Maintain accurate and complete incident files, including a record of the hospital’s/HCC’s response and recovery actions and decisions; provide duplication services to incident personnel; and file, maintain, and store incident files for legal, analytical, and historical purposes.
Update Secondary Person Responsible:
Documents/Tools:
• Incident Action Plan
• Hospital emergency operations plan
• Hospital organization chart
• Hospital telephone directory
• Radio/satellite phone
• Access to appropriate IT systems
1. Receive appointment and briefing from the Planning Section Chief.
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. Establish initial contact with all Section Chiefs to obtain status and history of all major events and actions that have occurred to date, critical issues, and concepts of operations and steps to be taken within the next operational period.
5. Appoint team members as needed and complete the Branch Assignment List (HICS Form 204).
6. Coordinate with IT/IS Unit to ensure access to IT systems with e-mail/intranet communication to increase communication and document sharing with all Sections (if
available).
7. Prepare a system to receive documentation and completed forms from all Sections over the course of the HCC activation.
8. Provide duplicates of forms and reports to authorized HCC requestors.
9. Prepare incident documentation for the Planning Section Chief when requested.
10. Document all key activities, actions, and decisions in an Operational Log (HICS Form 214).
11. 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. Regularly meet with all Section Chiefs regarding incident and Section status, steps taken to resolve critical issues, and projected actions and needs for the next operational period.
2. Continue to accept and organize all documentation and forms submitted to the Documentation Unit.
3. Check the accuracy and completeness of records submitted. Correct errors or omissions by contacting appropriate HCC Section staff.
4. Maintain all historical information and record consolidated plans.
