Developing a Comprehensive Disaster Preparedness Plan for Hospice Care

Author: Maxwell Healthcare Associates

Posted: January 14, 2025

Explore Tech-Enabled Support for Disaster Preparedness in Hospice Care

In hospice care, ensuring the safety of patients during emergencies is just as critical as providing compassionate end-of-life care. Developing a comprehensive disaster preparedness plan for hospice agencies is essential for maintaining continuity of care, protecting the health of patients, and ensuring that staff is equipped to handle a crisis. From natural disasters—such as hurricanes and wildfires—to power outages and pandemics, a robust preparedness plan helps providers stay proactive when unexpected change arises.

CMS Requirements

The Centers for Medicare and Medicaid Services or CMS has specific rules and regulations regarding disaster planning. These can be found in its Emergency Preparedness Rule, which was released in 2016.¹ Regulations like the CMS Emergency Preparedness Rule help agencies plan for emergencies and disasters to help ensure the safety of patients and providers. Here’s a key breakdown of the requirements for hospice:

Risk Assessment and Planning

Every agency can choose how they want to utilize their risk assessment. CMS requires facilities to conduct a comprehensive, facility-based risk assessment using an “all-hazards” approach, which means identifying potential risks across various types of disasters. The risk assessment must consider threats and vulnerabilities specific to the facility's location and operations.

The first step in risk assessment is to identify hazards and risks. Hazards can be classified as natural events, infrastructure events, industrial incidents, etc. For every risk that is identified by the agency, there are various scenarios that could happen depending on factors such as timing, magnitude, and location. By carefully evaluating each of these factors, agencies can better anticipate potential impacts, prioritize preparedness efforts and develop tailored response strategies to help mitigate risks.
The next step in risk assessment is selecting risks to address. Agencies should prioritize the top 3-4 risks that are most likely to happen in their region as opposed to a multitude of potential risks. Risks can be chosen from factors such as geography, history, and probability of an event. Looking at outcomes from similar hospice agencies can also help determine the accuracy of the risk assessment. This will help agencies better prepare, plan for realistic scenarios, and avoid creating an ineffective, overwhelming plan.
The final step in the risk assessment process is to develop a plan. Agencies should take time to determine solutions but should not skip out on these key steps covered above. Hospice agencies should additionally consult with local community partners such as fire departments or police departments to help identify any threats or hazards that may affect their agency. Meeting with community partners will allow agencies to best determine their approach to developing and updating their emergency preparedness plan.

Procedures and Planning

Along with risk assessment, CMS has implemented guidelines around policies and procedures. These guidelines must align with state and federal guidelines and be updated each year.

Disaster preparedness plans such as these must include aspects like:

A communication plan if there is an interruption in services
Staff training in emergency policies and procedures, as well as annual training and drills

This ensures that hospice agencies remain prepared for emergencies, maintain compliance with regulatory requirements, and are equipped to provide uninterrupted care to patients during critical situations.

Tech-Enhanced Communication Tools for Home Care

Hospice Emergency and Disaster Preparedness During Recent Tropical Storms

Agencies in southern parts of the United States are still reeling from the effects of Hurricane Milton and Helene. Hurricane Helene was one of the deadliest tropical storms to hit the Southern U.S. since Hurricane Katrina in 2005. Hurricane Helene and Milton have already taken more than 235 lives, left millions without power or internet, and severely damaged infrastructure throughout the region.²

Most agencies throughout this region, specifically in Florida, have been severely impacted by these storms. Fortunately, many hospice agencies already had robust emergency preparedness plans in place, especially after Hurricane Ian dealt severe damage to the region in 2020. As these damaging storms hit the South, agencies were well-prepared to face the wrath that these recent natural disasters brought.

For example, an agency in Florida had an emergency management team assist in coordinating efforts for its staff as well as their patients. Specifically, the agency introduced a mobile response unit, allowing the agency to provide clinical, communication, and logistical support during natural disasters.

The recent impacts of Hurricane Helene and Milton have underscored the importance of robust disaster preparedness in vulnerable regions. Through proactive planning and various initiatives, hospices in the region directly affected have demonstrated resilience and adaptability,. ensuring that both hospice patients and staff receive vital support and communications amid challenging conditions. As the frequency and intensity of natural disasters continue to rise, the disaster preparedness efforts by agencies in the Southern U.S. serve as a testament to the value of continuous improvement in emergency management protocols. This commitment not only safeguards lives but also reinforces trust and stability within the communities these agencies serve.

The MHA Difference — Tech-Enabled Support for Disaster Preparedness

MHA offers various solutions and services to help guide your agency when planning for emergencies and natural disasters, one of which recently helped provide vital communication during Hurricane Milton! We utilize tech-enabled products such as NOTIFYnana and nanaBEREAVEMENT to help enhance agency communication during hurricanes, ensuring critical information reaches staff and patients despite widespread disruptions.

During times of an emergency, NOTIFYnana and nanaBEREAVEMENT can be leveraged to send real time updates, safety alerts, as well as care instructions to bridge the communication gaps that may arise from internet or power outages.

Specifically, nanaBEREAVEMENT has been proven to help agencies with communication during natural disasters. During Hurricane Milton, a Florida agency impacted by the storm utilized nanaBEREAVEMENT to communicate with their bereavement contacts. The agency used the platform to send a message to share that bereavement services were going to be closed, and what steps to take if bereaved individuals and families need additional help.

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MHA can also assist in setting up remote consultants with secure access to systems to allow agencies to maintain essential billing and documentation processes during a disaster. These consultants could work from unaffected areas, ensuring continuity in financial and administrative functions to ultimately reduce operational delays.

Our innovative tech-enabled solutions and support services empower agencies to enhance their disaster preparedness plans by maintaining seamless communication during crises, ensuring continuity in billing and documentation, and maintain care delivery under challenging conditions. To schedule a demo or learn more about MHA's solutions, contact us at [email protected] or visit www.maxwellhca.com/technology.

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