Emergency Preparedness Rules
All licensed clinics must have risk management policies in place that proactively and frequently classify and plan for potential risks to the clinics regarding its facilities, staff, clients/patients, financial, clinical, and organizational well-being. Methods and procedures for emergency management must be integrated into a clinic’s risk management approach to assure that suitable guidelines are established and followed so that it can respond efficiently and appropriately to an emergency.
- HHS Technical Resource Page Link (This link is to ASPR TRACIE, the HHS Technical Resources, Assistance Center, and Information Exchange (TRACIE) created to meet the information and technical assistance needs of regional ASPR staff, healthcare coalitions, healthcare entities, healthcare providers, emergency managers, public health practitioners, and others working in disaster medicine, healthcare system preparedness and public health emergency preparedness.)
From HITEQ Center
Emergency Situations: Preparedness, Planning, and Response
Guidance from the Office for Civil Rights
Individually identifiable health information is protected from unauthorized or impermissible uses and disclosures by The Privacy Rules. This resource addresses the release of protected health information for planning and response activities in emergency situations. The linked Civil Rights Emergency Preparedness page also describes how nondiscrimination laws apply during an emergency. Resources provided fall into three categories:
- Planning - An interactive decision tool designed to assist emergency preparedness and recovery planners in determining how to gain access to and use health information about persons with disabilities or others consistent with the Privacy Rule.
- Response - Guidance about sharing patient information under the Privacy Rule in emergency situations, such as to assist patients in receiving the care they need, as well as to assist in disaster relief, public health, and law enforcement efforts.
- Waivers - If the President declares an emergency or disaster and the Secretary of HHS declares a public health emergency, the Secretary may waive certain limited sanctions and penalties. More details on this are in the following resource as well.
SAFER-1 High Priority Practices
This foundational SAFER guide identifies “high risk” and “high priority” recommended safety practices intended to optimize the safety and safe use of EHRs. It broadly addresses the EHR safety concerns discussed in greater detail in the other eight SAFER Guides.
SAFER-2 Organizational Responsibilities
This foundational SAFER guide maps recommended practices to "principles." These principles, such as defined decision-making activities to ensure EHR safety in times of emergency, add clarity to how each recommended practice applies to the assigned domain.
SAFER-3 Contingency Planning
This infrastructure SAFER guide identifies recommended safety practices associated with EHR unavailability—instances in which clinicians or other end users cannot access all or part of the EHR. Occasional temporary unavailability of EHRs is inevitable, due to power outages, natural and man-made disasters, and other catastrophes, and can introduce substantial safety risks to organizations that have not adequately prepared. Effective contingency planning addresses the causes and consequences of EHR unavailability minimizing the frequency and impact of such events, ensuring continuity of care.
Emergency Preparedness Resources
- Health Care Facility Planning A checklist to help you keep on top of your planning
- CMS Emergency Preparedness Rule This is a guidance for clinics to follow as they prepare their plans.
- Kentucky Emergency Management this website link outlines the Kentucky county emergency management operations plan.
- NARHC Webinar Emergency Prep Slides from the National Association of Rural Health Clinics Webinar on preparations.
- Kentucky Emergency Management Training by Area We would encourage you to review this website and look at state preparation’s and Emergency Planning Tools. Also it should have a listing of trainings/exercise in your area.
Frequently Asked Questions (Provided by RHIhub)
-The below is provided from CMS.gov - Centers for Medicare & Medicaid Services
Emergency Preparedness Rule
- Core EP Rule Elements
- 1135 Waivers
- Severe Weather
- Wild Fires and Fires General
- Influenza and Viruses
- Homeland Security Threats
- Templates & Checklists