Emergency Preparedness in Senior Living: 4 Essentials

Learn how a comprehensive emergency preparedness program for senior living communities can enhance safety, meet CMS regulations, and protect your residents and staff. 

This past summer, a fire at an assisted living center in Massachusetts led to the loss of 10 lives and injuries to others. Events like this prompt us to reflect on how such tragedies can be prevented and the critical steps that can be taken to improve the safety of senior living communities.

As risk professionals, we understand the importance of emergency preparedness and training to safeguard both residents and staff. Read on for the top four essential elements to include in your facility’s emergency preparedness program.

Key Takeaways:

• It’s vital to develop a comprehensive emergency preparedness program for senior living communities.
• Programs should plan for potential disasters and integrate with existing systems.
• Fire safety is a key component; it can be addressed through fire drills, a smoking policy, and safety protocols.
• Once immediate safety is covered, it’s important to consider business continuity and insurance.

How to Develop a Comprehensive Emergency Preparedness Program

A robust emergency preparedness program is essential in any senior living community. It should address potential natural and human-caused disasters and integrate with local, state, and federal emergency preparedness systems. According to the Center for Medicare and Medicaid Services (CMS), the core components of a healthcare facility’s emergency plan include:

• Risk assessment and emergency planning
• Communication plan
• Policies and procedures
• Training and testing

At Curi, we wholeheartedly agree these elements are critical for keeping everyone safe. Let’s explore the components in detail and walk through incorporating them into your program:

1. Risk Assessment & Emergency Planning

Begin by considering factors unique to your facility, such as geography, climate, building design, and resident population. For example, are you in a floodplain or area that experiences hurricanes? Curi has seen some of our insured facilities experience unexpected flooding and mold, which led to their closures and the relocation of patients.

• Conduct a hazard assessment: Assess how potential risks could impact your facility's ability to provide care, access resources, and continue operations.
• Draw up evacuation plans: If your facility is compromised, ensure clear evacuation procedures, including transportation, relocation, and transfer of care.
• Create an Incident Command System (ICS): This system helps manage resources, prioritize actions, and make timely decisions during a crisis. It includes the policies, procedures, technology, and people needed to handle an incident.

As part of the system, there’s an entire ICS team to identify, usually the following positions:

• Incident commander: Leads the response. A safety officer, public information officer, and/or medical director may report to the incident commander and assist in prioritizing actions.
• Operations: Focuses on continuity of services.
• Planning: Tracks current events and updates.
• Logistics: Secures resources needed to sustain operations.
• Finance/administration: Supports the team by tracking information to assist in subsequent investigations, claims, and cost analysis.

2. Communication Plan for Emergencies

Clear and concise communication is vital during emergencies. Identify methods of communicating with various parties, including:

• Residents and families
• First responders
• Law enforcement
• Government agencies and insurance providers

Ensure compliance with federal and state laws, particularly regarding privacy and reporting requirements. Establish clear roles for staff members to avoid confusion during an emergency. Designate specific staff to communicate with the public and clarify what information can be shared.

3. Policies & Procedures

Establish and regularly review policies and procedures for emergencies to ensure ongoing compliance with the latest guidelines and regulations.

• Evacuation policies: Ensure that your evacuation plans are well-documented and accessible to staff.
• Smoking policies: Implement smoking policies to mitigate fire risks, including designating smoking areas and educating residents and staff on safety procedures.

For facilities that allow smoking:

• Assess residents for smoking safety based on their condition, including visual ability, manual dexterity, mental status, and any use of oxygen. Reassess residents based on changes in condition or safety concerns.
• Provide smoking cessation programs and educate residents about the risks of smoking.
• Maintain clear records of residents’ smoking status and safety assessments and ensure compliance with smoking policies.

4. Training & Testing

Training and regular drills are key to ensuring preparedness. All staff and residents should be familiar with emergency procedures, including how to:

• Activate fire alarms
• Evacuate safely
• Rescue and contain fire hazards

Fire drills should be conducted at least once a quarter, with participation from all shifts.

Nighttime scenarios present unique challenges, as there are usually fewer staff members, and residents are asleep and unaware of their surroundings. To ensure the safety of all residents, it’s essential to conduct practice drills throughout the day/night and ensure that every staff member is well-trained and prepared to evacuate if a situation arises, such as the recent fire in Massachusetts.

You can collaborate with local fire departments for realistic simulations and debriefs to identify potential gaps in your plan.

Routine facility inspections should ensure fire safety equipment like sprinklers, alarms, and extinguishers are fully functional. Outline record retention of inspection, testing, and repairs.

Also Consider: Business Operations & Insurance

While disaster planning often focuses on immediate safety, it’s equally important to address business continuity and insurance.

• Review insurance policies annually: Ensure you are fully aware of your coverage, including evacuation costs and facility relocation expenses.
• Create an emergency fund: Consider maintaining an emergency fund to cover expenses during disasters.
• Keep copies of insurance policies, contracts, business licenses, and associated documents in a safe location.
• Notify insurance companies promptly: When reporting a claim, be clear and detailed in describing the event to avoid complications.

Final Thoughts: The Importance of Preparedness in Senior Living

Whether the cause is a fire, storm, or another disaster, senior living facilities are vulnerable to significant risks. A well-crafted emergency preparedness plan can help minimize damage, protect residents, and maintain operations during a crisis.

By following these guidelines and incorporating best practices in fire safety, risk assessment, and staff training, senior living facilities can enhance their resilience and safeguard their communities.

Be sure to check out the resources and references below for more information and guidance.

How Curi Can Help

Curi clients, sign in to our Risk Solutions Resource Catalog to access:

• Assisted Living Policy and Procedures: Smoking Management
• Smoking Behavior Contract
• Guidelines for Best Practices: Disaster/Emergency Operations Planning
• Fire/Evacuation Drill Guidelines
• Disaster Toolkit

Need a document not mentioned here? Contact Sharon Nichols for additional senior living resources.

References:

Administration for Strategic Preparedness & Response (ASPR) Technical Resources

CMS Emergency Preparedness

If you have questions about this topic, please call 800-328-5532 to speak with one of Curi Advisory's Senior Living Risk Solutions Consultants.

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