CLOSED Points of Dispensing

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CLOSED Points of Dispensing

• Pocket Guide

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Full-time_______ Part-time_______
Contractual_______ Seasonal_______
Volunteers_______
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SITE PREPERATION
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Dispensing Site Selection Criteria

• Ability to accommodate the number of people your
  are expecting
• Accessibility
• Easily accessible for your employees?
• Handicap access?
• Ease with which you can receive supplies and
  medical assets
• Layout allows for secure storage of medical assets

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Additional Layout Recommendations

• Considerations for dispensing site
• Space allows for the organization of different
  points of delivery (e.g. Screening, Dispensing)
• Handicap access
• Minimize bottlenecks by pre-identifying
  complicated cases (e.g. individuals who require
  additional consultation due to contraindications)
• POD floor plan provides express dispensing
  route for uncomplicated clients (e.g. with no
  contraindications)

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Gathering Materials

• General Supplies
• Tables
• Chairs
• Extension cords
• Office supplies
• Name tags
• Waste baskets bags
• Fax machine, telephones
• Signage (to provide directions)
• Computer/Laptop

• Medical Supplies
• Gloves
• Hand sanitizers
• Facial tissues
• Educational materials
• Medical assessment forms
• Medication labels
• Emergency phone numbers

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COMMUNICATION
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Communicating w/ the County

• Primary PUSH Partner Contact
• Name
• Title
• Phone
• Alternate Phone
• E-mail

• Primary County Contact
• Name
• Title
• Phone
• Alternate Phone
• E-mail

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Communicating with employees

• Plan will need to address
• What will you need to communicate?
• How will you communicate?
• Who will you need to communicate with?

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What to communicatebefore the emergency?

• Steps your agency is taking to safeguard employee
  health wellbeing (e.g. overview of the Push
  Partner program)
• Basics on how medication will be dispensed to
  employees, their family members, and patients (if
  applicable).
• Where to get additional information? (e.g. TV,
  radio, website, etc.)

• __________________________________________________
  __________________________________________________
  ___________________________________________
• __________________________________________________
  __________________________________________________
  ___________________________________________
• __________________________________________________
  _____________________________________________

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What to communicateduring the emergency?

• Who can get the medical interventions?
• Full-time employees, Part-time employees,
  Contractors, Family members?
• When can you get the medications?
• Days times when the POD will be open to clients
  
• Where can you get the medications?
• Location where clients can receive the medical
  intervention
• What information they should bring?

• My Notes ________________________________________
  __________________________________________________
  __________________________________________________
  __________
• __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________

Proven Best Practice Use communications to allay
any panic, reassure your employees, and
to reinforce disease prevention techniques.
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What to communicateafter the emergency?

• Importance of completing the drug regimen
• Results of the POD operation
• Appreciation of staff support
• Where to find additional information

• My Notes ________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  __________________________________________________
  ______

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Relaying your message

• Email?
• Fax?
• Fliers/ Information brochures?
• Information sessions?

Proven Best Practice In your plan, make sure
that you address any language barriers by
drafting messages or information alerts in
languages other than english. Similarly, employ
different mechanisms to relay your message.
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STAFFING
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POD Staff Selection

• When selecting your POD staff consider the
  following
• What type of skills and/or credentials are
  required for this position?
• Based on the above, who is best trained to
  fulfill this position?
• Who will be available on a short notice?

Proven Best Practice For key POD positions, you
may want to identify alternate individuals who
may fill the position in the event the main
person identified is unable to do so.
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POD Staff Organization Chart(Incident Command
Structure)
Optional
Note The diagram depicted is only an example
that is often used in a traditional POD. Your
agency may expand or contract this chart to fit
the needs of your Closed POD.
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Sample II POD Staff Organization Chart(Incident
Command Structure)
Note The above diagram is another example of how
your POD staff may be organized. Depending on
the size of your agency, different individuals
may be chosen to fit each role or one person may
fulfill the tasks associated with different
roles. Remember, this is only a suggested
organization that illustrates the chain of
command.
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Job Action Items

• The following are task lists of each category of
  work that needs to be accomplished at a CLOSED
  POD. Specific individuals may be designated for
  each area or one person may be responsible for
  completing the action items listed.

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POD SupervisorACTION ITEMS

• Organizations expert on the Push Partner Program
• Establish communication with the county
• Activate your POD plan
• Initiate a calling tree to activate all POD staff
• Brief POD staff
• Receive and store medical interventions coming
  from the county
• Conduct a walk through of the dispensing site
• Ensue that it follows established guidelines
• Update the County of POD status

For more information see the JAS folder on your
Push Partner CD.
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POD Briefing

• Conducted by POD Supervisor
• Includes
• Information on the situation
• Review of guidelines and protocols
• Facility layout (i.e. identification of break
  room, rest rooms, emergency exits, etc.)
• POD layout and flow

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SecurityACTION ITEMS

• Secures POD operations
• Secure the medical assets as the package arrives
  from the county
• Ensure security of the POD site and critical
  assets
• Establish personnel throughout the site to
  maintain safety of POD staff and clients
• Maintains access to the POD site by authorized
  personnel only
• Place other security personnel in locations to
  maximize the safety of the facility, assets,
  staff, and clients.
• Maintain communication with the POD Supervisor

For more information see the JAS folder on your
Push Partner CD.
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Medical AreaACTION ITEM OVERVIEW

• Includes screeners, dispensers, and First-Aid
  operations
• Verify adequate medical staff levels to operate
  POD
• Ensure that personnel have resources to complete
  their designated tasks
• Brief screening/dispensing/First-Aid staff on
  their designated tasks and review POD layout
• Ensure sufficient medications are available
• Ensure proper storage procedures are being
  followed
• Review set-up stations to make sure they are
  organized to maximize POD follow and they follow
  established guidelines
• Maintain communication with POD Supervisor

For more information see the JAS folder on your
Push Partner CD.
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Screening AreaACTION ITEMS

• Main Purpose to screen clients
• Review registration form to assess for
  contraindications
• Review screening procedures
• Ensure county directives for dispensing medical
  regimen are being followed
• Track the usage and availability of screening
  forms
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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Dispensing AreaACTION ITEMS

• Main Purpose to provide medications to clients
• Ensure use of PPE
• Ensure First Aid area is set-up
• Address patients immediate medical needs
• Follow established protocol to contact EMS
  provider for transporting client(s) to treatment
  facility
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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First Aid AreaACTION ITEMS

• Main Purpose to meet the medical needs of
  clients
• Use PPE
• Ensure First Aid area is set-up
• Address patients immediate medical needs
• Follow established protocol to contact EMS
  provider for transporting client(s) to treatment
  facility
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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Non-medical AreaACTION ITEM OVERVIEW

• Main Purpose to address the non-medical needs of
  the POD operations
• Ensure
• adequate number of staff is available for POD
  operations
• availability of office supplies and necessary
  equipment
• staff have necessary resources to complete their
  tasks
• proper signage and directions are setup and
  provided
• Maintain communication with the POD Supervisor

For more information see the JAS folder on your
Push Partner CD.
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Registration areaACTION ITEMS

• Main Purpose to distribute necessary forms to
  clients
• Review and understand the forms that need to be
  completed by clients
• Ensure
• guidelines on where to refer clients are clear
  and followed
• staff have access to necessary supplies
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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Inventory/Supply ACTION ITEMS

• Main Purpose to track the use and availability
  of supplies, equipment, etc.
• Ensure tracking protocols and methods are in
  place and operable
• Communicate with medical and non-medical leads to
  monitor equipment and supply needs
• Request additional equipment and supplies as
  needed
• Maintain inventory of equipment and supplies
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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InventoryWhat needs to be tracked

• Medications arriving from the county
• Supplies arriving from the county
• Usage of
• Equipment
• Supplies
• Medications

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FacilitiesACTION ITEMS

• Main Purpose Collaborate with the POD Supervisor
  to make sure the facility is operable
• Coordinate delivery of supplies and medical
  assets with the POD Supervisor
• Assist in identifying proper storage area for
  medications
• Set up barriers and other traffic control
  equipment
• Ensure access to the facility
• Ensure facility utilities are functioning
  properly
• Maintain communication with POD supervisor

For more information see the JAS folder on your
Push Partner CD.
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Demobilizing your POD
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Debrief

• Hold a meeting with POD staff to evaluate the
  agency response
• Obtain feedback on how well the POD operated
• Identify areas of improvement
• Identify best practices
• Revise your plan and guidelines to address issues
  identified
• Meet with the County to review the interagency
  response

Proven Best Practice In Emergency Management,
once this debriefing has occurred the key points
are compiled into an After Action Report. This
is a summary describing the event, areas of
improvement, and best practices.
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Returning assets

• Designate a person responsible for completing
  demobilization steps
• Compile a final report to the county
• Inventory of medical intervention and assets used
• Copies of completed medical forms and other
  documents that are required by the county
• Coordinate return of unused medications and/or
  other unused assets to the county

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GLOSSARY
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Glossary

• Bioterrorism is the deliberate release of
  viruses, bacteria or other germs used to cause
  illness or death in people, animals or plants.
• Closed Point of Dispensing is a location that is
  operated by a private business that dispenses
  medications to a specific population which may
  include its employees and their families. A
  CLOSED POD is not open to the public. (aka PUSH
  POD)
• Epidemic The occurrence in a community or region
  of cases of an illness, specific health-related
  behavior or other health-related behavior, or
  other health-related events in excess of what
  would normally be expected. The occurrence is
  relative to usual frequency of the disease in the
  same area, among the specified population, at the
  same season of the year.
• Incident Command System (ICS) is a management
  model for command, control, and coordination of
  an organization's emergency response activities.
  ICS is designed to aid in the management of
  personnel and resources required to operate
  during an emergency.
• Job Action Sheet (JAS) is a document created for
  each role within a command structure that
  specifies the role title, mission, supervisor and
  duties.
• Mass dispensing is the term used to provide
  necessary medical intervention to a large number
  of people to limit the spread of disease and
  prevent morbidity/mortality from occurring as a
  result of exposure.

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Glossary

• Open Point of Dispensing is a location operated
  by the local public health department agency that
  dispenses medications and/or vaccinations to the
  community members of its jurisdiction.
• Outbreak An epidemic limited to localized (i.e.
  village, town, closed institution) increase in
  the incidence of a disease.
• POD Point of Dispensing, a location at which
  medical interventions (i.e. vaccinations or
  medications) are provided during a public health
  emergency.
• Personal Protective Equipment (PPE) is
  specialized clothing or equipment worn by an
  individual for protection against any harmful
  agent (chemical, biological, or radiological).
• Receipt, Storage, and Staging (RSS) is the term
  used to identify the elements (i.e. personnel,
  facilities, and procedures) of the plan that
  address the steps of receiving SNS assets (i.e.
  medication, supplies, etc.), storing them, and
  transferring them to the appropriate entity for
  distribution.
• Strategic National Stockpile (SNS) is a Centers
  for Disease Control and Prevention (CDC) program
  that serves as a national supply of medications
  and medical supplies for emergency situations.

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Glossary

• Surveillance is the continuous collection and
  analysis of data used to monitor health status
  and the occurrence of disease. Surveillance is
  key in detecting an outbreak of disease in a
  community and the information collected helps
  public health officials in understanding the
  nature of the outbreak. Surveillance is the
  essential feature of epidemiological practice.

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Additional Resources
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Additional Resources

• Arizona Center for Public Health Preparedness
  www.azcphp.publichealth.arizona.edu
• Arizona Department of Health Services Pandemic
  Influenza Information http//www.azdhs.gov/pandemi
  cflu/
• Cities Readiness Initiative- Center for Disease
  Control and Prevention http//www.bt.cdc.gov/cri/
  
• Mass Antibiotic Dispensing Taking Care of
  Business (CDC Course) http//www2.cdc.gov/phtn/bus
  iness/default.aspadd
• Maricopa County Department of Public Health,
  Public Health Emergency Department
  http//www.maricopa.gov/Public_Health/PHEM/default
  .aspx
• National Association of County and City Health
  Officials- Strategic National Stockpile Project
  http//www.naccho.org/topics/emergency/SNS/index.c
  fm
• PandemicFlu.gov www.pandemicflu.gov
• Strategic National Stockpile (SNS)- Center for
  Disease Control and Prevention http//emergency.cd
  c.gov/stockpile/index.asp
• Yale Center for Public Health Preparedness
  http//publichealth.yale.edu/ycphp/glossary.html
  

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MY NOTES
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• The information in this pocket guide is
  condensed. For more information, please refer to
  your county mass dispensing guidelines and to the
  websites listed inside. This publication was
  supported by Grant U90/CCU924239-02 from the CDC.
  Its contents are solely the responsibility of
  the authors and do not necessarily represent the
  official views of the CDC.