Ensure vital business/medical records are maintained and preserved to meet designated Recovery Time Objectives (RTO) and provide limited interruptions to continuity of essential business operations.
Update Secondary Person Responsible:
Documents/Tools:
• Incident Action Plan
• Hospital emergency operations plan
• Hospital organization chart
• Hospital telephone directory
• Radio/satellite phone
• PC with internet access, as available
1. Receive appointment, briefing, and any appropriate materials from the Business Continuity Branch Director.
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 Unit members, as appropriate; distribute any appropriate forms or information to the Unit.
6. Brief Unit members on current situation, incident objectives and strategy; outline Unit action plan; and designate time for next briefing.
7. Ensure Unit members comply with safety policies and procedures.
8. Evaluate status of:
• Hospital records
• Business/financial records
• Billing records
• Medical Records
9. Initiate protection or move/relocate records, as appropriate; activate off-site storage plans.
10. Contact external contractors for record protection or recovery, as appropriate.
11. Evaluate business capabilities, recovery plan actions, and progress in meeting RTOs; report status to the Business Continuity Branch Director.
12. Meet with the Business Continuity Branch Director to discuss plan of action and staffing in all alternate business sites.
13. Participate in briefings and meetings as requested.
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. Evaluate all activated business continuity plans and modify, as necessary any predicted unmet RTOs.
2. Identify specific activities or resources needed to ensure ongoing preservation of hospital records.
3. Through Business Continuity Branch Director, coordinate with Infrastructure Branch Director for access to critical power needs or building assessments.
4. Initiate restoration of records, as appropriate.
5. Develop and submit an action plan to the Business Continuity Branch Director when requested.
6. Advise the Business Continuity Branch Director immediately of any operational issue you are not able to correct or resolve.
