Action Plan Unit Leader is responsible for the coordination of, and staff support for, the development of incident Action Plans. Action Plans set goals and identify objectives, priorities, and assignments for the Health Services Department Operations Center (HS DOC) disaster response which are to be completed or addressed within specified time frames. These plans will also be developed for each Section. Action Plans are developed throughout the DOC activation period.
* Note: The checklist below should be considered as a minimum requirement for this position. It is assumed that there will be on-going communication with the Area EOC Medical/Health Branch. It may be necessary to update the Area 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 Planning Section Chief. | ||
| Identify yourself as the Action Plan Unit Leader. | ||
| Read this entire checklist. | ||
| Put on position identification vest. | ||
| Obtain a briefing on the extent of the emergency from the Planning Section Chief. | ||
| Work with Planning Section Chief to develop a schedule for Action Planning meetings. Notify Command and Section Chiefs of schedule. | ||
| Prepare a written DOC Action Plan with input from Command and Section Chiefs for next 12, 36, and 72 hours, then as needed. | ||
| Obtain final approval on DOC Action Plans from the DOC Director. | ||
| Assist with Action Plan development for Sections, if necessary. | ||
| Provide Documentation Unit Leader with copy of DOC Action Plan. | ||
| Provide Situation/Status Unit Leader with copy of DOC Action Plan. | ||
| Maintain Unit Log. | ||
Prior to the end of the operation collect the ACTION PLAN UNIT documentation. Prepare a consolidated ACTION PLAN UNIT AFTER ACTION REPORT to the Planning 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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