Emergency Preparedness Plans (EPP) Training, Templates & More: A Guide for Developing Your EPP

Compiled by IPRO HQIC

According to the CMS Emergency Preparedness Requirements for Medicare and Medicaid Participating Providers and Suppliers, all 17 provider/supplier types must have an Emergency Preparedness Plan (EPP) as part of their Conditions of Participation.

Additionally, many states require other groups, such as community-based organizations, to have their own plans or adopt the county-level plan.

The COVID-19 pandemic has reinforced the importance of all organizations having a plan that addresses the four core elements of an Emergency Preparedness Program:

  1. Risk Assessment and Planning
  2. Communication Plan
  3. Policies and Procedures
  4. Training and Testing

We encourage organizations to align their EPP with their community (or county) plan, to assist with regional preparedness. This guide includes links to key guidance, training, and sample templates to help build and/or refine a comprehensive EPP.

Updated: 09/19/23.

Your Worst Day: Emergency Preparedness and Response Educational Series

Prepared by IPRO HQIC

For healthcare workers, it is not of question of if, but when an emergency will strike. Emergencies can take many forms and are among the most disruptive experiences that healthcare workers might encounter. Being prepared not only saves lives, but can prevent financial and property loss, and ensure the safety and well-being of entire communities. Having a plan helps staff, patients, families, and residents know what to do, where to go, and how to keep themselves safe during an emergency, and ensures access to essential information and equipment. This Emergency Preparedness and Response Series, told through the lens of those who have experienced emergencies in their settings, will help you prepare and train for emergencies, and anticipate potential hazards when an emergency occurs.

Session 1 April 20, 2023  12 -1:00 PM ET When Things Get Real!

Watch the Recording

In this real-world presentation, healthcare providers who have firsthand experience with emergency events will share their stories and insights to aid listeners in their own emergency planningIn this session participants will:
·Identify key components of emergency plans.
·Recognize, in comparison to the stories shared, if their emergency plans and staff are prepared for a real event.
·Apply actions and insights prompting review of their own EPPs.
Tracy Pate,
Public Health Emergency Preparedness Specialist
Stacey Radcliffe, LNHA
Larkin Chase, MD

Session 2 April 27, 2023 12 – 1:00 PM ET You Don’t Know What You Don’t Know

Watch the Recording

Collaboration is the key to success in preparing for and navigating an actual emergency. Hear the stories of those who have managed the emergency response during Hurricane Michael, a category 3-4 storm in October 2018, to ensure safety and success through collaboration with other organizations and partners.In this session participants will:
·Recognize community partners who can have a positive impact on preparations and planning.
·Consider potential partners that should be brought into your organization’s plan.
Seth Maxwell
Archibald Hospital, Thomasville, GA
Julie Miller
Phoebe Memorial Hospital, Albany, GA
Sandi Cole
FEMA Resource Specialist
Health Care Coalition Member

Session 3 May 4, 2023 12 – 1:00 PM ET The Impact of Trauma

Watch the Recording

Community response to emergencies, whether fire, flood or natural disasters, can be traumatizing and harrowing for family, residents, patients and staff. The impact can be lasting, causing transfer trauma and even higher mortality for people living with dementia. This discussion will offer insights and strategies to lessen the impact.In this session participants will:
· Recognize the impact of traumatic emergencies on family, residents, patients and staff.
· Identify preparations, education and training that might be needed now to mitigate problems during or after an emergency.
Vince Gildone-EMS Chief

Sue Anne Bell

Session 4 May 11, 2023 12 – 1:00 PM ET The Media at Your Door

Watch the Recording

Our final session provides the opportunity to share, ask and hear from experts and other participants related to handling both local and national media and cameras right outside your doorIn this session participants will:
· Discuss some of the challenges and mitigation strategies they experience
· Dealing with media and rumor control
· Communicating with families, dealing with challenging situations, when the story turns negative on social media
Staff policies for social media use
Tracy Pate,
Public Health Emergency Preparedness Specialist
Steve Bosso, Assistant Fire Chief, Twinsburg

IPRO HQIC March 2022 PFE LAN: Revitalizing PFE Practices after COVID

Prepared by IPRO HQIC

The March PFE Learning and Action Event focuses on how HQIC hospitals can revitalize their implementation of the five PFE Best Practices as the demands of the COVID surges begin to wane. The one-hour session offers a step-by-step approach for hospital leaders to assess and reset their PFE efforts after the pandemic. Representatives from Covenant Healthcare in Michigan share experiences and lessons learned.

ZONE TOOL | COVID-19 Self-Management Zone Tool

This resource was prepared by the Health Service Advisory Group (HSAG)
and adapted by Alliant Health Solutions. It is redistributed by the IPRO
HQIC, a Hospital Quality Improvement Contractor, under contract with
the Centers for Medicare & Medicaid Services (CMS), an agency of the
U.S. Department of Health and Human Services (HHS).

This tool is used by healthcare providers across the continuum of care to educate and prepare patients for safe self-management of COVID-19 illness.

NATIONAL HEALTHCARE SAFETY NETWORK (NHSN):How to Use the Patient Impact and Hospital Capacity Module

National Center for Emerging and Zoonotic Infectious Diseases. Division of Healthcare Quality Promotion and the CDC

As part of CDC’s ongoing COVID-19 response, a new Patient Impact Module has been created in NHSN to help facilities track and monitor the number of cases reported in their facilities daily. The new module collects summary data which can be viewed in a table form without generating new analysis datasets. In addition, the summary data can be exported to excel/CSV for additional analysis outside the application. The data collected using this module will be informative and provide situational awareness at both state and national levels.

HPH Risk Identification and Site Criticality (RISC) Toolkit 1.0

U.S. Department of Health and Human Services

The Healthcare and Public Health (HPH) Risk Identification and Site Criticality (RISC) Toolkit is an objective, data-driven all-hazards risk assessment that can be used by public and private organizations within the HPH Sector to inform emergency preparedness planning, risk management activities, and resource investments. The RISC Toolkit provides owners/operators in the HPH Sector with nationally recognized standards-based evaluation criteria in an easy-to-follow, guided format.

Hospital Operations Toolkit for COVID-19

U.S Department of Health and Human Services

This toolkit was designed as a single source of information for hospital emergency managers and planners preparing to manage large numbers of patients during the COVID-19 pandemic. Some information may be applicable to other hospital personnel and non-hospital settings. The toolkit is comprised of four primary sections and covers considerations from before patients arrive at a hospital to after they are discharged and is designed for users to easily navigate to desired information.

Personal Protective Equipment (PPE) Burn Rate Calculator (Updated 12/16/22)

National Center for Immunization and Respiratory Diseases (NCIRD), Division of Viral Diseases

The Personal Protective Equipment (PPE)Burn Rate Calculator is a spreadsheet-based model that will help healthcare facilities plan and optimize the use of PPE.

Use this Excel spreadsheet to calculate your PPE burn rate. The PPE Burn Rate Calculator (Version 1) may be preferrable for smaller companies.

The Personal Protective Equipment (PPE) Burn Rate Calculator (Version 2) [XLS – 2 MB] has more options for users to enter and view PPE data. Version 2 has more capability to meet the needs of large companies and facilities with complex inventory needs.

Guidance for Planning Vaccination Clinics Held at Satellite, Temporary, or Off-Site Locations

Centers for Disease Control and Prevention

The purpose of this resource is to provide guidance to assist with jurisdictional planning and implementation of satellite, temporary, or off-site vaccination clinics by public and private vaccination organizations. Other users may include public health preparedness professionals. The guidance primarily focuses on clinical considerations for planning a vaccination clinic, including vaccine storage, handling, administration, and documentation. 

8 Lessons from a Covid-19 Surge Hot Spot

Institute of Healthcare Improvement (IHI)

This resource discusses surge preparedness and 8 key takeaways or lessons learned by a major healthcare system who was at the epicenter of the US Covid crisis. Even the most sophisticated trend analysis can only estimate how health care systems need to prepare for taking care of higher numbers of patients with COVID-19. Many across the globe are drawing on the best information available to date to guide preparations for an expected surge of patients in need of hospital-level care.

The StAT Learning Series for Hospital Clinical Staff and Leader

This material was prepared by The Bizzell Group (Bizzell), the Data Validation and Administrative (DVA) contractor, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services (HHS).

This resource includes a variety of interactive, self-paced learning modules on infection prevention and control in the hospital setting.

The series of 15-minute learning modules is produced by the Centers for Medicare & Medicaid Services (CMS). The series is tailored to teams leading hospital infection prevention programs and care teams in hospital settings of all sizes, including small, rural or critical access facilities. To demonstrate commitment and expertise, users can receive Certificates of Participation upon completion.

Minority Health SVI

US Department of Health and Human Services offices of Minority Health

The Centers for Disease Control and Prevention (CDC) and U.S. Department of Health and Human Services (HHS) Office of Minority Health developed the Minority Health Social Vulnerability Index (SVI) to enhance existing resources to support the identification of racial and ethnic minority communities at greatest risk for disproportionate impact and adverse outcomes due to the COVID-19 pandemic. Given evidence on common factors contributing to social vulnerability, the MH SVI could potentially be applied to other public health emergencies.