Approval of Hospital Preparedness Program Local Funding

136 Pages·2013·7.35 MB·English

AGENDA ITEM SUBMITTAL FORM
For Clerk's Use Only:
BOARD OF SUPERVISORS AGENDA NUMBER
CLERK OF THE BOARD
44 N. San Joaqnin Street, Suite #627
Stockton, California 95202
SUBMIT ONE COPY OF THIS FORM WITH EACH BOARD AGENDA ITEM.
At the time of submitting your agenda item documents, please provide ONE ORIGINAL & 7 COPIES
OF THE BOARD LETTER AND ANY ACCOMPANYING DOCUMENTS (Resolutions, Board
Orders, Contracts, etc.) for distribution after Board Approval.
If more than one original is required, you must provide the appropriate number of originals to be
executed by the Board of Supervisors.
DATE: September 6,2013 DEPARTMENT: Emergency Medical Services
CONTACT & PHONE #: Dan Burch 468-6818
AGENDA ITEM TITLE: APPROVAL OF HOSPITAL PREPAREDNESS PROGRAM LOCAL
FUNDING AGREEMENT
PROPOSED AGENDA PLACEMENT DATE: September 24,2013 PROPOSED CALENDAR: CONSENT
DISTRIDUTION: (MAILING ADDRESSES MUST BE PROVIDED IF NOT A COUNTY DEPARTMENT)
DOCUMENT #OFCOPIES
Emergency Medical Services Board Order &
Original Signature Pages 5 -2-2
Health Care Services Board Order
Auditor's Office Board Order
Special instructions to the Clerk of the Board:
Please return I Board Order, 5 Original Signature pages of Allocation Agreement EPO 13-64 (page 2), 2 Original
Signature pages of Certification Regarding Lobbying, 2 Original Signature pages of the Non-Supplantation
Certification Form.
AGENDA ITEMS MUST BE REVIEWED AND SIGNED OFF BY THE DEPARTMENT HEAD, COUNTY
ADMINISTRATOR AND COUNTY,.CO , NS)L.
Department Head Signature-+Hr-.."9f=>'"~= _____

County Administrator 9/9/2013 2:29:24 PM County Counsel 9/9/2013 1:09:58 PM COB
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AIOSE
San Joaquin County
E1I:3
Emergency Medical Services Agency
http://www.sjgov.org/ems
Mailing Address
PO Box 220
September 4, 2013
French Camp, CA 95231
Health Care Services Complex
Benton Hall
500 W. Hospital Rd.
French Camp, CA 95231
Board of Supervisors
Phone Number
44 N. San Joaquin Street
[phone]
6th Floor, Suite 627
Fax Number
Stockton, California
[phone]
APPROVAL OF HOSPITAL PREPAREDNESS PROGRAM LOCAL FUNDING
AGREEMENT
Dear Board Members:
RECOMMENDATION:
It is recommended that the Board of Supervisors:
1) Authorize the Chairman to sign the Hospital Preparedness Program Local
Funding Agreement; and
2) Authorize the Emergency Medical Services (EMS) Administrator to execute
purchase agreements and memoranda of understanding with vendors and
participating hospitals, clinics, long term care facilities and EMS providers.
REASON FOR RECOMMENDATION:
Through funding provided by the U.S. Department of Health and Human Services, the
State of California Department of Health Services (CDPH) has allocated $323,741 to San
Joaquin County for 2013-14 to increase the health jurisdiction's ability to deliver coordinated
and effective care to victims of natural and man-made disasters and other public health
emergencies.
The EMS Agency serves as the fiscal agent for the agreement in order to make
equipment purchases and disburse allocated funds to participating hospitals, clinics, long
term care facilities, and EMS providers. The agreement allocates:
• $21,591 for disaster medical equipment and supplies;
• $50,000 for the EMS Agency's HPP Grant Coordinator;
• $25,000 for the Local EMS Agency Coordinator;
• $88,089 for emergency management and disaster preparedness training, travel and
exercise costs for hospital, clinic, long term care and prehospital personnel;
Board of Supervisors
September 4, 2013
Page 2 of 2
• $90,500 for the purchase of WebEOC software and related licenses to be used by
HPP Health Care Coalition agencies and organizations;
• $48,561 for EMS Agency administrative costs.
FISCAL IMPACT:
The total amount of the agreement is $323,741. This is a decrease of $24,500 from
2012-13. The revenue and expenses are included in the approved 2013-14 EMS budget.
There is no cost to the County General Fund.
ACTIONS TO BE TAKEN FOLLOWING APPROVAL:
Upon approval by the Board of Supervisors, the EMS Agency Administrator will begin
administering the agreement.
Sincerely, , /J~
-!J~
enneth B. Cohen, Director
Health Care Services
KBC:JDB:ct
cc: County Administrator's Office
Emergency Medical Services
Clerk of the Board
Before the Board of Supervisors
County of San Joaquin, State of California
B-
----
MOTION:
APPROVAL OF HOSPITAL PREPAREDNESS PROGRAM LOCAL FUNDING
AGREEMENT
THIS BOARD OF SUPERVISORS DOES HEREBY authorize and directs
the Chairman to sign the Hospital Preparedness Program Local Funding
Agreement;
FURTHER, THIS BOARD OF SUPERVISORS DOES HERBY authorize
the Emergency Medical Services (EMS) Administrator to execute purchase
agreements and memoranda of understanding with vendors and participating
hospitals, clinics, long term care facilities and EMS providers.
I HEREBY CERTIFY that the above order was passed and adopted on ________ by the
following vote of the Board of Supervisors, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mimi Duzenski
Clerk of the Board of Supervisors
County of San Joaquin
State of California
2013/14 Hospital Preparedness Program (HPP) Grant Application Package
San Joaquin County EMS Agency
Contents:
Attachment 7 HPP Work Plan
Attachment 7a LEMSA HPP Work Plan
Attachment 8 HPP Budget
Attachment 9 5 Year Training and Exercise Plan
Attachment 11 * Allocation Agreement
Attachment 11, Exhibit A Scope of Work
Attachment 11, Exhibit B Budget Detail and Payment Provisions
Attachment 11, Exhibit B, Attachment 1 Criteria for Payment
Attachment 11, Exhibit C Additional Provisions
Attachment 11, Exhibit D (F)* Special Terms and Conditions
Attachment 11, Exhibit E* Non-Supplantation Certification Form
Appendix A 2013-14 Local Allocations
* Signature Required
San Joaquin EMS Attachment 7
FY 13-14 Hospital
Preparedness Program
(HPP) Work Plan
------------------~
Work Plan Instructions ................................................................................................................................. 2
Capability 1: Health Care System Preparedness .......................................................................................... 4
Capability 2: Healthcare System Recovery ................................................................................................... 9
Capability 3: Emergency Operations Coordination ................................................................................... 14
Capability 6: Information Sharing .............................................................................................................. 19
Capability 10: Medical Surge ..................................................................................................................... 23
Capability 15: Volunteer Management ..................................................................................................... 29
--------------------------------- Pagel
Joaquin Work
Plan I
The 2013-14 HPP Work Plan is streamlined to accomplish two goals: 1) set a standard
minimum baseline of activity and clear deliverables to be accomplished by the end of
the 2013-14 budget period; and 2) provide a simplified process for Local HPP Entities to
describe their planned activities. The structure for the work plan mirrors the federal
application by outlining goals, objectives, and planned activities. CDPH and EMSA
worked, in collaboration with the Local Capabilities Workgroup, to define required Goals
and Objectives, and provide flexibility by allowing Local HPP Entities, in collaboration
with their Healthcare Coalitions, to add Objectives to capture other activities to be
undertaken during this budget period. As you complete your planned activities, keep in
mind that budgeted activities must tie to at least one Objective/Planned Activity. Local
HPP Entities should also include activities that will engage or address the needs of at
risk populations and tribal entities.
All items displayed in blue font, require input from the Local HPP Entity. Areas
displayed in red font are optional and a Local HPP Entity can choose to add
Objectives/Planned Activities. Below is a description of what is required in each section
of the work plan.
Goals and Baseline Deliverables: This Section does not require any text from the Local HPP
Entity but should be reviewed in determining work plan activities as Local HPP Entities are
required to complete these deliverables by the end of the 2013-14 budget period.
Known Gaps in Capabilities: Identify gaps by reviewing the Capability, Functions and
Baseline Deliverables. Please refer to the federal Healthcare Preparedness Capabilities:
National Guidance for Healthcare System Preparedness for more detailed information on the
Capabilities and Functions. (Note that the Functions not prioritized for 2013-14 are displayed in
grayed out boxes and italicized.) Local HPP Entities may elect to build or sustain non-prioritized
Functions if all required Functions are in place.
Functions and CPG Status: Use the pick list to complete the Capabilities Planning Guide
(CPG) Function Importance and Status based on the document submitted to CDPH last year.
Note that Local HPP Entities will be required to update the CPG status at mid-year based on
progress made since the last CPG report completed in 2012.
Required Objectives and Work Plan Activities: Each Capability has one or more required
Objective. Additional Objectives should be added based on identified gaps for that Capability
and/or Function. The Local HPP Entity is required to list planned Activities for each Objective.
Activities should be specific and include clear outputs and timelines for completion. Timelines
should at a minimum include whether the Activity will be completed by Mid-Year or Year-End.
The Work Plan should include a mix of Activities completed at Mid-Year and Year-End. For
example, do not just reiterate that the Local HPP Entity will participate in the Statewide Medical
Health Exercise in November as the only activity but rather provide a list of critical tasks related
to the Statewide Medical and Health Exercise such as:
San Joaquin
• Healthcare Coalition will complete the Gap Analysis for their individual organizations and
participate in a tabletop exercise during the first quarter of the budget period.
• Healthcare Coalition will conduct a minimum of two planning meetings for the Statewide
Medical and Health Exercise and participate in a functional/full-scale exercise during the
second quarter of the budget period.
Optional Objectives and Work Plan Activities: Local HPP Entities, in collaboration with their
healthcare coalition, may add Objectives/Activities to mitigate gaps identified in the "Known
Gaps in Capability" section of the work plan or to sustain the Capability. Please note that all
budgeted activities should be included in an Objective/Planned Activity.
Barriers, Technical Assistance, and Explanations: Local HPP Entities should identify
barriers that may prevent completion of Objectives/Baseline Deliverables, requests for technical
assistance or sharing of best practices, and any other issues related to each capability.
HPP Work Plan Naming Convention
Name work plan files using the following convention:
(Local HPP Entity) + "13-14" + "HPP" + "Work Plan" + "Submission date in mm-dd-yy
format)
Example: "Alameda 13-14 HPP Work Plan 07-12-13"
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Work Plan
ness
TheabiHtyof acornrnunity's bealthcare system to prepare, respond,and~ecover from incidents that h~ve a public
health and medical impact in the short andlongterm~ ()rganizations~chieve healthca:rElsystem preparedness
through a continuous cycle of planning,p'rganizimg and equipping, trainihg, exercises, evaluations and 'corrective
actions. :, " 'I:, " "1 ,. ",',' ,,' "', - ,
Goal:
California Operational Area Healthcare Coalitions will reach Stage 3 in their
development including identification of gaps in coalition membership, documentation of
the coalition governance structure, and identification of gaps in meeting capabilities
needed to perform individual member roles and responsibilities. (For a description of
the Stages of Healthcare Coalition development, see page 31.)
Baseline Deliverables:
1) Documented governance structure,
2) Completed matrix identifying member roles and gaps in capabilities needed by
coalition members to perform their assigned roles, and
3) A documented process for engaging public health medical subject matter experts
within local DOCs, EOCs, etc. and a documented process for convening a Multi
Agency Coordination (MAC) Group to assist in making critical decisions such as
the allocation of scarce resources.
4) Provide performance measure data and hospital data elements as required by
the federal Hospital Preparedness Program (HPP).
Known Gaps in Capability
1000 character limit)
1. The final Healthcare Coalition governance document has not been completed.
2. A matrix identifying member roles and gaps in capabilities has not been started.
Functions CPG
Importance Status
1. Develop Healthcare Coalitions. Highly Important Significant Ability
2. Emergency Operations Plans Highly Important Some Ability
3. ." H~a1~hcare Assets/Resource! Directory , .... '" c Highly" ~lmp-,b -l--t-a--0-n---t----~--- c ~~Ig~]ficarl~$~ur~l-~~;
4. Assessment to Identify Gaps in Planning, Training, Staffing, and
Highly Important Some Ability
Equipment
., ;;
5. -QATraihing p?j~n :. , .",. i, .'. '. . , Crltl6"1'1a l' : , Some Ability, : .i~
6. Preparedness Drills and Exercises Highly Important Significant Ability
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