EMERGENCY RESPONSE PLAN (Sample) - PDF

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					                    EMERGENCY RESPONSE PLAN (Sample)
                            Post on outside of refrigerator for all staff
 Practice Name:
 Primary Person Responsible for Response Plan:                                 Phone:
 Secondary Person Responsible for Response Plan:                               Phone:
 Person with 24-hour access:                                                   Phone:

In Case of a Power Outage: If you do not have a generator, identify at least one location with
a generator (hospital, 24-hour store, etc.). Before transporting, call the backup location site to
ensure that their generator is working and they have room for the vaccine stock.

1. Location & Contact’s Name: ____________________________Telephone #: ___________
2. Location & Contact’s Name: ____________________________Telephone #:___________

How will you be notified of an outage?: ____________________________________________

Transport vaccines in an insulated cooler with a barrier separating the vaccines from the
ice/cold packs. Transport Varicella and MMR-V vaccines with dry ice.

Location where provider may purchase dry ice: ________________Telephone #:___________

If your emergency back-up location is more than 30 minutes away and you have a large quantity
of vaccine, consider renting a refrigerated truck to transport your vaccine.

Refrigeration Company: ____________________________Telephone #: ________________
Local Health Department: ___________________________Telephone #: ________________

                           PREVENT LOSS FROM EXPIRED VACCINES!!

 Check and rotate your stock to assure shortest dated vaccine is used first. Create and
 post a vaccine expiration table on your refrigerator. Notify the VFC Program if vaccines are
 going to expire within 3-6 months.


CHECK AND RECORD REFRIGERATOR AND FREEZER TEMPERATURES TWICE A DAY
  • In the morning when the practice opens.
  • In the afternoon to allow for adjustments prior to the time the practice closes.

What to do if a power failure occurs, staff left the refrigerator door open, the temperature
was too cold, the refrigerator plug was pulled or any other situation which would cause
improper storage conditions:

1. Close the door and/or plug in the refrigerator/freezer.
2. Record the current temperature of the refrigerator/freezer.
3. Store the vaccines at appropriate temperatures. Move the vaccines to a refrigerator/freezer
   that is working properly. Do not throw out the affected vaccine.
4. Mark and remove the potentially compromised vaccines for easy identification.
5. Collect essential data and notify the VFC Program at (800) 483-2543.
6. Call all manufacturers of affected vaccine(s). Use the Emergency Response Worksheet.
                    EMERGENCY RESPONSE WORKSHEET

1. Current temperature of refrigerator: _________
   Maximum/minimum temperature reached: ____________
2. Current temperature of freezer: ________
   Maximum/minimum temperature reached: _________
3. Amount of time temperature was outside normal range:
   Refrigerator: ________ Freezer: ________

                                     REFRIGERATOR

         VACCINES AND LOT #S            Expiration Dates          Amount of Vaccines




                                        FREEZER

         VACCINES AND LOT #S            Expiration Dates          Amount of Vaccines




               CALL ALL MANUFACTURERS OF AFFECTED VACCINE(S):

             Manufacturers                               Telephone Numbers
Sanofi-Pasteur                          (800) 822-2463
Merck                                   (800) 609-4618
Glaxo SmithKline                        (888) 825-5249
Wyeth Lederle                           (800) 999-9384
Novartis                                (800) 244-7668
MedImmune                               (877) 633-4411
Chiron                                  (800) 244-7668
           Florida Vaccines for Children (VFC) Program
         Emergency Vaccine Storage and Handling Advisory

With the approach of inclement weather, an interruption of power supply is always an
issue of concern. To protect the vaccine inventory and minimize potential monetary
loss, every facility that stores VFC vaccines should have a written Emergency Vaccine
Storage and Handling Plan. Power outages have significant implications for vaccine
storage. Emergency procedures are vital to protect vaccine in storage and to minimize
the potential monetary loss from a hurricane or other potential disaster.

The VFC Program provides the information below as a guideline for developing an
emergency vaccine storage and handling plan for use during emergency situations.
Formalize these procedures as a written document. Familiarize ALL staff (current and
new) read the plan and know the procedures to follow to notify designated personnel
about any problems with the vaccine storage equipment. Review and update these
procedures regularly. Keep these procedures in a central place where staff can find it in
case of an emergency.

Be prepared to implement emergency procedures IN ADVANCE, when the state,
local officials or providers have reasonable cause to believe weather conditions have the
potential to disrupt power and/or flood at any office where vaccines are stored.

In advance of the emergency:

A.     Designate primary and back-up vaccine coordinators with emergency contact
       information.
B.     Identify an alternative storage facility (hospital, packing plant, county health
       department, etc.), with back-up power (generator), where you can properly store
       and monitor the vaccine for the duration of the storm. Make advance
       arrangements with the facility.
C.     Ensure the availability of staff to pack and move the vaccine.
D.     Ensure the availability of appropriate packing containers, cold packs, and dry ice
       (for varicella vaccine).
E.     Ensure transport of the vaccine to the secured storage facility.

It is appropriate for providers to suspend vaccinations before weather conditions
deteriorate. Allow sufficient time for packing and transporting vaccine BEFORE the
storm can adversely affect local conditions.

EMERGENCY PROCEDURES

A.     List emergency phone numbers, companies, and points of contact for:

       1.     Dry ice vendor
       2.     Emergency generator repair company
       3.     National weather service
       4.     Electrical power company
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Florida VFC Operations Guide           A-5 Emergency Vaccine Storage
Revision Date: January 2009                and Handling Advisory
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     5.     Refrigeration repair company
     6.     Temperature alarm-monitoring company
     7.     Perimeter alarm repair company
     8.     Perimeter alarm-monitoring company
     9.     Backup storage facility
     10.    Transportation to backup storage
     11.    Manufacturers

            a.      Merck: (800) 672-6362
            b.      Sanofi-Pasteur: (800) VACCINE - (800) 822-2463
            c.      Glaxo SmithKline: (800) 366-8900
            d.      Wyeth Lederle Labs: (800) 820-2815
            e.      Chiron: (800) 244-7668
            f.      Novartis: (800) 244-7668
            g.      MedImmune: (877) 633-4411

B.   Provider/clinic assistance to providers in possession of vaccine:

     1.     Identify hospitals, health departments or other facilities that could serve
            as emergency vaccine storage facilities and communicate this information
            at the regional or county level and/or with the assistance of Bioterrorism
            or Emergency Preparedness Units.
     2.     Prioritize assistance and communication to target providers in areas at
            high-risk, for example, low-lying coastal or flood plain areas.

C.   Entering vaccine storage spaces:

     Describe how to enter the building and vaccine storage spaces if there is an
     emergency and the location is closed. Include a floor diagram and locations of:

     1.     Doors
     2.     Flash lights
     3.     Spare batteries
     4.     Light switches
     5.     Keys
     6.     Locks
     7.     Alarms
     8.     Circuit breakers
     9.     Packing materials

D.   Identify whom to call for the following items:

     1.     Equipment problems
     2.     Backup storage
     3.     Backup transportation
     4.     Security




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Florida VFC Operations Guide           A-5 Emergency Vaccine Storage
Revision Date: January 2009                and Handling Advisory
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E.      Identify what vaccines to pack first in an emergency. While the power is still
        working:

        1.      Pack the refrigerated vaccines first with an adequate supply of cold
                packs.
        2.      Remove and pack immediately the varicella-containing vaccine using dry
                ice, before you transport it.

F.      Pack and transport all vaccine, or if that is not possible, determine the types and
        amounts of vaccines to save:

        1.      For example, save only the most expensive vaccines to minimize dollar
                loss.

G.      Follow vaccine-packing procedures for transport to backup storage facilities:

        1.      Open refrigerated units only when necessary, and only after you have
                made all preparations for packing and moving the vaccine to alternative
                storage sites.
        2.      Use properly insulated containers.

H.      Move vaccine to backup storage according to pre-arranged plans. These plans
        should include:

        1.      How to load transportation vehicle
        2.      Routes to take
        3.      Time in route

NOTE: The two National Oceanic and Atmospheric Administration sites below provide
up-to-date information on hurricanes:

•       http://www.srh.weather.gov/
•       http://www.nhc.noaa.gov/

Satellite tracking of significant weather is also available at:

•       http://www.goes.noaa.gov/




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Florida VFC Operations Guide           A-5 Emergency Vaccine Storage
Revision Date: January 2009                and Handling Advisory
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