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Guide to writing a veterinary practice emergency/disaster planThe best emergency/disaster plan (business continuity plan) is one that’s tailored to the individual needs of your practice. In developing a disaster plan, you should come away with a clear picture of your practice’s day-to-day operations, as well as available local resources and how to access them. You’ll also want to ensure that you have a business continuity plan inplace that enables you to keep treating patients, paying team members, and communicating with clients.HOW TO USE THIS GUIDE This guide is designed to help veterinary practice owners and managers make decisions toprepare your practice for a disaster or emergency. It includes space for you to add information related to your practice. By working through each section, you’ll develop an emergency plan for your practice. As you go through this guide, if you find you aren’t ready to work on a particular section, set it aside and move on to the next one. You can return to the skipped section at any point. Remember, the planning process is just as important as putting plan details down on paper. Developing an emergency program should be a collaborative effort, and emergency preparedness is an ongoing process and the plan is only a part of the entire program. It’s valuable to collect input from team members with varying roles and responsibilities. Make sure everyone knows and understands their role. Your plan doesn’t need to be complex – or perfect. It’s a living document that should be reviewed, updated, and practiced regularly.CONTACT INFORMATIONPractice or organization name Practice plan author and email addressDocument trackingVersionEdits completed byDateDescription of editRISKSRisks to your practice What types of emergency events are likely to affect your practice?Select and rank these risks: Manmade types ? Utility service disruption (electric, gas, water, sewer)? Problems with heating, cooling & ventilation systems (HVAC)? Fire? Animal escape? Disruption of access to facility (road closures)? Vandalism/burglary? Hazardous materials situation - Identify nearby highways, railroad tracks and facilities using or storing hazardous materials near your practice. ? Employee unavailability (illness, due to disaster, restricted access to practice) ? IT outage (computer, internet, phone service)? Other: Add additional information below:Note: This field will expand as you enter informationNatural disaster types ? Flooding? Earthquake? Landslide/mudslide/avalanche or other geophysical disaster? Hurricane? Blizzard/ice storm? Tornado? Other severe storm? Tsunami? Wildfire? Other:Add additional information below:Note: This field will expand as you enter informationRisks to people What types of emergency events are likely to affect the people associated with your practice? Select and rank these risks: ? Practice staff? Clients? General public? OtherAdd additional information below:Note: This field will expand as you enter informationRisks to property What types of emergency events are likely to affect property associated with your practice? Select and rank these risks: ? Practice building? Technical equipment (x-ray, ultrasound, dental equipment, lab equipment)? Support Equipment (refrigerators, laundry machines, computers)? Supplies (pharmaceuticals, merchandise, office equipment)? Other:Add additional information below:Note: This field will expand as you enter informationRisks to recordsWhere are records kept? Who has access to them? Are there backup copies? How often are records backed up and where are these copies kept? Who is responsible for backing up data? ? Digital records (any information vulnerable to a computer virus or online hacking) ? Client files (credit card or other sensitive information) ? Employee records? Vendor records? Financial records? Other:Add additional information below:Note: This field will expand as you enter informationBusiness services provided Your disaster sheltering and evacuation plan should include the species your practice cares for and the type of care provided. Include information for evacuating and transporting animals to alternative locations. ? Boarding (large animal/small animal)? Hospitalization (daytime, overnight)? Emergency and critical care? Surgery? Grooming? Haul-in Service (large animal)? Exotic animals? Aquatic species? Other:Add additional information below:Note: This field will expand as you enter informationIdentify clients, patients, and team members ? Team members? Patients in your care ? Agriculture animals (e.g., poultry, livestock) ? Working animals (e.g., police dogs, police and ranch horses) ? Athlete animals (e.g., racing dogs, competition horses) ? Assistance animals (e.g., seeing eye dogs, emotional support animals) ? Pets ? Wildlife ? Animal exhibit facilities (zoos, aquariums) ? Veterinary schools with teaching animals ? Auctions ? Barns ? Performing animals ? OtherAdd additional information below:Note: This field will expand as you enter informationGOALSAdd measurable goals and timeframes (e.g., Ensure the safety of all boarded animals within one hour of an emergency event).Goals before an emergency (e.g., Hold emergency drill with all staff by December 31.) Add Additional information below:Note: This field will expand as you enter informationGoals during an emergency (e.g., Contact all clients of patients in your care within six hours of emergency event.)Add additional information below:Note: This field will expand as you enter informationGoals after an emergency (e.g., Resume normal operations within six months of an event.)Add additional information below:Note: This field will expand as you enter informationSTATE AND LOCAL PREPAREDNESS AND RESPONSE RESOURCESThere may be emergency management resources available. Assess what is available in your community and build relationships and protocols that make sense for your practice.Identify local emergency management agencies Name of agency or organization Phone number and after-hours number Contact person name, phone number and email address Sheriff / police department Fire department Other Add additional information below:Note: This field will expand as you enter informationPlans to meet with local emergency management officials ? I have not planned this, but I will by the beginning of next month ? On January 10 and July 10 each year ? Once every year ? Other:Add additional information below:Note: This field will expand as you enter informationInformation to know about local emergency management How are businesses and the public notified of emergencies and evacuation orders (e.g., apps)? What triggers an evacuation order? Add additional information below:Note: This field will expand as you enter informationInformation that emergency management should know about your practice Are there drugs or other items on the premises that may be a threat to public safety and/or a target for looters? Are there hazardous materials on-site (chemicals, radiation hazards, flammable materials, explosion hazards such as oxygen tanks, etc.)? Add additional information below:Note: This field will expand as you enter informationBeing a resource to community disaster planning and response Does your staff have expertise in handling large or dangerous animals? Can you provide animal sheltering and/or veterinary care in a disaster event? Add additional information below:Note: This field will expand as you enter informationLocal and/or state agencies with authority over issues affecting your practice Identify which area(s) each agency has jurisdiction over. ? County animal control ? City or town animal control ? County emergency management agency ? State emergency management agency ? State medical and veterinary licensing boards ? State department of agriculture ? Public health agency (local and state) ? State natural resources and wildlife agency ? Public safety ? Law enforcement ? Environmental and/or occupational health and safety ? Tribal authorities Add additional information below:Note: This field will expand as you enter informationLocal organizations and groups involved in managing animals during a disasterIdentify organization names, contact information, and date of last updated information? Animal-related, non-governmental organizations (animal rescue groups, animal shelters, animal welfare and humane organizations)? Volunteer organizations ? Equine organizations ? Livestock organizations ? Animal control officers ? Pet stores and other retailers ? County and state animal response teams (CARTS/SARTS) ? State and local veterinary response organizations (VMRC, MRC, etc.) ? Private animal shelters ? Local first responders (law enforcement, fire control, search and rescue)? Veterinarians and state or local veterinary medical associations ? Kennels ? Farm or ranch staff ? Pet groomers ? Breeder’s clubs Add additional information below:Note: This field will expand as you enter informationIdentify sources of equipment and supplies that may be neededInclude names, contact information, account numbers, etc. Animal response organizations (CARTS, SARTS)Retailers Animal shelters Other veterinarians and animal hospitals Animal or agriculture laboratory facilities Zoos and animal sanctuaries Boarding kennels Farms Veterinary medical and veterinary technology schools Veterinary supply companies Other Add additional information below:Note: This field will expand as you enter informationCommunity locations that may be used for an emergency animal shelterList exact locations, contact info, memorandums of understanding Schools Hotels FairgroundsEquine facilities Racetracks and other large outdoor venues Empty warehouses Large parking lots Farms and ranches Add additional information below:Note: This field will expand as you enter informationFinding emergency management information in your community AppsTelevision Radio Local ham radio clubs Centrally located community bulletin boards Churches Community groups or networks Reverse 9-1-1 Email or social media Newspapers Add additional information below:Note: This field will expand as you enter informationIdentify community mutual assistance programsNeighboring cities and towns Counties or states Industry groups (animal feed industry, etc.) Professional associations (Cattlemen’s Association, etc.) Similar practice(s) that can host your animals in an emergencyAdd additional information below:Note: This field will expand as you enter informationBUSINESS INSURANCE FOR YOUR PRACTICEPriorities to keep your business operating after a disaster What hazards do you want to be insured against? How will you pay team members and bills while repairs are being made?Add additional information below:Note: This field will expand as you enter informationDiscussing priorities with your insurance agent/broker How recently have you discussed specific priorities with your insurance representative? Add additional information below:Note: This field will expand as you enter informationInsurance coverage needed for functions on your priority list Are writing paychecks and purchasing supplies an immediate need following an event? Will you need funds advanced? Add additional information below:Note: This field will expand as you enter informationDate of last insurance coverage review Add additional information below:Note: This field will expand as you enter informationContact information for insurance agent and claims office Add additional information below:Note: This field will expand as you enter informationInsured business assets and their values What is the value of your insured assets? Do you know how to calculate value for insurance purposes? Does your insurance cover replacement cost or actual value? Do you know the difference between the two? Do you have proof of the assets (invoices, photos, video)?Add additional information below:Note: This field will expand as you enter informationAfter catastrophic loss Would you rebuild your practice or relocate? Add additional information below:Note: This field will expand as you enter informationCurrent inventory of equipment Include photos or videos, model numbers, serial numbers, etc. for all equipment. Add additional information below:Note: This field will expand as you enter informationInventory of supplies and merchandise How often is this reviewed? Where is this information kept? Is it on-site or off-site? Add additional information below:Note: This field will expand as you enter informationSubmitting an insurance claim Do you know how to submit a claim? Have you discussed with your insurance agent or broker how to prepare the best possible claim BEFORE an event happens?Add additional information below:Note: This field will expand as you enter informationACHIEVING GOALS Identify practice personnel and expectations Who are the key practice personnel and what are expectations of them? (E.g. Practice Manager should send communications to clients; Bookkeeper should issue paychecks and pay bills.) Are team members cross-trained in practice functions for redundancy? Do you have emergency contact information for all employees? Include an alternative phone number and email address. Where is this list kept and is it accessible outside of the office? Add additional information below:Note: This field will expand as you enter informationCreate incident command system (ICS) Create a chart of responsibilities during an emergency. Identify the chain of command Train employees in their roles Cross-train employees in roles outside their ownAdd additional information below:Note: This field will expand as you enter informationIdentify clientsHow will you contact them?Clients with animals in your care Clients needing time-sensitive follow-up Clients with animals scheduled to be seen within one week of the disaster Clients for whom you perform consulting services (research facility, petting zoo, etc.) Other clients Add additional information below:Note: This field will expand as you enter informationTrigger the plan What triggers the plan? (e.g. when a flood warning is issued, if the power is interrupted for more than four hours, when the practice manager alerts all employees) Who initiates the plan? How is staff notified? (e.g., including if normal communication methods are not working)Who gives the “all clear”? Contact information for employees (who will they call to notify of their situation?) Action planIdentify top five essential functions for your practice Employee safety, patient safety, etc.Achieve essential functions during a disruption Redundancy in staff, perform functions remotely (e.g. issuing paychecks), reschedule appointments, etc.Alternative locations, emergency kit and supplies Partner with a similar practice for mutual disaster assistance or secure alternative space to set up a temporary practice. Evacuation destination for your practice employees e.g., Light pole in the front of the building, fire house down the streetAdd additional information below:Note: This field will expand as you enter informationEvacuation plan for your practice Transport vehicle Housing / caging Veterinary care Husbandry needs (food, water) Environmental conditions (temperature, ventilation, lighting) Staffing Animal identification Add additional information below:Note: This field will expand as you enter informationShelter-in-place instructions Transportation equipment / caging Veterinary care Husbandry needs (food, water) Environmental conditions (temperature, ventilation, lighting) Staffing Animal identification Add additional information below:Note: This field will expand as you enter informationPreparing your practice Training ? New employee orientation ? Everyone’s responsibility is clear and information is shared ? Train existing employees ? Contract with a trainer ? Other:Exercise ? Emergency drill schedule ? Document the drill, find and record gaps to address? Other:Ongoing improvement ? Schedule to update lists of needs, resources, and contacts ? Schedule to review emergency procedures with employees ? Adjust practice procedures to meet your readiness goals ? Other:Add additional information below:Note: This field will expand as you enter informationRESOURCESThese resources can assist you in developing a disaster plan for your practice.American Veterinary Medical Association (AVMA)DisasterAVMA emergency preparedness and response reference guideEmergency contact cardsSaving the whole family booklet (English or Spanish) Federal Emergency Management Agency (FEMA) FEMA: Emergency Management Institute IS-10.a: Animals in Disaster: Module A: Awareness & Preparedness IS-11.a: Animals in Disaster: Module B: Community PlanningIS-111.a: Livestock in Disasters IS-100.c: Introduction to Incident Command System, ICS-100 BooksHeath, S.E. Animal Management in Disasters. Mosby, Inc., St. Louis, Mo. Wingfield, W. and Palmer, S. Veterinary Disaster Response. Wiley-Blackwell. Green, D. Animals in Disasters. 2019 Elsevier Inc.NFPA 1600, 2019. Standard on Continuity, Emergency, and Crisis Management. Risk assessment Emergency preparedness and response: Preparing and responding to specific hazards (CDC)Natural hazards (USGS) Risk assessment (FEMA)Storm ready: Awareness materials (NOAA/NWS) Resources for veterinary practices Business continuity plan: Information and tools for developing a business continuity plan Business risk assessment tableCreating emergency plans for businesses National flood insurance program: Flood SmartU.S. Department of Labor, Occupational Health & Safety Administration (OSHA): How to Plan for Workplace Emergencies & Evacuations Disaster planning and personal preparedness All Hazards: Resources to help rural communities prepare for disasters and other hazards (CFSPH) Disaster Management Resource Center -- Animals in disaster (Department of Health & Human Services)Emergency Financial First Aid Kit (FEMA)Flood insurance for homeowners and renters (FEMA)Pet friendly hotelsPet Travel Center Pets Welcome (travel information) Plan and prepare (American Red Cross) Protect your pets in an emergency (Centers for Disease Control and Prevention) (FEMA) Make a plan Caring for animals Build a kit ................
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