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Health and Medical Resource Management
A.
Health and Medical Resource Requests
During an emergency, requests for health and medical resources that cannot be
obtained locally or through pre‐existing agreements, must follow standardized resource
ordering procedures in accordance with SEMS/NIMS. The general flow of health and
medical resource requests and assistance is shown in Diagram A on page 3, with the
MHOAC being the primary point of contact in the Operational Area.
1. Resource Requesting within the OA
During an emergency, Medical and Health providers request resources unavailable
through other sources from the MHOAC. The MHOAC Program will coordinate
resource fulfillment within the Operational Area and through all available suppliers.
If the MHOAC Program cannot satisfy the request for additional resources through
those mechanisms, the MHOAC may request health and medical resources from
outside the Operational Area.
Following is a list of responsibilities of the Medical & Health Providers and MHOAC in
processing those requests:
a. Medical & Health Providers
1)
Resource Need
Prior to submitting a resource request to the MHOAC, the provider
should confirm the following:






2)
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The resource need is immediate and significant (or anticipated to be
so).
The supply of the requested resource has been exhausted, or
exhaustion is imminent.
The resource is not available from the internal or corporate supply
chain.
The resource or an acceptable alternative is unavailable from other
vendors.
The resource is unavailable through pre‐existing agreements.
Payment/reimbursement issues have been addressed.
Complete the Health & Medical Resource Request Form
(revised: 02/21/11)
Ensure the appropriate portions of the Health and Medical Resource
Request Form are complete (see Appendix B, Medical and Health
Resource Request Form), including:
Requestor information (items 1-7 on the Resource Request Form):
 Incident Name
 Date/Time, Request Number (used for tracking)
 Requestor Name/Agency/Position/Phone/Email
 Mission/Tasks for the resource
 Order type (e.g. pharmaceuticals, supplies, personnel, etc.)
 Priority (Emergent, Urgent, or Sustainment)
 Detailed Description of Resources needed (type, kind, brand,
dosage, strength, quantity, duration of need)
 Suggested Source (or substitute)
 Delivery Point/ Point of Contact
Finance Information (items 15-16 on the Resource Request Form):
 Reply/Comments from Finance
 Finance Section Signature
3)
Contact the MHOAC through the 24-hour point of contact.
b. MHOAC Program
1)
Confirm the resource need, utilizing the Resource Need criteria above.
2)
Ensure the appropriate portions of the Resource Request Form are
complete.
3)
Contact the RDMHC
Immediately notify the RDMHC Program that the resource is needed
and work with the RDMHC Program to refine the resource request
before formal submittal of the request to the local OES office.
4)
Submit Request to OES
Submit the formal request to the local OES Coordinator (or Operational
Area EOC, if activated) by fax or email for approval and entry into RIMS.
Note: The formal approval process and RIMS data entry must not
delay the resource request through the RDMHC from moving forward.
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(revised: 02/21/11)
5)
Provide a copy of the resource request to the RDMHC Program by fax or
email.
6)
Contact the OES Coordinator (or OA EOC ) to confirm receipt of the
request and submission into RIMS.
7)
Contact the RDMHC to confirm receipt of the request.
Diagram A: Health & Medical Resource Requests
Other
regions
STATE
EMSA / CDPH
SOC
Other OAs
within the
region
RDMHC
REOC
MHOAC
OES
Medical /
Health Provider
= Request Process
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=Approval/RIMS Data Entry Process
=Coordination
(revised: 02/21/11)
2. Filling a Resource Request from Outside the OA
When a request for medical or health resources is received from the RDMHC for
another OA, the MHOAC Program will:
a. Assess local medical/health providers for the needed resource(s).
b. Notify OES/OA EOC to ensure proper tracking and fulfillment of the resource
request.
c. Notify RDMHC of the requested resource availability.
d. Continue to work with the RDMHC and local providers to ensure reimbursement
issues are confirmed and delivery details are verified.
B. Mobilizing Resources
To facilitate the effective mobilization of health and medical resources, the
completed Health and Medical Resource Request Form must provide clear and
detailed information and instructions in the Deliver to/Report to Point of Contact
section. Additional information regarding the mobilization of Personnel versus
Equipment/Supplies is provided below.
1. Personnel
a. Agencies and/or organizations that agree to provide personnel resources
to an affected jurisdiction should notify the personnel to mobilize, and
communicate detailed information regarding when and where to report
for duty (e.g., Incident Command Post, Staging Area, Mobilization Center,
or EOC).
b. The providing agency/organization should also arrange for
transportation, food, lodging, security, and other support while in route
and advise the requesting jurisdiction regarding the resource’s
anticipated needs upon arrival.
c. The MHOAC and RDMHC Programs for the requesting jurisdiction and
providing agencies or organizations should ensure the mobilized
personnel receive and provide:
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(revised: 02/21/11)





Point‐of‐contact and delivery information that is complete,
accurate, and provides the necessary detail for the personnel
resource to be mobilized from portal to portal.
Contact information for mobilized personnel resources (cell
phones, radio frequencies, etc.) while in route to allow for
information sharing, notification of travel hazards, change of
assignment, change in reporting location, cancellation orders, etc.
Clear instructions regarding the mission/task assignment.
Resource order number (for resource confirmation and tracking
purposes)
Special mobilization instructions, including security or
recommended equipment/personal gear they should carry, based
on the anticipated length of the assignment, situation and
resource availability in the affected area.
2. Equipment/Supplies
Organizations or vendors that agree to provide equipment or supplies to an
affected jurisdiction should arrange for the material to be staged for
shipment and be provided with detailed information regarding delivery
contact information, location and time, special delivery requirements, etc.
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(revised: 02/21/11)
Appendix A: Medical and Health Resource Request Form (Most recent version found in the CAHAN Documents Library: cahan.ca.gov)
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(revised: 02/21/11)
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(revised: 02/21/11)
MEDICAL AND HEALTH RESOURCE REQUEST
Instructions for Completion
Sections 1 through 4 to be completed by the Requestor (page 1)
1. Incident Name: The name of the incident, assigned by the Incident Commander.
The Incident Name should be consistent with the name assigned by the
Operational Area EOC, if any.
2. a. Date: XX/XX/XXXX (e.g., 10/01/2009 for October 1, 2009)
b. Time: Use 24-hour format (e.g., 1700 rather than 5:00 pm)
c. Request Number(s): Initial Number assigned by Requestor for tracking
purposes. Secondary Numbers may be assigned by processing and/or filling
levels, if necessary.
3. Requestor Name, Agency, Position, Phone/Email: Provide specific information
for the person submitting the request, including agency/department affiliation,
contact information, etc.
4. Mission/Tasks: Describe CLEARLY the mission/task and how the requested
resource is expected to accomplish the mission/task.
Sections 5 through 7, ORDER SHEET (page 2), to be completed by the Requestor
5. Order: CLEARLY identify what is being requested (including alternates if
applicable). i.e., pharmaceuticals (Standard or generic name), medical supplies
(specific item or nomenclature), personnel (Doctor – General/Specialist, RN,
LVN, Paramedic, etc.), ambulances, Mobile Field Hospital, etc.
Col 1: Line #. If more than one of the same kind of resource is required, assign a
number to each row.
Col 2: Priority. How soon is the item(s) needed: less than 12 hours, more than 12
hours, or is it needed to sustain operations; see options at bottom of page
Col 3: Detailed Specific Item Description: Provide information specific to the
resource to ensure quick, efficient processing of request. Provide as much
detailed information as possible.
Drugs: Indicate drug name, dosage, form, unit of use, package or volume
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(revised: 02/21/11)
Staff: Describe needed experience, licensure, skill set, abilities.
Facilities: Describe specific needs including utility, access times, etc.
Supplies/Equipment: Provide complete description, manufacture,
item/model number, etc.
Col 4: Kind/Rx Strength. Identify the kind of item; if pharmaceuticals, indicate the
strength and what kind, i.e., generic, etc;
Col 5: Type/Rx. Identify measurement (units, dozens, cases, etc.)
Col 6: Quantity Requested: Indicate how many are needed to fulfill the
mission/task.
Col 7: Expected Duration of Use: How long are the resources needed? Not
Applicable (N/A) for expendable resources, i.e. medications, gloves, etc.
6. Suggested Source(s) of Supply; Suitable Substitute(s); Special Delivery
Comment(s): Identify potential sources for supply, substitutes and any special
delivery instructions.
7. Deliver to/Report to POC: Provide delivery information, including specific delivery
address, delivery hours, and delivery POC (telephone and email address).
Section 8 through 9 to be completed by the MHOAC Program
8. MHOAC Signature. The MHOAC should review and validate the Resource
Request. The MHOAC’s signature verifies that the request meets the standards
set forth within SEMS.
9. Processing Activities: List the activities, persons contacted, and results related to
the fulfilling this request.
Sections 10 through 13 to be completed by the Logistics Section filling the
request
10. Additional Order Fulfillment Information: Provide any additional relevant
information, e.g., the order is being fulfilled in stages, more than one vendor is
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(revised: 02/21/11)
involved, etc.
11. Supplier Name/Phone/Fax/Email: Provide the exact name and contact
information of vendor or agency supplying the resource.
12. Resource Tracking: Use to document expectations and actions related to
resource tracking.
13. Notes: Additional relevant information not contained elsewhere.
14. Ordered filled at: Indicate the highest SEMS level fulfilling the request.
Sections 15 and 16 to be completed by Finance Section
15. Reply/Comments from Finance: Provide information for documenting the
financial activities related to this request.
16. Finance Section Signature (Name, Position and Signature) and Date/Time:
Identify the person/position that authorized expenditure of funds to fulfill the
resource request; in addition to signature, include position/title and date and time
signed.
Section 17 to be completed by level/entity Logistics Section filling the request i.e.
Quantity
Approved: Indicate the amount approved. This may be different than amount
requested.
Filled: Indicate the amount that can be filled at request processing time.
Back Ordered: Indicate any quantity that has been placed on back-order at the
vendor level that once delivered can be used to complete the request. If items
not provided will require re-ordering, indicate the number of items and that “ReOrder Required”.
Tracking #: Internal number used to track the resource fulfillment process.
ETA (Date and Time): Estimated time of arrival of the requested items, if known.
Cost: Used to track event cost
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(revised: 02/21/11)
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