What document is a series of standard forms and supporting documents?

Documentation is an essential component of effective communication. Given the complexity of health care and the fluidity of clinical teams, healthcare records are one of the most important information sources available to clinicians. Undocumented or poorly documented information relies on memory and is less likely to be communicated and retained. This can lead to a loss of information, which can result in misdiagnosis and harm.1,2

The intent of this criterion is to ensure that relevant, accurate, complete and up-to-date information about a patient’s care is documented, and clinicians have access to the right information to make safe clinical decisions and to deliver safe, high-quality care.

Documentation can be paper-based, electronic or a mix of both. It can also take a number of forms, including the care plan, handover notes, checklists, pathology results, operation reports and discharge summaries. For this criterion, organisations are required to have in place systems to ensure that essential information about a person’s care is documented in the healthcare record. For documentation to support the delivery of safe, high-quality care, it should:3

Be clear, legible, concise, contemporaneous, progressive and accurate
Include information about assessments, action taken, outcomes, reassessment processes (if necessary), risks, complications and changes
Meet all necessary medico-legal requirements for documentation.

Regardless of who records information in the healthcare record, organisations need to ensure that their systems and processes for documentation meet the requirements of this standard. This involves supporting the workforce to document information correctly, and could include policies or training that clearly describe:

The workforce’s roles, responsibilities and expectations regarding documentation
When documentation is required
How to gain access to the healthcare record and templates, checklists or other tools and resources that support best-practice documentation.

Clinical information systems and technologies play an increasingly important role in documentation in the healthcare system. It is essential to consider the safety and quality issues that may arise when designing, implementing or integrating digital health solutions. Any digital health record system that is implemented should meet the elements of best-practice documentation and support effective clinical communication.

This criterion is supported by actions in the Clinical Governance Standard that require organisations to make the healthcare record available to clinicians at the point of care, support the workforce to maintain accurate and complete healthcare records, and integrate multiple information systems if they are used (Action 1.16).

Item

Unformatted text preview: ICS Forms The ICS uses a series of standard forms and supporting documents that convey directions for the accomplishment of the objectives and distributing information. Listed below are the standard ICS form titles and descriptions of each form: Standard Form Title Description Incident Action Plan Cover Page ICS 200 Indicates the incident name, plan operational period, date prepared, approvals, and attachments (resources, organization, Communications Plan, Medical Plan, and other appropriate information). Incident Briefing ICS 201 Provides the Incident Command/Unified Command and General Staffs with basic information regarding the incident situation and the resources allocated to the incident. This form also serves as a permanent record of the initial response to the incident. Incident Objectives ICS 202 Describes the basic strategy and objectives for use during each operational period. Organization Assignment List ICS 203 Provides information on the response organization and personnel staffing. Field Assignment ICS 204 Used to inform personnel of assignments. After Incident Command/Unified Command approve the objectives, staff members receive the assignment information contained in this form. Incident Communications Plan ICS 205 Provides, in one location, information on the assignments for all communications equipment for each operational period. The plan is a summary of information. Information from the Incident Communications Plan on frequency assignments can be placed on the appropriate Assignment form (ICS Form 204). Medical Plan ICS 206 Provides information on incident medical aid stations, transportation services, hospitals, and medical emergency procedures. Incident Status Summary ICS 209 Summarizes incident information for staff members and external parties, and provides information to the Public Information Officer for preparation of media releases. Check-In/Out List ICS 211 Used to check in personnel and equipment arriving at or departing from the incident. Check-in/out consists of reporting specific information that is recorded on the form. General Message ICS 213 Used by: ƒ Incident dispatchers to record incoming messages that cannot be orally transmitted to the intended recipients. ƒ EOC and other incident personnel to transmit messages via radio or telephone to the addressee. ƒ Incident personnel to send any message or notification that requires hard-copy delivery to other incident personnel. ICS Forms (Continued) Standard Form Title Description Unit Log ICS 214 Provides a record of unit activities. Unit Logs can provide a basic reference from which to extract information for inclusion in any afteraction report. Operational Planning Worksheet ICS 215 Documents decisions made concerning resource needs for the next operational period. The Planning Section uses this Worksheet to complete Assignment Lists, and the Logistics Section uses it for ordering resources for the incident. This form may be used as a source document for updating resource information on other ICS forms such as the ICS 209. Incident Action Plan Safety Analysis ICS 215A Communicates to the Operations and Planning Section Chiefs safety and health issues identified by the Safety Officer. Air Operations Summary ICS 220 Provides information on air operations including the number, type, location, and specific assignments of helicopters and fixed-wing aircraft. General Plan ICS 226 Addresses long-term objectives approved by Incident Command/ Unified Command. These objectives are often expressed as milestones (i.e., timeframes for the completion of all and/or portions of incident response operations). A General Plan should identify the major tasks to be carried out through to the end of emergency response operations, the duration of the tasks, and the major equipment and personnel resources needed to accomplish the tasks within the specified duration. ICS Form list and discussion There are several different “versions” of ICS forms. o Original wildfire or NFES forms which are wildfire specific and were copied into the NIMS guidance but several of these forms are NOT all-risk/all-hazard. o Coast Guard and NOAA “OS” or Oil Spill Specific forms o “CG” forms that have been developed for all-risk/all-hazard situations. If you notice several are identical except for some small changes. We recommend the use of the CG forms when noted because they are the most capable for all-risk/all-hazard incidents but any of the three kinds mentioned may be used. Below is a list of all the ICS forms and which is preferred: Form number Name Versions IAP Cover Sheet Incident Action Plan Cover Sheet CG, OS ICS 201 Incident Briefing CG, NFES, OS ICS 202 Incident Objectives CG, NFES, OS ICS 203 Organization Assignment List CG, NFES, OS ICS 204 Assignment List CG, NFES, OS ICS 204a Assignment List Attachment CG, OS ICS 205 Incident Radio Communications Plan CG, NFES, OS ICS 206 Medical Plan CG, NFES, OS ICS-207 Organizational Chart CG, NFES, OS ICS 208 Site Safety Plan CG ICS 209 Status Summary (SITREP/Opsum) CG, NFES, OS ICS-210 Status Change NFES ICS 211 Check-In List CG, NFES, OS ICS 213 General Message NFES ICS 213-RR Resource Request CG ICS-214 Unit Log CG, NFES, OS ICS 215 Operational Planning Worksheet CG, NFES, OS ICS-216 Radio Requirements Worksheet NFES ICS-217 Radio Frequency Assignment Worksheet NFES ICS-218 Support Vehicle Inventory NFES ICS-219 Resource Status Card (T-Cards) NFES ICS 220 Air Operations Summary CG, NFES, OS ICS-221 Demobilization Checkout NFES ICS-224 Crew Performance Rating NFES ICS-225 Personnel Performance Rating NFES ICS-226 Individual Personnel Rating NFES ICS-230 Daily Meeting Schedule CG, OS ICS-232 Resources at Risk Summary CG ICS-232a ACP Site Index CG ICS-233 Open Action Tracker CG ICS-234 Work Analysis Matrix CG ICS-235 Facility Needs Assessment CG 1 of 5 Preferred Form CG CG CG any CG CG CG any any CG CG NFES any NFES CG any CG NFES NFES NFES NFES any NFES Not used NFES NFES CG CG CG CG CG CG Updated 12/2/2005 1. Incident Name 2. Operational Period to be covered by IAP (Date / Time) From: To: IAP COVER SHEET 3. Approved by: FOSC SOSC RPIC INCIDENT ACTION PLAN The items checked below are included in this Incident Action Plan: ICS 202-OS (Response Objectives) ICS 203-OS (Organization List) - OR - ICS 207-OS (Organization Chart) ICS 204-OSs (Assignment Lists) One Copy each of any ICS 204-OS attachments: Map Weather forecast Tides Shoreline Cleanup Assessment Team Report for location Previous day's progress, problems for location ICS 205-OS (Communications List) ICS 206-OS (Medical Plan) 4. Prepared by: IAP COVER SHEET Date / Time June 2000 Electronic version: NOAA 1.0 June 1, 2000 IAP COVER SHEET Special Note. This optional form acts as a cover sheet for the completed Incident Action Plan (IAP) described below. Two versions of this cover sheet are included; either can be used. One version includes check boxes for forms included in the IAP, while the other version leaves a large blank area for user comments or graphics. Purpose. An Incident Action Plan (IAP) contains general control objectives reflecting the overall incident strategy and specific action plans for the next operational period. The Unified Command, Command Staff, and General Staff develop the IAP. When all attachments are included, the plan: − specifies the objectives for the next operational period; − defines the work assignments for the next operational period, including extracts of site-specific safety messages (Note: the Site Safety Plan is generally a stand-alone document and is not included in the IAP); − defines the resources needed to accomplish the work order; − depicts how all response personnel are to be organized; − lists radio and telephone communications for all incident personnel; − specifies a medical plan to follow in case of a responder emergency; − identifies resources at risk. Preparation. The Planning Section Chief compiles the IAP, with key tactical input from the Operations Section Chief. The Plan is to be completed following each Planning Meeting. The plan should be approved and signed by each member of the Unified Command. Distribution. Sufficient copies of the IAP will be reproduced and given to all supervisory personnel at the Section, Branch, Division/Group, and Unit Leader levels. The original IAP MUST be given to the Documentation Unit. Item # Item Title Instructions 1. Incident Name Enter the name assigned to the incident. 2. Operational Period Enter the time interval for which the form applies. Record the start and end date and time. 3. Approved by Signatures of approval must be obtained from each Unified Commander. Inclusion List (if used) Mark "X" for each item that is included in the Plan. Prepared By Date/Time Enter name and title of the person preparing the form. Enter date (month, day, year) and time prepared (24-hour clock). 4. 1. Incident Name 2. Operational Period to be covered by IAP (Date / Time) From: To: IAP COVER SHEET 3. Approved by: FOSC SOSC RPIC INCIDENT ACTION PLAN 4. Prepared by: IAP COVER SHEET Date / Time June 2000 Electronic version: NOAA 1.0 June 1, 2000 IAP COVER SHEET Special Note. This optional form acts as a cover sheet for the completed Incident Action Plan (IAP) described below. Two versions of this cover sheet are included; either can be used. One version includes check boxes for forms included in the IAP, while the other version leaves a large blank area for user comments or graphics. Purpose. An Incident Action Plan (IAP) contains general control objectives reflecting the overall incident strategy and specific action plans for the next operational period. The Unified Command, Command Staff, and General Staff develop the IAP. When all attachments are included, the plan: − specifies the objectives for the next operational period; − defines the work assignments for the next operational period, including extracts of site-specific safety messages (Note: the Site Safety Plan is generally a stand-alone document and is not included in the IAP); − defines the resources needed to accomplish the work order; − depicts how all response personnel are to be organized; − lists radio and telephone communications for all incident personnel; − specifies a medical plan to follow in case of a responder emergency; − identifies resources at risk. Preparation. The Planning Section Chief compiles the IAP, with key tactical input from the Operations Section Chief. The Plan is to be completed following each Planning Meeting. The plan should be approved and signed by each member of the Unified Command. Distribution. Sufficient copies of the IAP will be reproduced and given to all supervisory personnel at the Section, Branch, Division/Group, and Unit Leader levels. The original IAP MUST be given to the Documentation Unit. Item # Item Title Instructions 1. Incident Name Enter the name assigned to the incident. 2. Operational Period Enter the time interval for which the form applies. Record the start and end date and time. 3. Approved by Signatures of approval must be obtained from each Unified Commander. 4. Prepared By Date/Time Enter name and title of the person preparing the form. Enter date (month, day, year) and time prepared (24-hour clock). 2. Date 1. Incident Name 3. Time INCIDENT BRIEFING 4. Map Sketch 5. Current Organization Incident Commander Safety Of ficer: Liaison O fficer or Agency Rep: Information Officer: Planning Div. ___________________ Operations Div. ___________________ Logistics Div. ___________________ Div. __________________ Finance Air Air Operations _____________________ Air Support_________________________ Air Attack _________________________ Air Tanker Coord ___________________ Helicopter Coord ___________________ 6. Prepared by (Name and Position) Page 1 of ICS 201 NFES 1325 6. Resources Summary Resources Ordered Resource Identification ETA On Scene Location/Assignment 7. Summary of Current Actions Page 2 of ICS 201 NFES 1325 1. Incident Name 3. Map/Sketch 2. Prepared by: (name) INCIDENT BRIEFING ICS 201-CG Date: Time: (include sketch, showing the total area of operations, the incident site/area, overflight results, trajectories, impacted shorelines, or other graphics depicting situational and response status) 4. Current Situation: INCIDENT BRIEFING ICS 201-CG (pg 1 of 4) (Rev 4/04) 1. Incident Name 2. Prepared by: (name) Date: Time: INCIDENT BRIEFING ICS 201-CG 5. Initial Response Objectives, Current Actions, Planned Actions INCIDENT BRIEFING ICS 201-CG (pg 2 of 4) (Rev 4/04) 1. Incident Name 2. Prepared by: (name) Date: Time: INCIDENT BRIEFING ICS 201-CG 6. Current Organization (fill in additional appropriate organization) Safety Officer Liaison Officer Public Information Officer Operations Section INCIDENT BRIEFING Planning Section Logistics Section Finance Section ICS 201-CG (pg 3 of 4) (Rev 4/04) 1. Incident Name 2. Prepared by: (name) Date: 7. Resources Summary Resource INCIDENT BRIEFING Resource Identifier Date Time Ordered Time: ETA OnScene (X) INCIDENT BRIEFING ICS 201-CG NOTES: (Location/Assignment/Status) ICS 201-CG (pg 4 of 4) (Rev 4/04) 2. Date 1. Incident Name 3. Time INCIDENT OBJECTIVES 4. Operational Period 5. General Control Objectives for the Incident (include alternatives) 6. Weather Forecast for Period 7. General Safety Message Attachments (mark if attached) 8. Organization List - ICS 203 Medical Plan - ICS 206 Div. Assignment Lists - ICS 204 Incident Map Communications Plan - ICS 205 Traffic Plan 9. Prepared by (Planning Section Chief) ICS 202 (0ther) 10. Approved by (Incident Commander) 1. Incident Name 2. Operational Period (Date/Time) From: To: INCIDENT OBJECTIVES ICS 202-CG 3. Objective(s) 4. Operational Period Command Emphasis (Safety Message, Priorities, Key Decisions/Directions) Approved Site Safety Plan Located at: 5. Prepared by: (Planning Section Chief) INCIDENT OBJECTIVES Date/Time ICS 202-CG (Rev 4/04) INCIDENT OBJECTIVES (ICS 202-CG) Purpose. The Incident Objectives form describes the basic incident strategy, control objectives, command emphasis/priorities, and safety considerations for use during the next operational period. Preparation. The Incident Objectives form is completed by the Planning Section following each Command and General Staff Meeting conducted in preparing the Incident Action Plan. Distribution. The Incident Objectives form will be reproduced with the IAP and given to all supervisory personnel at the Section, Branch, Division/Group, and Unit levels. All completed original forms MUST be given to the Documentation Unit. Item # Item Title 1. Incident Name 2. Operational Period 3. Objective(s) 4. Operational Period Command Emphasis 5. Site Safety Plan Prepared By Date/Time Instructions Enter the name assigned to the incident. Enter the time interval for which the form applies. Record the start and end date and time. Enter clear, concise statements of the objectives for managing the response. These objectives are for the incident response for this operational period and for the duration of the incident. Include alternatives. Enter clear, concise statements for safety message, priorities, and key command emphasis/decisions/directions. Enter information such as known safety hazards and specific precautions to be observed during this operational period. If available, a safety message should be referenced and attached. At the bottom of this box, enter the location where approved Site Safety Plan is available for review. Note location of the approved Site Safety Plan. Enter the name of the Planning Section Chief completing the form. Enter date (month, day, year) and time prepared (24-hour clock). NOTE: ICS 202-CG, Incident Objectives, serves as part of the Incident Action Plan (IAP) INCIDENT OBJECTIVES ICS 202-CG (Rev 4/04) ORGANIZATION ASSIGNMENT LIST Communications Unit Medical Unit 1. Incident Name Security Unit 3. Time 2. Date Food Unit 9. 4. Operational Period Operations Section Chief Position 5. Name Incident Commander and Staff Incident Commander Deputy a. Branch I - Division/Groups Branch Director Deputy Deputy Division/Group Safety Officer Division/Group Information Officer Division/Group Liaison Offier 6. Agency Representative Agency Name Division/Group Division/Group b. Branch II - Division/Groups Branch Director Deputy Division/Group Division/Group 7. Planning Section Chief Division/Group Division/Group Division/Group Deputy c. Resources Unit Branch III - Division/Groups Branch Director Situation Unit Deputy Documentation Unit Division/Group Demobilization Unit Division/Group Technical Specialists Division/Group Human Resources Division/Group Training Division/Group d. Air Operations Branch Air Operations Branch Director Air Attack Supervisor Air Support Supervisor 8. Logistics Section Helicopter Coordinator Chief Air Tanker Coordinator Deputy 10. Supply Unit Facilities Unit Ground Support Unit ICS 203 Finance Section Chief Deputy Time Unit NFES 1327 Procurement Unit Compensation/Claims Unit Cost Unit Prepared by (Resource Unit Leader) ICS 203 NFES 1327 ORGANIZATION ASSIGNMENT LIST (ICS 203-CG) Instructions for filling out the form Purpose. The Organization Assignment List provides ICS personnel with information on the units that are currently activated and the names of personnel staffing each position/unit. It is used to complete the Incident Organization Chart (ICS form 207-CG) which is posted on the Incident Command Post display. An actual organization will be event-specific. Not all positions need to be filled. The size of the organization is dependent on the magnitude of the incident and can be expanded or contracted as necessary. Preparation. The Resources Unit prepares and maintains this list under the direction of the Planning Section Chief. Note: Depending on the incident, the Intelligence and Information function may be organized in several ways: 1) within the Command Staff as the Intelligence Officer; 2) As an Intelligence Unit in Planning Section; 3) As an Intelligence Branch or Group in the Operations Section; 4) as a separate General Staff Intelligence Section; and 5) as an Intelligence Technical Specialist. The incident will drive the need for the Intelligence and Information function and where it is located in the ICS organization structure. The Intelligence and information function is described in significant detail in NIMS and in the Coast Guard Incident Management Handbook (IMH). Distribution. The Organization Assignment List is duplicated and attached to the Incident Objectives form (ICS 202-CG) and given to all recipients of the Incident Action Plan. All completed original forms MUST be given to the Documentation Unit. Item # Item Title 1. Incident Name 2. Operational Period 3. 4. 5. thru 8. 9. Instructions Enter the name assigned to the incident. Enter the time interval for which the form applies. Record the start and end date and time. Incident Commander Enter the names of the Incident Commander and Staff. Use at least the first initial and Staff and last name. Agency Representative Enter the agency names and the names of their representatives. Use at least the first initial and last name. Section Enter the name of personnel staffing each of the listed positions. Use at least the first initial and last name. For Units, indicate Unit Leader and for Divisions/ Groups indicate Division/Group Supervisor. Use an additional page if more than three branches are activated. If there is a shift change during the specified operational period, list both names, separated by a slash. Prepared By Enter the name and position of the person completing the form Date/Time Enter date (month, day, year) and time prepared (24-hour clock). ORGANIZATION ASSIGNMENT LIST ICS 203-CG (Rev 09/06) DIVISION ASSIGNMENT LIST 2. Division/Group 1. Branch 4. Operational Period 3. Incident Name Time: Date: 5. Operations Personnel Operations Chief Division/Group Supervisor Branch Director Air Attack Supervisor No. 6. Resources Assigned this Period Strike Team/Task Fo...
View Full Document