ࡱ> kmj bjbjcTcT .h>>zz8 ,5*tII___:Z)))))))A,.z)::)__)N__))rH(TH)_d()A**(]/]/H)]/H)L 6B,n0))8*]/z : Documentation UNIT LEADER Mission: Maintain accurate and complete incident files, including a record of the hospitals/HCCs response and recovery actions and decisions; provide duplication services to incident personnel; and file, maintain, and store incident files for legal, analytical, and historical purposes. Date: Start: End: Position Assigned to: Initial: Position Reports to: Planning Section Chief Signature: Hospital Command Center (HCC) Location: Telephone: Fax: Other Contact Info: Radio Title:  Immediate (Operational Period 0-2 Hours)TimeInitialReceive appointment and briefing from the Planning Section Chief.Read this entire Job Action Sheet and review incident management team chart (HICS Form 207). Put on position identification.Notify your usual supervisor of your HICS assignment.Establish initial contact with all Section Chiefs to obtain status and history of all major events and actions that have occurred to date, critical issues, and concepts of operations and steps to be taken within the next operational period. Appoint team members as needed and complete the Branch Assignment List (HICS Form 204).Coordinate with IT/IS Unit to ensure access to IT systems with e-mail/intranet communication to increase communication and document sharing with all Sections (if available).Prepare a system to receive documentation and completed forms from all Sections over the course of the HCC activation. Provide duplicates of forms and reports to authorized HCC requestors.Prepare incident documentation for the Planning Section Chief when requested.Document all key activities, actions, and decisions in an Operational Log (HICS Form 214).Document all communications (internal and external) on an Incident Message Form (HICS Form 213). Provide a copy of the Incident Message Form to the Documentation Unit. Intermediate (Operational Period 2-12 Hours)TimeInitialRegularly meet with all Section Chiefs regarding incident and Section status, steps taken to resolve critical issues, and projected actions and needs for the next operational period.Continue to accept and organize all documentation and forms submitted to the Documentation Unit.Check the accuracy and completeness of records submitted. Correct errors or omissions by contacting appropriate HCC Section staff. Maintain all historical information and record consolidated plans.  Extended (Operational Period Beyond 12 Hours)TimeInitialContinue to meet regularly with the Planning Section Chief for status reports.Ensure your physical readiness through proper nutrition, water intake, rest, and stress management techniques.Observe all staff and volunteers for signs of stress and inappropriate behavior. Report concerns to appropriate Employee Health & Well Being Unit Leader. Provide for staff rest periods and relief.Upon shift change, brief your replacement on the status of all ongoing operations, issues, and other relevant incident information. Demobilization/System RecoveryTimeInitialAs needs for the Documentation Unit staff decrease, return staff to their usual jobs and combine or deactivate positions in a phased manner.Ensure all documentation from HCC Command Staff and Sections is received and compiled.Upon deactivation of your position, ensure all documentation and Operational Logs (HICS Form 214) are submitted to the Planning Section Chief.Upon deactivation of your position, brief the Planning Chief on current problems, outstanding issues, and follow-up requirements.Submit comments to the Planning Section Chief for discussion and possible inclusion in the after-action report; topics include: Review of pertinent position descriptions and operational checklists Recommendations for procedure changes Section accomplishments and issuesParticipate in stress management and after-action debriefings. Participate in other briefings and meetings as required. 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