How to Write a Disaster Plan for a Physician's Office

In the event of an emergency, it is essential for a physician's office staff to provide guidance to the patients and visitors who may be present at the time. Having a written disaster plan in place can help to assure the safety and proper evacuation of all persons, as well as help protect the confidential information and medical records being stored in the office. While it does not need to be overly complex, the plan should include which staff roles are responsible for certain duties and staff members should be trained and drilled regarding emergency procedures on a regular basis.

Instructions

• 1

  Assess the layout of the building and identify all available escape routes (i.e., doors, ground floor windows, stairs, etc.). Draft a diagram of the building, clearly marking the escape routes.

• 2

  Identify any and all resources that could be useful in a disaster situation, such as fire doors, sprinkler systems, basements or underground shelters, and areas where emergency supplies are kept (e.g., drinking water, flashlights, emergency generators for medical equipment). Carefully consider how the resources can best be utilized. For example, you may wish to store medical records behind fire doors.

• 3

  Review potential disaster scenarios, such as a fire, to determine what actions would need to be taken in order to keep people safe. For example, setting off an alarm, calling emergency personnel, notifying people of evacuation plans, etc. Identify which steps take priority and in what order they should be completed. Write down the steps in the correct order.

• 4

  Determine which staff role is responsible for which actions. For instance, the Nurse Manager may be responsible for guiding patients to exits, while the receptionist's duty may be to notify emergency personnel, such as the local fire department. However, it is important to note that the FIRST person to identify a threat or disaster should activate alarm systems and notify the appropriate managerial person immediately. Mark in your written plan who is responsible for which action, as well as who should take over these duties if the designated individual becomes incapacitated or is not present.

• 5

  Compile the diagram completed in Step 1, the list of steps to take in the event of an emergency and which staff role is responsible for each step, and a list of important phone numbers (i.e., fire/police department, closest trauma center or hospital, home phone numbers of Director, etc.) into a specially marked binder or folder. Make two or three copies and place them in easily accessible locations, and hang copies of the evacuation diagram near doorways or other exits.