Background
During many emergencies there is often limited time to either gather supplies before sheltering in place or to find important personal documents and belongings before evacuating. The best preparedness measure is to keep all essential information, documents, and supplies in a central, easy-to-access location (eg, box, folder, container).
Specific issue
The Vulnerable Populations Committee comprises representatives of public health agencies, senior and disabilities services, hospital preparedness, emergency management, extended care facilities, Head Start programs, the American Red Cross, transportation assistance, higher education, and private providers in two Oregon counties. The committee observed that many existing preparedness materials for sheltering in place and evacuation came in small print, were difficult to read, and did not focus on the specific needs of local target populations. Committee members identified the need for a hands-on resource that would be easy to read and use by elders and people with disabilities.
The practice
Working with an advertising agency, the Vulnerable Populations Committee developed The READY BOOK, which outlines emergency supplies and provides a standardized way for an individual (or caregiver) to organize vital medical information into sections to easily facilitate diagnosis and treatment after an emergency.
The large-print, waterproof, heatproof book is divided into nine sections with the following titles and content:
Section 1: Instructions and your photo
Directions on how to use the book and how to add the necessary personal and medical information. Also included: a plastic pouch that can store a photograph of the book’s owner and his/her service animal and/or pets.
Section 2: Emergency phone numbers
Space for the book’s owner to enter important phone numbers of family, friends, caregiver, doctors, and a pharmacist. Also included: a flexible, plastic pouch to store important business cards and other local numbers.
Section 3: Your medicine
Space to list allergies and current prescriptions, as well as over-the-counter medications. Also included: a large, plastic pouch that can hold prescription printouts from a pharmacist.
Section 4: Your important papers
Section includes a large, plastic pouch for storing copies of pertinent medical records, personal identification, and other vital paperwork.
Section 5: Emergency supply “go-kit”
Section provides lists to help individuals gather essential personal items that they’ll need before they evacuate. Examples include an extra change of clothing and shoes, hygiene supplies, and comfort items.
Section 6: Emergency supply “stay-kit”
Basic list of emergency supplies to help individuals gather materials they’ll need for sheltering in place for 72 hours. Examples include bottled water, blanket, and a flashlight.
Section 7: Your I.D. bands
Removable wristbands that match the bar code on the book and should only be used in the event of an evacuation. The wristbands correspond to the book (and its contents) and can be attached to the book owner, his or her personal items, a pet’s collar, or medical equipment.
Section 8: Shelter or medical care point use only
For use by healthcare professionals as an initial intake and assessment tool. An “additional notes” page is provided for documenting specific needs, treatment, or other healthcare issues.
Section 9: Help/OK cards
In the event of a natural disaster or other emergency, these door tags can be placed in the individual's front window or hung on the front door to help relief workers determine his/her health status.
The books can be ordered in English or Spanish and can also be customized with an agency’s logo and slogan.
As part of the resource, READY BOOK refrigerator magnets and window decals can be used to alert rescue workers and caregivers that there is a READY BOOK inside the house.
What made this practice possible?
- Federal funding for book development. A small amount of funds from the US Department of Health and Human Services Health Resources and Services Administration went towards paying an ad agency to create the book layout.
- Securing smaller grants for book distribution. Several agencies secured grants to order copies of the book so they could distribute them for free.
- Feedback from the community. Clients and advisory council members provided input on what was useful and not useful with existing publications.
- Focus on the target audience. Each agency in the committee brought the perspective of the particular population it serves. The committee was conscious about literacy level, low vision level, and other factors that influence the way people with a variety of disabilities might be able to read, understand, and act on information in the book.
Results
Copies were distributed through health departments, public and nonprofit agencies, emergency management, home healthcare and durable medical equipment providers, Oregon State University Extension services, Southern Oregon University intern program, churches, police and fire stations, and senior fairs. In addition, all 650 people in the Jackson and Josephine Counties Disaster Registry received a book.