Providers must develop and maintain a Continuity of Operations Plan, approved by the governing body,

Providers must develop and maintain a Continuity of Operations Plan, approved by the governing body, for responding to natural disasters, manmade disasters, fires, bomb threats, utility failures and other threatening situations, such as workplace violence. This plan must address at a minimum: The following standards address your Continuity of Operations Plan (COOP). This plan is in place in the event that an emergency/disaster occurs. This plan ensures that essential functions can continue no matter what type of event occurs. Your governing body should approve this plan and any changes to it. Please note that the following standards are the minimum this plan should address. 1. Identification of provider’s essential functions in the event of emergency/ disaster What are the essential functions of your agency? These are functions that your program’s clients would need even during an emergency/disaster. Some examples could be medications, individual therapies, residential treatment, or any other number of services. 2. Identification of necessary staffing to carry out essential functions List the staff members (not specific names, but positions) that your agency will need to ensure that the essential functions will continue. List the capacity in which these individuals will serve and backup staff if these individuals are not available. 3. Delegations of authority Who has the authority to assign tasks and duties? A COOP organizational chart that shows minimal staff and responsibilities in the event that the COOP Plan is activated, might be useful here. 4. Alternate work sites in the event of location/site closure You have identified essential functions and you must identify an alternate location for those functions to continue if your location/site is not able to provide those functions. These sites must be identified and named with memorandum of agreements (MOA) or understanding (MOU) in place with the location if needed. It is not sufficient to simply state that you will find a location if needed at the time of the event. DMH Disaster Preparedness and Response Plan Development guidance 5. Identification of vital records and their locations If you have vital records for staff or individuals served, those are to be identified here along with the location of those records. Vital records may include case record, personnel records and financial records for agency. This does not have to include all records, but should include any records essential to continuing operations. 6. Identification of systems to maintain security of and access to vital records. How will you maintain the security of these vital records during the event? Buildings may be compromised, the records may need to be transported to other locations, and the security and confidentiality of those records is important and must be addressed here. How are your records backed-up and how often does this back-up occur?