EPRR Coordination of emergency and disaster management activities

The request was successful.

William Wetherell

Dear Oxford University Hospitals NHS Foundation Trust,

I am conducting a study of the emergency preparedness of NHS Acute Trusts in England. I am using the emergency and disaster management module of the Hospital Safety Index checklist of the World Health Organisation. The study is part of an MSc in Crisis & Disaster Management at the University of Portsmouth.

Under the provisions of the Freedom of Information Act 2000, I am writing to request the following information. This information relates to the NHS England Emergency Preparedness, Resilience and Response (EPRR) Framework in general and section 10, “Cycle of preparedness”, section 13, “Concepts of command and control” and section 14, “NHS command and control”, in particular.

Please note that the much of the information requested is only the records of the existence of committee membership, a meeting, training and responsibilities, and activities, list(s), procedures, mechanisms, arrangements and exercises and not the contents of the membership, meeting, training, responsibilities, activities, list(s), procedures, mechanisms, arrangements and exercises themselves.

Given the potentially sensitive nature of this information, I ask you to redact any exempt information instead of refusing disclosure. This would be in accordance with guidance on best practice from the Information Commissioner’s Office.

If you do not hold some of this information then I ask you to confirm explicitly that you do not hold it.

Coordination of emergency and disaster management activities

Hospital Emergency / Disaster Committee

Any record of the current existence of a multidepartmental and multidisciplinary committee to coordinate EPRR measures. If such a committee exists then any record of which departments and disciplines are represented on it and the date the committee most recently met.

Committee member responsibilities and training

If such a committee above exists then any record that committee members have received training for their role on the committee and any record that committee members have been assigned specific responsibilities.

Designated emergency and disaster management coordinator

Any record of the current existence of a hospital emergency / disaster management coordinator. If such a co-ordinator exists then any record of what whole time equivalent of their time is devoted to emergency and disaster management.

Preparedness programme for strengthening emergency and disaster response and recovery

Any record that activities to strengthen EPRR have been implemented in the past 12 months.

Hospital incident management system

Any record of the current existence of list(s) of key personnel roles in a hospital incident management system for the command, control and coordination in an emergency or disaster response. If such list(s) exists then any record of the existence of corresponding key personnel role action procedure documents.

Emergency Operations Centre (EOC)

Any record of the current existence of a designated Incident Coordination Centre. If such an Incident Coordination Centre exists then any record of whether it has full immediate operational capacity in an emergency.

Coordination mechanisms and cooperative arrangements with local emergency / disaster management agencies

Any record of the existence of current formal co-ordination or co-operation mechanisms or arrangements between the Trust and emergency/disaster management agencies (e.g. local authorities, police services, fire and rescue services, civil society organisations) in order to support Trust functions in time of emergency or disaster.

If such mechanisms or arrangements above exist then any record of the most recent exercise(s) to test them, including date(s) of exercise(s).

Coordination mechanisms and cooperative arrangements with the healthcare network

Any record of the existence of current formal co-ordination or co-operation mechanisms or arrangements between the Trust and other healthcare providers in order to support Trust functions in time of emergency or disaster.

If such mechanisms or arrangements above exist then any record of the most recent exercise(s) to test them, including date(s) of exercise(s).

Thank you for your assistance with this study.

Yours faithfully

Dr William Wetherell

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

[This is an automated acknowledgement of your request]

Thank you for contacting the Oxford University Hospitals NHS Foundation
Trust.

Your reference is F22-7247. Please keep a note of this reference if you
want to contact us about your request.

If you have submitted a request under either the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004, your request
will be considered.

You should receive our response within the statutory time limit of 20
working days. Therefore, the deadline for providing a response to your
request is the 24/06/2022.

Your request may already be answered by our responses to previous requests
on our publication scheme. Our publication scheme can be found on this
webpage - [1]https://oxford.disclosure-log.co.uk/.

If you are looking for Trust expenditure information, this is available on
this webpage - [2]https://www.ouh.nhs.uk/about/foi/what-we....
This will list all expenditure payments of £25,000 or more by month.

For information about how the Trust processes personal data, or if you
want to make a request for personal data (including medical records),
please refer to our privacy notice - [3]http://www.ouh.nhs.uk/privacy/.

Kind regards

Freedom of Information Team
Oxford University Hospitals NHS Foundation Trust
John Radcliffe Hospital
Headley Way
Headington
Oxford
OX3 9DU

References

Visible links
1. https://oxford.disclosure-log.co.uk/
2. https://www.ouh.nhs.uk/about/foi/what-we...
3. http://www.ouh.nhs.uk/privacy/

William Wetherell

Dear Freedom of Information Team

Your reference: F22-7247

I am writing to ask when I am likely to receive a reply to my request please?

Yours faithfully

William Wetherell

William Wetherell

Dear Oxford University Hospitals NHS Foundation Trust,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Oxford University Hospitals NHS Foundation Trust's handling of my FOI request 'EPRR Coordination of emergency and disaster management activities'. The Trust has not provided the information I requested within 20 working days.

For clarity, to minimise the cost of my request and to prevent the disclosure of any sensitive information, I have enumerated the information I am requesting and specified how it could be provided.

Coordination of emergency and disaster management activities

Hospital Emergency / Disaster Committee

1. Any record of the current existence of a multidepartmental and multidisciplinary committee to coordinate EPRR measures. (Can be answered yes / no.)
2. If such a committee exists then any record of which departments and disciplines are represented on it. (Can be answered with the number of departments or disciplines on the committee.)
3. If such a committee exists then the date the committee most recently met. (Can be answered with a date.)

Committee member responsibilities and training

4. If such a committee above exists then any record that committee members have received training for their role on the committee. (Can be answered yes / no.)
5. If such a committee above exists then any record and any record that committee members have been assigned specific responsibilities. (Can be answered yes / no.)

Designated emergency and disaster management coordinator

6. Any record of the current existence of a hospital emergency / disaster management coordinator. (Can be answered yes / no.)
7. If such a co-ordinator exists then any record of what whole time equivalent of their time is devoted to emergency and disaster management. (Can be answered with a whole time equivalent.)

Preparedness programme for strengthening emergency and disaster response and recovery

8. Any record of a programme or plan to strengthen the preparedness of the Trust for response and recovery to emergencies and disasters. (Can be answered yes / no.)
9. If such a programme or plan exists then any record that activities from it have been implemented in the past 12 months. (Can be answered yes / no.)

Hospital incident management system

10. Any record of the current existence of list(s) of key personnel roles in any hospital incident management system for command, control and coordination in an emergency or disaster response. (Can be answered yes / no.)
11. If such list(s) of key personnel roles exists then any record of the existence of corresponding key personnel role action procedure documents. (Can be answered yes / no.)

Emergency Operations Centre / Incident Coordination Centre

12. Any record of the current existence of a designated Incident Coordination Centre. (Can be answered yes / no.)
13. If such an Incident Coordination Centre exists then any record of whether it has full immediate operational capacity in an emergency. (Can be answered yes / no.)

Coordination mechanisms and cooperative arrangements with local emergency / disaster management agencies

14. Any record of the existence of current formal co-ordination or co-operation mechanisms or arrangements between the Trust and emergency/disaster management agencies (e.g. local authorities, police services, fire and rescue services, civil society organisations) in order to support Trust functions in time of emergency or disaster. (Can be answered yes / no.)
15. If such mechanisms or arrangements above exist then any record of the most recent exercise(s) to test them. (Can be answered yes / no.)
16. If there is a record of the most recent exercise(s) to test them then the date(s) of the most recent exercise(s). (Can be answered with a date.)

Coordination mechanisms and cooperative arrangements with the healthcare network

17. Any record of the existence of current formal co-ordination or co-operation mechanisms or arrangements between the Trust and other healthcare providers in order to support Trust functions in time of emergency or disaster. (Can be answered yes / no.)
18. If such mechanisms or arrangements above exist then any record of the most recent exercise(s) to test them. (can be answered yes / no.)
19. If there is a record of the most recent exercise(s) to test them then the date(s) of the most recent exercise(s). (Can be answered with a date.)

Yours faithfully

William Wetherell

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

[This is an automated acknowledgement of your request]

Thank you for contacting the Oxford University Hospitals NHS Foundation
Trust.

Your reference is F22-7674. Please keep a note of this reference if you
want to contact us about your request.

If you have submitted a request under either the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004, your request
will be considered.

You should receive our response within the statutory time limit of 20
working days. Therefore, the deadline for providing a response to your
request is the 01/09/2022.

Your request may already be answered by our responses to previous requests
on our publication scheme. Our publication scheme can be found on this
webpage - [1]https://oxford.disclosure-log.co.uk/.

If you are looking for Trust expenditure information, this is available on
this webpage - [2]https://www.ouh.nhs.uk/about/foi/what-we....
This will list all expenditure payments of £25,000 or more by month.

For information about how the Trust processes personal data, or if you
want to make a request for personal data (including medical records),
please refer to our privacy notice - [3]http://www.ouh.nhs.uk/privacy/.

Kind regards

Freedom of Information Team
Oxford University Hospitals NHS Foundation Trust
John Radcliffe Hospital
Headley Way
Headington
Oxford
OX3 9DU

References

Visible links
1. https://oxford.disclosure-log.co.uk/
2. https://www.ouh.nhs.uk/about/foi/what-we...
3. http://www.ouh.nhs.uk/privacy/

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

Dear William Wetherell 

We acknowledge receipt of your request for an internal review.  

 

We have now conducted the review.

 

Outcome

 

This request is still currently being processed. However, due to niche
nature of this topic there is only one member of staff that can fully
answer your request.

 

Due to their working hours and the current demands of NHS on them at
present, this request is taking longer to fulfilled than normal.

 

The information team are following up on the request and this has now been
escalated.

 

The member of staff answering your request is currently away until the
9^th of August. We will follow up again then on this request and try to
answer this by the end of this calendar month.

 

For all further enquires and updates on this case please respond to this
request and do not open a new (duplicate) case. We have now merged your
other requests into this one, F22-7247.

 

We apologise for any inconvenience caused and do appreciate your patience.
 

 

 

 

Yours sincerely, 

Freedom of Information Team 
Oxford University Hospitals NHS?Foundation?Trust 
John Radcliffe Hospital 
Headley Way 
Headington 
Oxford 
OX3 9DU 

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

Dear William Wetherell

The Oxford University Hospitals NHS Foundation Trust is writing to respond
to your request, F22-7247, sent 26/05/2022.

Please see below your request and the Trust’s response bold.

Under the provisions of the Freedom of Information Act 2000, I am writing
to request the following information. This information relates to the NHS
England Emergency Preparedness, Resilience and Response (EPRR) Framework
in general and section 10, “Cycle of preparedness”, section 13, “Concepts
of command and control” and section 14, “NHS command and control”, in
particular.

 

Please note that the much of the information requested is only the records
of the existence of committee membership, a meeting, training and
responsibilities, and activities, list(s), procedures, mechanisms,
arrangements and exercises and not the contents of the membership,
meeting, training, responsibilities, activities, list(s), procedures,
mechanisms, arrangements and exercises themselves.

 

Given the potentially sensitive nature of this information, I ask you to
redact any exempt information instead of refusing disclosure. This would
be in accordance with guidance on best practice from the Information
Commissioner’s Office.

 

If you do not hold some of this information then I ask you to confirm
explicitly that you do not hold it.

 

Coordination of emergency and disaster management activities

 

Hospital Emergency / Disaster Committee

 

Any record of the current existence of a multidepartmental and
multidisciplinary committee to coordinate EPRR measures. If such a
committee exists then any record of which departments and disciplines are
represented on it and the date the committee most recently met.

EPRR is governed through the Trust Health and Safety committee which is
represented by Divisional Representatives from all divisions in the Trust
ensuring representation from all departments. The committee last met of 24
June 2022.

 

Committee member responsibilities and training

 

If such a committee above exists then any record that committee members
have received training for their role on the committee and any record that
committee members have been assigned specific responsibilities.

EPRR Training is offered to all senior staff, including representatives on
the Trust Health and Safety Committee. The Trust Emergency Planning
Officer has specific responsibilities in the coordination of EPRR activity
in the Trust.

 

Designated emergency and disaster management coordinator

 

Any record of the current existence of a hospital emergency / disaster
management coordinator. If such a co-ordinator exists then any record of
what whole time equivalent of their time is devoted to emergency and
disaster management.

The Trust Emergency Planning Officer (EPO) has specific responsibilities
in the coordination of EPRR activity in the Trust. This is a 1.0 wte post
and is supported by a 0.5 wte EPRR Coordinator. The EPO devotes 70% of
their time to EPRR planning, and the EPRR Coordinator devotes 100% of
their time to EPRR planning.

 

Preparedness programme for strengthening emergency and disaster response
and recovery

 

Any record that activities to strengthen EPRR have been implemented in the
past 12 months.

The Trust has a rolling programme of training and exercising activities to
strengthen EPRR.

 

Hospital incident management system

 

Any record of the current existence of list(s) of key personnel roles in a
hospital incident management system for the command, control and
coordination in an emergency or disaster response. If such list(s) exists
then any record of the existence of corresponding key personnel role
action procedure documents.

The Trust has a 24/7 rota to respond in place for the day to day running
of the Trust and to respond to any incidents. This is comprised of a Duty
Director, a Duty Manager, and Operational Manager (site based with teams
varying in size depending on site size).

 

Emergency Operations Centre (EOC)

 

Any record of the current existence of a designated Incident Coordination
Centre. If such an Incident Coordination Centre exists then any record of
whether it has full immediate operational capacity in an emergency.

The Trust has a designated ICC should an incident occur. It is in
operational use 24/7 and therefore is immediately operationally ready.
There are back up ICC locations on each of the Trusts clinical sites. The
Trust also utilises virtual ICC spaces both in the day to day management
of the Trust and in incident response.

 

Coordination mechanisms and cooperative arrangements with local emergency
/ disaster management agencies

 

Any record of the existence of current formal co-ordination or
co-operation mechanisms or arrangements between the Trust and
emergency/disaster management agencies (e.g. local authorities, police
services, fire and rescue services, civil society organisations) in order
to support Trust functions in time of emergency or disaster.

Multi-agency coordination is managed through the Local Resilience Forum,
Local Health Resilience Partnership, Local Health Resilience Partnership
Business Group and Oxfordshire Resilience Forum groups.

 

If such mechanisms or arrangements above exist then any record of the most
recent exercise(s) to test them, including date(s) of exercise(s).

The multiagency exercising program has been interrupted due to the covid
response with the last exercise being held in May 2021, this has now been
restarted with 2 multiagency exercises scheduled for September 2022.

 

Coordination mechanisms and cooperative arrangements with the healthcare
network

 

Any record of the existence of current formal co-ordination or
co-operation mechanisms or arrangements between the Trust and other
healthcare providers in order to support Trust functions in time of
emergency or disaster.

The regional coordination is managed through the Local Health Resilience
Partnership and Local Health Resilience Partnership Business Group.
Additionally, the Trust has memoranda of understanding with local private
healthcare providers.

 

If such mechanisms or arrangements above exist then any record of the most
recent exercise(s) to test them, including date(s) of exercise(s).

This was last tested in December 2021.

 

For further information about Freedom of Information / Environmental
Information requests, you can visit the ICO’s website –
[1]https://ico.org.uk/for-organisations/gui... /
[2]https://ico.org.uk/for-organisations/gui....

Provision of this information does not constitute permission for its
commercial re-use in terms of the Re-Use of Public Sector Information
Regulations 2015.  You are free to use the information for your own use,
including for non-commercial research purposes.  The information may also
be used for the purposes of news reporting.  However, any other type of
re-use will require permission from the Oxford University Hospitals NHS
Foundation Trust.

Kind regards,

Freedom of Information Team
Oxford University Hospitals NHS Foundation Trust
John Radcliffe Hospital
Headley Way
 

References

Visible links
1. https://ico.org.uk/for-organisations/gui...
2. https://ico.org.uk/for-organisations/gui...

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

Hospital emergency and disaster response and recovery planning

Hospital emergency or disaster response plan

1. How the plan(s) is to be accessed in an emergency. (Can be answered
with locations in general terms such as wards, departments, laboratories
etc but I am not requesting any information that would prejudice security
or the prevention of crime.)

Plans are held on the Trust intranet. Hard copies of the plans are held in
the Trust Incident Coordination Centre. Departments also locally hold hard
copies of plans.

2. The date(s) of the most recent review(s) or update(s) of the plan(s).
(Can be answered with a date or dates.)

All EPRR plans were reviewed in July 2022.

Hospital hazard-specific subplans (for example CBRN)

3. Any record of the existence of current documented hazard-specific
response subplans for the most likely external and internal emergency
scenarios. (Can be answered yes / no.)

Yes

4. How the subplans are to be accessed in an emergency. (Can be answered
with locations in general terms such as wards, departments, laboratories
etc but I am not requesting any information that would prejudice security
or the prevention of crime.)

Plans are held on the Trust intranet. Hard copies of the plans are held in
the Trust Incident Coordination Centre. Departments also locally hold hard
copies of plans.

5. The date(s) of the most recent review(s) or update(s) of the plan(s).
(Can be answered with a date or dates.)
All EPRR plans were reviewed in July 2022.

Procedures to activate and deactivate plans

6. Any record of the existence of current procedures for when, how and by
whom emergency response plan(s) are activated and de-activated. (Can be
answered yes / no.)

Yes

7. Any record that staff who can activate or de-activate the emergency
response plan(s) have been trained in this. (Can be answered yes / no.)

Yes

8. The date(s) of the most recent test(s) of the above procedures. (Can be
answered with a date or dates.)
June 2021, December 2021, January 2022, and February 2022.

Hospital emergency and disaster response plan exercises, evaluation and
corrective actions

9. The date(s) of the most recent test(s) of the emergency response
plan(s), including date(s) of test(s). (Can be answered with a date or
dates.)

June 2021, December 2021, January 2022, and February 2022.

10. Any record that the emergency response plan(s) have been updated
because of the results of tests. (Can be answered yes / no.)
Yes

Hospital recovery plan

11. Any record of the existence of a current documented all-hazards
hospital recovery plan or plans that define(s) actions to be taken to
recover normal functions of the hospital after an emergency or disaster.
(Can be answered yes / no.)

Yes

12. Any record of how the plan(s) is to be accessed.

Plans are held on the Trust intranet. Hard copies of the plans are held in
the Trust Incident Coordination Centre. Departments also locally hold hard
copies of plans.

13. The date of the most recent review(s) or update(s) of the plan(s).
(Can be answered with a date or dates.)

All EPRR plans were reviewed in July 2022.

William Wetherell

Dear Freedom of Information Team

Thank you for these.

Yours faithfully

William Wetherell

oxford@infreemation.co.uk, Oxford University Hospitals NHS Foundation Trust

[This is an automated acknowledgement of your request]

Thank you for contacting the Oxford University Hospitals NHS Foundation
Trust.

Your reference is F22-7247. Please keep a note of this reference if you
want to contact us about your request.

If you have submitted a request under either the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004, your request
will be considered.

You should receive our response within the statutory time limit of 20
working days. Therefore, the deadline for providing a response to your
request is the .

Your request may already be answered by our responses to previous requests
on our publication scheme. Our publication scheme can be found on this
webpage - [1]https://oxford.disclosure-log.co.uk/.

If you are looking for Trust expenditure information, this is available on
this webpage - [2]https://www.ouh.nhs.uk/about/foi/what-we....
This will list all expenditure payments of £25,000 or more by month.

For information about how the Trust processes personal data, or if you
want to make a request for personal data (including medical records),
please refer to our privacy notice - [3]http://www.ouh.nhs.uk/privacy/.

Kind regards

Freedom of Information Team
Oxford University Hospitals NHS Foundation Trust
John Radcliffe Hospital
Headley Way
Headington
Oxford
OX3 9DU

References

Visible links
1. https://oxford.disclosure-log.co.uk/
2. https://www.ouh.nhs.uk/about/foi/what-we...
3. http://www.ouh.nhs.uk/privacy/