Hospital Preparedness Program (HPP) Budget Period 4 Burn Surge TTX Tabletop Exercise Initial Planning Meeting
The Hospital Preparedness Program (HPP) Budget Period 4 (BP4) Burn Surge TTX Tabletop Exercise Initial Planning Meeting, scheduled for October 31, 2022, involves trusted agents discussing exercise objectives, planning updates, and timelines in preparation for the upcoming tabletop exercise. Important topics include reviewing planning updates, determining exercise design elements, addressing outstanding issues, and assigning tasks for further development. The meeting aims to ensure effective coordination and readiness for the exercise.
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Hospital Preparedness Program (HPP) Budget Period 4 (BP4) Burn Surge TTX Tabletop Exercise Initial Planning Meeting Date: October 31, 2022, 1:00 PM
Outline Meeting Agenda Welcome Trusted Agents Exercise Director, Nicole Marks, CEM, MEP - NYC DOHMH Exercise Planning Team Leader Ari Rubinstein NYC DOHMH This project was supported by the Department of Health and Human Services Administration for Strategic Preparedness and Response under award number 6U3REP190597-04. Its content is solely the responsibility of the authors and does not necessarily represent the official views of the Department of Health and Human Services Administration for Strategic Preparedness and Response. 3
Trusted Agents Trusted agents (Steering Committee / Exercise Planning Team) - are trusted not to reveal exercise and scenario details to players or third parties before exercise conduct. Develop pre-exercise materials, conduct exercise briefings, and support training sessions. Information in this document is intended for the exclusive use of the exercise planners and is not to be released to the public or other personnel who do not have a valid need-to-know without prior approval from an authorized sponsor organization representative. This document is not releasable to any public website. 4
Meeting Objectives Review planning updates Determine exercise design elements Discuss exercise development items Address outstanding issues Discuss next steps and assign tasks 5
Planning updates Outcomes of the Concept and Objectives Meeting Edits to the parameters Defined operational period as 12 hours in the objectives Exercise Planning Group (everyone), Exercise Steering Committee (subset, SMEs), Exercise Planning Team (NYC DOHMH) Expanded the steering committee 7
Exercise Planning Timeline Event Event Date Date Time Time Initial Planning Meeting 10/31/2022 1PM-2PM Midterm Planning Meeting Final Planning Meeting Exercise 12/12/2022 1/18/2023 2/16/2023 11AM-12PM 11AM-12PM 10AM-12PM 1PM-3PM 10AM-11:30AM After-Action Meeting Final AAR/IP 3/1/2023 4/21/2023 8
Exercise Design Discussion Points Develop exercise objectives and align to core capabilities Outline evaluation requirements Identify relevant plans, policies, procedures to be tested Begin development of the exercise scenario Identify modeling and simulation needs 10
Exercise Focus Areas and Scope Focus Areas Preparedness / Planning Response Exercise Scope Type: Tabletop Exercise (TTX) with a workshop component Duration: 4 hours with workshop Workshop 10AM-12PM TTX 1PM -3PM Location: Virtual (facilities can choose on site play) Parameters / Extent of play: Discussion based activities will be focused on response play with a burn scenario for on-site 20% of highest 6 month or annual volume in ED or ICU for non-burn centers, for burn centers scenario will surge burn bed capacity Participants: Hospitals and health care facilities, government and community partners and NYC DOHMH staff 11
Proposed Exercise Objectives ASPR Capability #4: Medical Surge Health care organization-including hospitals, EMS, and out-of-hospital providers - deliver timely and efficient care to their patients even when the demand for health care services exceeds available supply. The HCC, in collaboration with the ESF-8 lead agency, coordinates information and available resources for its members to maintain conventional surge response. When an emergency overwhelms the HCC s collective resources, the HCC supports the health care delivery system s transition to contingency and crisis surge response and promotes a timely return to conventional standards of care as soon as possible. 12
Proposed Exercise Objectives Objectives align to ASPR Capability #4: Medical Surge Objective #1 Validate the ability of the HCC members to activate their Mass Casualty Plans within the first 12 hours in accordance with the NYC HCC Burn Surge Annex. Objective #2 Identify methods that HCC members will employ to triage and prioritize patients for treatment or transfer to specialty facilities within the first 12 hours in accordance with the NYC HCC Burn Surge Annex. Objective #3 Discuss how HCC members will coordinate during the response when clinical resources are strained or depleted within 2 hours of the onset of the incident or arrival of patients in accordance with the NYC HCC Burn Surge Annex. 13
Evaluation Requirements Capability targets are the performance thresholds for each core capability Targets are quantitative or qualitative Critical tasks are the distinct elements required to perform a core capability Exercise Evaluation Guides (EEGs) document exercise objectives, core capabilities, capability targets, and critical tasks 14
Plans, Policies, and Procedures NYC HCC Burn Annex Mass Casualty Plans NYC Burn Plan Pediatric Disaster Plan (draft) 15
Scenario The scenarios enables an exercise to assess objectives and core capabilities Threat or hazard: Burn Conditions: Circus Festival on Randall s Island pyrotechnic failure extends to stage resulting in a collapse Randall s Island walk, bike, bus, car, Festival Ferry Roosevelt Island walk, bike, bus, car, tram, train, Ferry Time: Weekend, afternoon Weather: Sunny and windy Other conditions? Modeling and simulation: Possible for on-site play 16
Exercise Participants BronxCare Health System Northwell Health Calvary Hospital NewYork-Presbyterian Healthcare System Hospital for Special Surgery Mount Sinai Health System Maimonides Medical Center NYU Langone Health Memorial Hospital for Cancer and Allied Diseases (MSKCC) One Brooklyn Health System New York Community Hospital Pediatric Disaster Coalition Richmond University Medical Center Community Healthcare Organization of New York State St. Barnabas Hospital North HELP Coalition (Mt. Sinai Hospital) St. John's Episcopal Hospital Greater New York Hosptial Association - Continuting Care (GNYHA-CC) The Brooklyn Hospital Center The Audacia Foundation Inc. on behalf of Southern New York Association (SNYA) University Hospital of Brooklyn - SUNY Downstate Medical Center Greater New York Healthcare Facility Association (GNYHCFA) Wyckoff Heights Medical Center New York State Association of Healthcare Providers, Inc. NYC Health + Hospitals Home Care Association of New York State (NYS HCA) Montefiore Health System Hospice and Palliative Care Association Medisys Health Network Greater New York Hospital Association FDNY NYCEM 17
Exercise Documentation Extent of Play Agreement (XPA) EEGs Situation Manual (SitMan) Exercise Plan Controller/Evaluator (C/E) Handbook Master Scenario Events List (MSEL) Presentation Participant Feedback Form 18
Exercise Development Discussion Points Plan for exercise logistics Location Audio/visual (A/V) requirements Duration and schedule Identify exercise staffing requirements Outline exercise planning team roles and responsibilities Develop exercise planning timeline 20
Exercise Logistics Exercise Location Virtual (TEAMS) On-site component facilities will complete XPA by 11/14 Exercise schedule Duration 4 hours, segmented Workshop 10AM 12PM Lunch 12PM 1PM TTX 1PM 3PM 21
Exercise Planning Team Roles and Responsibilities HSEEP Design and Development Evaluation Resource Support (limited) 22
Exercise Planning Timeline Midterm Planning Meeting Steering Committee Meeting (November 28) Extent of Play Agreements returned by November 14 Critical tasks or evaluation points Final Planning Meeting Steering Committee Meeting (December and January) Exercise: February 16, 2022, virtual 23
Exercise Staffing Subject-Matter Experts (SMEs) Exercise control Exercise evaluation 24
Outstanding Issues Title placeholder any suggestions, if not Circus, Circus ? 25
Action Items Distribute IPM meeting minutes Exercise Director, November 2, 2022 Provide feedback on C&O meeting document (word with tracked changes) - Exercise Planning Team and Steering Committee, November 7, 2022 Draft exercise documentation Critical tasks draft EEGs Finalize Scenario 27
Next Meetings Steering Committee Meeting Date: November 28, 2022 Time: 11am 12pm Location: Virtual Teams Registration: Teams Meeting invite with Registration information to follow After registering you will receive a confirmation email containing information about joining the webinar Midterm Planning Meeting Date: December 12, 2022 Time: 11am 12pm Location: Virtual Teams Registration: Teams Meeting invite with Registration information to follow After registering you will receive a confirmation email containing information about joining the webinar 28
Thank you! See you at the Midterm Planning Meeting!
