Is Your Practice Ready to Face a Hurricane?
North Carolina is in the middle of Hurricane Season and the path of hurricane Helene has portions of the state facing strong winds, heavy rains, possible tornadoes, and potential flooding. A disaster can overwhelm an office practice, causing physical damage such as shattered windows, flood debris, power outages, disrupted telephone service, computer and technology system outages, unsafe drinking water, patient record destruction, medication exposure to temperature and humidity extremes, contaminated instruments and supplies, and building structure failure.
Clinicians may be forced to relocate their practices quickly―sometimes permanently―or move scheduled procedures to different facilities. For public safety, practices may be forced to close for days or even weeks. These disruptions can be catastrophic to the delivery of essential healthcare services to patients and, potentially, to the long-term financial well-being of the office and the individual providers.
If Disaster Strikes
Communication
- Stay current on emergency directives from state and local governmental disaster relief and recovery entities. Consider registering for text message, social media, and email alerts.
- Contact staff immediately to determine return-to-work time frames as permitted.
- Implement virtual staff briefings at the beginning and end of each day.
- Create temporary telephone, fax, and answering services if necessary.
- Notify external vendors and business associates about your practice interruption and targeted resumption of operation.
- Establish patient telephone triage. (Find more information in our article “Telephone Triage and Medical Advice Protocols.”)
- Establish telehealth services as capabilities permit. (For more information, see our article “Top Seven Tips for Telehealth.”)
- Implement temporary controls to ensure HIPAA compliance.
Patient records
- Determine and document the extent of damage to, or loss of, electronic and paper patient records and filing systems.
- Attempt to restore all damaged charts and relevant business records, and document inventory findings.
- Check the websites of your state licensing board and federal agencies, such as HHS and CMS, for specific guidance pertaining to lost or damaged records.
- Reconstruct lost charts at the next patient encounter and include a notation that the record is a re-creation.
- Date and initial all late entries and duplicate information in context of recovery efforts.
- Document all efforts to restore and protect existing records.
- Contact your insurance carrier for restorative services and/or claim procedures.
- Reestablish a filing system and temporary storage if necessary.
- Obtain legal guidance for patient notification during recovery efforts.
- Guidelines for maintaining HIPAA compliance. The U.S. Department of Health and Human Services (HHS) provides protected health information guidance for planning and response to emergency situations (see Emergency Situations: Preparedness, Planning, and Response). Although the HIPAA Privacy Rule is not suspended during a natural disaster or other type of emergency, the HHS Secretary may waive certain provisions of the Privacy Rule (see “Is the Privacy Rule suspended during a national or public health emergency?”). The Office of Civil Rights may also issue notifications of temporary enforcement discretion. (For example, see the HHS notifications related to HIPAA and COVID-19.)
- Copies of certificates of insurance for your professional malpractice coverage and all product lines (such as general liability, cybersecurity, and employment practices) or instructions for contacting your agents or insurers directly to obtain proof of coverage and policy terms. These documents will be necessary if you are forced to temporarily relocate your practice or convert your delivery of care to a virtual format.
Computers and systems
- Contact computer service vendors to ensure the integrity and recovery of your systems.
- Inventory and document damage to hardware and software.
- Verify insurance coverage for repair or replacement costs and losses.
- Evaluate applicable warranties and consider contracting with an information technology restoration service.
- Reestablish filing systems and internal programs.
- Ensure data backup and periodically test compliance.
Office building
- Notify the building owner and your property insurance company regarding damage.
- Review inspection reports for identified damage and the schedule for repairs, and determine what impact the findings have on practice operations.
- Take appropriate measures regarding mold growth and removal if the building has suffered water or flood damage.
- Flush hot and cold water lines for 10 minutes if the building has been vacant for a week or more.
- Create an inventory of all equipment and medications that may have been exposed to water, extremes in temperature, or other contaminants. Repair, replace, or discard damaged items appropriately.
Practice and rehearse the plan’s protocols at least twice a year with all professional, administrative, and clerical staff, and participate in a community-based drill, if available. Address any areas that need improvement. An effective disaster preparedness plan will help ensure patient and staff safety and keep your practice focused on delivering care during an emergency.
The North Carolina Department of Public Safety has prepared a NC Hurricane Guide. It has tips for you and your family in the event of imminent tropical impacts. Here is a guide for you to use at home:
NCDPS North Carolina Hurricane Guide
NCDHHS has also put together a list of resources so you can be best prepared for the Atlantic Hurricane Season:
NCDHHS Disaster Preparation and Recovery Guide