Documenting CERT Advancement Module: Comprehensive Guide
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DALLAS CERT
Advancement Module 02
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This module will cover:
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Safety
Account for team members
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Organization
To get situation overview
Prevent duplication of tasks
Coordinate multiple teams
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Communication
Track victims
Track equipment & materials
Efficient transfer of command/shifts
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Review & reimbursement
Record of actions and issues
Justify expenses & reimbursement
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We’re going to talk about documenting the work that
CERT members do, but one question is often asked –
what about my neighborhood?
●
The answer depends upon your resources and
neighborhood organizations, but some thoughts:
Work with your neighborhood group to share phone numbers to
the extent everyone feels comfortable
Get to know neighbors – in an emergency each person probably
has skills to contribute
●
Ideally, encourage others to become CERT trained
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Field documentation
Triage markings – masking tape, streamers
Door markings – the big X
Improvised forms & notepads
Photographs
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Formal documentation
Incident Command System (ICS) forms
Dallas CERT forms
Forms from other organizations
Receipts
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As a loner on your street
Sizeup and damage assessment
Actions taken – Task Status & Task Assignment
Medical treatment record
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As a team in a neighborhood or police division
Team sign-in / sign-out
Communication log – use the “Activity Log”
Sizeup and damage assessment
Actions taken – Task Status & Task Assignment
Medical treatment record
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Team sign-in
- 003
Participation waiver
Team leadership assignments sheet
- 001
Incident management tracking sheet
- 000
Damage assessment
Incident briefing
Activity log
- 002
Equipment sign in/out
Operational task sheet
Medical treatment record
ICS 309 Communications Log
(optional)
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Same as CERT deployment needs
All the forms if this is a FORMAL alliance
If it is a handoff, say solo CERT member to
firefighters, field documentation suffices
●
May use forms provided by other agencies
provided information is kept for:
Team sign-in / sign-out
Team leadership assignments sheet
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CERT is internally responsible for CERT
members & equipment
Sign-in / sign-out
Accountability for CERT man hours expended
Equipment owned by Dallas CERT
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CERT should always record tasks that are
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If any victims are treated
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Notes about any third party or other
responders working with victims if
documentation must be shared with that third
party or other responders
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If a computer is used (yes, there may be a
laptop handy!) - start a form or document by
typing a title, then SAVE it before proceeding;
save OFTEN!
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Examine your document flow – make sure field
teams turn info over
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Leadership responsibilities
Assign a scribe
Remind everyone to PRINT clearly
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Scribe responsibilities
Assess available forms or notepaper
Sketch a map of the incident
Document tasks assigned
Start a log of all important communications
Keep a timeline
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Sizeup
Incident area and structure
Level of damage
Access points
Use the A/B/C/D building notation if you know how
Hazards
Victims
Access routes
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Search & Rescue – what to document:
Team status
Number and type of victim, location of victims,
likely extraction type needed
Tape or triage info attached to victims
Interior hazards and their location
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Medical treatment
Speed is important
Be flexible – use what materials you can find
Should include:
forms that stay with CERT and,
triage tags or other forms that go with the patient
May need a supplies list to hand off to
leadership or logistics
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If using Dallas CERT forms or ICS forms
All those forms – or copies / transcriptions get
turned in to the Dallas Office of Emergency
Management (OEM/EOC)
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Keep supplemental notes covering timeline
and tasks
CERT team sign-in/sign-out and work hour
data MUST be kept for OEM
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Hold a debriefing
Clarify any necessary items for
documentation
Account for equipment
Account for all CERT members
What went well and what not so well
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Minimum responsibilities for
documentation
CERT people, equipment, tasks
Victims
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Processes for documenting
Field
Formal
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Turning over documentation
Getting a record to the OEM
Accounting for CERT work hours & materials
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Reasons for documenting
Safety
Organization
Communication
Review and reimbursement
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It is late August and a heavy storm front came through the city the day
before bringing with it a tornado that ripped a sizeable path through a large
area. News reports indicate that all fire rescue resources are heavily
involved in rescue and fire suppression activities. You are awakened at
0400 by a loud crash and momentary flashes of light from the street side of
your home. Awakening others, you go out onto the street and find three
vehicles that have apparently run into each other and a utility pole. You grab
your CERT kit and go to see what can be done.
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Address: 1409 Halbeck Road, Grover, TX 75001
You and one CERT buddy that live nearby join up and go to survey the scene. On the way
you call 911 and are told that it will be 15 minutes before an ambulance or EMT can reach
the area. A police car will be dispatched but arrival time is unkown; the operator asks to be
updated.
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A dark colored Suburban is the best off, with no
intrusion into the passenger compartment. A
silver Hyundai is severely damaged on the
passenger side. A dark green Ford has no
intrusion into the passenger compartment, but is
leaking fuel. A power line is down near the front
of the vehicles and you quickly deputize a
neighbor to keep people away from it.
V
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t
i
m
s
Charles Lawson
– age 26, driver of the Suburban, is suffering an asthma
attack and has no medication with him.
Marlene Winsome
– age 49, driver of the Hyundai, is trapped because her car
is wedged against the suburban. You ask her to try crawling out through a
back door and she is able to do that. You find she has a gash on the right
thigh from a windshield frame and it is slowly dripping blood, breathing fine
and is relatively calm
Tony Bainbridge
– age 33, driver of the Ford, is now out of the car & feeling
chilly
Carl Oerly
– age 63, a neighbor, tried to open the door for Marlene and has
strained a wrist
P
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Almost done,
Now, Please take the quiz by
clicking this link:
DocsQuiz
This detailed guide covers minimum responsibilities for documentation, processes for documenting CERT activities, and turning over completed documentation. It emphasizes the importance of safety, organization, and efficient communication in documenting CERT work. The module discusses neighborhood documentation, different types of documentation, and provides insights into documenting at both individual and team levels. It also highlights the significance of proper documentation in various aspects of CERT operations and offers practical tips for effective documentation practices.
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Presentation Transcript
DOCUMENTATION DALLAS CERT Advancement Module 02
Intro Overview This module will cover: Minimum responsibilities for documentation Processes for documenting CERT activities Turning over completed documentation
Intro Why do it? Safety Account for team members Organization To get situation overview Prevent duplication of tasks Coordinate multiple teams
Introduction Why do it? Communication Track victims Track equipment & materials Efficient transfer of command/shifts Review & reimbursement Record of actions and issues Justify expenses & reimbursement
Documenting Your Neighborhood We re going to talk about documenting the work that CERT members do, but one question is often asked what about my neighborhood? The answer depends upon your resources and neighborhood organizations, but some thoughts: Work with your neighborhood group to share phone numbers to the extent everyone feels comfortable Get to know neighbors in an emergency each person probably has skills to contribute Ideally, encourage others to become CERT trained
What constitutes documentation? Field documentation Triage markings masking tape, streamers Door markings the big X Improvised forms & notepads Photographs
What constitutes documentation? Formal documentation Incident Command System (ICS) forms Dallas CERT forms Forms from other organizations Receipts
Documentation Levels In your area As a loner on your street Sizeup and damage assessment Actions taken Task Status & Task Assignment Medical treatment record As a team in a neighborhood or police division Team sign-in / sign-out Communication log use the Activity Log Sizeup and damage assessment Actions taken Task Status & Task Assignment Medical treatment record Check here for the downloadable forms: http://www.dallascert.com/training.asp
Documentation Forms Deployment Team sign-in - 003 Participation waiver Team leadership assignments sheet - 001 Incident management tracking sheet - 000 Damage assessment Incident briefing Activity log - 002 Equipment sign in/out Operational task sheet Medical treatment record ICS 309 Communications Log (optional) Check here for the downloadable forms: http://www.dallascert.com/training.asp
Documentation Types Multi-agency Same as CERT deployment needs All the forms if this is a FORMAL alliance If it is a handoff, say solo CERT member to firefighters, field documentation suffices May use forms provided by other agencies provided information is kept for: Team sign-in / sign-out Team leadership assignments sheet
Minimum responsibilities CERT is internally responsible for CERT members & equipment Sign-in / sign-out Accountability for CERT man hours expended Equipment owned by Dallas CERT
Minimum responsibilities CERT should always record tasks that are formally delegated to CERT A task list, even if not detailed Principal communications with the EOC and with other responders Photos of any task performance to the extent it is convenient Successes and failures to improve future performance
Minimum responsibilities If any victims are treated CERT must maintain records of victims and where they may be transported Notes about any third party or other responders working with victims if documentation must be shared with that third party or other responders
Lets get practical Now we should look at some practical processes
How to do documentation 1stpreference is to use ink - ballpoint Legibility is important print If a computer is used (yes, there may be a laptop handy!) - start a form or document by typing a title, then SAVE it before proceeding; save OFTEN! Examine your document flow make sure field teams turn info over
Documentation Processes Leadership responsibilities Assign a scribe Remind everyone to PRINT clearly Scribe responsibilities Assess available forms or notepaper Sketch a map of the incident Document tasks assigned Start a log of all important communications Keep a timeline
Documentation processes Sizeup Incident area and structure Level of damage Access points Use the A/B/C/D building notation if you know how Hazards Victims Access routes
Documentation processes Search & Rescue what to document: Team status Number and type of victim, location of victims, likely extraction type needed Tape or triage info attached to victims Interior hazards and their location
Documentation processes Medical treatment Speed is important Be flexible use what materials you can find Should include: forms that stay with CERT and, triage tags or other forms that go with the patient May need a supplies list to hand off to leadership or logistics
Are we done? Turnover If using Dallas CERT forms or ICS forms All those forms or copies / transcriptions get turned in to the Dallas Office of Emergency Management (OEM/EOC)
Are we done? Turnover If another agency needs a copy or you are using their forms you should get their unit name and location so that the OEM can fax or email a copy later or have them send copies to OEM Keep supplemental notes covering timeline and tasks CERT team sign-in/sign-out and work hour data MUST be kept for OEM
Are we done? Hold a debriefing Clarify any necessary items for documentation Account for equipment Account for all CERT members What went well and what not so well
Summary Minimum responsibilities for documentation CERT people, equipment, tasks Victims Processes for documenting Field Formal
Summary Turning over documentation Getting a record to the OEM Accounting for CERT work hours & materials Reasons for documenting Safety Organization Communication Review and reimbursement
PRACTICE Page 1 INSTRUCTIONS: Go to Forms at Dallas OEM and find and download the forms you would need to document , for an incident in your neighborhood, the scope of the incident, tasks you perform, and victims you treat, to the extent that you are able. SITUATION OVERVIEW It is late August and a heavy storm front came through the city the day before bringing with it a tornado that ripped a sizeable path through a large area. News reports indicate that all fire rescue resources are heavily involved in rescue and fire suppression activities. You are awakened at 0400 by a loud crash and momentary flashes of light from the street side of your home. Awakening others, you go out onto the street and find three vehicles that have apparently run into each other and a utility pole. You grab your CERT kit and go to see what can be done.
PRACTICE Page 2 Incident data Address: 1409 Halbeck Road, Grover, TX 75001 You and one CERT buddy that live nearby join up and go to survey the scene. On the way you call 911 and are told that it will be 15 minutes before an ambulance or EMT can reach the area. A police car will be dispatched but arrival time is unkown; the operator asks to be updated. Sizeup data A dark colored Suburban is the best off, with no intrusion into the passenger compartment. A silver Hyundai is severely damaged on the passenger side. A dark green Ford has no intrusion into the passenger compartment, but is leaking fuel. A power line is down near the front of the vehicles and you quickly deputize a neighbor to keep people away from it.
PRACTICE Page 3 Victims Charles Lawson age 26, driver of the Suburban, is suffering an asthma attack and has no medication with him. Marlene Winsome age 49, driver of the Hyundai, is trapped because her car is wedged against the suburban. You ask her to try crawling out through a back door and she is able to do that. You find she has a gash on the right thigh from a windshield frame and it is slowly dripping blood, breathing fine and is relatively calm Tony Bainbridge age 33, driver of the Ford, is now out of the car & feeling chilly Carl Oerly age 63, a neighbor, tried to open the door for Marlene and has strained a wrist
Documentation Almost done, Now, Please take the quiz by clicking this link: DocsQuiz
