Leon Spns 2019

Special Needs
Shelter (SpNS) Plan
June 2019 Version 2.6

THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK FOR DOUBLE-SIDED PRINTING.
DOH-Leon Special Needs Page 2 of 48 June 2019

Shelter Plan v 2.6
I. INTRODUCTION
The Florida Department of Health in Leon County (DOH-Leon) Special Needs Shelter Plan
(SpNS) documents DOH-Leon’s approach to managing a shelter for persons with special
medical needs. The plan outlines roles and responsibilities within DOH-Leon necessary to
establish a shelter capable of providing refuge to individuals who require the supervision of a
health care professional or are medically dependent on an electrically powered device during
the time of a disaster or emergency.
The implementation of this SpNS Plan requires extensive communication, collaboration,

coordination and cooperation between DOH-Leon, Leon County Emergency Management
(LCEM) and Emergency Support Function 8 (ESF 8), Public Health and Medical. This plan
incorporates the National Incident Management System (NIMS) principles and the Incident
Command System (ICS) in all response activities.
Who May Activate the Plan?
The authority to call this plan into action rests with the following individuals at DOH-Leon.
DOH-Leon Health Officer
DOH-Leon Program Administrator
DOH-Leon Environmental Manager
A. Signatures
The DOH-Leon SpNS Plan has been reviewed by the DOH-Leon Health
Officer, Program Administrator, Medical Director, and Environmental Health
Manager.
Questions and comments regarding this document should be directed to DOH-

Leon.
The DOH-Leon Emergency Operations Plan (EOP) is the base plan for all
response activities for DOH-Leon. This SpNS Plan is an annex to the EOP, and
the authorizing signatures in the EOP are authorizing signatures for this plan.

Shelter Plan v 2.6
B. Record of Changes
The DOH-Leon SpNS Plan will be reviewed and updated on an annual basis. If
it is determined that a corrective action is suggested by information learned
during a discussion-based or operations-based exercise or response to a
public health emergency, the plan will be amended prior to the annual review,
directly following recommendations made in the after-action report from the
exercise or incident.
Change Made
Date of Change Type of Change Made Version
By/Initials
Annual Review and 2.2
December 2014 Preparedness / GS Signatures
Annual Review and 2.2
December 2015 Preparedness / GS Signatures
Added verbiage necessary for 2.3
March 2016 Preparedness / GS PPHR
2.4
January 2018 Preparedness / IB Annual Review and updates
November 2018 Preparedness / IB Annual Review and Updates 2.5
Added and updated Job 2.6
Action Sheets and Org charts,
June 2019 Preparedness / EF Annual Review and Updates
C. Record of Distribution
Copies of the plan will be distributed to the following:

DOH-Leon Department Health Officer
DOH-Leon Program Administrator
Leon County Emergency Management
Franklin County Health Department
Franklin County Emergency Management
Jefferson County Health Department
Jefferson County Emergency Management
Taylor County Health Department
Taylor County Emergency Management
Wakulla County Health Departments
Wakulla County Emergency Management
An electronic copy of the plan will be available on the DOH-Leon Sharepoint for
all employees to access.

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D. TABLE OF CONTENTS
Contents
I. INTRODUCTION .......................................................................................................3
A. Signatures .................................................................................................................3
B. Record of Changes....................................................................................................4
C. Record of Distribution ................................................................................................4
D. TABLE OF CONTENTS ............................................................................................5
II. PURPOSE, SCOPE, SITUATION AND ASSUMPTIONS ..........................................6
A. Purpose .....................................................................................................................6
B. Scope ........................................................................................................................6
C. Situation Overview.....................................................................................................6
D. Planning Assumptions ...............................................................................................6
III. Concept of Operations ............................................................................................7
A. Special Needs Shelter Definition ...............................................................................7
B. Identification of Residents Requiring Special Needs Shelter......................................7
C. Location of the Leon County Special Needs Shelter ..................................................7
IV. TRANSPORTATION .................................................................................................7
V. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES ..............................8
A. Shelter Staffing ..........................................................................................................8
B. Execution of Operations ............................................................................................8
C. Organization ............................................................................................................ 12
D. Registration Protocol ............................................................................................... 12
E. Supplies and Services ............................................................................................. 12
F. PLAN DEVELOPMENT AND MAINTENANCE ........................................................ 13
1. Overview.................................................................................................................. 13
2. SpNS Testing, Training and Exercises ..................................................................... 13
VI. AUTHORITIES AND REFERENCES ...................................................................... 13
IX ACRONYMS ........................................................................................................... 15
X. ATTACHMENTS ..................................................................................................... 16
B. Operational Areas ................................................................................................... 19
C. SpNS CLIENT SUPPLY LIST .................................................................................. 21
D. SpNS CAREGIVER SUPPLY LIST .......................................................................... 22
E. SpNS Responder Supply List .................................................................................. 23
F. SpNS – LEVELS OF CARE ..................................................................................... 24
G. Leon County SpNS Location ................................................................................... 25
H. SpNS TRAILER SUPPLY LIST................................................................................ 26
I. SpNS SUPPLY LIST- Medication ............................................................................ 27
J. Potential Oxygen Suppliers ..................................................................................... 28

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II. PURPOSE, SCOPE, SITUATION AND ASSUMPTIONS
A. Purpose
The SpNS Plan establishes policy and guidelines for establishing a Special
Needs Shelter (SpNS) in the event that an emergency or disaster in Leon or
surrounding counties displaces residents with special medical needs. This plan
establishes a program to ensure the department is able to perform the activities
and obtain the resources required to manage a SpNS.
B. Scope
This document applies to situations, as determined by the Leon County
Emergency Management (LCEM) and the DOH-Leon Health Officer or
designee, that require a SpNS be opened. The scope does not apply to short-
term emergencies, such as a short-term power outage, unless otherwise
agreed upon by LCEM and the DOH-Leon Health Officer or designee.
The plan addresses sheltering of vulnerable and at-risk residents based on
their access and functional needs. Placement in a special needs shelter or a
general population shelter will be determined based on the client needs during
pre-registration. If a client is not pre-registered determination will be made on
arrival. Clients not needing medical supervision will be referred to a general
population shelter. A general population shelter may or may not be located in a
nearby building of the same school where the SpNS is located. The American
Red Cross normally operates the general population shelters and will
coordinate with LCEM for the needs of clients with access or functional issues.
All staff are to become familiar with this plan to ensure effective and efficient
implementation of the department’s responsibilities and to establish a SpNS
capable of providing refuge to individuals who require the supervision of a
health care professional during the time of a disaster.
C. Situation Overview
Leon and surrounding counties are vulnerable to a number of natural and
human-made hazards including hurricanes, tornadoes, flooding, biological
hazards, etc. If any of these hazards or vulnerabilities triggers an emergency
response, DOH-Leon personnel will conform to LCEM direction. The decision
to implement the DOH-Leon SpNS plan will follow basic life safety and health
response covered by the DOH-Leon Emergency Operations Plan (EOP).
D. Planning Assumptions
The following assumptions serve as a basis of design for the plan’s concept of
operations and implementation procedures:
1. SpNS will be designated to care mainly for medically dependent (e.g.
home-bound) individuals who are not acutely ill.
2. Only individuals who require emergency admission and who are incapable
of evacuating the general area affected by the disaster will be transported
to Tallahassee Memorial Healthcare or Capital Regional Medical Center.

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3. Any individual received in the SpNS who has an emergency medical
condition will be redirected to the emergency room of one of the local
hospitals by the SpNS Medical Manager / Triage Nurse.
4. One of the most common factors affecting an employee’s willingness to
report for an incident assignment is personal and family preparedness and
safety. Responders are expected to have personal preparedness plans for
their families, loved ones and pets.
III. Concept of Operations
A. Special Needs Shelter Definition

Special Needs Shelters are defined as shelters that have auxiliary power and
are capable of receiving and providing refuge and medical supervision during a
disaster.
SpNSs are not hospitals. Medical care supervision is provided to evacuees to

the extent permitted by existing conditions.
B. Identification of Residents Requiring Special Needs Shelter

1. Throughout the year home health and community agencies will identify and
encourage medically eligible citizens to pre-register with the State Special
Needs Registry, which is maintained by the Florida Division of Emergency
Management (FDEM). People may complete the registration via the internet or
print out the completed form, and mail or fax completed form to their county
emergency management office. LCEM has access to the list of residents from
Leon County that have pre-registered.
2. Home Health and Community Agencies will provide their medically eligible
residents with the Client Supply List and the Caregiver Supply List.
3. DOH-Leon is responsible for and reviews the list of registrants, in order to
determine methods of transportation and destination of registrants of SpNS;
based on Section 252.355 Florida Statutes.
C. Location of the Leon County Special Needs Shelter
ADDRESS IS NOT FOR PUBLIC DISTRIBUTION
Florida State University School

3000 Schoolhouse Road
Tallahassee FL, 32311
850.245.3700
IV. TRANSPORTATION
A. Services Provided
1. Leon County Emergency Management, in coordination with Emergency
Medical System (EMS) and StarMetro transit system, provide transportation to

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and from the SpNS location for clients in Leon County as needed. Big Bend
Transit will be used for clients in surrounding counties.
2. During a mandatory evacuation, LCEM will, by phone, attempt to make contact
with each Special Needs Registry client to inform them about the opening of a
SpNS and offer transportation assistance to the designated shelter location.
3. After it has been determined that SpNS clients may safely return to their
residents, or an alternate facility has been identified for the client, LCEM will
coordinate with StarMetro for transportation to the appropriate location.
V. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES

The opening and closing of a SpNS will be established by LCEM and DOH-Leon. Staff
initially will be provided by DOH-Leon, and then augmented as needed by Children’s
Medical Services, staff from DOH-Jefferson, DOH-Franklin, DOH-Wakulla, and DOH-
Taylor and other non-impacted county health departments.
A. Shelter Staffing
1. Agencies cooperating in staffing the SpNS shall schedule staff to ensure 24-
hour operation for the period that the facility remains open.
2. Staff configurations may include:
Physicians, Medical Manager, a Registered Nurse, Staff Nurses, Nurse Aides,
Environmental Health Specialists, Social Workers, Nutritionist, Clerical and
other general support staff.
3. A ratio of one (1) direct service staff (of varied skill levels) to no more than eight
(8) clients is recommended. Anticipated shelter census is 150 clients.
4. The Medical Manager will coordinate with the DOH-Leon’s Shelter Manager
and Shelter Director when extra personnel are required. Every effort will be
made to not exceed the recommended ratio of clients to direct support staff. If
there is not additional staff available through DOH-Leon, augmentation staff will
be requested via the County ESF 8, Health and Medical, desk at the Leon
County Emergency Operations Center (EOC) to State ESF 8, Public Health
and Medical, at the State Emergency Operations Center.
B. Execution of Operations
1. In most cases, there will be discussion between LCEM and DOH-Leon
managers when there may be a need to open the SpNS, however there will be
times when a no-notice incident occurs, requiring the immediate opening of the
SpNS. In either case, the LCEM Director will make the decision to open the
SpNS and then inform DOH-Leon of the decision
2. The DOH-Leon staff will be notified by DOH-Leon managers, either via the
emergency notification system (Everbridge) or via phone tree, when a SpNS is
to be opened.
3. DOH-Leon staff will be notified of the following:
a. Location of the SpNS, when to report to the SpNS, and sign-in location at
the SpNS.

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b. Should contact via phone or Everbridge not be feasible; all staff members
will be responsible for contacting their immediate supervisor when SpNS
openings are broadcast by public media.
c. If staff members are unable to contact their immediate supervisor, they are
to contact their Division Director or designee by phone or email.
4. The DOH-Leon Medical Manager, Shelter Manager, and Shelter Director will
coordinate responsibilities of the staff.
5. Medical management for the SpNS is the responsibility of the Medical Director
of the DOH-Leon.
6. The SpNS Shelter Manager, Environmental Health Staff, Safety Officer, Shelter
Director and Facility Manager will conduct a walk-through (environmental
health and safety evaluations) of the facility and note any discrepancies,
including identification of barriers for individuals with access and functional
U
needs . Discrepancies will be noted on the SpNS Walk-Through form.

U
 Discrepancies found in the facility will either be immediately

addressed by the Facility Manager, if possible, or the County ESF8
desk at the EOC will be contacted and notified of the discrepancies.
7. The SpNS Mobilization team will place interior and exterior signs. Exterior signs
may include the following:
a. Entrance (several stand-alone signs)
b. Triage area
c. Shelter (with several directional arrows)
*Interior signs are the operational areas noted further below in this plan.
8. The SpNS Shelter Director, Shelter Manager, and Medical Manager maintain
contact with the County ESF 8 staff at the County EOC using the SpNS Shelter
phone, DOH-Leon issued phones, or personal cellular phones as primary
means of communication. If cellular service is disrupted, the SpNS should
make contact with the County EOC via the EMS, Law Enforcement Officer, or
land line phone at the SpNS.
9. Medication and Treatment:

All clients are to bring their medications with them to the SpNS. If any
medications require refrigeration, there will be a refrigerator available. The
Medical Manager will have available a limited quantity and type of medications,
though no narcotics, should a client forget their medication. If a client forgets to
bring his / her medications, all attempts will be made through the County ESF-8
desk to contact the clients’ pharmacy to obtain enough medications to last a
few days, depending upon the situation.
Medical treatment for clients will primarily be the responsibility of the caregiver,
however staff trained to the appropriate level (RN, ARNP, MD) will be available

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to assist with such activities as giving a shot, changing of bandages, etc., as
needed.
10. Alzheimer’s / Dementia Clients
a. Per Florida Statutes 381.0303(2)(b), at least one SpNS staff member is
to be “familiar with the needs of persons with Alzheimer’s disease.”
b. An area is to be set aside for Alzheimer’s / Dementia clients. The area
is to enable the clients to maintain their normal habits and routines to
the greatest extent possible.
c. A caregiver must remain with Alzheimer’s / Dementia client at all times.
d. Shelter staff may face some, if not all, of the following behavioral
challenges from an Alzheimer’s / Dementia client:
 Restlessness
 Increased confusion
 Pacing / Wandering (Escape)
 Hallucinations / Paranoia
 Agitation
 Combativeness
The Department of Health has created training presentations, which can be
delivered as Just-In-Time training to potential SpNS staff.
11. Referring of Clients
If at any time a client’s health exceeds the capabilities of care that can be
provided at the SpNS, the Medical Manager informs the Shelter Director, who
will contact the EMS by notifying the unit stationed at the SpNS or calling by
phone for medical response to advise of the need to transport the client to a
hospital. The Shelter Manager or Medical Manager will contact County ESF 8
at the County EOC and advise the personnel staffing the station that a client is
to be transferred to a hospital. The transfer, and pertinent information, will be
noted on the appropriate SpNS form.
If the weather is too bad to allow for transfer of the client to a hospital, the client
will continue to receive the best care available until the weather improves and a
transfer can occur.
If a client’s health improves to the point that the client is no longer in need of
the medical supervision provided at the SpNS, the client can be transferred to a
general population shelter. If the weather is too bad to transfer the client to a
general population shelter, then the client will remain in the SpNS until the
weather improves.
12. Food and Water
The Incident Command Staff will coordinate with the Logistics Unit member or
designee for the delivery of food, water, cups and utensils for clients and staff.
If a client has special dietary requirements, they are to bring their own food to
the shelter. If shelter clients forget to bring food conforming to their dietary
restrictions, arrangements will be made via the County ESF 8 staff at the
County EOC, for food to be delivered as soon as possible.

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The food will be prepared prior to arriving at the SpNS. The food will be
distributed by the SpNS staff.
If weather prevents the delivery of food and/or water to the SpNS staff may
prepare food left in the cafeteria of the SpNS.
13. Background Checks

In accordance with DOH Policy 60-5 Background Screening, a level 2
background screen is conducted at the time of hire and when contractual
agreements for personnel services are established. During a state of
emergency or public health emergency, the State Surgeon General can
suspend the requirements of DOHP 60-5 for the purposes of preparing for,
responding to, and mitigating any effect of the emergency. When the policy is
suspended, external personnel can be utilized without completing a background
check for the purposes of emergency response. The Security Officer is
responsible for completing just-in-time background screenings at the Special
Needs Shelter for DOH-Leon.
14. Client records

Client records are to be in a secured location, unless the record is in use.
DOH-Leon has a locking file chest for client records at the SpNS. The chest is
to remain in the Nurses Station area until demobilization of the SpNS. Once
demobilization has been announced, the Medical Manager or SpNS Shelter
Manager will release all shelter records to DOH-Leon Public Health
Preparedness Planner for review. The documents will then be stored in a
Records office for security.
DOH-Leon has a strict process for releasing of client records, which includes
completing a request form. Medical Records personnel will review the form for
accuracy and completeness. If there are any questions about the information
on the request form, the Medical Records personnel will contact the DOH
attorney assigned to DOH-Leon for recommendation.
15. Pet Shelter
The SpNS Pet Shelter will be operated by the Disaster Animal Response Team
(DART) in conjunction with Leon County Animal Control (Animal Control). All
service animals and family pets will be checked in using the DART registration
process.
 Service animals will be allowed to remain with the client inside the shelter.
All other pets shall remain in the Pet Shelter with exceptions to outside
walks and visitation.
 Small exotic animals will be accepted with proper housing. The owner will
be solely responsible for the care of any exotic animals while in the Pet
Shelter.
 Staff working in the SpNS are permitted to bring their pets to the Pet
Shelter during their shift. The pet must be removed from the shelter after
the shift.

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 Only Pet Owners will be allowed to enter the Pet Shelter, with exclusion to
shelter workers.
 The Pet Shelter will be closed nightly from 10:00 p.m. to 06:00 a.m. Clients
reporting to the shelter during these hours will be able to check-in new pets.
16. Demobilization
The Demobilization Process is documented in the Leon Demobilization
Standard Operating Procedure.
C. Organization
The SpNS will be managed using the Incident Command System (ICS). ICS
positions will be filled with DOH-Leon staff that are appropriately trained. The
SpNS ICS chart is attached to this plan. ICS Command Structure and Staff job
action sheets are attached to this plan.
Every responder at the SpNS will report to only one supervisor, which is a
concept called Unity of Command. This eliminates the potential for individuals
to receive conflicting orders from a variety of supervisors and improves
information flow and clarity.
D. Registration Protocol
All shelter clients will need to register, if not pre-registered. A medical
information form will also need to be completed if the client does not bring a
completed form to the shelter.
E. Supplies and Services

1. The Logistics Unit is responsible for all clerical and administrative supplies,
including any needed forms. The Logistics Unit will also request additional
resources, including oxygen via the County ESF 8 desk at the County EOC.
Once all local resources have been exhausted and with the approval of the
LCEM Director, Leon County ESF 8 will send a resource request via Web EOC
to the State ESF 8 staff at the State Emergency Operations Center (SEOC) for
fulfilling.
2. During the event or incident, when medications are needed at the SpNS, the
DOH-Leon Medical Director will see that the medications are obtained from the
coordinating pharmacy.
3. Supplies will be transported as follows:
a. Initial supplies will be picked up from the DOH-Leon facility on Municipal
Way and / or the Warehouse on Tharpe Street Tallahassee, and taken to
the SpNS by the Medical Manger, Shelter Manager or SpNS setup team.
b. Before the end of each shift the Shelter Manager will advise the County
ESF 8 desk at the EOC of needed resources.
16. Janitorial supplies, including toilet paper, paper towels and cleaning products,
and services will be provided by the school staff. However, DOH-Leon has a

Shelter Plan v 2.6
small supply of the necessary items on the supply trailer if the items run short
or out before being resupplied by the school staff.
17. The Logistics staff will be responsible for trash disposal, though all persons
staffing the shelter are expected to maintain cleanliness and pick up any
debris that should be disposed.
18. The client and caregiver is expected to bring their own linen (see Client Supply
List). If neither brings linen, then a resource request will be submitted to the
county ESF 8 desk for sourcing.
F. PLAN DEVELOPMENT AND MAINTENANCE
1. Overview
The DOH-Leon Preparedness Planner, in conjunction with the DOH-Leon

Health Center Administrator is responsible for coordinating timely, ongoing plan
updates and maintenance based upon exercises and actual incidents.
2. SpNS Testing, Training and Exercises

1. DOH-Leon has a comprehensive training and exercise program, the Multi-Year
Training and Exercise Plan (MYTEP), as recommended by the Homeland
Security Exercise Evaluation Program (HSEEP).
2. The following is a select list of methods to ensure the DOH-Leon SpNS Plan
and DOH-Leon unit guidelines are executable via a range of SpNS-related
activities from awareness announcements and presentations to full-scale
exercises:
a. Department’s New Colleague Onboarding (mandatory)
b. DOH-Leon New Colleague Orientation
c. Position-specific orientations (e.g., nurses, clerical staff)
d. Managers’ meetings
e. Additional training
A list and locations of available SpNS training can be provided upon request.
DOH Policy DOHP-180-1-15 Training Policy requires all staff to complete
specific ICS and Continuity of Operations courses.
4. The DOH-Leon County Preparedness Planner and the DOH-Leon
Administrator coordinates SpNS Workshops, Tabletops, Functional and Full-
Scale Exercises to ensure a fully operational SpNS plan.
5. Following an exercise or real-world incident, DOH-Leon uses HSEEP
standards for After Action Report / Improvement Plan (AAR / IP) reporting.
Lessons learned from the training and exercises, as well as real-world
incidents, are incorporated into the SpNS program and plan.
VI. AUTHORITIES AND REFERENCES

A. Florida Department of Health – Leon County Emergency Operations Plan (EOP).
B. Florida Statues Section 252.355 - Registry of persons with special needs; notice.

Shelter Plan v 2.6
C. Florida Statues Section 252.356 - Emergency and disaster planning provisions to
assist persons with disabilities or limitations.
D. Florida Statues Section 381.0303 - Special needs shelters.
E. Florida Administrative Code Chapter 64-3 - Special Needs Shelter.
F. Florida Department of Health Responder Management Standard Operating
Guidelines
G. DOH Policy 60-5 Background Screening
H. Licensure/Cerification Verification through the DOH Division of Medical Quality
Assurance

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IX ACRONYMS
A. ARC – American Red Cross
B. EM – Emergency Management
C. EMS – Emergency Medical Services
D. EOC – Emergency Operations Center
E. ESF – Emergency Support Function
F. DOH - FL Department of Health
G. DOH-Leon – Department of Health in Leon County
H. HSEEP – Homeland Security Exercise Evaluation Program
I. ICS – Incident Command System
J. LogU – Logistics Unit
K. MedM – Medical Manager
L. MYTEP - Multi-Year Training and Exercise Program
M. NIMS – National Incident Management system
N. PIO – Public Information Officer
O. RSpNSC – Regional Special Needs Shelter Coordinator
P. SNAPP – Special Needs Assistance Persons Program
Q. SOG – Standard Operating Guidelines
R. SpNS – Special Needs Shelter

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X. ATTACHMENTS
A. SpNS Incident Command Structure
B. Shelter Operational Area
C. Shelter Rules
D. Client Supply List
E. Caregiver Supply List
F. Personnel Supply List
G. SpNS Levels of Care
H. Leon County SpNS Location Map
I. SpNS Trailer Supply List
J. SpNS Medication Supply List
K. Shelter Job Action Sheets

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Incident Command System Structure for Hurricanes
Incident Commander
Holly Kirsch
Gail Stewart
Claudia Blackburn
PIO
Christopher Tittel Safety Officer
Joya McCarty
Dianne Daniels
Labake Ajayi Jake Armstrong
Thomas Risk
Logistics
Finance Operations
Abraham Bonamy Planning
Brice Kayiranga Eric Fey
Andrew Napier RoseAnn Scheck
Shakayla Wiggins Matthew Baker
Larissa Pryce Marcus West
Fanchelle Frye Abraham Bonamy
Robert King
Staffing Unit
Danielle Harris Mobilization / Demobilization Team
Tiia Williams

Shelter Plan v 2.6
Shelter Director
Public
Information
Officer
Safety Officer
Environmental
Health Specialist
Medical
Manager Shelter Manager
Wakulla, Franklin, Census

Triage Nurse Client Area Specialist
Control Nurse Taylor, Children's
Nurse
Medical Services Documentation
RNs Specialist Staff
Shelter Information
Transport / Client Area Control / Client Specialist
Specialist Clerical Staff
Meal Specialist Area Specialist
with RNs Client Sign-In
Facility
Specialist

Shelter Plan v 2.6
B. Operational Areas
The following operational areas are to be established:
1. Triage Assessment
2. Registration and Waiting Area (Sign-in and Sign-out)
3. Nurses Station
4. Client Care Area
5. Command Area (location for leadership to conduct briefings)
6. Inventory
7. Alzheimer’s and Dementia Area (location should be verbally identified by
shelter leadership even if no sign is posted)
8. Isolation and Quarantine area (location should be verbally identified by shelter
leadership even if no sign is posted)
9. Staff Only Area
10. General Information Area (location where information about the
emergency/disaster, shelter rules, etc., can be posted)
11. Food Service Area – if not at each bedside
12. Additional responder quarters

Shelter Plan v 2.6
SHELTER RULES
Special Needs Shelter Rules
1. A “person with special needs” means someone, who during periods of

evacuation or emergency requires sheltering assistance, due to physical
impairment, mental impairment, cognitive impairment, or sensory
disabilities (Florida Administrative Code, Chapter 64-3).
2. The client should be accompanied by one individual who is used to

providing care. This person will be expected to provide routine personal
care and to administer medication regularly taken by the client, calling on
the professional staff for assistance as necessary.
3. Once the NO TRAVEL order is declared, anyone presenting at the SpNS

must be admitted until the ALL CLEAR to travel is received
Basic Shelter Rules

1. SpNS clients and caretakers must complete registration forms.
2. One cot will be provided to SpNS clients.
3. Caretakers will be provided one cot if available.
4. Clients, caregivers and visitors are responsible for their personal
belongings and valuables. No secure storage is available.
5. Pets are provided an assigned area in the Pet Shelter. Pets are expected
to behave and be under control when outside of the Pet Shelter.
6. Courteous behavior toward staff and clients is expected at all times.
7. Disorderly conduct will be reported to security / law enforcement.
8. Children must be under the supervision of an adult at all times.
9. PROHIBITED ITEMS IN THE SHELTER: alcoholic beverages, illegal drugs,
firearms (with or without a concealed weapons permit)
10. Smoking is prohibited in AND around the shelter.
11. All staff, visitors, caregivers, volunteers and family members must sign in
and out of the shelter.

Shelter Plan v 2.6
C. SpNS CLIENT SUPPLY LIST
 Medical equipment
 Medical supplies, to last 72 hours
 Prescription drugs (original container with prescription label), to last 72 hours
 Extra set of clothes
 Sturdy shoes
 Rain coat / poncho / umbrella
 Extra pair of glasses / sunglasses
 Wash cloth and towels
 Toiletries
 Pillow / blanket / sleeping bag
 Sleep aids such as eye masks and ear plugs
 Games / books
 Emergency contacts with phone numbers and addresses (including insurance agent,
family members and physician)
 Photos of property (if photos are not in a safe deposit box or with a friend who will not
be impacted by the impending emergency or disaster)
 Radio, portable, battery operated
 Cellular telephone with charger
 Food and Water?
U Instructions
 Lock your house.

 Shut off or have someone else shut off water, gas and electricity.
 Take care of your animals. Reminder: Animals are not to be brought to the SpNS.
 Post a rainproof note of appreciable size telling others when you left and where you
are going.

Shelter Plan v 2.6
D. SpNS CAREGIVER SUPPLY LIST
 Prescription drugs (in original container with prescription label)

 Extra set of clothes
 Sturdy shoes
 Rain coat / poncho / umbrella
 Extra pair of glasses / sunglasses
 Flashlight
 Batteries
 Washcloth / bath towels
 Toiletries
 Pillow / blanket / sleeping bag
 Games / books
 Emergency contacts for the client with phone numbers and addresses (including
insurance agent, family members and physician).
 Photos of property (if photos are not in a safe deposit box or with a friend who will not
be impacted by the impending emergency or disaster)
 Radio; portable and battery operated
 Cellular Telephone with charger
 Food and Water for the first 72 hours
U Instructions
 Lock your house.

 Shut off or have someone else shut off water, gas and electricity.
 Take care of your animals. Reminder: Animals are not to be brought to the SpNS
(Service animals are permitted).
 Post a rainproof note of appreciable size telling others when you left and where you
are going.

Shelter Plan v 2.6
E. SpNS Responder Supply List
The following is a list of personal items which you should consider taking to the Special Needs
Shelter. A shift assignment will be made for 12 hours so some of the items might not be
needed, but if there is a no-travel order declared you may be forced to stay in the shelter for
an undetermined length of time. If that is the case, you may want to consider bringing the
items that would make you more comfortable.
 DOH / DOH-Leon photo identification.

 Watch
 Pen
 Flashlight, extra batteries
 Rain gear
 Cell phone (if you have one) and charger
 Book or other items, to help pass the time.
 Toiletries
 Extra clothes & shoes
 Blanket / pillow / sleeping bag
 Snack items
 Small amount of money
 Medication, for a minimum of 72 hours
Please wear your health department issued shirt if available.
U For nurses only : stethoscope

U
Items best left at home –
Jewelry
Purse
Wallet

Shelter Plan v 2.6
F. SpNS – LEVELS OF CARE
Level By Shelter Type
Condition American Red Cross Special Needs Medical
(ARC) Shelter Management
General Shelter (SpNS) Facility (Hospital or
Nursing Home)
Alzheimer’s Disease / Dementia Early Progressive Advanced / Total Care
Ambulation (walker, cane,  Assistance required Bedridden
crutches, wheelchair)
 Arthritis
 Osteoporosis
 Parkinson’s Disease
 Multiple Sclerosis
 Muscular Dystrophy
 Neuromuscular Disorders
Aphasia (difficulty communicating)  Combined with other
conditions
Cardiac abnormalities Stable Controlled Unstable
Contagious diseases or infection Consult with local CHD 

*MRSA
Dialysis  Combined with other
conditions
Diabetes/Hyperglycemia Insulin and diet Requires assistance
controlled
Eating and swallowing disorders  Require assistance /
Tube feeding
Ileostomy / Colostomy  Combined with other
conditions
Neurological Deficit  Incoherent/Total care
Psychosis Controlled Requires caregiver Uncontrolled
Respiratory  Oxygen Dependent Ventilator Dependent
 Asthma/Chronic
Obstructive Pulmonary
Disease (COPD)
 Emphysema
Seizures Controlled Medication assistance Uncontrolled
required
Sleep Apnea Not-mechanically Mechanically
dependent dependent
Wheelchair Transferable Mobile with minimal Wheelchair bound with
assistance complicating conditions
Wounds Uncomplicated Open draining wounds,
*MRSA dressing changes,
complicated treatments

Shelter Plan v 2.6
G. Leon County SpNS Location
3000 School House Road

Tallahassee, FL 32311
In the Gymnasium
Map DataMap data ©2014 Google
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Terms of Use
U U
Report a map error

Shelter Plan v 2.6
H. SpNS TRAILER SUPPLY LIST
Inventory Needed After Hurricane Michael
Quantity Quantity
Item (at opening of SpNS) Used
Alcohol Prep Pad 150
Alcohol, 70% Isopropyl 4
ARC Shelter Message Board 1
Bags, Biohazard, Red 25
Bags, Paper, Medium 44
Bags, Paper, Small 114
Bags, Plastic, Clear, 17" x 8" 100
Bandage, 1' x 3" 94
Bandage, Elastic (ACE-type), 3" 34
Bandage, Spot 50
Bandage, Stretch, 2" 2
Bandage, Stretch, 3" x 75" 36
Bandage, Triangular 43
Battery, 9-volt 1
Battery, C-Cell 4
Battery, Duracell, D-Cell 40
Bleach, 24 oz. 1
BP Cuff, Adult 1
BP Cuff, Child 2
BP System, Multi-Cuff 1
Cat Litter (for spills) 10 lbs.
Chair, Folding, Padded 5
Chux, Extra Thick 6
Chux, Regular 52
Clipboard, Wood 6
Cold Pack 7
Control of Communicable 7
Cots, Bariatric (for clients) 6

Cots, Regular (in green bags) 10
Cotton Tips 132
CPR Micromask 1
CPR Microshield 11
Cup, Plastic, 3 oz. 100
Decorating Icing, White, 4.25 oz. 1 tube
Diapers, Adult, Large 43
Diapers, Adult, Regular 96
Diapers, Adult, Small 12
Drape, Sheet 34
Dressing, Multi Trauma, 12" x 30" 3
Easel Pad 4
Extension Cord, Heavy Duty 1
Extension Cord, Medium Duty 6

Shelter Plan v 2.6
I. SpNS SUPPLY LIST- Medication
SpNs Medication Inventory August 23, 2018
Product | UOM | Strength | Form QTY
Humulin 70/30 2 vials

Humulin NPH 2 vials
Humulin REGULAR 2 vials
A & D Ointment 84Oz NDC# 0168-0035-04 EXP 06/2020 Purchased January 2018 1
(Acetaminophen) MAPAP Regular Strength 325 mg (50 tablets) NDC# 0904-1982-51 EXP
03/2020 1
Acetaminophen (Infants’ Silapap Drops) 80 mg per 0.8 ml NDC# 54838-145-30 0
Acetaminophen (Rugby) oral solution 160mg per 5ml (4 oz) NDC# 0536-0122-97 EXP
05/2019 1
Antacid Calcium (chewable)1000mg NDC#962950-11179 EXP 6/2019 (20 tablets) & 10/2019
(72 tablets) 2
Aspirin 81mg (36 tablets) NDC# 57896-911-36 EXP 01/2019 1
Benadryl (Banophen) 25mg (24 minitabs) NDC# 0904-5551-24 EXP 6/2020 1
Benadryl (Banophen) oral solution 12.5 mg per teaspoon (5 ml) 4 oz (NDC# 09041-22800
EXP 09/2019 1
Blood Glucose Test Strips: TrueTrack 0
Glucose Tablets 10 tablets per roll Purchased May 2011 NDC# 57565-90018 8
Glucose Tablets 50 tablets assorted flavors Purchased May 2011 NDC# 38396-0557-25 1
Ibuprofen tablets 200 mg (100 tablets) NDC# 57869-941-01 EXP 01/2019 1
Kaopectate MAX 8 oz NDC#41167-7449-02 EXP 10/2020 1
(Ventolin HFA) Albuterol Inhaler 18 g NDC# 0173-0682-20 EXP 03/2019 4
Emergency Tray Kit: (count included in bulk inventory)

Epinephrine 1:100 1 mg per ml NDC# 0409-7241-01 EXP 03/2019 4
Diphenhydramine HCL 50 mg per ml NDC#0641-0376-25 EXP 06/2019 2

Shelter Plan v 2.6
J. Potential Oxygen Suppliers
(Primary provider) AIRGAS

Airgas USA, LLC
945 Yulee St., Tallahassee, FL 32304
Who is our Point of Contact?
T: 850-576-2192
F: 850-575-6250
Backup Options
Medical Oxygen
Desloge - Home Oxygen and Medical Equipment, Inc.
1611 Jaydell Circle, Tallahassee, FL 32308
General Phone: (850) 656-8900
American HomePatient - Oxygen Therapy Equipment

2432 North Monroe Street Suite 1, Tallahassee, FL 32303
Lincare - Oxygen Therapy Equipment

4770 Woodlane Circle, Tallahassee, FL 32303
Capital Medical and Surgical Inc - Hospital Equipment and Supplies

2744 Capital Circle Northeast, Tallahassee, FL 32308
Lifegas Industrial Air Supplier

2435 Springhill Road, Tallahassee, FL 32305
Home Respiratory Solution – Oxygen Therapy Equipment

19 Shadesville Road, Crawfordville, FL 32327
Welding Oxygen – Super Emergency backup

Gulf State Chem & Weld Supply
16834 SW 16th St., Blountstown, FL 32424
T: (850) 674-3511
F: (850) 674-3510
Point of Contact: Shep
**used by CRMC Gadsden Memorial Campus
nexAIR Welding Supply Store

4412 Production Court, Tallahassee, FL 32303
Jones Welding and Industrial Supply 7000 West Tennessee Street, Tallahassee, FL 32304

Shelter Plan v 2.6
K. Job Action Sheets
Census Specialist
JOB ACTION SHEET
36T 16T36T
This position reports to the Shelter Manager.

16T
It is YOUR responsibility to:

36T 16T36T
 Sign In / Out on the Staff Line List

36T 16T36T
 Complete a Timesheet (give to Documentation Specialist)

36T 16T36T
 Review your Job Action Sheet and learn your responsibilities

36T 16T3 6T
 Maintain shelter safety by notifying safety officer of risks.

36T
 Know your shift manager

16T
 Wear color coordinated vest as a visible identifier.

16T
36T The Census Specialist is responsible for:
 Maintains a presence at the main entryway to the Special Needs Shelter with the Client
36T
Sign-In Specialist.
36T Tasks:
 Keep an accurate paper and digital copy of the shelter census in real-time, which includes
36T
the number of staff, Clients, number of oxygen dependent clients and number of
caregivers and family members at the shelter.
 Census = Staff + Clients + Caregivers + Family Members + Volunteers. Also, record the
36T
number of oxygen dependent.

 Shift rosters will be given to the Census Specialist, so they know how many staff are
present.
 Information comes from the Sign-In sheets. For example, if one new client shows up,
they sign in, then the census increases by one. If a client temporarily leaves the
shelter, they are still included in the Census count. Discharging a client, caregiver or
family member is the only way to remove them from the census.
 Send census data at least twice a day to the Emergency Operations Center and Shelter
Manager (usually around 8 am and 8 pm.) Be prepared to report this more frequently.
 Inform the Shelter Director, Shelter Manager and Medical Manager when we meet
capacity thresholds at 50% full, (30 Clients) 75% full, (45 Clients) and 100% full (60
Clients)
 Assist in discharge and demobilization planning.
 Pick up walkie-talkie from Inventory and communicate information as requested.

Shelter Plan v 2.6
36T Client Area Specialist
JOB ACTION SHEET
36T
16T This position is assigned by the Shelter Manager.

This position reports to the Client Area Nurse.
16T
36T It is YOUR responsibility to: 16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Client Area Specialist is responsible for:
Client care area and is assigned by the Shelter Manager to aid either Zone 1 (Beds 1-20)
36T
Zone 2 (Beds 21-40) or Zone 3 (41-60.)
36T Tasks: Assist with activities of daily living such as but not limited to:
 Walking
36T
 Getting on and off the cot

36T
 Trips to the bathroom

36T
 Drinking
36T
 Eating and Meal Delivery

36T
 Answering questions
36T
 Other assistance as needed

36T
 Refer all medical requests to the Client Area Nurse and all requests for information to the
36T
Information Desk.
 Provide a sense of normalcy and order to calm the Client.
36T
 Receive zone assignment from Medical Manager and assist in other zones as requested
by Client Area Nurses.
 The Client Area Specialist reports to the Client Area Nurse and may be asked to assist
36T
with other tasks by the Medical Manager, Shelter Manager, or Shelter Director.
 Do NOT attempt medical procedures.
36T

Shelter Plan v 2.6
36T Client Sign-In Specialist
JOB ACTION SHEET
36T 16T36T

16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Client Sign-In Specialist is responsible for:
36T Sign in of clients at the front desk in the main entryway to the Special Needs Shelter
Tasks:
36T
 Control entry and exit to the Special Needs Shelter by signing clients in and out when they
first enter the Special Needs Shelter.
 Refer all questions you cannot answer to the Information Desk.
36T
 Ask clients to take a number and sit in the waiting area until the Sign-In Specialist is ready
for them.
 Assist in directing clients, caregivers, volunteers, responders, and visitors to fill out the
36T
following forms:
 Sign-In Sheet (Everyone)
 Consent Form (Clients, Caregivers, Visitors)
 1 st Half of Medical Intake forms (Client)
P P
 Discharge Form (Client)
 Assist in final sign-out / demobilization process.

 Assist the Shelter Manager or Shelter Director as needed.

Shelter Plan v 2.6
36T Control Area Specialist
JOB ACTION SHEET
36T 16T36T
This position is assigned by the Shelter Manager.

This position reports to the Control Nurse to receive assignments.
16T
36T It is YOUR responsibility to:

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Control Area Specialist is responsible for:
 Assist the Client in moving their possessions from the front entrance to their cot.
36T Tasks: Control Specialist
 After the Control Nurse assigns a cot, move the Client’s possessions to the Client’s cot
36T
after the Shelter Transport Specialist moves the possessions to the front desk.
 Assist Control Nurse with tasks as requested.
 Move cots and possessions to allow enough room to walk through each aisle.
 After Intake phase, the Control Specialist transitions into a Client Area Specialist, who
aides Client Area Nurses in activities of daily life such as helping Clients walk to the
bathroom and assisting Clients as needed.
36T Tasks: Client Area Specialist
 See Client Area Specialist Job Action Sheet.

Shelter Plan v 2.6
Documentation Specialist
JOB ACTION SHEET
36T 16T36T

16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Documentation Specialist is responsible for:
36T Supply / Inventory Room
36T Tasks: Electronic Back-Up
 Keep organized digital records by scanning completed forms using a tablet or laptop and
a mobile scanner.
 Verify each form has been filled out correctly.
36T
 Scan and upload the forms included but not limited to:
36T
 Staff Sign-In Sheet

 Client Sign-In Sheet
 Consent Form
 Intake Form
 Discharge Form
 Completed Staff Time-Sheets
36T Tasks: Inventory Management
 Keep records of all incoming deliveries and outgoing supplies including packing slips,
36T 36T
receipts, invoices, etc.

 Control supplies and inform the Shelter Manager of the need to order supplies.
36T
 Record the following information:

 Which provider made the delivery?
 What item was delivered?
 How many of each item was delivered?
 Time and date each delivery was made?
 Labeling the incoming deliveries
 Use a CHD tablet / laptop computer to track inventory through Excel.

 Keep a lost-and-found box.
36T

Shelter Plan v 2.6
36T Environmental Health / Facility Specialist
JOB ACTION SHEET
36T 16T36T

16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Environmental Health / Facility Specialist is responsible for:
Create a safe environment inside and outside the shelter.
Tasks: Environmental Health

36T
 Environmental Health creates a safe shelter environment by:

 Monitor the indoor temperature of the shelter.
 Alert the Shelter Manager if the temperature exceeds seventy-five degrees.
 Make sure all indoor plumbing is operational and that the facility has functioning
bathrooms and showers.
 Test drinking water supply daily for the shelter (if the shelter is not using bottled
water.)
 Use food thermometers to test shelter food deliveries to ensure safe handling,
storage, temperature and reduce the risk for shelter wide foodborne illness.
Tasks: Facility Specialist
 Maintain, clean and breakdown of the Special Needs Shelter including bagging and
36T
removing trash.
 Maintain the following areas including but not limited to:
36T
 Triage Area 36T
 Client Sign-In 36T
 Staff-only areas
36T
 Client Care Areas

36T
 Inventory 36T
 Memory Care / Dementia Area

36T
 Notify Shelter Manager immediately of resource shortages.

36T
 Re-align cots to grid system as needed.

36T
 Use proper body ergonomics for lifting and lowering supplies.

 Breakdown of equipment and furniture restoring the shelter to its pre-storm condition and
36T
assisting with discharge if needed.


Shelter Plan v 2.6
Facility Specialist
JOB ACTION SHEET
36T 16T36T

16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Facility Specialist is responsible for:
Create a safe environment inside and outside the shelter.
Tasks: Facility Specialist
 Maintain, clean and breakdown of the Special Needs Shelter including bagging and
36T
removing trash.
 Maintain the following areas including but not limited to:
36T
 Triage Area 36T
 Client Sign-In 36T
 Staff-only areas
36T
 Client Care Areas

36T
 Inventory 36T
 Memory Care / Dementia Area

36T
 Notify Shelter Manager immediately of resource shortages.

36T
 Re-align cots to grid system as needed.

36T
 Use proper body ergonomics for lifting and lowering supplies.

 Breakdown of equipment and furniture restoring the shelter to its pre-storm condition and
36T
assisting with discharge if needed.


Shelter Plan v 2.6
Transport and Meal Specialist
JOB ACTION SHEET
36T 16T36T

16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Transport and Meal Specialist is responsible for:
 Maintain a presence outside the Special Needs Shelter and greeting Clients with the
36T
Triage Nurse / Specialist during Intake Phase.

 Following Intake Phase, one person remains outside to transport any additional people
inside.
36T Tasks: Shelter Transport
 Move the Clients possessions into the shelter by using wagons / transport aides and
36T
delivering the Client to the front desk.

 Tell individuals to remain in their cars until assessed.
36T
 Be aware that a No-Travel order will be issued by the Safety Officer or Shelter Director
36T
first, at which point everyone presenting at the shelter will be admitted.

 Pick up walkie-talkie from Inventory and communicate important information to Shelter
Manager, like many Clients arriving at the shelter at once.
36T Tasks: Meal Assistance
 Serves and cleans up meals, snacks, water, and posts visible meal schedules.
36T
 Clean and remove garbage from kitchen or food prep areas as needed.
36T
 It is entirely possible that during your shift, there will be no food to prepare to feed the
36T
shelter. During these times, this position will report to Shelter Manager for guidance.
 Notify Shelter Manager of any resources required to avoid future shortages.
36T

Shelter Plan v 2.6
36T Staff Information Specialist
JOB ACTION SHEET
36T 16T36T

16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Staff Information Specialist is responsible for:
 Maintain a presence at the front desk in the main entryway to the Special Needs Shelter
36T
and greeting clients.
36T Tasks: Staff Sign-In
 36T Record each arrival and departure of staff and volunteers on the Sign-In Sheet.
 36T Tell staff and volunteers to fill out the following forms upon entry and exit:
 Sign-In Sheet (Everyone)
 Consent Form (Everyone)
 Assist in discharge / demobilization process.

 Assist the Shelter Manager or Shelter Director as needed.
 Submit completed forms to the Electronic Back-Up Specialist, also at the front desk.
Tasks: Information Desk Specialist
 Serve as a liaison between the Client and the rest of the staff for information requests.
 Answer questions from clients.
 This requires understanding of all shelter procedures for operations such as:
 Discharge (must have power, Police will be sent to verify structure, so we
require an address)
 Tentative feeding schedule (posted on the wall)
 Exterior Conditions (damage, news updates, affected areas)
 Shelter Rules (posted on the wall)

Shelter Plan v 2.6
36T Mobilization / Demobilization Specialist
JOB ACTION SHEET
36T 16T36T
This position reports to the Shelter Director.

16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Mobilization / Demobilization Specialist is responsible for:
 Transpor equipment and supplies to the shelter to prepare for operations, setting up
36T
functional areas of the shelter.

 Follow Standard Demobilization Operating Procedures (1st keep responders safe, then
secure high value assets, finally securing single use assets)
36T Tasks: Mobilization
 Upon receiving Everbridge alert, the Mobilization Team will report to the designated
location at the specified time.
 Transfer supplies and equipment into the trailer from the warehouse.
 Move equipment from the trailer into the shelter.
 Set up functional areas listed by the Shelter Director
Tasks: Demobilization:
 Break down functional areas.

 Move equipment and supplies from the shelter into the trailer.
 Return facility to pre-shelter condition by cleaning, bagging and removing trash, etc.
 Transfer the equipment and supplies back into the warehouse.

Shelter Plan v 2.6
36T Client Area Nurse
JOB ACTION SHEET
36T 16T36T
This position reports to the Medical Manager.

This position assigns the Client Area Specialist.
16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T
 Know your shift manager.

16T

16T
36T The Client Area Nurse is responsible for:
 Client Care Area, either assigned to Zone 1 (Beds 1-20) Zone 2 (Beds 21-40) or Zone 3
36T
(Beds 41-60) by the Medical Manager
36T Tasks:
 Assess the physical condition of the Clients

36T
 Direct both Control and Client Area Specialist where to assist with activities of daily life.
36T
 Monitor oxygen dependent Clients and report any anticipated oxygen shortfalls.
 Assist with Client medication administration and record on Medication Log
 Update the Client’s medical update form with medical activities.
 Notify the Medical Manager of any acute changes in Client condition.
 Inform Medical Manager of supply and equipment shortages immediately.
 Use established infection control procedures.
 Monitor Clients for infectious disease.
 Assist with discharge and demobilization planning.
 NEVER perform a medical procedure outside the scope of your knowledge / license.
36T
 Maintain confidentiality of Clients’ medical information, especially verbally.


Shelter Plan v 2.6
36T Control Nurse
JOB ACTION SHEET
36T 16T36T

This position assigns the Control Specialist.
16T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Control Nurse is responsible for:
 36T Assign Clients to cots and completing the second half of Medical Intake forms.
36T Tasks: Control Nurse
 Guide Client through correctly completing medical forms for patient files.
 Assign Client to a cot within the grid system.
 Direct the Control Specialist to move Clients and their possessions to their assigned cot.
 After the Intake phase is complete, the Control Nurse will become a Client Area Nurse as
directed by the Medical Manager or Shelter Director.
36T Tasks: Client Area Nurse
 Assess the physical condition of the Clients

36T
 Direct both Control and Client Area Specialist where to assist with activities of daily life.
36T
 Monitor oxygen dependent Clients and report any anticipated oxygen shortfalls.
 Assist with Client medication administration and record on Medication Log
 Update the Client’s medical update form with medical activities.
 Notify the Medical Manager of any acute changes in Client condition.
 Inform Medical Manager of supply and equipment shortages immediately.
 Use established infection control procedures.
 Monitor Clients for infectious disease.
 Assist with discharge and demobilization planning.
 NEVER perform a medical procedure outside the scope of your knowledge / license.
36T
 Maintain confidentiality of Clients’ medical information, especially verbally.


Shelter Plan v 2.6
Triage Nurse / Specialist
JOB ACTION SHEET
36T 16T36T

16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T
 Maintain shelter safety by notifying safety officer of risks

36T

16T
 Know your limits! Be safe and ask supervisor for breaks as needed
16T
36T The Triage Nurse is responsible for:
 Maintain presence outside the Special Needs Shelter and greet clients during Intake
36T
phase. After the Intake phase, the Triage Nurse goes indoors to become a Client Area
Nurse.
Tasks:
36T
 STOP individuals from exiting their cars until triaged by asking:

36T 36T
 If they are O2 dependent?

 If they are electric dependent? (CPAP machines and electric wheelchairs
DO NOT COUNT)
 If the individual does not meet these criteria, the Triage Nurse:
 Asks them if there is a MEDICAL REASON why they are here?
 If they are not electric or oxygen dependent with no medical reason, we HIGHLY
recommend that they instead go to a General Population Shelter.
 We do not turn people away after the No Travel order! If someone arrives after
the No-Travel order, we must admit them.
 Refer Client to the Shelter Transport Specialist if they are appropriate for the shelter, who
transports the Client and caregiver to the Client Sign-In Specialist at the main entryway.
 Be aware that an All-Call order will be issued when it is no longer safe to remain outdoors.
36T
The No-Travel order and the All-Call order will be delivered by the Safety Officer.
 After the Intake Phase, there will no longer be a need for the Triage Nurse to be staffed by
a licensed nurse, and the Triage Nurse will report to the Medical Manager to become a
Client Area Nurse.
 Pick up walkie-talkie from Inventory and communicate information as requested, especially
during intake phase when we receive a large volume of Clients.

Shelter Plan v 2.6
36T Medical Manager
JOB ACTION SHEET
36T 16T36T

16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
The Medical Manager supervises the following positions:

 Triage Nurse:
 Control Nurse:
 Client Area Nurse:
Medical Managers are responsible for the following:

 Blood Glucose Monitoring Machines
 Assure 4
 Accu-Check Aviva
 Pulse Oximeter Model 300
 O2 Concentrator
 Medication Cart keys
36T The Medical Manager is a member of the Command Staff and is responsible for:
 Oversight of all medical services performed at the shelter.

 Triage of clients entering the shelter.
 Safety of medical staff.
 Conduct team meetings daily to brief all staff on relevant information from the previous
shift.
 Oversee the Client care areas.
 Inspect medical equipment for functionality.

 Notify Emergency Operations Center if more medical personnel, equipment, and supplies
are needed.
 Notify Shelter Manager of impending supply shortages.
 Verify that medical staff performs only those duties consistent with their level of expertise
and only according to their professional licensure.
 Supervise the health care delivery of the medical staff.
 Recommend medical staffing level adjustments to the Shelter Director.
 Evaluate shelter staff for signs of stress reaction and poor coping skills.
 Store and maintain all medical supplies and medications.
 Prepare orders for medications and supplies.
 Establish sanitation procedures and ensure utilization of Standard Precautions for clients.
 Monitor potential for infectious disease transmission.

Shelter Plan v 2.6
 Evaluate conditions of Clients, brief nursing staff on Client condition and recommend
transfer of care upon acute change of Client condition.
 Secure Client medical records.
 Assign Client Area Nurses to work either Zone 1 (Beds 1-20) Zone 2 (Beds 21-40) or Zone
3 (41-60)
 Verify that all equipment and keys are accounted for at the beginning and end of each shift
you supervise.

Shelter Plan v 2.6
36TSafety Officer
36TJOB ACTION SHEET16T36T
16T
36TIt is YOUR responsibility to:16T36T
 36TSign In / Out on the Staff Line List16T36T
 36TComplete a Timesheet (give to Documentation Specialist)16T36T
 36TReview your Job Action Sheet and learn your responsibilities16T36T
 36TMaintain shelter safety by notifying safety officer of risks.
 16TKnow your shift manager
 16TWear color coordinated vest as a visible identifier.
36TThe Safety Officer is a member of the Command Staff and is responsible for:
 Safety of all staff inside and outside the facility.
36TTasks:
 36TStop and/or prevent unsafe acts during incident operations.
 Contact the FSUS Police stationed on campus for criminal activity.
 Monitor electrical components utilized in the shelter to prevent overloads.
 Post shelter rules and signs inside and outside the facility noting hazards, directions
around the shelter, designated staff-only areas.
 Emphasize proper body ergonomics for lifting and lowering supplies.
 Prevent slips, trips and falls by removing any wet spots, trip hazards and obstructed
walkways.
 Call the Emergency Operations Center for all accidents resulting in personal injury or
damage to equipment.
 Communicate with staff and volunteers about known safety concerns.
 Know locations of all safety equipment like fire extinguishers and defibrillators.
 Know all entry and exit routes and designate a meeting point in case of evacuation.
 Inform ALL staff and Clients of the No-Travel order, starting outside with the Triage
Nurse and Shelter Transport outside the shelter, then working back to the inside of the
shelter.
 Keep everyone inside during an active storm until the All-Clear is given.
 Assist in the discharge and demobilization process.
 As a member of the Command Staff, during operations Safety Officer may be
designated as Deputy Shelter Director.

Shelter Plan v 2.6
Public Information Officer
JOB ACTION SHEET
36T 16T36T
This position reports to the EOC / ESF-8 Desk.

16T

16T36T

36T 16T36T

36T 16T36T

36T 16T3 6T

36T

16T

16T
36T The Public Information Officer is a member of the Command Staff and is responsible for:
 Determine the practicality of media visits and interviews, keeping the SpNS clients’
right to privacy (HIPAA) and operational needs in mind.
Tasks:
 Make sure staff know how to contact PIO anywhere in the SpNS if media arrives.
 Have media release forms on hand.
 Take calls from media: Determine what media wants, answer questions, set up visits,
arrange for interviews, etc.
 Update EOC on media requests as they are received.
 Intercept media arriving on site (expectedly or unexpectedly) and direct to waiting
room.
 Determine if a media outlet’s request is permissible and practical at any given time.
 Notify shelter manager and/or shift supervisor of media’s interests, especially if there’s
planned contact with staff and/or SpNS clients.
 Should media wish to interview/photograph staff member(s), seek staff member(s)
permission. Verbal permission is all that’s needed (i.e., no need for staff to sign media
release forms).
 Identify clients willing to be interviewed with nursing staff.
o If Clients are interviewed, make them sign a media release form.
 Escort media through the SpNS at all times.
 Be on hand during media interviews with staff and/or SpNS clients: Pay close attention
to the questions and answers, ensure photos of the shelter space are not taken and
end the interview if/when necessary (interviewee becomes uncomfortable, operational
needs arise, etc.).
 Should media wish to photograph or film a staff member or SpNS client, it’s important
that it be done outside of the facility (parking lot, breezeway, front gate, etc.) and away
from other SpNS clients.
 Escort media to the parking lot once business is finished.
 Log media contact in 214.
 Research media online for results of media contacts (articles, broadcast stories, etc.)
and share with SpNS staff and clients as needed and with EOC.

Shelter Plan v 2.6
Shelter Manager
JOB ACTION SHEET
36T

16T36T
 Sign In / Out on the Staff Line List

36T 16T36T
 Complete a Timesheet (give to Documentation Specialist)

36T 16T36T
 Review your Job Action Sheet and learn your responsibilities

36T 16T3 6T
 Maintain shelter safety by notifying safety officer of risks.

36T
 Know your shift manager

16T
 Wear color coordinated vest as a visible identifier.

16T
 The Shelter Manager is a member of the Command Staff and is responsible for:
36T
 All areas and shelter personnel inside the building.

36T
 Responsible for supervising and understanding the functions and duties of all non-
medical personnel including but not limited to:
 Census Specialist
 Client Area Specialist
 Client Sign-In Specialist
 Control Area Specialist
 Documentation Specialist
 Environmental Health
 Facility Specialist
 Transport / Meal Specialist
 Staff Information Specialist
 Coordinate with command team to establish shelter set-up

 Arrange feeding schedules ensuring all staff and clients have time to eat.
 Obtain briefings from involved parties (i.e. ESF-8, on-scene command staff, etc.)
 Conduct team meetings daily to brief all staff on relevant information from the previous
shift.
 Call the EOC/ESF-8 desk to request additional supplies, personnel and equipment as
needed.
 BEFORE ordering anything from the ESF-8 desk, consult the Shelter Director, Medical
Manager and Inventory Management Specialist to determine needs.
 Verify that Census Specialist has reported 50, 75 and 100% occupancy rates to the
Shelter Manager, and is reporting at LEAST twice daily to the Emergency Operations
Center.
 Review shelter staffing lists to make sure staff are showing up for their scheduled
shifts.
 Establish and implement deactivation priorities with Shelter Director and Medical
Manager.
 Assists in the discharge and demobilization process.
36T
 As a member of the Command Staff, during operations Shelter Manager may be

36T
designated as Deputy Shelter Director.


Shelter Plan v 2.6
36T Shelter Director
JOB ACTION SHEET
36T
This position reports to the Incident Commander / ESF-8 Desk.
 Sign In / Out on the Staff Line List

36T 16T36T
 Complete a Timesheet (give to Documentation Specialist)

36T 16T36T
 Review your Job Action Sheet and learn your responsibilities

36T 16T3 6T
 Maintain shelter safety by notifying safety officer of risks.

36T
 Know your shift manager

16T
 Wear color coordinated vest as a visible identifier.

16T
 The Shelter Director is a member of the Command Staff and is responsible for:
36T
36T All areas and shelter personnel inside and outside the building.
Tasks:
36T
This position is responsible for the safety and understanding the functions and duties of all
36T
personnel including but not limited to:

 Census Specialist
36T
 Client Area Specialist

36T
 Client Sign-In Specialist

36T
 Control Area Specialist

36T
 Documentation Specialist
 Environmental Health / Facility Specialist
36T
 Facility Specialist
 Transport / Meal Specialist
 Mobilization / Demobilization Team
36T
 Staff Information Specialist

36T
 Client Area Nurse

36T
 Control Nurse
36T
 Triage Nurse36T
 Medical Manager
36T
 Shelter Manager
36T
 Safety Officer
36T
 Public Information Officer
This position supervises:

 Medical Manager
 Shelter Manager
 Safety Officer
 Environmental Health
 Public Information Officer
 Conduct walkthrough of shelter with facility’s representative and document deficiencies.

 Responsible for set up of all functional areas including but not limited to:
 Triage area
 Intake area

Shelter Plan v 2.6
 Bed assignment area
 Client care area
 Nurses Station
 Staff rest area
 Inventory Management area
 Coordinate with command team to establish shelter set-up

 Notify ESF-8 when shelter is operational and of any unresolved deficiencies
 Obtain briefings from involved parties (i.e. ESF-8, on-scene command staff, etc.)
 Conduct command team strategy meetings as needed.
 Maintain the Special Needs Shelter Log (documenting pertinent SpNS information and
activities)
 Ensure all shelter reports are completed and forwarded to ESF-8.
 Keep an accurate Census count and report 50, 75 and 100% occupancy to ESF-8.
 Coordinates with ESF-8 for the placement of clients identified as needing a higher
level of care.
 Activate elements of the Incident Command System as appropriate.
 Ensure all staff have been assigned shifts (work/sleep.)
 Assess shelter situation.
 Establish and monitor site security.
 Determine information needs/approve information releases.
 Schedule and conduct briefing to ESF-8 desk and Deputy Shelter Manager (when
transferring command.)
 Approve requests for additional resources and release of resources.
 Approve the use of volunteers.
 Serve as the point of contact for all media, if PIO is not available.
 Ensure appropriate incident/accident reports are accomplished and witness
statements obtained for all accidents resulting in personal injury or damage to
equipment.
 Establish deactivation priorities and implement demobilization.
 Make sure each shift is staffed and reporting for duty.
 Pick up walkie-talkie from Inventory request information as needed.

Shelter Plan v 2.6

Leon Spns 2019

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Special Needs

Shelter (SpNS) Plan

June 2019 Version 2.6

DOH-Leon Special Needs Page 2 of 48 June 2019

The implementation of this SpNS Plan requires extensive communication, collaboration,

Who May Activate the Plan?

Questions and comments regarding this document should be directed to DOH-

DOH-Leon Special Needs Page 3 of 48 June 2019

Copies of the plan will be distributed to the following:

DOH-Leon Special Needs Page 4 of 48 June 2019

DOH-Leon Special Needs Page 5 of 48 June 2019

DOH-Leon Special Needs Page 6 of 48 June 2019

III. Concept of Operations

A. Special Needs Shelter Definition

SpNSs are not hospitals. Medical care supervision is provided to evacuees to

B. Identification of Residents Requiring Special Needs Shelter

C. Location of the Leon County Special Needs Shelter

ADDRESS IS NOT FOR PUBLIC DISTRIBUTION

Florida State University School

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V. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES

DOH-Leon Special Needs Page 8 of 48 June 2019

needs . Discrepancies will be noted on the SpNS Walk-Through form.

 Discrepancies found in the facility will either be immediately

9. Medication and Treatment:

DOH-Leon Special Needs Page 9 of 48 June 2019

DOH-Leon Special Needs Page 10 of 48 June 2019

13. Background Checks

14. Client records

15. Pet Shelter

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E. Supplies and Services

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F. PLAN DEVELOPMENT AND MAINTENANCE

The DOH-Leon Preparedness Planner, in conjunction with the DOH-Leon

2. SpNS Testing, Training and Exercises

VI. AUTHORITIES AND REFERENCES

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Wakulla, Franklin, Census

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1. A “person with special needs” means someone, who during periods of

2. The client should be accompanied by one individual who is used to

3. Once the NO TRAVEL order is declared, anyone presenting at the SpNS

Basic Shelter Rules

DOH-Leon Special Needs Page 20 of 48 June 2019

 Lock your house.

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 Prescription drugs (in original container with prescription label)

 Lock your house.

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 DOH / DOH-Leon photo identification.

Please wear your health department issued shirt if available.

U For nurses only : stethoscope

Items best left at home –

DOH-Leon Special Needs Page 23 of 48 June 2019

Contagious diseases or infection Consult with local CHD 

DOH-Leon Special Needs Page 24 of 48 June 2019

3000 School House Road