Incident Command System

Abstract

The Incident Command System (ICS) was developed as a method to respond to domestic disasters by assimilating facilities, equipment, personnel, and communications under one operating structure. ICS originated in California in the 1970s as an approach to respond to the California wildfires. Adopted by the federal government for use in the late 1980s, ICS became part of the national disaster response after the events of 9/11. ICS allows for all of the responding agencies to have a unified command and a common nomenclature; ICS is not only used in hospitals but also by police, fire, and other public agencies. It can be utilized in both small- and large-scale incidents; ICS can be expanded as necessary to meet the needs of the disaster response. For the most part, ICS is not only used for disaster response but can also be used to plan for large-scale events.

Appendix

HEICS Job Action Sheets—Incident Commander, Liaison Officer, Public Information Officer, Safety Officer, Operations Section Chief, Planning Chief, Logistics Chief, Finance Administration Chief. All reprinted with permission from California Emergency Medical Services Administration.

4.1.1 Finance Administration Section Chief

Mission: Monitor the utilization of financial assets and the accounting for financial expenditures. Supervise the documentation of expenditures and cost reimbursement activities.

Position Reports to: Incident Commander     Command Location: –––––––––––––
Position Contact Information: Phone: (   )     Radio Channel: ———————
Hospital Command Center (HCC): Phone: (  ) —————   Fax: (  ) ————
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.

Immediate Response (0–2 h)	Time	Initial
Receive appointment  • Obtain briefing from the Incident Commander on:   – Size and complexity of incident   – Expectations of the Incident Commander   – Incident objectives   – Involvement of outside agencies, stakeholders, and organizations   – The situation, incident activities, and any special concerns  • Assume the role of Finance/Administration Section Chief  • Review this Job Action Sheet  • Put on position identification (e.g., position vest)  • Notify your usual supervisor of your assignment
Assess the operational situation  • Obtain and ensure tracking of financial information and status  • Evaluate Finance/Administration Section needs and capacity to perform:   – Time cost tracking   – Procurement cost tracking and assistance   – Compensation and claims cost tracking
Determine the incident objectives, tactics, and assignments  • Determine which Finance/Administration Units need to be activated:   – Time Unit   – Procurement Unit   – Compensation/Claims Unit   – Cost Unit  • Document section objectives, tactics, and assignments on the HICS 204: Assignment List  • Make assignments and distribute corresponding Job Action Sheets and position identification  • Determine strategies and how the tactics will be accomplished  • Determine needed resources  • Brief section personnel on the situation, strategies, and tactics, and designate a time for the next briefing
Activities  • Provide cost implications of incident objectives, activities, and resources  • Ensure that the Incident Action Plan (IAP) is within financial limits established by the Incident Commander  • Determine if any special contractual arrangements or agreements are needed  • Review existing contracts and Memoranda of Understanding (MOUs) to understand options and fiscal implications of implementation  • Obtain information and updates regularly from section units  • Provide status updates to the Incident Commander regularly, advising of accomplishments and issues encountered  • Provide regular updates to section personnel and inform them of strategy changes, as needed  • Communicate regularly with other Section Chiefs   – Logistics Section for resource needs and activities   – Inform Planning Section of activities that have occurred; keep updated with status and utilization of resources   – Communicate with the Operations Section for personnel time records, potential compensation and claims, and canceled surgeries and procedures
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document all key activities, actions, and decisions in an Activity Log on a continual basis  • HICS 252: Distribute Section Personnel Time Sheet to section personnel; ensure time is recorded appropriately, and submit it to the Time Unit Leader at the completion of a shift or end of each operational period  • HICS 256: Initiate financial account tracking on Procurement Summary Report
Resources  • Determine equipment and supply needs; request them from the Logistics Section Supply Unit Leader  • Determine issues and needs in section areas; coordinate resource management  • Make requests for external assistance, as needed, in coordination with the Liaison Officer
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure that all section personnel comply with safety procedures and instructions

Intermediate Response (2–12 h)	Time	Initial
Activities  • Transfer the Finance/Administration Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Approve a cost-to-date incident financial status report to be submitted by the Cost Unit Leader at regular intervals (e.g., every 8 h) summarizing financial data relative to personnel, supplies, other expenditures, and expenses  • Work with the Incident Commander and other Section Chiefs to identify short- and long-term issues with financial implications; establish needed policies and procedures  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Finance/Administration Section  • Designate a time for briefing and updates with Finance/Administration Section leadership to update the Incident Action Plan (IAP)
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log
Resources  • Ensure equipment, supplies, and personal protective equipment (PPE) are replaced as needed, coordinating with Operations and Logistics Section Chiefs
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure staff health and safety issues are being addressed; report issues to the Safety Officer and the Logistics Section Employee Health and Well-Being Unit

Extended Response (greater than 12 h)	Time	Initial
Activities  • Transfer the Finance/Administration Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Present financial updates to the Incident Commander and Command Staff at regular intervals (e.g., every 8 h) and as requested  • Ensure that routine nonincident-related administrative oversight of hospital financial operations is maintained  • Coordinate emergency procurement requests with the Logistics Section Supply Unit Leader  • Maintain cash on hand to ensure safe and efficient clinical and nonclinical operations  • Ensure automated teller machines (ATMs) located within the hospital are secured and maintained as appropriate  • Consult with local, state, and federal officials regarding reimbursement regulations and requirements; ensure required documentation is prepared according to guidance received  • Continue to monitor the ability of Finance/Administration Section personnel to meet workload demands, personnel health and safety, resource needs, and documentation practices  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Finance/Administration Section   – Designate a time for briefing and updates with Finance/Administration Section leadership to update the Incident Action Plan (IAP)
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Monitor levels of all supplies and equipment, and collaborate on needs with the Logistics Section Supply Unit Leader
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Coordinate Finance/Administration security needs with the Operations Section Security Branch  • Observe all staff and volunteers for signs of stress and inappropriate behavior and report concerns to the Safety Officer and the Logistics Section Employee Health and Well-Being Unit Leader  • Provide for personnel rest periods and relief  • Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques

Demobilization/System Recovery	Time	Initial
Activities  • Transfer the Finance/Administration Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, demobilization actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • As objectives are met and needs decrease, return Finance/Administration Section personnel to their usual jobs and combine or deactivate positions in a phased manner, in coordination with the Planning Section Demobilization Unit Leader  • Collect and analyze all financial-related data from Finance/Administration Section Units  • Ensure processing and payment of invoiced costs  • Submit required reimbursement documentation and track payments  • Upon deactivation of your position, brief the Incident Commander on current problems, outstanding issues, and follow-up requirements  • Participate in other briefings and meetings as required  • Continue to become familiar with eligibility to apply for state and or federal reimbursement and assembly of needed materials including invoices, work orders, and pictures of items replaced and or hospital damage repaired  • Participate in stress management and after action debriefings  • Submit comments to the Planning Section for discussion and possible inclusion in an After Action Report and Corrective Action and Improvement Plan. Topics include:   – Review of pertinent position descriptions and operational checklists   – Recommendations for procedure changes   – Accomplishments and issues
Documentation  • HICS 221: Demobilization Check-Out  • Ensure all documentation is submitted to the Planning Section Documentation Unit  • Provide corporate reports as requested  • Prepare with others as needed all invoices, overtime records, damage reports (including before and after pictures), and repair or replacement cost documentation for submission to state and federal authorities when requested  • Work with risk management for submission of all insurance-related claims (personal injury, workmen’s compensation, building damage, etc.)

Documents/Tools

• HICS 203 - Organization Assignment List  • HICS 204 - Assignment List  • HICS 205A - Communications List  • HICS 213 - General Message Form  • HICS 214 - Activity Log  • HICS 215A - Incident Action Plan (IAP) Safety Analysis  • HICS 221 - Demobilization Check-Out  • HICS 252 - Section Personnel Time Sheet  • HICS 256 - Procurement Summary Report  • HICS 257 - Resource Accounting Record  • HICS 258 - Hospital Resource Directory  • Hospital financial data forms  • FEMA reimbursement guidance and forms  • State and Department of Homeland Security reimbursement forms  • Hospital Emergency Operations Plan  • Incident Specific Plans or Annexes  • Hospital organization chart  • Hospital telephone directory  • Telephone/cell phone/satellite phone/internet/amateur radio/2-way radio for communication

4.1.2 Logistics Section Chief

Mission: Organize and direct the service and support activities needed to ensure the material needs for the hospital’s response to an incident are available when needed.

Position Reports to: Incident Commander     Command Location: –––––––––––––
Position Contact Information: Phone: (   )     Radio Channel: ———————
Hospital Command Center (HCC): Phone: (  ) —————   Fax: (  ) ————
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.

Immediate Response (0–2 h)	Time	Initial
Receive appointment  • Obtain briefing from the Incident Commander on:   – Size and complexity of incident   – Expectations of Incident Commander   – Incident objectives   – Involvement of outside agencies, stakeholders, and organizations   – The situation, incident activities, and any special concerns  • Assume the role of Logistics Section Chief  • Review this Job Action Sheet  • Put on position identification (e.g., position vest)  • Notify your usual supervisor of your assignment
Assess the operational situation  • Obtain information from the Operations Section Chief, Staging Manager, and the operational status of the Service and Support Branch Directors to assess critical issues and resource needs  • Provide information to the Incident Commander on the Logistics Section operational situation including capabilities and limitations
Determine the incident objectives, tactics, and assignments  • Determine which Logistics Section functions need to be activated:   – Service Branch   – Support Branch  • Document section objectives, tactics, and assignments on the HICS 204: Assignment List  • Make assignments, distribute corresponding Job Action Sheets and position identification  • Determine strategies and how the tactics will be accomplished  • Determine needed resources  • Brief section personnel on the situation, strategies, and tactics, and designate a time for the next briefing
Activities  • Ensure the Hospital Command Center (HCC) is set up and equipped with the necessary resources and services including communications and information technology  • Appoint an assistant to manage the needs of the HCC, if needed  • Establish and communicate the process for other sections to request personnel and additional resources  • If relocation or additional care locations are necessary, coordinate with Operations and Planning Sections to determine the infrastructure requirements that are necessary to meet the operational needs, and conduct predeployment assessments  • Establish Logistics Section work procedures (e.g., work hours, rotation schedule, contact list, need for, and monitoring of overtime hours)  • Coordinate procurement and expense needs with Financial Section to determine proper authority and reimbursement ceilings  • Participate in Incident Action Plan (IAP) preparation, briefings, and meetings as needed; assist in identifying strategies; determine tactics, work assignments, and resource requirements
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 205A: Distribute the Communications List appropriately  • HICS 206: Ensure that a Staff Medical Plan is created and distributed  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document all key activities, actions, and decisions in an Activity Log on a continual basis  • HICS 252: Distribute Section Personnel Time Sheet to section personnel; ensure time is recorded appropriately, and submit it to the Finance/Administration Section Time Unit Leader at the completion of a shift or end of each operational period  • HICS 256: Track requested equipment and services on a Procurement Summary Report  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Determine equipment and supply needs; request them from the Supply Unit Leader  • Assess issues and needs in section areas; coordinate resource management  • Make requests for external assistance, as needed, in coordination with the Liaison Officer  • Determine from all sections levels of personnel and additional resources needed for next operational period  • Work with the Finance/Administration Chief on the preparation of additional service and equipment contracts  • Maintain the current status of all areas in Logistics Section, inform Planning Section personnel of activities that have occurred; keep them updated with status and utilization of resources  • Inform Finance/Administration Section of personnel time records and potential work-related claims
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure that all section personnel comply with safety procedures and instructions  • Ensure personal protective equipment (PPE) is available and utilized appropriately

Intermediate Response (2–12 h)	Time	Initial
Activities  • Transfer the Logistics Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Meet regularly with the Incident Commander and Hospital Incident Management Team (HIMT) staff to update the status of the response and relay important information on the capabilities and limitations of the Logistics Section  • Designate a time for briefing and updates with the Logistics Section personnel to develop recommended updates to the Incident Action Plan (IAP) and to develop demobilization procedures  • Ensure the following are being adequately supported with necessary resources:   – Clinical areas, both inpatient and outpatient   – Staging and Labor Pool including credentialing of staff and volunteers   – Information technology and information systems network integrity   – Food and water for patients, staff, and visitors   – Employee health and well-being services   – Clinical support services   – Patient family care supply support   – Hospital personnel family support   – Environmental services   – Transportation services  • Coordinate and process requests for personnel and resources from other sections  • Obtain needed materials and fulfill resource requests with the assistance of the Finance/Administration Section Chief and Liaison Officer  • Communicate regularly with Hospital Incident Management Team (HIMT) staff  • Ensure that the Logistics Section is adequately staffed and supplied
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log
Resources  • Ensure equipment, supplies, and personal protective equipment (PPE) are replaced as needed, coordinating with Operations Section Chief
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure section personnel health and safety issues are being addressed; report issues to the Safety Officer and Employee Health and Well-Being Unit

Extended Response (greater than 12 h)	Time	Initial
Activities  • Transfer Logistics Section Chief role, if appropriate:   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Continue to monitor the ability of Logistics Section personnel to meet workload demands, personnel health and safety, resource needs, and documentation practices  • Continue to maintain the HICS 257: Resource Accounting Record to track equipment used during the response  • Communicate regularly with the Hospital Incident Management Team (HIMT)  • Brief Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Logistics Section  • Designate a time for briefing and updates with Logistics Section leadership to update the Incident Action Plan (IAP)
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Monitor levels of all supplies and equipment, and collaborate on needs with the Supply Unit Leader
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Observe section personnel for signs of stress and inappropriate behavior; report concerns to the Safety officer and the Employee Health and Well-Being Unit  • Provide for personnel rest periods and relief  • Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques

Demobilization/System Recovery	Time	Initial
Activities  • Transfer Logistics Section Chief role if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, demobilization actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Work with Planning and Finance/Administration Sections to complete cost data information  • Debrief section personnel on lessons learned and procedural or equipment changes needed  • Participate in other briefings and meetings as required  • Submit comments to the Planning Section for discussion and possible inclusion in an After Action Report and Corrective Improvement Plan. Topics include:   – Review of pertinent position descriptions and operational checklists   – Recommendations for procedure changes   – Accomplishments and issues  • Participate in stress management and after action debriefings  • As objectives are met and needs decrease, return Logistics Section personnel to their usual jobs and combine or deactivate positions in a phased manner, in coordination with the Planning Section Demobilization Unit Leader  • Assist other Section Chiefs in restoring the hospital to normal operations
Documentation  • HICS 221: Demobilization Check-Out  • Ensure all documentation is submitted to the Planning Section Documentation Unit

Documents/Tools

• HICS 203 - Organization Assignment List  • HICS 204 - Assignment List  • HICS 205A - Communications List  • HICS 206 - Staff Medical Plan  • HICS 213 - General Message Form  • HICS 214 - Activity Log  • HICS 215A - Incident Action Plan (IAP) Safety Analysis  • HICS 221 - Demobilization Check-Out  • HICS 252 - Section Personnel Time Sheet  • HICS 253 - Volunteer Registration  • HICS 256 - Procurement Summary Report  • HICS 257 - Resource Accounting Record  • Hospital Emergency Operations Plan  • Hospital Incident Specific Plans or Annexes  • Hospital organization chart  • Hospital telephone directory  • Master Inventory Control lists  • Telephone/cell phone/satellite phone/internet/amateur radio/2-way radio for communication

4.1.3 Operations Section Chief

Mission: Develop and implement strategies and tactics to carry out the objectives established by the Incident Commander. Organize, assign, and supervise the resources of the Staging Area, the Medical Care, Infrastructure, Security, Hazardous Materials (HazMat), Business Continuity, and Patient Family Assistance Branches.

Position Reports to: Incident Commander     Command Location: –––––––––––––
Position Contact Information: Phone: (   )     Radio Channel: ———————
Hospital Command Center (HCC): Phone: (  ) —————   Fax: (  ) ————
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.

Immediate Response (0–2 h)	Time	Initial
Receive appointment  • Obtain a briefing from the Incident Commander on:   – Size and complexity of the incident   – Expectations of the Incident Commander   – Incident objectives   – Involvement of outside agencies, stakeholders, and organizations   – The situation, incident activities, and any special concerns  • Assume the role of Operations Section Chief  • Review this Job Action Sheet  • Put on position identification (e.g., position vest)  • Notify your usual supervisor of your assignment
Assess the operational situation  • Obtain information and status from the Staging Manager, and the Medical Care, Infrastructure, Security, Hazardous Materials (HazMat), Business Continuity, and Patient Family Assistance Branch Directors  • Provide information to the Incident Commander on the operational situation including capabilities and limitations
Determine the incident objectives, tactics, and assignments  • Determine which Operations Section functions need to be activated:   – Staging Area   – Medical Care Branch   – Infrastructure Branch   – Security Branch   – HazMat Branch   – Business Continuity Branch   – Patient Family Assistance Branch  • Document section objectives, tactics, and assignments on the HICS 204—Assignment List  • Make assignments and distribute corresponding Job Action Sheets and position identification  • Determine strategies and how the tactics will be accomplished  • Determine needed resources  • Brief section personnel on the situation, strategies, and tactics, and designate a time for the next briefing
Activities  • Ensure the following are being addressed with the appropriate branch or unit:   – Staff health and safety   – Patient tracking   – Patient care   – Patient family support   – Transfers into and from the hospital   – Fatality management   – Information sharing with other hospitals and local agencies (e.g., emergency medical services, fire, law, public health, and emergency management) in coordination with the Liaison Officer   – Personnel and resource movement through the staging area   – Documentation   – Patient care treatment standards and case definitions with public health officials, as appropriate   – Ensure coordination with any assisting or cooperating agency or corporate command center   – Personnel needs with Logistics Section Labor Pool and Credentialing Unit Leader, supply and equipment needs with the Logistics Section Supply Unit Leader, projections and needs with the Planning Section, and financial matters with the Finance/Administration Section  • Ensure that the Operations Section is adequately staffed and supplied  • Communicate with Operations Section personnel to:   – Obtain information and updates regularly from Operations Section Branch Directors and Staging Manager   – Maintain the current status of all areas   – Inform the Planning Section Situation Unit Leader of status information  • Conduct an Operations Briefing to present the Incident Action Plan (IAP) to clarify staff responsibilities  • Collaborate with appropriate Medical-Technical Specialists as needed  • Communicate with other Section Chiefs:   – Logistics Section for resource needs and activities   – Planning Section for activities that have occurred; then keep updated with status and utilization of resources   – Finance/Administration Section for personnel time records; potential compensation and claims and canceled surgeries and procedures
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 205A: Distribute the Communications List appropriately  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document all key activities, actions, and decisions in an Activity Log on a continual basis  • HICS 251: As appropriate, complete a Facility System Status Report and report the results to the Incident Commander  • HICS 252: Distribute a Section Personnel Time Sheet to section staff; ensure time is recorded appropriately, and submit to Finance/Administration Section Time Unit Leader at the completion of a shift or end of each operational period  • HICS 257: Track the equipment used on the Resource Accounting Record

Resources  • Determine equipment and supply needs; request them from the Logistics Section Supply Unit Leader  • Assess issues and needs in section areas; coordinate resource management  • Make requests for external assistance, as needed, in coordination with the Liaison Officer
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure that all section personnel comply with safety procedures and instructions  • Determine if a communicable disease risk exists; implement appropriate response procedures collaborating with the appropriate Medical-Technical Specialist, if activated  • Ensure personal protective equipment (PPE) is available and utilized appropriately

Intermediate Response (2–12 h)	Time	Initial
Activities  • Transfer the Operations Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Ensure the following are being addressed with the appropriate section, branch, or unit:   – Section personnel health and safety   – Patient tracking   – Patient care   – Patient family support   – Transfers into and from the hospital   – Fatality management   – Information sharing with other hospitals and local agencies (e.g., emergency medical services, fire, law, public health and emergency management) in coordination with the Liaison Officer   – Personnel and resource movement through the staging area   – Documentation   – Patient care treatment standards and case definitions with public health officials, as appropriate   – Ensure coordination with any assisting or cooperating agency   – Personnel needs with Logistics Section Labor Pool and Credentialing Unit Leader, supply and equipment needs with the Logistics Section Supply Unit Leader, projections and needs with the Planning Section, and financial matters with the Finance/Administration Section  • Ensure that the Operations Section is adequately staffed and supplied  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Operations Section  • Designate a time for a briefing and updates with Operations Section leadership to update the Incident Action Plan (IAP)  • Schedule meetings with the Branch Directors and Staging Manager to update the section plans and demobilization procedures

Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log
Resources  • Ensure equipment, supplies, and personal protective equipment (PPE) are replaced as needed, coordinating with Logistics Section Supply Unit Leader
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Review personnel protective equipment use; revise as needed  • Ensure staff health and safety issues are being addressed; report issues to the Safety Officer and Logistics Section Employee Health and Well-Being Unit  • Ensure patient safety issues are identified and addressed  • Ensure personal protective equipment (PPE) is available and utilized appropriately

Extended Response (greater than 12 h)	Time	Initial
Activities  • Transfer the Operations Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Continue to monitor the ability of Operations Section personnel to meet workload demands, personnel health and safety, resource needs, and documentation practices  • Address issues related to ongoing patient care including:   – Ongoing patient arrival   – Bed availability   – Patient transfers   – Patient tracking   – Staff health and safety   – Behavioral health for patients, families, staff, and incident management personnel   – Fatality management   – Staffing   – Staff prophylaxis   – Medications   – Equipment and supplies   – Personnel and resource movement through staging area   – Coordination with other area hospitals   – Documentation  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Operations Section  • Designate a time for a briefing and updates with Operations Section leadership to update the Incident Action Plan (IAP)
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Monitor levels of all supplies and equipment, and collaborate on needs with the Logistics Section Supply Unit Leader
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Observe section personnel for signs of stress and inappropriate behavior; report issues to the Safety Officer and Logistics Section Employee Health and Well-Being Unit  • Provide for personnel rest periods and relief  • Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques  • Ensure personal protective equipment (PPE) is available and utilized appropriately

Demobilization/System Recovery	Time	Initial
Activities  • Transfer the Operations Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, demobilization actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate staff are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • As objectives are met and needs decrease, return the Operations Section personnel to their usual jobs and combine or deactivate positions in a phased manner, in coordination with the Planning Section Demobilization Unit Leader  • Assist Section Chiefs in restoring the hospital to normal operations  • Through the Liaison Officer and Public Information Officer, share patient information with external agencies as needed and in accordance with patient privacy policies  • Work with the Planning and Finance/Administration Sections to complete cost data information collection  • Upon deactivation of your position, brief the Incident Commander on current problems, outstanding issues, and follow up requirements  • Debrief section personnel on lessons learned and procedural or equipment changes needed  • Participate in other briefings and meetings as required  • Submit comments to the Planning Section for discussion and possible inclusion in an After Action Report and Corrective Action and Improvement Plan. Topics include:   – Review of pertinent position descriptions and operational checklists   – Recommendations for procedure changes   – Accomplishments and issues  • Participate in stress management and after action debriefings
Documentation  • HICS 221: Demobilization Check-Out  • Ensure all documentation is submitted to the Planning Section Documentation Unit

Documents/Tools

• HICS 203 - Organization Assignment List  • HICS 204 - Assignment List  • HICS 205A - Communications List  • HICS 213 - General Message Form  • HICS 214 - Activity Log  • HICS 215A - Incident Action Plan (IAP) Safety Analysis  • HICS 221 - Demobilization Check-Out  • HICS 251 - Facility System Status Report  • HICS 252 - Section Personnel Time Sheet  • HICS 254 - Disaster Victim/Patient Tracking  • HICS 255 - Master Patient Evacuation Tracking  • HICS 257 - Resource Accounting Record  • HICS 259 - Hospital Casualty/Fatality Report  • HICS 260 - Patient Evacuation Tracking  • Hospital Emergency Operations Plan  • Incident Specific Plans or Annexes  • Hospital organization chart  • Hospital telephone directory  • Telephone/cell phone/satellite phone/internet/amateur radio/2-way radio for communication

4.1.4 Planning Section Chief

Mission: Oversee all incident-related data gathering and analysis regarding incident operations and resource management; develop alternatives for tactical operations; initiate long-range planning; conduct planning meetings; and prepare the Incident Action Plan (IAP) for each operational period.

Position Reports to: Incident Commander     Command Location: –––––––––––––
Position Contact Information: Phone: (   )     Radio Channel: ———————
Hospital Command Center (HCC): Phone: (  )—————   Fax: (  ) ————
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.
Position Assigned to:	Date: / /	Start: ____:____ hrs.
Signature:	Initials:	End: ____:____ hrs.

Immediate Response (0–2 h)	Time	Initial
Receive appointment  • Obtain briefing from the Incident Commander on:   – Size and complexity of the incident   – Expectations of the Incident Commander   – Incident objectives   – Involvement of outside agencies, stakeholders, and organizations   – The situation, incident activities, and any special concerns  • Assume the role of Planning Section Chief  • Review this Job Action Sheet  • Put on position identification (e.g., position vest)  • Notify your usual supervisor of your assignment
Assess the operational situation  • Obtain information and status from the Operations and Logistics Section Chiefs to ensure the accurate tracking of personnel and resources by the Personnel Tracking and Materiel Tracking Managers, if appointed, or the respective Section Chiefs if not  • Provide information to the Incident Commander on the Planning Section operational situation including capabilities and limitations
Determine the incident objectives, tactics, and assignments  • Determine which Planning Section Units need to be activated:   – Resources Unit   – Situation Unit   – Documentation Unit   – Demobilization Unit  • Make assignments and distribute corresponding Job Action Sheets and position identification  • Determine strategies and how the tactics will be accomplished  • Determine needed resources  • Brief section personnel on the situation, strategies, and tactics, and designate a time for the next briefing
Activities  • Ensure a bed report, staffing report, and current patient census and status are being prepared for the Incident Commander  • Prepare and conduct a planning meeting to develop and validate the incident objectives for the next operational period  • Coordinate the preparation, documentation, and approval of the Incident Action Plan (IAP) and distribute copies to the Incident Commander and Section Chiefs  • Obtain and provide key information for operational and support activities, including the impact on affected departments  • Gather additional information from the Liaison Officer  • Collaborate with appropriate Medical-Technical Specialists as needed  • Obtain information and updates regularly from Planning Section Unit Leaders  • Maintain current status of all areas  • Inform the Situation Unit Leader of status information  • Communicate with the Operations and Logistics Sections for resource needs and projected activities  • Inform Planning Section personnel of activities that have occurred; keep updates of status and utilization of resources  • Communicate with the Finance/Administration Section for personnel time records, potential compensation and claims, and canceled surgeries and procedures  • Activate Incident Specific Plans or Annexes as directed by the Incident Commander
Documentation  • HICS 200: Consider use of the Incident Action Plan (IAP) Cover sheet  • HICS 201: Draft Incident Briefing for Incident Commander as directed  • HICS 202: Draft Incident Objectives for Incident Commander approval  • HICS 203: Prepare Organization Assignment List as part of the IAP  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 205A: Distribute the Communications List appropriately  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document all key activities, actions, and decisions in an Activity Log on a continual basis  • HICS 215A: Obtain completed Incident Action Plan (IAP) Safety Analysis from the Safety Officer for inclusion in the IAP  • HICS 252: Distribute the Section Personnel Time Sheet to section personnel and ensure time is recorded appropriately  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Determine equipment and supply needs; request them from the Logistics Section Supply Unit Leader  • Assess issues and needs in section areas; coordinate for resource planning  • Make requests for external assistance, as needed, in coordination with the Liaison Officer
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Ensure that all section personnel comply with safety procedures and instructions

Intermediate Response (2–12 h)	Time	Initial
Activities  • Transfer the Planning Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Ensure the following are being addressed:   – Section personnel health and safety   – Update the Incident Action Plan (IAP) with each operational period   – Short- and long-term planning  • Ensure that the Planning Section is adequately staffed and supplied  • Work with the Incident Commander and other Section Chiefs to identify short- and long-term issues with financial implications; establish needed policies and procedures  • Communicate regularly with Hospital Incident Management Team (HIMT) staff  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Planning Section  • Designate a time for briefing and updates with Planning Section leadership to update the IAP
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Ensure equipment, supplies, and personal protective equipment (PPE) are replaced as needed, coordinating with the Operations and the Logistics Section Chiefs
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Review personnel protection practices; revise as needed  • Ensure staff health and safety issues are being addressed; report issues to the Safety Officer and the Logistics Section Employee Health and Well-Being Unit

Extended Response (greater than 12 h)	Time	Initial
Activities  • Transfer the Planning Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, response actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • Continue to monitor the ability of Planning Section personnel to meet workload demands, personnel health and safety, resource needs, and documentation practices  • Continue to receive projected activity reports from Section Chiefs and Planning Section Unit Leaders at designated intervals to prepare status reports and update the Incident Action Plan (IAP)  • Ensure the Demobilization Unit Leader assesses the ability to deactivate positions, as appropriate, in collaboration with Section Chiefs and develops and implements a Demobilization Plan  • Ensure the Documentation Unit Leader is receiving and organizing all documentation, including HICS 214: Activity Logs and HICS 213: General Message Form  • Communicate regularly with Hospital Incident Management Team (HIMT) staff  • Brief the Incident Commander, Public Information Officer, and Liaison Officer regularly on the status of the Planning Section  • Designate a time for a briefing and updates with the Planning Section leadership to update the IAP
Documentation  • HICS 204: Document assignments and operational period objectives on Assignment List  • HICS 213: Document all communications on a General Message Form  • HICS 214: Document actions, decisions, and information received on Activity Log  • HICS 257: Track equipment used during the response on the Resource Accounting Record
Resources  • Monitor the levels of all supplies and equipment, and collaborate on needs with the Logistics Section Supply Unit Leader
Communication Hospital to complete: Insert communications technology, instructions for use, and protocols for interface with external partners
Safety and security  • Observe all staff and volunteers for signs of stress and inappropriate behavior and report concerns to the Safety Officer and the Logistics Section Employee Health and Well-Being Unit Leader  • Provide for personnel rest periods and relief  • Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques

Demobilization/System Recovery	Time	Initial
Activities  • Transfer the Planning Section Chief role, if appropriate   – Conduct a transition meeting to brief your replacement on the current situation, demobilization actions, available resources, and the role of external agencies in support of the hospital   – Address any health, medical, and safety concerns   – Address political sensitivities, when appropriate   – Instruct your replacement to complete the appropriate documentation and ensure that appropriate personnel are properly briefed on response issues and objectives (see HICS Forms 203, 204, 214, and 215A)  • As objectives are met and needs decrease, return Planning Section personnel to their usual jobs and combine or deactivate positions in a phased manner, in coordination with the Demobilization Unit Leader  • Assist Section Chiefs in restoring the hospital to normal operations  • Debrief section personnel on lessons learned and procedural or equipment changes needed  • Participate in other briefings and meetings as required  • Coordinate the final reporting of patient information with external agencies through the Liaison Officer and the Public Information Officer  • Work with Finance/Administration Section to complete cost data information  • Begin the development of the After Action Report and Corrective Action and Improvement Plan and assign staff to complete sections of the report. Topics include:   – Review of pertinent position descriptions and operational checklists   – Recommendations for procedure changes   – Accomplishments and issues  • Participate in stress management and after action debriefings
Documentation  • HICS 221: Collect and Distribute the Demobilization Check-Out form for Incident Commander approval  • Ensure all documentation is submitted to the Documentation Unit

Documents/Tools

• Incident Action Plan (IAP) Quick Start  • HICS 200 - Incident Action Plan (IAP) Cover Sheet  • HICS 201 - Incident Briefing  • HICS 202 - Incident Objectives  • HICS 203 - Organization Assignment List  • HICS 204 - Assignment List  • HICS 205A - Communications List  • HICS 213 - General Message Form  • HICS 214 - Activity Log  • HICS 215A - Incident Action Plan (IAP) Safety Analysis  • HICS 221 - Demobilization Check-Out  • HICS 252 - Section Personnel Time Sheet  • HICS 254 - Disaster Victim/Patient Tracking  • HICS 255 - Master Patient Evacuation Tracking  • HICS 256 - Procurement Summary Report  • HICS 257 - Resource Accounting Record  • Hospital Emergency Operations Plan  • Incident Specific Plans or Annexes  • Hospital organization chart  • Hospital telephone directory  • Telephone/cell phone/satellite phone/internet/amateur radio/2-way radio for communication