D:\Docstoc\Working\ActivePDF\Input\$ASQNon-medical Emergency Manual Practice template.doc.doc EMERGENCY TEAM’S PROCEDURE MANUAL ` The Practice of: This belongs to the ‘Emergency Team’ member: ______________________ EMERGENCY SERVICES PHONE NUMBERS: FIRE 000 POLICE 000 AMBULANCE 000 CONTENTS Emergency Procedure Manual Last updated 16 September 2005 2 1 CONTACT TELEPHONE NUMBERS .................................................................................................... 4 2 REVIEW OF FIRE & EMERGENCY PROCEDURES CONTAINED IN THIS MANUAL ............. 5 2.1 EMERGENCY TEAM......................................................................................................................... 6 2.2 INDEMNITY...................................................................................................................................... 7 2.3 INTRODUCTION ............................................................................................................................... 8 3 POLICY ...................................................................................................................................................... 9 4 MANAGEMENT RESPONSIBILITIES................................................................................................. 10 5 BUILDING INFORMATION .................................................................................................................. 12 5.1 CONSTRUCTION ................................................................................................................................. 12 5.2 EMERGENCY EXITS............................................................................................................................ 12 5.3 EMERGENCY LIGHTING....................................................................................................................... 12 5.4 AIR CONDITIONING............................................................................................................................ 12 6 FIRE PROTECTION EQUIPMENT ...................................................................................................... 13 6.1 FIRE ALARM...................................................................................................................................... 13 6.2 FIRE FIGHTING EQUIPMENT ................................................................................................................ 13 6.2.1 Fire Extinguishers ......................................................................................................................... 13 6.3 MAP SHOWING FIRE FIGHTING EQUIPMENT LOCATIONS .................................................................... 15 7 THE ‘EMERGENCY TEAM’.................................................................................................................. 16 7.1 THE FIRE WARDEN’S PROCEDURE ............................................................................................ 16 7.1.1 The role of the Fire Warden.......................................................................................................... 16 7.1.2 Fire Evacuation Plan /Assembly Area Information Sheet............................................................ 20 7.1.3 Equipment .................................................................................................................................... 21 7.2 ASSISTANT FIRE WARDEN’S PROCEDURE .............................................................................. 21 7.2.1 The role of the Assistant Fire Warden........................................................................................... 21 7.2.2 Equipment .................................................................................................................................... 24 7.2.3 Fire Equipment -Information & Checklist ................................................................................... 25 7.2.4 Fire Safety Checklist ..................................................................................................................... 26 7.3 THE FIRST AID OFFICER’S PROCEDURE ................................................................................... 27 7.3.1 Policy ........................................................................................................................................... 27 7.3.2 Guidelines .................................................................................................................................... 27 7.3.3 The role of the First Aid Officer.................................................................................................... 28 7.3.4 Adverse Outcome Reporting Sheet ................................................................................................ 31 7.3.5 Contents of First Aid Kit -Kitchen................................................................................................ 33 7.3.6 Contents of First Aid Kit -Toilets ................................................................................................. 34 7.4 THE COMMUNICATIONS OFFICER’S PROCEDURE................................................................. 35 7.4.1 The role of the Communications Officer ....................................................................................... 35 8 PROCEDURES FOR OTHER EMERGENCY SITUATIONS ............................................................ 38 8.1 BOMB THREAT ............................................................................................................................... 38 8.1.1 Policy ........................................................................................................................................... 38 8.1.2 Procedure..................................................................................................................................... 38 9 PROCEDURES FOR OTHER EMERGENCY SITUATIONS ............................................................ 41 9.1 ELECTRICITY/TELEPHONE/WATER SUPPLY FAILURE.......................................................................... 41 9.2 GAS LEAKAGE ................................................................................................................................... 41 9.3 FLOODING/SEVERE STORMS ............................................................................................................... 42 9.3.1 Procedure..................................................................................................................................... 42 9.4 PERSONAL THREAT............................................................................................................................ 42 9.4.1 Policy ........................................................................................................................................... 42 9.4.2 Procedure..................................................................................................................................... 42 9.5 PROPERTY DAMAGE OR ‘BREAK IN’ ................................................................................................... 44 9.5.1 Policy ........................................................................................................................................... 44 9.5.2 Procedure..................................................................................................................................... 44 9.6 HAZARDOUS MATERIALS (INCLUDING LEAKAGE OF TOXIC CHEMICALS) .......................................... 45 9.6.1 Policy ........................................................................................................................................... 45 9.6.2 Procedure..................................................................................................................................... 46 9.7 EARTHQUAKES .................................................................................................................................. 46 Emergency Procedure Manual Last updated 16 September 2005 3 9.8 CIVIL DISORDER AND ILLEGAL OCCUPANCY...................................................................................... 47 9.8.1 Policy ........................................................................................................................................... 47 9.8.2 Procedure..................................................................................................................................... 47 10 TYPICAL EMERGENCY ACTION FLOW CHART .......................................................................... 47 11 EVACUATION DRILLS AND TRAINING........................................................................................... 49 11.1 HOW THE FIRE WARDEN CONDUCTS THE EVACUATION DRILL .......................................................... 49 11.2 MANAGEMENT................................................................................................................................... 50 11.3 DEBRIEFING....................................................................................................................................... 50 12 DEFINITIONS.......................................................................................................................................... 51 Emergency Procedure Manual Last updated 16 September 2005 4 1 CONTACT TELEPHONE NUMBERS Position Name Business Mobile Private Pager Fire Warden > > > > Assistant Fire Warden > > > > Communications Officer > > No. 1 > > Communications Officer > > No. 2 > > First Aid Representative > > > > Chief Executive > > > > OH & Safety //Business Representative > > Coordinator > > IT Systems Manager > > > > Emergency Procedure Manual Last updated 16 September 2005 5 2 REVIEW OF FIRE & EMERGENCY PROCEDURES CONTAINED IN THIS MANUAL DATE OF REVIEW REVIEWED BY ////////////////////• These Fire & Emergency Procedures should be reviewed and amended as required, but at least annually. • Date review was conducted, name and position of reviewing officer (Fire Warden or Assistant Fire Warden), should be entered in the spaces provided. Emergency Procedure Manual Last updated 16 September 2005 6 2.1 EMERGENCY TEAM FIRE WARDEN: < Insert Name> ASSISTANT FIRE WARDEN: < Insert Name> COMMUNICATIONS OFFICER: < Insert Name> FIRST AID OFFICER: < Insert Name> QUALIFIED LEVEL ONE FIRST AIDERS: < Insert Name/s> Emergency Procedure Manual Last updated 16 September 2005 7 2.2 INDEMNITY All staff who are nominated members of the Practice’s Emergency Team, are INDEMNIFIED by the Practice against civil liability resulting from practice or emergency evacuation, where such personnel act in good faith and in the course of their duties. It should be clearly understood that the primary duty of the Emergency Team is to ensure as far as practicable, the safety and orderly evacuation of staff and patients and NOT to combat emergencies. In all instances your own safety is paramount ---DO NOT PLACE YOURSELF AT RISK. Emergency Procedure Manual Last updated 16 September 2005 8 2.3 INTRODUCTION The objective of the “Emergency Team’s Procedure Manual” is to familiarise all staff members who are designated as the ‘Emergency Team’ with the emergency procedures in place to facilitate safe, orderly and timely management of emergencies, fires and evacuation when necessary. Emergency Procedure Manual Last updated 16 September 2005 9 3 POLICY The have developed policies within the “Emergency Manual” which reflect the relevant Australian Standards, as per Occupational Health and Safety legislation. Attached at the end of this manual is a glossary of terminology that may assist newly appointed wardens or emergency team members. Staff of the ‘Emergency Team’ should also refer to the various sample checklists, information sheets and maps in this manual to assist them in carrying out emergency procedures as well as providing additional information. Whilst fire is the principal reason for the implementation of an evacuation plan, other instances such as bomb threat or suspicious item found, structural faults, gas leak, extreme climatic conditions (such as an earthquake or flood), chemical spill or civil disorder etc, may well necessitate evacuation of the premises. A prompt and organised response by occupants of the building to such emergencies is essential to the welfare of the building occupants and to the preservation of the Practice’s assets. The purpose of this manual is to formalise emergency procedures and fire safety precautions across the Practice, so that those who are required to take actions related to the protection of life and property from the effects of fire and other emergencies, have a reference and a basis for their decisions and actions. It is of vital importance that all members of the Emergency Team are familiar with procedures. In the event that any part of this procedure manual is unclear, please contact the Occupational Health and Safety Officer. The objective of this policy is to provide principles for the establishment and maintenance of a system which: 1. Ensures appropriate preventive measures are taken to minimise the incidence, size and spread of fires 2. Provides a fire-safe environment for all persons on, or in the vicinity of, the Practice’s property 3. Establishes proper emergency evacuation procedures and provides appropriate training for all staff 4. Minimises risk to personnel comprising the “Emergency Team” 5. Minimises financial loss due to fire or other damage of property and contents 6. Minimises disruption of services to the public 7. Provides levels of fire protection at least consistent with Australian Standards 8. Applies Australian Standards relating to fire protection matters to the Practice’s workplaces, equipment and procedures, and 9. Minimises the effects of fire, smoke and extinguishing media on the environment. Emergency Procedure Manual Last updated 16 September 2005 10 4 MANAGEMENT RESPONSIBILITIES The persons responsible for the implementation and management of emergency evacuation procedures are those with appropriate management authority over the Practice and staff. The Chief Executive is responsible for: The appointment of staff to the ‘Emergency Team’ Ensuring that resources are available to the ‘Emergency Team’ to fulfil their role Ensuring that the Fire Warden’s recommendations are implemented Ensuring the effective implementation and management of the emergency evacuation procedures within the Practice The Fire Warden and Assistant Fire Warden are responsible for: Carrying out their duties in the event of an emergency as described within this manual Attending a debriefing session following any emergency evacuation drill Reporting to the Chief Executive Officer any observed fire or evacuation hazards or unsafe conditions Conducting regular fire and evacuation safety inspections Attending Fire Warden training at least annually The ADT Security Service is responsible for: Investigating fire alarm activations received Assisting in the evacuation of the building and in securing the building until emergency fire services arrive Recording details of all alarm activations (including both false alarms as well as genuine emergencies, and details of their probable cause) For your information the phone number for the ADT Security Company is 9916 7787. This will take you straight to their control room. You will need the password if you phone them. If unsure, or you have forgotten it, please contact Anne or Julie. Maintenance Staff are responsible for: The regular inspection and maintenance of all fire alarms Activation of the fire alarm to enable a drill to be conducted The Occupational Health and Safety Officer is responsible for: Informing all new staff of the procedures to be adopted during any evacuation of the building including pointing out all exits and the Assembly Area Emergency Procedure Manual Last updated 16 September 2005 11 Instructing students working at the Practice to evacuate immediately in the event of an alarm activation Informing the Fire Wardens and Fire Brigade of any known missing persons The coordination, implementation and review of the Practice’s Emergency Evacuation Procedure Liaison with the Emergency Services to maintain emergency preparedness Coordinating the training program for all members of the ‘Emergency Team’ Maintenance of the master copies of members of the Emergency Team as well as dates and times of scheduled evacuation drills Organising a debriefing session with the Emergency Team following scheduled drills Emergency Procedure Manual Last updated 16 September 2005 12 5 BUILDING INFORMATION 5.1 Construction Fire spread and behaviour is influenced by different types of building materials. The Practice’s offices have been constructed as a . 5.2 Emergency Exits Continuously illuminated ‘Exit’ signs identify emergency exit locations from all sections within the office and car park buildings. These lead directly into open space. 5.3 Emergency Lighting Emergency lighting is installed in strategic locations throughout the office. In the event of failure of the mains power supply, the emergency lights should activate almost instantaneously and last from 1 to 2 hours. 5.4 Air Conditioning There is one central unit for heating and cooling at the Practice. On the operation of the Fire Alarm, the Real Estate Agent will need to be contacted in order to disconnect or shut down the building's ducted air conditioning and heating unit. Emergency Procedure Manual Last updated 16 September 2005 13 6 FIRE PROTECTION EQUIPMENT 6.1 Fire Alarm The Receptionist (also the Communications Officer), will sound the alarm throughout the premises via the internal telephone system. She will then contact MFB Emergency Services by telephone to advise them of the fire. Smoke and thermal detectors are positioned strategically throughout buildings. These fire system components must remain unobstructed at ALL times. 6.2 Fire Fighting Equipment Fire hose reels and portable fire extinguishers, are located in easily identifiable locations, throughout the premises. The locations of all fire fighting equipment have been marked on the map of the ‘’. (Refer to Map of ‘’ below). This map is displayed in prominent locations of the office, and will include a floor plan showing the locations of: Fire extinguishers Break-glass fire alarms Fire exits Breathing apparatus A second and separate map is also displayed in prominent locations of the office, and includes details of: Fire hydrants for the building Evacuation Path Outdoor Assembly Area for the building. The names, locations and extension numbers of members of the ‘Emergency Team’ are prominently displayed in the office for all staff. Name, location and telephone extension number of: Fire Warden Assistant Fire Warden First Aid Officer Communications Officer The Fire Warden must know the locations of all fire fighting equipment and suitability for use on various types of fires, eg. electrical, flammable liquids, ordinary combustibles. Extinguishers are only suitable to use on fires in their small or beginning stages. 6.2.1 Fire Extinguishers Before you use a fire extinguisher you must know: What fuel is burning What type of fire extinguisher is suitable for that type of fire Emergency Procedure Manual Last updated 16 September 2005 14 Fire extinguishers are grouped into four classes as per the table below: _____________________________________________________ TYPE CATEGORY USE ON FOLLOWING FIRE TYPES 1. Water Class A (combustible Solids) Wood, Cloth, Plastics, Paper 2. Foam Class B (flammable Liquids) Petrol, Oil, Paint 3. CO2 Class C (flammable Gases) Methane, Propane, Butane, Electrical Equipment 4. Dry chemical Class D (combustible Metals) Magnesium, Aluminium 5. Dry chemical Class E (combustible Solids) All Class A, B & C Fires (flammable liquids) Electrically energised (Source: CFA Manual) Emergency Procedure Manual Last updated 16 September 2005 15 6.3 Office Map Showing Fire Fighting Equipment Locations Emergency Procedure Manual Last updated 16 September 2005 16 7 THE ‘EMERGENCY TEAM’ At the , the ‘Emergency Team’ consists of the following staff: • Fire Warden • Assistant Fire Warden • Communications Officer • First Aid Officer The Chief Executive Officer and Business Coordinator appoint staff to the positions within the ‘Emergency Team’. All staff of the ‘Emergency Team’ will report to the Fire Warden, in regard to the implementation of their building evacuation plan, coordination of building evacuations and the proper maintenance of building fire safety equipment. The ‘Emergency Team’ will take over responsibility for the safe evacuation of the practice during normal working hours. The standard working day at the practice inclusive of a lunch break, is . This may be worked between . Outside these times, or when it may be reasonably assumed that the members of the ‘Emergency Team’ are not on site, staff on duty in the practice will assume the role and responsibilities of the ‘Emergency Team’. Thus it is important for all staff to be familiar with the content of this manual and with emergency procedures (Refer to Occupational Health and Safety Policy and Procedures Manual to refer to all emergency procedures in detail). 7.1 THE FIRE WARDEN’S PROCEDURE 7.1.1 The role of the Fire Warden The Fire Warden is responsible for maintaining up-to-date policy and procedures relating to the emergency procedures for the Practice. They must also assist in the nomination of staff members for the position of Assistant Fire Warden, who will undertake their duties in their absence. The Fire Warden is responsible for: • Arranging and coordinating evacuation exercises • Accurately logging the performance of evacuation exercises, as well as any problems encountered during exercises • Conducting debriefing after practice evacuations • Continually striving to improve the effectiveness of the plan • Ensuring an up to date list of the names and location of workplaces of mobility impaired staff is kept. Emergency Procedure Manual Last updated 16 September 2005 17 Before Fire or Emergency, the Fire Warden should: • Familiarise themselves with the office floor area, especially potential problem areas • Identify means of egress and alternative means of escape • Identify location of push button alarm points and fire fighting or emergency equipment • Make and display a list of all staff working in the practice & update list whenever new staff are appointed or existing personnel resign or are discharged from their position. A current list of visitors ie patients, students, Consultants, servicemen working temporarily in the practice’s premises should also be maintained • Ensure that all staff are conversant with the Emergency Evacuation Procedures and the correct use of fire fighting and emergency equipment • Carry out monthly inspections of the office area and remove hazards or document and advise the Occupational Health and Safety Officer of the hazards • Ensure that fire fighting and emergency equipment is in its correct position and ready for use • Ensure that passageways and exits are kept clear at all times On hearing the fire alarm sounding or on being advised of an emergency situation, the Fire Warden should immediately: • Raise the alarm by operating manual break glass alarm or by ensuring the fire brigade has been notified • Don an orange coloured vest to alert staff that you are the Fire Warden • Alert personnel in the immediate area • Check the source, type and severity of emergency • Telephone to premises in adjacent areas to warn them of the fire If a fire or emergency has been found, the Fire Warden must: • Attempt to contain or extinguish the fire using the fire extinguishers provided in the office, having due regard for his/her own safety OR • Search the office area for suspicious articles (Bomb Threat Procedure) • If you cannot get near the fire, commence a full scale evacuation and notify the Emergency Team of the situation immediately • Supervise the evacuation: guide occupants out the front office door to the Assembly Area and prevent them from using lifts if the fire occurs in the car park. • Assist mobility impaired people • Search the floor area to ensure nobody has been left behind. This includes checking toilets. Enter each accessible room (including toilets) and direct Emergency Procedure Manual Last updated 16 September 2005 18 occupants to leave the building. Do not open doors which have hot handles or smoke coming from under the door • Ensure fire/smoke doors are closed properly • Evacuate staff to the Assembly Area • Ensure a roll call has been completed and that all staff, patients and visitors have arrived at the Assembly Area • Meet emergency services on arrival and advise the fire brigade of any people not accounted for • Do not re-enter the building until directed by the emergency services personnel • Do not allow anyone to enter the fire-affected area • Ensure that the First Aid Officer attends to those in need of first aid If no fire /emergency is found, the Fire Warden must: • Inform staff, patients and visitors of the false alarm • Reassure occupants that the situation is under control and resume normal operations • Meet the emergency services on arrival and inform them of the situation During an evacuation, Fire Wardens should be prepared to: • Check for alternative exit route if exit via main door is congested or blocked • Lead practice’s occupants outside, preventing running or lagging behind • Provide assistance to any occupant falling or tripping • Allow room for emergency services personnel who may also be using the same exit • Prevent any person from re-entering the building unless authorised by the officer in charge of Emergency Services or the Fire Warden • Permit only non-bulky personal items such as purses, wallets or handbags, to be carried out by the practice’s occupants • Search a floor area to ensure nobody has been left behind. This includes checking toilets • Ensure fire/smoke doors are closed properly • Evacuate staff to the Assembly Area • Ensure a roll call has been completed and that all staff, patients and visitors have arrived at the Assembly Area IT SHOULD BE EMPHASISED THAT THE PRIMARY ROLE OF WARDENS IS NOT TO COMBAT FIRE AND EMERGENCIES, BUT TO ENSURE AS FAR AS IS PRACTICABLE, THE SAFETY OF OCCUPANTS AND THEIR ORDERLY EVACUATION FROM EMERGENCIES. Emergency Procedure Manual Last updated 16 September 2005 19 Warden’s Information: -Check, Action and Report as Necessary: • Extinguishers correctly indicated, mounted and charged • Hose reels and hydrants in good order • Exit signs illuminated and unobstructed from view • All passageways and fire exits kept clear. (No packaging material, furniture etc. to cause obstruction in an emergency) • Identify all hazardous materials kept in the practice and ensure that these are kept to a minimum and stored correctly • Ensure that all occupants are familiar with the emergency procedures, copies of which should be displayed on the noticeboard and on the walls adjacent to the practice’s exit doors • All staff should be aware of who the Fire Warden and Assistant Fire Warden are, and should also be aware of their specific duties in an emergency • Wardens should be aware of mobility impaired persons in the practice • Emergency procedures must be displayed and kept up to date • Periodically check that the large torches kept by both the Fire Warden and Assistant Fire Warden are kept in working condition • Maintain detailed information of warden changes through sickness, leave, resignations, etc. • Record changes in wardens extension numbers • Modify the practice’s emergency evacuation procedures for the building, and document the procedures in the ‘Emergency Manual’. This manual must be updated annually or whenever change to procedures or personnel occur. After an Emergency Situation or Evacuation, the Fire Warden must: 1. Inform the building occupants at the Assembly Area to return to the building 2. Prepare a brief written report based on the ‘Fire Evacuation Plan’. Refer to the sample form at the end of this section, and forward to the Occupational Health and Safety Officer. 3. Convene a debriefing meeting of the ‘Emergency Team’ and relevant personnel to assess and improve evacuation procedure for future 4. Inform maintenance contractors of any problems that may be maintenance related, e.g. the failure of systems, unsafe conditions, etc. 5. Implement recommendations from the meeting. 6. Report findings to the CQI Committee Emergency Procedure Manual Last updated 16 September 2005 20 7.1.2 Fire Evacuation Plan /Assembly Area Information Sheet Alert Fire Warden () or Assistant Fire Warden () immediately, if fire or smoke Assist any person in immediate danger (only if safe to do so) Close the door on the fire to contain the spread Fire Warden to call the fire brigade on ‘000’ Extinguish the fire (only if safe to do so) If threat to life exists evacuate immediately, closing all doors ASSEMBLY AREA: Hint: Choose a location easily accessible by all which is far enough away, not to be in danger. Ie. Same side of road (as crossing a busy road may be dangerous in itself) at least 20 metres away. Fire Warden to check that all areas have been cleared Fire Warden to control the evacuation of all staff, patients and visitors to the Assembly Area Fire Warden to ensure all personnel are accounted for at the Assembly Area and liaise with Fire Brigade NOTE: In the absence of the nominated Fire Warden, the Assistant Fire Warden will assume the role of Fire Warden. Emergency Procedure Manual Last updated 16 September 2005 21 7.1.3 Equipment • Identification that you are the Fire Warden by wearing an orange coloured vest. • Good Quality Torch • Emergency procedures documentation • Floor Plan of entire premises and car park sites identifying: Different sections (using colours) Office locations of Fire Warden, Assistant Fire Warden, First Aid Officer and Communications Officer Location of Fire Alarms Location of fire extinguishers and other fire fighting equipment Location of exits Nominated Assembly Area Fire Indicator Panel List of all on-duty staff 7.2 ASSISTANT FIRE WARDEN’S PROCEDURE 7.2.1 The role of the Assistant Fire Warden The Assistant Fire Warden will assume the duties and responsibilities of the Fire Warden whenever the Fire Warden is absent from the premises. The Fire Warden and the Assistant Fire Warden should never be simultaneously absent from the building. Should both the Fire Warden and the Assistant Fire Warden be on the premises when the alarm is activated, the Assistant Fire Warden will report to the Fire Warden and await instructions. The Assistant Fire Warden will usually become aware of an emergency in the practice building on hearing the ALARM or being advised either verbally or by some other means. The Assistant Fire Warden should immediately contact the Fire Warden, and act on any instructions, or instigate evacuation /emergency procedures as required. The Assistant Fire Warden will: • Familiarise themselves with the practice area • Note all means of egress and alternative means of escape from the premises • Know the locations of hose reels, extinguishers and fire alarm panel • Be familiar with the operation of the installed fire fighting equipment • Instruct staff in the safe evacuation of persons from the premises • Conduct staff, patient and visitor roll calls at the Assembly Area and report any absences to the Fire Warden Emergency Procedure Manual Last updated 16 September 2005 22 Before Fire or Emergency, the Assistant Fire Warden should: • Familiarise themselves with the practice floor area, especially potential problem areas • Identify means of egress and alternative means of escape • Identify location of push button alarm points and fire fighting or emergency equipment • Make and display a list of all staff working in the practice & update list whenever new staff are appointed or existing personnel resign or are discharged from their position • Ensure that all staff are conversant with the Emergency Evacuation Procedures and the correct use of fire fighting and emergency equipment • Carry out monthly inspections of the premises and remove hazards or advise the Occupational Health and Safety Officer of the hazards • Ensure that fire fighting and emergency equipment is in its correct position and ready for use • Ensure that passageways and exits are kept clear at all times On hearing the fire alarm sounding or on being advised of an emergency situation, the Assistant Fire Warden should immediately: • Raise the alarm by operating manual break glass alarm or by ensuring the fire brigade has been notified • Don an orange coloured vest to alert staff that you are the Fire Warden • Alert personnel in the immediate area • Check the source, type and severity of emergency • Telephone to premises in adjacent areas to warn them of the fire If a fire or emergency has been found, the Assistant Fire Warden must: • Attempt to contain or extinguish the fire using the fire extinguishers provided in the practice, having due regard for his/her own safety OR • Search the premises for suspicious articles (Bomb Threat Procedure) • If you cant get near the fire, commence a full scale evacuation and notify the Emergency Team of the situation immediately • Supervise the evacuation: guide occupants out the front office door to the Assembly Area and prevent them from using lifts if applicable. • Assist mobility impaired people • Search the floor area to ensure nobody has been left behind. This includes checking toilets Emergency Procedure Manual Last updated 16 September 2005 23 • Ensure fire/smoke doors are closed properly • Evacuate staff, patients and visitors to the Assembly Area • Ensure a roll call has been completed and that all staff, patients and visitors have arrived at the Assembly Area • Meet emergency services on arrival and advise the fire brigade of any people not accounted for • Do not re-enter the building until directed by the emergency services personnel. • Do not allow anyone to enter the fire-affected area • Ensure that the First Aid Officer attends to those in need of first aid During an evacuation, Assistant Fire Wardens should be prepared to: • Check for alternative exit route if exit via main door is congested or blocked • Lead practice occupants outside, preventing running or lagging behind • Provide assistance to any occupant falling or tripping • Allow room for emergency services personnel who may also be using the same exit • Prevent any person from re-entering the building unless authorised by the officer in charge of Emergency Services or the Fire Warden • Permit only non-bulky personal items such as purses, wallets or handbags, to be carried out by the occupants Assistant Warden’s Information: -Check, Action and Report as Necessary: • Extinguishers correctly indicated, mounted and charged • Hose reels and hydrants in good order • Exit signs illuminated and unobstructed from view • All passageways and fire exits kept clear. (No packaging material, furniture etc. to cause obstruction in an emergency) • Identify all hazardous materials kept in the office and ensure that these are kept to a minimum and stored correctly • Ensure that all occupants are familiar with the emergency procedures, copies of which should be displayed on the noticeboard and on the walls adjacent to the practice’s exit doors • All staff should be aware of who the Fire Warden, Assistant Fire Warden and Emergency Team members are, and of their specific duties in an emergency • Emergency procedures must be displayed and kept up to date IT SHOULD BE EMPHASISED THAT THE PRIMARY ROLE OF WARDENS IS NOT TO COMBAT FIRE AND EMERGENCIES, BUT TO ENSURE AS FAR AS IS PRACTICABLE, THE SAFETY OF OCCUPANTS AND THEIR ORDERLY EVACUATION FROM EMERGENCIES. Emergency Procedure Manual Last updated 16 September 2005 24 • Periodically check that the large torches kept by both the Fire Warden and Assistant Fire Warden are in working condition • Maintain detailed information of warden changes through sickness, leave, resignations, etc. • Record changes in wardens extension numbers 7.2.2 Equipment The Assistant Fire Warden should have the same equipment as the Fire Warden. • Identification that you are the Assistant Fire Warden by way of an orange coloured vest. • Good Quality Torch • Emergency procedures documentation • Floor Plan of entire office and car park sites identifying: Different sections (using colours) Office locations of Fire Warden, Assistant Fire Warden, First Aid Officer and Communications Officer Location of Fire Alarms Location of fire extinguishers and other fire fighting equipment Location of exits Nominated Assembly Area Fire Indicator Panel List of all on-duty staff, patients and visitors Emergency Procedure Manual Last updated 16 September 2005 25 7.2.3 Fire Equipment -Information & Checklist TYPE ie. Extinguishers, fire blankets, etc. LOCATION SITEPLAN REFERENCE (INSERT STATION NUMBER DATE CHECKED Source: CFA Manual Modified: August 2005 Emergency Procedure Manual Last updated 16 September 2005 26 7.2.4 Fire Safety Checklist EQUIPMENT IN USE DATE LAST CHECKED YES NO FIRE EXTINGUISHER*2 FIRE BLANKET*2 FIRE EVACUATION CHECKLIST *3 RECENT FIRE DRILL EMERGENCY NUMBERS DISPLAYED TRAINING YES NO LAST UPDATED STAFF HAD APPROPRIATE TRAINING FIRE WARDENS ALLOCATED FIRE WARDENS TRAINED STAFF AWARE OF WHO FIRE WARDENS ARE/LOCATION STAFF KNOW EXITS STAFF KNOW EMERGENCY PROCEDURE FIRE AUTHORITY WORKING ORDER DATE LAST CHECKED YES NO SPRINKLERS SMOKE DETECTORS ALARMS DIRECT CONTACT TO EMERGENCY SERVICES Emergency Procedure Manual Last updated 16 September 2005 27 7.3 THE FIRST AID OFFICER’S PROCEDURE 7.3.1 Policy The is committed to providing timely and appropriate first aid care to staff, patients, students and visitors attending the premises. It is a legal requirement under the Occupational Health & Safety legislation and for insurance purposes, to report all work injuries and accidents. It should be recognized that good reporting also leads to effective prevention. 7.3.2 Guidelines A definition of first aid is the emergency treatment of illness or injury in order to maintain life, to ease pain and to prevent deterioration of the person's condition until professional medical help can be obtained. This life support activity is the primary role of the First Aid Officer. The provision and maintenance of first aid equipment, facilities and services for all employees is a requirement of the Workplace Health and Safety Act 1995 and Code of Practice for First Aid in the Workplace 1994. The following list is displayed in prominent locations in the practice as a reference for all staff: FIRST AID: This list should be used in any instance where an incident or injury has occurred and requires a First Aider to be in attendance. The First Aid Officer is always the first person to contact, however in their absence, other staff members of the practice who have received Level One First Aid training and may be called upon to assist. First Aid Officer Emergency Procedure Manual Last updated 16 September 2005 28 7.3.3 The role of the First Aid Officer The role of the First Aid Officer is to undertake the initial treatment of people suffering injury and illness at work. To carry out this function a minimum requirement of a current Level One First Aid Certificate is required. A person possessing this qualification should: • Be able to undertake the initial treatment of injuries and illness occurring at the workplace; • Be able to record details of first aid given; • Maintain a first aid kit appropriate to the level of training undertaken and to the requirements for the particular workplace; • Ensure first aid skills are maintained at an acceptable level eg. attending annual cardiopulmonary resuscitation refresher courses. Nominated First Aid Officers must be willing to have their name, location and telephone number displayed at the workplace, and must be available to be called upon for the treatment of first aid. Before Emergency Treatment is Required or any Illness/Injury is Treated, the First Aid Officer should: • Maintain a first aid kit appropriate to the level of training undertaken and to the requirements for the particular workplace (Refer to First Aid Kit Contents Listing at the end of this section of the manual). • Ensure that First Aid skills and qualifications are maintained at the required or recommended level. • The requires that the First Aid Officer will attend CPR training or refresher courses on an annual basis. (It should be noted that the Practice will arrange and pay for any training required to meet first aid responsibilities). Note: The Practice authorises the training of First Aid personnel can be obtained from the following organisations: St. John Ambulance Australian Red Cross The Victorian Ambulance Service TAFE Emergency Procedure Manual Last updated 16 September 2005 29 On hearing the fire alarm sounding or on being advised of an emergency situation, the First Aid Officer should immediately: • Contact the Fire Warden to receive any information or instructions • Don the green First Aid Officer’s vest to enable staff easy identification of the First Aid Officer in the case of fire or smoke • Make way to the building Assembly Area together with First Aid Equipment. If emergency treatment is required or Illness/Injury is treated, the First Aid Officer must: • Determine whether the staff member, patient or visitor may require first aid as a result of the accident or injury • Render assistance to people, as required, undertaking the initial treatment of any injuries or illnesses occurring either at the workplace, or as a result of the emergency situation. • Record details of all first aid provided on the ‘Adverse Outcome Report’ (Refer sample form below). • Ensure that a separate ‘Adverse Outcome Report’ is completed for each person treated. • All accidents and injuries are to be reported to the Business Coordinator. In line with this requirement, the First Aid Officer will forward a completed ‘Adverse Outcome Report’ to the Business Coordinator, within twelve hours of the accident or injury. The relevant form can be obtained from the Business Coordinator. (Refer to sample form at the end of this section). NB: The First Aid Officer is the nominated person whom incidents should be reported to, and whom shall provide first aid. In her absence the incident should be reported to one of the staff members who are Level 1 First Aiders. A list of Level 1 First Aiders is kept in the Business Coordinator’s office in the ‘Adverse Outcome Report’ folder. This list is also in the ‘Emergency Team’s Procedure Manual’, a copy of which is filed in the First Aid Officer’s office. IT SHOULD BE EMPHASISED THAT THE PRIMARY ROLE OF THE FIRST AID OFFICER, IS TO UNDERTAKE THE INITIAL TREATMENT OF PEOPLE SUFFERING INJURY AND ILLNESSES AT WORK. Emergency Procedure Manual Last updated 16 September 2005 30 First Aid Officer’s Information: -Check, Action and Report as Necessary: • Carry out regular inspections of the contents of both first aid kits, ensuring that they are well stocked and ready for use in an emergency situation • Ensure that the First Aid Officer’s emergency vest is stored in its correct position and ready for use • All staff should be aware of who the First Aid Officer is, and should also be aware of their specific duties in an emergency • The First Aid Officer should be aware of mobility impaired persons in the practice • Emergency procedures must be displayed and kept up to date • Record changes in Emergency Team’s extension numbers • Modify the practice’s First Aid Officer’s Procedure as required, and document the procedures in the ‘Emergency Manual’. This manual must be updated annually or whenever change to procedures or personnel occur. After an Emergency Situation or Evacuation, the First Aid Officer must: • Attend a debriefing meeting of the ‘Emergency Team’ and relevant personnel following any emergency evacuation, to assess and improve the procedure for future. Emergency Procedure Manual Last updated 16 September 2005 31 7.3.4 Adverse Outcome Report The Adverse Outcome Report should be completed by the First Aid Officer in the event of first aid being provided as the result of any injury or accident to anyone in the practice, be that to either a staff member, patient or visitor. ADVERSE OUTCOME REPORT PLEASE NOTE: Staff members should complete the ‘Adverse Outcome Report’ whenever there is a reported ‘incident’. An ‘incident’ relates to a system or process that is not working, and as a result, has had an adverse affect on the work we do or the service we provide. Examples of an ‘incident’ may include: • complaint received from a patient • detection of a computer virus • complaint received from a staff member • other incident If the injury or incident is thought to be Workcover related, additional Workcover forms are required to be completed by the Business Coordinator, who will then forward these on to Workcover. These forms are located in the Business Coordinator’s office and filed in the ‘Accident Injury and Reporting Book’. ‘Incidents & Injury and Adverse Patient Events’ is referred to in Section 3.1.2 of the Practice’s “Policy and Procedure Manual’. Emergency Procedure Manual Last updated 16 September 2005 32 ADVERSE OUTCOME REPORT (Must be reported within 24 hours of incident) Reported by: Who was involved: θ Staff θ Patient θ Visitor Details of any Witnesses When: Date: Time: Incident Classification θ Fall θ Exposure to body fluid Spill /Needlestick /Mucous membrane /Other θ Adverse response to procedure * Vaccination /Medication /Other θ Breach of Privacy θ Act of Aggression Verbal /Physical θ Equipment Failure* Computer /Fridge /Phone /Banking /Medical Equipment θ Complaint θ Theft/Missing Property θ Emotional Distress Brief Description of Incident: Immediate Action: θ Medical treatment (Outline briefly) (Exposure-refer to chart attached) θ Investigation (Outline briefly) θ Assistance Police /Fire /Ambulance /CAT Team /Other θ Debriefing On site /Referred For discussion at Practice Meeting: θ Yes θ No Report to Medical Defense Organisation: (Must be within 24 hours) If yes – details of time, contact Remedial Action to be Taken: Signature of Reporter Signature of Principal * May need to comply with additional reporting obligations (Eg TGA, ADRAC) Emergency Procedure Manual Last updated 16 September 2005 33 7.3.5 Contents of First Aid Kit -Kitchen INCLUDED WITHIN USE BY DATE CONTENTS YES NO YES NO Emergency services phone numbers and addresses Name and phone number of workplace first aider Basic First Aid Notes/Book Individually wrapped sterile adhesive dressings Sterile eye pads Sterile covering for serious wounds Triangular bandages Safety pins Medium sterile unmediicate wound dressing Large sterile un-medicated wound dressing Adhesive tape Crepe bandage Disposable gloves Scissors Bandaids – multi sizes Panadol Antiseptic Emergency Procedure Manual Last updated 16 September 2005 34 7.3.6 Contents of First Aid Kit -Toilets INCLUDED WITHIN USE BY DATE CONTENTS YES NO YES NO Emergency services phone numbers and addresses Name and phone number of workplace first aider Basic First Aid Notes/Book Individually wrapped sterile adhesive dressings Sterile eye pads Sterile covering for serious wounds Triangular bandages Safety pins Medium sterile unmediicate wound dressing Large sterile un-medicated wound dressing Adhesive tape Crepe bandage Disposable gloves Scissors Bandaids – multi sizes Panadol Antiseptic Emergency Procedure Manual Last updated 16 September 2005 35 7.4 THE COMMUNICATIONS OFFICER’S PROCEDURE 7.4.1 The role of the Communications Officer The primary role of the Communications Officer is to undertake responsibility for being the focal contact person for the practice in the event of an emergency situation. He/she is the essential liaison person, who communicates and coordinates activities between both the practice’s (internal) Emergency Team (comprising themself, the Fire Warden, Assistant Fire Warden and First Aid Officer) and external emergency services (such as the fire brigade, ambulance, police or other emergency service personnel). To carry out this role, the Communications Officer must agree to attend both initial training and regular follow-up training courses on an ongoing basis, at least annually. The Communications Officer should: • Be a level headed and calm personality in possibly very stressful circumstances • Be both a clear and good communicator • Provide accurate and informative details of all incidents or calls received • Be able to work well with staff of the ‘Emergency Team’ • Be willing to have their name, location and telephone number displayed at the workplace, and must be available to be called upon as required in an emergency situation. Before Fire or Emergency, the Communications Officer should: • Familiarise themselves with the premises floor area, especially potential problem areas • Identify means of egress and alternative means of escape • Identify location of push button alarm points and fire fighting or emergency equipment • Make a list of all staff working in the practice & update list whenever new staff are appointed or existing personnel resign or are discharged from their position (after list has been written by Fire Warden) • Maintain a daily register of all patients, students, Consultants or visitors working in the practice • Carry out monthly inspections of the panic buttons and internal paging system to check that they are in working order and ready for use in an emergency situation • Ensure that the emergency vest is stored in its correct position and ready for use On hearing the fire alarm sounding or on being advised of an emergency situation, the Communications Officer should immediately: • Contact the Fire Warden or in her absence summon the Assistant Fire Warden to receive any information or instructions Emergency Procedure Manual Last updated 16 September 2005 36 • Telephone the fire brigade and confirm that the alarm has been received there, or if not, advise the brigade of the location of the fire • Await further instructions from the Fire Warden or the Assistant Fire Warden • Don an orange vest so as to be easily identifiable as a member of ‘The Emergency Team’ in the event of a fire or smoke • If advised by the Fire Warden to notify all staff in the premises of the situation, follow these instructions for making a ‘Paging Announcement’” Every staff member of the practice has a telephone located at his or her desk, which can be used as an ‘alert system’ in an emergency situation. Should communication be required to all other staff members in the practice, the telephone system should be used by the Communications Officer as per the following procedure:-Procedure for making a ‘Paging Announcement’: • Lift hand set. • Press the ‘PAGE’ key – wait for the confirmation tone • Press ‘0’ – this links to all the internal zones • Make the required announcement • Replace the handset Panic Buttons ‘Panic’ buttons linked to the security system are located under the Reception desktop. Staff should again refer to the ‘Site Plan’ in the Business Coordinator’s office for further details of where this is located. The Communications Officer should use her discretion as to when to use the ‘Panic Button’ which will alert Security staff to come to the Division offices in an urgent situation. If no fire /emergency is found, the Communications Officer Must (under the direction of the Fire Warden): • Inform staff, patients and visitors of the false alarm by way of the ‘Paging Announcement’ procedure • Reassure occupants that the situation is under control and resume normal operations • Meet the emergency services on arrival and inform them of the situation PLEASE NOTE: WHEN MAKING AN ANNOUNCEMENT, THE STAFF MEMBER MAKING THE ‘PAGING ANNOUNCEMENT’ WILL NOT BE ABLE TO HEAR RESPONSES FROM OTHER STAFF MEMBERS. Emergency Procedure Manual Last updated 16 September 2005 37 Communications Officer’s Information: -Check, Action and Report as Necessary: • Carry out monthly inspections of the panic buttons and internal paging system to check that they are in working order and ready for use in an emergency situation • Ensure that the emergency vest is stored in its correct position and ready for use • All staff should be aware of who the Communications Officer is, and should also be aware of her specific duties in an emergency • The Communications Officer should be aware of mobility impaired persons in the practice • Emergency procedures must be displayed and kept up to date • Assist in the maintenance of detailed information of warden and other Emergency Team changes through sickness, leave, resignations, etc. • Record changes in the Emergency Team’s extension numbers • Modify the practice’s Communications Officer’s Procedure as required, and document the procedures in the ‘Emergency Manual’. This manual must be updated annually or whenever change to procedures or personnel occur. After an Emergency Situation or Evacuation, the Communications Officer must: • Attend a debriefing meeting of the ‘Emergency Team’ and relevant personnel following any emergency evacuation, to assess and improve the procedure for future. Emergency Procedure Manual Last updated 16 September 2005 38 8 PROCEDURES FOR OTHER EMERGENCY SITUATIONS 8.1 BOMB THREAT 8.1.1 Policy A bomb threat may be received via telephone, in written format (eg. a letter bomb), or as a suspect object. It may be specific (where details of the device, location etc. are given) or non specific (merely a statement that a device has been placed somewhere). In the event of receiving a telephone bomb threat, the recipient should keep the caller talking (do not hang up at any time), and note as many details as possible on the “Bomb Threat Checklist”. (Refer to sample form at the end of this section). Important details include: • Exact wording of the threat • Location of the device • Time of detonation • Sex and other details of the caller, such as estimated age • Details of speech, accent, delivery and background noises. Staff of the practice should regard all threats as genuine. Do not give details of the threat to the news media. 8.1.2 Procedure If a threat is received by telephone: • Attract the attention of a second person who can dial ‘000’, but DO NOT HANG UP PHONE! -even after the caller has hung up, as the telephone company may be able to trace origin of call. • Record exact information from caller. • Ask specific questions as per “Bomb Threat Checklist” located at the end of this section. • Do not interrupt caller and listen for background noise. • Try to determine gender, age and nationality of caller. Emergency Procedure Manual Last updated 16 September 2005 39 If threat is in form of an object/package: • If it is in unknown whereabouts, but on site then members of the Emergency Team should search in pairs. • Examine areas that are easily accessible to the public first. • Open doors and windows so, in case of explosion, pressure is dissipated and structural damage is minimised. • If object is found – DO NOT TOUCH IT! Report the find, keep the area clear, and contact ‘000’ Police who will provide advice. • If bomb explodes treat as fire emergency and evacuate. Bomb threat checklist derived from AS 4083 – 1997. If a suspected explosive device is found: 1. Do not touch 2. Clear the area 3. Notify an emergency warden immediately 4. Follow the directions given 5. Prevent all persons from entering the area where the device is located Emergency Procedure Manual Last updated 16 September 2005 40 BOMB THREAT CHECKLIST (KEEP NEXT TO EACH PHONE IN OFFICE) Try to record the exact wording of the threat….............................................................. ...................................................................................................................................... ...................................................................................................................................... Ask the following questions: • When is the Bomb going to explode? ...................................................................................... • Where did you put the Bomb? ................................................................................................. • When did you put it there? ...................................................................................................... • What does the Bomb look like? ............................................................................................... • What kind of Bomb is it? ......................................................................................................... • What will make the Bomb explode? ......................................................................................... • Did you place the Bomb? ........................................................................................................ • Why did you place the Bomb? ................................................................................................. • What is your name? ................................................................................................................ • Where are you now? .............................................................................................................. • What is your address? ........................................................................................................... • Estimate: Age........................Years Accent -(Specify)............................ DO NOT HANG UP VOICE SPEECH MANNER TELEPHONE BACKGROUND Man Woman Child Unknown Fast Slow Distinct/Cultured Impeded Stutter Nasal Hesitant Uneducated Other Calm Angry Emotional Loud Soft Pleasant Raspy Intoxicated Other Local STD Trunk Public Private Mobile Music Talk Typing Children Traffic Machines Aircraft Trains Other Notify any emergency warden. To avoid inappropriate actions, do not inform other persons. Follow all directions given by the Floor/Area Warden. Date ................................. Time ....................... Duration of call ................................ Number called .................................................. Your Name (print).......................................... Your number .................................................... Signature ...................................................... Emergency Procedure Manual Last updated 16 September 2005 41 9 PROCEDURES FOR OTHER EMERGENCY SITUATIONS 9.1 Electricity/Telephone/Water Supply Failure Ring Electricity/Telephone/Water Supply Company and report failure. Ensure that all practice occupants (including patients, staff members and visitors), are reassured. Use mobile telephones as needed. Electricity Company: Telephone Company: Water: 9.2 Gas Leakage The following procedure from the CFA ‘Emergency Management Manual’, A Guide produced by CFA & MFESB, April 1999, should be followed in the case of a gas leakage. • Ensure the Chief Fire Warden is notified • Isolate the gas supply at the source (if safe to do so) • Notify the fire brigade by calling “000” • Notify the gas supply company by telephoning ‘Gas Leaks’ (24 hours) on • Remove any ignition sources (if safe to do so). Turn off the electricity supply. • Report to the Chief Fire Warden regarding any actions to be taken • Control the evacuation to the Assembly Area (if required) • Remain at the Assembly Area until further advised by emergency services Emergency Procedure Manual Last updated 16 September 2005 42 9.3 Flooding/Severe Storms 9.3.1 Procedure The following procedure from the CFA ‘Emergency Management Manual’, A Guide produced by CFA & MFESB, April 1999, should be followed in the case of flooding or severe storms. 1. Store or secure all loose items external to the building such as signs, outdoor furniture etc. 2. Secure windows (close curtains and blinds) and external doors. If necessary, tape windows and glass entrances. Utilise boards and sandbags if required. 3. Isolate/shut off electricity, water and gas services. (To minimise risk of electrocution turn power off to electrical equipment. If water is dripping from light fittings, only turn off power if safe to do so. Turn off water at the meter and check for burst pipes within the practice grounds. Mop up area with towels etc.). 4. Protect valuables and disconnect electrical equipment. Cover and or move this equipment away from windows 5. During a severe storm, remain in the building and keep away from windows. Restrict the use of telephone landlines to emergency calls only (this includes data calls via modems) 6. After the storm passes, evaluate the need to evacuate if uncontrolled fires, gas leaks, or structural damage has occurred as a result of the storm 7. Report to the Chief Fire Warden regarding the status of the occupants’ safety. 8. If the flooding is due to blocked street drains or burst water main beyond the practice, ring the ☺ Hint Please Note: In addition staff should be aware of slipping hazards. 9.4 Personal Threat 9.4.1 Policy A ‘Personal Threat’ may be in the form of either an ‘unarmed’ or ‘armed’ confrontation. It may result in robbery, theft, assault, or some other type of offence. An ‘Unarmed Threat’: Is defined as a threat by others confronting in a violent or threatening manner, or where a person threatens self-harm or suicide. An ‘Armed Threat’: Is defined as above, but where the person exhibiting threatening behaviour is armed with a weapon and there is a perception that the weapon will be used. 9.4.2 Procedure Emergency Procedure Manual Last updated 16 September 2005 43 1. Ensure that the Chief Fire Warden is notified immediately 2. Notify the police by dialling “000” and requesting assistance • Notify another staff member if possible and ask them to contact “000” Police. • If no one available try to call “000” Police. 3. Do not say or do anything that may encourage irrational behaviour. In particular try to: • Keep further than arms length away from the subject • Maintain an exit path for own escape where possible • Avoid being trapped in a corner or small room 4. Alert other Emergency Services Personnel in your vicinity ie. Fire brigade, ambulance or SES. 5. Initiate action to: i. Restrict entry to the building if possible ii. Confine or isolate the threat from building occupants • Clear the area of all persons not required to assist • Clear the area of all items that may be used as weapons or items that may cause damage 6. Report to the Chief Fire Warden regularly regarding the status of the occupants’ safety 7. Evacuation should be considered (only if safe to do so) 8. Have as many people as possible complete the ‘Description of Offender Form’ (Refer sample form at the end of this section). 9. In addition try to: • Preserve the scene until Police arrive • Exclude media. ☺ Hint The following’ Emergency Contact telephone Numbers’ should be used in the case of an emergency. Copies of these telephone numbers are located beside each workstation in the practice. Emergency Procedure Manual Last updated 16 September 2005 44 Emergency Contact Telephone Numbers Fire Brigade ...……………………………………………………….000 Police……….…………………………………………………...……000 Ambulance….………………………………………………………..000 State Emergency service (Storms etc.)…………………..9696 6111 (24 hours)..... Workcover (24 hours)…………………………………… 018 312 534 (24 hours)………… ………………….... Poisons Information Centre……………………………………………………………13 1126 Interpreter Service (24 hours)………..……………………….13 1450 9.5 Property Damage or ‘Break in’ 9.5.1 Policy Property damage refers to loss or harm to property owned or leased by the practice, whether it is located ‘on site’ at the practice or car park, or ‘off site’. A ‘break in’ is defined as unlawful entry into the practice premises or other relevant areas operated by the practice. 9.5.2 Procedure In the event of property damage or a ‘break in’ at , follow this procedure: 1. Do not touch anything 2. Clear the area of all staff and patients 3. Initiate action to restrict entry to the building if possible in order to prevent all persons from entering the area 4. Call emergency services on “000”. Provide as much information about the property damage or ‘break in’ as possible 5. Notify the Chief Executive Officer and/or Business Coordinator Emergency Procedure Manual Last updated 16 September 2005 45 6. Follow any directions given by the Chief Executive Officer and/or Business Coordinator 9.6 Hazardous Materials (Including Leakage of Toxic Chemicals) 9.6.1 Policy The attempts to use and store a minimal amount of hazardous materials on site, in an attempt to maximise safety for staff of the practice. A list of all ‘Hazardous Substances’ used within , was initially formulated in . The ‘Hazardous Substances List’ identifies all hazardous substances or chemicals used in the practice, and thus will comprise those found at individual work stations as well as those stored in ‘communal’ areas of the practice, including: • Toilet & Hand washing Areas • Kitchen • Meeting Room • Store Room • Photocopier & Filing Area • Main Reception • Waiting Area • Other Identified areas (including underground Car Park area) The list requires ongoing review and updating whenever a new hazardous substance is introduced at . In addition, the content of the list will be reviewed for it’s relevance and accuracy on an annual basis, in approximately December or January of each year, by the (or other designated staff member). By law under the Occupational Health & Safety Act 1985, (Code of Practice for Hazardous Substances), all products used by the practice that may contain hazardous substances, require that a copy of an MSDS (or Material Safety Data Sheet) exist for each product. Each MSDS sheet contains the following information relating to the product: Company details Identification (ingredients, flammability, poison schedule number, etc.) Health hazard information Precautions for use Safe handling information This information can be used as a resource in an emergency situation. Emergency Procedure Manual Last updated 16 September 2005 46 9.6.2 Procedure The following procedure from the CFA ‘Emergency Management Manual’, A Guide produced by CFA & MFESB, April 1999, should be followed in the event of a hazardous material spill. If the spill may give off toxic or noxious fumes: • Call the fire brigade on “000” and notify the Chief Fire Warden. Provide as much information about the hazardous material as possible • Ventilate to the open air if possible (open doors and windows) • Notify all persons in the premises to evacuate, under instruction from the Chief Fire Warden (ensure that the designated Assembly Area is upwind) • Control the evacuation to the Assembly Area (if required) • Do not attempt to re-enter the affected area • Remain at the Assembly Area until advised by emergency services and If the spill is suspected flammable material: • Turn off the power supply (if safe to do so) • Evacuate all persons in immediate danger, under instruction from the Chief Fire Warden (The has ensured that the Assembly Area is 200 metres clear of the hazard) 9.7 Earthquakes The following procedure from the CFA ‘Emergency Management Manual’, A Guide produced by CFA & MFESB, April 1999, should be followed in the case of Earthquakes. • Instruct occupants to keep away from windows and seek shelter under a table or desk After the earthquake… • Evaluate the need to evacuate if uncontrolled fires, gas leaks or structural damage has occurred as a result of the earthquake • Any evacuation is to be clear of trees, powerlines, buildings, etc. • Isolate/shut off electricity, water and gas services • Arrange medical assistance where required • Report to the Fire Warden regarding the status of the occupants’ safety and to seek instruction • Tune in radios and follow any emergency instructions. Emergency Procedure Manual Last updated 16 September 2005 47 9.8 Civil Disorder and Illegal Occupancy 9.8.1 Policy There have been numerous examples where a highly emotive international situation, industrial unrest or an unpopular political decision have led to public demonstrations. Planning for emergencies should include the development of procedures and guidelines aimed at minimising the risk to staff and property. The Emergency Services Personnel together with management and security staff, should be responsible for co-ordinating a response to such incidents, until the arrival of police. 9.8.2 Procedure As soon as the Fire Warden is aware of civil disorder occurring in, or in the vicinity of, the premises, or that such an event is imminent, or there is illegal entry by a disaffected person or group, the Fire Warden should take the following action: (a) Notify the police and request assistance. (b) Alert the other members of the Emergency Team. (c) Initiate action to restrict -(1) Entrance to the building; or (2) Confine presence to the front reception area and (3) Contact between the demonstrators and the building occupants. (d) Notify nominated managers. Management can contribute in a practical way to the satisfactory resolution of these emergencies by ensuring withdrawal of their staff where necessary, supervising the locking up of offices, securing records, valuables and files, whilst at the same time promoting an atmosphere of calm and confidence. Planning for these emergencies should be done in conjunction with the police. 10 TYPICAL EMERGENCY ACTION FLOW CHART The following diagrammatic chart displays the steps to be taken in the event of a fire or other emergency situation. The steps that are outlined in the flow chart, are in line with the procedures as documented herewith in this manual. A copy of the chart is mounted on the staff noticeboard and all staff should familiarise themselves with the chart as much as possible. Emergency Procedure Manual Last updated 16 September 2005 48 TYPICAL EMERGENCY ACTION FLOW CHART No fire Detected by Fire Warden Fire Detected & Confirmed by Fire Warden Internal Paging Announcement to advise staff of ‘False Alarm’ Internal Paging Announcement to advise staff of immediate evacuation Reassure staff & return to work Assist staff, patients and visitors in evacuation to Assembly Area Meet Emergency Services on arrival & advise of ‘False Alarm’ ‘Roll Call’ completed by Assistant Fire Warden at Assembly Area Fire Warden completes thorough check of all areas (including toilets) for remaining staff, patients and visitors Ensure fire/smoke doors are closed Meet Emergency Services on arrival & advise them of people not accounted for Attempt to contain or extinguish fire No staff, patients or visitors to re-enter building First Aid Officer attends First Aid as required Advise Emergency Services ‘000’ of False Alarm’ Fire Alarm Raised – Internal Paging announcement to staff & advise Fire or Emergency Services on ‘000’ Communications Officer contacts Emergency Team members Fire Wardens conduct search of premises (Check source, type & severity of emergency) Emergency Procedure Manual Last updated 16 September 2005 49 11 EVACUATION DRILLS AND TRAINING After emergency procedures have been written, evacuation drills should be conducted to ensure that the procedures are satisfactory. The has emergency procedures which must be tested every year to ensure that they are satisfactory and current. The Fire Warden is responsible to ensure: • That fire evacuation drills are carried out and recorded at regular intervals of no less than twice per year. • That every person permanently working in the practice receives instructions on : the procedure to be followed in the event of fire the means of escape from the building in the event of fire the location and method of operation of fire fighting equipment the location and method of operating the fire alarms in the building the procedure for assisting patients and visitors from the building in the event of a fire • These instructions must be given within one month of commencement of working in the practice and should be repeated at intervals of not more than twelve months • Maintain a written fire and evacuation plan for the building • Maintain a record of fire instruction (training) containing the following details: o the date; o the instructors names; o a brief description of which workers were instructed, for example by reference to their name. job description, or location in the building; o a brief description of the instructions given. Remember: Emergencies can occur at any time. Any staff members who have arranged to work a public holiday or weekend shift should not be excluded from a drill simply because they are not around on the day of the drill. 11.1 How the Fire Warden Conducts the Evacuation Drill The Fire Warden will organise the timing of the drill to be coordinated with the Chief Executive Officer or Occupational Health and Safety Officer of the practice. Where the Emergency Team is inexperienced, advance notice of the drill (including date and approximate time) may be sent to all staff to assist their Emergency Procedure Manual Last updated 16 September 2005 50 understanding and cooperation. An experienced team can supervise a drill without notice to occupants so that minimum interruption is caused to normal functions. An ‘Evacuation Checklist Form’ will be used in conjunction with the completion of the drill. The Fire Warden will use this to note any problems and deficiencies relating to the drill procedure. (Refer to sample form at the end of this section). The Fire Warden will make a special effort to organise the drill when both the Chief Executive Officer and the Occupational Health and Safety Officer are present in the building, and when maximum numbers of staff are present in the practice. 11.2 Management The cooperation and active participation of the Chief Executive Officer, Occupational Health and Safety Officer and the staff of the Emergency Team, is essential to ensure the support of staff. It should be accepted by management that the evacuation plan and procedures be properly tested and that the Wardens have sufficient practice to ensure their effectiveness in an emergency situation. 11.3 Debriefing After each drill, a debriefing between members of the Emergency Team and management should be held to evaluate the success of the drill and to solve any problems that may have arisen. The Fire Warden should complete a ‘Building Evacuation Report’ to capture the issues and performance of the drill. The main purpose of the drill is to identify and correct any deficiencies in the evacuation and emergency procedures or its implementation. Emergency Procedure Manual Last updated 16 September 2005 51 12 DEFINITIONS EMERGENCY An emergency is defined as ‘any event which arises internally or externally which may adversely affect the safety of persons in a building and requires an immediate response by the occupants’. EMERGENCY PLAN The emergency plan should -State clearly its purpose and scope Identify the building to which it applies Be appropriate to the size and complexity of the building, the number of staff, type of operations, and the assessed threats which are deemed possible (the MFB or CFA Fire Brigade should be consulted) Through emergency procedures, define control and coordination arrangements for the possible threats and the roles and responsibilities of all persons expected to be involved, and Be flexible enough to cover all types of emergencies and to deal with rapidly changing developments, be easy to use and amend. Planning Considerations It is important that the plan be kept as simple as possible, though a range of aspects must be considered. The plan should provide for contingencies such as unavailability of fire brigade and loss of any critical escape route. The following matters should be considered: Fire detection and suppression equipment Escape routes and exits Mobility impaired staff, patients or visitors Bomb threat search procedures Assembly areas, and Special duties (eg. computer operations) EMERGENCY TEAM The Emergency Team is defined as ‘a structured organisation of persons to organise and supervise the safe movement of occupants within a building and its surrounds in an emergency’. FIRE FIGHTING Is the action taken by persons (staff or fire brigade) to extinguish fires and to reduce damage by fire, including the rescue of people and the salvage of goods. FIRE SAFTEY A generic term covering all matters related to the safety against fire. It includes: protection, prevention and fighting. Emergency Procedure Manual Last updated 16 September 2005 52 FIRE PREVENTION The action taken and procedures adopted by management and staff to: Ensure good housekeeping Prepare and implement Fire Orders and emergency planning Organise staff for emergencies (including training) Ensure that fire fighting equipment is properly maintained Arrange for fire safety surveys. FIRE PROTECTION Covers the things incorporated in premises, designed to: Minimise risk of outbreak of fire Control and limit spread of fire and products of combustion Ensure the safety of staff, patients and visitors and to facilitate evacuation Facilitate the role of fire fighters. STANDARDS There are a number of Australian Standards relating to fire safety and emergency procedures. These are listed in a folder stored in the Occupational Health and Safety Officer’s office. The aims to provide workplaces and systems of work which meet the provisions contained in the relevant Standards. EMERGENCY TEAM In order to facilitate the orderly evacuation of the practice in the event of fire or other emergency an Emergency Team has been set up from among nominated staff of the practice. A) Organisation. The Emergency Team consists of the following staff: Fire Warden; Assistant Fire Warden First Aid Officer Communications Officers (X 2) B) Attributes, number and identification of Emergency Team members: Persons appointed to the Emergency Team should -Have leadership qualities and command authority; Have sound decision-making skills and be capable of remaining calm under pressure; Generally be present at their normal workstation during work hours; Be physically capable of performing the required duties. Fire Warden: As well as possessing the general attributes listed above, the Fire Warden should have a good knowledge of the building layout and have undergone appropriate training to perform the role. Assistant Fire Warden: Emergency Procedure Manual Last updated 16 September 2005 53 To ensure continuity of the Fire Warden’s functions whilst the Fire Warden is absent, the Assistant Fire Warden has been appointed. Assistant Fire Wardens should possess the personal attributes listed above, be fully trained and prepared to take over the primary roles as required. First Aid Officer: The First Aid Officer has been appointed on the basis of their qualifications and their availability to perform the required duties. Communications Officer: The Communications Officer should be competent in the use of the communication equipment in the practice and have a suitable voice to provide clear directions. C) Emergency Team Identification: The control of emergencies will be greatly assisted if all staff are made aware of who is on the Emergency Team how to contact them and to quickly identify them. Once the Emergency Team has been selected and recruited, a list of names and contact points including telephone numbers should be produced and circulated. The Emergency Team will be identified during an emergency by wearing coloured safety vests as follows: Fire Warden -orange vest Assistant Fire Warden – orange vest First Aid Officer – green vest Communications Officer – orange vest Principal Roles and Responsibilities: It should be clearly understood that the primary role of all Emergency Team members is not to combat the emergency but to ensure the safety of the staff, patients and visitors and where necessary, ensure an effective evacuation. Each officer in the Emergency Team should have clearly defined responsibilities and duties as follows: Fire Warden: The Fire Warden shall be responsible for all matters pertaining to fire, evacuation or other emergency in the practice until the arrival of the Fire Brigade. The Fire Warden shall: Be responsible for maintaining an up-to-date list of all Emergency Team members, with telephone numbers and locations within the premises; this list shall be prominently displayed on each noticeboard in the practice. Be responsible for ensuring that he/she and the Assistant Fire Warden are not simultaneously absent from the premises and that the Assistant Fire Warden possesses the skills required to perform as a replacement In order to be able to effectively perform the role, have a complete knowledge of the building, the position of all fire fighting equipment and be familiar with all special risk areas Ensure that all personnel know the evacuation procedure and Assembly Area; and Emergency Procedure Manual Last updated 16 September 2005 54 Carry out inspections and report on any defects of fire fighting equipment and fire doors, cluttered exit routes and poor housekeeping, including the careless use/storage of flammable materials and the careless use of heating appliances and other electrical equipment. On becoming aware of an emergency, the Fire Warden shall take the following actions: Ascertain the nature of the emergency and determine the appropriate course of action Ensure that the appropriate emergency service has been notified Ensure that the Emergency Team members are kept informed of the situation If the situation warrants it, initiate the evacuation procedure. Brief the Fire Brigade or other emergency services personnel upon arrival, on the nature, scope and location of the emergency and thereafter act on the brigade's Senior Officer's instructions. The Fire Warden should be conversant with all aspects of their respective areas in regard to the location of the fire alarms, location and use of fire fighting equipment and other communication devices, exits and alternate means of egress, the existence of dead-end corridors, blind passages, obscure rooms, etc. The Fire Warden should know at all times the exact number of staff, patients and visitors in the practice and any special requirements of those occupants, eg. They should be able to note the details of any persons with disabilities which would require special attention in the event of an emergency. Assistant Fire Warden: The Assistant Fire Warden shall be required to assume the responsibilities of the Fire Warden if that officer is unavailable, otherwise assist as required. Communication Officer: The Communication Officer, on becoming aware of the emergency, should be responsible to the Fire Warden for communicating and recording information and instructions to and between the emergency services, the Fire Warden, Emergency Team members and occupants. First Aid Officer: In an emergency evacuation the First Aid Officer shall carry the first aid kit with them so as to be able to render treatment to casualties. If the situation arises that casualties exist in an area to be evacuated and if such casualties are disabled at that time, the First Aid Officer shall remain with them (provided it is safe to do so) until no further treatment or assistance is required, or until ambulance, other medical or emergency services personnel take over. The disabled should be moved to a safe area adjacent to the exit and remain there until the remainder of staff, patients and visitors have evacuated, the disabled should then, if possible, be assisted from the building. Emergency Procedure Manual Last updated 16 September 2005 55 TRAINING Education: During an emergency the smooth operation of planned procedures can only be achieved if all members of the Emergency Team and other building occupants are thoroughly familiar with what is expected of them. It is therefore necessary to institute a system of education and periodic evacuation exercises. Training develops patterns of behaviour in staff so that in an emergency valuable time is not lost in unproductive actions. Emergency Team personnel shall meet regularly and such meetings should also be used as short training sessions to maintain the interest of personnel and to improve their knowledge and skills. In addition to general fire safety, bomb threat, and evacuation procedures, training sessions could include methods of assisting mobility-impaired persons, human behaviour in emergency situations and resuscitation techniques. Each Emergency Team member shall be sufficiently trained and familiar with aspects of their area to be able to carry out their role. The Fire Brigade is available for the provision of advice on fire safety matters and for the training of Fire Wardens. Training of Fire Wardens should include basic building design safety and safety survival skills in buildings. They should also be educated in the possible toxic constituents of smoke, be made aware of the unpredictable synergistic action of smoke cocktails and of likely health effects. The CFA conducts regular training courses. Every staff member of the practice shall be advised of the action to take in the event of an emergency and each shall be given the name, location and telephone number of the Fire Warden and Emergency Team members. Staff should be encouraged to approach the Fire Warden or Assistant Fore Warden for information, clarification of procedures and to report on perceived problem areas. Fire Wardens shall ensure that all new staff are advised of the relevant procedures and are shown the location of fire fighting equipment and the evacuation routes. Arrangements should be made for regular short demonstrations explaining the various types of fire fighting equipment, their uses and limitations, and the correct methods of operation. Practice Evacuations: Evacuation exercises form the most important part of staff training. General: After emergency procedures have been written, at least one practice in conjunction with the appropriate emergency service is required to ensure that the procedures are satisfactory. Once the practice has established that the procedures are satisfactory and workable, a program of evacuation exercises should be established for at least one year ahead. Non-participation in evacuation exercises is discouraged. Voice announcements associated with practice evacuations should highlight that it is a practice drill. The Fire Brigade should be notified of the details of practice evacuations in advance and at the Emergency Procedure Manual Last updated 16 September 2005 56 time if initiating the practice will result in an alarm being transmitted to the fire station. The First Evacuation Exercise: All staff must be briefed by the Wardens prior to the first evacuation. This briefing should cover: (a) The identity of the Wardens; (b) The alarm system and emergency warning and voice paging system details. (c) Actions which staff are required to take in response to alarms; (e) The evacuation route(s) they are to take; (f) Assembly area which provides safe refuge externally; and (g) What is required at the completion of the exercise Subsequent Evacuation Exercises: With the experience gained from the first evacuation, subsequent evacuations can become more realistic and with limited notice. Frequency of Evacuation Exercises: Practice evacuations shall be conducted every year Debriefing: Once a practice evacuation has been completed, it is necessary for members of the Emergency Team to meet and discuss any problems that may have been identified and to amend the plan where necessary. PREVENTIVE MEASURES Prevention of fires is as important as the development of efficient means of fighting them. Fire Wardens and all other staff should be fully aware of the need to avoid dangerous practices, of the precautions to be taken to minimise the chance of fire occurring and the danger to life in the event of a fire getting out of control. Fire Wardens should be encouraged to take note of, and to bring to the attention of management: Any accumulation of litter which might increase the risk of fire; Incorrect use or storage of flammable materials; The placement of furniture which might impair free egress; and other similar hazards. Fire Wardens should also check that-Fire doors and smoke doors are kept shut except during use or are only held open by approved automatic release devices and that these doors are not wedged or fixed in an open position Passages are kept free of obstructions, and Fire extinguishers are correctly mounted, signposted, and maintained and that any accidental discharges or damage is immediately reported. The keeping of flammable liquids in office areas should be permitted only in special circumstances and then only in minimal quantities. In buildings where Emergency Procedure Manual Last updated 16 September 2005 57 the parking of cars is permitted, notices should be posted prohibiting car owners from carrying out repairs or handling fuel on the premises. All staff should be encouraged to observe the greatest care in the use of matches, portable heaters, electrical appliances and other possible sources of ignition and to keep their immediate surroundings neat and tidy. Refer to ‘Fire Housekeeping Checklist’ on next page for further examples of fire housekeeping. FIRE HOUSEKEEPING CHECKLIST Buildings and property should be checked to ensure that the following housekeeping requirements are met and remedial action taken where necessary so that fire hazards are kept to a minimum. Most fires can be traced to human carelessness or negligence in the handling of sources of ignition or hazardous substances. General Housekeeping It is important to ensure that: Excessive stores, unused equipment, waste material and rubbish are removed; Adequate storage facilities are provided and utilised for loose paper records; Quantities of flammable liquids are kept to a minimum and held in proper flammable liquids cabinets or removed to separate storage areas; Receptacles for cigarette butts and smokers' waste are provided in public areas and are cleared daily, and are not used as general rubbish bins; Metal rubbish bins, not plastic ones, are provided for normal waste material; Metal rubbish bins for waste rags or materials impregnated with flammable liquids are provided with lids or covers, and rubbish is removed regularly; Furniture, curtains, towels, paper products and the like are kept clear of cooking and heating appliances; Exhaust fans and air conditioning equipment are operating correctly and kept clean; Hoods, filters and ducts over cooking equipment are kept clean and free of any build-up of grease and oils. Accumulation of these can represent are real fire hazard; Holding areas for waste materials are closely supervised to ensure any excess waste material is not held and is regularly disposed of to safe areas; "NO SMOKING" signs are prominently displayed in lifts, office and other non-smoking areas, and areas where flammable materials are used or stored Any spillage or accumulation of flammable liquids, oils, grease, etc., is removed; Emergency Procedure Manual Last updated 16 September 2005 58 Heaters are checked for soundness and any build-up of deposits removed; No internal combustion engines ( e.g., lawn mowers, motor cycles ) are parked inside office buildings and Any reserve water storages are kept as full as practicable. MEANS OF EGRESS In emergency situations, clear and safe exit routes and the fire compartmentalisation of buildings are crucial for the welfare of the building's occupants and assets, and the safety of emergency services personnel. Ensure that: Escape ways are kept clear of furniture, stores and machines; Fire doors are capable of opening and closing correctly and all hinges, latches, magnetic door holders, etc., are operating satisfactorily; Fire doors are not held open by wedges or other unauthorised means; EXIT doors on escape routes are readily opened during occupied hours; and EXIT signs and other direction guides are clearly visible and properly maintained. EMERGENCY PROCEDURES For an effective response to emergencies it is necessary to ensure that: Evacuation procedures are adequate and regularly practised; and New members of staff are made fully aware of emergency procedures, including names of their Fire Wardens, basic fire safety practices and location of installed fire equipment. ELECTRICAL EQUIPMENT The dangers of substandard, poorly maintained or wrongly utilised electrical equipment creates the need to ensure that: Intercom equipment is checked regularly and is operated correctly; Electrical appliances are switched off and disconnected at power outlets when not in use; Emergency lighting is operational and checked regularly; Double adaptors are limited to one for each power outlet and are not used on light outlets; Only one heating appliance is permitted from each power outlet; Faulty power outlets, switches, plugs and sockets (including any with scorch marks) are replaced; Faulty or worn electrical flex or leads are replaced; Failed light bulbs or tubes are replaced; and Portable power outlet banks are not used unless fitted with circuit breaking capacity to overcome overload potential. FIRE EQUIPMENT It is important to ensure that: Fire equipment is maintained regularly -check dates on service tags; Fire extinguishers are in place and are properly mounted on brackets; Detection and sprinkler systems are maintained regularly -check log book; and goods are not stacked to ceiling level, Emergency Procedure Manual Last updated 16 September 2005 59 For sprinkler systems a clear space of 0.5 metres is required to be maintained below the plane of the sprinkler head deflectors, For detector systems a clear space to permit the passage of heat or smoke to the detector head is essential. OUTDOORS The building's surrounds can often be overlooked when checking for fire hazards. It is vital to address those external factors which present a risk to the building by ensuring that: Incinerators, including spark arrestors and lids, are in good order, and surrounds are kept free of combustible material; Roof guttering is empty of debris; Long grass is cut, shrubs and trees are trimmed back if dangerously close to buildings, and the cut material is removed; Ash from incinerators is disposed of separately and regularly by use of metal containers with lids or covers; and Any fire restrictions are observed.

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