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Mission: Serve as the conduit for information to internal and external stakeholders, including staff, visitors and families, and the news media, as approved by the Incident Commander.
Date: Start: End: Position Assigned to: Initials:
Position Reports to: Incident Commander 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 Incident Commander.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.Activate the facility communications and risk communications plan, policies and procedures.Establish a designated media staging and media briefing area located away from the HCC and patient care activity areas. Inform on-site media of the physical areas to which they have access and those which are restricted. Coordinate designation of such areas with the Safety Officer and the Security Branch Director.Contact external Public Information Officers from community and governmental agencies to ascertain and collaborate public information and media messages being developed by those entities to ensure consistent and collaborative messages from all entities. Consider need to deploy PIO to local Joint Information Center, if activated.Develop public information and media messages to be reviewed and approved by the Incident Commander before release to the news media and the public. Identify appropriate spokespersons to deliver the press briefings and public information announcements.Attend all command briefings and incident action planning meetings to gather and share incident and hospital information.Conduct or assign personnel to monitor and report to you incident and response information from sources such as the internet, radio, television and newspapers.Request one or more recorders and other support staff as needed from the Labor Pool & Credentialing Unit Leader, if activated, to perform all necessary activities and documentation.Document all key activities, actions, and decisions in an Operational Log (HICS Form 214) on a continual basis.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)TimeInitialContinue to attend all Command briefings and incident action planning meetings to gather and share incident and hospital information. Contribute media and public information activities and goals to the Incident Action Plan.Continue contact and dialogue with external Public Information Officers, in collaboration with the Liaison Officer, from community and governmental agencies to ascertain public information and media messages being developed by those entities to ensure consistent and collaborative messages from the hospital/facility. Coordinate translation of critical communications into multiple languages.Determine whether a local, regional or State Joint Information Center (JIC) is activated, provide support as needed, and coordinate information dissemination.Continue to develop and revise public information and media messages to be reviewed and approved by the Incident Commander before release to the news media and the public. Ensure that media briefings are done in collaboration with JIC, when appropriate.Develop regular information and status update messages to keep staff informed of the incident and community and hospital/facility status in collaboration with the Employee Health and Well-Being Unit Leader, the Family Care Unit Leader and the Mental Health Unit Leader. Utilize internal hospital communications systems (e.g., email, intranet, internal TV, written report postings, etc.) to disseminate current information and status update messages to staff. Assess the need to activate a staff hotline for recorded information concerning the incident and facility status and establish the hotline if needed. Issue regular and timely incident information reports to the news media in collaboration with of the Situation Unit Leader and Liaison Officer, to be approved by the Incident Commander. Relay pertinent information received to the Situation Unit Leader and the Liaison Officer.Review the need for updates of critical information through in way finding and signage for staff, visitors and media. Assist in the development and dissemination of signage. Coordinate with the Patient Tracking Manager regarding:
Receiving and screening inquiries regarding the status of individual patients.
Release of appropriate information to appropriate requesting entities.Continue to document all actions and observations on the Operational Log (HICS Form 214) on a continual basis.
Extended (Operational Period Beyond 12 Hours)TimeInitialContinue to receive regular progress reports from the Incident Commander, Section Chiefs and others, as appropriate.Coordinate with the Logistics Section Chief to determine requests for assistance to be released to the public via the media.With approval from Incident Commander and in collaboration with community and governmental PIOs, conduct ongoing news conferences, providing updates on casualty information and hospital operational status to the news media. Facilitate staff and patient interviews as appropriate.Ensure ongoing information coordination with other agencies, hospitals, local EOC and the JIC.Prepare and maintain records and reports as indicated or requested.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 the Employee Health & Well-Being Unit. Upon shift change, brief your replacement on the status of all ongoing operations, issues, and other relevant incident information.
Demobilization/System RecoveryTimeInitialAs needs for Public Information team staff decrease, return staff to their normal jobs and combine or deactivate positions in a phased manner.Coordinate release of final media briefings and reports.Ensure return/retrieval of equipment and supplies and return all assigned incident command equipment.Upon deactivation of your position, brief the Incident Commander on current problems, outstanding issues, and follow-up requirements.Upon deactivation of your position, submit Operational Logs (HICS Form 214) and all completed documentation to the Planning Section Chief.Participate in after-action debriefings and document observations and recommendations for improvements for possible inclusion in the After-Action Report. Topics include:
Accomplishments and issues
Review of pertinent position descriptions and operational checklists
Recommendations for procedure changesParticipate in stress management and after-action debriefings. Participate in other briefings and meetings as required.
Documents/ToolsIncident Action Plan
HICS Form 207 Incident Management Team Chart
HICS Form 213 Incident Message Form
HICS Form 214 Operational Log
Hospital emergency operations plan
Crisis and emergency risk communication plan (Facility, and if available, community plan)
Hospital organization chart
Hospital telephone directory
Radio/satellite phone
Community and governmental PIO and Joint Information Center contact information
Local media contact information
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