The following is a list of EOC three-ring binder contents by EOC staff position and title.  Staff titles and binder contents can be modified. Click on Health and Medical Coordinator below to jump to a sample binder.

EOC Staff Binders

Chief Executive Official Human Services Coordinator
Cost Recovery-Compilation Law Enforcement Coordinator
Deputy Operations Chief Liaison Officer
Documentation Mass Care Coordinator
Emergency Public Information Operations Chief
EOC Communications Public Works Coordinator
EOC Logistics Chief Purchasing
EOC Manager Radio Telephone Operator
EOC Security Runner
EOC Services and Supplies Scribe
Evacuation Coordinator Transportation and Resources Coordinator
Finance Chief Warning Coordinator
Fire and Rescue Coordinator Reception
Health and Medical Coordinator  Planning Chief

 

Scroll down to view a sample of the 3-ring binder for the Health & Medical Coordinator, or click a title.  All staff binders use a standard 8-tab set of page dividers. You can modify the contents of any binder.

Health & Medical Binder

Initial Tasks& Checklists 1
Responsibilities& Hazard Reminders 2
Overview & Layout 3
EOC Organization Chart 4
EOC Administrative Notes 5
Log 6
Message System Responsibilities 7
Message Form File Copies 8

 

Health & Medical Binder

Tab 1:  Initial Tasks

EOC Staff Members

 

1.       Check-in with the EOC Manager.

2.       Review the situation report displays in the Operations area.

3.       Ensure your name is listed on the EOC Organization Display [No. 1] for Shift A or B.

4.       Read the remainder of this 3-ring binder and set up your work station.

5.       Start a Log which chronologically describes your actions during your shift.

6.       The time for the next Operations Briefing is on Display No.4. During the Briefing, you may be asked to summarize your activities according to the following outline:

1)       Summary of Actions since last Operations Briefing

2)       Anticipated support problems or needs

3)       Planned Actions before next Operations Briefing

 

(Insert Checklist for Health & Medical, behind this Page)

 

Checklist

Health & Medical Binder

Immediate (Operational Period 0-2 Hours)

(Place this Checklist behind the Initial Tasks Checklist in Tab 1)

 

 

(Record WHO, WHAT, WHEN, WHERE in your Activity LOG for each Checklist Item)

 

1.  [  ] or [  ] n/a   Review Tab 2 for Hazard Reminders concerning this emergency during this Operational Period, (the first 0 – 2 hours of emergency), anticipate problems as you continue this checklist including Notifications, Alerts, or Coordination needed:

2.  [  ] or [  ] n/a   Related Hazards

3.  [  ] or [  ] n/a   Other hazards that may be generated

4.  [  ] or [  ] n/a   Impact on response agencies and critical facilities

5.  [  ] or [  ] n/a   Resources that will be exhausted in the first two hours

 

6.  [  ] or [  ]   n/a Notify local area hospitals (from call down list or Tab 4 Contacts) that the EOC has been Activated and provide a short, concise statement of the situation. Ask for a quick status report regarding their operational capacity and potential resource needs. Provide the EOC main number, and your direct phone number, if appropriate.  DO NOT GIVE EOC PHONE NUMBERS TO THE PUBLIC:

7.  [   ] or [   ] n/a   Get a verbal/fax confirmation of bed counts

8.  [   ] or [   ] n/a   Hospital patient capacity

9.  [   ] or [   ] n/a   Incoming patient status

10.  [   ] or [   ] n/a   Worried-well patients

 

11.  [   ] or [   ] n/a   Check weather conditions status board and hazards continuously.

12.  [   ] or [   ] n/a   Coordinate with EOC Fire and Rescue regarding:

13.  [   ] or [   ] n/a   FD patient responses.

14.  [   ] or [   ] n/a   Communications with the FD to support their function.

15.  [   ] or [   ] n/a   Type of Hazard and danger zones.

16.  [   ] or [   ] n/a   Current hazardous Areas.

17.  [   ] or [   ] n/a   If power outages, multiple calls from patients when home equipment has failed.

18.  [   ] or [   ] n/a   Notifying other agencies to support transport functions.

 

19.  [  ] or [  ] n/a Prepare to report your actions during the next EOC Operations Briefing.

 

20. [  ] or [  ] n/a If a written County/City Action Plan (CAP) has been issued or changed for this Operational Period, contact the appropriate agencies you previously notified at the beginning of this Immediate Checklist tell them how the following CAP topics may impact their agencies: and

[  ] or [  ] n/a    Objectives

[  ] or [  ] n/a    Strategies

[  ] or [  ] n/a    Priorities, especially priorities for Critical Resources

 

21.  [  ] or [  ] n/a      If more than one shift of EOC coordinators is needed:

[  ] or [  ] n/a    Check the Emergency Operations Center Shift Schedule posted on the Emergency Operations Center wall for your replacement

[  ] or [  ] n/a    Notify the EOC Manager who is responsible for EOC staffing

 

22.  [  ] or [  ] n/a Review progress on all Checklist items up to now.

 

23.  [  ] or [  ] n/a Check with your supervisor regarding the continuation of your checklist into the Intermediate Operational Period on the next page.

 

24.  [  ] or [  ] n/a Consider skipping to the Demobilization checklist for this emergency hazard, if appropriate.

 

 

Health & Medical Binder

Intermediate (Operational Period 2-12 Hours)

(Record WHO, WHAT, WHEN, WHERE in your Activity LOG for each Checklist Item)

 

 

1.  [  ] or [  ] n/a If a written County/City Action Plan (CAP) has been issued or changed for this Operational Period, contact the appropriate agencies you previously notified at the beginning of the Immediate Checklist and tell them how the following CAP topics may impact their agencies:

[  ] or [  ] n/a Objectives

[  ] or [  ] n/a Strategies

[  ] or [  ] n/a Priorities, especially priorities for Critical Resources

 

2.  [  ] or [  ] n/a Review Tab 2 Hazard Reminders concerning this emergency during this Operational Period, 2-12 hours, and perform additional Notifications, Alerts, or Coordination as needed:

[  ] or [  ] n/a    Related Hazards

[  ] or [  ] n/a    Other hazards that may be generated

[  ] or [  ] n/a    Impact on response agencies and critical facilities

[  ] or [  ] n/a    Resources that will be exhausted in the next two – twelve hours

 

3.  [  ] or [  ] n/a Review progress on all Checklist items up to now.

 

4.  [  ] or [  ] n/a Check with your supervisor regarding the continuation of your checklist into the Extended Operational Period on the next page.

 

5.  [  ] or [  ] n/a Consider skipping to the Demobilization checklist for this emergency hazard, if appropriate.

 

 

Health & Medical Binder

Extended (Operational Period Beyond 12 Hours)

(Record WHO, WHAT, WHEN, WHERE in your Activity LOG for each Checklist Item)

 

 

1.  [  ] or [  ] n/a If a written County/City Action Plan (CAP) has been issued or changed for this Operational Period, contact the appropriate agencies you previously notified at the beginning of the Immediate Checklist and tell them how the following CAP topics may impact their agencies:

[  ] or [  ] n/a Objectives

[  ] or [  ] n/a Strategies

[  ] or [  ] n/a Priorities, especially priorities for Critical Resources

 

2.  [  ] or [  ] n/a Review Tab 2 Hazard Reminders concerning this emergency during this Operational Period, beyond 12 hours, and perform additional Notifications, Alerts, or Coordination as needed:

[  ] or [  ] n/a    Related Hazards

[  ] or [  ] n/a    Other hazards that may be generated

[  ] or [  ] n/a    Impact on response agencies and critical facilities

[  ] or [  ] n/a    Resources that will be exhausted beyond twelve hours

 

3.  [  ] or [  ] n/a Review progress on all Checklist items up to now.

 

4.  [  ] or [  ] n/a Check with your supervisor regarding the continuation of your checklist into the Demobilization Operational Period on the next page.

 

 

 

 

Health & Medical Binder

Demobilization

(Record WHO, WHAT, WHEN, WHERE in your Activity LOG for each Checklist Item)

 

1.  [  ] or [  ] n/a If a written Demobilization Plan has been issued, contact the appropriate agencies you previously notified at the beginning of the Immediate Checklist and tell them how the Demobilization Plan may impact their agencies:

 

2.  [  ] or [  ] n/a Review Tab 2 Hazard Reminders concerning this emergency during this Demobilization Period, and perform additional Notifications, Alerts, or Coordination as needed:

[  ] or [  ] n/a    Related Hazards

[  ] or [  ] n/a    Other hazards that may be generated

[  ] or [  ] n/a    Impact on response agencies and critical facilities

[  ] or [  ] n/a    Resources that may be exhausted

 

3.  [  ] or [  ] n/a Review progress on all Checklist items up to now.

 

4.  [  ] or [  ] n/a Coordinate with other EOC staff regarding:

[  ] or [  ] n/a    Recovery, reconstitution, mitigation and other long-term actions.

[  ] or [  ] n/a    Gradual shut down of emergency operations.

 

 

5.  [  ] or [  ] n/a Deliver all completed Activity Log sheets (Tab 6) and completed Message Forms to the EOC Finance Chief.

 

6.  [  ] or [  ] n/a Restock Tab1 with a new set of Checklists for this Binder.

 

7.  [  ] or [  ] n/a Restock Tab 6 with several blank Activity Log sheets.

 

8.  [  ] or [  ] n/a Help your Section Chief prepare an After Action Report according to the following format:

[  ] or [  ] n/a    Description and Dates of the Emergency

[  ] or [  ] n/a    Actions Taken to Reduce the Emergency (Who, What, When, Where, How, Why)

[  ] or [  ] n/a    Special Events That Occurred During the Emergency

[  ] or [  ] n/a    Lessons Learned

[  ] or [  ] n/a    Corrective Actions Necessary to Prevent Similar Emergencies or Coordination Problems in the Future

 

 

Health & Medical Binder

Tab 2: Responsibilities

Health and Medical Function Coordinator

 

 

Reports to:  Fire & Rescue Function Coordinator

Place of Duty:  EOC Operations Room

 

General Responsibilities: Advise the Fire & Rescue Function Coordinator on all matters pertaining to Health and Medical capabilities and activities.

Specific Responsibilities:

1)       Coordinate health and medical resource requests from responders in the field.

2)       Alert auxiliary or reserve health and medical personnel, if potentially needed.

3)       Coordinate the location, procurement, screening, and allocation of health and medical supplies and resources, including human resources, required to support health and medical operations.

4)       Define categories for Casualty Statistics for consistent casualty reporting.

5)       Check Display Responsibility table, Tab 3.

 

 

 

 

Health & Medical Binder

Entries made into one Hazard Reminders Matrix copy to all staff binder files.

 

hazard-remiders-matrix3

 

 

Health & Medical Binder

Tab 3: EOC Overview

Purpose of the EOC

1.       To develop and maintain awareness of the emergency situation for the Chief Executive Official or Representative.  The EOC must receive, analyze and display information about the emergency that enables Chief Executive Official or Representative to make decisions.  The EOC demonstrates this by displaying information, data and needs in the EOC.

2.       To centralize coordination of emergency resources.  The EOC must find, prioritize, assign and track critical emergency resources.  The EOC demonstrates this by displaying information about completed coordination.

 

Operations Room’s Role

The Operations Room plays a central role in the EOC.  The EOC Manager supervises the Operations Room through the Operations Chief who in turn directs the EOC Staff Function Coordinators and other staff.

All responsibilities within the EOC are important.  However, the Operations Room is key to centralized coordination.

 

Health & Medical Binder

Emergency Operations Room Layout & Displays

 

image002

 

 

Health & Medical Binder

EOC Facility Rooms

eoc-facility4

 

<!–[endif]–>

Health & Medical Binder

Display Update Responsibility

display-resp-chart

 

 

Health & Medical Binder

 

Tab 4: EOC Organization Chart

 

 

org-chart-jpeg5

 

Health & Medical Binder

 

Tab 5: EOC Administrative Notes

 

1.  If you must leave your station for any reason, make sure that someone answers calls to your station.

2.  Keep your voice low unless you’re talking to resources on the telephone.

 

 

 

EOC Facilities:

 

Food & Beverages: Use care, avoid spills.

 

Break Areas:

 

Smoking: Smoking is allowed outside the EOC building, only.

 

Rest Rooms: Location

 

Sleeping Areas: In designated area, only.

 

EOC Staff Shifts: Check the EOC Shift Schedule. You may not leave your shift without permission from the EOC Manager.

 

Visitors: None are allowed.

 

Personal Communications with Family & Friends: if you must make personal phone calls, make them quickly.  To receive personal Phone goals, give the following telephone number.  The EOC Receptionist will take incoming personal messages for you. The EOC Receptionist may also use a Bulletin Board to Post incoming messages during busy times.

 

EOC Receptionist: check in and out with the EOC Receptionist if you must leave the EOC area for any reason.

 

All Other Areas: Ask the EOC Manager.

 

 

 

 

 

 

 

 

Health & Medical Binder

 

Tab 6: Log

 

 

Log of Actions Taken

Instructions

 

Type or hand write legibly.  Print block letters, if necessary.

List all key actions or events for your EOC staff position.  Information should include WHO, WHAT, WHEN (Time), WHERE and sometimes HOW and WHY, when appropriate.

Purpose of a Log: A Log of your actions or significant events is the primary way to update your replacement.  Also, the Log may serve as an important document for reconstructing events or costs.

Type or Write in a Log Entry #, in numerical order, for each separate entry.

Print Page when a form is full or Remove enough blank forms for easy access when handwriting.

 

 

Form on Next Page

 

 

 

 

 

 

 

Health & Medical Binder

Log of Actions Taken

(Instructions on Previous Page)

log2

 

 

 

 

 

 

Health & Medical Binder

Tab 7: Message Form System

 

Message System Responsibilities Chart

msg-system-chart

 

 

Health & Medical Binder

Example Message

message-example1

 

 

 

 

 

 

Health & Medical Binder

Tab 8:  Message Form File Copies

 

Place Message Form copies in this Tab in chronological order.