HRSA SURGE CAPACITY DATA SURVEY TECHNICAL ASSISTANCE California Department of Health Services Emergency Preparedness Office

Why is Your Participation in the Survey Important? The data collected will: The data collected will: Be used to create a statewide inventory of resources. Be used to create a statewide inventory of resources. Provide an accurate picture of what resources currently exist. Provide an accurate picture of what resources currently exist. Identify gaps in surge capacity throughout the state and will be used to determine the best use of available funds. Identify gaps in surge capacity throughout the state and will be used to determine the best use of available funds.

WHY WAS THE SURVEY DEVELOPED? New HRSA requirement to collect and report specific data elements. New HRSA requirement to collect and report specific data elements. HRSA requires this information to be reported at the local, regional, and state level. HRSA requires this information to be reported at the local, regional, and state level. Future HRSA funding to California is contingent upon the timely collection and reporting of this data. Future HRSA funding to California is contingent upon the timely collection and reporting of this data. WE CAN’T DO THIS WITHOUT YOU!

HOW WAS THE SURVEY DEVELOPED? CDHS established a Surge Capacity Data Workgroup. CDHS established a Surge Capacity Data Workgroup. Representation included: Representation included: Local Health Departments Local Health Departments Local Emergency Medical Services Agencies (LEMSA’s) Local Emergency Medical Services Agencies (LEMSA’s) California Hospital Association California Hospital Association California Primary Care Association California Primary Care Association Emergency Medical Services Authority (EMSA) Emergency Medical Services Authority (EMSA) Office of Statewide Health Planning & Development Office of Statewide Health Planning & Development Emergency Medical Physicians Emergency Medical Physicians Other Stakeholders… Other Stakeholders…

Survey Development Continued… The purpose of the Surge Capacity Data Workgroup was to… The purpose of the Surge Capacity Data Workgroup was to… Create a survey with emphasis on developing Standard Data Definitions for reporting resources. Create a survey with emphasis on developing Standard Data Definitions for reporting resources. Collect information to meet HRSA reporting requirements, but also collect critical information needed for responding to an event. Collect information to meet HRSA reporting requirements, but also collect critical information needed for responding to an event.

Survey Development Continued… To establish Standard Data Definitions, the Surge Capacity Data Workgroup established a common set of assumptions. To establish Standard Data Definitions, the Surge Capacity Data Workgroup established a common set of assumptions. The purpose of these assumptions is to create a common statewide baseline for reporting. The purpose of these assumptions is to create a common statewide baseline for reporting.

Survey Assumptions IMPORTANT- Assume that the emergency under which the surge plan is activated has resulted in a declaration of a state of emergency by the Governor and required standards for patient care have been modified. IMPORTANT- Assume that the emergency under which the surge plan is activated has resulted in a declaration of a state of emergency by the Governor and required standards for patient care have been modified.

Survey Assumptions 1. Measure resources only in your Operational Area (County) (Hospital) (Clinic) (LEMSA). 2. Assume HRSA Year 2 and Year 3 purchases have been made. 3. Assume a Gubernatorial Proclamation of Emergency is in place and that required standards for patient care have been modified. 4. Include all HRSA funded health care facilities included in the current surge plan. There is no expectation for local entities to include additional facilities beyond those in your current surge plan.

Survey Assumptions Continued… 5.Assume mutual aid from outside the Operational Area will not be available for at least 72 hours 6. Assume each facility will need to self- sustain care within the facility for a minimum of 72 hours without re-supply. 7. Surge capacity being reported must exist above average daily occupancy (census). (For the purposes of this survey, “average daily occupancy (census) should be computed as the average number of occupied beds over the preceding 12-month period). 8. Report for inpatient care areas only.

Survey Assumptions Continued… 9. Report on two classes of surge beds: i. Critical Care/Monitored Beds ii. General Medical-Surgical Beds (Unmonitored) 10. To Calculate staffing needs, use an austere nurse-to-patient ratio of 1:5 for Critical Care/Monitored Beds and 1:20 for General Medical-Surgical Beds (Unmonitored). 11. Assume 30 percent of staff will not report to work due to inability to reach the facility, illness, or personal or family safety concerns.

Survey Assumptions Continued… 12. Use 2005 Department of Finance (DOF) population tables to determine relevant population basis for surge goals. 13. For each of the four types of injury or illness listed in the survey, consider what special requirements (i.e., supplies, pharmaceuticals, equipment, staff, and other services) are necessary for medical management when counting a “surge bed”. The physical bed and required supplies and staff are considered a unit. For example, a surge bed for a botulinum patient may require the allocation of a ventilator for patient care. Include all resources that may be required for the medical management of the patient whether or not funded by the HRSA grant. 14. All available surge resources should be counted whether or not HRSA was the funding source.

How to Complete the Survey There are four components to the survey, each intended for a different organization. There are four components to the survey, each intended for a different organization. Local Health Departments/ Local Entities Local Health Departments/ Local Entities Hospitals Hospitals Clinics Clinics LEMSA’s LEMSA’s

Survey Instructions Continued… Each Local Entity is responsible for ing the appropriate documents to all HRSA participating facilities included in the Year 4 application. Each Local Entity is responsible for ing the appropriate documents to all HRSA participating facilities included in the Year 4 application. The participating facility is responsible for filling out the survey and returning it to the Local Entity The participating facility is responsible for filling out the survey and returning it to the Local Entity CDHS will compile a summary of all data collected by the local entity and will provide each local entity with a copy of the overall data. CDHS will compile a summary of all data collected by the local entity and will provide each local entity with a copy of the overall data.

SURVEY TIMELINE February 6, 2006: Local Entity sends the appropriate survey form and instructions to each participating (funded) entity prior to the February 8 th CDHS Conference Call. February 20, 2006: Each participating (funded) entity must have completed survey returned to the Local Entity. February 21-23, 2006: Local Entities verify all information in survey is complete and appears valid. NO LATER THAN MARCH 1, 2006: All survey information is returned to CDHS Emergency Preparedness Office.