Outbreak Management Team

Policy number:  IC - 60

Effective date:  September 2014

Last revision date:  January 2024

On this page

1. 1. Policy
   2. Procedure

1. Policy

It is the policy of the Home to coordinate an Outbreak Management Team (OMT) during an Outbreak for the purpose of outlining specific job duties, responsibilities, reporting mechanisms of staff and to oversee all aspects of an outbreak in the home.

2. Procedure

The Outbreak Management Team (OMT) is responsible for:

• Setting up systems outlining a quick and effective response when an outbreak occurs;
• Identifying ongoing measures for the control and containment of an outbreak of infectious disease.
• Upon notification of an outbreak a meeting will take place as soon as possible to provide and share information to all staff, residents and visitors as quickly as possible (see IC-60.2 Appendix B).
• OMT meetings will continue on a regular basis (as determined from the initial meeting) throughout the course of the outbreak.
  • • A representative from the meeting will email the home to provide updates. More detailed updates can be provided for registered staff.
      
      

Membership

Membership may include many of the same individuals as the Infection Prevention and Control Committee:

• • Infection Prevention and Control Coordinator
  • Director of Nursing
  • Administrator
  • Associate Director of Nursing
  • Supervisor, Laundry & Housekeeping
  • Medical Director/ Physician/ Nurse Practitioner
  • Supervisor, Programs & Support
  • Supervisor, Dietary Services 
  • Supervisor, Facility Operations
  • Public Health (Medical Officer of Health or designate)
  • Administrative Assistance-Administrator

Roles / Responsibilities

IPAC Lead: Chairperson of the OMT Meetings:

• • Assist in determining/advising on the IPAC practices for the outbreak in consultation with public health
  • Tracks all outbreak information
  • Collaborates with Public Health on:
    • Declaring an outbreak
    • Discontinuation of outbreak
    • Establish case definition
  • Provide Education/training for IPAC related to outbreak:
    • Outbreak surveillance
    • Specimen Collection
    • PPE
    • Outbreak Control Measures
  • Implementing any changes related to IPAC changes for the outbreak
  • Making sure all IPAC resources (ex PPE) are available for the outbreak
  • Audits-IPAC
  • Conduct a debrief meeting after each outbreak to assess IPAC measures that were effective/ineffective
  • A summary of findings will be created and the established improvement for the outbreak practice

Public Health:

• • Provide disease specific information (knowledge expert) including on the occurrence of the disease in other jurisdictions
  • Consult on surveillance, infection prevention and control policies and procedures, and outbreak management
  • Perform food and environmental inspections and sample testing as required; coordinate with Public Health Lab and provide specimen kits
  • Collect data, analyze outbreaks, report to the Ministry of Health and Long-Term Care on institutional outbreaks
  • Review of line list and case definition

Administrator:

Director of Nursing:

• • • Ensures staff are following the outbreak IPAC measures
    • Ensures adequate nursing staff for outbreak needs
    • Assists the IPAC lead with IPAC measures- RAI

Associate Director of Nursing:

• • • Assist IPAC lead with IPAC measures
    • Assist with surveillance/ensuring staff are following outbreak measures
    • Assists in managing staff surveillance

Administrative Assistant for Administrator:

• • • Minute taker for OMT meetings
    • Types and distributes meeting minutes

Medical Director / Physician / Nurse Practitioner:

• • • Ensures Residents receive appropriate medical care as required
    • Reviews Residents on the line-listing
    • Communicates with families / Residents regarding treatments as required

Supervisor, Programs & Support:

• • • Contacts volunteers regarding outbreak and IPAC measures
    • Instructs staff on IPAC measures
    • Assists in contacting families as required

Supervisor, Laundry & Housekeeping:

• • • Arranges for additional enhanced cleaning procedures as directed by OMT

Supervisor, Dietary Service of Nutritional Services:

• • • Establishes food service guidelines (paper service, etc.) as required
    • Reviews cleaning procedures

Supervisor, Facilities Services:

• • • Instructs staff on IPAC measures
    • HVAC / ventilation monitoring

Supervisor of Business Services:

• • • Contact families as required

Some of the OMT members shall be assigned the following roles:

• • Chairperson
  • Outbreak Coordinator
  • Registered Staff
  • Communications
  • Public Health

Specific responsibilities are outlined as follows:

• • Chairperson:
    • responsible for coordinating team meetings (DON).
  • Outbreak Coordinator: 
    • responsible for delegating tasks and ensuring all OMT decisions are carried out as well as coordinates all activities required investigating and manages the outbreak. Responsible for setting meetings and notifying committee members of any changes (IPAC Coordinator)
  • Registered Staff:
    • responsible for providing feedback from the affected home area
  • Communications:
    • responsible for giving information to external parties; Essential Caregivers, Families and Friends (Administrator).
  • Local Public Health Representative:
    • responsible for providing advice on surveillance programs; and report on Febrile Respiratory Illness activity/pandemic activity in the Home and in the community.