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Continuity of Operations Plan (COOP)

Continuity of Operations Plan (COOP). Objectives. You will be able to: Describe COOP Identify Essential Functions Describe Order of Succession Recognize Vital Records and ways to Safeguard Records Explain Alternate Sites Describe Interoperable Communications. What is COOP?.

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Continuity of Operations Plan (COOP)

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  1. Continuity of Operations Plan (COOP)

  2. Objectives You will be able to: • Describe COOP • Identify Essential Functions • Describe Order of Succession • Recognize Vital Records and ways to Safeguard Records • Explain Alternate Sites • Describe Interoperable Communications

  3. What is COOP? The effort to assure that the capability exists to continue essential functions across a wide range of potential emergencies. Essentially, the process of maintaining the operation of business.

  4. Purpose of COOP • To ensure the continued operations of a facility and their essential functions. • To ensure the rapid response to any emergency situation requiring COOP plan implementation.

  5. What is an Essential Function? Essential functions are those functions that MUST be performed to achieve an facility’s mission.

  6. What is an Essential Function? Organizations must: • Determine what must be continued in all circumstances. • Consider those functions that cannot be interrupted.

  7. Essential Functions • Shelter • Food • Medical Care • Transportation

  8. Delegating of Authority Who will act on behalf of the facilities' head and key positions? • Establish rules and procedures • Have authority in place • Train employees

  9. Order of Succession Provisions to perform essential functions in the event those facility heads are unable to perform their essential duties.

  10. Order of Succession • Orders of succession are implemented when leadership is unable to perform essential functions. • Organizations must develop and maintain orders of succession to key positions.

  11. Order of Succession • Establish an order of succession to the position of facility head. • Establish orders of succession for all other key positions. • Identify limits on delegations of authority.

  12. Vital Records • Patient Records • Brief Medical Face Sheet • Staff Records • Address, phone numbers • Payroll

  13. Vital Records • Records or documents that would cause: • Disruption of operations and information flow; • Inconvenience; and • Replacement or recreation at a considerable expense. • Two types: • Emergency Operating Records • Legal and Financial Records

  14. Safeguarding Vital Records • Make sure you have electronic and hardcopies of your records. • Thumb drive • CDs • Paper copies • Internal and External email

  15. Safeguarding Vital Records • Maintenance • Accessing Information

  16. Safeguarding Vital Records • Identify the risks involved if vital records are retained at their current locations. • Expensive to recreate • Offsite storage.

  17. Alternative Sites • Three types of Alternate sites: • Hot Site: already has in place the necessary equipment, staff, food, and other supplies to conduct normal operations (this might be a sister-facility)-click the switch and go! • Warm Site: equipped with essential equipment, staff, food, and other supplies to conduct essential operations (other assisted living or nursing homes). • Cold Site: able to bring equipment, staff, food, and other supplies to conduct essential operations (lodging facilities).

  18. Interoperable Communications Communications that provide the capability to perform essential functions, until normal operations can be resumed.

  19. Interoperable Communications • Cell Phones • Land Lines • Radios • Laptops

  20. MOAs, MOUs, and Contracts • Memorandum of understanding (MOU) • Form of legal document • Not fully binding • Memorandum of Agreement (MOA) • Similar to MOU • Spells out terms and conditions • Contract • A promise • Exchange of value

  21. Training or More Information • FEMA • http://www.fema.gov/government/coop/index.shtm#2 • MEMA • http://www.mema.state.md.us/MEMA/content_page.jsp?TOPICID=eandt#

  22. Questions?

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