Maintain information on the status, location, and availability of equipment and supplies within the hospital inventory and additional materiel received from outside agencies in support of the incident.
Update Secondary Person Responsible:
Documents/Tools:
• Incident Action Plan
• Hospital emergency operations plan
• Hospital organization chart
• Hospital telephone directory
• Radio/satellite phone
• Access to IT systems, specially materiel tracking systems
1. Receive appointment and briefing from the Resources Unit Leader.
2. Read this entire Job Action Sheet and review incident management team chart (HICS Form 207). Put on position identification.
3. Notify your usual supervisor of your HICS assignment.
4. Document all key activities, actions, and decisions in an Operational Log (HICS Form 214) on a continual basis.
5. Appoint Team members as needed and complete the Branch Assignment List (HICS Form 204).
6. Brief team members on current situation; outline team action plan and designate time for next briefing.
7. Establish initial inventory of equipment and supplies on hand, including materiel that has been received or ordered in support of the incident, in collaboration with:
• Operations Section
o Staging Manager
o Vehicle Unit Leader
o Equipment Supply Unit Leader
o Medication Unit Leader
o Clinical Support Services
o Medical Gases Unit Leader
o Medical Devices Unit Leader
• Logistics Section – Supply Unit Leader
8. Develop a consolidated list of all necessary materiel or alternatives that are not already on hand in the hospital supply system, in collaboration with the above Units.
9. Establish a contact list with just-in-time supply vendors/contractors, in coordination with Finance/Administration’s Procurement Unit.
10. Document all communications (internal and external) on an Incident Message Form (HICS Form 213). Provide a copy of the Incident Message Form to the Documentation Unit.
Ongoing Duties:
1. Meet regularly with the Resources Unit Leader for status reports, and relay important information to team members.
2. In conjunction with the Finance/Administration Section’s Procurement Unit Leader, complete Procurement Summary Report (HICS Form 256) for newly obtained materiel.
3. Maintain regular contact with all Sections to ensure necessary materials are provided in a timely manner and returned when no longer needed.
4. Monitor and report to the Resources Unit Leader, projected shortages of critical supplies or equipment that may affect response capacity or strategy.
5. Monitor incident status factors such as early discharge, evacuation, or contamination that may alter assumptions about materiel needs and impact supplies.
6. Develop and submit an action plan to the Resources Unit Leader when requested.
7. Advise the Resources Unit Leader immediately of any operational issue you are not able to correct or resolve.
