What are the six key elements of an EOP?

Preparing for an emergency and documenting everything after the fact are both important bookends to the emergency management process for healthcare organizations.

But, where the rubber really meets the road is during what’s in between – the response phase, when the actual event is happening. 

During this phase, you want to ensure you have the protocols and processes in place, so your team knows what to do, when and whom is in charge during an emergency. 

6 Specific Areas 

The Joint Commission organizes emergency response into six critical areas with related codes that make an impact on the safety of patients and staff.* 

1. COMMUNICATION (EM.02.02.01) 

As part of its Emergency Operations Plan, the organization prepares for how it will communicate during emergencies.

Takeaway: It’s important in your preparation phase to communicate with first responders and others in your community who you may need to utilize during an emergency. The documentation of protocols around this are also critical to ensuring they are handled properly. 

2. RESOURCES & ASSETS (EM.02.02.03)  

For organizations that plan to provide service during an emergency: The Emergency Operations Plan describes how the organization will prepare for how it will manage resources and assets during emergencies. 

Takeaway: If you can keep patients on-site, then you must have a plan for how to make supplies last, as well your current inventory. This should be organized beforehand and constantly monitored and maintained. 

Talk to one of our product experts about how you can protect your organization before, during and after an emergency.

3. SAFETY & SECURITY (EM.02.02.05)  

As part of its Emergency Operations Plan, the organization prepares for how it will manage security and safety during an emergency.  

Takeaway: Be sure to include in your EOP specifics on how safety and security will be prioritized and organized, whether it’s an active shooter situation, natural disaster or other types of emergency. Documentation not only helps educate responsible parties prior to an event, but also provides something to refer back to during response and after an emergency during your evaluation process.  

4. STAFF RESPONSIBILITIES (EM.02.02.07)

The organization prepares for how it will manage staff during an emergency.

Takeaway: Make sure you have a digital and/or mobile system to keep track of staff, as well as the actions taken during and after an event. This documentation will be useful to stay organized, as well as for insurance and compliance record-keeping purposes after the fact. 

5. UTILITIES MANAGEMENT (EM.02.02.09)

As part of its Emergency Operations Plan, the organization prepares for how it will manage utilities during an emergency. 

Takeaway: Utilities are a big part of your daily job. Don’t just think about maintaining them for a normal day, but also document how your facility would deal with a power outage or even a generator outage and what redundancies you have in place to ensure you can continue to care for patients. 

6. PATIENT CLINICAL & SUPPORT ACTIVITIES (EM.02.02.11)

The organization has a system to track the location of patients sheltered on site during an emergency. This system includes documentation of the name and location of the receiving facility or alternate site in the event a patient is relocated during the emergency. 

Takeaway: Not only do you need a plan to track staff, but also patients in the event of an emergency. Organize who oversees this in each department to make sure you have your bases covered. 

Talk to one of our product experts about how you can protect your organization before, during and after an emergency. 

*2 EC made easy: Your Key to Understanding EC, EM, and LS, The Joint Commission. 2017. 

Today’s world is fraught with natural and manmade disasters that dominate headlines around the world. And while we should all hug our loved ones extra tightly, when it comes to your business there are other key ways to plan for and mitigate the impact of emergencies.

Developing an Emergency Preparedness Plan is crucial, and here are six elements you should include in it.   

1) Risk assessment

The first step to prepare for the unknown is to narrow things down. Sure, giant white mice could roam the streets, terrorizing your customers and crushing your storefront, but probably not. Ask yourself, what disasters are most likely to happen to you? Workplace violence? A blizzard? An industry-related injury or outbreak? Choose the 10 - 12 most likely emergencies you’ll have to deal with and then develop plans and protocols for an effective organization-wide response.

2) Protective actions for life safety

Each emergency situation has a proper response that can save lives. Depending on the scenario, plan to implement: an evacuation, shelter in place, or lockdown. Take steps to ensure your employees are trained and aware of each protective action. 

3) Incident stabilization

It is important to know who in your organization has the skills and training required to perform key functions in an emergency. Who on your staff is trained in CPR? Who will be the point of contact for communicating instructions and information internally and externally? Who is the point person for handling chemical spills? Who is most knowledgable about the facility, and can help minimize damage to it?

Inventory the equipment and supplies you may need in an emergency. Do you have a working fire extinguisher, and what is the expiration date? How much potable water do you have on-site? What medical supplies are available? Don’t get caught searching for equipment or supplies as an emergency unfolds - know what you have and procure what you need in advance.

4) Predicted weather emergencies

Forecasters have gotten much better at predicting snowstorms, hurricanes, tornadoes and other natural disasters. Preparing your business for impending storms include: how to assess damage, how to protect undamaged property, salvaging, and cleaning up afterwards. Stay attuned to potential weather disasters that may come your way, with a goal of minimizing damage and limiting business disruption.

5) Review your insurance and contracts

As you plan for the most likely emergencies that will befall you, be sure you understand what coverages, protections and deductibles would be involved. Developing an emergency preparedness plan might uncover shortages or overages in your policies.

6) Financial considerations

In the worst case, emergencies can cost lives. But even in the best case, they will likely cost money. Be sure to have contingency funds available in reserve to mitigate damage and disruption - it could be the best investment you ever make.

Business owners rightfully keep their focus on the bottom line. However, when it comes to an emergency situation, the only bottom line is whether you are prepared or not. Develop your emergency preparedness plan today.