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Mission: Maintain information on the status, location, and availability of all patient beds, including disaster cots and stretchers.
Date: Start: End: Position Assigned to: Initial:
Position Reports to: Situation Unit Leader Signature:
Hospital Command Center (HCC) Location: Telephone:
Fax: Other Contact Info: Radio Title:
Immediate (Operational Period 0-2 Hours)TimeInitialReceive appointment and briefing from the Situation Unit Leader. Read this entire Job Action Sheet and review incident management team chart (HICS Form 207). Put on position identification.Notify your usual supervisor of your HICS assignment.Document all key activities, actions, and decisions in an Operational Log (HICS Form 214) on a continual basis.Appoint team members as needed and complete the Branch Assignment List (HICS Form 204).Brief team members on current situation; outline team action plan and designate time for next briefing.Obtain current census and bed status from Admitting personnel and other hospital sources.Establish contact with all patient treatment areas, Environmental Services and others to inform them of activation of your position and contact information. Develop a report of current bed status.Initiate a Bed Tracking Log for disaster victims, using normal paper or electronic systemDetermine if improvised bed tracking protocols are required for mass casualty incidents due to additional beds and cots that may be added to the normal hospital census.Document all communications (internal and external) on an Incident Message Form (HICS Form 213). Provide a copy of the Incident Message Form to the Documentation Unit.
Intermediate (Operational Period 2-12 Hours)TimeInitialMeet with Public Information Officer, Liaison Officer, Patient Registration Manager and Patient Tracking Manager on a routine basis to update bed and census data.Continue to maintain a current Bed Tracking log/system to document the location and status of all beds, including cots and stretchers.Monitor incident status factors such as early discharge, evacuation, or contamination that may alter bed availability.Develop and submit an action plan to the Situation Unit Leader when requested.Advise the Situation Unit Leader immediately of any operational issue you are not able to correct or resolve.
Extended (Operational Period Beyond 12 Hours)TimeInitialContinue to monitor the Bed Tracking staffs ability to meet workload demands, staff health and safety, resource needs, and documentation practices.Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques.Observe all staff and volunteers for signs of stress and inappropriate behavior. Report concerns to appropriate Employee Health & Well Being Unit Leader. Provide for staff rest periods and relief.Upon shift change, brief your replacement on the status of all ongoing operations, issues and other relevant incident information.
Demobilization/System RecoveryTimeInitialAs needs for Bed Tracking staff decrease, return staff to their usual jobs and combine or deactivate positions in a phased manner.If IT systems were offline due to the incident, assure appropriate information from the hospitals Bed Tracking Log is transferred into the normal bed tracking systems.Compile and finalize Bed Tracking Log and submit to Situation Unit Team Leader or Planning Section Chief, as appropriate.Debrief staff on lessons learned and procedural/equipment changes needed.Upon deactivation of your position, ensure all documentation and Operational Logs (HICS Form 214) are submitted to the Situation Unit Leader or Planning Section Chief, as appropriate.Upon deactivation of your position, brief the Situation Unit Leader or Planning Section Chief, as appropriate, on current problems, outstanding issues, and follow-up requirements.Participate in stress management and after-action debriefings. Participate in other briefings and meetings as required.
Documents/ToolsIncident Action Plan
HICS Form 204 Branch Assignment List
HICS Form 207 Incident Management Team Chart
HICS Form 213 Incident Message Form
HICS Form 214 Operational Log
Hospital emergency operations plan
Hospital organization chart
Hospital telephone directory
Hospital Bed Tracking Log/System
Radio/satellite phone
Access to IT systems, specially bed tracking or cleaning status tracking systems
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