Action steps for medical practices facing hurricanes and storm flooding

September marks National Preparedness Month, coinciding with what historically is the most active month for hurricanes in the North Atlantic Ocean. 

As Hurricane Helene is forecast to be one of the largest storms in decades in the Gulf of Mexico, medical practices and other healthcare facilities are particularly vulnerable to hurricanes and flooding due to their critical role in maintaining patient care and their reliance on infrastructure that is easily disrupted by severe weather.

Hurricanes can cause widespread damage to buildings, disrupt electricity and water supplies, and hinder access to essential medical equipment and medications. Flooding can further lead to the contamination of sterile environments and damage to sensitive technology, including EHRs and life-support systems.

Additionally, the sudden influx of patients during a natural disaster puts added pressure on healthcare staff and resources, while the potential need for evacuations complicates patient care for those with chronic conditions, critical injuries or immobility. The combination of these factors makes it essential for practices to have robust disaster preparedness and response plans in place to ensure continuity of care during and after such events.

MGMA resources

• “Is your practice really prepared for disaster?” (Insight article)
• “Michael’s lessons for leaders: Hurricane recovery helped empower frontline staff and prepare for a pandemic” (Insight article)
• Emergency Planning Checklist (Member tool)
• “Leading through crisis: 8 ways to create an atmosphere of psychological safety” (Insight article)

Here are 12 major steps to take before and during an emergency to effectively respond to the threat of a hurricane and/or storm flooding in low-lying coastal areas:

1. Have a hurricane preparedness task force

• Identify team members who will be responsible for hurricane preparedness and response, including leadership from medical and administrative departments, to coordinate planning, communication and action steps.

2. Develop a comprehensive emergency response plan

• Create a detailed plan covering evacuation procedures, communication protocols, patient care during and after the storm, staffing plans and supply chain management. Ensure the plan is aligned with local, state and federal emergency guidelines.

3. Identify and protect your critical infrastructure

• Map out key infrastructure (e.g., electrical systems, medical equipment, data centers, labs) and ensure they are protected or reinforced against flooding. Back up critical data and ensure backup generators and fuel supplies are in place.

4. Establish evacuation and shelter-in-place protocols

• Depending on the severity of the storm, determine which patients and staff will evacuate and which will shelter in place. Develop criteria for patient transfers to other facilities if necessary and plan for transportation and safe housing for patients, staff and their families.

5. Stockpile emergency medical supplies

• Ensure adequate inventory of essential medical supplies, medications and equipment. Plan for a possible disruption in the supply chain and aim to stockpile at least 72 hours’ worth of essential items.

6. Create a communication plan

• Set up a reliable communication system to keep staff, patients and local emergency management agencies informed. This could include radios, satellite phones and a backup notification system for power outages. Clearly define a communication hierarchy and assign responsibilities.

7. Ensure continuity of patient care

• Develop a continuity plan to ensure that patient care continues even in a disrupted environment. This includes setting up telehealth options (if/when electricity and bandwidth are available), coordinating with nearby facilities and preparing for mobile medical units if necessary.

8. Train staff on emergency procedures

• Conduct regular training and drills for all staff members on emergency protocols, including evacuation, patient care during a disaster, and operating backup systems. Include refresher training in the months leading up to hurricane season.

9. Establish agreements with other clinics/facilities

• Form mutual aid agreements with nearby hospitals and clinics to share resources and patient care responsibilities in case of an emergency. These agreements should include protocols for transferring patients, sharing staff and accessing additional supplies.

10. Prepare for post-storm recovery

• Have a post-storm recovery plan that includes damage assessment, restoring services, staff scheduling and addressing mental health needs for both staff and patients. Be ready with key phone numbers and email addresses to work with local authorities and FEMA for disaster recovery assistance.

11. Engage with local emergency management

• Collaborate with local and state emergency management agencies to ensure that the practice or health system is integrated into broader community disaster response plans. This includes aligning evacuation routes and timelines, securing transport assistance and coordinating shelter needs.

12. Communicate with patients and the public

• Keep patients and the public informed through social media, your website and local media outlets. Update on closures, service availability and any special instructions for seeking care during the storm. Establish a hotline for urgent patient concerns.