Planning for EOP Emergencies: Healthcare Facility Guide

Whether it’s a natural disaster or a man-made power outage, emergencies can strike unexpectedly. Without proper preparation, these situations can have grave consequences — especially in healthcare settings where patients depend on life-sustaining services. This is why it’s crucial for hospitals to have an emergency operation plan (EOP), which outlines actions to be taken in response to various crisis situations.

As a facility leader, you may be wondering, what is an EOP in healthcare and how do I develop one? EOPs are necessary for protecting both staff and patients and meeting regulatory standards. To help you prepare for a range of EOP emergencies, we’ll walk you through the fundamentals of developing an effective plan and outline key resources.

What Is an Emergency Operations Plan (EOP)? Meaning and Overview

An emergency operations plan (EOP) includes a framework for how a healthcare facility should respond to different crises, such as hurricanes and pandemics. This is a living document that’s regularly updated to reflect evolving standards and changes in the hospital environment.

While the specific information outlined in an EOP will vary by facility, this document should include essential emergency protocols such as patient evacuations, staff communication procedures, and resource management.

Why Do Healthcare Facilities Need an EOP?

Facilities must have an EOP in order to comply with rules established by the Centers for Medicare and Medicaid Services (CMS) and the Joint Commission. But beyond these requirements, emergency operations plans are vital to protecting the safety of patients, visitors, and staff. The goal of healthcare emergency management is to restore normal operations as quickly as possible so that patients aren’t cut off from life-saving treatment. An EOP minimizes chaos and ensures that there are clear procedures for staff to follow during these situations.

Types of EOP Emergencies That Can Impact Facilities

As you prepare to develop an EOP, you may be wondering what types of emergencies to account for. According to the Federal Emergency Management Agency (FEMA), EOPs should be written using an ”all-hazards” approach, which prepares staff to respond to a wide range of possible scenarios.

While it’s difficult to anticipate all types of emergencies (especially new and emerging threats), having a general understanding of common hazards can help inform your planning. Below we’ll outline key categories of EOP emergencies and highlight the potential healthcare challenges that can arise from each one.

Natural Disasters

Natural disasters are caused by severe weather conditions and uncontrollable environmental factors. This includes events like floods, wildfires, earthquakes, and hurricanes.

Potential Challenges:

• Power outages that impede life-sustaining medical equipment and technology
• Structural damage that could endanger individuals inside and around the building
• Slowed or paused transportation that could prevent supplies from reaching a facility

Man-Made Disasters

Man-made disasters occur from human error, negligence, or malice. This includes emergencies such as industrial accidents, technology device failures, chemical spills, and terrorist attacks.

Potential Challenges:

• Exposure to toxic substances or threats that can impact health and safety
• Faulty technology that could interrupt patient care and communication
• Extended power outages that could delay or pause healthcare operations

Public Health Crises

Public health crises refer to events that compromise the health of individuals and have the potential to overwhelm an entire community. This may include uncontrolled flu outbreaks, foodborne illness, or infectious disease outbreaks.

Potential Challenges:

• Rapid spread of diseases that could strain facility resources and impede care
• A lack of medical supplies and protective equipment due to increased demand
• Increased staffing shortages due to illness or isolation procedures

Cyber Attacks

Hospitals are becoming increasingly reliant on technology, which has heightened the risk of cyberattacks. Hackers may try to breach data, steal sensitive patient information, or even shut down entire systems for ransom.

Potential Challenges:

• Lack of access to vital patient information and records
• Financial losses resulting from ransom payments or HIPAA violation penalties
• Lack of trust from patients and the public due to stolen data

What’s Included in a Hospital Emergency Operations Plan? Example Elements

Now that you understand what types of EOP emergencies can impact your facility, let’s go over what a general emergency plan format includes. Fundamentally, the needs of your patient population and local resources will largely influence how you structure your emergency operations plan. FEMA outlines several different EOP formats that are commonly used by organizations across various industries.

However, healthcare facility leaders in particular should refer to the Joint Commission’s guidelines, which outline six critical elements of a hospital-specific EOP. Below, we’ll define these elements and list a few example items that fall under each one.

1. Communications

Your EOP should include guidelines on how information will be communicated to staff, community partners, neighboring facilities, and relevant authorities during an emergency. These guidelines should include resources and tools that will be used to maintain communication both internally and externally.

Example Items:

• A chart that outlines the chain-of-command among staff during an emergency
• A map of local networks and government entities and their contact information
• Facility liaisons for each department who are responsible for relaying information to staff

2. Resources and Assets

If there’s an emergency impacting an entire region, it can be difficult to access resources for your staff and patients. As such, you should establish plans for how to obtain, allocate, replenish, and conserve resources (such as oxygen supplies and personal protective equipment) during and after an emergency.

Example Items:

• A list of local healthcare organizations that resources will be shared with
• The designated staff who are responsible for monitoring the quantities of resources
• A list of established government resources and vendors for supplies

3. Safety and Security

Emergencies can introduce new safety and security risks that your hospital may not routinely prepare for. It’s important to establish steps for implementing heightened security measures and minimizing exposures to hazards during these situations.

Example Items:

• A table outlining areas of the hospital to secure during an emergency
• Staff who are responsible for escorting patients and families to secure areas
• A designated security officer who will control vehicle traffic around the area

4. Staffing

In the event of a staffing shortage caused by an emergency, your facility must have procedures for recruiting extra staff from staffing or government agencies. You should also have a plan for how to support the health and wellbeing of your staff.

Example Items:

• Process for safely assigning staff emergency duties outside of their regular work
• Emergency housing/transportation for staff who are ill, injured, or unable to provide care
• Designated staff who will evaluate staffing needs and coordinate back-up

5. Utilities

Your EOP should also include a list of critical systems and medical equipment that could potentially fail during an emergency. This should be followed up with alternative ways to access these systems and back-up plans for power outages.

Example Items:

• Information on how to access your facility’s emergency power generator
• A table outlining generator safety and maintenance responsibilities
• Instructions for how to respond to water interruptions and apply water use restrictions

6. Clinical Support Activities

During EOP emergencies, patients may be cut off from life-saving treatment. Your EOP should outline contingency plans to prevent interruptions in essential care and outline how staff should continue delivering services during a crisis.

Example Items:

• Assigned staff who will evaluate patients for safe discharge if necessary
• Process for linking vulnerable populations with social service agencies
• System for tracking patients and families and providing first aid

How Should an EOP Be Maintained?

EOPs should be routinely updated by facility leaders to ensure that all procedures are up-to-date. According to CMS, this process should be completed every two years.

You should also ensure that all relevant stakeholders are informed of your EOP, meaning medical staff should receive regular training on emergency protocols. Make sure that your EOP is reviewed with staff when they’re first hired and hold annual trainings/workshops that reflect updated information.

Planning Resources and Templates for EOP Emergencies

While we went over the basic elements of a hospital EOP, you should refer to federal and state guidelines as you develop the details of your document. Here are helpful links to relevant regulations, professionally vetted toolkits, and templates that you can use for further guidance.

Regulations and Guidelines:

• FEMA Guidelines for All-Hazards EOP Planning
• The Joint Commission’s Emergency Management Portal
• CMS Emergency Preparedness Rule and Guidelines

Professional Toolkits:

• FEMA PrepToolkit on the National Preparedness System
• The Joint Commission Emergency Management Toolkit
• CMS Emergency Preparedness Checklist for Providers

EOP Templates and Examples:

• Los Angeles Hospital Emergency Operations Plan Template
• National Nurse-Led Consortium’s EOP Template
• EMSC Innovation Center’s EOP Templates

Prepare Your Facility for What Lies Ahead

EOP emergencies can happen at any time, but IntelyCare is here to help you build a culture of prevention and preparedness. Seeking ways to reinforce the strategies in your EOP? Get dozens of expert-written, healthcare management insights delivered straight to your inbox to help you and your team stay prepared.