Code Yellow: Cyclone Preparedness and Response Procedure - All Hospital Sites WACHS Kimberley Version 5.00 - WA ...
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Code Yellow: Cyclone Preparedness and Response Procedure All Hospital Sites WACHS Kimberley Version 5.00 Healthier country communities through partnership and innovation
Effective: 19 March
Effective: 2021
< Insert Date >
Effective: XXX
Emergency Response Procedures
Approval
These emergency response procedures assign responsibilities, actions and procedures
that are implemented at Broome Regional Health Campus following the occurrence of an
emergency.
These procedures have been formally endorsed by the Kimberley’s Emergency
Management Committee as the Emergency Response Procedure to be followed during an
emergency response at Kimberley Region Hospital sites.
Recommended
Kerry Wilcox, Emergency
Management Planning
WACHS Kimberley
26/02/2021
Dated
Endorsed
Scott Brawls, Emergency
Management Coordinator
Executive Sponsor
WACHS Kimberley
26/02/2021
Dated
Approved
Bec Smith, Regional Director
WACHS Kimberley
14/03/2021
Dated
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Date of Last Review: March 2021 Page 1 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Table of contents
1. Introduction ........................................................................................................4
2. Purpose...............................................................................................................4
3. Cyclone Information ..........................................................................................5
TABLE 1: Cyclone Categories ...........................................................................6
4. Tropical Cyclone Warning System...................................................................6
5. Department of Fire and Emergency Services - Alerts ....................................7
6. Emergency response.........................................................................................9
6.1 Classifying emergencies ...................................................................9
6.1.1 Continuous improvement .......................................................................9
6.2 Business Continuity Plan ................................................................10
7. Emergency Control Organisation...................................................................10
7.1 Emergency Response Coordinator.................................................10
7.2 Area Warden...................................................................................10
7.3 Emergency Response Team ..........................................................11
7.4 Communications Officer .................................................................11
7.5 Site-wide ECO structure .................................................................11
8. Documentation and equipment ......................................................................14
8.1 Emergency Control point ................................................................14
8.2 Area Warden Points........................................................................14
8.3 Action cards ....................................................................................14
8.4 Site Communications Log ...............................................................15
8.5 Equipment.......................................................................................15
8.5.1 Identification .........................................................................................15
8.5.2 Equipment checking and maintenance ................................................15
9. Communication................................................................................................15
9.1 Emergency Warning and Information System ................................15
9.2 Warden Intercommunication Point phones .....................................16
9.3 Digital Enhanced Cordless Telecommunications ...........................16
9.4 Two-way Radios .............................................................................16
9.5 Mobile telephones...........................................................................16
9.6 Satellite telephones ........................................................................16
9.7 Runners ..........................................................................................16
9.8 Situation reports..............................................................................16
10. Notification .......................................................................................................17
11. Meetings ...........................................................................................................17
12. Post incident activities ....................................................................................18
12.1 Reporting ........................................................................................18
12.2 Debriefing .......................................................................................18
13. Action Cards.....................................................................................................19
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Date of Last Review: March 2021 Page 2 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
REGIONAL HEALTH DISASTER COORDINATOR ........................................21
HOSPITAL INCIDENT COORDINATOR .........................................................24
DIRECTOR/COORDINATOR OF NURSING ..................................................28
REGIONAL MEDICAL DIRECTORG...............................................................31
SENIOR/DISTRICT MEDICAL DIRECTORG..................................................33
BUSINESS/ADMINISTRATION MANAGER....................................................35
MAINTENANCE MANAGER ...........................................................................38
SUPPORT SERVICES MANAGER .................................................................40
CLINICAL NURSE MANAGER/SHIFT COORDINATOR ................................42
ALLIED HEALTH MANAGER ..........................................................................44
SUPPLY MANAGER .......................................................................................45
SENIOR MEDICAL IMAGING TECHNOLOGIST ............................................47
PATHWEST.....................................................................................................49
MANAGER, KIMBERLEY MENTAL HEALTH AND DRUG SERVICE ............51
DIRECTOR, KIMBERLEY POPULATION HEALTH UNIT...............................54
MANAGER, KIMBERLEY AGED AND COMMUNITY SERVICES ..................57
ALL STAFF ......................................................................................................60
Appendices ...............................................................................................................62
Appendix A: Communications Log..................................................................62
Appendix B: Regional Executive Contact List.................................................63
Appendix C: Emergency Coordination Group List Contact Phone Numbers ..64
Appendix D: Other Regional and external provider contact numbers .............65
Appendix E: Regional Emergency Operations Centre Video Conferencing ...66
Appendix F: Code Yellow - facility system status report template ..................67
Code Yellow workarounds ...............................................................................73
This document can be made available in alternative formats
on request for a person with a disability
Contact: Emergency Management Coordinator
Directorate: Operations EDRMS Record # ED-CO-13-24127
Version: 5.00 Date Published: 19 March 2021
Copyright to this material is vested in the State of Western Australia unless otherwise indicated. Apart from
any fair dealing for the purposes of private study, research, criticism or review, as permitted under the
provisions of the Copyright Act 1968, no part may be reproduced or re-used for any purposes whatsoever
without written permission of the State of Western Australia.
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Date of Last Review: March 2021 Page 3 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
1. Introduction
This Emergency Response Procedures (ERP) outlines the assigned responsibilities,
actions and procedures to be undertaken at each Kimberley Hospital to respond to
and manage a potential or actual emergency affecting the facility. This plan is to be
used in conjunction with each Kimberley Hospital ERP and Business Continuity Plan
(BCP).
The ERP forms the initial part of the emergency management suite of documents. It
covers the roles, responsibilities, actions, equipment and procedures required during
the emergency response phase, in line with the WACHS Emergency (Disaster)
Management Arrangements Policy.
A code yellow emergency refers to emergencies that impact the facility and may be
caused by infrastructure damage or other internal events that may adversely impact
service delivery and/or the safety of staff, patients and visitors. In context of cyclone
code yellow also covers emergencies that may originate external to a facility which
may also impact on service delivery. Examples include failure or disruption to
electricity, medical gases, water supply, information and communication technology
and incidents involving hazardous materials.
A cyclone has the potential to destroy environments and cause damage to buildings
within health service sites. See section 3 below for information regarding cyclones
and the broadcast of watch and warning information. Health services are essential
before, during and after a cyclone. This plan details actions which must be
undertaken by staff to ensure the safety of staff and patients, to protect buildings and
equipment as much as possible, and to ensure health services continue to be
provided for the community.
The purpose of this plan is to detail the roles, responsibilities, and actions to be taken
by staff, when a cyclone threatens health services across the Kimberley. The
‘Cyclone Preparedness and Response is a subset of Kimberley Code Yellow
response as an internal response in preparation for a potential and/or actual cyclone.
In the event of mass casualties during a cyclone event either directly as a result of
the cyclone or an unrelated event, a Code Brown response is to be activated. Code
Brown action cards are not included as part of this ERP. Please refer to the site’s
Code Brown Emergency Response Procedure.
The plan is to be reviewed and tested at the beginning of each cyclone season
(October each year) during a preparation meeting, which is to be followed by annual
staff training. The plan is to be further reviewed after each cyclone.
2. Purpose
On completion of training in this plan, staff will know their roles, responsibilities
and required actions in the event of a cyclone
Staff will be able to manage their responsibilities in the event of the threat of a
cyclone in a timely and safe manner
During a cyclone watch, warning and arrival, staff will be able to:
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Date of Last Review: March 2021 Page 4 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
quickly and accurately maintain communications
know and recognise the authority of the Emergency Coordination Committee
members and their relevant responsibilities
receive and accurately understand instructions relating to management of the
site during the cyclone watch, warning and arrival
act on instructions in a timely and safe manner
safely carry out their duties including assisting other staff, patients and visitors,
and managing the safety of records.
3. Cyclone Information
Tropical cyclones are low pressure systems that form over warm tropical waters and
have gale force winds (sustained winds of 62 kilometre per hour or greater and gusts
in excess of 90 kilometre per hour) near the centre. The gale force winds can extend
hundreds of kilometres from the cyclone centre (the “eye”). If the sustained winds
around the eye reach 118 kilometre per hour (gusts in excess of 165 kilometres per
hour), then the system is called a severe tropical cyclone.
These very destructive winds can cause extensive property damage and turn
airborne debris into potentially lethal missiles. It is important to remember that, during
the passage of the cyclone eye, there will be a temporary lull in the wind, but that this
will soon be replaced by destructive winds from another direction.
Heavy rainfall associated with the passage of a tropical cyclone can produce
extensive flooding. This can cause further damage and death by drowning. The
heavy rain can persist as the cyclone moves inland and decays, hence flooding due
to a decayed cyclone can occur a long way from the coast as the remains of a
cyclone move into central and southern parts of the continent.
Potentially, the most destructive phenomenon associated with tropical cyclones that
make landfall is the storm surge. Storm surge is a raised dome of water about 60 to
80 kilometres across and typically about two to five kilometres higher than the normal
tide level. If the surge occurs at the same time as a high tide then the area inundated
can be quite extensive, particularly along low-lying coastlines.
The severity of a tropical cyclone is described in terms of categories ranging from 1
to 5 related to the zone of maximum winds. An estimate of cyclone severity is
included in all tropical advices. Remember that the Warning Service is not designed
to give an exact statement of conditions at individual locations but will give a general
idea of the expected worst conditions. Using this severity scale, communities will be
able to assess the degree of cyclone threat and take appropriate action. Damage will
vary depending upon factors such as:
How far you are from the zone of maximum winds
How exposed the location is
Building standards
Vegetation type
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Date of Last Review: March 2021 Page 5 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Resultant flooding.
The category does not refer to the amount of flooding or storm tides. If a storm tide is
expected it will be mentioned separately in the cyclone warning.
TABLE 1: Cyclone Categories
Strongest gust
Category Kilometres per hour Typical Effects (Indicative Only)
(km/h)
Less than 125km/h Minimal house damage. Limited damage to
1 Tropical
some caravans, crops, and trees. Boats
Cyclone Gales may drag moorings.
Minor house damage. Significant damage to
2 Tropical 125 – 164km/h caravans, signs, and trees. Heavy damage
Cyclone Destructive winds to some crops. Risk of power failure. Small
boats may break moorings.
3 Severe
Tropical 165 – 224km/h
Cyclone Some roof and structural damage. Some
Very destructive caravans destroyed. Power failure likely.
(e.g. winds
Winifred)
4 Severe Significant roofing and structural damage.
225 – 279km/h
Tropical Many caravans destroyed and blown away.
Cyclone Very destructive Dangerous airborne debris. Widespread
winds power failures.
(e.g. Tracey)
5 Severe
More than 280km/h
Tropical Extremely dangerous with widespread
Cyclone Extremely destructive destruction.
winds
(e.g. Rosita)
4. Tropical Cyclone Warning System
Bureau of Meteorology:
The Bureau of Meteorology’s regional Tropical Cyclone Warning Centres in Perth,
Darwin and Brisbane issue Tropical Cyclone Advices whenever a tropical cyclone is
expected to cause winds in excess of 62 kilometres per hour (gale force). A Tropical
Cyclone Advice may be a Watch and/or a Warning, depending on when and where
the gales are expected to develop. Each advice for a particular cyclone will be
numbered sequentially, starting at number 1.
Each advice will contain information such as the area covered by a Cyclone Watch
and/or Cyclone Warning, cyclone name, intensity, latest observed location of the
cyclone centre, distance of the cyclone to significant locations, expected or recent
movement of the cyclone, range of destructive winds, maximum wind gusts, advisory
statements on actions to be taken to mitigate the effects of the cyclone, the issue
time for the next Advice.
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Date of Last Review: March 2021 Page 6 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
These warnings are broadcast on ABC Regional Radio and are issued at quarter
past the hour and, due to potential power outages, it is important to have a battery-
operated radio available.
A Tropical Cyclone Watch is issued for communities when the onset of gales in
expected within 48 hours, but not within 24 hours. Watch messages are updated
every six hours.
A Tropical Cyclone Warning is issued for communities when the onset of gales is
expected within 24 hours or are already occurring. Warning messages are updated
every three hours, or every hour when it comes close to a community.
Automated Tropical Cyclone Advice telephone messages are available by dialling:
Bureau of Meteorology, WA -1300 659 210
Dept. of Fire and Emergency Services WA - 1300 657 209 (Public Information
Line)
A Tropical Cyclone Information Bulletin is issued whenever a tropical cyclone exists
in Australian waters, but is not expected to cause winds in excess 62 kilometres per
hour overland in Australia within 48 hours. While a cyclone remains in Australian
waters, but not expected to cause land-based gales within 48 hours, Bulletins are
issued every six hours.
Additional information may be found on the Bureau of Meteorology website.
5. Department of Fire and Emergency Services - Alerts
Community Alerting System:
The Department of Fire and Emergency Services (formally The Fire and Emergency
Services Authority of WA) issues Community Alerts to keep people informed and
safe after the Bureau of Meteorology have issued a Tropical Cyclone Advice. The
alert level changes to reflect the increasing risk to your life and advises what you
need to do before, during and after a cyclone.
BLUE ALERT
Get ready for a cyclone – start preparing for cyclone weather
A Blue Alert is issued when a cyclone has formed and may affect an area within 24
hours.
All loose materials should be secured.
All buildings should be checked to make sure they are secure from wind or flood
damage.
Blue Alert procedures should commence.
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Date of Last Review: March 2021 Page 7 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
YELLOW ALERT
Take action and get ready to shelter from a cyclone – prepare for the arrival of a cyclone
A Yellow Alert is issued when a cyclone has formed and it appears that impact is
inevitable within 12 hours. (A Yellow Alert may be called without a preceding Blue
Alert).
All stage blue procedures should be completed
Yellow Alert procedures should commence
Detail shut down procedures and arrangements to secure buildings
Essential staff to be confirmed.
Non-essential staff to be identified for release at imminent Red Alert.
RED ALERT
Take shelter from the cyclone – you need to shelter immediately
A Red Alert is issued when CYCLONE IMPACT IS IMMINENT.
All non-essential personnel should be released and all actions completed prior
to Red Alert.
ALL CLEAR
The cyclone has passed, but take care – wind and storm surge dangers have passed but
you need to take care to avoid the dangers caused by damage
Authorities will announce the ALL CLEAR. If you need to go outside, be careful
because power lines could be down and there may be fallen trees, broken water and
sewage lines, loose roof sheeting and other material.
Additional information may be found on the Department of Fire and Emergency
Services website.
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Date of Last Review: March 2021 Page 8 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
6. Emergency response
The emergency response is the initial phase following the occurrence of an
emergency. The ERP is the document that addresses the actions to be undertaken
in the emergency response phase.
This ERP is facility-specific and covers:
immediate actions to be taken by the first responder; and
Follow-on actions (action cards) to be taken by members of the facility’s
Emergency Control Organisation (ECO).
Following the implementation of the ERP, the emergency may abate and resolve, or
transition into the incident management and/or business continuity phases.
6.1 Classifying emergencies
Emergencies in hospitals are categorised into colour codes, as set out in Australian
Standard (AS) 4083:2010 – Planning for emergencies – Health care facilities, and
AS 3745:2010 – Planning for emergencies in facilities.
As a minimum, one printed copy of these procedures should be available on site,
located at the Emergency Control Point (see section 3.1). Additional copies of these
procedures may be printed and stored on site where required.
6.1.1 Continuous improvement
The ERP should be regularly reviewed, tested and updated based on lessons
learned from actual emergencies or drills and exercises.
As per Clause 2.2 (d) of AS 3745:2010, the ERP is to be reviewed at least every five
years.
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Date of Last Review: March 2021 Page 9 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
6.2 Business Continuity Plan
The hospital site’s BCP documents the procedures and strategies to be enacted
when critical business activities and/or services are disrupted. The BCP aims to
restore disrupted services within acceptable pre-identified timeframes as part of the
business continuity response phase to an emergency.
Business Continuity is not to be confused with contingency arrangements that are
documented in the Code Yellow procedures. Code Yellow procedures deal with the
initial emergency response to an infrastructure failure or other internal emergency,
and the actions required to protect people and assets.
7. Emergency Control Organisation
Authority for managing the provision of essential health care services during a
cyclone watch, warning and arrival rests with the Regional Health Disaster
Coordinator overall and the Operations Manager, or their delegate, as the
Emergency Response Coordinator for their respective health service sites.
The ECO is a person or a group of trained persons that are responsible for directing
and controlling the implementation of the site’s ERPs.
The primary role of the ECO is to ensure the safety of the facility’s occupants and
protection of assets. Occupant safety always takes precedence over asset
protection.
7.1 Emergency Response Coordinator
The Emergency Response Coordinator (ERC) leads the ECO for the entire site. The
ERC has responsibility for commanding and coordinating the site’s emergency
response in order to control the emergency. The ERC is to convene the Emergency
Coordination Group when a Blue Alert is announced as required. This is dependent
on the advice and direction from REOC and the severity of the threat to the site. An
ERC is rostered for all hours of Kimberley Hospital site operation.
In the event of an emergency, the ERC has principal accountability of all patients,
staff and visitors within the facility, regardless of their organisational position or
tenancy arrangements. In complex emergencies, or incidents requiring ongoing
incident or business continuity management, the ERC escalates the management of
the emergency to the Hospital Incident Commander (HIC).
7.2 Area Warden
In each ward, department or area, an Area Warden is to be appointed during all
times of operation. In the event of an emergency, the Area Warden has immediate
responsibility of all staff within the designated area, regardless of their organisational
position or tenancy arrangements
The Area Warden is normally the ward’s shift coordinator, nominated delegate, or
otherwise senior person designated by the Site Service Manager or senior lead for
the site.
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Date of Last Review: March 2021 Page 10 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
7.3 Emergency Response Team
The Emergency Response Team (ERT) may be mobilised to respond to an
emergency. The ERT carries out front line actions for all emergencies except for
Code Blue, at the direction of the ERC.
The ERT is led by the ERT Leader.
The role of the ERT is to:
Attend the scene of a reported emergency within the facility grounds
Provide expert assistance where required
Prevent unauthorised people from entering the scene area
Liaise with emergency services personnel when they arrive
Assist staff to evacuate the area if the situation requires it.
7.4 Communications Officer
The Communications Officer may form part of the ECO to assist with clerical support
and record maintenance during an emergency response.
The Communications Officer is the single point of contact for any event affecting a
facility. In the event of an actual or potential incident, the Communications Officer is
responsible for:
a) Receiving the initial notification of an actual or potential incident
b) Notifying the ECO of any actual or potential incident
c) Assisting the ERC with clerical and record maintenance activities during an
emergency response.
7.5 Site-wide ECO structure
The following structure outlines the ECO governance structure for a site-wide
emergency response. Membership of the ECO includes:
Director/Coordinator of Nursing
Senior Medical Officer
Business Manager
Support Service Manager
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Date of Last Review: March 2021 Page 11 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Emergency
Response
Coordinator
(ERC)
Emergency
Communications
Response Team
Officer
Leader
Emergency
Response Area Warden Area Warden Area Warden
Team
(ERT)
Staff, patients and Staff, patients and Staff, patients and
visitors visitors visitors
The number of Area Wardens will depend on the size of the facility.
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Date of Last Review: March 2021 Page 12 of 75 Date Next Review: March 2026LINES OF COMMUNICATION FOR CYCLONE RESPONSE MANAGEMENT
Effective: < InsertXXX
Effective: Date >
Regional Medical
Director
Regional Health
Disaster
Manager Kimberley District Emergency
Mental Health and Coordinator
(Regional Director) Management Coordinator
Drug Service
(DEMC)
Allied Director Kimberley
Health Population Health Unit
Manager
Manager Kimberley
Aged and Community
Services
Local Emergency
Emergency Response Management Committee
Emergency Coordinator (LEMC)
Coordination (Operations Manager)
Organisation
Director / Senior Business / Maintenance Supply Senior Medical
Coordinator of Medical Administration Manager Manager Imaging
Nursing Officer Manager Technologist
Clinical Nurse Medical Support Services PathWest
(Senior Nurse Staff Manager
on Ward)
Administration
Clinical Nurse Manager
Manager/Ward
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Coordinator
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Date of Last Review: March 2021 Page 13 of 75 Date Next Review: March 20268. Documentation and equipment
8.1 Emergency Control point Effective: < InsertXXX
Date >
Effective:
In response to Cyclone alert, the Emergency Control Point is located in the
designated Local Emergency Operations Centre Room for each site. The
Emergency Control Point serves as the staging area for the ERC, Communications
Officer and the Emergency Response Team. The Emergency Control Point should
contain:
Ring bound, laminated action cards for the ERC, ERT, and Communications
Officer
Radios and charging points for the ERC, ERT and Communications Officer
Tabards for the ERC, ERT and Communications Officer. Tabards should be
consistent with requirements in section 3.5.1
Contact list for the wards/departments, DECT numbers, WIP phone numbers,
PSTN emergency phone numbers
Map detailing the fire compartments throughout the facility
A laminated table of each ward/department, their primary and secondary stage
two and three assembly areas
Chinagraph pencils or other suitable writing instrument
Contact details for emergency services
A hard copy of the Emergency Response Procedures.
8.2 Area Warden Points
Each area is to have an Area Warden Point. The point should be situated near a
Warden Intercommunication Point (WIP) phone and have an Area Warden Pack
contained with a box or document holder, ideally mounted and made of Perspex.
The Area Warden Pack should contain:
Ring bound, laminated action cards for the Area Warden and First Responder
Yellow Area Warden tabard with Area Warden clearly labelled front and back
Search map – a schematic of the respective area/fire compartment showing all
rooms, doors, and exits. This is used to conduct a search of an area during
some emergencies (eg: fire, bomb threat, evacuation)
Chinagraph pencils or other suitable writing instrument
The primary and secondary evacuation routes and assembly areas
Instructions on operating the Warden Intercommunication Point (WIP) phone
An “area evacuated” sign.
8.3 Action cards
Action cards have been developed for first responders and each member of the
ECO. When an emergency occurs, ECO members are to complete their respective
action cards.
Following the emergency, the ERC is responsible for collating the action cards and
sending them to the Communications Officer for collation, and the ERC for review.
The ERC is also responsible for ensuring new action cards are printed and replaced
in warden kits and muster points as soon as possible.
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Date of Last Review: March 2021 Page 14 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
8.4 Site Communications Log
The Communications Officer is to commence a communications log for following the
code announcement. The log should capture key decisions, communication details
between key stakeholders, and any other relevant communications as part of the
emergency response.
Once the emergency response is stood down, the ERC is to review the
communications log for accuracy before sending to the Operations Manager. Once
reviewed, the Health Service Manager is to attach the log to action card
documentation for that event and electronically save the record in the relevant
Emergency Management folder in Records Manager. A communication log template
is available in Appendix A.
8.5 Equipment
ECO members are issued with pieces of equipment to assist them in responding to
an emergency.
8.5.1 Identification
ECO members are required by clause 5.8 of AS 3745 to identify themselves to allow
for easy recognition. This site uses hats and vests.
The ECO positions should be identifiable by the following colours, with the position
clearly labelled front and back.
Position Colour of tabard
Emergency Response Coordinator White
Emergency Response Team Orange
Emergency Response Team Leader Orange
Communications Officer White
Area Warden Yellow
8.5.2 Equipment checking and maintenance
ECO members are responsible for checking their emergency equipment at the start
of each shift to ensure it is in working order.
Following the occurrence of an emergency, ECO members are responsible for
refurbishing their equipment in warden kits and muster points.
9. Communication
Once the Community Cyclone Alert Warning has been issued for a region; the
Regional Health Disaster Coordinator, or their delegate, is to file a report to through
WebEOC. Hospital Preparedness Reports are to be filed for each site in WebEOC.
A series of communication systems may be used during an emergency to
communicate with key stakeholders. This includes, but is not limited to:
9.1 Emergency Warning and Information System
The Emergency Warning and Information System (EWIS) can notify building
occupants of emergencies through the use of a series of audible tones. This includes
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Date of Last Review: March 2021 Page 15 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
an alert tone (BEEP… BEEP…) and an evacuation tone (WHOOP… WHOOP…). A
Public Address (PA) system can also be used to allow the ERC or the emergency
services to communicate to the entire facility or selected areas.
The EWIS can be operated from the Fire Indicator Panel(s), located at:
The Emergency Department waiting room.
The EWIS is only be operated by DFES or the ERC who has been trained in its
operation.
9.2 Warden Intercommunication Point phones
WIP phones are linked to the EWIS and allow the ERC or emergency services to
directly communicate with Area Wardens for respective areas. Each department /
ward should have one or more WIP phones located within their vicinity.
9.3 Digital Enhanced Cordless Telecommunications
This facility used Digital Enhanced Cordless Telecommunications (DECT) as part of
its internal communication system. A number of paging groups have been set up to
provide notification messages to predetermined handsets.
9.4 Two-way Radios
This facility used Ultra High Frequency (UHF) two-way radios to communicate
between key emergency responders during an emergency
These radios are checked by the Maintenance Manager on a monthly basis. Spare
batteries are located at the Fire Indicator Panel, the Resource Room and the
Executive Conference Room.
9.5 Mobile telephones
Mobile telephones are a critical communication platform, and may be used to notify
stakeholders on or off site.
9.6 Satellite telephones
Satellite telephones (sat phones) may serve as a primary notification method in some
remote sites or as redundancy when other communication platforms are unavailable.
9.7 Runners
Runners are staff members who may be co-opted to relay key pieces of information
or instructions. Runners may be used when conventional communication platforms
become overwhelmed or unavailable.
9.8 Situation reports
A situation report (SITREP) is a short verbal summary of the current situation that
can be used to inform decision making and actions required and should be recorded
as part of the documentation of events. A SITREP may be simply “all ok” or more
detailed about the nature of the emergency and its current or anticipated impact. A
SITREP should contain the below fields:
Current situation (what has happened, where did it occur, what time)
What actions have been undertaken (what has been done)
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Date of Last Review: March 2021 Page 16 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
What actions still need to be completed (what needs to be done)
Any other issues (anything of interest or noteworthy).
10. Notification
During a Cyclone alert period WebEOC will be activated by WACHS EOC for use
for reporting throughout the event.
When the Emergency Response Coordinators have been informed of the
community alert status (Blue Alert, Yellow Alert, Red Alert, All Clear) the state of the
alert is to be announced to staff at each site in the following ways:
Ensure announcements are made over the public address system (where
available):
Code Yellow, Code Yellow, Cyclone Alert. This < insert name of relevant Site >
Health Service is on < insert colour > Alert
AND/OR
The same message may be sent to all pagers.
When the colour code is announced over the public address system or by
pager, staff must begin activation of this procedure.
11. Meetings
The nominated Local Emergency Operations Centre AT EACH SITE is the Hospital
Executive Administration - Conference Room (or equivalent) unless otherwise
advised.
All Blue/Yellow Alert meetings are to take place in the Local Emergency Operations
Centre. Location for Red Alert meetings is to be determined during Yellow Alert
meetings.
BLUE ALERT
On Blue Alert, a preparation meeting is called with the Emergency Coordination
Group as per flowchart above.
At this and subsequent meetings, Departmental Managers or those with staff
responsible to them, are to begin to direct their subordinates to begin preparations for
this level of Alert.
YELLOW ALERT
On Yellow Alert, a preparation meeting is called with the Emergency Coordination
Group.
At this and subsequent meetings, Departmental Heads or those with staff responsible
to them, are to begin to direct their subordinates to begin preparations for this level of
Alert.
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Date of Last Review: March 2021 Page 17 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
RED ALERT
A meeting is to be convened two to three hours prior to Red Alert where possible,
and participants are to be advised prior to the meeting.
At this and subsequent meetings, Departmental Managers or those with staff
responsible to them, are to begin to direct their subordinates to begin preparations for
this level of Alert.
ALL CLEAR
All persons above (open to any staff) attend a debrief when practicable.
At this and subsequent meetings, Departmental Managers or those with staff
responsible to them, are to begin to direct their staff to begin return to normal
functioning and duties.
The All Clear is announced by the Department of Fire and Emergency Services.
12. Post incident activities
Following the abatement or resolution of the emergency, the ERC is responsible for
ensuring appropriate post-incident activities are implemented.
12.1 Reporting
All emergencies, regardless of whether they are false alarms or actual events, are
to be reported on. Reporting should occur through the use of Flash Briefs in the
first instance. Reporting requirements would depend on individual site damage or
impact of the cyclone. See Appendix 1 for Code Yellow – Facility system status
report template.
12.2 Debriefing
Following the occurrence of an incident, the ERC should determine whether a
debrief is warranted. There are two forms of debriefing:
a) Hot Debrief - A hot debrief is a quick and informal debrief. The main objectives
of a hot debrief are to determine:
How the emergency or near miss occurred
If any staff members, patients, and other building occupants have been
affected by the emergency, and any follow up actions that are required This
may include referrals to Employee Assistance Programs.
If there are any ongoing potential hazard/s or risk/s to personnel
Any urgent actions to mitigate risk/s
Appropriate reporting and notification requirements.
b) Formal Debrief – a formal debrief may be convened a number of days
following the occurrence of the emergency. A formal debrief involves a more
detailed analysis of the emergency to determine:
What was the cause of the emergency
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Date of Last Review: March 2021 Page 18 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
What was the impact(s) of the emergency
Contributing factors that affected the outcome of the emergency
Any risks or issues that that have been identified as a result of the
emergency
Recognition of staff members involved in the emergency
Opportunities for continuous improvement with respect to training,
emergency response procedures or equipment
Any follow-up recommendations required to prevent a reoccurrence, or
mitigate the impacts, of the emergency.
The formal debrief may involve an investigation, and a formal report should be
drafted and tabled at the Kimberley Emergency Management Committee. The
committee should track progress on the implementation of any recommendations.
13. Action Cards
Action Cards define specific emergency response functional roles and tasks.
Individual staff members can hold more than one action card role depending on the
circumstances. Individuals can also be reassigned different action cards (or roles)
as needed. Tasks on an action card can be amended to fit the situation by adding or
deleting tasks.
Actions to be performed are listed in the four phases of a cyclone alert:
BLUE ALERT: Cyclone may affect site within 24 hours.
YELLOW ALERT: Cyclone impact expected within 12 hours.
RED ALERT: Cyclone impact.
ALL CLEAR: Risk of further cyclone damage has passed.
There are no names of individual staff members (position titles are used) or
telephone contact numbers on action cards, as these may change from time to time.
Contact lists should be held by individual Team Leaders/Departmental Managers
and a central list in the Local Emergency Operations Centre.
Action Cards with specific detail about the role are attached to this policy and
include:
Regional Health Disaster Coordinator
Hospital Emergency Coordinator (Cyclone)
Director/Coordinator of Nursing
Regional Medical Director
Senior Medical Officer/Director of Medical Services
Business/Administration Manager
Clinical Nurse
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Date of Last Review: March 2021 Page 19 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Support Services Manager
Maintenance Manager
Clinical Nurse Managers/ Ward Shift Coordinator
Allied Health Manager
Supply Manager
Senior Medical Imaging Technologist
PathWest
Manager Kimberley Mental Health and Drug Service
Director Kimberley Population Health Unit
Manager Kimberley Aged and Community Services
All staff
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Date of Last Review: March 2021 Page 20 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow REGIONAL HEALTH DISASTER Action Card
COORDINATOR
Cyclone 1
Applicable to: All Hospitals
Position Responsible: Regional Director or delegated Regional Executive Member
Reports to: WACHS Chief Operations Officer (COO)
Responsibilities:
Control the regional emergency response and reporting.
Take measures to ensure that the Emergency Response Coordinators are notified.
Blue Alert Time Sign
Liaise with the Emergency Management Coordinators and meet
with the District Emergency Management Coordinator for briefing
on severity and proximity of cyclone activity.
Contact Hospital Emergency Coordinators to confirm Blue Alert.
Establish the regional site cyclone coordination point (Regional
Emergency Operations Centre) to display information and provide
updates.
Determine rostering of on-site nominated relief Regional Health
Disaster Coordinator from regional executive members over
duration of advice/alert.
Notify Chief Operating Officer and Regional Executive members of
cyclone status and convene meetings as appropriate.
Receive reports from Emergency Response Coordinators containing the
following information, via WebEOC:
Number of patients (Maternity, Paediatric, Surgical, General, High
Acuity, Emergency Department, Aged Care)
Number of community clients
Maternity patients, expected to be in labour in the next 48 – 72
hours
Number of renal dialysis patients (including home dialysis patients
and Aboriginal Medical Services patients)
Number of patients requiring evacuation
Indicate those in aged care facilities and home ventilated patients
(after consultation with community organisations e.g. Aboriginal
Medical Services and Residential Aged Care Facilities)
Cancellation of services (type and number)
Any deficits of staff, food, drug, and medical gas supplies and fuel
Any existing health infrastructure problems
Confirm that satellite and mobile phones are charged, tested and
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Date of Last Review: March 2021 Page 21 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow REGIONAL HEALTH DISASTER Action Card
COORDINATOR
Cyclone 1
contact numbers provided, and
Any additional request
If the alert level is upgraded or downgraded, an updated WebEOC report
should be submitted to the On Call Duty Officer with the following
information:
Changes to the number of acuity levels of inpatients.
Changes to the numbers or acuity levels of renal dialysis patients
(including home dialysis patients and Aboriginal Medical Services
patients)
Changes in number and/or clinical status of maternity patients
Changes to patients in aged care facilities and home ventilated
patients (after consultation with community organisations e.g.
Aboriginal Medical Services and Residential Aged Care Facilities)
Any changes in resource availability
Any new, or updates to existing infrastructure problems
Any additional requests
Send initial and subsequent reports from the information collated by the
Emergency Response Coordinators to the Kimberley REOC KBR-
REOC@health.wa.gov.au or 1800 669 229, WACHS EOC
WACHS.IncidentCoordinationGroup@health.wa.gov.au or 1800 975 225.
Where deemed necessary the On Call Duty Officer can be contacted on
(08) 9328 0553 ocdo@health.wa.gov.au
Yellow Alert Time Sign
Continue actions as per Blue Alert plus:
Brief Emergency Response Coordinators on Yellow Alert and
cyclone status.
Determine any resource requirements required from State Health
sources or elsewhere based on reports from Emergency Response
Coordinators
Arrange briefing to external agencies if involvement required
delegating to other senior staff as appropriate e.g. Royal Flying
Doctors Service through REOC lead, Regional Medical Director to
coordinate patient evacuations in collaboration with WACHS EOC
and ETS Command Centre.
Red Alert Time Sign
Continue actions as per Yellow Alert plus
Maintain regular communication with Emergency Response
Coordinators and update WACHS EOC and COO as appropriate
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Date of Last Review: March 2021 Page 22 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow REGIONAL HEALTH DISASTER Action Card
COORDINATOR
Cyclone 1
regarding any damage or assistance required.
Support and provide assistance as necessary.
When All Clear is imminent, ensure Emergency Response
Coordinators are contacted with the anticipated time for All Clear
and confirm.
All Clear Time Sign
Receive reports on condition of buildings and/or service
interruptions from Emergency Response Coordinators and inspect
site(s) as appropriate.
Liaise with the Emergency Management Coordinators and meet
with the District Emergency Management Coordinator to receive All
Clear reports and pass on information.
Notify WACHS EOC and COO of damage status.
Coordinate a debrief and cyclone response plan review meeting as
necessary with Emergency Response Coordinators, Regional
Executive members and any other staff as appropriate.
Arrange additional counselling and support services if required for
staff affected by emergency as requested by Emergency
Response Coordinators.
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Date of Last Review: March 2021 Page 23 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow Action Card
HOSPITAL INCIDENT COORDINATOR
Cyclone (Cyclone) 2
Applicable to: Relevant Site
Position Responsible: Operations Manager or delegated senior manager at site
Reports to: Regional Health Disaster Coordinator, Kimberley REOC (1800 669 229)
Responsibilities:
Control the internal emergency response of an emergency within the facility.
Ensure the health and safety of patients (including permanent care residents), staff
and visitors when faced with an emergency.
Blue Alert Time Sign
Obtain most up to date warning/forecast information from Bureau
of Meteorology website. Select Warnings and Threat Maps.
Arrange message to all pagers that site is on Blue Alert.
On review of severity and proximity of cyclone, decide if Blue Alert
meeting is to be deferred, and if so, consult with Emergency
Control Organisation and Regional Health Disaster Coordinator to
determine timing of Blue Alert meeting.
Contact members of the Emergency Control Organisation by phone to
arrange meeting and inform:
Meeting time and location
Updated copy of Cyclone plan (print copies are to be available in
meeting)
Emergency phone numbers (print copies are to be available in
meeting)
Call and chair a Blue Alert meeting:
Update staff allocation list for Red Alert.
Commence Blue Alert department responses.
Update email distribution list for all advice (i.e. Bureau of
Meteorology; the Department of Fire and Emergency Services) etc.
Attend Local Emergency Management Committee (LEMC)
meetings as they arise, and update the Emergency Coordination
Group.
Establish the site cyclone coordination point (Local Emergency
Operations Centre) to display information and provide updates.
Assist with department Blue Alert responses where required.
Determine rostering of on-site Hospital Emergency Coordinator
over duration of advice/alert.
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Date of Last Review: March 2021 Page 24 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow Action Card
HOSPITAL INCIDENT COORDINATOR
Cyclone (Cyclone) 2
Collate department reports from site management team containing the
following information, via WebEOC:
Number of patients (Maternity, Paediatric, Surgical, General, High
Acuity, Emergency Department, Aged Care)
Number of community clients
Maternity patients, expected to be in labour in the next 48 – 72
hours
Number of renal dialysis patients (including home dialysis patients
and Aboriginal Medical Services patients)
Number of patients requiring evacuation
Indicate those in aged care facilities and home ventilated patients
(after consultation with community organisations e.g. Aboriginal
Medical Services and Residential Aged Care Facilities)
Cancellation of services (type and number)
Any deficits of staff, food, drug, and medical gas supplies and fuel
Any existing health infrastructure problems
Confirm that satellite and mobile phones are charged, tested and
contact numbers provided, and
Any additional request
If the alert level is upgraded or downgraded, an updated WebEOC report
should be submitted to the RHDC and Kimberley REOC with the
following information:
Changes to the number of acuity levels of inpatients.
Changes to the numbers or acuity levels of renal dialysis patients
(including home dialysis patients and Aboriginal Medical Services
patients)
Changes in number and/or clinical status of maternity patients
Changes to patients in aged care facilities and home ventilated
patients (after consultation with community organisations e.g.
Aboriginal Medical Services and Residential Aged Care Facilities)
Any changes in resource availability
Any new, or updates to existing infrastructure problems
Any additional requests
If new problems are identified, or should circumstances change, notify
the Regional Health Disaster Coordinator at the earliest convenience.
Yellow Alert Time Sign
Continue actions as per Blue Alert plus:
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Date of Last Review: March 2021 Page 25 of 75 Date Next Review: March 2026WACHS Kimberley Region: Code Yellow – Cyclone Preparedness
Code Yellow Action Card
HOSPITAL INCIDENT COORDINATOR
Cyclone (Cyclone) 2
Obtain most up to date warning/forecast information.
Obtain likelihood and timing of Red Alert from LEMC (this will allow
Pre-Red Alert meeting and final organisational preparation).
Call and chair a Yellow Alert meeting.
Update staff.
Commence Yellow Alert department responses.
Discuss and advise supervisors of priority work requirements for staff.
These may include but not limited to the following:
Staff to ensure all steps of the Cyclone Preparedness and
Response has been completed for their respective areas.
Staff may be required to assist with transport of patients following
discharge.
Staff may be required to assist with other duties e.g. transporting of
clinical supplies.
Advise non-essential staff of release from duties.
Plan Red Alert staffing, incorporating shift change timing.
Attend LEMC meetings as they arise, and update < insert name of
relevant Site > Health Service.
Update cyclone coordination point information board.
Assist with department Yellow Alert responses.
Advise Regional Health Disaster Coordinator of Yellow Alert status
progress.
Operations Manager and Maintenance Manager to conduct
inspection of Health Service grounds/external buildings.
Receive clinical status report from Director/Coordinator of Nursing,
Senior Medical Officer and Allied Health Services, which includes
cancellations, admissions, discharges and births.
All managers provide a readiness report.
When Red Alert is imminent
Obtain most up to date warning/forecast information from the
Regional Health Disaster Coordinator.
Call and chair a Pre-Red Alert meeting – ideally approximately 3
hours prior to Red Alert declaration.
Update staff / Determine staff plans for Red Alert.
Ensure Red Alert procedures commenced/complete.
Coordinate list of remaining essential staff, patients and others.
Ensure essential staffing plans are in place.
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