Hello Paul5321,
I have compiled a list of many examples of Emergency Action
Plans/Emergency Response Plan that can give you excellent guidance on
compiling your own office manual. I?ve included some of my own
observations, which are NOT comprehensive, and are posted here only as
suggestions. Many of the sites cover far more than you asked for, such
as emergency response to tornadoes and earthquakes, but most do
include lists and examples of assigning duties to individuals. If
these examples are not what you were hoping for, please notify me via
the Answer Clarification process, and I will respond.
Since you want to be specific in assigning duties, I?d recommend
keeping the entire manual in a notebook, with a labeled page divider
separating that particular job description/employee?s
responsibilities. By keeping a page describing JUST that job
description?s responsibilities, in the event of an emergency, the
secretary, for example, could skim the tab labeled ?secretary?,
without searching the entire manual. I set up my emergency procedure
manuals this way, placing the entire manual at each workstation, with
the section for that workstation in front, labeled as that
workstation?s responsibility. It worked very well for my department.
You will want to keep a sheet in your office with the date each
employee read the manual, with columns for marking off updates,
drills, and for the employee to initial. In fact, if your office has
10 or more employees, OSHA requires you to maintain a manual with an
emergency action plan. Avoid unnecessary detail and redundancy, and be
specific in writing the guidelines for your manual.
Responsibilities that are assigned to each person should have a check
list in the manual, and each person should be responsible for
checking, with the supervisor periodically checking to ensure each
task is completed. For example, one employee should check each
workstation for the presence of a flashlight with working batteries.
When, each month, this task is done, the responsible person checks off
on the list, with initials and date.
Designate a team leader, and a back up person in case of absence, and
have medical emergency drills. Document what was done.
Include a map, with all exits clearly mapped. Assign an employee to
verify the map as often as you deem necessary, and check it off. (Some
offices remodel, move cubicles, seal doors, etc.) yet, do not document
this on the exit map.
Is an employee assigned to the task of checking all the fire
extinguishers for proper pressure? All this should be documented in
your main Safety manual. Are all employees certified in CPR? Many
cities now require certification on using a defibrillator, and keeping
on in view. The unit will need to be periodically checked as well.
http://www.acoem.org/guidelines/article.asp?ID=41
From the University of California, San Diego, these hints:
1.Hazard identification and awareness: Conduct periodic safety
inspections of all spaces.
2.Accident investigation: Investigate all accidents, injuries, and
near-misses, and make appropriate changes to minimize recurrence.
3.Hazard mitigation: Correct conditions that are discovered during
inspections or reported by employees.
4.Training: Know the hazards employees face and ensure they're trained
to perform their work without illness or injury. The backbone of IIPP
training is the IIPP class, required for every UCSD employee. EH&S
also offers specialized safety training in many areas.
5.Communication: Ensure a free flow of safety information through
bulletin boards or periodic discussions. Encourage employees to report
potential safety problems.
6.Documentation: Keep safety training, inspection, and accident
investigation documents in a centralized file so they're handy for
inspectors. Remember, if you don?t have the paperwork, it didn?t
happen.
http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,13148,00.html
Here is Duke University Medical Center?s suggestions for stocking a first aid kit.
http://www.dukehealth.org/tips/tip_20031104164538234
Sample Plans:
Here is a very comprehensive sample plan. On Page 5 of this very long
document (118 pages) you will find responsibilities assigned to
different employees.
http://mcoeweb.marin.k12.ca.us/emerprep/emerplan.pdf
Consider trying this OSHA online plan builder. You enter the
information, and it fills in the plan! This plan is geared toward
disasters/fire and not medical, but it may be useful.
http://www.osha.gov/SLTC/etools/evacuation/expertsystem/default.htm
Tips from New York City Government, and OSHA regulations.
http://www.nyc.gov/html/doh/pdf/bt/bt-emergencyguide-employers.pdf
http://www.osha.gov/SLTC/etools/evacuation/fire_med_service.html
This is a well organized government Emergency Action Plan, that you could adapt.
http://www.compliance.gov/forms-pubs/eresources/emergencyactionplan.pdf
The above site also has a downloadable template you could use:
http://www.compliance.gov/forms-pubs/eresources/fillable_emergency_form.pdf
This DOT site has a nice template you could adjust to fit your situation.
The following site is visible, but has certain words highlighted. I
posting this link first, in case you do not have MS Word installed on
your PC.
http://66.102.7.104/search?q=cache:AK0qWZXFkQMJ:transit-safety.volpe.dot.gov/training/Archived/EPSSeminarReg/CD/documents/OHIO_DOT/EmerPlanSampleWksheets.doc+small+office+medical+emergency+plan&hl=en
The template above in MS Word format. Click on the first site on this
page, where it says ?Emergency Action Plan (Template)?
://www.google.com/search?q=small+office+medical+emergency+plan&hl=en&lr=&c2coff=1&safe=off&start=30&sa=N
This FEMA form helps outline needs of the disabled:
http://www.usfa.fema.gov/downloads/pdf/publications/fa-154.pdf
This one is brief, only 8 pages, and is University oriented.
http://www.utdallas.edu/utdgeneral/business/admin_manual/pdf/h3122007.pdf
This plan is intended for folks outside of the US, but has some good ideas:
http://www.lmu.edu/globaled/studentsabroad/creatingpeap.html
From the Tasmanian Government Schools:
Medical action plans should include, when relevant:
·information on the student's medical condition
·symptoms and consequences of the condition
·indicators of the need for medical intervention
·contact people and phone numbers (such as medical practitioner and parents)
·clear instructions to cover all foreseeable circumstances including
management in class, and out in the yard, and management on excursions
or school camps
·emergency procedures
·specific information about medication including administration and
storage, timing, dosage and possible side effects
·relevant forms and written advice from medical practitioners and
parents regarding the medical treatment of the student
·any specific instructions on meal management
·toileting procedures and management
·the people responsible for particular actions
·consideration of issues of privacy and confidentiality, and
·the degree of involvement by the student in their own medical action plan.
A copy of the medical action plan should be kept in school files and
be available to those who may need to use it. General emergency
procedures may need to be displayed in a prominent place such as a
classroom wall. Some individual medical action plans, or aspects of
them, may need to be displayed in a prominent place. The parents, and
in some situations the student, are to be provided with copies of the
medical action plan.
http://www.education.tas.gov.au/equitystandards/disability/health/actionplan.htm
From Staples, some tips
http://www.staples.com/content/Article/E-H/EmergencyPolicies.asp
More tips
http://safetynet.smis.doi.gov/ERPart.htm
City College of Chicago?s plan shows how duties are assigned, as well
as what each employee should know.
http://www.ccc.edu/hrmanual/building/dist_off_evacuation_manual.pdf
This Indiana State?s plan shows how each floor has a ?monitor? in
charge during an emergency. Notice how Page 10 lists the CPR and First
Aid trained employees. This is a well written plan, and it seems to
cover all disasters and medical emergencies. Page 23 has a nifty bomb
threat form!
http://www.indiana.edu/~bhsafety/pdfs/BL111.pdf
SafetyInfo gives good examples of what you would need to include in
your plan, such as:
?SIDE Note
In an emergency, all personnel should know:
1. What is my role?
2. Where should I go?
SIDE Note
Some facilities are required to develop:
1.Emergency escape procedures and routes
2.Procedures for employees who perform or shut down critical
operations before an evacuation
3.Procedures to account for all employees, visitors and contractors
after an evacuation is completed
4.Rescue and medical duties for assigned employees
5.Procedures for reporting emergencies
6.Names of persons or departments to be contacted for information
regarding the plan
http://www.safetyinfo.com/aa-guest-info/emergency-4-step-process.htm
Titles and Duties of Emergency Team Members, almost halfway down.
http://www.ciwmb.ca.gov/Safety/Manual/Chapter2/default.htm#Titles%20and%20Duties%20of%20Emergency%20Team%20Members
Winston-Salem?s City Hall plan
http://www.cityofws.org/emp_health_safety/OSHA_Compliance_Manual/cityHallEmergencyPlan_7_03.pdf
Another adaptable plan
http://www.extension.iastate.edu/Publications/PM1859.pdf
This plan has examples of assigning duties, as well as a check off
list for manual training.
http://alabamasafestate.ua.edu/pdf/Emergency%20Action%20Plan.pdf
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Tips
====
http://www.osha.gov/Publications/osha3088.pdf
http://www.osha.gov/SLTC/smallbusiness/sec10.html#Medical%20Assistance
http://www.westmont.edu/_faculty_staff/pages/physical_plant/forms/HazardPrevention/EmergencyActionPlanning.pdf
http://www.businessknowhow.com/manage/disaster.htm
http://www.workcover.vic.gov.au/dir090/vwa/alerts.nsf/0/CBE4FD38F93236C5CA256CA6007CE405?OpenDocument
http://meetingsnet.com/ar/meetings_preparing_medical_emergency/
http://www.utexas.edu/student/housing/pdfs/MaintenanceEmergencyProceduresManualApartments5-01.pdf
Finally, if you decide not to write this plan yourself, these companies will help!
http://www.rothstein.com/data/dr523a.htm
http://www.epserve.com/Manuals/manual.htm
http://store.bizmanualz.com/security_disaster/Disaster_Recovery_Policies_Procedures_&_Forms-28-6.html?src=G_125_emergency_plan
You can see a good example of a Disaster Preparedness plan (Very nice
too) from this page. Look on the right hand column, and click ?Click
here for free samples?. Provide your name and e-mail (They say they
will not SPAM you) and you can then select ?View Sample? of ?Disaster
Preparedness?.
http://store.bizmanualz.com/security_disaster/Disaster_Recovery_Policies_Procedures_&_Forms-28-6.html?src=G_125_emergency_plan
Consider asking your local firefighters/EMT folks to come and offer
advice for your office. Too, the local Red Cross and/or Heart
Association will probably offer CPR and First Aid classes, and may
come onsite to teach.
There you go Paul5381! I could post a few more, but after a while,
they become repetitive! Again, if this is not what you were seeking,
please refrain from rating this answer, until I have had a chance to
clarify.
Good luck!
Regards,
crabcakes
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