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
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Chief Executive Official |
Human Services Coordinator |
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Cost Recovery-Compilation |
Law Enforcement Coordinator |
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Deputy Operations Chief |
Liaison Officer |
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Documentation |
Mass Care Coordinator |
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Emergency Public Information |
Operations Chief |
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EOC Communications |
Public Works Coordinator |
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EOC Logistics Chief |
Purchasing |
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EOC Manager |
Radio Telephone Operator |
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EOC Security |
Runner |
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EOC Services and Supplies |
Scribe |
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Evacuation Coordinator |
Transportation and Resources Coordinator |
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Finance Chief |
Warning Coordinator |
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Fire and Rescue Coordinator |
Reception |
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Scroll down to view a sample of the 3-ring binder for the Health & Medical Coordinator. All staff binders use a standard 8-tab set of page dividers. You can modify the contents of any binder.
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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.
Entries made into one Hazard Reminders Matrix copy to all staff binder files.
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
Health & Medical Binder
Health & Medical Binder
Health & Medical Binder
Tab 4: EOC Organization Chart
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)
Health & Medical Binder
Tab 7: Message Form System
Message System Responsibilities Chart
Health & Medical Binder
Health & Medical Binder
Tab 8: Message Form File Copies
Place Message Form copies in this Tab in chronological order.