Category: Board Minutes

February 3, 2017 Membership Meeting Notes

Posted on by schcc

Meeting Notes from February 3

Adobe Connect Recording Archived: https://connect.wisconsin.gov/p8b69q1a3zs/

(If a window pops up and you are asked for your connect.wisconsin.gov credentials, just click cancel. Once the window loads, in the upper left hand corner under filter events uncheck “chat messages” and “slide changes” and you will see each agenda topic bookmarked to make navigating the recording easier. Click on each “collaboration” tab to see the bookmarks.) Also- my apologies, I forgot to start recording until about 5 minutes in, the topics missed in the recording were the WISCOM SME Update and the update on the Wisconsin Hospital Mutual Aid MOU

Hospital

  1. WISCOM Subject Matter Expert (SME) Update: Our SME is Bill Tyler, and by now he has attempted contact with all hospitals in our region. The project takes a two-step approach. First step is technical assessment of equipment done by Bill to make sure it’s working. Second step is training personnel including a WISCOM Champion in each hospital to continue the training program long-term. Bill can be reached at (608)314-6265 or tylerw3212@gmail.com
  2. Update on Wisconsin Hospital Mutual Aid MOU: Once signed, is effective for five years. Blank MOU is included with these notes. 
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    Wisconsin Hospital Mutual Aid MOU

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  3. PAPR update: Grainger is unable to give us a coalition rate for PAPR supplies at this time. PAPR information from December is attached to these notes.
  4. WI Trac Update: Daily bed count update expectation memo was distributed a few weeks ago. Please update your bed counts at least daily. Please respond to MCI alerts (real and drill) within 15 minutes and bed poll alerts (real and drill) within 4 hours. Also, be aware that informational banners may be posted on WI Trac. Please inform Jennifer of any concerns or training needs.
  5. Match Survey Update: this survey is used to collect exercise and real event data from hospitals. The Wisconsin Healthcare Emergency Preparedness Program (WHEPP) uses it to secure federal grant funding from the Assistant Secretary for Preparedness and Response (ASPR). Please fill out this survey for any exercise or real event involving your hospital since July 1, 2016. If you are unsure whether you’ve completed this for an exercise or event already, contact Jennifer. A blank PDF of the survey for gathering data prior to submission is attached. Survey link: https://www.surveygizmo.com/s3/3321278/FY-16-17-WHEPP-Exercise-and-Real-Event-Report-F-02007-01-2017

General Membership

  1. Regional Evacuation Tabletop Exercise: Thursday, April 6, 2017, location TBD in Madison. Please see exercise flyer for details (not attached, coming in a separate email). Please share exercise flyer with your partners, we would like to see participation from hospitals, EMS, emergency management, public health, trauma, long-term care, clinics, law enforcement, fire, etc. The exercise registration link is embedded in the flyer, please have every individual attending register to ensure adequate venue size and food. Please reference Adobe Connect session link for exercise specifics. A separate Doodle poll will go out to help us in selecting a week in May to designate as evacuation functional/full-scale exercise week for partners who want to do this exercise in their facility.
  2. We had a presentation from Steve Kirschbaum at Swedish American Health System, talking about the evacuation exercise they did this fall. We had several requests for Steve to share the contents of their evacuation kits, and Karen Munt of UPH Meriter also shared the contents of their evacuation kits, both are detailed in this document. Our SCHCC Chair, Marisa Bartlett also talked about her experiences at the healthcare coalition level in helping with the response at St. John’s in Joplin, MO after the tornado hit in 2011. We then broke into small groups to discuss what we should integrate into our exercises and regional response plans. Some themes: Transportation, patient tracking, including fire depts. and law enforcement, regional medical coordination, knowing your partners for mutual aid, communication between all partners, knowing your local assets.
  3. Regional hazard vulnerability assessment (HVA) update: Jennifer presented the regional HVA from last year, which was a leaner assessment than we need to do this year. The Board will work on the HVA document and then share with the coalition for input prior to submitting to WHEPP. We will use the HVA data collected last year to inform this year’s results.
  4. Jennifer and Doug Voegeli (SCHCC Executive Board and Public Health Madison Dane County) attended the MESH Healthcare Coalition Conference and shared some thoughts and insights from that. See Adobe Connect recording for specifics.
  5. Training Updates:
    1. The coalition still has 27 DQE seats for decontamination training and/or facility evacuation training. Please contact Jennifer if interested.
    2. Please send us any microgrant training requests you might have. Include What- Which training would you like to offer? Who- Who is the audience served in this training? Where- What kind of venue is needed and in what area of the region? How much- what is the approximate cost of the training?
    3. Update on WHEPP Week at Center for Domestic Preparedness in Anniston, AL, August 27-September 2, 2017 (dates include travel): Please email Jennifer expressing your interest by Friday, February 24. Include your name, email, title, agency, and which course you are interested in (rank preference if more than one). Starting in April, watch for emails from Tracey Froiland, Region 6 coordinator, who will help you get registered with CDP and start arranging your travel. In the meantime, secure permission from your employer to attend, and work on course prerequisites. Courses offered are Healthcare Leadership for Mass Casualty Incidents (HCL), Hospital Emergency Response Team with Train the Trainer (HERT), Emergency Medical Operations for CBRNE Incidents. https://cdp.dhs.gov/find-training/courses
    4. WHEPP is exploring using carryover grant funding to fund the following courses throughout the state: Hospital Incident Command System (HICS), Certified Hospital Emergency Coordinator (CHEC), Basic and Advanced Disaster Life Support (BDLS/ADLS), Trauma Outcomes and Performance Improvement Course (TOPIC). Not all courses will necessarily be available in our region but many are expected to be scheduled somewhere in the state. Jennifer will share more information as it becomes available.
  6. CMS Final Rule: 17 sectors of healthcare that receive Medicare payments are required to comply by November 16, 2017. We invite members of these sectors into the coalition, please share coalition information about meetings, trainings, and exercises with your partners in these sectors. https://www.cms.gov/Medicare/Provider-Enrollment-and-Certification/SurveyCertEmergPrep/Emergency-Prep-Rule.html
  7. Announcements: We are working on overhauling the SCHCC website into a useful tool for all partners. Please be patient with us, expected completion date of April. Training opportunities: Active Shooter Conference in Fond du Lac February 22-23, open to first responders only please. Also, Governor’s Conference on Emergency Management is March 8-9 in Wisconsin Dells, more info: https://wigcot.eventsair.com/QuickEventWebsitePortal/2017gcwem/wem17

Attendance for February 3 SCHCC Meeting:
Hospital:
Marisa Bartlett UW Health
Karen Munt, UPH Meriter
Benjamin Geppi, Beaver Dam Community Hospital, Stoughton Hospital
Paul Hable, Fort Health Care
Karen Sell, Columbus Community Hospital
Sheryl Rucker, Edgerton Hospital
Becky Schambow, Southwest Health
Wendi Stitzer, Gundersen Boscobel
Angie Cohen, Grant Regional Health Center
Bob Swenarski, SSM Health St. Mary’s Janesville
Jon Erdmann, Divine Savior Portage
Lisa Pickarts, Sauk Prairie Healthcare
Kevin Kennedy, Mercy Health Walworth
Nicole Salas Watertown Regional Medical Center
Brenda Koehler-Borchardt, Watertown Regional Medical Center
Lynda Brereton, St. Mary’s Madison
Barb Kuska, Beloit Memorial Hospital
Kristen Audet, UW Health
Bill Ritzer, Reedsburg Area Medical Center
Brian Cushman, Upland Hills Health
Kelly Lapp, St. Clare Baraboo
Lyle Kratochwill, Richland Hospital
Mary Austin, Monroe Clinic
Mary Crowley, Mile Bluff Medical Center
Patty Walgenbach, Waupun Memorial
Bobbie Vossekuil, Waupun Memorial
Sally Blackbourn, Memorial Hospital Lafayette County
General Membership:
Billee Bayou, DHS/DPH/OPEHC
Brenda Borchardt, Watertown Regional Medical Center
Nikki Salas, Watertown Regional Medical Center
Lynda Brereton, St. Mary’s Madison
Karen Munt, UPH Meriter
Benjamin Geppi, Beaver Dam Community Hospital, Stoughton Hospital
Barb Kuska, Beloit Memorial Hospital
Asa Rowan, Beloit Area Community Health
Tanna McKeon, Green Co. EM
Joni Marty, Green Co. PH
Kevin Kennedy, Mercy Health Walworth
Karen Sell, Columbus Community Hospital
Paul Hable, Fort Health Care
Angie Cohen, Grant Regional Health Center
Becky Schambow, Southwest Health Platteville
Wendi Stitzer, Gundersen Boscobel
Bob Swenarski, St. Mary’s Janesville
Jon Erdmann, Divine Savior Portage
Alison Chounard, Rock County PH
Jeff Kindrai, Grant County PH
Doug Voegeli, Madison Dane County PH
Stanek, Richland County PH
Sue Matye Iowa County PH
Annie Timmerman, Lafayette County PH
Carol Quest, Watertown PH
Michael Lohmeier, SCHCC medical advisor
Donna Haugom, Jefferson County EM
Gail Scott, Jefferson County PH
Cassidy Walsh, Sauk County PH
Sarah Grosshuesch, Adams County PH
Lee Bartinek, Adams County PH
John Rago, Baraboo EMS
Dan Williams, SCRTAC
Sheryl Rucker, Edgerton Hospital
Tristen Jordan, Madison Dane County PH
Marisa Bartlett, UW Health
Kristen Audet, UW Health
Joe Meagher, Dodge County EM
Bill Ritzer, Reedsburg Area Medical Center
Brian Cushman, Upland Hills Health
Kelly Lapp, St. Clare Baraboo
Lyle Kratochwill, Richland Hospital
Mary Austin, Monroe Clinic
Mary Crowley, Mile Bluff Medical Center
Patty Walgenbach, Waupun Memorial
Bobbie Vossekuil, Waupun Memorial
Jane Gervais, Adams County EM
Jayme Schenk, Marquette County EM
Ryan Avery, American Red Cross
Sancee Siebold, Rock County PH
Tana Buss, UW Health
Carrie Meier, Dane County EM
Tina Sullivan, Juneau County PH

December 2, 2016 Membership Meeting Notes

Posted on by schcc

Hospital
1) Marisa shared information about the Versa-Flow trade in program with the hospitals, this program has been extended through December 31 so if you didn’t have a chance to register yet you may still do so. The information was distributed in an email from Jennifer on December 2.
2) Marisa is working on negotiating a coalition rate for PAPR supplies. More to come.
3) The Blank Wisconsin Hospital Mutual Aid MOU is attached for those hospitals that have not signed it and sent it back to Jennifer yet.
4) A few years back, WHEPP furnished many hospitals with a decontamination tent and hot water heater. A question was raised about what the current responsibility was for the hospitals that accepted them. The MOU in place at distribution has expired so there are no current obligations. However, in many regions hospitals are still using theirs and paying for maintenance and upkeep, since it is an OSHA requirement to be able to decontaminate a certain number of people per hour.
5) We had a discussion about whether we wanted to keep holding a hospital meeting prior to the general membership meeting. A majority voted in favor of preserving the hospital meeting, since it is the only meeting for hospitals in our region, while other disciplines have their own meetings (trauma has RTAC, public health has WALHDAB etc.)

General Membership
6) Tim Halbach joined us from the National Weather Service to talk about winter weather hazards and alerting. His slides are attached, and the video can be viewed at http://videos.med.wisc.edu/videoInfo.php?videoid=71803 . There are some issues towards the end of the video because the conference line was tied up by hold music, but Tim does go on to answer some important questions. The National Weather Service has an email distribution list for important weather events. Please email timothy.j.halbach@noaa.gov to have your name added to this list or if you have any other questions related to his presentation or weather hazards.
7) We discussed the SCHCC Training and Exercise Needs Survey. The tabletop exercise this year will have a training on emergency healthcare evacuation. We’re still honing in on partner needs for active shooter training. The Pediatric Disaster Response and Emergency Preparedness course through FEMA will be offered in the region between December 4-10, 2017, unless the course administrators have a cancellation and can offer it sooner. We talked about needing more training on aggression management and nonviolent crisis intervention (NCI). Three partners from the region were certified as NCI trainers last year, but per the Crisis Prevention Institute they are not allowed to share this information outside of their employers.
8) There will be a week reserved for the Wisconsin Healthcare Emergency Preparedness Program partners at the Center for Domestic Preparedness in Anniston, AL, from August 27-September 2, 2017. There are about 20 slots open for our region for three different courses. More information will be coming as it becomes available.
a. Healthcare Leadership for Mass Casualty Incidents (HCL) (9 slots)
b. Hospital Emergency Response Team with Train the Trainer (HERT) (6 slots)
c. Emergency Medical Operations for CBRNE Incidents (6 slots)

9) Marisa explained the regional exercise concept this year. We will be focusing on healthcare evacuation. There will be a training, discussion, and tabletop exercise on healthcare evacuation. Our facilitator will provide generic evacuation exercise templates to share with all partners, which partners can then take back to their organizations, customize as needed, and conduct a functional/full-scale exercise if desired. We will then gather lessons learned and write those into our regional exercise AAR. Our goal is to have the tabletop in April, designate a week in early May for partners to do their on-site functional/full-scale exercises, and collect information needed for our regional AAR by mid-May.
10) Jennifer reviewed the new WI Trac dashboards. Our goal is to have the bed counts updated on WI Trac at least daily. This will become important as we move forward with regional medical coordination and as EMS becomes more reliant on WI Trac for decisions about patient transport. Jennifer will be drafting a formal letter to share with hospital administrators emphasizing the importance of daily bed updates in WI Trac.
11) WHEPP is working on an informational packet for the CMS Final Rule for Emergency Preparedness. This is also an opportunity for us to offer trainings within the region.
12) Microgrant funding this year will be used to fund trainings within the region. This is an efficient use of funding and follows the state and national healthcare coalition trend of building systems instead of buying stuff. Priority will be given to trainings that also benefit partners outside the requesting agency. To submit a microgrant funding request, please submit the following information to Jennifer by email, and she will forward onto the Board for review.
a. What- Which training would you like to offer?
b. Who- Who is the audience served in this training?
c. Where- What kind of venue is needed and in what area of the region?
d. How much- what is the approximate cost of the training?

13) We are working on live streaming future meetings so attendees can still see visual content accompanying the meeting.
14) It came to my attention that the Ebola exercise AAR from May might not have been distributed to the whole coalition, so it is attached.
Future Meetings:
Feb 3, 2017 – General Membership 9:30-11:30
Apr 7, 2017 – General Membership 9:30-11:30
Jun 2, 2017 – General Membership 9:30-11:30