### Department of Veterans Affairs

### Emergency Management Strategic Healthcare Group

### 

### 

### 

### 

### 

### 

### Patient Reception Area

### Operations Section

###  

Position Descriptions and Operational Checklists

### 

### 

### *3/28/03* 

### Table of Contents

### 

###  Introduction 3 

### 

###  General Operational Checklist 4

### 

###  Position Descriptions and Operational Checklists

### 

###  Airport Patient Reception Team Leader 5

> Airport Patient Support Group Coordinator 7

Litterbearer Unit Leader 9

> Chaplain 10
>
> Pharmacy Technician 11
>
> Equipment Technician 13
>
> Airport Patient Care Group Coordinator 15
>
> Triage Team Leader 18
>
> Treatment Team Leader 19
>
> Airport Patient Administration Group Leader 20
>
> Medical Records Clerk(s) 22

Security Team Leader 23

Hospital Patient Reception Team Leader 24

Hospital Patient Care Group Coordinator 26

> Triage Unit Leader 28

Hospital Patient Administration Group Leader 29

> Medical Records Clerk(s) 31

###  

###  

### Introduction

Figure One illustrates an Airport Patient Reception Team (PRT)
organization. This document contains Position Descriptions and
Operational Checklists for the three (3) Operations Groups identified by
shading in Figure Two. In Figure Two, the relationship between the
Airport PRT and the larger Patient Reception Area (PRA) Incident
Management System organization is shown. A companion document contains
the remaining Position Descriptions for this overall PRA Incident
Management Structure.

![](media/image1.wmf)

Figure One: Airport Patient Reception Team Organization

![](media/image1.wmf)

Figure Two: Patient Reception Area Incident Management Structure

##### GENERAL OPERATIONAL CHECKLIST

The following are general items that pertain to all personnel involved
in Patient Reception Team (PRT) operations.

####### Prior to Activation

\[ \] Keep your contact information current;

\[ \] Make sure your supervisor is aware of your assignment with the
PRT;

\[ \] Ensure personal and/or team equipment is in a ready state;

####### Upon Activation

\[ \] Receive notification of selection and assignment from PRT
management;

\[ \] Notify your supervisor of your assignment;

\[ \] Monitor information from local sources such as internet, radio,
and television;

\[ \] Participate in briefings and meetings as requested;

\[ \] Report to the assigned Assembly Point at the prescribed time;

\[ \] Complete check-in procedures;

\[ \] Carry out assignments as directed.

####### On-Site Operations

\[ \] Participate in the briefings and meetings as appropriate;

\[ \] Ensure your physical readiness through proper nutrition, water
intake, rest, and stress management techniques;

\[ \] Ensure use of all safety practices and procedures;

\[ \] Ensure proper equipment needs are met and equipment is operational
prior to each work period;

\[ \] Report any signs/symptoms of stress, injury, fatigue, or illness
in yourself or co-workers to your immediate supervisor;

\[ \] Brief your shift replacement fully on all ongoing operations when
relieved at operational period rotations;

\[ \] Prepare and maintain records and reports, including Unit Logs, as
appropriate;

\[ \] Carry out assignments as directed.

####### Deactivation

\[ \] Participate in the briefings and meetings as requested;

\[ \] Return all assigned equipment to appropriate location;

\[ \] Participate in stress management and After Action Report (AAR)
activities;

\[ \] Submit comments to your supervisor for discussion and possible
inclusion in the AAR. Comments submitted should include a review of
pertinent position descriptions, operational checklists, and procedures
for recommended changes. They should also include but not be limited to
noting Section accomplishments and issues; and

\[ \] Carry out assignments as directed.

##### Airport Patient Reception Team (PRT)

##### LEADER

###### POSITION DESCRIPTION

####### Functional Description

The Airport Patient Reception Team (PRT) Leader is responsible for
managing all airport patient reception activities from the time of
activation through the return to the VA Medical Center including all
resources (i.e., personnel and equipment). Within the Incident
Management System, The PRT Leader reports directly to the Operations
Section Chief (OSC).

####### Description of Duties

■ Manages and ensures proper and timely completion of the overall PRT
function of providing medical care to patients;

■ Ensures all PRT personnel are properly credentialed and have completed
all administrative requirements;

■ Ensures that supplies and support necessary to accomplish assignments
and activities are available;

■ Supervises subordinates;

■ Interacts with the OSC for the coordination of PRT activities and
support requirements;

■ Attends briefings with the OSC and ensures all PRT personnel are kept
informed of mission objectives and status changes;

■ Provides input to regular Situation Reports (SITREPs);

■ Ensures the completion of all required reports and maintenance of
records.

##### 

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Upon receipt of advisory or alert, confirm the notification and
obtain instructions from OSC. Obtain or update 24-hour contact numbers;

\[ \] Review the PRTs mobilization guidelines and coordinate activities
of the PRT;

\[ \] Brief staff positions on:

> ▪ Current situation status;
>
> ▪ Schedule of events if activation occurs;
>
> ▪ Mobilization timetable, if activation occurs;
>
> ▪ Team selection; and

▪ Appropriate personal gear and equipment required for the specific
disaster area climate and location.

\[ \] Assemble PRT personnel at the VA Medical Center, if appropriate;

\[ \] Coordinate with Logistics Section Chief for all equipment,
facilities, transportation and communications needs during the mission;

\[ \] If necessary, deploy an advance element of the PRT to assess
alternate sites;

####### On-Site Operations

\[ \] Contact OSC and receive an initial briefing to include:

> ▪ Incident SITREP;
>
> ▪ PRT objectives and assignment;
>
> ▪ Operational work periods;
>
> ▪ PRT support layout and requirements;
>
> ▪ Communications procedures;
>
> ▪ Procedures for requesting supplies and equipment; and
>
> ▪ Local and site hazards and personal safety precautions.

\[ \] Ensure an initial full PRT briefing to all personnel is conducted
to include:

> ▪ Airport PRT organizational structure;
>
> ▪ Chain of command;
>
> ▪ Latest event information;
>
> ▪ Environmental conditions;
>
> ▪ Media issues and procedures;
>
> ▪ Safety and health issues;
>
> ▪ Communications procedures;
>
> ▪ Operational work periods;
>
> ▪ PRT support layout and requirements;
>
> ▪ Process for requesting supplies and equipment;
>
> ▪ Local and site hazards and personal safety precautions; and

\[ \] Participate in planning and strategy sessions with airport
officials;

\[ \] Identify PRT support requirements and resupply process:

> ▪ Provisions (i.e., food, water, etc.);
>
> ▪ Support personnel;
>
> ▪ Transportation requirements.

\[ \] Evaluate the capability of assigned resources to complete the
assignment. Order additional resources if needed;

\[ \] Ensure that sufficient resources are assigned to assist with the
unloading, sorting, and setup of the PRT equipment cache and facilities;

\[ \] Conduct regular PRT meetings and daily briefings. Identify:

> ▪ Who should attend;
>
> ▪ Schedule; and
>
> ▪ Unique agenda items.

\[ \] Resolve any coordination, communications, and personnel problems
within the PRT;

####### Deactivation

\[ \] Brief PRT personnel on mission status, reassignment, and
demobilization determinations;

\[ \] Ensure that personnel are assigned to assist with the breakdown of
the PRT equipment cache and policing of the area;

\[ \] Ensure all performance evaluations are completed.

##### AIRPORT PRT

##### Patient Support Group Coordinator

###### Position Description

####### Functional Description

The Patient Support Group Coordinator manages all patient care support
services at the Patient Reception Center, including litterbearing,
chaplain services, pharmacy and equipment supply. Within the Incident
Management System, the Patient Support Group Coordinator reports
directly to the PRT Leader.

####### Description of Duties

■ Manages the patient care support activities;

■ Supervises subordinates;

■ Determines the Group's staffing and logistical needs and requests
additional resources as necessary;

■ Ensures Universal Precautions for all personnel against exposure to
communicable diseases;

■ Provides operational objectives for the next operational period;

■ Coordinates operational actions with PRT Leader;

■ Receives briefings and SITREPs and ensures that all Group personnel
are kept informed of mission objectives and status changes;

■ Identifies deficiencies and implements corrective actions as needed
within the Group;

■ Provides situation updates to the PRT Leader and maintains records and
reports of Patient Care Support Group activity.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Participate in initial planning meeting with PRT Leader;

\[ \] Address patient care support needs and requirements with Patient
Care Group Coordinator and/or PRT Leader;

\[ \] Select remainder of Group personnel from PRT roster and initiate
contact;

\[ \] Meet with assigned personnel to determine if they are personally
prepared and adequately equipped to perform their assignment;

\[ \] Ensure that assigned personnel are adequately briefed on and
understand:

> ▪ Individual and PRT performance expectations;
>
> ▪ PRT problem-solving processes; and
>
> ▪ Methods for establishing and changing PRT priorities.

\[ \] In conjunction with the PRT Leader and OSC, identify and initiate
any outside logistical requirements necessary for the PRT to deploy
personnel and equipment.

####### On-Site Operations

\[ \] In coordination with Patient Care Group Coordinator, set up
functions to ensure they support a systematic approach to triage,
treatment, and transportation areas;

\[ \] Participate in briefing by OSC and PRT Leader and local officials.

\[ \] Begin overall assessment process to determine:

> ▪ Work schedules for extended operations;
>
> ▪ Rest and rotation periods for Group personnel; and
>
> ▪ Adequacy of support facilities.

\[ \] Continually evaluate the Group for effectiveness and modify as
appropriate. This should include:

> ▪ Appropriateness and effectiveness of medical support provided;
>
> ▪ Assessment of equipment shortages, needs, and implications to
> effectiveness;

\[ \] Evaluate the capacity of assigned resources to complete the
assignment;

\[ \] Resolve any coordination, communications, or personnel issues
within the Group;

\[ \] Provide the PRT Leader with periodic progress reports that
identify accomplishments or potential conflicts. Identify the
availability of medical resources;

\[ \] Participate in development of the Incident Action Plan;

\[ \] Keep PRT Leader apprised of supply deficiencies and/or equipment
malfunctions; and

\[ \] Submit daily summary reports and appropriate forms to the PRT
Leader.

####### Deactivation 

\[ \] Provide input into the Demobilization Plan on patient care support
requirements;

\[ \] Ensure that all equipment is returned to the Logistics Section;

\[ \] Notify the PRT Leader and Logistics Section of any operational
equipment loss and potential maintenance requirements of tools and
equipment;

\[ \] Prepare the Patient Care Support performance critique for the AAR
process;

\[ \] Ensure all documentation is completed and submitted to the PRT
Leader; and

\[ \] Ensure all performance evaluations are completed.

##### AIRPORT PRT

##### LitterBearer Unit Leader

###### Position Description

####### Functional Description

The Litterbearer Unit Leader position is responsible for on-ground
patient movement activities, including off-loading the aircraft,
ensuring the safe movement of ambulatory and non-ambulatory patients to
the Patient Reception Center, and to awaiting transportation. Within the
Incident Management System, the Litterbearer Unit Leader reports
directly to the Patient Support Group Leader.

####### Description of Duties

■ Oversees aircraft off-loading and litterbearing activities.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Receive an initial briefing from the Patient Support Group
Coordinator.

####### On-Site Operations

\[ \] Ensure sufficient equipment and personnel to move patients from
the aircraft to the Patient Reception Center and to awaiting
transportation.

\[ \] Discuss aircraft offloading procedures with litterbearer staff.

\[ \] Monitor litterbearing activities to ensure the health and safety
of staff and patients.

####### Deactivation

\[ \] Assist in the critique of the PRT performance.

##### AIRPORT PRT

##### CHAPLAIN

###### Position Description

####### Functional Description

The Chaplain position is responsible for pastoral services associated
with patients and their families. Within the Incident Management System,
the Chaplain reports directly to the Patient Support Group Coordinator.

####### Description of Duties

■ Provides pastoral services to patients from different denominations,
including family counseling and spiritual guidance services;

■ Conducts last rites to patients when necessary;

■ Performs spiritual guidance sessions for patients and families; and

■ Provides pastoral and spiritual guidance services to PRT members while
deployed on a mission.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Receive an initial briefing from the Patient Support Group
Coordinator.

####### On-Site Operations

\[ \] Ensure availability to provide care and comfort to victims at or
near the site;

\[ \] Provide last rites or equivalent services as required to victims
at the disaster site or other appropriate site;

\[ \] Provide for spiritual care or comfort needs of PRT members as
requested;

\[ \] Provide spiritual guidance sessions for victims and family members
at the disaster site; and

\[ \] Liaison with the local area religious community to offer
assistance, if requested.

####### Deactivation

\[ \] Ensure all records are completed and submitted to the Patient
Support Group Coordinator; and

\[ \] Assist in the critique of the PRT performance.

##### AIRPORT PRT

##### PHARMACY UNIT LEADER

###### POSITION DESCRIPTION

####### Functional Description

The Pharmacy Supply Unit Leader is responsible for maintaining
sufficient supplies and quality control of drug and solution stocks.
Within the Incident Management System, the Pharmacy Unit Leader reports
directly to the Patient Support Group Coordinator.

####### Description of Duties

■ Maintains drug and solution stocks;

■ Assures that solutions are maintained in accordance with sterile
procedures;

■ Visually checks containers and bottles of drug solutions to ascertain
that they are clear and do not contain foreign particles. Removes
contaminated substances from the inventory;

■ In conjunction with the Patient Support Group Coordinator, orders,
receives, and maintains adequate stocks of pharmaceutical supplies;

■ As necessary, provides information concerning the availability of
pharmaceuticals, dosages available, etc., compiles drug information, and
maintains appropriate references;

■ Maintains an inventory system of available pharmaceuticals;

■ Packages and labels all products including those with complex chemical
properties;

■ Stores pharmaceuticals for distribution during the mission;

■ Checks stocks for expiration dates and rotates stocks as required
avoiding expiration dates;

■ Inventories and records pharmaceutical stocks and recognizes
consumption and supply levels;

■ Assures correct labeling of drug stocks and solutions;

■ Maintains a system for the security of controlled drug supplies, even
under adverse conditions;

■ Identifies shortages in the inventory and brings any to the attention
of the Patient Support Group Coordinator;

■ Packs and loads pharmaceutical materials while assuring sterile
conditions are maintained; and

■ Keeps accurate record of materials taken from the inventory.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Perform an assessment of the pharmacy cache for immediate
deployment. Address any critical shortfalls;

\[ \] Check stock for expiration dates. Remove or replace any expired
prior to deployment;

\[ \] Load pharmacy portion of the cache for transportation from home
base; and

\[ \] Assist in assessment of pharmacy cache readiness.

####### On-Site Operations

\[ \] Setup pharmacy and proper storage facility in location determined
by Patient Support Group Coordinator;

\[ \] Record inventories, issuance, and requisitions;

\[ \] Provide for the security of dangerous drugs; and

\[ \] Monitor use of stocks and submit re-supply requests to Patient
Support Group Coordinator as necessary to maintain sufficient levels.

####### Deactivation 

\[ \] Notify Patient Support Group Coordinator of any non-accountable
pharmaceuticals;

\[ \] Repack pharmacy cache for transportation to home base;

\[ \] Perform a complete inventory of all pharmaceuticals. Replace any
shortages necessary for operational readiness; and

\[ \] Assist in the critique of the PRT performance.

### 

##### AIRPORT PRT

##### EQUIPMENT Unit Leader

###### POSITION DESCRIPTION

####### Functional Description

The Equipment Unit Leader sets up and maintains patient care equipment;
packs equipment; and operates motor vehicles. Within the Incident
Management System, the Equipment Unit Leader reports directly to the
Patient Support Group Coordinator.

####### Description of Duties

■ Sets up and maintains all necessary patient care equipment at the
Patient Reception Center.

■ Performs troubleshooting duties to correct minor problems or
malfunctions;

■ Takes initial steps to secure immediate replacement in cases of major
problems;

■ Packs necessary equipment for the PRT. Selects the method and
technique for packing, packing devices, and material to be used on the
basis of item's size, type, weight, shape, fragility, mode of
transportation, and destination;

■ Packs commodities, such as medical, surgical, dental, and laboratory
supplies and equipment, including instruments and furnishings of various
size, weight, and shape requiring a number of packing and crating
methods. This includes pharmaceuticals, drugs, biologicals, chemicals,
reagents, and other items requiring special handling and great care in
the selection of packaging methods and materials;

■ Drives, as necessary, medium size trucks, light vehicles, and
warehouse equipment, assuming vehicle operator duties and
responsibilities when driving; and

■ Obtains appropriate information on maintenance contracts.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Assist with assessment of the status of the equipment cache for
immediate deployment. Address any critical shortfalls; and

\[ \] Assist in loading and transporting the equipment cache from home
base to the Patient Reception Center.

####### On-Site Operations

\[ \] Set up patient care equipment at locations determined by the
Patient Support Group Coordinator;

\[ \] Accounts for any vehicles assigned to the PRT. Drive vehicles as
necessary to assist in the operation of the PRT;

####### Deactivation 

\[ \] Disassemble equipment and dispose of materials in an appropriate
place;

\[ \] Police Patient Reception Center to ensure removal of all waste
materials that could become a health or safety risk, including discarded
construction materials;

\[ \] Dispose of gasoline, oils, etc., in a safe and proper manner;

\[ \] Ensure power sources used are disconnected and rendered safe;

\[ \] Ensure all equipment is returned to equipment cache;

\[ \] Inventory remaining maintenance supplies. Repack for
transportation to VA Medical Center;

\[ \] Assist in the repacking and transportation of the equipment cache;

\[ \] Assist in the critique of the PRT performance.

Sample Equipment List

-   Litters

-   Litter Stands

-   Defibrillator

-   Suction

-   IV poles

-   Blankets

-   Trash bags

-   Hibiclens

-   Supplies from SPD:

\- Dressing

\- Urinals

\- Bedpans

\- Cups

\- Tape

\- OR packs

\- 02

\- Crash Cart

\- BP Cuffs

\- Stethoscopes

-   Supplies from Pharmacy:

\- IVs

\- Irrigation Saline

##### AIRPORT PRT

##### Patient Care Group Coordinator 

###### Position Description

####### Functional Description

The Patient Care Group Coordinator manages triage and treatment of
patients at the Patient Reception Center. Within the Incident Management
System, the Patient Care Group Coordinator reports directly to the PRT
Leader.

####### Description of Duties

■ Manages triage and treatment activities and assists the Triage Team
Leader with patient distribution determinations;

■ Meets the aircraft Medical Crew Director (MCD) and assists the Triage
Team Leader in assessing the current conditions of the patients prior to
and during off-loading;

■ Supervises subordinates;

■ Facilitates the operations of the Group to ensure quality patient
care;

■ Determines the Group\'s staffing and logistical needs and requests
additional resources as necessary;

■ Provides operational objectives for the next operational period;

■ Coordinates operational actions with PRT Leader;

■ Receives briefings and SITREPs and ensures that all Group personnel
are kept informed of mission objectives and status changes;

■ Identifies deficiencies and implements corrective actions as needed
within the Group;

■ Provides situation updates to the PRT Leader and maintains records and
reports of Group activity; and

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Participate in initial PRT planning meeting with PRT Leader;

\[ \] Address medical requirements of PRT based on information obtained;

\[ \] Select remainder of triage and treatment personnel from PRT roster
and initiate contact;

\[ \] Meet with assigned personnel to determine if they are personally
prepared and adequately equipped to perform their assignment;

\[ \] Ensure that assigned personnel are adequately briefed on and
understand:

> ▪ Individual and PRT performance expectations;
>
> ▪ Problem-solving processes; and
>
> ▪ Methods for establishing and changing priorities.

\[ \] In conjunction with the PRT Leader and Patient Support Group
Coordinator, identify and initiate any outside logistical requirements
necessary for the PRT to deploy personnel and equipment; and

\[ \] Ensure appropriate medical coverage for any acute PRT member
medical emergencies is maintained during mobilization and deployment.

####### On-Site Operations

\[ \] Supervise set up of triage and treatment functions in order to
provide a systematic approach to patient care. Include sufficient space
for triage, treatment, and transportation areas;

\[ \] Participate in briefing by OSC and PRT Leader and local officials;

\[ \] Perform a general needs assessment and locate available resources.
Convey any information to the PRT Leader indicating the need for
additional resources or specialized medical capabilities;

\[ \] Begin overall assessment process to determine:

> ▪ Functional requirements and immediate needs;
>
> ▪ Work schedules for extended operations;
>
> ▪ Rest and rotation periods for triage and treatment personnel; and
>
> ▪ Adequacy of support facilities.

\[ \] Meet aircraft Medical Crew Director to assist with assessment of
patient condition(s).

\[ \] Manage triage and treatment activities.

\[ \] Continually evaluate the triage and treatment teams for
effectiveness and modify as appropriate. This should include:

> ▪ Appropriateness and effectiveness of medical care provided;
>
> ▪ Adequate patient flow through treatment areas;
>
> \- Assist with the assigning of patients to most appropriate
> destination hospitals based upon urgency and home of record;
>
> ▪ Adequate patient-tracking system to account for all patients
> treated;
>
> ▪ Assessment of equipment shortages, needs, and implications to
> effectiveness;

▪ Input to the Safety Officer to ensure that the health and welfare
needs of PRT members are addressed, including hydration, sanitation, and
nutrition;

> ▪ Assessment of fatigue in triage and treatment team members;
>
> ▪ Assessment of signs of Extended Incident Stress Syndrome (EISS) in
> PRT members; and
>
> ▪ Monitoring on-site coordination with other functions within the PRT,
> other health care providers, and local EMS.

\[ \] Evaluate the capacity of assigned resources to complete the
assignment;

\[ \] Resolve any coordination, communications, or personnel issues
within the PRT;

\[ \] Provide the PRT Leader with periodic progress reports that
identify accomplishments or potential conflicts. Identify the
availability of medical resources;

\[ \] Ensure the completion of all Medical Treatment Records and forward
to Patient Administration Group Coordinator;

\[ \] Participate in development of the Incident Action Plan;

\[ \] Keep Patient Support Group Coordinator apprised of supply
deficiencies and/or equipment malfunctions; and

\[ \] Submit daily summary reports and appropriate forms to the PRT
Leader.

####### Deactivation 

\[ \] Provide input into the Demobilization Plan on length of time to
clear patients and/or complete other operational activities;

\[ \] Prepare the triage and treatment performance critique for the AAR
process;

\[ \] Ensure all documentation (i.e., patient records, reports, etc.) is
completed and submitted to the Patient Administration Group Coordinator,
and

\[ \] Ensure all performance evaluations are completed.

##### AIRPORT PRT

##### Triage Team Leader

###### POSITION DESCRIPTION

####### Functional Description

The Triage Team Leader is a physician or nurse practitioner. He or she
is responsible for triaging patients to one of the following categories:
"red" (immediate transportation), "yellow" (serious), "green"
(non-urgent or "black" (deceased) categories. Within the Incident
Management System, the Triage Team Leader reports directly to the
Patient Care Group Coordinator.

####### Description of Duties

■ Meets with aircraft Medical Crew Director to assess current patient
conditioin(s);

■ Provides emergency treatment to patients;

■ Prepares and reviews patient records;

■ Observes and records patient\'s condition and assesses care needs;

■ Determines patient distribution to the most appropriate hospitals
based upon reported capabilities, urgency, medical need and home of
record;

■ Directs the work of medical staff assigned to triage teams.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist.

####### On-Site Operations

\[ \] Triages patients at tail of aircraft or inside the Patient
Reception Center;

\[ \] Provides medical care as needed;

\[ \] Ensures patient flow moves smoothly and adequately for space
available;

\[ \] Assigns patients to the most appropriate hospital based upon
reported capabilities, urgency, medical need and home of record.

####### Deactivation 

\[ \] Assists in the critique of the Airport Patient Reception Team
performance.

##### AIRPORT PRT

##### Treatment Team Leader

###### POSITION DESCRIPTION

####### Functional Description

The Treatment Team Leader supervises patient care conducted at the
patient Reception Center. Several separate patient treatment areas may
be established depending upon the requirements of the situation. The
Treatment Team Leader reports directly to the Patient Care Group
Coordinator.

####### Description of Duties

■ Supervises direct patient care to patients;

■ Observes and records patient conditions, including vital signs and
ascertains whether or not the patient is bleeding, in shock, or appears
to have a broken bone and takes appropriate first aid measures;

■ Responds to emergency situations such a cardiopulmonary arrest.

■ Recognizes the need for emergency measures and calls for professional
assistance;

■ Performs or assists in a range of treatment procedures including
application and changing of dressings; monitors intravenous fluids;
inserts urethral catheters and nasogastric tubes. Sets up and operates
any special equipment needed with these procedures;

■ Prepares and administers medications (i.e., oral, topical,
subcutaneous, and intramuscular) to patients who are on prescribed
medical treatment;

■ Supervises and assists in patient transport when necessary;

■ Provides for emotional support, physical comfort, and safety of
patients; and

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist.

####### On-Site Operations

\[ \] Receive assignment from Patient Care Group Coordinator;

\[ \] Supervise patient treatment at the Patient Reception Center;

\[ \] Assist medical staff in administering tests, examinations, and
treatment;

\[ \] Provide regular status reports to the Patient Care Group
Coordinator on patient numbers, care provided, etc.

####### Deactivation 

\[ \] Ensure all patient records are completed and submitted to the
Staff Nurse Unit Leader; and

\[ \] Assist in the critique of the Airport Patient Reception Team
performance.

##### AIRPORT PRT

##### Patient Administration Group Coordinator

###### POSITION DESCRIPTION

####### Functional Description

The Patient Administration Group Coordinator oversees all patient
administrative functions at the Patient Reception Center. Within the
Incident Management System, the Patient Administration Group Coordinator
reports directly to the PRT Leader.

####### Description of Duties

■ Manages the administrative activities related to patient reception;

■ Supervises subordinates;

■ Develops a system for medical records;

■ Controls all medical information releases after approval of PRT
Leader;

■ Identifies deficiencies and implements corrective actions as needed
within the Group;

■ Determines Group\'s staffing and logistical needs and requests
additional resources as necessary;

■ Provides situation updates to the PRT Leader and maintains records and
reports of Patient Administrative Group activity;

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Participate in initial planning meeting with PRT Leader;

\[ \] Select remainder of Group personnel from PRT roster and initiate
contact;

\[ \] Meet with assigned personnel to determine if they are personally
prepared and adequately equipped to perform their assignment;

\[ \] Ensure that assigned personnel are adequately briefed on and
understand:

> ▪ Medical records control system.

####### On-Site Operations

\[ \] Set up Patient Administration Group work area. Allow sufficient
space for all work needs;

\[ \] Initiate the medical records control system;

\[ \] With the Situation Status Unit Leader, maintain accountability of
patients after transportation to destination hospitals;

\[ \] Ensure receipt of patient care documentation from all patient care
areas;

\[ \] Begin overall assessment process to determine:

> ▪ Functional requirements and immediate needs;
>
> ▪ Work schedules for extended operations; and
>
> ▪ Rest and rotation periods for Patient Administration Group staff.

\[ \] Resolve any coordination, communications, or personnel issues
within the Group;

\[ \] Provide the PRT Leader with periodic progress reports that
identify accomplishments or potential conflicts;

\[ \] Provide briefing for shift replacement;

####### Deactivation 

\[ \] Provide input into the Demobilization Plan on length of time to
clear patients and/or complete other operational activities;

\[ \] Ensure all documentation (i.e., patient records, reports, etc.) is
completed; and

\[ \] Ensure all performance evaluations are completed.

##### AIRPORT PRT

##### MEDICAL RECORDS Clerk

###### POSITION DESCRIPTION

####### Functional Description

The Medical Records Clerk is responsible for collecting and maintaining
a variety of medical records and data during patient reception
operations. Within the Incident Management System, the Medical Records
Clerk reports directly to the Patient Administration Group Coordinator.

####### Description of Duties

■ Logs patients into Patient Reception Center. Assigns patient numbers
in accordance with protocols and by appropriate medical code;

■ Obtains and records a variety of pertinent identifying data;

■ Develops and maintains a medical record for each patient admitted to
the Patient Reception Center;

■ Assists nursing staff in maintaining adequate patient records;

■ Checks medical records for completeness, consistency, and compliance
with medical record keeping standards. Addresses deficiencies with
Patient Administration Group Supervisor;

■ Logs patients out of Patient Reception Center while recording
pertinent diagnostic and transportation information;

■ Maintains and ensures confidentiality of all records; and

■ Packs and loads all records at conclusion of mission.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist.

####### On-Site Operations

\[ \] Begin a patient record for each new patient;

\[ \] Continually check patient records for completeness and
consistency;

\[ \] Prepare summaries of patient reports as requested;

\[ \] Log patients out of the Patient Reception Center;

\[ \] Ensure confidentially and security of patient records;

\[ \] Initiate a storage area and system for patient records;

\[ \] Provide the Patient Administration Group Coordinator with periodic
progress reports that identify accomplishments or potential conflicts;
and

####### Deactivation

\[ \] Ensure all documentation of the mission is intact and secure for
transportation to VA Medical Center;

\[ \] Assist in the critique of the Patient Reception Team performance.

##### Security TEAM Leader

###### Position Description

####### Functional Description

The Security Team Leader is responsible for supporting the security of
airport patient reception operations and traffic control for hospital
reception. Within the Incident Management System, the Security Team
Leader reports directly to the Operations Section Chief (OSC).

####### Description of Duties

■ Oversees all security aspects of the patient reception operational
planning.

■ Assists airport security personnel with access and vehicle control
while on airport property.

■ Establishes patient reception-related access and vehicle control at
the VA Medical Center.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Obtain site weather and environmental information from radio, TV,
internet, etc., and begin to assess personal protection, clothing, and
environmental needs of Security Team members;

\[ \] Participate in the initial patient reception operational planning
meeting;

\[ \] Ensure a personnel accountability system is in place for the
duration of the mission to maintain continuity of Security Team and
conduct regular accountability checks;

\[ \] Coordinate with the OSC concerning establishing proper reporting
procedures for all illnesses and injuries during the deployment;

\[ \] Ensure that appropriate Personal Protective Equipment (PPE) is
used, especially hearing protection for military aircraft;

####### On-Site Operations

\[ \] Discuss security detail with airport operations / security
personnel.

\[ \] Station team members at appropriate locations;

####### Deactivation 

\[ \] Ensure all records and reports are completed and submitted to the
OSC;

\[ \] Assist in the critique of the operation.

##### HOSPITAL PRT

##### LEADER

###### POSITION DESCRIPTION

####### Functional Description

The Hospital Patient Reception Team (PRT) Leader is responsible for
managing all patient reception activities at the receiving hospital.
Within the Incident Management System, The Hospital PRT Leader reports
directly to the Operations Section Chief (OSC).

####### Description of Duties

■ Manages and ensures proper and timely completion of the overall
hospital patient reception function;

■ Ensures all personnel are properly credentialed and have completed all
administrative requirements;

■ Ensures that supplies and support necessary to accomplish assignments
and activities are available;

■ Supervises subordinates;

■ Interacts with the OSC for the coordination of Hospital PRT activities
and support requirements;

■ Provides input to regular Situation Reports (SITREPs);

■ Ensures the completion of all required reports and maintenance of
records.

##### 

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Upon receipt of advisory or alert, confirm the notification and
obtain instructions from OSC. Obtain or update 24-hour contact numbers;

\[ \] Review the Hospital PRT mobilization guidelines and coordinate
activities;

\[ \] Brief staff positions on:

> ▪ Current situation status;
>
> ▪ Schedule of events if activation occurs;
>
> ▪ Mobilization timetable, if activation occurs;
>
> ▪ Hospital team selection; and

▪ Appropriate personal gear and equipment required for the specific
disaster area climate and location.

\[ \] Assemble personnel at the emergency department, if appropriate;

####### On-Site Operations

\[ \] Manage patient reception activities;

\[ \] Participate in planning and strategy sessions with hospital
officials;

\[ \] Identify Hospital PRT support requirements and resupply process:

> ▪ Provisions (i.e., food, water, etc.);
>
> ▪ Support personnel;

\[ \] Evaluate the capability of assigned resources to complete the
assignment. Order additional resources if needed;

\[ \] Conduct regular Hospital PRT meetings and daily briefings.
Identify:

> ▪ Who should attend;
>
> ▪ Schedule; and
>
> ▪ Unique agenda items.

\[ \] Resolve any coordination, communications, and personnel problems
within the Hospital PRT;

####### Deactivation

\[ \] Brief Hospital PRT personnel on mission status, reassignment, and
demobilization determinations;

\[ \] Ensure that personnel are assigned to assist with the breakdown of
the Hospital PRT equipment cache and policing of the area;

\[ \] Ensure all performance evaluations are completed.

##### HOSPITAL PRT

##### Patient Care Group Coordinator 

###### Position Description

####### Functional Description

The Hospital Patient Reception Team (PRT) Patient Care Group Coordinator
manages all facets of triage and treatment of patients at the receiving
hospital. Within the Incident Management System, the Hospital Patient
Care Group Coordinator reports directly to the Hospital PRT Leader.

####### Description of Duties

■ Manages triage and interim treatment activities;

■ Supervises subordinates;

■ Facilitates the operations of the Group to ensure quality patient
care;

■ Determines the Group\'s staffing and logistical needs and requests
additional resources as necessary;

■ Coordinates operational actions with Hospital PRT Leader;

■ Receives briefings and SITREPs and ensures that all Group personnel
are kept informed of mission objectives and status changes;

■ Identifies deficiencies and implements corrective actions as needed
within the Group;

■ Provides situation updates to the Hospital PRT Leader and maintains
records and reports of Group activity; and

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Participate in initial Hospital PRT planning meeting with Hospital
PRT Leader;

\[ \] Address medical requirements of Hospital PRT based on information
obtained;

\[ \] Select remainder of triage and treatment personnel from roster and
initiate contact;

\[ \] Meet with assigned personnel to determine if they are personally
prepared and adequately equipped to perform their assignment;

\[ \] Ensure that assigned personnel are adequately briefed on and
understand:

> ▪ Individual and Hospital PRT performance expectations;
>
> ▪ Problem-solving processes; and
>
> ▪ Methods for establishing and changing priorities.

####### On-Site Operations

\[ \] Supervise set up of hospital reception area to provide a
systematic approach to patient care. Include sufficient space for
triage, treatment, supply and medical administrative areas;

\[ \] Participate in briefing by Hospital PRT Leader;

\[ \] Perform a general needs assessment and locate available resources.
Convey any information to the Hospital PRT Leader indicating the need
for additional resources or specialized medical capabilities;

\[ \] Begin overall assessment process to determine:

> ▪ Functional requirements and immediate needs;
>
> ▪ Work schedules for extended operations;
>
> ▪ Rest and rotation periods for triage and treatment personnel; and
>
> ▪ Adequacy of support facilities.

\[ \] Oversee hospital reception activities.

\[ \] Evaluate the capacity of assigned resources to complete the
assignment;

\[ \] Resolve any coordination, communications, or personnel issues
within the Group;

\[ \] Provide the Hospital PRT Leader with periodic progress reports
that identify accomplishments or potential conflicts. Identify the
availability of medical resources;

\[ \] Submit daily summary reports and appropriate forms to the PRT
Leader.

####### Deactivation 

\[ \] Provide input into the Demobilization Plan on length of time to
clear patients and/or complete other operational activities;

\[ \] Ensure all documentation (i.e., patient records, reports, etc.) is
completed and submitted to the Patient Administration Group Coordinator,
and

\[ \] Ensure all performance evaluations are completed.

##### HOSPITAL

##### Triage Team Leader

###### POSITION DESCRIPTION

####### Functional Description

The Hospital Triage Team Leader is a physician or nurse practitioner and
is responsible for triaging patients upon arrival at the hospital.
Within the Incident Management System, the Hospital Triage Team Leader
reports directly to the Hospital Patient Care Group Coordinator.

####### Description of Duties

■ Meets with ambulance personnel to assess the current patient
conditioin(s);

■ Provides emergency treatment to patients;

■ Prepares and reviews patient records;

■ Observes and records patient\'s condition and assesses care needs;

■ Directs patients to the most appropriate area of the hospital;

■ Directs the work of medical staff assigned to triage teams.

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist.

####### On-Site Operations

\[ \] Triages patients upon arrival at the hospital;

\[ \] Provides medical care as needed;

\[ \] Ensures patient flow moves smoothly and adequately for space
available;

\[ \] Assigns patients to the most appropriate area within the hospital.

####### Deactivation 

\[ \] Assists in the critique of the Hospital Patient Reception Team
performance.

##### HOSPITAL PRT

##### Patient Administration Group Coordinator

###### POSITION DESCRIPTION

####### Functional Description

The Hospital Patient Reception Team (PRT) Patient Administration Group
Coordinator oversees all patient administrative functions related to the
reception of patients from the airport Patient Reception Center. Within
the Incident Management System, the Hospital PRT Patient Administration
Group Coordinator reports directly to the Hospital PRT Leader.

####### Description of Duties

■ Manages the administrative activities related to hospital reception of
patients;

■ Supervises subordinates;

■ Identifies deficiencies and implements corrective actions as needed
within the Patient Administrative Group;

■ Determines staffing and logistical needs and requests additional
resources as necessary;

■ Provides situation updates to the Hospital PRT Leader and maintains
records and reports;

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist;

\[ \] Participate in initial planning meeting with Hospital PRT Leader;

\[ \] Select remainder of personnel from roster and initiate contact;

\[ \] Meet with assigned personnel to determine if they are personally
prepared and adequately equipped to perform their assignment;

\[ \] Ensure that assigned personnel are adequately briefed on and
understand:

> ▪ Medical records control system;

####### On-Site Operations

\[ \] Set up work area. Allow sufficient space for all work needs;

\[ \] Monitor use of the medical records control system;

\[ \] Ensure receipt of patient care documentation from transporting
services;

\[ \] Begin overall assessment process to determine:

> ▪ Functional requirements and immediate needs;
>
> ▪ Work schedules for extended operations; and
>
> ▪ Rest and rotation periods for staff.

\[ \] Resolve any coordination, communications, or personnel issues
within the Group;

\[ \] Provide the Hospital PRT Leader with periodic progress reports
that identify accomplishments or potential conflicts;

\[ \] Provide briefing for shift replacement;

####### Deactivation 

\[ \] Provide input into the Demobilization Plan on length of time to
clear patients and/or complete other operational activities;

\[ \] Ensure all documentation (i.e., patient records, reports, etc.) is
completed

\[ \] Ensure all performance evaluations are completed.

##### HOSPITAL PRT

##### MEDICAL RECORDS Clerk

###### POSITION DESCRIPTION

####### Functional Description

The Hospital PRT Medical Records Clerk is responsible for collecting and
maintaining a variety of medical records and data during patient
reception operations. Within the Incident Management System, the
Hospital PRT Medical Records Clerk reports directly to the Hospital PRT
Patient Administration Group Coordinator.

####### Description of Duties

■ Logs patients into hospital in accordance with protocols and by
appropriate medical code;

■ Obtains and records a variety of pertinent identifying data;

■ Checks medical records for completeness, consistency, and compliance
with medical record keeping standards. Addresses deficiencies with
Hospital PRT Patient Administration Group Supervisor;

■ Maintains and ensures confidentiality of all records; and

###### **OPERATIONAL CHECKLIST**

####### Upon Activation

\[ \] See General Operational Checklist.

####### On-Site Operations

\[ \] Begin a patient record for each new patient;

\[ \] Continually check patient records for completeness and
consistency;

\[ \] Prepare summaries of patient reports, as requested;

\[ \] Ensure confidentially and security of patient records;

\[ \] Provide the Hospital PRT Patient Administration Group Coordinator
with periodic progress reports that identify accomplishments or
potential conflicts.

####### Deactivation

\[ \] Assist in the critique of the Hospital Patient Reception Team
performance.