pod plan documents

Slippery Rock University

Mass Immunization POD Plan

\

Exit

Sid

e E

xit

Enter

Clo

set

Registration

Waiting/ Forms/

Questions

Kids / Adult Lines

Observation Vaccination

Scre

ener

s

Court 3

Court 4

2 Volunteers

1 R

N

3 Volunteers & 1 RN or CRNP

1 Vaccinator & 1 assistant per station

2 V

acci

ne

pre

par

atio

ns

(RN

)

1 Exit Review Staff

1 Volunteer per line to

escort patient to next

available station

2 Volunteers

2 V

acci

ne

Ru

nn

ers

2 Security Guards will be

placed where needed

1 EMT will be on call in case of

any emergencies

Pod locations:

1. The Aebersold Student Recreation Center (ARC)

2. Morrow Field House (If The ARC is unavailable)

Clinic Process

1. Enter ARC.

2. Register.

3. Screening area if necessary.

4. Forms.

5. Complete forms. ( nurse at podium to answer questions)

6. Have form reviewed by volunteer.

7. Enter queue line if forms are complete.

8. Receive injection/immunization record.

9. Go to observation area.

10. Exit to transportation provided.

Personnel for POD Plan

Position Number for 8

hour shift

Number for

12 hour shift

Experience

Registration 2 4 Nonmedical

Medical Screeners 1 2 Medical: RN or CRNP

Form Reviewer/Helper 4 6 1 RN or CRNP and 3

volunteers

Vaccinators 4 6 Medical: RN or CRNP

Vaccine Preparer 2 4 Medical: RN or CRNP

Exit Reviewer 1 2 Nonmedical: R. Bateman

Vaccine Assistants 4 6 Nonmedical

Float Staff 1 2 Volunteers

Line Management 3 6 Volunteers

Observation Area 2 4 Volunteers

Vaccine Runners 2 4 Volunteers

Security/ROTC 2 4 Volunteers

EMT On Call

Total 28 42

For medical staff relief take from vaccinators and vaccine preparation stations first.

Volunteer Duties

Registration:

Students show ID card.

Verify in current log.

Direct patients in proper direction based on symptoms.

o Sick patients: screeners.

o Healthy patients: waiting area.

Forms/ waiting area:

Hand patient vaccine packets.

o Vaccine records.

o Vaccine consent.

o Immunization card.

Hand patient ticket with number to determine status in the line.

Direct patients to sit at tables and complete required forms.

Answer any questions that may arise.

o If unable to answer direct to nurse.

Review forms, then direct patients to queue lines.

o If any yes’s, refer to nurse.

Queue Line:

Direct patients.

Ask them to remove outerwear or extra clothing to be shot ready.

Queue Finish Line:

Direct students to vaccine station.

Vaccine Assistants

Assist nurses to make process quick and seamless.

Direct to observation area.

Float Staff:

Relieve any volunteers that may need a bathroom break or other personal breaks.

Observation Staff:

Monitor patients and release patients as necessary. (recommended wait time is 15

minutes after vaccinated)

Vaccine Runners:

Retrieve vaccine from holding area when prompted by vaccinator.

Dear Slippery Rock Super Heroes,

In the event of a public health crisis the EOP has created a plan to provide mass

immunization to students, staff, facility, and family. This is where you as Slippery Rock

Super Heroes come into play! If you and/or any member of your department are available

please join us in the battle against _____!

Tasks assigned to volunteers would be nonmedical tasks such as registration, completing

forms, and directing traffic. To assist the EOP in making this plan run smoothly we are

requesting volunteers to work at least 4 hour shifts, you can always volunteer for more

shifts if desired. Each volunteer will be trained specifically for position assigned the day of

the clinic and will receive a certificate for being a Slippery Rock Super Hero!

Please help us, help you! If interested please contact me via return email as soon as

possible! Thank you!

- Kris and the Staff of Student Health Services

POD Supplies Checklist

o Basic Office Supplies ( accordion files, clipboard, paper, pens, scissors, notepad)

o Extension Power Cords

o Refrigerators

o Generators

o Trash Bags

o Paper Towels

o First Aid Kit

o Hand Sanitizer

o Table Cloths

o Signs for going through POD

o Gurney

o Garbage Cans

o Barrier Tape/Rope

o Tables and Chairs

o Oxygen Tank

o Juice/Cookies

o Pamphlets

o Cots

o Tickets

o Prize for drawing?

DOH Checklist

Pre-Emergency

o Confirm Pa. DOH will provide POD-specific training and education opportunities to

identify staff in your organization

o Confirm notification process for your organization to activate your POD plan

o Confirm Pa. DOH’s plan to provide free medicine and supplies during an emergency

o Confirm 24 hour emergency contact information for key Pa. DOH staff

o Confirm Pa. DOH plan to assist in providing your organization with guidance

regarding POD activities including dispensing instructions, follow up procedures

and information to distribute regarding a disaster emergency

o Confirm access to messaging from the Pa. DOH Office of Communications to ensure

your employees, their families, etc. will receive up to date instructions and

information

o Confirm there is a plan to provide your organization with technical assistance and

oversight as needed during the disaster emergency

o Confirm there are arrangements to collect any unused medicine/supplies as well as

copies of all medical documentation

o Confirm Pa. DOH has a plan to provide pre-event planning and technical assistance,

including policies, procedures, POD layouts, fact sheets, dispensing diagrams, forms

and other pertinent information

o Plan/create Closed POD strategy:

o Notification

o Choosing staff

o Just-in-time training

o Receiving facility/area

o Storage facility/area

o Medicine dispensing area

o Demobilization/shutting down

o Staff/Employee Closed POD education

o Hand out draft HoH forms – teach/review

o Provide 24 hour contact number to Pa. DOH

o Periodically check with contacts to ensure all phone numbers are current

o Exercise plan

o Participate in Pa. DOH training

o Put together a supply of general office supplies and store them in an easy to move

container

Emergency Checklist

o Review your POD plan.

o Notify your organization of POD activation – await further instruction.

o Confirm 24-hour contact number to pa. DOH.

o Confirm 24-hour contact number for pa. DOH at POD.

o Assemble POD layout.

o Make copies of needed paperwork that will be provided to you by Pa. DOH:

o JIT Training

o Fact sheets and other information from the Pa. DOH Office of

Communications

o Dispensing HOH forms

o Activity Log

o Begin using Activity Log

o Obtain/receive medicine for Pa. DOH

o Secure medicine

o Provide medicine to POD

o Walk through POD – do a test run but do not actually begin dispensing medicine.

o Notify business/ facility that the POD is open.

o Monitor inventory of medicine against number of staff dispensed – reorder if

necessary.

o Respond to Pa. DOH inquiries.

o Notify Pa. DOH when finished dispensing medicine.

o Inventory medicine and forms.

o Arrange to return leftover medicine to Pa. DOH.

Post Emergency Check List

o Confirm medicine has been dispensed to your planned dispensing group. (students,

staff, facility, and families)

o Make an announcement that the POD is closing.

o Organize remaining medicines and paperwork.

o Contact Pa. DOH that your POD is closing.

o Discuss the return/pick-up of remaining medicines.

o Return medicine and paper to Pa. DOH.

o Hold a “hot wash” meeting with dispensing staff – what worked, what didn’t work,

and what improvements can be made.

o Report findings to Pa. DOH.

POD Plan EOP Committee Slippery Rock University Police Department

With the creation of this point of distribution (POD) plan there are different aspects that

will help this plan run smoothly. The departments that will be involved with the planning

process will include: Student Health Services, Slippery Rock University Police Department,

University Parking Office, AVI Dinning Services, Slippery Rock University Public Relations,

and Volunteer Program Coordinator. With the input of all of these departments on campus

we can successfully immunize our campus and keep our students and staff in the

classroom.

University Police responsibilities would include:

Coordinate with University Parking Office about parking restraints and

possible permits.

Provide ample security personnel to provide a safe environment for all

accessing the POD.

Contact ROTC and Veterans Council for potential volunteers.

Anything that you could do as departments that make this POD become successful would

be greatly appreciated!

POD Plan EOP Committee Slippery Rock University Parking Office







classroom.

Parking Office responsibilities would include:

Assuring that parking will be available in case of crisis.

Administering proper parking permits.

Or decide to lift permits all together and not ticket during POD hours.



POD Plan EOP Committee AVI Dining Services







classroom.

Dining Services responsibilities would include:

Provide enough food and refreshments for the staff and volunteers

Provide juice and cookies/crackers for patients in the observation area



POD Plan EOP Committee Public Relations







classroom.

Public Relations responsibilities would include:

Advertise volunteer opportunities for Slippery Rock University staff.

Create signage for day of clinic.

o Directions to parking and location of clinic.

o Signs to help direct traffic flow inside the clinic itself.

Communicate with on campus tools such as E-2 Campus and Campus Radio stations

to make students and staff aware that the clinic is operational and available for all.

Create posters for the day of the clinic to put up around campus in academic

buildings.



POD Plan EOP Committee Slippery Rock University Volunteer Coordinator







classroom.

The Volunteer Coordinator’s responsibilities would include:

Provide enough staff and volunteers to help run the POD run seamlessly



Contents for each Committee Packet:

Slippery Rock Student Health Services:

Description of Duties

POD Plan Layout

Clinical Process

Pa. DOH Immunization Approval

Personnel Spreadsheet

Volunteer Duties

POD Checklists

Map 1, Map 2, and Map 3

Slippery Rock University Police Department:


POD Plan Layout


Map 3

Slippery Rock University Park Office:


Map 2

AVI Dinning Services


Slippery Rock University Department of Public Relations:


POD Plan Layout

Map 3

Slippery Rock Volunteer Coordinator:


POD Plan Layout


Volunteer Duties

Letter to Volunteers

pod plan documents

Documents