Public health response team : Emergency Preparedness & Response Service.

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Message from Scott Sproat, Service Chief
I can’t believe 2011 is almost over. It seems like the older I get, the faster time passes. This is especially the case when you’re busy, and 2011 has been another busy year in public health emergency preparedness and response. In addition to our usual severe winter storms and tornados, this year we experienced the impact of weeks of excessive heat on the health and safety of our citizens, and most recently many of us experienced our first earthquake. Additionally, administrative and grants staff have worked tirelessly to ensure our efforts are in compliance with federal requirements and that we remain good stewards of these critical federal preparedness funds.
In between responses to real world events, we also mobilized our resources across the state in April to further test our emergency response plans during the Operation Raindrops. As with any worthwhile exercise, Raindrops provided us the opportunity to identify gaps in our response plans, and formulate strategies to eliminate them. Dwight D. Eisenhower once said, “Plans are nothing; planning is everything”. Obviously he wasn’t saying that plans are worthless, but that the process of considering opportunities and challenges and ways to meet them is the key to success. Over the last several years, we’ve made major accomplishments in establishing, enhancing, and testing the public health emergency response structure in Oklahoma. Countless hours of planning with our local, regional, State, and Tribal partners have enabled us to respond effectively to numerous manmade and natural disasters, and resulted in high scores for the State in national preparedness ratings. It’s this ongoing planning and improvement process that will enable us to more effectively respond to future public health threats.
In 2011 we also saw a major shift in our public health preparedness grants with a new focus and national strategy. In September the Center for Disease Control and Prevention (CDC) released a new National Strategic Plan for Public Health Preparedness and Response focusing on 8 primary objectives: 1) Prevent and/or mitigate threats to the public’s health, 2) Integrate public health, the healthcare system, and emergency management, 3) Promote resilient individuals and communities, 4) Advance surveillance, epidemiology, and laboratory science and practice, 5) Increase the application of science to preparedness and response practice, 6) Strengthen public health preparedness and response infrastructure, 7) Enhance stewardship of public health preparedness funds, and 8) Improve the ability of the public health workforce to respond to health threats. With the future integration of our preparedness grants, these objectives will become the keystone for our strategic planning efforts and lead most of our activities in 2012. I look forward to working with all of you as we mobilize to meet these new objectives, and take comfort in knowing that due to your ongoing commitment and dedication we’re well prepared to meet any challenge we may face ahead.
Have a safe holiday season and Happy New Year! 2 | P a g e
Message from Lynnette Jordan, Assistant Service Chief
Merry Christmas and Happy Holidays again! 2011 has been just as successful a year as last year for Strategic National Stockpile planning. The State maintained a perfect score with the help of many partners, but even more impressive were the local MIPS plans. As of this summer, our local plans ranged from 80 – 99 with the overall average being a 92. That’s better than some states! Not only does that show great planning, but more importantly I feel it demonstrates the great collaboration that goes on every day, making our state great. It always seems to come down to, “it’s not always what you know, rather who you know” (and great documentation in this case).
One of the largest events that occurred this year was Operation Raindrops, a full-scale Statewide Exercise. Challenges were identified and we hit a few bumps in the road but all-in-all the exercise was a success. I will say that planning for this exercise seemed a lot more difficult than responding to a real event. Having to work around budgets and personnel were two of our largest obstacles, but I have to give a shout out to the state partners that I work with closely and who helped overcome these issues: Oklahoma Highway Patrol, Oklahoma Department of Emergency Management, Oklahoma Department of Transportation, Oklahoma Military Department, Oklahoma Office of Homeland Security, and Oklahoma Department of Corrections. I also know there were just as many partners if not more that made this happen at the local level so I thank each and every one of you.
With the transition in job duties for our regional teams this year I see real promise in further developing partners in specialty areas such as tribes, schools, nursing homes, and more. The work these individuals have done in past years can be witnessed in the scores. I tell these people all the time they have the hardest job. Not only have they had to deal with paperwork, conduct trainings, organize exercises, prepare meetings, and travel all over – they have had to step out and work with all types of people to buildup and support local communities. Now, that baton is being passed, and I’m excited to see the Local Emergency Response Coordinators step up work even more closely with their communities. Not just for Strategic National Stockpile and MIPS planning, because that is but one piece of preparedness planning, but for All-Hazards Response.
I could go on and on about my daily duties because I never seem to get caught up. Just as I finish one project, something else always pops up, but I realize this is the way of life. So I’ll end for now by saying thank you again to all our public health preparedness planners and partners and wish you all a very Happy and prosperous New Year!
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Message from Maria Alexander, Eastern District
Personnel Changes – Eight new Local Emergency Response Coordinators (LERC) were added to handle preparedness and planning at the local level in the eastern district – Don Wilkerson, Sharon Griffin, Priscilla Smith, Bobby Parker, Berney Blue, Jeremie Fisher, Mike Potter, and Roger Schilling (formerly a regional staff member) joined Richard Forbes who has been working preparedness in Creek County for several years. Initial LERC Orientation occurred in January and a midyear LERC retreat occurred in June.
Direction and Focus – In June, Regional staff began a process of “Enlarging Your Vision” by attending an annual retreat which was designed to illustrate how to think more regionally and to address gaps in preparedness efforts that may have previously gone unaddressed. This resulted in group identification of preparedness gaps and collaborative planning. Regional teams were divided into groups and researched how they could engage more in the State into previously untapped areas.
CDC Assessments – Two counties (Ottawa and Creek County) were selected to receive an assessment from the Centers for Disease Prevention and Control (CDC). In May, each agency scored an outstanding 97%. Bryan County is already in preparation mode for their scheduled assessment in 2012.
Training was conducted with over 2,000 participants.
Exercise Participation:
Operation Raindrops – all jurisdictions participated in this weeklong event simulating a plague outbreak.
FIRESTORM – FSE involving airport disaster – regional staff participated in evaluations and observation.
Communications Exercise – CRI – Regional staff served as evaluators and observers
Hospital requesting SNS assets drill -Multi-Agency Coordination (MAC) system set up and operation for the 1st time throughout the district.
Search and Rescue FSE – Durant.
Real World Events required Regional staff response and or reporting: Snow storm, blizzard, power outages, shelter operations, monitor regional fires, Tushka tornado, E. coli outbreak, tanker truck leak, and water line breakages.
Hospital Involvement – Absent a MERC in Regions 2 and 4, regional staff conducts and facilitates the RMPG (Regional Medical Planning Groups) meetings. This year several outreach activities involved hospital staff and personnel:
One was the BIG Shot Symposium – bringing hospitals and schools together to discuss preparedness issues – over 151 people were in attendance. In addition, regional staff served on the Hospital Preparedness Program (HPP) grant awards review committee and also created and distributed a DVD of the Joplin Medical Systems response.
Presentations: Oklahoma Rural Hospital Association – The role of public health during Disaster – 350 attended
Tribal Outreach – one regional staff member has conducted major Tribal Outreach (particularly in the NE) and has had an abstract on Tribal Relationships accepted for presentation to the 2012 Public Health Summit in California.
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Message from Mark Schultz, Western District
Personnel Changes- 10 new LERCs were assigned to the following counties: Mike Potter, Pottawatomie – Amy Allen, Cleveland/McClain – Phylana Harless, Logan, Lincoln and Canadian, Blaine, Custer, Dewey, Kingfisher and Washita – Kerry Stafford, Beaver, Cimarron, Ellis, Harper, Texas, Woods and Woodward – Monte Combs, Beckham ,Roger Mills, and Jackson – Mary Jac Rauh, Alfalfa, Garfield, Grant, and Major Counties – Rebecca Winsett, Comanche – Sherri Singer, Stephens – Megan Monteith, Carter – Berry Blue, Pontotoc.
Michael Walker was hired as the newest Region 3 Response Planer.
CDC assessments - Canadian County was assessed in March by CDC obtaining a score of 96%. Comanche County was assessed in June by CDC obtaining a score of 94%.
Direction and Focus – In June, Regional staff began a process of “Enlarging Your Vision” by attending an annual retreat which was designed to illustrate how to think more regionally and to address gaps in preparedness efforts that may have previously gone unaddressed. This resulted in group identification of preparedness gaps and planning. Regional teams were divided into groups and researched how they could better engage previously untapped areas.
Exercise participation: -Operation Raindrops Statewide Full Scale Exercise, Firestorm 2011 Full Scale Exercise, September-Fest - Governor’s Mansion, Determined Accord - Federal Executive Board TTX for Pandemic Response, Pick List Generation OCCHD, Operation Pigeon Link Communications Full Scale Exercise, Kingfisher LEPC Full Scale Exercise, and Enid Area Disaster Planning Group Table Top Exercise.
Quality Improvement: ICS Forms Modification, WebEOC Design Committee, Region 6 & 8m Urban Area Security Initiative, Committee Meeting, Member of (Secretary) of LEPC in Beaver County, Pan Flu Plan Annual Updates, Care and Feed Plan Template Update, Develop Distribution Template, Update Push Partner Program, Update Operations Training, Review & Approve.
Tribal Outreach: Federal Executive Board Push Partner Opportunities for participation, offered ICS 100 and NIMS 700 to tribal Affiliations in OK City
Real World Events: Snow storm, blizzard, numerous regional fires, Canadian/Logan/Cleveland/McClain county tornado response - 8900+ immunizations given/waterline break/service interruption, Earthquake. Operation Cool Down, Canadian County tornadoes response - 900 plus individuals where immunized for tetanus and general welfare checks were conducted in a three day time frame, Prison Riot Sayre, and personnel also assisted in numerous Influenza drive through clinics.
Hospital Involvement Operation Winter Wipe Out (FSE Region 6/8 hospital), Operation Snowtastrophy (TTX central OK emergency managers), Regular participation in regional medical planning group (RMPG) meetings, and staff served as part of the statewide exercise planning team for operation raindrops.
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Message from Amber Mangum, Contracts
Happy Holidays!
I cannot speak for everyone else, but for me 2011 has flown by. It feels like it was just yesterday when we were enjoying spring weather and celebrating Easter. Now it is supposed to be winter, but good ole’ Oklahoma can’t make up her mind!
This year we closed out one Grant Cycle and opened another. The new system that was created in 2010 to assist with the HPP Process seems to be running smoothly with few hiccups. Mike and I traveled to many hospitals conducting site visits all across the state to provide technical assistance to the hospitals. We are currently scheduling site visits for this grant cycle. We have a bigger percentage of hospitals participating this year. It is nice to see the numbers increase.
We were activated with the May tornados and dispatched vaccine trailers to several communities. I had the opportunity to deploy into the field to get some hands on experience. It was a little different than one of my military deployments and a nice change of pace from the office!
Renee Hinson and I have been moved to the 3rd floor, closer to the Situation Room, in Ed’s old office! He decided to move into the closet! LOL. The move has been exciting and beneficial. I look forward to another year of challenges.
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Message from Brad Casper, COOP
COOP Planning has had a pretty good year so far. Thanks to the tireless help of Amber, Renee, Toni, Kristi, and Sharon, we finally got the EMPlans continuity planning software from Bold Planning Solutions contract awarded. Without their help, this would not have happened. This project has been quite successful and has made some rather big leaps. After the contract award we set about getting approximately 110 plans loaded into the system as well contact information for agency personnel. We also worked with the County Administrators and Regional Coordinators to identify plan liaisons for all the county plans. These plan liaisons will be our representatives in the counties and first point of contact for plan owners. We held initial training for plan liaisons Nov 7th & 8th with regional training for plan owners to be completed by the end of Dec. After the initial trainings are complete, we will grade each of the plans, and provide feedback to plan owner’s for improvement and ensuring plans are executable.
Along with the COOP software we have finished the OSDH COOP Policy, Planning Manual, and Telework Policy, and will be moving forward to submit them for official approval in the upcoming year. The recommendation was made to have the telework policy incorporated into the COOP Policy, and the new manual will reflect those changes.
The COOP office has become a partner of the Federal Executive Board and this has been very beneficial.
I have nearly completed my Level 1 Professional Continuity Practitioner with only one class left, and that has been scheduled after the first of the year. I’m two courses away from getting my Master Professional Continuity Practitioner. Currently there are only around 70 Master Practitioners in the US.
For now, we’re looking forward to getting continuity in the agency really moving and incorporating more of the agency into the plan.
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Message from Debi Wagner, OKMRC
This has been a year of tremendous change for the OKMRC! Early in 2011, I became the State MRC Coordinator. This allowed Kendal (Darby) Butler to focus on the development of the OKMRC website and database, and to pursue some additional projects with EMSA. The move makes sense because activation authority for the OKMRC rests with the local and state health departments. We are fortunate to be able to keep Kendal on the OKMRC Administrative team and have the benefit of her experience and expertise with the website. It’s really a win-win situation for all of us, and we’re all very pleased.
My slogan for the year was “GET REAL”… late in 2010, we hired temporary employees to begin contacting every registrant in the database to confirm their interest in participating, and to verify and update contact information. It is the goal of the Administrative Team that the database accurately reflects the response capability of the organization. Volunteers are encouraged to update their profiles regularly, and let administration know if they no longer wish to participate.
In September, the Payne/Noble County MRC was recognized as a nationally affiliated MRC unit, bringing the number in the state to 31. In the TALON Region, only Texas has more units, with 37.
OKMRC volunteers were mobilized after the May 24 tornadoes in Piedmont and Calumet. Volunteers were part of Strike Teams that visited affected neighborhoods to administer tetanus shots and do wellness checks on residents. The OKMRC was a large part of the Health Department effort that ultimately provided close to 1,000 tetanus vaccinations for Oklahomans. OKMRC nurses responded quickly, and worked side by side with health department nurses to get the job done.
In July, Oklahoma County Coordinator Emily Rightmyer announced that she had taken a new position within Oklahoma City-County Health Department. In her 4+ years as Coordinator, Emily did a fantastic job with the development of the unit, including recruiting, retention, and collaborating on innovative volunteer engagement practices. The OKMRC Administrative Team thanks you, Emily, for all of your hard work, your sincerity and positive attitude, and most of all, your friendship.
Fortunately, a very capable replacement wasn’t far away. OCCHD Health Promotion Specialist Julie Carroll accepted the position of Volunteer Coordinator in October, and has hit the ground running. On November 15, Julie hosted her first MRC meeting, a presentation on cold weather preparedness by Lee McGoodwin, recently retired director of Poison Control. The meeting was well attended, and everyone present received new OKMRC badges.
As the OKMRC looks to the future, the focus is on engaging volunteers and collaborating with community partners. The OKMRC is a largely untapped resource that can provide valuable assistance in every phase of public health response. The OKMRC mission is to build more resilient communities throughout the state. It is the goal of the Administrative Team that our response partners become comfortable working with OKMRC volunteers, and will not hesitate to request our assistance when it is needed.
The OKMRC wishes all of our partners a Happy and safe holiday season!
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Message from Glenda Ford-Lee, At-Risk Populations
In 2011, four events made an impact on Oklahoma’s all hazards work for functional needs populations. The first event was very personal. I was certified as an Americans with Disability Act (ADA) Trainer. The training was provided by The Disability and Business Technical Assistance Center (DBTAC) at the Southwest ADA Center in April of this year. The second event was the opportunity to attend the Getting Real Conference II on September 12-14 in Arlington, VA. The conference focused on functional needs populations and emergency planning at the national level. The third event was a new partnership with the Oklahoma State University Human Services division. This partnership will provide creative avenues for emergency responses to rural areas of Oklahoma. The fourth event was my selection as a member of the OKC’s Mayor’s Committee on Disability Concerns. It is a great honor to be selected for this committee. Listed below are the presentations and emergency preparedness activities for functional needs populations scheduled for 2012:
1. Blind and Low Vision Emergency Preparedness Plan
2. Questions and Answers Guidance for Functional Needs Populations’ and Emergency Reponses (also translated into Spanish)
3. Functional Needs Emergency Preparedness DVD - English, Spanish, and American Sign Language (ASL)
4. Functional Needs Task Force Meetings - Monthly
5. O.U. Nursing Class Lecture 2-17
6. Metro Disability Fair 3-01
7. Governor’s Conference on Developmental Disabilities 3-22
8. Hispanic Health Fair 4-9
9. Second Annual African American Men’s Health Fair Summit 5-14
10. Renaissance Management Group, Inc. 5-18
11. Fifth Street Baptist Church 5-21
12. OKC’s Mayor Committee on Disabilities Concerns 7-13
13. Cultural and Language Bank – Monthly
14. OEM Annual Conference 8-25
15. Retired Police Officer Association 9-1
16. Integris Men’s Health Fair 9-17
17. Multiple Sclerosis Society 9-18
18. Tulsa Disability Alliance 9-28
19. Gatesway Foundation Inc. 9-28
20. Metro Transit Health Fair 10-20
21. South Central Industries Inc. 10-26
22. OKC Mayor’s Committee on Disability Concerns - starting November
23. Sunshine Industries 11-8
24. Safe & Drug Free School 11-14
25. Oklahoma City ADA Coordinator’s Association 11-15
I am looking forward to my participation on the OKC’s Mayor’s Committee on Disability Concerns. I am also looking forward to developing and distributing more emergency preparedness information in ASL.
I wish you and your family joy, peace, and good health in the New Year.
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Message from Mike Abla, Medical Systems
EPRS received a visit from our ASPR (Assistant Secretary for Preparedness and Response) Project Officer, Commander Ivy Simmons, during June. Commander Simmons was very complimentary of hospital preparedness efforts and identified several best practices that she asked we share with other states. The best practices were: At-Risk Population Tool Kits ESAR-VHP/MRC Tiered Training Curriculum Grants Management and Fiscal Monitoring Processes Mechanisms to ensuring all future hospital equipment purchases are aligned with the State’s communications plan
We continued to streamline and refine the application process for the Hospital Preparedness Program (HPP) grant to make it more “user-friendly” to Oklahoma hospitals that wish to receive funding for preparedness efforts. As well as refining the application process, we have implemented some new performance based funding for Oklahoma hospitals that relates to timely EMResource reporting and NIMS (National Incident Management System) compliance.
We made a number of visits and telephone calls to non-HPP participating hospitals this year. In addition to the benefits of increasing familiarity and situational awareness of the capabilities of non-HPP participating hospitals, we saw a marked increase in the number of HPP participating hospitals this year (up from 73 to 89!). Even with the increase in the number of participating hospitals, we were able to get all contracts issued by the end of October, which may be a new record.
We continue to seek feedback on the Adapted Standards of Care document for our State. The purpose of this document is to provide guidance to hospitals statewide in the event of a resource constrained environment. Our hope is that, if adopted, it will be utilized in such a fashion as to not only provide clinical guidelines for front line healthcare workers, but also provide a medicolegal and administrative environment to allow clinicians to function freely within those guidelines.
Click here to access the document:
http://www.ok.gov/health/documents/OSDH%20Medical%20Emergency%20Recommended%20Actions%202010.pdf
For questions on the document or to leave feedback, please follow this link: http://www.ok.gov/health/Disease,_Prevention,_Preparedness/Emergency_Preparedness_and_Response/Catastrophic_Health_Emergency/index.html
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Message from Renee Hinson, Contracts
Happy Holidays!
Thinking back over this past year, I am amazed at what a Great Team we have become! Only in Oklahoma can a person experience, tornados, floods, earthquakes, ice storms, and a drought all in one year. As a Contract Manager, I can see how our team and our ASPR contractors have made Oklahoma a better, and safer place to live. I am so proud to be part of such a great group of professionals.
This year along with monitoring our ASPR contracts, I was given the task of tracking the EPRS inventory. This includes all of the off-site locations, warehouse, and the Central Office.
Amber and I have gotten settled in to our new office on the third floor, so be sure to stop in and see us when you have time.
May you all have a wonderful Holiday Season, and feel proud of all you have done to make Oklahoma a safer place to live.
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Message from Sam Cannella, Situation Room
The OSDH Emergency Operations Center (EOC) was transformed in March 2011 when the Communications Center was relocated next to the Situation Room. The previous Communications Center was a converted hallway alcove in the basement. This space was quickly outgrown and while appreciated, offered little to support agency critical communication operations. The new Communications Center has 8 stations with an excellent workflow and can accommodate up to seven staff per shift.
The capability of the OSDH Communications Center received an additional boost with the formation of the OSDH Communications Response Team (CRT). Members of the CRT complete an 8-hour basic communications course before working in the Communications Center. CRT staff review the agency Communications Plan, learn about basic radio operation protocol, and practice sending messages using advanced technology with satellite phones and 800 MHz radios.
The Statewide WebEOC System for Public Health and Medical Systems completed its first year of operation this past summer. Over 750 responders comprised primarily of hospital, EMS, long-term care, and County Health Departments, completed the WebEOC Basic User course. WebEOC is on track to become a fully developed and integrated communications system across the entire state. A ‘Transportation Wheel’ module is currently under development that will add functionality in WebEOC to track the distribution of any asset from start to finish.
As a result of OSDH investing in our new Communications Center, in the Communications Response Team, and in WebEOC implementation – the OSDH Communications Center scored well during this year’s statewide exercise held in April 2011.
Happy Holidays and make your New Year’s resolution one to get your family ‘Red Dirt Ready’ in 2012!
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Message from Shelly Ames, Training and Exercise Coord.
In 2011, we conducted an OSDH sponsored full-scale exercise that was VERY well done. All are to be commended. In 2011 we implemented several new strategies which required us to stretch our boundaries some. We used unique solutions to our age old barriers. This did not come without issues, but we worked through those issues. Congratulations to all who participated.
2012 will bring many changes, including the merger of the ASPR and CDC grant, a focus on Public Health as well as the Homeland Security capabilities, and a composite approach to scoring our preparedness activities. What you will see this year is exercising on a much smaller scale and the use of responses to meet our grant requirements. Since we are not conducting one big exercise to capture all capabilities, we will need to work diligently together at all levels to document everything, and meet the most requirements possible.
The coming year will bring some changes for the training program, as well. First, effective December 1, 2011, we will no longer be completing scantrons for the Incident Command System training. Second, to assure we have the computers necessary for testing, classes will be limited to 15 students. Additionally, as we see a reduction in the number of employees who need ICS training, you will see a reduction in the number of courses offered.
However you choose to celebrate the holidays, be certain to enjoy your family, eat wisely, drink moderately, and love unconditionally.
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For more information on the ERT newsletter, please contact Ed Kostiuk, Editor at EdK@health.ok.gov EPRS Central Office Contacts
Scott Sproat, MS, FACHE, Chief, EPRS
Lynnette Jordan, MPH, Assistant Chief and SNS Executive Coordinator
Ed Kostiuk, Emergency Manager and Response Coordinator
Kristi Herand, Administrative and Logistics Program Manager
Maria Alexander, MHR, MEP, Eastern District Coordinator
Mark Schultz, MSM, MEP, Western District Coordinator
Debi Wagner, CVA, NREMT, State Coordinator, OKMRC
Mike Abla, R.N., Statewide Medical Response Coordinator
Shelly Ames, MPH, Training & Exercise Coordinator
Samuel Cannella, Situation Room Manager
Ron House, Asset Manager
Renee Hinson, Contracts Manager
Amber Mangham, Contracts Manager
Sharon Dellavecchio, Grants Manager
Glenda Ford-Lee, MHR, Statewide At-Risk Populations Coordinator
Brad Casper, COOP Coordinator
Jamie Doepel, Administrative Assistant
Yankee Jesko, Administrative Assistant