Missin: Mnitr the utilizatin f financial assets and the accunting fr financial expenditures. Supervise the dcumentatin f expenditures and cst reimbursement activities. Psitin Reprts t: Incident Cmmander Cmmand Lcatin: Psitin Cntact Infrmatin: Phne: ( ) - Radi Channel: Hspital Cmmand Center (HCC): Phne: ( ) - Fax: ( ) - Psitin Assigned t: Date: / / Start: : hrs. Psitin Assigned t: Date: / / Start: : hrs. Psitin Assigned t: Date: / / Start: : hrs. Immediate Respnse (0 2 hurs) Time Initial Receive appintment Obtain briefing frm the Incident Cmmander n: Size and cmplexity f incident Expectatins f the Incident Cmmander Incident bjectives Invlvement f utside agencies, stakehlders, and rganizatins The situatin, incident activities, and any special cncerns Assume the rle f Finance/Administratin Sectin Chief Review this Jb Actin Sheet Put n psitin identificatin (e.g., psitin vest) Ntify yur usual supervisr f yur assignment Assess the peratinal situatin Obtain and ensure tracking f financial infrmatin and status Evaluate Finance/Administratin Sectin needs and capacity t perfrm: Time cst tracking Prcurement cst tracking and assistance Cmpensatin and claims cst tracking Determine the incident bjectives, tactics, and assignments Determine which Finance/Administratin Units need t be activated: Time Unit Prcurement Unit Cmpensatin/Claims Unit Cst Unit Dcument sectin bjectives, tactics, and assignments n the HICS 204: Make assignments and distribute crrespnding Jb Actin Sheets and psitin identificatin Determine strategies and hw the tactics will be accmplished Determine needed resurces HICS 2014 Page 1 f 5
Brief sectin persnnel n the situatin, strategies, and tactics, and designate a time fr the next briefing Prvide cst implicatins f incident bjectives, activities, and resurces Ensure that the Incident Actin Plan (IAP) is within financial limits established by the Incident Cmmander Determine if any special cntractual arrangements r agreements are needed Review existing cntracts and Memranda f Understanding (MOUs) t understand ptins and fiscal implicatins f implementatin Obtain infrmatin and updates regularly frm sectin units Prvide status updates t the Incident Cmmander regularly, advising f accmplishments and issues encuntered Prvide regular updates t sectin persnnel and infrm them f strategy changes, as needed Cmmunicate regularly with ther Sectin Chiefs Lgistics Sectin fr resurce needs and activities Infrm Planning Sectin f activities that have ccurred; keep updated with status and utilizatin f resurces Cmmunicate with the Operatins Sectin fr persnnel time recrds, ptential cmpensatin and claims, and canceled surgeries and prcedures HICS 204: Dcument assignments and peratinal perid bjectives n HICS 213: Dcument all cmmunicatins n a General Message Frm HICS 214: Dcument all key activities, actins, and decisins in an Activity Lg n a cntinual basis HICS 252: Distribute Sectin Persnnel Time Sheet t sectin persnnel; ensure time is recrded apprpriately, and submit it t the Time Unit Leader at the cmpletin f a shift r end f each peratinal perid HICS 256: Initiate financial accunt tracking n Prcurement Summary Reprt Resurces Determine equipment and supply needs; request them frm the Lgistics Sectin Supply Unit Leader Determine issues and needs in sectin areas; crdinate resurce management Make requests fr external assistance, as needed, in crdinatin with the Liaisn Officer Cmmunicatin Hspital t cmplete: Insert cmmunicatins technlgy, instructins fr use and Ensure that all sectin persnnel cmply with safety prcedures and instructins Intermediate Respnse (2 12 hurs) Time Initial respnse actins, available resurces, and the rle f external agencies in supprt f the hspital HICS 2014 Page 2 f 5
Address any health, medical, and safety cncerns Address plitical sensitivities, when apprpriate Instruct yur replacement t cmplete the apprpriate dcumentatin and ensure that apprpriate persnnel are prperly briefed n respnse issues and bjectives (see HICS Frms 203, 204, 214, and 215A) Apprve a cst-t-date incident financial status reprt t be submitted by the Cst Unit Leader at regular intervals (e.g., every eight hurs) summarizing financial data relative t persnnel, supplies, ther expenditures, and expenses Wrk with the Incident Cmmander and ther Sectin Chiefs t identify shrt- and lng-term issues with financial implicatins; establish needed plicies and prcedures Brief the Incident Cmmander, Public Infrmatin Officer, and Liaisn Officer regularly n the status f the Finance/Administratin Sectin Designate a time fr briefing and updates with Finance/Administratin Sectin leadership t update the Incident Actin Plan (IAP) HICS 204: Dcument assignments and peratinal perid bjectives n HICS 213: Dcument all cmmunicatins n a General Message Frm HICS 214: Dcument actins, decisins, and infrmatin received n Activity Lg Resurces Ensure equipment, supplies, and persnal prtective equipment (PPE) are replaced as needed, crdinating with Operatins and Lgistics Sectin Chiefs Cmmunicatin Hspital t cmplete: Insert cmmunicatins technlgy, instructins fr use and Ensure staff health and safety issues are being addressed; reprt issues t the Safety Officer and the Lgistics Sectin Emplyee Health and Well-Being Unit Extended Respnse (greater than 12 hurs) Time Initial respnse actins, available resurces, and the rle f external agencies in supprt f the hspital Address any health, medical, and safety cncerns Address plitical sensitivities, when apprpriate Instruct yur replacement t cmplete the apprpriate dcumentatin and ensure that apprpriate persnnel are prperly briefed n respnse issues and bjectives (see HICS Frms 203, 204, 214, and 215A) Present financial updates t the Incident Cmmander and Cmmand Staff at regular intervals (e.g., every eight hurs) and as requested Ensure that rutine nn-incident related administrative versight f hspital financial peratins is maintained Crdinate emergency prcurement requests with the Lgistics Sectin Supply Unit Leader Maintain cash n hand t ensure safe and efficient clinical and nn-clinical peratins Ensure autmated teller machines (ATMs) lcated within the hspital are secured and maintained as apprpriate HICS 2014 Page 3 f 5
Cnsult with lcal, state, and federal fficials regarding reimbursement regulatins and requirements; ensure required dcumentatin is prepared accrding t guidance received Cntinue t mnitr the ability f Finance/Administratin Sectin persnnel t meet wrklad demands, persnnel health and safety, resurce needs, and dcumentatin practices Brief the Incident Cmmander, Public Infrmatin Officer, and Liaisn Officer regularly n the status f the Finance/Administratin Sectin Designate a time fr briefing and updates with Finance/Administratin Sectin leadership t update the Incident Actin Plan (IAP) HICS 204: Dcument assignments and peratinal perid bjectives n Assignment List HICS 213: Dcument all cmmunicatins n a General Message Frm HICS 214: Dcument actins, decisins, and infrmatin received n Activity Lg HICS 257: Track equipment used during the respnse n the Resurce Accunting Recrd Resurces Mnitr levels f all supplies and equipment, and cllabrate n needs with the Lgistics Sectin Supply Unit Leader Cmmunicatin Hspital t cmplete: Insert cmmunicatins technlgy, instructins fr use and Crdinate Finance/Administratin security needs with the Operatins Sectin Security Branch Observe all staff and vlunteers fr signs f stress and inapprpriate behavir and reprt cncerns t the Safety Officer and the Lgistics Sectin Emplyee Health and Well-Being Unit Leader Prvide fr persnnel rest perids and relief Ensure yur physical readiness thrugh prper nutritin, water intake, rest, and stress management techniques Dembilizatin/System Recvery Time Initial dembilizatin actins, available resurces, and the rle f external agencies in supprt f the hspital Address any health, medical, and safety cncerns Address plitical sensitivities, when apprpriate Instruct yur replacement t cmplete the apprpriate dcumentatin and ensure that apprpriate persnnel are prperly briefed n respnse issues and bjectives (see HICS Frms 203, 204, 214, and 215A) As bjectives are met and needs decrease, return Finance/Administratin Sectin persnnel t their usual jbs and cmbine r deactivate psitins in a phased manner, in crdinatin with the Planning Sectin Dembilizatin Unit Leader Cllect and analyze all financial related data frm Finance/Administratin Sectin Units HICS 2014 Page 4 f 5
Ensure prcessing and payment f inviced csts Submit required reimbursement dcumentatin and track payments Upn deactivatin f yur psitin, brief the Incident Cmmander n current prblems, utstanding issues, and fllw-up requirements Participate in ther briefings and meetings as required Cntinue t becme familiar with eligibility t apply fr state and r federal reimbursement and assembly f needed materials including invices, wrk rders, and pictures f items replaced and r hspital damage repaired Participate in stress management and after actin debriefings Submit cmments t the Planning Sectin fr discussin and pssible inclusin in an After Actin Reprt and Crrective Actin and Imprvement Plan. Tpics include: Review f pertinent psitin descriptins and peratinal checklists Recmmendatins fr prcedure changes Accmplishments and issues HICS 221: Dembilizatin Check-Out Ensure all dcumentatin is submitted t the Planning Sectin Unit Prvide crprate reprts as requested Prepare with thers as needed all invices, vertime recrds, damage reprts (including befre and after pictures), and repair r replacement cst dcumentatin fr submissin t state and federal authrities when requested Wrk with risk management fr submissin f all insurance related claims (persnal injury, wrkmen s cmpensatin, building damage etc.) Dcuments/Tls HICS 203 - Organizatin HICS 204 - HICS 205A - Cmmunicatins List HICS 213 - General Message Frm HICS 214 - Activity Lg HICS 215A - Incident Actin Plan (IAP) Safety Analysis HICS 221 - Dembilizatin Check-Out HICS 252 - Sectin Persnnel Time Sheet HICS 256 - Prcurement Summary Reprt HICS 257 - Resurce Accunting Recrd HICS 258 - Hspital Resurce Directry Hspital financial data frms FEMA reimbursement guidance and frms State and Department f Hmeland Security reimbursement frms Hspital Emergency Operatins Plan Incident Specific Plans r Annexes Hspital rganizatin chart Hspital telephne directry Telephne/cell phne/satellite phne/internet/amateur radi/2-way radi fr cmmunicatin HICS 2014 Page 5 f 5