Whether we like it or not, disasters are a part of life.
They can strike without warning and come in many forms, including:
- Natural disasters: fire, floods, windstorms, tornadoes, hurricanes, earthquakes, etc.
- Man-made disasters: terror attacks, active shooter situations, civil unrest, chemical or bio-hazard spills, etc.
- Technological disasters: cyber-attacks, major damage to the power grid, temporary local power outages, etc.
Unfortunately, disasters don’t happen in isolation. Frequently, they are accompanied by power outages; sometimes, water and gas supplies are also disrupted.
Disasters are not only disruptive; they also cause widespread damage and are costly on an individual and societal level.
But we can’t stop them from happening. So the best plan of action is to prepare ourselves as best we can.
In Your Clinic
As an NP running an independent clinic, your ability to respond quickly and effectively during a disaster can mean the difference between chaos and continuity, not only of care but also of your business.
However, all too often, practices are underprepared or not prepared at all. They stick their head in the sand, hoping that disasters won’t happen to them.
However, the truth is… disasters can happen to anyone, anywhere.
That’s why having even a lackluster emergency plan is better than having no plan at all.
So here are the most practical and actionable steps NPs can take to prepare their clinics for disasters, starting today.
1. Identify Common Threats in Your Area
Start with a basic risk assessment.
What are the most common natural disasters in your area? Are you more likely to experience tornadoes, wildfires, or floods than hurricanes or earthquakes?
And don’t forget to include the potential for man-made disasters. How would you continue to practice during an extended power outage or, at minimum, keep vaccines and other medications from spoiling?
Cyberattacks and attacks on individual networks are ongoing threats and should be included.
Additionally, consider the potential for violence in your clinic or an active shooter situation.
Create a list of the most likely threats that could impact your clinic and plan around them.
2. Create a Simple Emergency Response Plan
Essentially, this plan outlines what you will do in response to a disaster or emergency. It doesn’t need to be overly complex; however, it needs to be clear, accessible, and reviewed regularly.
Include the following points:
a. Communication Protocol
- Determine and assign who is responsible for contacting staff and patients (with upcoming appointments) during a disaster.
- Pick an alternate in case the primary person is unable to respond.
- Maintain up-to-date contact lists (printed and digital).
- Consider mass texting/email tools or secure group messaging apps.
- Think of an alternate contact method in case email, text, or messaging is unavailable.
b. Evacuation and Shelter-in-Place Procedures
- Map out clear exit routes and meeting points in the event of disaster during clinic hours.
- Post evacuation diagrams in patient and staff areas.
- Conduct drills at least twice a year.
- Regularly review procedures with all employees.
c. Chain of Command
- Identify who is in charge if you’re not on-site.
- Designate a primary and secondary individual.
- Delegate emergency roles: communication, sensitive clinic supplies, someone to help with patients, etc.
3. Back Up and Secure Critical Data
Access to patient data and practice information is crucial in the event of an emergency. Take the steps below to safeguard patient and practice records.
- Use a cloud-based EHR system with automatic backups.
- Store essential business documents (licenses, contracts, insurance, vendor contacts) in a secure cloud folder and maintain hard copies in a safe place.
- Utilize data encryption on all devices.
- Maintain and enforce strong password protocols.
- Test your backup and recovery process at least twice a year to ensure its accurate functioning.
4. Build an Emergency Supply Kit
Keep a designated emergency kit on hand. It should be easily accessible and include:
- Flashlights and extra batteries
- A few blankets
- First aid supplies
- N95 masks and gloves
- Non-perishable snacks and bottled water
- A battery-powered phone charger
- Emergency contact sheet
- Cash (in small denominations)
- Basic tools (e.g., wrench, utility knife)
- Blank prescription pads (in case of EHR downtime)
Customize your kit based on your patient population, for example, include pediatric or chronic care items if needed.
5. Ensure Continuity of Care
If your clinic is forced to close temporarily, patients still need support. Plan ahead by:
- Creating relationships with nearby clinics or urgent care centers for referrals.
- Setting up telehealth services as a backup.
- Drafting template emails and voicemails that inform patients of temporary service changes.
- Post information on your website; alternatively, post a sign on your office door.
Make sure patients with complex needs (e.g., diabetics, asthma patients) know how to reach you during prolonged service disruptions.
6. Train Your Employees
Disaster preparedness is a team effort. Involve your staff by:
- Reviewing emergency plans together every 6–12 months.
- Practicing evacuation and lockdown drills.
- Offering basic first aid and CPR training.
- Assigning specific roles in advance so everyone knows their responsibilities.
Keep a printed quick-reference guide near the front desk and break room with key steps and contacts.
7. Review Insurance and Legal Protections
Verify your insurance coverage:
- Do you have business interruption insurance?
- Does your liability coverage include emergency response situations?
- What is your coverage for damage to equipment and furnishings?
- Are there any exclusions in your policy in the event of disaster?
- Should you consider extra coverage?
Also, ensure that your business licenses, credentialing documents, and DEA registration are up-to-date and backed up.
8. Test and Update Your Plan Regularly
Your emergency plan is not set in stone. Be sure to keep it current and update it:
- When employees change.
- When you move locations.
- When local risks change (e.g., increasing wildfires).
- After each drill or real event, based on what worked and what didn’t.
Even a short quarterly review will help keep your plan relevant and functional.
In Conclusion …
While your primary responsibility as an NP is patient care, that responsibility extends beyond exam rooms and lab work.
As an independent NP practice owner, preparing for disasters or emergencies is part of running a responsible practice and a robust business.
Keep in mind that the goal of your disaster plan isn’t perfection, but preparedness.
Creating a plan forces you to think about how you will respond to any number of emergencies. Hence, even a poorly put-together plan is better than having no plan at all.
By taking small, intentional steps now, you’ll be better equipped to protect your patients, your staff, and your business when the unexpected strikes.
We want to hear from you…
Join the conversation by leaving your comment or question below.
By Johanna Hofmann, MBA, MAc., EAMP; regular contributor to the NPBusiness blog and author of “Smart Business Planning for Clinicians.“