MASSACHUSETTS DEPARTMENT OF MENTAL HEALTH

ERICH LINDEMANN MENTAL HEALTH CENTER

25 STANIFORD STREET

BOSTON, MA 02114

EMERGENCY PREPAREDNESS PlAN

This plan has been designed for the Erich Lindemann Mental Health Center and supersedes all other plans.

-Carla Saccone, Center Director Date

RECORD OF CHANGES

Note date and nature of any changes made in this plan:

CHANGES

Protection of Records Plan 12/18/85

Emergency Response Plan 12/30/85

Floor Coordinators Updated 04/15/91

Plan Revised 05/10/92

Plan Revised 08/26/93

Plan Revised 09/30/94

Plan Revised 07/07/95

Plan Revised 10/28/95

Plan Revised 2/1/96

Plan Revised 5/23/97

Plan Revised 12/30/98

Plan Revised 5/25/99

Plan Revised 3/16/00

CONTENTS

I. Introduction

Purpose Pg. 4

Authority

Distribution

Assumptions

I. Facility / Staff Preparedness

Chain of Command Pg. 6

Staff Responsibilities

Staff Availability

Strike Contingency Plans

Communications

Training

Emergency Resources

II. Internal Disasters / Emergencies

Fire Procedure Pg. 10

Bomb Threat Procedure

Explosion

Code Blue - Medical Emergency

Code Orange - Violent Individual

Bomb Threat

Utility Failures

 

III. External Disasters / Emergencies

Tornado Pg. 16

Hurricane

Earthquake

Chemical Spill

Civil Disturbance

Radiation

IV. Evacuation Procedures

Evacuation Plan Pg. 18

Evacuations After Business Hours

Responsibilities for 24 Hour Programs

Protection of Medical Records

Duties of Floor & Section Coordinators

V. Recovery Operations

Relocation of Services Pg. 23

Debriefing

Review / Evaluation

VI. Attachments

Inpatient Unit Fire Procedure

Harbor House Emergency Procedures

West End Transitional Housing Program Fire evacuation checklist

Memo of understanding Re: Evacuations

Designated assembly areas

PURPOSE

 

The Department of Mental Health recognizes its responsibilities to provide a safe work environment to its employees and consumers. In partial fulfillment of that responsibility, the Erich Lindemann Mental Health Center has designed an Emergency Response Plan for the services provided at 25 Staniford Street. The plan has been developed to ensure the safety of all personnel, consumers and visitors during emergency situations. Facility preparedness and staff preparedness are key components to accomplishing this goal.

Specific standard operating procedures in the event of emergencies such as chemical spills, fires, tornadoes, etc. have been designed. While it is impossible to establish procedures for every possible unexpected event, it does cover those events which have been suggested by the Department of Mental Health, the Boston Fire Department, and Massachusetts Emergency Management Agency. ( MEMA)

This Erich Lindemann Mental Health Center has not been identified as a community evacuation site and has not entered into agreements to provide medical care or lodging to the community in the event of a disaster. The Erich Lindemann Mental Health Center service system does provide emergency mental health services to the Lindemann Natural Service Area in the event of a state or federally declared disaster . Crisis counseling obtained through the Area Emergency Management Coordinator will be linked with other disaster aid efforts including other local police and fire departments, local Red Cross, and Mass. Emergency Management Agency as outlined in the Lindemann Community Counseling Plan.

It is critical that all employees familiarize themselves with this plan and the names of individuals responsible for directing the emergency response efforts. Questions relative to the plan should be directed to your supervisor the Safety officer or a member of the Evacuation team.

 

AUTHORITY

 

The basis for the plan was established through Executive Order No. 144; Massachusetts General Laws, Chapter 33, Section 13 Massachusetts Emergency Management Agency and DMH Policy 92-2.

ASSUMPTIONS

 

In an emergency response plan, certain assumptions are made for the sake of safety and clarity. If a situation at the Erich Lindemann Mental Health Center requires an emergency response, each occupant of the building should assume that:

1 .They will be notified of the nature of the emergency first by the fire alarm, second by the paging system, third by word of mouth from the Evacuation Team.

2. The elevators will not be operative. All elevators will lower to the ground floor and open.

3. All stairways, including the stairways next to the elevators, will be unobstructed.

4. There will be adequate light available from the primary lighting system, the emergency generator lights, or hand held flashlights.

5. Exits on Staniford Street, Merrimack Street, exits to the parking garage, Plaza and Mezzanine will be unobstructed.



DISTRIBUTION OF PLAN

 

Copies of this plan are distributed to members of the Evacuation Team, ELMHC Administration and Directors of Programs. All staff will be informed of the plan by their section and floor coordinators and will have the plan available to them through these coordinators.

 

FACILITY / STAFF PREPAREDNESS

CHAIN OF COMMAND

In an emergency or disaster, the following chain of command should be followed:

1. Center Director

2. Associate Center Director

3. Director of Core Service

4. Medical Director

In the event of an external or internal disaster or any evacuation of the building, the Lindemann Center Director, the Metro Boston Area Director and the Area Emergency Management Coordinator will be notified. These persons will also be utilized should the Lindemann Center require additional staff or resources on an emergency basis.

STAFF RESPONSIBILITIES

CENTER DIRECTOR

It will be the responsibility of the Center Director, or designee, to decide when the facility should be declared a disaster and be evacuated. The decision shall be made in cooperation with local fire, police, Bureau of State Operated Buildings, or public safety officials. The Center Director or designee shall also be responsible for designating a disaster control center to coordinate communication and decision making, and to direct emergency operations from that location.

 

DIRECTOR OF CORE SERVICES

The Director of Core Services shall evaluate physical plant conditions and interface directly with the Bureau of State Office Buildings, Campus Police, State Police and the Boston Fire Department. The Director shall establish linkages with the Office of Facilities Management for engineering support. The Director will manage Core Services Department Personnel and serve as the Director of Emergency Response in the absence of the Center Director.

MEDICAL DIRECTOR

The Medical Director shall service as the chief medical officer at this facility. The Director shall interface with medical staff, Nursing and ancillary disciplines to insure the appropriate level of medical response. The Medical Director shall serve as director of emergency response in the absence of the Center Director, Associate Center Director or Core Service Director.

 

THE EVACUATION TEAM

The evacuation team consists of the Floor, Section Coordinators, DMH Police, Safety Officer, Medical Director and Lindemann Senior Administration.

The Floor and Section Coordinators are distinguishable by the wearing of red Evacuation Team ballcaps.



SAFETY OFFICER

The Safety Officer will respond to the Mezzanine level, Campus Police desk during emergencies and be responsible to ensure a safe, orderly flow of all individuals out of the building in the event an evacuation is necessary. The safety officer will train the Evacuation team and Lindemann staff on their evacuation responsibilities. The Safety officer will annually review the Erich Lindemann Mental Health Center Emergency Preparedness plans and make recommendation revisions to Lindemann Administration



FLOOR COORDINATORS

Each Floor Coordinator will be responsible for directing the safe and orderly evacuation of his/her floor. This will include knowledge of all physically handicap employees assigned to that floor and the assignment of employees to assist those individuals safely out of the building according to their evacuation plan. Floor Coordinators will also be responsible for ensuring that the employees on that floor review the Emergency Response Plan annually. There will be one Floor Coordinator and alternate assigned to each floor that is continuous (i.e. Ground, Mezzanine, Second Floor, Third Floor, Fourth Floor and Fifth Floor). The Plaza which is non-continuous will have 2 floor coordinators and alternates. Alternate Floor Coordinators will perform the duties of the Floor Coordinator in his/her absence.

 

SECTION COORDINATORS

Responsible for directing all individuals located in their designated section to the nearest exit as outlined in the evacuation plan. They will check rest rooms, meeting rooms, and offices as they are vacated and make sure all doors are closed. Following evacuation, Section Coordinators will assure assembly and accounting of all individuals from that section at the designated assembly location as outlined in the evacuation plan. Alternate Section Coordinators will perform the duties of the Section Coordinator in his/her absence.

STAFF AVAILABILITY

 

It will be the responsibility of each ELMHC Department Heads to keep accurate and current home phone numbers for their staff. Updated lists are given should be given annually to the Safety Officer. This information will be kept with the Campus Police Dept. in a confidential file. Lindemann Policies and Procedures for call back of essential and non-essential personnel will be followed in order to provide appropriate coverage for the Inpatient Unit during short term and longer term disasters and/or weather or transportation disruptions. In some cases local radio stations will announce the need for essential and non-essential personnel.

 

STRIKE CONTINGENCY PLAN

In the event of a strike, the Center Director will contact the Area Director with specific personnel needs for the Inpatient Unit. Management staff, DMH Campus Police, volunteers, and others assigned by the Area Director will be deployed according to need.

COMMUNICATIONS

 

In the event that the phone system is dysfunctional, there will be a cell phones available for emergency use located in the Center Director's Office and the DMH Campus Police Desk, Also, there are pay phones available for emergency use on the inpatient units and the ground floor by the main elevators that are not connected to the business phone system. These phones will be operational if the dysfunction is caused by an internal problem. In emergencies, internal communications will be via overhead intercom paging system and the DMH Campus Police two-way radio system. External radio communications will be via State Police Radio system once they arrive at the Center.

 

Phone systems are critical to the operation and safety of the inpatient units. Should the phone system fail, the Director of Core Services should be called immediately. The Director of Core Services will contact the DMH Director of Communications to repair the phone system as soon as possible.

 

TRAINING

Emergency Response Training will be provided to all evacuation team members by the Safety Officer. Floor and Section Coordinators will be responsible for maintaining staff awareness of the Emergency Preparedness Plan in their designated sections. This will be accomplished by informing new employees of plan and providing regular reviews to staff of that section. Lindemann staff will receive Emergency Preparedness and Fire Safety Training during orientation and annually thereafter.

In addition, the Lindemann Inpatient Unit will hold fire drills on each shift quarterly. A Disaster drill will be held annually, including at least one building wide evacuation. The Safety Officer will be responsible to coordinate an evaluation of each drill (as well as actual events) and will report results and recommendations to the Environment of Care Committee.



EMERGENCY RESOURCES

 

Center Director Page through

Nic Scibelli 617- 62 6 -8512

Acting Associate Center Director Page through

Brook Doyle 617- 62 6-8570

Director of Support Services Page through

Joel Beason 617- 62 6-8666

Medical Director Page through

Gary Belkin M.D. 617-62 6-8518

 

Safety Officer Page through

 

Ken Hallowood 617- 626-8666

Area Emergency Management Coordinator

Louise Carcione Page (617) 626-9272

DMH Disaster Coordinator

Daren Danato 617 626 8069

 

Lindemann Emergency Number 68555

Campus Police Ext. 68666

State Police 727-2917

Boston Fire Department (911) or 536-1500

Boston Police Department (911) or 247-4680

Civil Defense (state) 236-0200

Ambulance (Fallon) 298-3828

ELMHC - BSB Superintendent 727-7080

Paging system 68666

Bureau of State Operated Buildings 24 Emergency 727-1000

State Emergency Management (Framingham Bunker) 875-1381

Poison Control 232-2120

Johnson Control 723-7342

In the event the Phone system malfunctions

The DMH Campus Police will utilize a Cell Phone 617 549 6734

 

INTERNAL DISASTERS / EMERGENCIES

 

FIRE IN THE BUILDING

If you discover a fire:

1. Remove everyone from immediate danger.

2. Activate the fire alarm (alarm will notify Fire Department). Call the emergency, extension 68555

3. Check to see that the immediate area involved is clear all people.

4. Close all doors and windows.

5. Use proper fire extinguisher to extinguish a small flame.

6. When the fire alarm sounds it will be followed by a recorded paged announcement. The announcement will instruct everyone on the floor where the fire is and the floor above to evacuate. (The rule of thumb is WHEN IN DOUBT GET OUT).

7. Upon arrival of the Fire Department, follow orders of the Senior Officer of the Fire Department as communicated through flow of information through The Evacuation Team and DMH Campus Police.

8. If the fire alarms have not already automatically been activated by either a smoke detector, heat detector or a sprinkler head, then the person discovering the fire must manually activate the nearest key station. Staff are issued fire a alarm key and should carry this key on their person at all times while in the building. (There are fire alarm key stations located near every stairwell on every floor). Evacuation will occur as described in Evacuation section of this plan. Section and Floor Coordinators and alternates will fulfill responsibilities as described to ensure safe and timely evacuation of the building. Employees, consumers and visitors will assemble at designated areas outside of the building as directed by Section and Floor Coordinators. The ELMHC Center Director will be notified of the evacuation as soon as possible.

 

SPECIFICS TO REMEMBER IN CASE OF FIRE

REMEMBER - R.A.C.E.

 

1. R emove those in immediate danger.

2. A ctivate the nearest fire alarm and alert x 68555

3. C lose doors to contain fire.

4. E vacuate the area. Extinguish a small fire if safe to do so.

 

SPECIFICS TO REMEMBER WHEN USING A FIRE EXTINGUISHER

REMEMBER - P.A.S.S.

1. Pull the pin to break the seal

2. Aim the nozzle at the base of the fire

3. Squeeze the handle to discharge the agent

4. Sweep side to side

Class A type water extinguishers are for ordinary combustible materials only ( wood, paper, clothe).

Never use a -Class A water extinguisher on an electrical or grease fire.

Multipurpose -Class ABC extinguishers are effective on all types of fires.

 

BOMB THREAT

I. The Call

When a bomb threat is called to the Lindemann Center, it is the job of the person receiving the call to obtain as much information as possible.

 

The person should:

1. Keep the caller on the line as long as possible. Ask him/her to repeat any message and record every word using the Telephone Bomb Threat Checklist (See below)

2. Signal another employee to listen on another line in order to gain additional information.

3. If the caller does not indicate the location of the bomb or the time of possible detonation, ask for this information.

4. If the caller still does not give information, inform the caller that the building is occupied and the detonation of the bomb could result in death or serious injury to many innocent people. Again, ask for the location and the time that the bomb is to go off.

5. Listen carefully to the voice and try to ascertain the following information.

a. sex

b. existence of accent or speech impediment

c. quality of voice (calm, excited, etc.)

d. existence of any background noise (music, machines, automobiles, voices, etc.).

6. As soon as the caller hangs up, the person receiving the call should call the DMH Campus Police at x68555 and give name, location, and information received. . The Campus Police will immediately contact the State Police and the Center Director or Administrator -On-Call.

7. The person receiving the threat should report to the Mezzanine Campus Police desk with the completed bomb threat checklist and remain available for questioning by Administration or law enforcement officials.

 

TELEPHONE BOMB THREAT CHECKLIST

INSTRUCTIONS: PLEASE DO NOT INTERRUPT THE CALLER EXCEPT TO ASK:

WHEN WILL IT GO OFF? HOUR: ____________ TIME REMAINING: __________________

WHERE IS IT PLACED? ___________________________________________________________________

WHAT DOES IT LOOK LIKE? _______________________________________________________________

WHAT FLOOR IS IT ON? ___________________________________________________________________

 

TRY TO KEEP THE CALLER ON THE LINE AND ASCERTAIN THE FOLLOWING:

Did the caller appear familiar with the building by his description of the bomb location? Yes. No.

 

Caller's Identity:

Male Approximate Age: __________

 

Female

 

Origin of Call:

Local Long Distance Phone Booth Internal Call Unknown

 

Voice Characteristics:

Loud Soft Foreign Regional Other: _________________________________

 

Speech: Background Noise:

Fast Office Machines Voices

 

Slow Factory Machines Airplanes

 

Irrational Animals Mixed

 

Rational Quiet Other: ____________________________

 

Coherent Street Noise

 

Deliberate Trains

 

Emotional Music

 

Righteous Party

 

Laughing

 

Additional Notes:

 

 

 

 

Notify DMH Police at Ext. 68555 Immediately Report that you have received a bomb threat. Give your name, location, and telephone number. Immediately after, bring this completed checklist to the DMH Police. The DMH Police will notify Administration and the State Police.

 

II. The Response

1. The DMH Campus Police will pass all information to State Police regarding this threat upon their arrival at the center.

2. The DMH Campus Police will not move a suspicious package but may move any people from that immediate area until the Bomb squad arrives.

The State Police will:

A. Interview the person who received the bomb threat to gather information and evaluate the situation

B. Contact the ELMHC Center Director and consult to assist the Center Director, or Administrator On Call, in determining the need for an evacuation of the building.

C. Call the Police Department Bomb Squad to make a search of the building if deemed necessary.

D. Follow all State Police Departmental procedures for safety precautions.

 

The Center Director/Administrator-On-Call will:

A. Consult with the State Police/Fire Department to make a decision to evacuate the building if deemed necessary.

B. Notify the Area Administration and arrange for supportive services if necessary.

C. Insure there is adequate staffing to manage the emergency.

If the building is to be evacuated the overhead page will not specify the words Bomb Threat. This page will be made numerous times : Your attention Please, the Fire Department has advised every to evacuate the building at this time.

The evacuation team will understand this message and ensure every evacuates their floor and reports to the designated assembly area outside.

EXPLOSION

In the unlikely event that an explosion occurs, Floor and Section Coordinators should determine which portions of the building have been affected by the explosion and direct personnel away from those areas which appear structurally damaged. Instructions for fire emergencies should be followed whenever possible. Deviations may be necessary at the discretion of Section or Floor Coordinators.

Clinical Personnel should make themselves available to the Inpatient Unit and other client program areas to respond to client care needs as directed by each program director. Medical staff should proceed to areas of need as announced by Code Blue requests.

CODE BLUE: MEDICAL EMERGENCY

 

In the event of a medical life threatening emergency , the person first on the scene should dial Extension 68555 and report a CODE BLUE, medical emergency. The person should give their full name and extension, exact location including floor number, side of building, nearest room number, program name, and the nature of the medical emergency. (example: Susan Smith at extension 68123, reporting a person not breathing at Plaza level East, room P10, Lindemann Administration area). The Campus Police staff will follow the Policy and Procedure on Emergency Assistance by taking the information, paging a CODE BLUE to the exact location and calling an ambulance to report a "Priority One Emergency". The Campus Police will then immediately report to the area.

The Inpatient nursing and Medical staff available will immediately respond to the announced location with the code cart per the Nursing policies and procedures on Emergency Assistance. All medical personnel in the building will then report immediately to the location to assist in the medical emergency. The Campus Police desk officer will call 68518 to confirm with the Inpatient staff that the code cart is being deployed to the proper location.

Each Code Blue will be evaluated by involved staff, a member of the Quality Management Department, and the Safety Officer. The Code Blue evaluation and subsequent recommendations will be reported to the Environment of Care Committee. The Environment of Care Committee will evaluate and make procedural, training, or other necessary adjustments as needed.

The Safety Officer will keep a record of all reviews, recommendations and changes on file.

CODE ORANGE: VIOLENT BEHAVIORAL DISTURBANCES

 

In the event that an individual presents in the building as violent, threatening, or out of control, the person first on the scene should immediately dial extension 68555 and report a CODE ORANGE, person out of control. The person should give their full name and extension, exact location including floor number, side of building, nearest room number, program name, and the nature of the emergency. The Campus Police will page a code orange to the exact location and will immediately respond to the area and take appropriate actions to restore safety. All personnel in the immediate area of the emergency will also respond to aid persons in potential danger. Personnel responding should only make efforts to remove people from immediate harm. Personnel should not escalate the situation further, but wait for the clinical caregivers or the DMH Campus Police to make a safe and appropriate intervention. The DMH Campus Police will contact the State Police if a situation arises where an individual intends to use deadly force with a weapon.

Each Code Orange will be evaluated by involved staff, a member of the Quality Management Department, and the Safety Officer. The Code Orange evaluation and subsequent recommendations will be reported to the Safety Committee. The Safety Committee will evaluate and make procedural, training, or other necessary adjustments as needed. The Safety Officer will keep a record of all reviews, recommendations and changes on file.

 

UTILITY FAILURES

HEATING

The Erich Lindemann Mental Health Center is heated by a steam heating system. The steam system is provided by Boston Thermal. Loss of heat would be due to major disruption of the heating system in the area or due to routine services of the system. In the case of routine servicing, Boston Thermal contacts the Buearu of State Office Buildings Superintendent or designee who will contact the ELMHC Director of Core Services. The Director of Core Services will notify all programs in the building.

In case of an emergency where heat is lost due to a major disruption of the system, the Buearu of State Office Buildings Superintendent or designee will be called at 727-1000. The Buearu of State Office Buildings Superintendent/Designee will estimate the time heat will not be available and notify the ELMHC Administrator On Call. If extended heat loss is predicted, the ELMHC Administrator On Call will activate relocation agreements for all 24 hour programs.

AIR CONDITIONING

The air conditioning system is run by steam operated by Boston Thermal. The loss of air conditioning should be reported to ELMHC Director of Core Services who will contact the Buearu of State Office Buildings Superintendent or designee. The Administrator On Call will provide alternate resources such as floor fans if necessary for the Inpatient Unit and other 24 hour programs in the event of extreme heat and extended air conditioning loss.

ELECTRICAL

In the event of loss of electricity, the Lindemann Center is provided with an emergency back-up generator. This generator activates automatically within 15 seconds. It provides light to key areas of the building. The ELMHC Director of Core Services will call the Buearu of State Office Buildings Superintendent or designee to assess the nature and duration of the power loss. The ELMHC Administrator On Call will assess whether relocation is necessary and make plans accordingly.

PLUMBING

All plumbing problems such as leaking water valves and lines, loss of water pressure, etc. should be reported to the ELMHC Director of Core Services who will notify the Buearu of State Office Buildings Superintendent or designee. In the event of extended water loss, there is sufficient bottled water on premises to sustain the units for 48 hours.

PERSON TRAPPED IN ELEVATOR

If a person(s) becomes trapped in one of the elevators or an elevator malfunction occurs, the 24 hour Buearu of State Office Buildings Emergency number should be called (727-1000) and DMH Campus Police 68555. The location (East or West) and elevator number should be given. Buearu of State Office Buildings will immediately dispatch an elevator engineer to free the individual(s). Should these efforts fail, or an individual in the elevator begins to panic, the Boston Fire Department should be called to free this person. The ELMHC Administrator On Call should be notified as soon as possible.

EXTERNAL DISASTERS / EMERGENCIES

TORNADO

When conditions exist which might create tornado activity, the National Weather Service will issue a Tornado Warning which will estimate the path of the tornado. At other times, there may be a little or no warning. If a tornado funnel appears to be heading towards the Government Center/Lindemann Area, occupants of the building should not leave the premises. Upon notification by a paged announcement, occupants should proceed immediately to the interior of the building. All individuals should remain as far away from windows as possible in order to avoid injury from glass projectiles. When the danger no longer exists as reported by the ELMHC Administrator on call via a paged announcement. All individuals should return to their work area to await further instruction.

 

HURRICANE

When a Hurricane warning is announced, hurricane conditions are considered imminent and may begin immediately or at least within twenty-four hours. Individuals should stay indoors and away from windows. When the center or "eye" of the hurricane passes over, there will be a temporarily lull in the wind, lasting from a few minutes to more than a half-hour. It is important to stay indoors at this time since the wind will return, sometimes with even greater force, from the opposite direction.

Once the hurricane has completely subsided, the ELMHC Administrator On Call via a paged announcement will provide all individuals with further instructions.

EARTHQUAKES

In the event that an earthquake occurs, it is imperative that all individuals observe certain basic precautions.

DO NOT PANIC. Do not leave the building under any circumstances. Proceed immediately to interior sections of the building away from windows. If possible, position yourself under doorways or archways. If doorways or archways are not available, position yourself under a table or desk. Avoid areas with bookshelves which can be injurious if toppled. If you are outside of the building, proceed at once to an open area as far away from tall buildings as possible.

An earthquake will probably last no longer than thirty seconds and there will be little, if any, ground faulting or cracking. Most earthquake related injuries occur when people are struck by falling ceilings, toppled bookshelves, etc. Remaining in a doorway or under a heavy table will provide a large amount of protection. Once the earthquake has subsided, the ELMHC Administrator On Call or Designee will order evacuation if necessary.

CHEMICAL SPILL

In the event of a chemical spill affecting the Lindemann Center Area, the Boston Fire Department and ELMHC Administrator On Call should be notified. The ELMHC Administrator On Call will, upon the recommendation of the Boston Fire Department, call for an evacuation of the building if necessary.

CIVIL DISTURBANCE

If a civil disturbance such as a riot occurs outside the building, individuals should not leave the premises. The DMH Campus Police and the ELMHC Administrator On Call should be notified. The Campus Police should secure all entrances and call for additional police assistance as necessary.

RADIATION

In the event of a radiation emergency affecting the Lindemann Center Area the Boston Fire Department and the ELMHC Administrator on call should be notified. Staff will follow directions to prevent any ventilation from outside. The ELMHC Administrator On Call will, upon the recommendations of the Boston Fire Department, call for an evacuation of the building if necessary.

EVACUATION PROCEDURES

EVACUATION PLAN

Once the fire alarm has sounded or building evacuation is ordered by the ELMHC Administration , The Evacuation Team will begin to evacuate their assigned area of the floor. Section Coordinators will direct individuals of their area to designated evacuation exits (see appendix F) and remind individuals to report to the designated assembly areas. Elevators will not function when fire alarms are activated. Section Coordinators will report any handicapped individuals or others needing assistance to the Floor Coordinator who will be located in a central position as indicated on floor plan. The Floor Coordinator will assign employees to assist these individuals in evacuating the building.

Handicapped employees will standby the elevator lobbies with assigned staff until:

A. The Fire Department determines that it is safe to override the elevator to bring them down or

B. The Floor Coordinator or Alternate determines there is an immediate need to carry the individual down the stairs to a lower floor.

The Section Coordinators will assure that all individuals have evacuated the section and inspect lavatories and conference rooms in that section and assure the closure of fire doors. Section Coordinators will report the area "clear" to the floor coordinator and will be available to assist any remaining individuals needing assistance to evacuate. Section Coordinators will then report to their designated assembly areas outside of the building (See Appendix F for designated Assembly Areas) and assure that all individuals of that area remain in the assembly area and await further instructions.

Floor Coordinators will evacuate when the entire floor is reported "clear". Floor Coordinators will then report to Administration at the designated Administrative Assembly spot outside the building to report the floor "clear" and await further instructions. Floor Coordinators will carry instructions to Section Coordinators in designated assembly areas when further instructions are necessary.

The Center Director, Director of Core Services, and All Floor Coordinators will report to the Designated Administrative Assembly (See Appendix F). They will be available to all Police and Fire Officials to provide building information and report on the evacuation.

The Core Service Director will have a copy of this Emergency Preparedness Plan available. And a portable two-way radio will be brought to the assembly area to communicate with the Safety Officer and DMH Police inside the building.

The Center Director or designee will ensure that all Floors have been reported clear and that any handicapped individuals are being assisted.

Further decisions to re-enter the building or relocate programs will be made and this information disseminated to all individuals via the Floor Coordinators.



EVACUATIONS AFTER BUSINESS HOURS

 

Each 24 hour program (Inpatient Unit, Harbor House and West End Transitional Housing Program) will follow its own evacuation plan after hours. The DMH Campus Police will be aware of any after hour meetings being held in the Conference Rooms and will provide direction and assistance in evacuating those visitors.

All individuals will follow the instructions of Fire Officials who will determine when re-entry to the building is allowed. The Administrator On Call will be notified by beeper of evacuation, and will be available to activate relocation of plan if necessary.



SPECIFIC RESPONSIBILITIES OF 24 HOUR PROGRAMS

WITHIN THE LINDEMANN CENTER BUILDING

 

The Inpatient Unit located on the Fourth Floor will follow the designated Disaster/Evacuation Plan written specifically for that program. (SEE APPENDIX B.)

The Harbor House Program located on the Plaza Level will follow the designated Disaster/Evacuation Plan written specifically for that program. (SEE APPENDIX C.)

The West End Transitional Housing Program located on the Third Floor will follow the designated Disaster/Evacuation Plan written specifically for that program. (SEE APPENDIX D.)

APPENDIX E. refers to a memorandum of understanding regarding evacuations.

APPENDIX F. refers to the designated assembly areas in the event of a building evacuation.

 

PROTECTION OF MEDICAL RECORDS

The Medical Records Department will respond to an emergency such as fire or other disaster by insuring the preservation of medical records. For its active records, the Medical Records Department is equipped with high density movable metal shelving which may be closed manually. Inactive records are stored in stationery metal shelving which by be covered in box like fashion. Upon notification of an emergency, Medical Records Department Section Coordinator or Alternate will immediately close all moveable shelving and cover all stationary shelving, close fireproof exit/entrance doors to file rooms and central office of the Medical Records Department and evacuate the area.

EVACUATION TEAM MEMBERS

 

SPECIFIC FLOOR AND SECTION COORDINATORS

 

SAFETY OFFICER

Ken Hallowood 68507

 

Campus Police 68666

FIFTH FLOOR

Floor Coordinator: Dianne Kenney

Alternate Floor Coordinator: Karen Mazeo

West Section Coordinator: Shirley Davis Chase

Alternate Section Coordinator: Joanne Wilson

Central Section Coordinator: Katrina Gomes

Alternate Section Coordinator: Angela Mack

East Section Coordinator: David Collins

Alternate Section Coordinator: Bobbi Smith

FOURTH FLOOR

Floor Coordinator: Carol Williams

Alternate Floor Coordinator: Velouse Benoit

Central Section Coordinator: Betty Raymond

Alternate Section Coordinator: Charge Nurse

East Section Coordinator: Louise Campana

Alternate Section Coordinator: Charge Nurse

West Section Coordinator Donna White

Alternate West Coordinator Paul Scire

THIRD FLOOR

Floor Coordinator: Christopher O'Rourke

Alternate Floor Coordinator: ( )

West Section Coordinator: Sharon Moody

Alternate Section Coordinator: Susan Spinelli

Alternate Section Coordinator: Debbie Harrison

Central Section Coordinator Cathy Ocha

Alternate Section Coordinator: ( )

East Section Coordinator Berna Zisserson

Alternate Section Coordinator: Beth Yanofsky

 

SECOND FLOOR WEST

Floor Coordinator: Marianne Callinan

Alternate Floor Coordinator: Yves Pierre Louis

West Section Coordinator: Georgette Tanner

 

SECOND FLOOR EAST

Floor Coordinator: Ed Henrichs

Alt floor Coordinator:

East Section Coordinator Zaida Romero

 

PLAZA WEST

Floor Coordinator: Judy Thiffault

Alternate Floor Coordinator: Joan Whyte

PLAZA EAST

Floor Coordinator: Jim Cooney

Alternate Floor Coordinator: Bob Jacome

East Section Coordinator: Curtis Armitage

Alternate Section Coordinator: CM in charge

 

MEZZANINE

Floor Coordinator: Micheal Daley

Alternate Floor Coordinator: Karl Broehm

West Section Coordinator: Julie Saab

Alternate Section Coordinator: Iris Jeffers

Central Section Coordinator: Lou Robinson

Alternate Section Coordinator: Coffee shop worker

 

GROUND FLOOR

Floor Coordinator: Skip Boggs

Alternate Floor Coordinator: Tony Carifio

West Section Coordinator John McCormack

Alternate Section Coordinator Kristen Sullivan

Central Section Coordinator: Glenn Beck

Alternate Section Coordinator: Tony Enos

DISASTER RECOVERY OPERATIONS

RELOCATION

Should it become necessary to relocate the 24 hour programs, the West End Transitional Housing Program and Harbor House protocols will be followed (See Appendix C,D&E). Relocating the Inpatient Unit will be coordinated by the ELMHC Administrator On Call and Area Director. The Area Director, at his discretion, will relocate patients of the Acute Units to Metro Boston State operated facilities and replacement units (see Appendix E for Relocation Agreement). Unit staff will work cooperatively with these units to provide continuity and quality of care.

Attending psychiatrist will determine level of transportation needed for each inpatient and patients will be transported accordingly. This will occur by ambulance or by the State passenger vans on location with escorts depending on patient need.

DEBRIEFING

In the event of a major disaster that affects Lindemann Mental Health Center, debriefing of consumers and staff is necessary to reduce the emotional effects of the trauma and identify the need for further treatment and support for staff and consumers.

The Safety Officer will maintain a list of clinical personnel who may be available to provide debriefing for staff and consumers. These identified personnel will attend an annual training which includes:

1. A clinical debriefing framework

2. The procedure for referring individuals to additional support and counseling.

It will be the responsibility of the Safety Officer, Center Director, and Medical Director to ensure that the debriefing is coordinated and available when necessary.

In the event of a disaster, the identified and trained personnel will be notified to report to designated areas to conduct debriefing. These Debriefing Stations will be easily accessible to staff and consumers and ready to operate as soon after the disaster as possible. All staff and consumers and any others involved or otherwise affected by the disaster will be encouraged to participate in a debriefing session. Individuals will be offered education about "normal" responses to traumatic events, and will be offered further counseling if necessary.

REVIEW / EVALUATION

 

Each Disaster, Emergency, or drill will be reviewed and evaluated for the efficiency and effectiveness of the specific response and of the system in general. The review will be coordinated by the Safety Officer in cooperation with individuals most involved with the emergency and the Directors of Quality Management and Staff Development. All reviews and subsequent recommendations will be made to the Director of Core Services and presented to the Environment of Care Committee. This Emergency Preparedness Plan will be evaluated and updated annually by the Environment of Care Committee using the data from these reviews.