Exercise Series Documentation
will be complete and available by 11/25/2020

End of Series Binder Materials

    1. FaceSheet: a letter to assist CMS Surveyors, Facility Staff, and Leadership with your organization's participation in the exercise series
    2. Letter of Support: a letter showing your participation with your local healthcare coalition; this letter of support is new for FY19-20 and will extend through FY20-21.
    3. Tabletop Exercise Planning  Meeting PowerPoint: the planning meeting was the prerequisite for attending the Exercise; this PowerPoint outlines exercise expectations and details
    4. Tabletop Exercise Planning Meeting Attendance
    5. Tabletop Exercise Situation Manual (SITMAN): core documentation provided to give textual background and scenario narratives in reference to the TTX you attended. Your Organization will need to add in the notes, answers, and comments from the exercise. Due to the sensitivity of the content that was shared during the Tabletop Exercise NSPA is unable to provide these comments for your documentation.
    6. Tabletop Exercise After Action Report (AAR): documentation completed by your organization that summarizes key information and facility-specific lessons learned, as well as improvement plans.
    7. Tabletop Exercise List of Participating Agencies
    8. After Action Review Workshop PowerPoint: this meeting was held to discuss how to start the process of compiling all of your resources and information to complete a formal After Action Review for your COVID-19 response.
    9. After Action Review Workshop Attendance 

COVID-19: If you have participated in our CMS Exercise Series in the past, you know that we normally add in a full-scale exercise component to the Series. The Series centers around the requirements that are needed for your Organization to satisfy the Emergency Preparedness Rule. In March of 2020, Virginia declared a State of Emergency in response to the COVID-19 Pandemic that has spread across the Nation. On May 26, 2020, the Executive Order was amended and continues to remain in effect.  On September 28, 2020, CMS released a Memo allowing Organizations to use their COVID-19 response to satisfy the requirements of the Emergency Preparedness Rule for community or full-scale exercise as long as Organizations activated their Emergency Response Plans or EOPs. However, for certain Facility types, an additional exercise is needed to meet your EP Rule requirements. Henceforth why we still held a modified virtual version of this Series.

To help assist your Organizations with the documentation from your current COVID-19 response, we have added in some templates that may be helpful. We are well aware that this response is still in full effect, but we would like to encourage your team to start compiling resources and documentation from your response.

      1. Event Incident Action Plan: a detailed description of what was asked of you during the FSX
      2. Event Log/ Sit Reps: this information is being recorded in VHASS. Once available, we will export the information and share it with your organization. It will contain your real-time response and updates as you recorded the information.
      3. After Action Report: If you attended the NSPA AAR Workshop you would have already started this process. If you did not, you should have already started this process to capture some of your Organization's strengths and weaknesses. You can use this document to tie all of the information together. This is the same template we use for each exercise. You will need to change the information as it pertains to your facility. This documentation should summarize key information and facility-specific lessons learned, as well as improvement plans.
      4. Attendance Template: if you attended an NSPA meeting or hosted any other type of meetings during your COVID response to discuss your progress, plans, etc. You can use this template to record attendance from those meetings. Having additional documentation can help future endeavors.

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Welcome to the 2020 CMS Workshop Series. Here you will find all of the information you will need for each session. Details below:

  1. 2020 Changes
    1. Due to COVID-19, we have restructured the way we do our Annual CMS Exercise Series. This year’s series will be completely virtual. In year’s past, we have done everything virtual except for the Tabletop Exercises. This year, everything will be virtual. Because of that, we are starting off the series with a Virtual Platform Orientation. We will be utilizing the Adobe Connect platform this year instead of WebEx. Since this is a new program for our Coalition partners we are going to spend two days introducing you to this program
    2. This year's series is also restructured to fit your current COVID-19 response. Normally we add in a full scale or functional exercise to the mix. But because everyone is responding to COVID-19, that will count as a real-world event, therefore we will not need to do a virtual one on VHASS.
  2. Where to Start
    1. If you are interested in attending this series, your first step will be to register for each of the sessions below. If registration is open for that class, you will see a registration link, if not you will see the date registration opens. We will send out a variety of communications to make sure everyone receives this information. Make sure you are registered for our weekly situational brief here (nspa1.org/brief)
  1. Minimum People involved
    1. Exercises cannot be conducted by a single individual for any facility. You will need to involve at a minimum, an administrative leader, a clinical leader, and a facilities leader as your Exercise Team for each part of this series. Because this year's Series is completely virtual, you may also consider inviting more members of your team (incident management team members, department heads, or any other employee who may play a part in determining how your facility responds during emergencies). There is value in attending these Exercises as a group so you can go through each scenario and work out your plans together. However, we understand the climate of our current situation so each Organization will only be allowed up to 3 attendees in each meeting if your group cannot participate altogether.
  1. Meeting Attendance
    1. Every effort should be made to attend all of the meetings in this series. This provides for optimal planning and allows you to ask questions and receive answers. Since this year's events will be completely virtual it will be on you to document who attends from your team. It’s important you document this information for exercise requirements. You can use this template to record meeting details. Attending each meeting allows you to be best prepared for each step in this series. If for some reason you cannot attend a meeting while it is happening we will allow you to view the recording upon request.

 

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Exercise Series Calendar

Part 1: Adobe Connect Platform Orientation
Recording

Part 2: Hazard Vulnerability Assessment (HVA)
Tuesday, September 29th
Files Needed for the course: www.nspa1.org/hva 
Recording

Part 3: Tabletop Exercise Planning Meeting
Tuesday, October 6th
Recording Available on Request: Prerequisite to attending Tabletop Exercises

Part 4: Tabletop Exercise
No recording will be made available due to the nature of this event. Documents needed for follow up are below:
PowerPoint Slides
AAR Template
Situation Manual 

Part 5: After Action Review Workshop
Tuesday, November 10th