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Loudoun Medical Reserve Corps Orientation Elizabeth Thurman MRC Volunteer Coordinator [EMAIL REDACTED] Aida Seidou MRC Volunteer Management Specialist [EMAIL REDACTED] ---PAGE BREAK--- Objectives • Who we are, what we do and how we do it • History and mission of the MRC • Describe roles, responsibilities and protocols • Describe public health and emergency response • Overview of volunteer and training systems • Overview of the Incident Command System • Outline next steps ---PAGE BREAK--- The Loudoun MRC • A volunteer program designed to augment the ability of our public health system to help our community when disaster strikes. • Made up of medical and non-medical personnel who serve as volunteers to respond to natural disasters, man-made emergencies and support the Health Department’s daily operations as needed. Loudoun County Health Department Loudoun MRC MRC Coordinator and Program Assistant MRC Advisory Board Chaired by an MRC member and includes representatives from the health department and MRC volunteers Report to Public Health Emergency Coordinator under the Director of the Loudoun County Health Department The MRC is a component of the Loudoun County Health Department ---PAGE BREAK--- The Loudoun MRC, cont. • Assist in emergency response during a natural disaster, terrorist attack or disease outbreak • Exercise to test local capacity to quickly dispense medicines in an emergency • Operate flu clinics to reduce spread to vulnerable populations • Educate the public on personal preparedness • Collaborate with community organizations ---PAGE BREAK--- The Loudoun MRC, cont. • Engages volunteers in a variety of activities. These include drills and exercises, trainings and actual emergency response activations. • Is an organization of highly skilled volunteers available to strengthen public health, enhance emergency response capabilities and build community resiliency. ---PAGE BREAK--- History and Role of the MRC ---PAGE BREAK--- History of the MRC • After 9/11, the Bush administration developed the concept of an organization that identifies and prepares volunteers emergencies and public health response. The Medical Reserve Corps was launched in July 2002. • The MRC serves to standardize training and organize response for medical and non-medical volunteers. • The program now has 300,000+ volunteers, and LMRC is one of more than 800 units nationwide. ---PAGE BREAK--- MRC Mission • The mission of the MRC is to engage local communities to strengthen public health, reduce vulnerability, build resilience, and improve preparedness, response and recovery capabilities. o Organize/utilize locally o Integrate with existing programs and resources o Identify, credential, train and prepare in advance o Include medical and public health professionals, and others • Improve the health and safety of communities across the country by organizing public health, medical and other volunteers ---PAGE BREAK--- • Staff alternate care sites • Supplement health department staffing as needed • Investigate outbreaks • Provide medical care, administer vaccines and dispense medications • Assist with isolation/quarantine activities • Promote preparedness Loudoun MRC Public Health Roles Provide staffing in response to health emergencies Assist at the Emergency Operations Center Provide administrative, logistical and communications support Represent the MRC at community events (such as fairs) Provide health education as part of a local public health initiative ---PAGE BREAK--- Strategy During Public Health Emergencies Under the guidance of Federal, State, and Local governments the Loudoun Health Department: Isolates, diagnoses, and treats cases Establishes surveillance and conduct epidemiological investigations Establishes and operates county mass dispensing/ immunization sites (PODs) The Health Commissioner and the Governor are authorized to enforce isolation or quarantine of citizens to prevent the spread of disease in Virginia. ---PAGE BREAK--- Public Health Emergencies • Man-Made Emergencies – Bioterrorism o Anthrax, Botulism, Cholera, Smallpox and the Plague • Natural Disasters - Weather o Earthquakes, floods and droughts, tornadoes, lightening • Disease Outbreaks o Influenza, Ebola Virus, Zika Virus, Measles, COVID-19 • Public Health Emergencies o Opioid Overdose/Addiction ---PAGE BREAK--- Events and Exercises MRC Has Supported ---PAGE BREAK--- • First activation of the Loudoun MRC was in October 2009 • 23 MRC volunteers, medical and non- medical, provided 238 hours of time over in April at the Emergency Operations Center supporting the Health Department's initial response to the outbreak • 150+ MRC volunteers provided 3000+ hours at vaccination PODs/clinics and administrative support (October 2009 – January 2010) H1N1 ---PAGE BREAK--- • MRC volunteers staffed call centers during multiple public health emergencies and disease or foodborne outbreaks. • During the COVID-19 Pandemic, MRC volunteers staffed the COVID-19 Information Hotline. Volunteers contributed 20,231 hours and answered over 45,000 calls. (March 2020 - September 2022) Information Hot Line Support ---PAGE BREAK--- • Volunteer Infection Prevention Ambassadors educated and encouraged good infection prevention strategies at polling locations, schools and government buildings during the COVID-19 pandemic. • MRC volunteers provided 4,245 hours of support during early voting and the General Election in 2021! Infection Prevention Ambassadors ---PAGE BREAK--- • MRC volunteers assisted in providing medical, administrative and logistical support for COVID-19 testing events for community members in Loudoun, including door to door testing and drive-thru testing. • MRC volunteer provided 3,730 hours of support involving COVID-19 testing. COVID Testing ---PAGE BREAK--- • MRC volunteers supported American and Afghan evacuees arriving at Dulles International Airport assisting with COVID-19 testing, N95 mask fit testing, logistics support, flow control and translation support. • 294 MRC volunteers provided 2,252 hours of support. American and Afghan Evacuee Support ---PAGE BREAK--- • The Dulles Town Center (DTC) operated from December 2020 – February 2022, one of the largest and longest-running COVID-19 PODs in the Commonwealth. • MRC volunteers provided 141,093 hours of support for medical and non- medical roles. • 348,646 COVID-19 vaccines were administered at the DTC POD. Dulles Town Center (DTC) POD ---PAGE BREAK--- • 100+ MRC volunteers supported drive- thru testing sites. • MRC volunteers deployed to Long Term Care Facilities to relieve staff shortages. • MRC volunteers conducted contact tracing investigations. • MRC volunteers provided logistical support during Point Prevalence Survey Data Entry. More COVID-19 Emergency Response ---PAGE BREAK--- • Every year the Loudoun MRC assists Health Department staff test local capacity to quickly dispense medicine in an emergency. • The CodeFlu clinics offer free flu vaccinations to the public and serve as an opportunity to test equipment, set up and response. • 63 MRC volunteers provided 431 hours of support allowing for 175 COVID-19 vaccines and 247 Flu vaccines to 301 clients. CodeFlu22 (Mass Dispensing Exercise) ---PAGE BREAK--- Public Health Community Outreach ---PAGE BREAK--- • Zika 2016 o Developed protocols for MRC Teams canvassing door to door for first time. o Placed door hangers. Looked for and reported back on potential mosquito breeding grounds. • CodeFlu08 o Tested the establishment of a staging site and POD. o Seasonal flu vaccine provided to the public. • StageCoach 13 o Tested the use of a staging site. o Staging site staffed 2 simulated PODs. o All key positions staffed by MRC. o Approximately 150 participants. • RTF 2018 - 2019 o Provided Patients for a series of Fire/Rescue/Police drills to train on active shooter scenarios Other Events ---PAGE BREAK--- Volunteer Roles, Responsibilities and Expectations ---PAGE BREAK--- Volunteer Minimum Requirements Review the Local MRC Orientation [You are here!] Take the Orientation Post Test Complete the VDH: HIPAA Training for MRC Volunteers required training. Submit a Background Investigation SP-167 Form (directions will be included in your welcome email) Familiarize yourself with our Member Handbook ---PAGE BREAK--- MRC Volunteer Conduct • The Loudoun MRC program expects that members will comply with the following standards of behavior: o Exhibit professional behavior and adhere to the volunteer code of conduct o Adhere to all local, state, and federal laws and safety standards o Follow the chain of command, both within the local MRC unit and any Incident Command System established during an emergency o Maintain current contact and licensing information in Virginia Volunteer Health System (VVHS) o Respond to quarterly communication drills as directed ---PAGE BREAK--- • Volunteers should be familiar with the Handbook and Confidentiality Policy. • DO NOT respond to any emergency, or act on behalf of the MRC in any way, unless specifically requested by the Loudoun Health Department. • Assume that anything you see or hear while in an MRC role is confidential, and not to be discussed even with other volunteers. • Wear your Loudoun MRC polo, badge and closed-toe shoes to every deployment. Expectations ---PAGE BREAK--- Self-Deployment • Please do NOT respond to any emergency unless requested and officially deployed by the MRC. Even if you receive an initial activation alert, if you do not receive deployment instructions you have not been officially deployed. • If you hear that we need volunteers and you do not get some communication from us. DO NOT go just because your friend told you that they need volunteers at an event. o Ensure you have received an activation alert AND deployment instructions before you deploy. • Please note: If you self-deploy, you will be removed from the Corps and be held liable for any actions. ---PAGE BREAK--- Public Communication • As a representative of the Loudoun Health Department (LHD), DO NOT talk to the press without prior discussion with the Public Information Officer and your MRC Unit Coordinator. • When in doubt ASK! ---PAGE BREAK--- Health Insurance Portability and Accountability Act (HIPAA) Just as you expect others to keep your information secure, HIPAA requires all LHD personnel to secure the information of our patients and clients. We do not share information about individuals we assist in the community. As a volunteer performing duties for the LHD, you will potentially have access to protected health information (PHI) of our patients/clients. The fact that an individual is or was a patient/client of LHD is PHI. ---PAGE BREAK--- HIPAA In your MRC role, you may have access to Protected Health Information (PHI) of patients or others seeking care, such as their name, demographics or medical conditions Under HIPAA except in a few well-defined circumstances The fact that an individual is or was a patient is PHI PHI cannot be disclosed to ANY other person or medical entities without the written consent of the patient You may use PHI as necessary to carry out your duties as an MRC volunteer As directed, you may share PHI with other health care providers for treatment purposes You may NOT photocopy PHI Do not dispose of any documents with PHI into a waste can Instead, place discarded documents with PHI into containers properly marked for shredding Be aware of your surroundings: It is inappropriate to discuss PHI in bathrooms, lunch areas or any other public spaces HIPAA ---PAGE BREAK--- Liability Coverage • Any MRC volunteer that has been activated and deployed through their unit is covered for liability under Virginia law. As long as a volunteer is acting within the scope of their duties and not exceeding the training they have been given, they are eligible for the same liability protection afforded to paid staff. • While they are acting under the direction of LHD, MRC volunteers are eligible for the same liability protection available to state employees. MRC and CERT volunteers “shall enjoy the protection of the Commonwealth’s sovereign immunity to the same extent as paid staff.” • Form more information visit http://www.vdh.virginia.gov/mrc/legal/ ---PAGE BREAK--- Code of Virginia § 8.01-225.02 • MRC volunteers who are health care providers may enjoy certain liability protection during declared disasters when: o A state or local emergency has been or is subsequently declared in response to such disaster, and o The emergency and subsequent conditions caused a lack of resources, attributable to the disaster, rendering the health care provider unable to provide the level or manner of care that otherwise would have been required in the absence of the emergency and which resulted in the injury or wrongful death at issue Virginia Code § § 8.01- 225 et seq., the “Good Samaritan Act” • MRC volunteers (and others) should be immune from liability for harm caused when providing emergency care to ill or injured persons at the scene of an accident, fire or any life- threatening emergency Code of Virginia § 8.01-225.01 • MRC volunteers may enjoy protections from liability in cases where a provider is alleged to have abandoned his own patients while helping out in a declared emergency Legal Liability of Volunteers ---PAGE BREAK--- Code of Virginia § 44-146.23 • MRC volunteers when deployed “should be immune from liability for negligence caused when providing medical and health services” • Additionally, during an emergency, those MRC volunteers “who are licensed or certified to render health care services should receive immunity from negligence when they gratuitously render aid using their skills” Code of Virginia § 2.2-3600 et seq., (State Government Volunteers Act) • MRC volunteers may enjoy the protection of the Commonwealth’s sovereign immunity Code of Virginia § 8.01-225.01 • MRC volunteers may enjoy protections from liability in cases where a provider is alleged to have abandoned his own patients while helping out in a declared emergency Legal Liability of Volunteers, Cont’d ---PAGE BREAK--- Worker’s Compensation • As volunteers are not paid employees, they are not eligible for any worker’s compensation benefits. We take safety seriously; if you spot unsafe conditions or situations, please alert your supervisor immediately. • As a volunteer, you have the right to refuse to serve in unsafe conditions. • Coverage could be provided if: o A locality decided to provide MRC workers compensation after adoption of a resolution pursuant to VA. Code § 65.2-101 (This would apply only to MRCs acting in the same locality as the local government. This is not the case currently in Loudoun.) o MRC is responding to a VDEM (Virginia Dept. of Emergency Management) request for assistance. MRC may then be deemed employees of VDEM for purposes of the Virginia Workers Compensation Act and could be eligible for Workers Compensation. ---PAGE BREAK--- Activation When the Loudoun MRC requires your assistance, you will be organized through the Virginia Volunteer Health System (VVHS). When you deploy: - Make sure you complete training needed for the role or team to which you are assigned. - Wear your polo, ID badge and closed toe shoes. - If your availability changes, let your coordinator know as soon as possible to adjust and fill the gap. Please do NOT respond to any emergency unless requested and officially deployed by the MRC. If you do not receive deployment instructions, you have not been officially deployed. ---PAGE BREAK--- Virginia Volunteer Health System (VVHS) 101 ---PAGE BREAK--- About VVHS • Web based information, alerting and credentialing system. Managed by MRC Coordinators, Emergency Coordinators and MRC Administrators • Allows members to maintain and update their own data to ensure its accuracy • Stores professional license/certification information (and driver’s license number) • Verifies professional license/certification • Contains an alerting system capable of contacting you by voice, text messages and email. This is how you will be notified if your help is needed! ---PAGE BREAK--- VVHS 101 - Communications Tips Save @loudoun.gov, @vdh.virginia.gov, @vamrc.org to your contacts as VVHS Alerts which will notify your email provider you would like to receive these emails. If you find an alert email in your SPAM or JUNK folder, with most email providers, you can click "Not Spam/Junk" and this should change the delivery location of these emails. If you answer the phone, you can choose 1 for available and 2 for unavailable. You can NOT respond availability via text, so please be sure to check your email. You will always receive VVHS MRC phone messages from the same phone #[PHONE REDACTED]. We highly recommend you save this number to your contacts! ---PAGE BREAK--- VVHS Alert Classifications • Communication: to share information • Awareness: to inform about public health information • Readiness: to notify about an upcoming exercise or system test • Training: to determine activity interest (without dates/ times) • Activation: to organize for a specific activity • Deactivation: to cancel a specific activity • Emergency: to communicate a public health emergency • Exercise: to test communication and response ---PAGE BREAK--- • There will be four quarterly alerts sent out via VVHS that will look like this email • You are required to respond to at least two to remain in good standing with Loudoun MRC Quarterly Exercise Alert ---PAGE BREAK--- Responding to an Alert • What does it mean to be “available”? Are you: o Qualified? o Personally, physically, & emotionally READY? o Can make the commitment? o Understand nature of the request? o Best practice standards and within your training and expertise? • Remember: It’s OK to Say NO! ---PAGE BREAK--- How to Get Help in VVHS Enter your User ID and Password here If you don’t remember your credentials, click on Forgot Username or Password? or click on the Contact Us Link to email the admin team for troubleshooting help! ---PAGE BREAK--- VVHS Dashboard - Help • The Help section is as simple as it sounds! Here you can: o Find Frequently Asked Questions o Verify your Email Address o Request Alerts Help o Request a TRAIN Username and, o Request Help Adding your FEMA ID to TRAIN • When in doubt, contact [EMAIL REDACTED] or [EMAIL REDACTED] for help. ---PAGE BREAK--- Profile Pictures Dos and Don’ts ---PAGE BREAK--- Uploading Certificates • Recently completed training, whether through TRAIN Virginia or another system, we’d love to hear about it. • Add certificates in the Training Tab. Click on the Edit button in the Training Certificates section. • Select File and browse for the proof of completion in your computer, then click save. ---PAGE BREAK--- Training ---PAGE BREAK--- TRAIN VA 101 ---PAGE BREAK--- About TRAIN VA TRAIN VA is a learning management system designed to improve workforce competencies and to provide access to Virginia and national educational sources Pursue the training needed to be confident in the subject Take training that interests you Complete training plans for speciality teams CEUs are provided for some courses TRAIN Pro Tip – take VDH: TRAIN Basics for MRC Volunteers ---PAGE BREAK--- • When you sign up for VVHS, an account is automatically set up for you in TRAIN VA. • To log in to your new account, go to - Click on “Can’t log in? • Please do not set up a new account- click on “Can’t log on” to retrieve your log in info. • If you already have a TRAIN account from another state, please contact your MRC Coordinator to ensure that account is linked to your VVHS profile. TRAIN VA Credentials ---PAGE BREAK--- LMRC Training All MRC members have been set up with a TRAIN Virginia account, so do not set up new account. • Required o VDH: HIPAA Training for MRC Volunteers (TRAIN VA ID# 1124009) o FEMA- IS-13: EMI Conduct & Behavior (TRAIN VA ID# 1124157) • Recommended o IS-100.C: Introduction to the Incident Command System (TRAIN VA ID#1078825) o IS-700.B: An Introduction to the National Incident Management System (TRAIN VA ID# 1078831) o Disaster Behavioral Health Overview – (TRAIN VA ID# 1021342) o IS-200.C: Basic Incident Command System for Initial Response (TRAIN VA ID#1084004) o IS-800.D: National Response Framework, An Introduction (TRAIN VA ID#1091330) o IS-909 - Community Preparedness: Implementing Simple Activities for Everyone (TRAIN VA ID#1031352) o IS-242 Effective Communication (TRAIN VA ID#1111158) • Additional o VDH: VDH’s Role in Emergency Response – (TRAIN VA ID# 1018305) o VDH: Cultural Sensitivity Considerations in Emergency Preparedness and Response – (TRAIN VA ID# 1057588) o VDH: MRC – Assisting Individuals with Access and Functional Needs – (TRAIN VA ID# 1104164) o VDH: TRAIN Basics for MRC Volunteers – (TRAIN VA ID#1105346) Remember to submit/save all completion certificates to VVHS ---PAGE BREAK--- Other Trainings Available • Epi Strike Team Orientation • Epi Strike Team Call Center Basics • CPR, First Aid and AED • POD Command General Staff Training • REVIVE! Opioid Lay Rescuer Training • Until Help Arrives ---PAGE BREAK--- Incident Command (IC) Crash Course • National Incident Management System (NIMS) ICS-700 • Incident Command System (ICS) ICS-100 ---PAGE BREAK--- National Incident Management System (NIMS) • “NIMS provides a consistent, nationwide approach for Federal, State, local, and tribal governments so that they may work together effectively in order to prepare for, prevent, respond to, and recover from domestic incidents, regardless of cause, size, and/or complexity…” • NIMS is: o Flexible to enable all responding organizations to work together o Standardized to improve overall response and interoperability ---PAGE BREAK--- • Proven incident management system that is based on organizational best practices • Interdisciplinary and organizationally flexible • Appropriate for all types/sizes of incidents • Allow personnel from a variety of agencies to meld rapidly into a common management structure • ICS is designed to: o Be cost effective by avoiding duplication of efforts o ICS has been tested in more than 30 years of emergency and non- emergency applications, by all levels of government and in the private sector Incident Command System (ICS) ---PAGE BREAK--- • Common terminology • Essential to ensuring efficient and clear communications • “Clear text” communication without the use of specific codes or jargon • Organizational resources • Organizational facilities • Use of standardized position titles • Reliance on an Incident Action Plan • Integrated communications • Accountability ICS Features ---PAGE BREAK--- • From 3 to 7 reporting elements per supervisor • 5 reporting elements per supervisor is optimum • Each person reports to only one supervisor Span Of Control ---PAGE BREAK--- Five Major Management Functions of ICS Incident Command Operations Section Planning Section Logistics Section Finance Administration Section Want to know more about ICS? Here is an introduction/ refresher course: VDH: ICS in a Nutshell (TRAIN Course ID# 1116513) ---PAGE BREAK--- Next Steps • Take the Orientation Post-Test (open book) found here • Complete required training o VDH: HIPAA Training for MRC Volunteers (TRAIN VA ID# 1124009) o FEMA- IS-13: EMI Conduct & Behavior (TRAIN VA ID# 1124157) • Submit a Background Investigation Form (SP-167) that will be emailed to you • Familiarize yourself with our Member Handbook found here Feel free to contact us with any questions, we look forward to meeting you. Thank you for helping keep our community safe! ---PAGE BREAK--- Helpful Information Links: Reserve-Corps Page Physical Address: Loudoun County Health Department Elizabeth Thurman, MRC Coordinator Aida Seidou, MRC Volunteer Management Specialist 45201 Research Pl. Suite 130 Ashburn, VA 20147 Hours: 9am – 5pm Monday through Friday or by Appointment Emails: [EMAIL REDACTED] [EMAIL REDACTED] [EMAIL REDACTED] [EMAIL REDACTED]