Pandemic Influenza Preparedness Plan for Clinics and Physician Offices

June 1, 2009

I. Assemble a Flu Pandemic Committee and a Coordinator/Develop a written plan

II. Train and educate physicians, staff (including support staff), and family members on implications of Pandemic Influenza

III. Infection Control Procedures

A. Develop a plan for respiratory hygiene/cough etiquette procedures in clinics and/or offices

1. Identify waiting room area where symptomatic patients can be segregated

2. Consider asking patients to wait in car (if feasible).

3. Ensure that waiting room and high patient touch areas are decontaminated frequently

4. If possible, consider changing out return air filters frequently (every 7-30 days)

B. Identify the types of masks to be used for patients, visitors, staff, and family members

C. Develop procedure for distribution of masks

D. Review hand washing protocol with physicians and staff

E. Identify specific rooms for treating contagious patients

F. Procedures for protecting receptionists at initial points of contact

1. Identify appropriate (N-95) mask for front desk staff

2. Ensure patient material (clipboard, pens, etc) are decontaminated frequently

G. Develop a triage plan for managing and directing patients to the appropriate place(s)

IV. Consumable Supplies

A. Identify additional equipment (clipboards, sign-in sheets, chairs, etc)

B. Identify overflow patient parking or alternate parking for staff

C. Identify non-clinical staff that can be used to bolster normal clinic staff

D. Procure a 90 day supply of consumable supplies (e.g., masks, gloves, gowns, etc)

E. Identify and procure a sufficient supply of Flu testing kits

F. Identify back up resources needed to acquire additional medical supplies

G. Consider plans for closing if unable to handle due to staffing shortage

H. Identify secure location(s) to appropriately store supplies and drugs

V. Flu Vaccine and Anti-Viral Medications

A. Identify key personnel that would receive a vaccine and/or prophylactic anti-viral medication

B. Procure and store flu antiviral medication (Tamiflu, Relenza, and amantadine) for physicians and key staff (6 week supply)

C. Identify back up supplier for additional antiviral medications should they be needed

D. Develop a distribution plan

E. Identify and coordinate distribution of flu vaccine and flu antiviral medication from the Strategic National Stockpile (SNS)

VI. Surveillance

A. Develop a process for monitoring public health advisories

B. Monitor influenza activity in clinic/office patients and staff

C. Communicate appropriate data on Flu activity to the local health authority

VII. Communication Plan

A. Identify and arrange preparedness agreements (standing orders) with key public health contacts

B. Identify and assign and in-house expert for media briefing

C. Confirm with area pharmacies stock levels of antivirals

D. Update office/clinic website to reflect disease status, health department updates, clinic hours and waiting time status

VIII. Staffing Plan

A. Identify personnel that can be cross-trained to assume patient care and duties

B. If staff shortage occurs, consider consolidating personnel to larger facilities

C. Explore agreements with staffing agencies for bolstering staff during peak periods

IX. Occupational Plan

A. Develop a policy for identifying and managing personnel that are sick

B. Review policy/procedures for allowing personnel to work from home

C. Consider mental health aspects and childcare issues

D. Relocate persons at increased risk for flu complications (e.g., pregnant women or immunocompromised individuals)