Business Continuity Planning Checklist

Business Continuity Planning

Checklist

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Business Continuity Planning Checklist | Rural Health West

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Contents

Acknowledgements ... 4

References ... 4

Disclaimer ... 4

Introduction ... 5

Instructions for use ... 5

Business Continuity Planning Checklist ... 6

Additional resources ... 10

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Business Continuity Planning Checklist | Rural Health West

Acknowledgements

This document has been reproduced and adapted with the kind permission of the Small

Business Development Corporation of Western Australia

The Small Business Development Corporation (SBDC) is a West Australian State Government

agency focused on the development of the small business sector. The SBDC is committed to:

Championing the cause of small business

•

Developing programs and services to meet the needs of small business development

Establishing and strengthening relationships between SBDC and key agencies (public and

private sector)

•

Maintaining and enhancing the independence, innovation and responsiveness of SBDC

For more information on the services provided by the Small Business Development Corporation

of Western Australia please visit www.smallbusiness.wa.gov.au

References

1. Small Business Development Corporation of Western Australia. Managing a Business:

Business Continuity. www.smallbusiness.wa.gov.au. [Online] [Cited: 15 April 2013.]

https://www.smallbusiness.wa.gov.au/business-continuity/#what-is.

2. The Royal Australian College of General Practitioners. Standards for General Practices

Fourth Edition. www.racgp.org.au. [Online] [Cited: 15 April 2013.]

http://www.racgp.org.au/your-practice/standards/standardsforgeneralpractices/.

3. The Royal Australian College of General Practitioners. Computer and Information

Security Standards (CISS). www.racgp.org.au. [Online] [Cited: 4 November 2011.]

http://www.racgp.org.au/ehealth/ciss.

Disclaimer

Whilst all care has been taken in preparing this document, it is a guide only and is to be

followed subject to the judgment of the user. Rural Health West shall not be liable for any losses

or damage suffered as a result of relying on this information. Recommendations may change at

any time. Rural Health West assumes no responsibility for the contents of any websites

Introduction

Clinical risk management systems and contingency plans for adverse and unexpected events

such as natural disasters, pandemic diseases or the sudden unexpected absence of clinical

staff are a requirement of the RACGP Standards for general practices: 4

edition

The aim of the following Business Continuity Planning Checklist for General Practice is to:

Provide a guide when planning and preparing your business to recover from an unexpected

event or disaster

•

Assist with accreditation procedures

•

Provide a comprehensive resource on practice accreditation

It is intended that this document be customised to include your local community and practice

information, creating a comprehensive resource that will allow practices to have a detailed and

user friendly contingency plan should the need arise.

Instructions for use

Encouraging your team to actively participate in the policy and procedure writing process

creates opportunities for learning new skills, finding new ways of doing things and can create an

atmosphere for innovation and developing professional pride.

Introduce the Business Continuity Planning Checklist for General Practice at a staff meeting. As

a team, develop an action plan, assign tasks and set timeframes.

For example:

Task Responsible Steps Comments Start

Date

End Date Local disaster

management plan

Sandra a) Consult local

government to determine region/area specific hazards and risks. b) Locate and view

the local area disaster management plan and be aware of evacuation arrangements.

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Business Continuity Planning Checklist | Rural Health West

Business Continuity Planning Checklist

Due date or

review by

Local disaster management plan

Consult local government to determine region/area specific hazards and risks.

Locate and view the local area disaster management plan and be aware of evacuation arrangements.

Contact: Shire Council or Local Government Authority

Contact details for emergency services

Source the contact details of local emergency services and agencies and put them in places that will be easy to find in an emergency. Schedule routine checks of the contact list to keep it up to date.

Stock and equipment

First aid kit Check first aid kit supplies and ‘use by’ dates, and/or put

together a new kit.

Use the Department of Commerce WorkSafe guide at http://www.commerce.wa.gov.au/worksafe/content/safety_top ics/first%20aid/index.htm

Or buy a preassembled kit from a reputable organisation like St John’s Ambulance or the Red Cross:

• http://www.redcross.org.au/first-aid-kits.aspx

• http://www.ambulance.net.au/content.asp?id=84

‘Go pack’ emergency kit

Put together a ‘go pack’ emergency kit for evacuation of the worksite including copies of:

• critical documents

• action plan

• contacts

• any equipment required

Equipment Regularly maintain essential equipment, including emergency

equipment.

Supplies Develop a contingency plan to source supplies from other

suppliers (if necessary).

Storage Identify possible alternative storage arrangements for stock,

plant and equipment. Stock and

equipment

Prepare a strategy to protect stock and equipment if it can’t be moved.

Hazardous materials

Prepare and display a hazardous materials storage diagram at the front of the building (if appropriate).

Insurance / commercial property

Consult with the landlord and/or insurance company to determine the level of cover provided in the event of loss from a natural disaster and other unexpected events. Insurance

expiry / auto payments

Use a diary or PC-calendar reminder system to keep track of insurance expiry dates. Arrange for the automatic payment of premiums to ensure cover is there when needed.

Business Continuity Planning Checklist

Due date or

review by

Turning off services

Find out and take note of where to turn off electricity, gas and water.

Alternative power Identify alternative emergency power sources.

Phone/internet Research options for internet and mobile phone access in

emergency situations.

Call diversion Identify how to put telephone call diversion arrangements in

place quickly.

Check contractual arrangements with the landlord or building owner in the event of being unable to do business

Location Identify options for an alternative business location such as:

• Town hall

• Hospital or other health facility Disaster

procedures

Develop standard procedures and practices to regularly check the buildings and surroundings for safety in preparation for a disaster.

Resource: Rural Health West Templates - Hazard

Checklist and Hazard Observations

Fire protection Install and regularly test fire protection equipment such as

alarms, sprinkler systems and extinguishers. Records management

Back up Put in place procedures to regularly back up all computer

records. More information: RACGP Computer Information

and Security Standards and Workbook (3)

Copies Make copies of records at regular intervals and securely

store them in an offsite location. Critical

documents

Store critical documents in a fire/water-proof container or safe deposit box

Plastic bags Keep robust plastic bags in the emergency kit to use for

protecting business documents for fast evacuation Communication

Emergency communication

Think about investing in a CB two-way radio, or satellite mobile phone, for emergency communications.

Call diversion Contact phone / internet service provider to put in place a

plan to divert phones. Staff and

stakeholders

Think about alternative ways to continue communicating with key stakeholders and staff. Then make a plan that will be easy to find in an emergency (along with other

emergency contact information).

Spokesperson Decide who will be the reliable spokesperson for the

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Business Continuity Planning Checklist | Rural Health West

Business Continuity Planning Checklist

Due date or

review by

Payments Determine how rent, wages, insurances, loans and other

financial commitments will continue to be paid, and for how long.

Records Make duplicate copies of critical financial records at regular

intervals and securely store them in an offsite location. Staff welfare and preparation for emergencies

OHS and risks Ensure occupational health and safety procedures cover

specific risks associated with different incidents and disaster events.

Contact: Department of Commerce WorkSafe SafetyLine

website for help and resources: www.safetyline.wa.gov.au

Training to use equipment

Train all staff how to use safety and fire prevention/protection equipment.

Fire warden Nominate a fire warden.

First aid Nominate a staff member who has an up-to-date first aid

qualification and responsibility for the delivery of first aid.

RACGP Standard 3.2.3: All administrative staff to have

CPR training at least every three years. (2)

Evacuation routes Identify evacuation routes for staff and patients should

roads be cut or blocked.

Evacuation plan Make sure staff are familiar with the evacuation plan.

Mock evacuation Schedule an annual mock evacuation.

Key tasks for business continuity

Identify key staff and tasks that will support business continuity. Make sure staff are familiar with these tasks, should the continuity plan be activated.

Regularly review plan

Review the business continuity plan regularly with staff to ensure everyone is clear about what to do, and who has responsibility

Disaster monitoring

Train staff to monitor media alerts and ensure one key staff member is responsible for monitoring disaster events. Maintaining

contact

Make arrangements to maintain contact with staff during prolonged closure.

Insurance (also refer to Stock and Equipment)

Disaster cover Identify which disasters are, and are not, covered by current

insurance policies?

General cover Check insurance cover for staff, building and contents,

personal accident and sickness. Key person

insurance

Consider taking out “key person” insurance to cover the loss of a key person in the business such as a solo general practitioner

Business Continuity Planning Checklist

Due date or

review by

Identify risks Identify and analyse the possible risks to your business,

including the closure of a major supplier, local hospital or pathology provider.

Critical activities Identify critical business activities and how they will be

maintained in both a short and a long term situation.

Location Identify another workplace location to be used while the

damage to business premises is repaired. Also refer to Location information under the topic heading ‘Check contractual arrangements with the landlord or building owner in the event of being unable to do business’. Cash flow and

cash reserves

Identify ways to access cash reserves (remember facilities may be limited). How might a downturn in business affect cash flow, whether from a short-term impact or long-term impact, such as during a community health pandemic? Distribution and

transport

Identify alternative transport/distribution routes and make arrangements with suppliers and couriers/freight handlers.

IT Consider how to strengthen IT infrastructure to incorporate

remote customer access.

Consider an IT disaster and recovery plan.

More information and tempaltes: RACGP Computer Information and Security Standards and Workbook (3)

Marketing Develop strategies for winning back customers. For

example, a recovery marketing plan. Business

Continuity Plan

Put together off-site copies of the Business Continuity Plan and put them in places that will be easy to find in an

emergency. Schedule routine checks of the content to keep it up to date.

Surviving Assess how long the business can survive without access

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Business Continuity Planning Checklist | Rural Health West

Additional resources

Disaster planning and recovery

Disaster Recovery Toolkit

http://www.cpaaustralia.com.au/cps/rde/xchg/cpa-site/hs.xsl/knowledge-practice-toolkit-disaster-recovery.html

Australian Government Disaster Assist

http://www.disasterassist.gov.au/Pages/default.aspx

Disaster Management

http://www.public.health.wa.gov.au/1/1194/2/disaster_management.pm

Community Disaster Advice

http://www.public.health.wa.gov.au/2/1435/2/community_advice_bushfires_floods_and_cyclone

s.pm

Pandemic Preparedness

Pandemic Flu Kit

http://www.racgp.org.au/download/Documents/Disaster/pandemicflukit.pdf

Pandemic Flu Information

http://www.public.health.wa.gov.au/2/38/3/pandemic_influe.pm

Infectious Diseases for Health Professionals

http://www.public.health.wa.gov.au/2/243/3/infectious_diseases_az_for_health_professionals.p

m

Preparing for flood

Royal Australian College of General Practitioners (RACGP)

http://www.racgp.org.au/your-practice/business/tools/disaster/floods/

Hazard Identification

Rural Health West Template - Hazard Checklist

Rural Health West Template - Hazard Observations

Contact List

Emergency Contact Numbers

Police – Life threatening or dangerous 000 Police – Non life threatening 13 14 44 Water Corporation emergency contacts - faults,

emergencies and security

13 13 75

Western Power

• Faults and emergencies

• Power interruptions

• Estimated restoration times

13 13 51 (24 hours)

Horizon Power – emergency or supply interruptions

13 23 51

Alinta Energy – electricity emergencies and faults

13 13 51

Alinta Gas – gas emergency and fault 13 13 52 Telstra – business customers (faults) 13 29 99

Poison Info Centre 131126 or 131450 (non English) Healthdirect Australia 1800 022 222 FESA • SES assistance • Emergency information 132 500 1300 657 209 Royal Flying Doctor Services (WA)

• Medical and emergency calls only

• Satellite phone

1800 625 800 9417 6389

Main Roads 138 138

Metropolitan Hospitals

Armadale-Kelmscott Memorial Hospital 9391 2000 Fremantle Hospital and Health Service 9431 3333 Joondalup Health Campus 9400 9400 King Edward Memorial Hospital for Women 9340 2222

Peel Health Campus 9531 8000

Princess Margaret Hospital for Children 9340 8222 Rockingham General Hospital 9599 4000

Royal Perth Hospital 9224 2244

Sir Charles Gardiner Hospital 9346 3333 St John of God Hospital Murdoch 9366 1111

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Business Continuity Planning Checklist | Rural Health West

Other

Electrician

Computer support Local Shire / Council Insurance company Plumber/gas fitter Small Business Centre Roofing contractor

Medical Defence Organisation

Royal Australian College of General Practitioners (RACGP)