As hurricane season approaches, it’s important for long term care leaders to take a proactive role in emergency preparedness. In early May, the Florida Health Care Association met with the Agency for Health Care Association (AHCA) Secretary Shevaun Harris, Deputy Secretary Smoak and AHCA representatives to discuss long term care hurricane preparedness and response efforts, specifically AHCA’s role and support during emergencies. Lessons learned from the 2024 season, key preparation recommendations, and the use of AHCA’s Health Facility Reporting System were all addressed.
Updating Your CEMP: More Than a Compliance Checklist
A facility’s Comprehensive Emergency Management Plan (CEMP) is the foundation of its emergency preparedness strategy. While in the early days of the 2025 season, providers should review the agreements outlined in your CEMP to ensure they remain viable. In the event of a change of ownership, providers must update the CEMP immediately and verify that all related transfer agreements are still active and enforceable under the new leadership.
It’s also essential to verify your designated evacuation zone. Unfortunately, experience from Helene and Milton in 2024 proved that data on public sites may not be current. If you’re unsure of your evacuation zone, contact your county emergency management office so you’re prepared and informed of this information when evacuation orders are called.
Staff Preparation: Training, Communication, and Family Support
Emergency plans are only as strong as the team implementing them. Facility staff must be trained on the aspects of the CEMP applicable to them, including the chain of command, and what the communication strategy looks like before, during, and after an emergency event.
Equally important to staff training is staff welfare. In times of crisis, administrators should plan to support staff families and pets if possible. Employees are far more likely to report to work when they know their loved ones are safe and accounted for.
HFRS: A Critical Tool for Compliance and Response
The Health Facility Reporting System (HFRS) is essential during emergencies. Begin by checking your facility’s contact information and identifying backup contacts in case the facility’s primary liaison is unavailable. Have multiple tiers of responsibility ready—Plan A, B, and C – which is especially important if the facility loses internet access during an emergency.
It is also important to pre-load facility data (number of beds, utility provider information, generator information, etc.) into HFRS before the height of the season in September and October. This reduces the need for real-time updates during a crisis.
After any ownership or leadership change, providers should review and update HFRS information to ensure messages reach the current team.
Lessons Learned from the 2024 Season
- Water Resilience: Placing water trucks onsite helped many facilities maintain operations during water service disruptions.
- Flood Protection: Aqua Fences and Tiger Dams worked well for flood protection but came with trade-offs. If the building is approved to use one of these methods of flood protection, it becomes an island until water levels return to normal. Facilities should ensure there is enough food, medications, and supplies to last until floodwaters recede.
- Electrical Infrastructure: Even if a building’s upper floors are usable, a flooded, ground-level electrical panel can force an evacuation. Elevating electrical systems can help facilities remain operational.
- Don’t Wait to Evacuate: Emergency officials are coordinating entire counties during emergency events. Waiting for a formal evacuation order may leave the facility with insufficient time to move residents safely. Know your zone, and act early.
AHCA’s Role in an Emergency: Support Beyond Regulation
Agency staff may be present onsite during an emergency event, especially if the facility is running on generator power. While they maintain a regulatory role, their primary mission during crises is to support resident safety and help resolve issues like fuel delivery, equipment shortages, and coordination challenges. Don’t hesitate to reach out to them for support.
Final Thoughts: Leadership Makes the Difference
As a Nursing Home Administrator, your leadership is essential to your facility’s emergency readiness. By reviewing your plans, training your team, leveraging resources, and learning from past events, you help safeguard the lives of some of Florida’s most vulnerable residents.