Deployment Policy and Procedures Just In Time Training for New Mexico MRC Serves Volunteers Overview Objectives of the NM MRC Serves Database Outline deployment procedures before, during and after incident or event Deployments protocols for emergency events vs. non emergency events Pre-deployment considerations Responding to an emergency in state vs. out of state Legal protections Volunteer and resource tracking Helpful hints Packing for deployment 2 Objectives of NM MRC Serves Database Ensure an adequate and competent volunteer force of healthcare professionals and lay volunteers Enable efficient and effective public health emergency operations Allow sharing of healthcare professionals and lay volunteers across state lines Provide guidance on the legal protections that are available to volunteer healthcare professionals and lay volunteers who serve through the registry Establish clear protections for health professionals and lay volunteers Deployment Protocols for NonEmergency Events Requests for volunteers made directly to the State ESAR-VHP Coordinator or MRC State Coordinator Deployment information gathered Volunteers Identified and information disseminated Volunteers processed and tracked Registered volunteers support: Community Events and Public Health Events Exercises Immunization Clinics Volunteers demobilized Deployment Protocols for Emergency Events and Disasters Official requests for volunteers are directed through the State EOC or On-Duty Department of Health EOCRepresentative (EOC-R) to State EOC EOC-R notifies the NM MRC Serves Registry Liaison (NRL) (Also known as the State ESAR-VHP Coordinator) Requests can come from local/county/state emergency managers, non-profit organizations and NM DOC Secretary of Health Emergency Medical Assistance Compact (EMAC) provides form and structure for interstate mutual aid, such as volunteers Deployment Protocols for Emergency Events and Disasters NRL queries database for the specific type of volunteer being requested Profession Professional License Geographic Location Contacts potential volunteers Unaffiliated Volunteers Affiliated Volunteers – 6 hour lag time – American Red Cross – NM Disaster Medical Assistance Team (DMAT) – Community Emergency Response Team (CERT) Deployment Protocols for Emergency Events and Disasters Notification message sent to volunteers via email from NM MRC Serves or via telephone Volunteers respond to the request within 12 hours Within 24 hours, NRL provides requestor with a verified list of volunteers for deployment Communication is made with onsite volunteer coordinator Detailed deployment information is passed along to activated volunteers Volunteers status is tracked and updated Volunteers demobilized NM MRC Serves Pre-Deployment Considerations Transportation to the deployment location (and return) will be the responsibility of each registered volunteer Lodging - Hotel accommodations cannot be guaranteed; be prepared to stay in shelter conditions Meals - At some locations, meals will be provided. At other locations, meals will be on your own Operational Hours - Work in 12 hour rotations with breaks every two (2) hours and one (1) hour for lunch, for a term of not more than 30 days Reimbursement – Volunteers must be prepared to pay out of pocket for living expenses, including housing, food and transportation. Reimbursement is not guaranteed. Personal Considerations and Pre-Planning Children and/or adult dependents Work schedule Pets Bills – utilities or rent Prescription medications Health conditions – diabetes, mobility concerns or asthma Allergies – food, medications or insects Psychological condition Special dietary requirements Responding to an Emergency Activation in State NM MRC Serves volunteers will be notified by NMRC Serves via email or via the City Watch/Health Alert Network (HAN) Notification will include all pertinent information such as: Nature of the emergency Sleeping, eating and travel arrangements Expectations of the length of deployment and hours of operation Volunteers will be provided with an NM MRC Serves deployment packet Responding to an Emergency Activation in State Upon arrival at the designated staging area: Present deployment papers and NM MRC Serves badge to the onsite volunteer coordinator (Only volunteers holding an NM MRC Serves badge or that are able to show proof of deployment will be allowed on the site) Receive an ID badge (if volunteer is without one) Log/check in and fill out all necessary paper work Receive additional deployment papers and briefing Receive assignment to a position and work location Responding to an Emergency Activation in State Sign in and out each day and during any break Keep track of hours worked on the required form Attend briefings and debriefings Do not leave the immediate area without notifying the onsite volunteer coordinator Remain in the vicinity of the deployment site at all times Brief replacement volunteers on pertinent information Demobilize Log out Complete volunteer feedback form Return assigned equipment (if applicable) Responding to an Emergency Activation Out of State Same protocols for in and out of state deployments except official request will flow through the EMAC system or federal deployment protocols Requesting resources is made at the discretion of the impacted state Responding to a request for assistance is at the discretion of non-impacted states Emergency Management Assistance Compact Governor of impacted state declares a state of emergency Impacted state assesses resource needs and identifies shortfalls for which assistance will be requested EMAC is activated State Emergency Management personnel (EMAC ATeams & Authorized Representatives) help to find resources and determine cost and availability Requesting and Assisting States agree on estimated costs to perform mission Emergency Management Assistance Compact The states execute the EMAC Form REQ-A Resources are sent to the Requesting State from the Assisting State (i.e. mobilized and deployed) When mission is completed, resources return to home state (i.e. demobilized and redeployed) Deployed personnel provide receipts and records and work with home state to develop and review reimbursement package(s) Reimbursement package sent to Requesting State Requesting State reimburses Assisting State I’m Being Deployed Out of State? Now What? Regardless of your home state affiliation, when deployed under EMAC, you are sent by the state emergency management agency to the Requesting State (usually as an agent of the state). Upon arrival in the Requesting State you are functioning under that state’s operational command and control. Before you leave: You should be fully briefed on the mission you or your team are expected to perform and should receive a copy of the completely executed REQA. I’m Being Deployed Out of State? Now What? The REQ-A Identifies the point of arrival staging area, duty station, and point of contact Is evidence that you are on an official approved EMAC mission Identifies any special considerations (working location, living conditions, & safety concerns) Is your contract for services Legal Protections All NM MRC Serves volunteers requested by NMDOH, or another state governmental entity, to render volunteer services during a public health emergency are entitled to the liability protections of the New Mexico Tort Claim Act (TCA). Health care professionals licensed or otherwise permitted by law to provide health care services in New Mexico are covered for professional liability as a result of negligence. Legal Protections Non-licensed healthcare professionals or lay volunteers are entitled to immunity from tort liability (if not waived under the TCA) or to liability coverage (if immunity waived) for their negligence. NM MRC Serves volunteers are not employed by the NMDOH. All licensed healthcare professionals who are deployed by the NMDOH to provide volunteer services are covered for workers’ compensation benefits for volunteer services in the state. Onsite Volunteer Coordinator/MRC Unit Leader Responsibilities Manage volunteers Process incoming/outgoing volunteers Conduct/provide “Just-in-Time” training as necessary or required Assign volunteers to positions commensurate with their skills and training Maintain emergency/disaster volunteer records Administrative assistance as required Volunteer Tracking Deployed volunteers must be accounted for from initiation through demobilization Reporting protocols vary from “once a day” to “every 12 hours” The NRL will coordinate the required tracking mechanisms with the Onsite Volunteer Coordinator. Resource Tracking Systems Resource tracking system will be under the direction of the Unit Leader, Onsite Volunteer Manager or designee Types of Resource Status-Keeping Systems: Manual Recordkeeping on Forms - ICS forms used for resource tracking Card Systems - Several versions are available i.e. different-colored T-shaped cards for each kind of resources, filed in racks by current location Magnetic Symbols - Symbols prepared in different shapes, sizes, and colors placed on maps or boards Computer Systems - laptop computer with a simple file management or spreadsheet program Nonexpendable Resources Resources such as personnel and durable equipment Must be fully accounted for both during the incident and when they are returned to the providing organization Broken or lost items should be replaced by the organization with invoicing responsibility for the incident, or as defined in existing agreements Fixed-facility resources must be restored to their full functional capability in order to ensure readiness for the next mobilization Expendable Resources Resources such as water, food, and other one-time-use supplies Must be fully accounted for The incident management organization bears the costs of expendable resources, as authorized in financial agreements executed by preparedness organizations Resources All resources used to respond to an event or an incident that do not belong to MRC volunteers, i.e. radios, hard hats, medical supplies, etc., must be returned immediately following an event or incident. The final disposition of all resources will be directed by the Unit Leader or the Onsite Volunteer Manager. Resources will then be rehabilitated, replenished, disposed of, and/or retrograded by the providing organization. Demobilization Volunteer demobilization protocols will be communicated by the onsite volunteer coordinator or designated representative. The MRC State Coordinator or the NRL will coordinate with the onsite volunteer coordinator to determine when NM MRC Serves volunteers should be deactivated. Next, the MRC State Coordinator or the NRL will: Contact the volunteer to assure safe return to their home base Provide the volunteer with a feedback form Ensure the volunteers service is recorded Helpful Hints Pack all of your clothing in 1 or 2 gallon Ziploc bags before putting into your suitcases. Line your entire luggage with plastic trash bags to protect clothes and other content against moisture and possible mold. Meals Ready to Eat (MRE’s) are available at most camping stores. If you are transporting your own food, make sure it’s easily transportable and doesn’t need cooking or refrigeration. Helpful Hints The basic rule is “2-3-4”, 2 bags, 3 days of food and 4 quarts of water If flying, contact the airline for most up-to-date flight times and rules for carry on personal luggage. As a general rule, two bags/suitcases - a large one for transportation which will possibly not be available during transit, and the smaller “ready bag” to contain items needed during the transport Necessary Paperwork for Deployment Deployment Papers Driver’s License/Picture ID NM MRC Serves Badge Vaccination Records Professional License Time Cards Clothing for Deployment Long trousers (2 pairs) Shorts Long sleeved shirts (2) Short sleeved shirts (3-5) Work boots (steel toe recommended) Canvas shoes (comfortable) Large bandana Underwear (3) Socks (3) Personal Gear for Deployment Razor/blades Handiwipes Shaving cream Bar soap/container Toilet paper Toothpaste/brush Deodorant Personal Hygiene Shampoo Comb/brush Hand lotion Lip Balm Insect repellent with 35% Sunscreen DEET Foot care (alcohol, powder, moleskin) Medications Detergent (cloths) Flip-flops Bathing suit (just in case) Towel Cooking and Food for Deployment Mess Kit (plate, cup, and bowl) Knife, spoon, and fork set Enough easy-to-carry food for 48 hrs, such as beef jerky, granola bars, and trail mix (non-perishable items) Water purification tablets 1 – qt canteens (3) Sleeping Gear for Deployment Sleeping bag (+15˚) Ground Cloth Sleeping bag liner for cold weather Miscellaneous Items for Deployment Head lamp (second flash light) Extra bulb/batteries Waterproof matches/fire starters (no butane) Hard hat Goggles Face mask/dust mask Tape, safety pins, sewing kit Pocket knife Ready/Carry Go Bag for Deployment Items that will provide you comfort during transport and potentially up to the first 24 hours. Clothes Sun hat (baseball cap) Jacket with hood Rain coat and rain pants Leather work gloves Food High nutrition snacks Enough non-perishable food for 24 hrs. 1 qt. water Ready/Carry Go Bag for Deployment Cash, travelers checks and/or credit cards Personal medical equipment (if applicable) Flashlight/batteries Sunglasses/glasses/contacts Books/reading material Necessary medications Necessary hygiene items Camera Inflatable pillow Hearing protection Trash bags Questions?