PEER Phase II. Self Guided Update Fall 2009

Transcription

1 PEER Phase II Self Guided Update Fall 2009

2 Table of Contents 1) How to Use This Handbook ) Knowledge Check... 3 A. Your Role as a PEER General Member... 3 B. WebEOC... 4 C. HHAN... 4 D. Resources to Print & Save ) PEER Phase II: What Remains the Same ) PEER Phase II: What s New for General Members ) Using the new WebEOC ) Using the HHAN ) Resources to Print & Save ) Knowledge Check Answer Key.. 21 Page 1 PEER General Member Training October 2009

3 1) How to Use This Handbook This self-guided training handbook is intended for PEER General Members who received training during Phase I of the PEER project, in Fall This handbook details changes made to the structure of the PEER Information Management System (PIMS), as a result of feedback from members during Phase I. To complete the handbook: 1. Review each section of the handbook. 2. Complete the WebEOC and HHAN practice sessions. 3. Complete the Knowledge Check on pages Print and save the resources at the end of the handbook. 5. Complete the evaluation survey sent to you via . Questions? Contact Jen Tsoi, PEER Program Manager, at jtsoi@bu.edu with any questions, or if you encounter problems using WebEOC or the HHAN. Page 2 PEER General Member Training October 2009

4 2) Knowledge Check Fill out the questionnaire below to verify that you have completed the handbook. A. Your Role as a PEER General Member Answer these questions after reviewing pages 5 and 6. (Answer key provided on page 21.) Question 1. What is the purpose of PEER? (See page 5) Answer 2. True or False: a. PEER coordinates resource requests during an emergency. b. PEER can replace emergency response efforts at your organization. a. True False b. True False c. PEER members will receive HHAN alerts about incidents that may require a significant change in daily operations. (See page 5) c. True False 3. Who is the designated Point of Contact for your organization? Point of Contact: Is this person prepared to fulfill the responsibilities listed in the Points of Contact Guidelines? (See page 11) Yes No 4. What phone number do you call to report an incident? (See page 6) 5. List three types of incidents that you may report to the MDPH Duty Officer. (See page 10) 6. If an incident impacted PEER members, what type of notification would you receive first from PEER? (See page 5) 7. Which two modes of communication are used only during an emergency? (See page 5) Phone number: HHAN Alert WebEOC posting Conference call HHAN Alert WebEOC posting Conference call Page 3 PEER General Member Training October 2009

5 B. WebEOC Complete each task below to verify your WebEOC account and view the new boards. Task 1. Record your WebEOC username and password. (Sent to you in the containing this update) Tier 2 Username: Task Complete Tier 2 Password: 2. Log onto WebEOC and view the Control Panel. (See page 7) 3. Complete the practice session. (See page 7) C. HHAN Complete each task below to verify your HHAN account. Task 1. Record your HHAN username and password. (If you do not know this, contact Jen Tsoi, at jtsoi@bu.edu) HHAN Username: Task Complete HHAN Password: 2. Log onto your HHAN account. (See page 8) 3. Complete the practice session. (See page 8) D. Resources to Print & Save Task Task Complete 1. Print and Save the resources on pages Page 4 PEER General Member Training October 2009

6 3) PEER Phase II: What Remains the Same The PEER communication protocols have been updated for Phase II, but the core of the system remains the same for PEER general members. 1. The purpose and objectives of PEER remain the same. The purpose of PEER is to: Ensure timely, consistent, and reliable communication of critical information Improve situational awareness during emergencies 2. The functions that PEER performs and does not perform remain the same. PEER does: Notify members about incidents that may require a significant change in normal daily operations (HHAN) Provide forums for communication during an emergency (WebEOC, conference calls) Support medical intelligence in Emergency Operations Centers PEER does NOT: Supersede the authority of member organizations Replace individual response efforts Coordinate resource requests Burden member organizations 3. PEER continues to rely upon three communication technologies: HHAN, WebEOC, and conference calls. PEER members may receive HHAN alerts at any time for situational awareness. If an incident occurs that impacts PEER members, the frequency and urgency of alerts may increase. If PEER is activated in an emergency, a HHAN alert will go out to PEER members with instructions to log onto WebEOC and/or dial-in to a conference call. 4. The role of the Point of Contact remains the same. PEER gets information to your door and it is up to each organization to decide how to use that information. The designated Point of Contact is responsible for disseminating information within the organization. Review the resource Point of Contact Guidelines on page 11. Verify that the Point of Contact designated at your organization is prepared to fulfill these responsibilities. 5. PEER depends on you to report incidents. Page 5 PEER General Member Training October 2009

7 4) PEER Phase II: What s New for General Members There are a few important changes in PEER Phase II. 1. Call the MDPH Duty Officer to report an incident: The MDPH Duty Officer position is staffed 24/7 and receives all phone calls and other notifications about new incidents. The MDPH Duty Officer, in consultation with Discipline Leads if necessary, will determine if PEER members should be notified about the incident via HHAN alerts. Incident! See the resource Contact the Duty Officer When on page 10 for full details about what to report to the MDPH Duty Officer. 2. The notification categories for HHAN alerts have been simplified. PEER members will receive HHAN alerts if an incident occurs that impacts PEER members. The categories of these alerts are now consistent with the severity levels built into HHAN alerts: The setup of your HHAN account will determine how you receive each level of alert (e.g. , cell phone, work phone, pager, etc.) 3. WebEOC has been upgraded to a new version. The core functions of WebEOC remain the same. However, it has a new look and new features have been added for PEER members. It very important for all PEER members practice using the new WebEOC features. Be sure to complete the WebEOC Practice Session in the next section of this handbook. If you encounter any issues using WebEOC, contact the PEER Program Manager, Jen Tsoi, at jtsoi@bu.edu. 4. The PEER Information Management System (PIMS) been streamlined. The MDPH Duty Officer receives all phone calls and other notifications about new incidents, and may consult with Discipline Leads to decide if a HHAN alert should be sent and if WebEOC should be activated. Discipline Leads will no longer contact PEER members directly. Instead, the MDPH Duty Officer or Support Team may request information from the Point of Contact when necessary. The PEER Notification Center (PNC) supports Review the larger diagram on page 18 the Duty Officer by operating the HHAN and for more details on how PEER operates WebEOC. during an emergency. Page 6 PEER General Member Training October 2009

8 5) Using the new WebEOC 7.1 The Boston WebEOC system has been upgraded to a new version, and new features have been added for use by PEER. It very important for all PEER members to practice using the new WebEOC features. If you encounter any issues using WebEOC, contact the PEER Program Manager, Jen Tsoi, at jtsoi@bu.edu. WebEOC Practice Session Use the WebEOC Quick Reference Guide on page 12 to complete the following tasks. 1. Login to WebEOC a. Login as directed on the Quick Reference Guide. b. In the Tier 2 Login screen, enter your username and password. c. In the Tier 3 Login screen, make sure to select the incident named PEER TRAINING. 2. Enter an event into the Position Log a. From the Control Panel, click on Position Log and click on New Record to enter information. b. Fill out the entry fields. c. Check the box that says Significant Events if you want to share information on this board with everyone logged onto the system. NOTE: the Controller may decide that the event is NOT significant. d. Check the Post to PEER box if you want to post the event on the PEER Group Log. e. Click Save to submit. f. The Position Log Display Board will automatically show on your screen. You ll see your entry and other entries posted by your discipline colleagues. 3. Make a change to the event that you just entered a. Look at the Position Log Display board. b. Locate the event that you posted and click the Update button. c. You will now see the Position Log Entry screen with the information that you previously entered for this event. d. Change the Description field and click Save. e. Again, the Position Log Display Board will automatically show on your screen. 4. View the PEER Group Log a. How many patients at Big City Hospital need to be moved temporarily? 5. View the Significant Events board a. Where did the accident with the Big City bus service occur? 6. View other boards from the Control Panel a. Open the User Log to view events posted by your account only. b. View the Transportation Status board. Page 7 PEER General Member Training October 2009

9 6) Using the HHAN It is important to verify that you can login to your HHAN account, and that your contact information is up-to-date. HHAN Practice Session Use the HHAN Quick Reference Guide on page 16 to complete the following tasks. 1. Login to the HHAN a. Use your own username and password to login. b. If you do not know your username and password, contact the PEER Program Manager, Jen Tsoi, at 2. Verify that the information in your Personal Profile is up-to-date a. Click on the Personal Profile tab. b. Confirm that all of the information in your profile is correct. c. Pay special attention to your phone numbers and address, and your alerting preferences. Use the alerting preferences to customize how you will receive each level of alert. You can receive alerts via: Phone Cell Phone Pager 3. View your most recent alerts a. Click on the View All Alerts tab. b. Locate the most recent PEER alert that you received. c. Open the alert by clicking on the alert name. (If you did not receive a PEER alert recently, open another recent alert). d. Open the document attached to the alert, listed under uploaded file(s). e. Close the document. 4. Log out of the HHAN by clicking on Logout in the upper right corner of the screen. Page 8 PEER General Member Training October 2009

10 7) Resources to Print & Save Print the following pages and keep them in an accessible place. These resources include: Contact the Duty Officer When Point of Contact Guidelines WebEOC 7.1 Quick Reference Guide HHAN Quick Reference Guide PEER Information Management System Diagram Map of Public Health Preparedness Region 4 Page 9 PEER General Member Training October 2009

11 CALL PEER PEER members should contact the PEER Duty Officer when Similar events have resulted in PEER notification. A PEER member has activated its EOP. You learn about an incident that may have a significant impact on your organization, region, or discipline. Your organization is or will become overburdened in response to an emergency. Patient access to care may be interrupted. When in doubt, call the Duty Officer to report an incident. Duty Officer will determine if notification to PEER members is necessary. The Duty Officer may be contacted by paging Please provide the following information to the Duty Officer on call: Nature of the incident Location of the emergency Any known details Your name, organization name and contact information The Partnership for Effective Emergency Response (PEER) was created to enhance the response capacity to health and medical emergencies in public health preparedness regions 4A, 4B and 4C in the Greater Boston metropolitan area by improving notification and situational awareness. A PEER Duty Officer is available 24/7 to receive incident reports.

12 Point(s) of Contact Guidelines The PEER member organization point(s) of contact (POCs) are responsible for receiving PEER notification messages and conveying the information to decision-makers within their own organizations. During emergencies, the POCs act as the information interface between the PEER Information Management System and their own organization. The POCs will be determined by individual agencies. The purpose of this tool is to provide guidance only and does not substitute for existing internal processes of each organization during an emergency event RESPONSIBILITIES 1. Communicate alert information to relevant personnel. DATE/TIME COMPLETED 2. Assist MDPH Duty Officer as requested. 3. Confirm receipt of HHAN alerts. 4. Post requested information on WebEOC. 5. Provide personnel for conference calls if needed. 6. Document activities and observations (positive or negative) for your agency s After Action Report (AAR) process. IMPORTANT Information HHAN Website: WebEOC Website: Your HHAN User ID: Tier 1 Login Account: PEER Password: PEER Your HHAN password: Tier 2 Login User: Password: Questions for Quality Improvement PEER does not require written answers. These are questions for the Point(s) of Contact to keep in mind while working through the incident. a) Was the information you received from the HHAN and WebEOC adequate to determine whether or not information should be transmitted to designated personnel within your organization? b) Was the information received from the HHAN and WebEOC adequate to assist your organization in making decisions about an appropriate response? c) Were you able to post information about your organizational status and resources on WebEOC as requested? d) Were the appropriate personnel available for teleconferences and other communications as requested? If not, why? Page 11 This document can be found on the PEER website: Guidelines and checklists are subject to periodic review and may be revised as needed overtime. Last revision: August 6, 2009.

13 WebEOC 7.1 Quick Reference Guide 1 Logging into WebEOC A. Go to D. Tier 3 Login Screen Position: Your discipline will be automatically selected. Incident: Select the current incident. (The most recent incident will be selected by default.) B. Tier 1 Login Screen Account: PEER Password: PEER E. Additional Login Information Enter your complete contact information as prompted. C. Tier 2 Login Screen Jurisdiction: Select PEER List from the drop-down list User: Select your account name Password: Enter your password Note: Pop-up windows must be enabled If you see a logged in message but no Control Panel, your computer is blocking pop-up windows. Look for the error message below and follow the prompts to Always allow pop-ups from this site. Page 12 WebEOC 7.1 Quick Reference Guide October 2009

14 WebEOC 7.1 Quick Reference Guide 2 The Control Panel The Five Display Boards used for PEER: Click on the incident name to view another incident. Click on the name of the display board to open it and view posted events. Red Text means that there is new information to be viewed. Use the Position Log to post events and to view events posted by all members in your discipline. Postings will go onto the PEER Group Log if you select that option. The Branch log displays all events posted by PEER Members in your discipline. The PEER Group Log displays events posted by PEER members in all five disciplines. This board is not monitored by Duty Officer. Significant Events displays significant events posted by everyone logged onto this incident. This includes emergency management, public safety and fire departments. Postings are reviewed and approved by the Duty Officer. The User Log displays all events posted by your account only. Click the PEER Menu to view the position log for other disciplines. Page 13 WebEOC 7.1 Quick Reference Guide October 2009

15 WebEOC 7.1 Quick Reference Guide 3 Entering information into the Position Log Use the Position Log to post events. Open the Position Log Entry screen by clicking on the New Record button in the Position Log Display board. A. Complete these fields on the screen. o Event Type select from the list. o Description be very specific. o Priority select from the list. o Address enter the complete address of the event. o Attachment use to attach a file from your computer. B. Select Post to Significant Events if this event should be seen by everyone in the system. The posting will be review and approved by Duty Officer. An event is significant if it affects more than one discipline or more than one jurisdiction. C. Select Post to PEER to post the event for all PEER members to view on the PEER Group Log. D. Click Save to post the information. Guidelines for entering information: Be very specific in your description of the event. Write a brief description including the implications of the event and any initial actions taken. Include numbers when appropriate (e.g. number of people affected). The information should be appropriate and polite. Remember that your entries will be seen by many people. Do not use jargon or acronyms when entering information. Make sure that everyone knows what you re talking about. Page 14 WebEOC 7.1 Quick Reference Guide October 2009

16 WebEOC 7.1 Quick Reference Guide 4 Viewing the Five Display Boards Each of the five display boards work in the same way. The only thing that differs for each screen is the type of events displayed. Position Log: displays all events posted by PEER members in your discipline. Also includes a New Record button to post a new event, and an Update Record button to change an event you posted previously. Branch Log: displays all events posted by PEER Members in your discipline. PEER Group Log: displays events posted by PEER members in all five disciplines. This board is not monitored by Duty Officer. Significant Events: displays significant events posted by everyone logged onto this incident. This includes emergency management, public safety and fire departments. User Log: displays events posted by your account only. Click here to print a report of the events on this screen. Position Log Display ONLY: Click here to enter a new event. Position Log Display ONLY: Click here to change an event you posted previously. Page 15 WebEOC 7.1 Quick Reference Guide October 2009

17 Health and Homeland Alert Network (HHAN) Quick Reference Guide 1. How to set up your HHAN account to receive PEER Notifications A. Request a HHAN account, if you don t have one: To request an account, send an to the HHAN Help Desk at alert.network@state.ma.us. You will receive an invitation with instructions to activate your account. B. Verify that your account belongs to the PEER Group Lists: All PEER notifications are sent out to members whose HHAN account is registered in the PEER Group Lists. To view a list of the Groups you belong to, login to the HHAN and view your home page. Your Groups are listed on the left panel. Click here to edit your Personal Profile If no PEER Groups appear in the list, request that your account be added to the PEER Group Lists, by sending an to alert.network@state.ma.us. C. Complete your Personal Profile: Completing your Personal Profile is critical for receiving HHAN Alerts correctly. It is important that you set up your profile when you first receive the account, and update it any time your contact information changes. To update your Personal Profile: i. Login to the HHAN at ii. Click on the Personal Profile tab iii. Confirm that all of the information in your profile is correct. iv. Pay special attention to your phone numbers and address, and your alerting preferences. Use the alerting preferences to customize how you will receive each level of Alert. Look here for a list of Groups you belong to Click on Alert title to open details page Login to the HHAN at If you forgot your password, click the Forgot Password link If you forgot your username, alert.network@state.ma.us HHAN Quick Reference Guide October 2009 Page 16

18 Health and Homeland Alert Network (HHAN) Quick Reference Guide 2. How to read and confirm HHAN Alerts When you receive a HHAN Alert on your phone, , or pager, it is often requested that you confirm the receipt of the Alert. To confirm an alert received on the phone: The HHAN will call you from the number Answer the call vocally this triggers the text to voice program. 2. Enter your four digit Telephone PIN if prompted to do so DO NOT PRESS #. 3. Listen to the Alert message. 4. If necessary, press 2 to repeat the message. 5. Press 1 to confirm the Alert. To confirm an Alert received via 1. The HHAN Alert will be delivered by Read the Click on the link in the to confirm. To read and confirm an Alert on the internet: NOTE: Many HHAN Alerts have files attached to provide more information. The files can only be accessed via the HHAN website. You may also use the website to confirm an Alert you received previously. 1. Login to the HHAN at 2. Click on the Alert title to access the Alert Details Page. 3. Read the Alert. 4. Click on Confirm to confirm. 5. Links to attached files appear at the bottom of the Alert Details Page. A complete HHAN User Guide can be found on the PEER website: HHAN Quick Reference Guide October 2009 Page 17

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21 The geographic area of focus of PEER is Public Health Preparedness regions 4A, 4B, and 4C in the Commonwealth of Massachusetts. Page 20

22 8) Knowledge Check Answer Key A. Your Role as a PEER General Member This key provides you with the correct answers to the Knowledge Check on page 3. Question 1. What is the purpose of PEER? (See page 5) 2. True or False: a. PEER coordinates resource requests during an emergency. b. PEER can replace emergency response efforts at your organization. Answer The purpose of PEER is to ensure timely, consistent, and reliable communication of critical information and to improve situational awareness during emergencies. a. True False b. True False c. PEER members will receive HHAN alerts about incidents that may require a significant change in daily operations. (See page 5) 3. Who is the designated Point of Contact for your organization? c. True False Point of Contact: (fill in the correct name) Is this person prepared to fulfill the responsibilities listed in the Points of Contact Guidelines? (See page 11) Yes No 4. What phone number do you call to report an incident? (See page 6) 5. List three types of incidents that you may report to the MDPH Duty Officer. (See page 10) 6. If an incident impacted PEER members, what type of notification would you receive first from PEER? (See page 5) 7. Which two modes of communication are used only during an emergency? (See page 5) Phone number: (Answer differs for each organization) HHAN Alert WebEOC posting Conference call HHAN Alert WebEOC posting Conference call Page 21 PEER General Member Training October 2009