ࡱ>  "bjbjcTcT .>>JJ4.tyyyyyT> -------802-TT-yy-N yy--',hc-ypt,-8..,j3j3 c-j3c-\:--v^.j3J S: FINANCE/ADMINISTRATION SECTION CHIEF Mission: Monitor the utilization of financial assets and the accounting for financial expenditures. Supervise the documentation of expenditures and cost reimbursement activities. Date: Start: End: Position Assigned to: Initial: Position Reports to: Incident Commander 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 Incident Commander. Obtain packet containing Finance/Administration Section Job Action Sheets.Notify your usual supervisor of your HICS assignment.Read this entire Job Action Sheet and review incident management team chart (HICS Form 207). Put on position identification.Determine need for and appropriately appoint Finance/Administration Unit Leaders, distribute corresponding Job Action Sheets and position identification. Complete the Branch Assignment List (HICS Form 204).Brief Finance/Administration Section Unit Leaders on current situation, incident objectives, and strategy; outline Section action plan; and designate time for next briefing.Participate in Incident Action Plan preparation, briefings, and meetings as needed and, Provide cost implications of incident objectives Ensure that the Incident Action Plan is within financial limits established by the Incident Commander Determine if any special contractual arrangements/agreements are needed.Obtain information and updates regularly from Finance/Administration Section Unit Leaders; maintain knowledge of current status of all Units; inform Situation Unit Leader of status information.Distribute the Section Personnel Time Sheet (HICS Form 252) to Finance/Administration Section staff and ensure time is recorded appropriately. Submit the Section Personnel Time Sheet to the Finance/Administration Sections Time Unit Leader at the completion of a shift or at the end of each operational period. Ensure Finance/Administration Section personnel comply with safety policies and procedures.Document all key activities, actions, and decisions on an Operational Log (HICS Form 214) on a continual basis.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)TimeInitialCommunicate frequently with the Incident Commander; brief routinely on the status of the Finance/Administration Section. Initiate the Resource Accounting Record (HICS Form 257) to track equipment used during the response.Designate times for briefings and updates with Finance/Administration Section Unit Leaders to develop or update the Section action plan.Approve a "cost-to-date" incident financial status report submitted by the Cost Unit Leader every eight hours summarizing financial data relative to personnel, supplies and other expenditures and expenses. Work with the Incident Commander and other Section Chiefs to identify short and long term issues with financial implications; establish needed policies and proceduresEnsure that the Finance/Administration Section is adequately staffed and supplied. Extended (Operational Period Beyond 12 Hours)TimeInitialContinue to monitor Finance/Administration Section staffs ability to meet workload demands, staff health and safety, resource needs, and documentation practices.Conduct regular situation update briefings with Finance/Administration Section.Continue to maintain the Resource Accounting Record (HICS Form 257) to track equipment used during the response.Schedule planning meetings with Finance/Administration Section staff to update the Section action plan and demobilization procedures.Ensure that required financial and administrative documentation Is properly prepared. Collate and process invoices received.Present financial updates to the Incident Commander and Command Staff every 8 hours and as requested.Ensure that routine, non-incident related administrative oversight of hospital financial operations is maintained.Continue to document actions and decisions on an Operational Log (HICS Form 214). Coordinate emergency procurement requests with Supply Unit Leader.Maintain cash reserves on hand.Ensure automated teller machines (ATMs) located in the hospital (whether hospital- or other-owned are maintained and available to staff. Consult with local, state, and federal officials regarding reimbursement regulations and requirements; ensure required documentation is prepared according to guidance received.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 the Employee Health & Well-Being Unit. 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 in the Finance/Administration Section decrease, return staff to their usual jobs and combine or deactivate positions in a phased manner.Collect and analyze all financial related data from Finance/Administration Section Units.Ensure processing and payment of invoiced costs.Submit required reimbursement paperwork and track payments.Debrief staff on lessons learned and procedural/equipment changes needed.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 Incident Commander on current problems, outstanding issues, and follow-up requirements.Submit comments to the Incident Commander for discussion and possible inclusion in an 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. 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