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Guide to writing a veterinary practice emergency/disaster plan

The best emergency/disaster plan (business continuity plan) is one that’s tailored to the individual needs of your practice. In developing a disaster plan, you should come away with a clear picture of your practice’s day-to-day operations, as well as available local resources and how to access them. You’ll also want to ensure that you have a business continuity plan inplace that enables you to keep treating patients, paying team members, and communicating with clients.

HOW TO USE THIS GUIDE

This guide is designed to help veterinary practice owners and managers make decisions toprepare your practice for a disaster or emergency. It includes space for you to add information related to your practice. By working through each section, you’ll develop an emergency plan for your practice.

As you go through this guide, if you find you aren’t ready to work on a particular section, set it aside and move on to the next one. You can return to the skipped section at any point. Remember, the planning process is just as important as putting plan details down on paper.

Developing an emergency program should be a collaborative effort, and emergency preparedness is an ongoing process and the plan is only a part of the entire program. It’s valuable to collect input from team members with varying roles and responsibilities. Make sure everyone knows and understands their role.

Your plan doesn’t need to be complex – or perfect. It’s a living document that should be reviewed, updated, and practiced regularly.

CONTACT INFORMATION

Practice or organization name

Practice plan author and email address

Document tracking

Version

Edits completed by

Date

Description of edit

RISKS

1. Risks to your practice What types of emergency events are likely to affect your practice?Select and rank these risks:

a. Manmade types

☐ Utility service disruption (electric, gas, water, sewer)

☐ Problems with heating, cooling & ventilation systems (HVAC)

☐ Fire

☐ Animal escape

☐ Disruption of access to facility (road closures)

☐ Vandalism/burglary

☐ Hazardous materials situation - Identify nearby highways, railroad tracks and facilities using or storing hazardous materials near your practice.

☐ Employee unavailability (illness, due to disaster, restricted access to practice)

☐ IT outage (computer, internet, phone service)

☐ Other:

Add additional information below:

Note: This field will expand as you enter information

b. Natural disaster types

☐ Flooding

☐ Earthquake

☐ Landslide/mudslide/avalanche or other geophysical disaster

☐ Hurricane

☐ Blizzard/ice storm

☐ Tornado

☐ Other severe storm

☐ Tsunami

☐ Wildfire

☐ Other:



2. Risks to people

What types of emergency events are likely to affect the people associated with your practice? Select and rank these risks:

☐ Practice staff

☐ Clients

☐ General public

☐ Other



3. Risks to property

What types of emergency events are likely to affect property associated with your practice? Select and rank these risks:

☐ Practice building

☐ Technical equipment (x-ray, ultrasound, dental equipment, lab equipment)

☐ Support Equipment (refrigerators, laundry machines, computers)

☐ Supplies (pharmaceuticals, merchandise, office equipment)

☐ Other:



4. Risks to recordsWhere are records kept? Who has access to them? Are there backup copies? How often are records backed up and where are these copies kept? Who is responsible for backing up data?

☐ Digital records (any information vulnerable to a computer virus or online hacking)

☐ Client files (credit card or other sensitive information)

☐ Employee records

☐ Vendor records

☐ Financial records

☐ Other:



5. Business services provided Your disaster sheltering and evacuation plan should include the species your practice cares for and the type of care provided. Include information for evacuating and transporting animals to alternative locations.

☐ Boarding (large animal/small animal)

☐ Hospitalization (daytime, overnight)

☐ Emergency and critical care

☐ Surgery

☐ Grooming

☐ Haul-in Service (large animal)

☐ Exotic animals

☐ Aquatic species

☐ Other:



6. Identify clients, patients, and team members

☐ Team members

☐ Patients in your care

☐ Agriculture animals (e.g., poultry, livestock)

☐ Working animals (e.g., police dogs, police and ranch horses)

☐ Athlete animals (e.g., racing dogs, competition horses)

☐ Assistance animals (e.g., seeing eye dogs, emotional support animals)

☐ Pets

☐ Wildlife

☐ Animal exhibit facilities (zoos, aquariums)

☐ Veterinary schools with teaching animals

☐ Auctions

☐ Barns

☐ Performing animals

☐ Other



GOALSAdd measurable goals and timeframes (e.g., Ensure the safety of all boarded animals within one hour of an emergency event).

1. Goals before an emergency (e.g., Hold emergency drill with all staff by December 31.)

Add Additional information below:


2. Goals during an emergency (e.g., Contact all clients of patients in your care within six hours of emergency event.)



3. Goals after an emergency (e.g., Resume normal operations within six months of an event.)



STATE AND LOCAL PREPAREDNESS AND RESPONSE RESOURCES

There may be emergency management resources available. Assess what is available in your community and build relationships and protocols that make sense for your practice.

1. Identify local emergency management agencies

Name of agency or organization

Phone number and after-hours number

Contact person name, phone number and email address

Sheriff / police department

Fire department

Other



2. Plans to meet with local emergency management officials

☐ I have not planned this, but I will by the beginning of next month

☐ On January 10 and July 10 each year

☐ Once every year

☐ Other:



3. Information to know about local emergency management How are businesses and the public notified of emergencies and evacuation orders (e.g., apps)? What triggers an evacuation order?



4. Information that emergency management should know about your practice Are there drugs or other items on the premises that may be a threat to public safety and/or a target for looters? Are there hazardous materials on-site (chemicals, radiation hazards, flammable materials, explosion hazards such as oxygen tanks, etc.)?



5. Being a resource to community disaster planning and response Does your staff have expertise in handling large or dangerous animals? Can you provide animal sheltering and/or veterinary care in a disaster event?



6. Local and/or state agencies with authority over issues affecting your practice Identify which area(s) each agency has jurisdiction over.

☐ County animal control

☐ City or town animal control

☐ County emergency management agency

☐ State emergency management agency

☐ State medical and veterinary licensing boards

☐ State department of agriculture

☐ Public health agency (local and state)

☐ State natural resources and wildlife agency

☐ Public safety

☐ Law enforcement

☐ Environmental and/or occupational health and safety

☐ Tribal authorities



7. Local organizations and groups involved in managing animals during a disaster

Identify organization names, contact information, and date of last updated information

☐ Animal-related, non-governmental organizations (animal rescue groups, animal shelters, animal welfare and humane organizations)

☐ Volunteer organizations

☐ Equine organizations

☐ Livestock organizations

☐ Animal control officers

☐ Pet stores and other retailers

☐ County and state animal response teams (CARTS/SARTS)

☐ State and local veterinary response organizations (VMRC, MRC, etc.)

☐ Private animal shelters

☐ Local first responders (law enforcement, fire control, search and rescue)

☐ Veterinarians and state or local veterinary medical associations

☐ Kennels

☐ Farm or ranch staff

☐ Pet groomers

☐ Breeder’s clubs



8. Identify sources of equipment and supplies that may be needed

Include names, contact information, account numbers, etc.

a. Animal response organizations (CARTS, SARTS)

b. Retailers

c. Animal shelters

d. Other veterinarians and animal hospitals

e. Animal or agriculture laboratory facilities

f. Zoos and animal sanctuaries

g. Boarding kennels

h. Farms

i. Veterinary medical and veterinary technology schools

j. Veterinary supply companies

k. Other



9. Community locations that may be used for an emergency animal shelter

List exact locations, contact info, memorandums of understanding

a. Schools

b. Hotels

c. Fairgrounds

d. Equine facilities

e. Racetracks and other large outdoor venues

f. Empty warehouses

g. Large parking lots

h. Farms and ranches



10. Finding emergency management information in your community

a. Apps

b. Television

c. Radio

d. Local ham radio clubs

e. Centrally located community bulletin boards

f. Churches

g. Community groups or networks

h. Reverse 9-1-1

i. Email or social media

j. Newspapers



11. Identify community mutual assistance programs

a. Neighboring cities and towns

b. Counties or states

c. Industry groups (animal feed industry, etc.)

d. Professional associations (Cattlemen’s Association, etc.)

e. Similar practice(s) that can host your animals in an emergency



BUSINESS INSURANCE FOR YOUR PRACTICE

1. Priorities to keep your business operating after a disaster What hazards do you want to be insured against? How will you pay team members and bills while repairs are being made?



2. Discussing priorities with your insurance agent/broker How recently have you discussed specific priorities with your insurance representative?



3. Insurance coverage needed for functions on your priority list Are writing paychecks and purchasing supplies an immediate need following an event? Will you need funds advanced?



4. Date of last insurance coverage review



5. Contact information for insurance agent and claims office



6. Insured business assets and their values What is the value of your insured assets? Do you know how to calculate value for insurance purposes? Does your insurance cover replacement cost or actual value? Do you know the difference between the two? Do you have proof of the assets (invoices, photos, video)?



7. After catastrophic loss Would you rebuild your practice or relocate?



8. Current inventory of equipment Include photos or videos, model numbers, serial numbers, etc. for all equipment.



9. Inventory of supplies and merchandise How often is this reviewed? Where is this information kept? Is it on-site or off-site?



10. Submitting an insurance claim Do you know how to submit a claim? Have you discussed with your insurance agent or broker how to prepare the best possible claim BEFORE an event happens?



ACHIEVING GOALS

1. Identify practice personnel and expectations

a. Who are the key practice personnel and what are expectations of them? (E.g. Practice Manager should send communications to clients; Bookkeeper should issue paychecks and pay bills.)

b. Are team members cross-trained in practice functions for redundancy?

c. Do you have emergency contact information for all employees?

Include an alternative phone number and email address. Where is this list kept and is it accessible outside of the office?



2. Create incident command system (ICS) Create a chart of responsibilities during an emergency.

a. Identify the chain of command

b. Train employees in their roles

c. Cross-train employees in roles outside their own



3. Identify clients

How will you contact them?

a. Clients with animals in your care

b. Clients needing time-sensitive follow-up

c. Clients with animals scheduled to be seen within one week of the disaster

d. Clients for whom you perform consulting services (research facility, petting zoo, etc.)

e. Other clients



4. Trigger the plan What triggers the plan? (e.g. when a flood warning is issued, if the power is interrupted for more than four hours, when the practice manager alerts all employees)

a. Who initiates the plan?

b. How is staff notified? (e.g., including if normal communication methods are not working)

c. Who gives the “all clear”?

d. Contact information for employees (who will they call to notify of their situation?)

5. Action plan

a. Identify top five essential functions for your practice Employee safety, patient safety, etc.

b. Achieve essential functions during a disruption

Redundancy in staff, perform functions remotely (e.g. issuing paychecks), reschedule appointments, etc.

c. Alternative locations, emergency kit and supplies Partner with a similar practice for mutual disaster assistance or secure alternative space to set up a temporary practice.

d. Evacuation destination for your practice employees e.g., Light pole in the front of the building, fire house down the street



6. Evacuation plan for your practice

a. Transport vehicle

b. Housing / caging

c. Veterinary care

d. Husbandry needs (food, water)

e. Environmental conditions (temperature, ventilation, lighting)

f. Staffing

g. Animal identification



7. Shelter-in-place instructions

a. Transportation equipment / caging

b. Veterinary care

c. Husbandry needs (food, water)

d. Environmental conditions (temperature, ventilation, lighting)

e. Staffing

f. Animal identification



8. Preparing your practice

a. Training

☐ New employee orientation

☐ Everyone’s responsibility is clear and information is shared

☐ Train existing employees

☐ Contract with a trainer

☐ Other:

b. Exercise

☐ Emergency drill schedule

☐ Document the drill, find and record gaps to address☒ Other:

c. Ongoing improvement

☐ Schedule to update lists of needs, resources, and contacts

☐ Schedule to review emergency procedures with employees

☐ Adjust practice procedures to meet your readiness goals

☐ Other:



RESOURCESThese resources can assist you in developing a disaster plan for your practice.

1. American Veterinary Medical Association (AVMA)

a. avma.org/Disaster

b. AVMA emergency preparedness and response reference guide

c. Emergency contact cards

d. Saving the whole family booklet (English or Spanish)

2. Federal Emergency Management Agency (FEMA) FEMA: Emergency Management Institute

a. IS-10.a: Animals in Disaster: Module A: Awareness & Preparedness

b. IS-11.a: Animals in Disaster: Module B: Community Planning

c. IS-111.a: Livestock in Disasters

d. IS-100.c: Introduction to Incident Command System, ICS-100

3. Books

a. Heath, S.E. Animal Management in Disasters. Mosby, Inc., St. Louis, Mo.

b. Wingfield, W. and Palmer, S. Veterinary Disaster Response. Wiley-Blackwell.

c. Green, D. Animals in Disasters. 2019 Elsevier Inc.

d. NFPA 1600, 2019. Standard on Continuity, Emergency, and Crisis Management. NFPA.org

4. Risk assessment

a. Emergency preparedness and response: Preparing and responding to specific hazards (CDC)

b. Natural hazards (USGS)

c. Risk assessment (FEMA)

d. Storm ready: Awareness materials (NOAA/NWS)

5. Resources for veterinary practices

a. Business continuity plan: Information and tools for developing a business continuity plan

b. Business risk assessment table

c. Creating emergency plans for businesses

d. National flood insurance program: Flood Smart

e. U.S. Department of Labor, Occupational Health & Safety Administration (OSHA): How to Plan for Workplace Emergencies & Evacuations

6. Disaster planning and personal preparedness

a. All Hazards: Resources to help rural communities prepare for disasters and other hazards (CFSPH)

b. Disaster Management Resource Center -- Animals in disaster (Department of Health & Human Services)

c. Emergency Financial First Aid Kit (FEMA)

d. Flood insurance for homeowners and renters (FEMA)

e. Pet friendly hotels

f. Pet Travel Center

g. Pets Welcome (travel information)

h. Plan and prepare (American Red Cross)

i. Protect your pets in an emergency (Centers for Disease Control and Prevention)

j. Ready.gov (FEMA)

i. Make a plan

ii. Caring for animals

iii. Build a kit

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August 2020 AVMA Guide to Writing a Veterinary Practice Emergency/Disaster Plan© Copyright 2020. American Veterinary Medical Association. All rights reserved.

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