If a disaster struck, would you be ready?
By Linda Segall

Disasters struck too many people, too many times in 2005. Hurricanes Katrina, Rita, and Wilma of the Gulf Coast; Arizona fires; California mudslides; surprise winter tornadoes in the South and Midwest; ice storms and blizzards in the Northeast — they all took their toll on human life.

They also took a grave toll on businesses in the struck areas.

Are you prepared for a disaster? Many chiropractors in New Orleans discovered they weren’t. They not only lost their buildings and equipment, but they also lost all of their patient and business records. Starting over for those who wanted to return has been difficult.

No one can control Mother Nature. But, to the extent it is possible, you can meet her prepared.

Putting together a disaster plan doesn’t require reinventing the wheel. Contact your local emergency management department or your local chapter of the American Red Cross for planning tips for your area. Or, go online for help. (See sidebar, “Online resources for disaster planning.”)

WHAT TO CONSIDER

Regardless of the checklist or toolkit you acquire for planning, you will need to consider these items:

1. Risk identification. Depending upon where you live and practice, you may be susceptible to different types of natural disasters.

• Identify likely disaster types. Disasters include earthquakes, extreme heat, fires, floods, hurricanes, landslides/mudslides, thunderstorms, tornadoes, tsunamis, volcanoes, wildfires, and winter storms (extreme cold, ice storms, and blizzards).

• Assess your property. Once you have identified possible (and probable) risks, make an assessment of your property and its physical ability to withstand the disasters you have identified.

For example: Are you in a flood plain? Is your basement above flood water levels?

Do you have large trees on your property? Are they in danger of blowing over on your roof? Do you need to remove dead or dying branches?

Do drains flow properly?

Is the building in danger from falling utility poles and lines?

Are your windows and doors watertight?

2. Workplace supplies kit. When a disaster strikes, it may be impossible for you and your staff to leave the office to return home. The American Red Cross suggests that you compile a disaster supplies kit, which should contain:

• Flashlight with extra batteries;

• Battery-powered radio;

• Food. Include enough non-perishable food, such as ready-to-eat canned meals, meats, fruits, and vegetables, canned juices, and high-energy foods, to sustain you (and your staff) for at least one day;

• Water. Keep at least one gallon per person;

• First aid supplies;

• Tools and supplies. Consider mylar blankets, paper plates and plastic cutlery, and plastic garbage bags.

3. Information and communication. Now is the time to think through information critical to your practice.

• Keep copies of important records offsite. These include items such as building plans, insurance policies, employee contact and identification information, bank account records, supplier and shipping contact lists, computer backups, emergency or law enforcement contact information, and other priority documents in a waterproof, fireproof portable container.

• Back up your critical computer files. And do it regularly, including all accounting and employee data. Store the backup data offsite, in a secure location. Also, store copies of all your critical office software offsite.

• Surge-protect your computers. Maintain a list of up-to-date phone numbers, computer and Internet logon codes and passwords, employee phone num-bers, and other critical information.

4. Insurance coverage. Review your insurance coverage for your building and contents. Find out what your insurance does not cover; consider rider coverage for these areas. Also, weigh the benefits of business-interruption insurance, which helps pay for ongoing overhead in the event of an emergency shutdown.

When you meet with your insurer to review your policies, ask what type of documentation would be needed to replace covered items. Then, make copies of the appropriate documentation and store it offsite, along with your own critical papers.

5. Staff communications. Set up a telephone calling tree, a password-protected page on your Web site, an e-mail alert, and/or a call-in voice recording to communicate with employees in an emergency. Give every employee a wallet card with detailed instructions on how to get information in an emergency.

Designate an out-of-town telephone number where employees can call and leave an “I’m OK” message in case of a disaster.

6. Creditors. Consider how you will pay creditors and employees if your practice is shut down. What is your contingency for your own income?

7. Shut-down procedures. Learn how to shut down HVAC systems, computer systems, and utilities.

SIDEBAR:
Online resources for disaster planning

Linda Segall is editor-in-chief of Chiropractic Economics magazine. She can be reached at 904-285-6020 ext. 537 or by e-mail at lsegall@chiroeco.com.