Disaster Response & Emergency Management in Healthcare
Facilities Team Roles & Responsibilities

For healthcare facilities managers, understanding the difference between disaster response and emergency management is essential to keeping their teams and patients safe. While disaster response focuses on immediate actions during a crisis, emergency management looks at the bigger picture, ensuring preparedness, response, and recovery. In hospitals, the stakes are higher -- patients on life support or complex evacuation needs require special attention. By grasping these concepts, facilities managers can be more confident in safeguarding their facilities, ensuring smooth operations, and most importantly, protecting those who rely on them during emergencies.

“I would define disaster response as part of emergency management,” said Jonathan Westall, Vice President, Ancillary Services, Martin Luther King, Jr. Community Healthcare. “It is the beginning stages of an ongoing emergency management procedure. Response might be the first actionable step after continuous planning, But the emergency management is the entire life cycle of that event in discussion.”

Disaster Response: Immediate Action in the Face of Crisis

Disaster response refers to the immediate actions taken before, during, and after a disaster to save lives, protect property, and address urgent needs. In a healthcare context, this might involve:

• Evacuation Procedures: While traditional office buildings might allow for simple evacuation, healthcare facilities like hospitals often cannot. Many patients are bedridden or rely on life-support systems, making evacuation complex and potentially dangerous.
• Life-Support Systems: Patients dependent on equipment such as ventilators may face life-threatening risks if power is lost. Backup power systems are critical but may only provide short-term solutions, necessitating rapid response to restore power.
• Medical Gasses and Equipment: Hospitals must manage the continuous delivery of medical gases and operation of critical equipment, even in the absence of main power.
• Multi-Story Considerations: Patients on upper floors may be unable to use stairs, making the functionality of elevators crucial. Emergency response plans must account for safe and efficient patient transport in such scenarios.

The primary goal during disaster response is to ensure immediate safety and stability. This includes setting up emergency medical care, securing life-sustaining resources, and stabilizing the environment to prevent further harm.

Emergency Management: A Comprehensive, Ongoing Process

Emergency management, on the other hand, is a broader, more comprehensive approach. It involves the entire lifecycle of disaster preparedness, from risk assessment and planning to response, recovery, and mitigation. The focus is on:

Planning and Preparedness: Creating and maintaining comprehensive emergency operation plans (EOPs) tailored to the specific risks of the healthcare facility. This involves regular training and drills to ensure all personnel are familiar with their roles and responsibilities.

Continuity of Operations Plan (COOP): Especially in healthcare, operations must continue even in the worst scenarios. Effective COOPs ensure that critical functions remain operational, including patient care and safety, even if the facility’s infrastructure is compromised.

Coordination and Communication: Effective emergency management requires coordination among internal teams, external emergency responders, and sometimes other healthcare facilities. Clear communication channels are essential for implementing a coordinated response.

Recovery and Mitigation: After the immediate crisis, emergency management focuses on recovery and rebuilding to restore normal operations and mitigate future risks. This can include reviewing the disaster response to improve future preparedness.

“Another noteworthy distinction between disaster response and emergency management lies in the activation of the hospital’s Emergency Operation Plan (EOP) and the establishment of the Hospital Command Center (HCC),” added Trenton E. Jackson, Director, Public Safety/Support Services, Martin Luther King, Jr. Community Healthcare.

“Certain emergencies can be swiftly addressed and may not require the initiation of all elements of the EOP. Some emergencies might only necessitate the establishment of an Incident Commander for a short period of time. From my perspective, a disaster response signifies a prolonged hospital response, prompting the activation of most, if not all, EOP requirements and the staffing of all positions in the full Chain of Command within the HCC,” he said.

While disaster response is a reactive phase, emergency management is both proactive and reactive. It aims to minimize the impact of potential disasters through thorough preparation and swift, coordinated action when crises occur.

The Healthcare Facility Context

Dean Stanberry, SFP, CFM, noted the distinction between healthcare facilities and other types of buildings, such as medical office buildings. In hospitals, the risks and consequences are higher due to the vulnerable nature of the occupants. Unlike office buildings, where evacuation might be straightforward, hospitals must often "defend in place," ensuring that patients remain safe without leaving the facility.

This is critical, as highlighted by Mark Jacobus, Prime Power Services, who noted that healthcare facilities cannot simply shut down; they must continue operations under all circumstances.

Emergency management in healthcare settings requires specialized planning and resources to handle the unique challenges these environments present. From maintaining power in operating rooms to ensuring the availability of medical gases, every aspect of a healthcare facility’s infrastructure must be designed for resilience and reliability.

Both disaster response and emergency management are integral to healthcare facility safety. Understanding the differences and how they work together allows healthcare providers to better prepare for, respond to, and recover from disasters. By implementing robust emergency management practices, healthcare facilities can ensure they are not only ready to respond in the immediate aftermath of a disaster but are also building resilience for future challenges. This holistic approach helps protect patients, staff, and the vital services these facilities provide to the community.

The Role of Facilities Management Teams in Emergency Preparedness and Response

Facilities management teams play a crucial role in both disaster response and ongoing emergency management. Their responsibilities extend beyond routine maintenance to ensuring the safety and security of healthcare facilities, staff, patients, and visitors during critical events. Here's how they impact emergency preparedness and response:

Preparedness for Emergencies: Facilities teams must ensure that all infrastructure, equipment, and systems are ready to handle emergencies such as natural disasters, fires, and active shooter situations. This includes maintaining backup power systems, ensuring life-support equipment functions properly, and making evacuation routes and procedures accessible and operational.

Coordination During Emergencies: During a crisis, facilities teams are often at the forefront, ensuring that the physical infrastructure supports the emergency response efforts. They must coordinate closely with security, medical staff, and external responders, ensuring all teams have the necessary resources and information to act swiftly.

Ongoing Emergency Management: Beyond the initial disaster response, facilities teams help manage recovery and ensure the continued safety of the building. Their expertise is critical in mitigating future risks and ensuring the facility remains operational during and after emergencies.

Quick Access to Critical Information: Facilities teams using technology, like the ARC Facilities mobile platform, can access vital building information in seconds. This allows teams to retrieve floor plans, equipment locations, and emergency procedures instantly, enabling faster decision-making and more effective emergency responses.

The ability to instantly retrieve floor plans, emergency procedures, equipment locations, and utility shutoffs allows for rapid decision-making and efficient coordination of response efforts which helps in minimizing damage and loss and ensures that emergency personnel can respond more effectively, potentially saving lives. By having all necessary information at their fingertips, healthcare facility managers and emergency teams can better protect their facilities and maintain essential services during critical times.

By integrating modern technology and detailed planning, facilities management teams are key to both proactive emergency preparedness and efficient disaster response in healthcare environments.