A Health and Medical Coordinating Coalition for Western Massachusetts
What is changing? Two federal agencies (CDC and ASPR) are integrating emergency preparedness and response for public health and hospitals. Both hospital and public health grant guidance suggests healthcare coalitions. MA DPH decided to implement this new mandate with Health and Medical Coordinating Coalitions (HMCCs) – Request for Proposals came out March 11.
Health and Medical Coordinating Coalition Composition Five disciplines ◦ Public health ◦ Hospitals ◦ Long-term care ◦ Community health centers ◦ Emergency medical services Consolidated geographic regions ◦ All of western MA in one region
What will the HMCC do? Conduct regional planning and develop regional plans that address all phases of the disaster cycle Participate in cooperative training and exercising of regional plans Develop and maintain an emergency response structure with required regional roles filled by paid personnel: staffing a coordination center providing situational awareness and handling resource requests. Maintain up-to-date local contact lists for all five disciplines for all of western MA During an event: Coordinate a cohesive regional response with a single, 24/7 point of contact for communication in the region and with DPH Gather pertinent information to maintain and communicate situation awareness Coordinate requests for assets and resources Assist with recovery and mitigation efforts Case for Change, DPH, Aug. 2013
Timeline Grant applications due 4/21 Phase 1: 7/1/15-9/30/15: ◦ Initial HMCC funding distributed ◦ Identify/hire staff and establish operations ◦ Hold regional meetings and individual meetings with 5 disciplines to assess current efforts, determine gaps and priorities Phase 2: 10/1/15 – 6/30/16: ◦ Distribute first year funds as per DPH plan ◦ Establish timeline to formalize governing body by 12/31/15 ◦ Develop funding allocation formula for second year ◦ 24/7/365 coverage, situational assessment, and resource support all operational ◦ Conduct regional all-hazards planning, participate in regional training & exercises ◦ Assume regional coordination function Phase 3: 7/1/16-6/30/17 ◦ Fully operational HMCC with formalized governing body that has exercised operational plans, created plans to fill any gaps. ◦ Distribute funds according to new formula RFR, DPH – March 2015
Who’s going to do the HMCC’s work? FRCOG is applying to act as sponsoring organization Coordinating Coalition governing board composition already under discussion in western MA – all disciplines will be represented and committee structure will coordinate with existing region-wide Homeland Security subcommittees. Will subcontract work, as allowed by MDPH, to current public health coalitions and regional groups representing hospitals, EMS, community health centers and long term care. All funded staff will share expertise and responsibilities across counties, e.g.: ◦ Planning ◦ Training & exercises ◦ 24/7 coverage
Who is FRCOG? Former county government, with all 26 former towns still members Regional planning agency Fiduciary for Homeland Security for western MA Fiduciary for all the Western MA Medical Reserve Corps grants Coordinator of the Pioneer Valley and Berkshire County COAD organizations (Community Organizations Active in Disaster) Substance Abuse Technical Assistance provider for all local coalitions in Western MA. Host to numerous regional entities and services, including: ◦ shared building inspection ◦ a regional health district ◦ the regional emergency planning committee (REPC) ◦ the Franklin County public health preparedness coalition (MAPHCO)
Why would we be a good host? Years of experience in hosting programs shared by multiple communities Robust finance department, managing $6 million budget already, which repeatedly gains approval from MDPH during annual audits Proficient at working with governing boards: ◦ WRHSAC, REPC, Public Health Preparedness Coalition ◦ FRCOG Council, Building Inspection Program Advisory Board ◦ Communities That Care Coalition ◦ FC Emergency Communication System Oversight Board ◦ Health district oversight board Committed to responsiveness to oversight board priorities and transparency. Web platform that can easily support communication, open meeting law, publications, etc. Staff already in place with experience in the field, including HSEEP certification, ICS training, project/contract management
What do we envision will stay the same at the local level? The coalitions and committees formed under the previous system would still exist and meet regularly ◦ Public health coalitions ◦ Medical Coordinating Group ◦ MassMAP ◦ WMEMS County-level public health coalition staff would stay locally employed. For public health coalitions, a similar system as the current one for sharing work on deliverables for maximum efficiency. For the first year, funding allocations will be determined by the existing bodies, not the HMCC
What will change? All five disciplines (hospitals, long-term care, community health centers, EMS and county public health coalitions) will coordinate with each other through both an overarching governing board and shared HMCC staff, which should improve preparedness for our region. HMCC staff will be required to assist in response and recovery, not just planning and exercises HMCC will handle all administrative functions including contracting, procurement, reporting. As a result, DPH plans to reduce local PHEP coalition funding by approximately 15%. As of the second year, funds would be managed and distributed by the sponsoring organization, according to a formula adopted by the governing board of the HMCC
Contact Information Tracy Rogers, Regional Preparedness Program Manager, 413-774-3167 x118, regionalprep@frcog.org Phoebe Walker, Director of Community Services, 413-774-3167 x102, walker@frcog.org Western MA HMCC Stakeholder Webpage: http://tinyurl.com/Region-1-HMCC
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