Monitor and document the location of patients at all times within the hospital's patient care system, and track the destination of all patients departing the facility.
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, including hospital admissions/tracking systems
1. Receive appointment and briefing from the Situation 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 Patient Tracking team members 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. Obtain current in-patient census from Admitting personnel and/or other sources.
8. Implement a system, using the Disaster/Victim Patient Tracking Form (HICS Form 254) to track and display patient arrivals, discharges, transfers, locations and
dispositions.
9. Initiate the Hospital Casualty/Fatality Report (HICS Form 259), in conjunction with Operations Section’s Patient Registration Unit Leader.
10. Determine patient/victim tracking mechanism utilized by field providers and establish method to ensure integration and continuity with hospital patient tracking systems.
11. If evacuation of the facility is required or is in progress, initiate the Master Patient Evacuation Tracking Sheet (HICS Form 255).
12. Contact the Situation Unit Leader and Labor Pool & Credentialing Unit Leader for additional staffing.
13. 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 Public Information Officer, Liaison Officer and Patient Registration Unit Leader to update and exchange patient tracking information (within HIPAA and local guidelines) and census data.
2. Track patient movement outside of the facility with local authorities and other health systems through Liaison Officer and Staging Manager.
3. Continue to track and display patient location and time of arrival for all patients; regularly report status to the Situation Unit Leader.
4. Develop and submit an action plan to the Situation Unit Leader when requested.
5. Advise the Situation Unit Leader immediately of any operational issue you are not able to correct or resolve.
