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 - WA ...
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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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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WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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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WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
LINES 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 2026
8. 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 2026
WACHS 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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WACHS 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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WACHS 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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WACHS 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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WACHS 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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WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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 2026
WACHS 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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 Date of Last Review: March 2021                     Page 26 of 75                   Date Next Review: March 2026
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