BUSINESS CONTINUITY PLAN FOR PANDEMIC FLU Service Name : Theatre Booking Objectives Provision of operating dates for all admitted patients within Salisbury Foundation Trust, including any preadmission appointments. Telephone call centre service for patients attending Trust Maintenance of the ipm information system Provision of accurate and timely Theatre Scheduling and Timetable information, to enable theatre sessions to run to capacity Requirement to meet National and Local RTT targets Provision of information: reference patients operating within the Trust Assumptions There could be limited warning of a pandemic incident thereby reducing planning time. Absenteeism may be extensive making it difficult to maintain staffing levels within the department. As the department only has 18 members of staff, should staff be absent at the same time levels of staffing may drop daily on a day to day basis with little or no warning. The influenza pandemic may have several waves; planning must recognise both short term and long term strategies. Manager has been asked to allow one of the members of staff to cover Switch Board if needed, as the member of staff is switchboard trained this has been agreed. Pandemic Alert Period Communication Part of the continuity Plan must be good communication internally within the department and externally to the rest of the Trust and our service users (the patients). Communication will be managed via the following methods:- INTERNAL within the department Department manager to meet daily at 08:30 with supervisors to disseminate information Supervisors to brief staff on a daily basis Any relevant information will be posted on notice boards within the Theatre Booking Department Cascade Brief to be given to all staff as appropriate by the most senior manager available Trust e mail A bleep will be carried by the department manager or the supervisors on a daily basis 1
INTERNAL within the Trust but external to the service Personal communication between management team members A bleep will be carried by the department manager or one of the 3 supervisors Trust e mail Cascade Brief to be given to all staff as appropriate by the most senior manager available Telephone Feed back information to Directorate Management team on a regular basis, so they can cascade internally and externally EXTERNAL outside of trust including stake holders Booking Officers to ensure effective communication to all key areas and stakeholders via telephone, fax and email systems Answer machine message to patients can be changed on a daily basis if there are staff shortages and therefore a lack of staff to answer telephones Resource Directory. Current and accurate contact information for all staff members is kept in the department Internal Contact list to be kept by department supervisors to be used in case of emergencies Electronic telephone directory updated regularly All contact directories to be kept in department Major Incident folder Flu Surveillance Staff Surveillance All staff MUST self screen before coming to work (see signs and symptoms section) All staff that develop flu like illness to remain at home and contact their delegated departmental contact who is either the Department Manager or one of the Supervisors on extension 2478, 2586, 2334. Or alternatively on bleep 1491 and also contact OH on ext 2235 and follow the menu directions to the Occupational Health Flu Hotline. Staff members who become ill with flu like illness while at work, must speak to one of the managers/supervisors listed above, once they have done this they are to contact OH on ext 2235 and follow the menu directions prior to leaving work. Manager s Responsibility re: Staff Surveillance Managers to notify OH of increased levels of staff illness in the department. 2
Business Continuity. Staff The Theatre Booking Department will maintain a current and accurate inventory of all HR requirements for the daily operations of their service. This inventory will be easily accessed within the service and also be provided to the HR department. The following information on key staff must be reviewed and updated annually. Department name Position / title Position summary Key duties Experience required /skills Training required to undertake role Theatre Booking Department Supervisors & Manager Management of Theatre Booking Team Managing day to day running of Department Ability to prioritise tasks, delegation skills, have a full understanding of Theatre Booking Department service requirements N/A NB: be mindful that in order for someone to step in at short notice this training may not need to be as comprehensive as if they were doing the role on a permanent basis. Prioritisation of Services Essential / Non Essential Essential Cover of Telephones Provision of Theatre Timetables Provision of Theatre lists for theatre staff and consultants Maintenance of ipm system Recording and maintaining RTT targets Non Essential Maintaining written diaries Checking confirmation of patients on lists Equipment and Supplies. During the Alert period The Theatre Booking Department will contact the Trust Procurement Department to request their contingency plans and to ensure continued supplies and services to the department during a pandemic. 1. Stock levels will be established and monitored daily 2. All products will be stored on site centrally 3
Infection Prevention and Control. Education Mandatory Hospital Induction Department specific induction Document all education and training All staff members must be familiar with the Infection Control Polices and Procedures on the Trust Intranet and updated on any changes via the internal communication methods listed earlier. Compliance with Infection Control and Prevention Telephones and desks will be cleaned regularly to help fight spread of infection Limited use of telephones between members of staff Hand washing to be carried out as per Trust policy Polices and Procedures. All departmental policies and hospital policies must be reviewed by staff Departmental specific policies must be reviewed and updated by the departments PANDEMIC PERIOD During the Pandemic Period the expectation is that the Department of Health will direct information. COMMUNICATION Internal within the Trust See Pandemic Alert Period section Communication to department staff by managers See Pandemic Alert Period section relating to your service External to the Trust See Pandemic Alert Period section Contractors and vendors will be contacted using the following methods E mail Fax Telephone Resource Directory. (Your record of people, skills and contact numbers) See Pandemic Alert Period section 4
SURVEILLANCE During the Pandemic period hospital entrance should be limited to control the flow of staff and visitors entering the Trust. Signage must be at all entry points to provide relevant information related to self screening, hand hygiene and respiratory etiquette. Staff Surveillance See pandemic alert period All staff that develop FRI will remain at home and contact OH on Ext 2235 and follow the instructions Managers must notify OH of increased staff illness in their units Business Continuity. Human Resources During the Pandemic Period HR will work jointly with the Pandemic Flu Co-ordination team (Command & Control) to mobilise redeployment plans. The Theatre Booking Department will be responsible for notifying the redeployment team of staffing needs as per requirements identified in STAFF section plan. The Redeployment centre will attempt to deploy additional staff with appropriate skills to cover gaps in order to maintain essential services. Additional Resources will be required to provide the following service for Theatre Booking Department Provision of extra staff to cover telephone lines Any Numbers of excess staff will be reported to the redeployment centre, one member of staff will be moved to switch board if required. Equipment and Supplies Required (See Pandemic Period) Infection Prevention and Control. It is your department s responsibility to do the following in relation to infection control The DoH may well disseminate new Infection control prevention and control guidance. These will be disseminated via Infection control Broadcast and the Trust Communication plan. Maintain Infection Control practices already in place for the Alert Period Information on new guidance and procedures to be circulated to staff via the methods outlined in the Communication section 5
END OF FIRST WAVE Review A review must be made of all problems, gaps and issues experienced within each component of the plan during the Pandemic period. Based on the review and evaluation changes to the plan must occur immediately to ensure they are not repeated in the second wave. Issues requiring immediate attention must be documented in the Issue log format and brought to the attention of the Pandemic Flu Co-ordination team (Command & Control) 6