#
Clinician Login

Communication In Emergency Situations

 

EMERGENCY TELEPHONE NUMBERS

Chief Operating Officer

 

Don Whitney Cell: 1 613 720 6083
Director, Clinical Programs

Darlene Amirault Work: 613 542 8739 ext. 223

Cell: 613 329 1472

 

Occupational Health and Safety

Darlene Amirault 613 542 8739 ext. 223

Sherri McCabe 613 542 8739 ext. 312

Colleen Seaman 613 542 8739 ext. 222

 

Fire Warden

Sarah Jaquest 613 542 8739 ext. 224

 

First Aiders

Sarah Jaquest 613 542 8739 ext. 224

Colleen Seaman 613 542 8739 ext. 222

 

INTRODUCTION

Kaymar Rehabilitation has an Emergency Management Plan that describes and directs its actions with respect to an emergency or disaster. This plan outlines the lines of responsibility, the methods of communication, the emergency actions, the process for assessment and revision, and the coordination with other partners. The Emergency Management Plan consists of four phases of emergency actions: preparation, response, recovery and review.

LINES OF RESPONSIBILITY

Because of the size of the company, Kaymar does not formally follow the Incident Management System with different people assigned the various roles for Command, Operations, Planning, Logistics and Finance and Administration. However, the framework within this Incident Management System has informed the structure of Kaymar’s Emergency Management Plan.                                                                                                                                                                                                                                    

The Director, Clinical Programs, of Kaymar Rehabilitation is responsible and accountable for all aspects of managing an emergency or disaster incident. She would be in communication with the Chief Executive Officer: together they would determine the need and extent of the Chief Executive Officer’s participation.

The Director would be assisted by one Administrative staff member. Depending on the type of emergency or disaster and the subsequent activities required by the rehabilitation professionals, the Administrative staff member would be the representative on the Joint Health and Safety Committee, the Referral Coordinator or the Human Resources Administrator.

If the size of the emergency or disaster is not easily handled by this complement, the Director would enlist the members of Kaymar’s Joint Health and Safety Committee to perform the necessary tasks.

This Emergency Management Plan aligns with that of the South East Community Care Access Centre with whom Kaymar is a contracted Service Provider.


METHODS OF COMMUNICATION

Kaymar’s Director, Clinical Programs, Darlene Amirault, is the key point of contact for the South East CCAC in the event of an emergency or disaster.

The names and contact information of Kaymar’s Chief Executive Officer, Don Whitney, and the Director have been given to the SECCAC for contact in the event of an afterhour’s emergency. Both people have 24/7 immediate access to their Kaymar Rehabilitation emails sent by the SECCAC regarding a heightened Indicator level.

Communication with the people working at Kaymar Rehabilitation either in the office or travelling to the homes of patients, will utilize a number of methods. During working hours, written memos or the voice messaging system will be used for disseminating information. Messaging that is time sensitive would be verbal contact from the Director for those in the office and through cell phone calls to the clinicians. The Administrative staff would assist with this messaging by cell phones following a script created by the Director. Those who work at Kaymar have been give direction to check three modes of communication – voicemail, email and the Kaymar website under the clinician login tab.

The dissemination of information after hours would occur at the initiation of the Director. This may entail a voicemail (with option to mark as ‘urgent’) through the company’s voicemail if there was not a time sensitivity to the message. If information needed to be transmitted immediately, the Director would activate Kaymar’s Emergency Fan Out list.

The Emergency Fan-Out List is comprised of the name of the Director, the Clinical Resources Manager, the three Administrative staff and those of each person who works at Kaymar for more than one and one half days per week. A separate list includes all others who work at Kaymar. Each person’s home and cell phone number are included so as to ensure ability to contact the staff in the event of power failures. The names are organized in columns with a designated caller heading each list. In the event of an emergency or disaster after hours, the Director would script a message and initiate the Emergency Fan Out Call by calling the seven people each heading a list of staff. Once these seven people have called their designated staff, they are to call the Director back with a summary of who was contacted directly, the nature of the messaging left for those not directly contacted and which clinician or Administrative staff is available and when. The message left for those not directly contacted will indicate the action for that person to take to acknowledge receipt of the information.

Each person working at Kaymar is given the most recent Emergency Fan-Out List. They are advised to keep it at home in a secure and private space (confidentiality for the contact information is important). It is revised at least once per year by the Administrative staff member on the Joint Health and Safety Committee but usually more frequently to align with staffing changes. It is put into action on a trial basis at least once per year in an evening timeframe.

CONTINUITY OF BUSINESS

In the event of an emergency at Kaymar, the Director would notify the SECCAC Administrative Assistant to the Senior Manager, Procurement and Service Contracts (ext 4272) and continue to keep the SECCAC apprised of the situation. In most cases, top priority will be given to continuing the business operations of providing therapy services as authorized and administrative support.

In the event of a widespread emergency, Kaymar will align its business with the needs of the SECCAC. Kaymar will focus its staffing on assisting the SECCAC to prevent hospital admission, facilitate hospital discharges and provide essential services to patients who have a specified ‘risk’ category. To that end it will focus its staffing priority resolving essential safety issues and patient needs on the active caseloads of clinicians. (This may entail ordering of equipment, treatment and communication with the SECCAC Care Coordinators). Kaymar will also respond with priority to the SECCAC regarding patients that they are concerned are at risk (new or existing active patients with Kaymar).

Kaymar will redeploy its staff according to the needs of the SECCAC. Occupational therapists and physiotherapists may be sent to emergency shelters to ensure seniors have the necessary equipment to ensure their safety in a new environment. Speech and Language Pathologists will give priority to patients with swallowing issues. Social Workers and Dieticians can be redeployed to counseling and coordination of services where needed and directed by the SECCAC.

Maintaining the ability to receive and accept referrals will be a priority as well as to provide SECCAC access to the Director for discussions and updates of service capabilities. All Administration staff is trained on all aspects of referral management.

KAYMAR'S EMERGENCY ACTION PLAN

Our Purpose
Our 40-member team of dedicated, multi-disciplinary professionals strives to support adults, families and children as they respond to the challenges of living, working and learning in their communities.
Contact Us

304 – 1471 John Counter Boulevard, Kingston, Ontario. K7M 8S8

Tel: (613) 542-8739
Fax: (613) 542-8468