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FAIRFAX MEDICAL
RESERVE CORPS
ROLE SPECIFIC TRAINING
SPECIAL NEEDS UNIT ASSISTANTS
And
ASL INTERPRETERS
rev 6.2
Special Needs Unit Mission
• To provide services for clients with mobility,
visual, hearing, cognitive, or emotional
impairments
• To provide these services in a smaller, less
congested area of the dispensing site
• Unit will include intake, contact screening,
registration/education, medical screening,
and medication dispensing
Special Needs Unit Overview
• All services of the dispensing site will be
provided in one area
• Family members of those with special needs
may accompany them through the Special
Needs Unit
• Unit staff must be familiar with all tasks
performed in the unit
• Flexibility will be key to accommodating the
needs of individuals going through this unit
Learning Objectives
• To understand the tasks and responsibilities
required in each of the following Units
Intake
Ill person triage
Contact Investigation
Registration/Education
Screening
Dispensing
Post Dispensing
• You may be assigned to assist with any or all
of these functions
Importance of Your Role
• You will be working with citizens who need
extra help in understanding the information
being provided at the Dispensing Site
• Your patience, flexibility, and creativity will
be key to insuring that these individuals
receive the maximum benefit from the
Dispensing Site
Basic Knowledge Required
• Familiarize yourself with the fact sheet on
the disease of concern
• Be familiar with the dispensing site
educational materials and forms
• “Just in Time” Training during the first
twelve hours of the clinic will provide this
information
Tips on Handling the Public
• Model a calm, positive attitude
• Be patient – people will ask some
unnecessary questions
• Refrain from getting into long
conversations that might hold up the
line
Tips on Handling the Public (2)
• Observe people for signs of significant
anxiety/stress – refer to mental health
through unit leader
• Report all inter-personal conflicts to unit
leader so security can be summoned if
necessary– don’t put yourself in harm’s way
• Don’t speculate or express your opinions
about the crisis
Overview of Dispensing Sites
• Purpose:
– to provide education and medication
to individuals living in Fairfax
County in the event of a release of a
biological weapon
– to accomplish this in an efficient
manner and in the shortest time
possible
Overview of Dispensing Sites (2)
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24 high schools and GMU
1 team per shift per school
12 hour shifts
3-5 day duration
Public bused to high school
– From all regular high school stops
– Special transport via Fastran & FCPS
• Volunteer parking on-site: will obtain parking pass
when you get your MRC photo ID badge
Dispensing Site Flow
Ill Person
Triage
Intake
Unit
Holding
Area
Contact Unit
Education and
Registration
Unit
Interpreter
Unit
Screening
Unit
Data Entry
Unit
Vaccination/
Medication
Dispensing Unit
Mental Health
Unit
Special Needs
Unit
Flow Control
Unit
Pharmacy
Unit
Post-vaccination/
Dispensing
Holding Unit
Special Needs Unit
• All the tasks of the Dispensing Site are
provided in one self-contained space
• Nurses and Site Assistants will provide
intake, education, registration, screening,
and dispensing in different areas of this
space
• Some clients will move from area to area
within the Unit
• Some clients will need all services in one
place
Special Needs Unit (2)
• Staffing:
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1 MD
1 NP/PA (Nurse Practitioner/Physician Assistant)
7 RNs
6 SNAs (Special Needs Assistants)
4 SAs (Site Assistants)
• Interpreters may be needed in this Unit
• All paperwork will be available in the top 5 nonEnglish languages
• Tele-interpreter service may be used
Special Needs Intake Area
• Purpose: to screen arriving Special Needs clients
for those who:
– are non-English speaking
– display signs or report symptoms of the disease of
concern
– who are contacts of individuals who may have the
disease of concern
• This assessment will occur in an area outside the
Special Needs Unit (and probably outside the
building)
• Staffing: 1 RN and 1 SNA
Special Needs Intake Tasks
• Greet persons approaching the Dispensing Site and give
them the Intake Form
• Review form with client
• If person speaks a language other than English, apply a
hand stamp to their left wrist as follows:
– S = Spanish
C = Chinese
– E = English
O = Other
– K = Korean
– V = Vietnamese
– U = Urdu
– F = Farsi
• Place a white wrist band on left wrist of speakers of other
languages
• Give a yellow index card to those who are deaf or hard of
hearing
Special Needs Intake Tasks(2)
• If person notes symptoms, refer to Ill Triage area
• Observe people for symptoms of disease of
concern; if observed, refer to RN/Unit Leader
• If person reports contact with an ill individual,
give them a pink index card and direct to an area
of the Unit where a contact interview will be
conducted
• Request an interviewer from the Contact Unit
come to Special Needs Unit
Contact Area
Purpose:
– to obtain demographic information on contacts
of people with disease of concern
– to educate contacts about symptoms, and
instruct them about travel restrictions and
reporting requirements
– to initiate prompt case investigation based upon
contact’s report
– To refer medical questions to physician
• Staffing: 1 RN with epidemiology training, 1
SNA
Contact Area
• Special Needs Assistant will distribute
language appropriate Contact Investigation
forms and help client fill them out
– use interpreters as necessary
– answer non-medical questions
• Ensure a sufficient supply of forms and
supplies
Holding Area
• Area for clients waiting to receive education and to
begin filling out registration forms
• Model calm, patient behavior
• SNA will help clients find a seat and distribute
educational materials and registration forms
• Alert Unit leader if non-English speakers are
present and will need interpreters
Holding Area (2)
• Site Asst’s will help clients begin to
complete forms
• Interpreters may be needed to help nonEnglish speakers with forms
• Tele-interpreters available
Education Area
• Educational material and forms will be
distributed
• Using DVD, VHS tape, overhead slides,
Power Point, or script the educational
program will be presented by RN or SA
• If necessary, divide group according to
language spoken
• Insure that clients have something with
which to write
Education Area(2)
• Content of session includes:
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clinic process
signs/symptoms of disease of concern
treatment options
medication/vaccination information
contraindications to and side effects of
medication/vaccine
– isolation and quarantine
– explanation of forms
Education Area (3)
• Depending on language needs and numbers of
clients, more than one education session may run
concurrently
• Help each client complete paperwork
– Registration forms
– Medical history
– Answers should be clearly printed
• Check that forms are completely filled out and
legible
• Direct clients to Medical Screening area.
Screening Area
• Purpose: to identify those who should not
receive medication/vaccination due to
medical contraindications
• Staffing: 1 MD, 1 NP/PA, 1 SNA, 1 SA
Screening Area (2)
• SAs will review forms to identify those who:
– have marked “yes” to any screening question
– may have contraindications
– have questions regarding interactions with their regular
medications
• These individuals will be referred to the
NP/PA/RN
• If no boxes are checked indicating a need for
medical evaluation, stamp form “OK”, and retain
appropriate forms
Screening Area (3)
• NP/PA/RN will sign off on forms if there
are no flags
• Evaluate those with flags, highlight the
checked boxes and direct individuals to
Medical evaluation area
• Retain proper forms
• Direct client to dispensing area
Screening Area (4)
• Medical Evaluation area:
– Clients interviewed/examined by MD
– SNA and/or Interpreter may need to be present
• MD will determine if client should go home with
a Deferral of Treatment letter, or may continue to
the dispensing area
– Those deferred will be given appropriate information
about restrictions and follow-up
• Those cleared will have paperwork stamped “OK”
and be directed to the dispensing area
Dispensing Area
Purpose is to administer vaccine or provide
medication to clients who may have been
exposed to a biological agent
Staffed by 3 RNs, 1 SNA, 1 SA, and
interpreters as needed
Dispensing Area
• RNs will:
– Administer vaccine or provide medication
dispensed by pharmacy
– Document as appropriate
– Direct client to Post Dispensing area
Dispensing Area (2)
• SNAs will:
– check registration forms for “OK” and ask client to give
to the RN
– help clients prepare site (roll up sleeve) if vaccine being
given
– weigh children and infants as appropriate
– apply Band-Aid as directed
– assist nurse as necessary
– direct client to Post-Dispensing area
– gather forms and deliver to data entry
– monitor and request supplies as needed
Dispensing Area (3)
• Interpreters may be needed to explain:
– procedures
– instructions for taking medication, if given
• Tele-interpreter service may be used
Post Dispensing Area
• Purpose:
– Observe clients for immediate
reactions/adverse effect, if vaccine given
– provide supportive nursing care, if needed
– answer any remaining questions
• Staffing: 1 NP/PA/RN, 1 SNA
Post Dispensing Area (2)
• NP/PA/RN will:
– monitor clients for adverse reactions
– answer medical questions
• SNAs will:
– be familiar with disease fact sheets
– provide literature on follow-up to vaccine, if given
– direct clients to pick-up area outside building
• Interpreters will assist with any questions and
answers, as necessary
QUESTIONS?