Situation Report

Executive Brief

1. Greatest concern throughout hospital is maintaining staffing levels throughout the night and being able to bring in additional staff for morning (given transit disruptions).

2. Inability to bring in additional staff for tomorrow’s shifts may impact ability to continue operations as usual and may result in cancellation of scheduled procedures/closures of certain units.

3. State of Emergency in effect, 15-16” have already fallen expect additional 5-8” before end of storm and wind gusts still up to 50 mph.

4. Major Transit disruptions on LIRR, Metro North, NJ Transit, MTA/Port Authority buses, Access-a-ride, and external subway lines.

Full Report

Current Conditions

Immediate Needs/ Priority Problems
1. Staffing proving to be greatest concern across hospital, but primarily in Tisch/Perelman and HJD, due to transit disruptions/travel ban making it challenging for staff to get into work.
2. Tisch/Perelman and HJD report operating at barebones staffing level and expressing concern about numbers of staff available and state of staff who are being required to stay on for additional shifts.
3. Staffing issues will increase if transit disruption/travel ban persist.
4. Based on staffing challenges, there is concern about the planned EPIC shutdown, which is supposed to be executed beginning at midnight 1/23/16.
5. Large numbers of staff/faculty/students remaining at medical center require emergency lodging (and in some areas emergency food) and procedure for providing emergency lodging is under-staffed.

Impacts to Facilities and/or Operations:
1. Tisch/Perelman and HJD report continuing most operations as usual, but expressing concern about ability to continue to do so.
2. HJD closed Immediate Care as of 4PM.
3. Tisch/Perelman closed down Team 4 in ER and may be able to close down 11E to use that staff.
4. Coble Hill & Lutheran continue to operate as usual with no reported closures.
5. Supply Chain reported concerns about staffing, but for time being able to continue. operations as usual with staffs volunteering to take on additional shifts.

Update on Incident/ Event
1. State of Emergency in effect for NYS.
2. 15-16” have already fallen expect additional 5-8” before end of storm and wind gusts still up to 50 mph.
3. LIRR, Metro North, NJ Transit, MTA/Port Authority Bus Service, Access-a-ride suspended as of 4PM.
4. Some MTA Subway lines with external portions have been interrupted/delayed.
5. Underground lines running with delays.
6. Complete travel ban on all NYC roads implemented at 2:30 PM in effect until further notice.

Response Obstacles/ Unmet Needs

Current Course of Action:
1. Asking available staff to cover additional shifts and rearranging shifts to ensure coverage of all shifts.
2. Shutting down/consolidating units where possible and shifting staff as required (e.g. Team 4 ER and possibly 11E).
3. Soliciting volunteers from the Medical School to placing them in units requiring additional support.
4. Asking staff members who are local to report to work asap.
5. Considering offering emergency transportation options for critical staff.

Outstanding Needs:
1. Additional staff members required to continue operations as usual for Tisch/Perelman and HJD into tomorrow.
2. Other areas likely to also require additional staff.

Analysis

Implications:
1. Staff members who were able to get to work have already taken on additional shifts at this point, and will not be able to continue covering all staffing gaps
2. If transit disruption persists:
o Staffing shortages in units will continue and may worsen as staff currently available need to rest.
o In addition to I-Care, other units might need to be closed/consolidated with others to ensure adequate staffing for critical units

Information Required
1. Need understanding of units that would be most heavily impacted by prolonged transit disruption, what units would be closed/consolidated first? What are the critical units across the enterprise that we want to keep open? Would we keep both Cobble Hill and Tisch/Perelman operative?
2. Plan for keeping critical units staffed and shortfalls in that plan?
3. Identify minimum staffing numbers to keep critical units operative;
4. Consider how volunteers/staff from Bellevue and/or VA can be used to sustain operations.
o Need for emergency lodging will continue and process for providing emergency lodging will need to be continuously staffed. Staffing for process will need to be increased to allow current staff to rest.
o Emergency transportation for critical staff may be required (need critical staff identified by area)
o Additional volunteers from Medical School may be required to fill in staffing gaps

Projections:
1. At this time, not certain when the transit will be restored and/or when travel ban will be lifted; however, will have more information at 10PM call when storm is close to end.
2. At this time, will be able to maintain current state of operations through the night, but will face additional staffing challenges beginning tomorrow morning if transit is nor resumed.

Executive Leadership Group Report
Priorities Owner

Significant Impacts
Key Challenges
Department Reports
Mission Area Summary
Hospital Operations Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Research Operations Status of Operations:

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SOM Operations Status of Operations:

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Priorities: Lead: Timeline:

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MCIT Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Communications & Marketing Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Supply Chain Management Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Human Resources Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Finance & Admin Status of Operations:

Impacts:

Priorities: Lead: Timeline:

Challenges:

Resource Requirements:

Key Information From Public Agencies

Distribution List

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