Welcome to the Really Ready! Newsletter – bringing you the latest emergency management training opportunities and disaster preparedness regulatory updates, right to your inbox.

“Make preparations in advance – you never have trouble if you are prepared for it.” 
- Theodore Roosevelt

Vol. One. Issue Six.

 Upcoming Opportunities  

California Department of Public Health - Emergency Preparedness Office:

November 15th, 2018 Statewide Medical Health Exercise (SWMHE)

This is the annual exercise for California's healthcare providers to practice their Emergency Operations Plans (EOPs). CDPH-EPO provides the Situation Manual and other exercise materials, as well as send out e-alerts on CAHAN on the day of the exercise. Learn more here.  

Los Angeles County Department of Health Services:

September 11th, 8am - 4pm: Exercise Participant Seminar and Countywide Tabletop Exercise

This is an all-day event with an information session in the first half of the day, and a tabletop exercise in the second half of the day. This tabletop exercise uses the same scenario as the LA County Medical Health Exercise (LACOMHE) occurring on November 15th. LA County is using their own scenario instead of participating in the Statewide exercise, so make sure you sign up for all three of these related events. This event is open to all healthcare providers types of LA County, so make sure you arrive early to get a seat. Register here. 

November 15th, 9am - 12pm: LA County Medical Health Functional Exercise

This is the day when the County will use the same scenario as the tabletop exercise, but the County will now operate it as a functional exercise, using ReddiNet to respond to the scenario in real-time. Use your notes from the September 11th Participant Seminar to participate effectively, and make sure you register through the County's Eventbrite in order to show proof of participation. Register here.

December 13th, 8am - 12pm: LA County Exercise Evaluation Conference

Attend this session to learn how to properly document your exercise participation, and turn in your exercise evaluation to the County. Make sure to attend this morning event for survey success later on. Register here.

Staying Prepared for Ongoing Risks

Wildfire season is fully upon us. Are you at risk? Are you prepared?
Many of us have watched with dread the events unfolding in Shasta, Mendocino, and Lake Counties. Last year was the most destructive year for wildfires in California’s recorded history and in 2018 we are on pace for a similar year. Since 2007 we have seen a dramatic increase in all of the conditions that lead to the explosion of these fires into populated areas.

CAL Fire has repeatedly warned Californians that this has become the new normal for our beautiful state. Each year we learn new things about how to mitigate, prepare, and respond to these events. With this learning process comes the understanding that fires may not be confined to the areas we once thought they were. Fire behavior has changed to a degree that dramatically increases the danger to life and safety.

It is absolutely critical for those facilities that consider wildfire one of their risks to have a response plan understood by every shift. Many of the facilities that have been evacuated were done at night and/or on weekends. Know your evacuation routes, know how to activate your plans, know how to work with your local responders to assist with transportation, have MOUs signed with every provider around you that spell out expectations and responsibilities for each party. The list of things to do are lengthy, but it is critical to be as prepared as we can be. The most successful facilities during these events are the ones most prepared.

CAHF's Disaster Preparedness Program has a number of free checklists for you and your staff to consider when dealing with wildfire. We stand ready to assist you in your preparation efforts. Feel free to contact Jason Belden, the CAHF Disaster Preparedness Program Manager, with any questions about how to prepare for this growing threat.

Quick Steps for A Successful Testing & Training Program

Memorandums of Understanding: Frequently Asked Questions

Q: What do I need MOUs for?

A: MOUs, also called "memorandum of agreement" (MOAs) or mutual aid agreements, are documents that outline who is responsible for what during many different kinds of situations. For emergency preparedness, MOUs pertain to such things as patient transfers, evacuation transportation, billing/reimbursement, staffing, etc.

Q: How many MOUs do I need?

A: This requires some math. Think about the occupancy rate in your county. If it is typically 80% occupancy rate, and you need to place up to 99 residents, if each other 99-bed SNF can take only 5-10 people. This means you may need 10-15 MOUs with different buildings. If you are part of a multi-facility organization, this can be helpful, but keep in mind disasters are managed at the county level in CA and county resources will want to ferry residents to the CLOSEST long term care facility.

Q: How often do I renew an MOU?

A: Each MOU is bound by the language in the signed contract. However the EP CMS Rule states that MOUs should be reviewed and updated annually. CAHF DPP recommends utilizing your MOUs during your annual EP exercise and practice with your MOU partners, thus updating the MOUs and ensuring your emergency operations plan is realistic and effective.

Q: How many vendor agreements for the same service should I sign?

A: Consider which services will need the most infrastructure to reach you. In other words, if you are in an earthquake-prone area, first figure out your evacuation routes. If your transportation vendor is on the other side of the San Andreas fault, consider a second agreement with a vendor in another area of the County. Apply the same idea to your food, fuel, or other resupply vendors. Ask your vendors what their emergency operations plans are - get a number you can call 24/7 or in an emergency.

Q: How else do MOUs help me in a disaster?

A: It is important to have an MOU signed before you begin submitting for reimbursement for your evacuated or sheltering residents. Don't get stuck with HUGE out-of-pocket costs during the chaos of an emergency evacuation! Bring in your executive leadership and business continuity planning team to discuss reimbursement timelines and any company policies already in place for interruptions to operations.

This newsletter is brought to you by the California Association of Health Facilities’ Disaster Preparedness Program (CAHF-DPP), and made possible by a grant from the California Department of Public Health. Learn more at www.cahfdisasterprep.com.