Emergency Preparedness Plan and Other Care Policy

Emergency Preparedness Plan and Other Care Policy


Applicable standard or regulation: 8.609.7, 8.609.6, 6.12, chapter 26


Part One: Individual Emergency Preparedness other Care


This plan will be reviewed after use of policy and annually.


Clients receiving comprehensive services and supports (CSS) will have a complete file that includes plans for recommended care and guidelines regarding expectations for emergency care to support the continued health of the client and prevent further disability.

  • Comprehensive medication information
  • Dental visit schedule
  • Medical care visit schedule
  • Vision care visit schedule
  • Comprehensive list of all adaptive aides such as glasses, dentures, wheelchairs, etc.
    • Aide routine care protocol in order to prevent damage or loss of function.
    • Aide review schedule as recommended by specific industry in order to ascertain the continued functionality and appropriate use of devices
    • Aide maintained and repair schedule and as needed. Any aide that becomes compromised will result in an incident report / GER in order to have an action plan put in place for repair.
  • Therapy visit schedule
    • May include home programs
    • With periodic reviews in specialty area
  • Information regarding preferred emergency care facilities and actions to be followed to the best of an agents ability during an emergency
  • An emergency sheet with vital information. This will be available digitally to all agents and the client may have a hardcopy. Clients do have the right to refuse the copy.
  • In the event that a client is experience a life threatening emergency, first responders will be contacted for professional intervention.


All of these items will have an administration protocol, self-administered, monitored, or specific supports and will include follow-ups as needed.


Part Two: Natural and Man-Made Disaster Preparedness Plan


Level of need will be taken into consideration during community wide emergencies. This applies to all HCA and IRSS clients. PASA only clients will be determined based on individual case need.

  1. Individuals living independently will be contacted first
  2. Families with a sole care provider will be contacted second
  3. Families with complex need will be third
  4. We will then continue to reach out and do a well-being check on clients who have well established natural support or other professional support network in place.


Mandated Minimum Training in Relation to Preparedness:

  1. Contracts include a provision that all agents know and understand policies
  2. All policies include at minimum once every 24 months demonstration of knowledge, we do this by reviewing items on a monthly basis
  3. For client's receiving comprehensive services primary provider will be on plan as emergency preparedness contact
  4. An emergency sheet with vital information. This will be available digitally to all agents and the client will have a hardcopy. Clients do have the right to refuse the copy.
  5. Initiation process starting within 90 days of HCA License B receipt will include a section related to emergency preparedness
  6. Core members will be part of agency wide outreach


Family and Client Education:

  1. Comprehensive clients will receive a paper copy of their plan, emergency information, and a copy of the below chart
  2. Together we will create an emergency plan using an established template from Redcross (other templates are acceptable). This is required for comprehensive service clients and is optional for others.
    1. http://www.redcross.org/get-help/how-to-prepare-for-emergencies/make-a-plan


We will support and default to specific instructions announced during time of emergency. This is important to note, if we cannot get to a client due to authorities restricting movement we will contact the client, case management, and authorities to find an alternative plan. If there are critical care clients (as of 2018, we do not have critical care clients), alternative means may mean things such as renting transportation services in order for providers to access clients. 

Agents must read and know this policy and access the following literature in order to understand how this impacts our shared clients in order to be within compliance of the rules and regulations of adequate education and agency policy. However, if agent has documentation of education regarding emergency responses they may submit that in replacement to the literature. Basic knowledge of common emergency's in our area is required in order to be in compliance with the associated rules and regulations. Without this knowledge providers will be unable to provide adequate preventative or response care. One of the following questions will be added to the initial orientation and a selection of them will be included for the review, questions may be undated as needed.


For those providing IRSS services, providing services in their home or an ongoing community space they will need to complete a FEMA training and safety plan.

Part three: Other interruption of services


It is reviewed in other policies as well, we do not take any critical care clients where an interruption of services would result in a life limiting condition for the clients. However, any interruption of services that is unexpected may impact quality of life, even if just for a day. Clients agree that sickness, holiday, and vacation may all impact service frequency. Many clients choose to remain without services during those times as we specialize with individual pairings and they do not care to work with another provider for a short time.


When this is not the case, we work together to make secondary pairings so that we can attempt to provide additional support if the primary provider is not available.


Long Term Unavailability:

In the case that a provider becomes unavailable long term we will talk with the family about the following options:

  1. A new provider pairing
  2. Waitlist
  3. Referral request to the case manager


If number two is chosen we will encourage the family to also accept number three so that multiple resources are being access to help care resume as soon as possible.


Due Notice:


We will work to provide clients with as much notice as possible if there is an expected interruption in service, 15 days notice is the official minimum an agent is required to give unless there is circumstances that jeopardize the clients, providers, or communities well-being. We also acknowledge that life circumstances on occasion may interrupt this due notice but it must be unavoidable without inflicting harm.


Part Four: Review

Part of quality assurance will be annual review of incidents and notes regarding Emergency Preparedness Plan and Other Care Policy and review of the to make sure that it is the best that we can provide.


Additional Resources:









7/24/2018 Added FEMA