OHCA has gathered wildfire resources for provider members ahead of what could be another severe wildfire season. With wildfires already starting in parts of the state, we encourage members to review emergency evacuation plans and best practices.

Emergency Plans

Events such as wildfires are the reason we have emergency plans and why we review and practice mock drills. With that said, reality is never the same as a practice drill, but practice and routine plan reviews do pave the way to smoother responses. View the Nursing Facility Emergency Plan here.

Oregon OSHA’s Wildfire Smoke and Heat Rules

Oregon OSHA’s permanent wildfire smoke rules went into effect July 1, 2022 and heat rules went into effect June 15, 2022. View key highlights of the wildfire smoke and heat rules for providers below.

Wildfire Smoke

  • Scope of rules: The wildfire smoke rules apply when employees are or will be exposed to wildfire smoke where the ambient air concentration for fine particular matter (PM2.5) is at an Air Quality Index value of 101 (AQI 101) or higher.
  • Exemptions from rules: The rules do not apply if: (a) the employees are in an enclosed building where the air is filtered by a mechanical ventilation system and the employer ensures the windows, doors, bays, and other exterior openings are kept closed, except when it is necessary to briefly open doors to enter or exit; (b) the employees are in an enclosed vehicle in which the air is filtered by a properly maintained air filter system and the windows, doors, or other exterior openings are kept closed, except when necessary to briefly open doors to enter or exit; (c) the employer predetermines that operations will be suspended to prevent employee exposure to wildfire smoke at an ambient air concentration for PM 2.5 of AQI 101 or higher; or (d) the employee is working from home.
  • Exposure Assessment: Employers who are subject to the rules must monitor employee exposure to wildfire smoke to determine if the employees are, or could be, exposed to an ambient air concentration for PM 2.5 at or above AQI 101. The rules outline several ways to accomplish the necessary monitoring, which must be completed at the start of each shift and as needed.
  • Supervisor and Employee Training:Before they may be exposed to an ambient air concentration for PM 2.5 of AQI 101 or higher, all employees must receive wildfire smoke training in specified topics, in a language that is readily understood, and in a manner that allows for employee feedback. The training must be completed annually and before employees may be exposed. Training topics include symptoms of wildfire smoke exposure, potential health effects from wildfire smoke exposure, an employee’s right to report health issues related to wildfire smoke exposure and to obtain medical treatment for such workplace exposures without fear of retaliation, the importance and limitations of using a filtering facepiece respirator, and the employer’s methods to protect employees from wildfire smoke. See the rules for a complete list of required training topics. Employers must retain documentation of the required training for a period of one year.
  • Employer Two-Way Communication: Employers must develop and implement a two-way system to communicate wildfire smoke information between supervisors and employees. The rules outline minimum requirements for the communication system. For example, the system must allow employers and employees to notify or inform each other about changes in the air quality that would require a modification in the level of exposure controls.
  • Exposure Controls: The rules also require employers to implement specified engineering and administrative controls to reduce employee PM 2.5 exposure to less than AQI 101, unless the employer can demonstrate the controls are “functionally impossible or would prevent the completion of work.” The rules describe various engineering and administrative controls that may be appropriate for a particular workplace, such as using portable air purifiers equipped with HEPA filters. In addition, the rules outline guidance for voluntary and required use of filtering facepiece respirators.

Heat

  • Scope of rules: The heat rules apply whenever an employee performs work activity, either indoor or outdoor, where the heat index is at 80 degrees Fahrenheit or higher.
  • Exemptions from rules: The rules do not apply if: (a) the employees are in a building that has a mechanical ventilation system that keeps the heat index below 80 degrees Fahrenheit; (b) there is incidental heat exposure where an employee is not required to perform work activities for more than 15 minutes in any 60-minute period; (c) the exposure to heat is generated from the work process, such as bakeries; (d) employees are engaged in emergency operations that are directly involved in the protection of life or property, such as evacuations. Employees who work from home are partially exempt from the rules, but they must complete the training requirements.
  • Drinking Water: Employers must ensure that a sufficient supply of drinking water is immediately and readily available to employees at no cost to them when the heat index in the work area is at 80 degrees Fahrenheit or higher. The drinking water must be cool or cold, as defined under the rules, and each employee must have enough water to enable them to consume up to 32 ounces per hour.
  • High Heat Practices: Employers must implement and maintain high-heat practices and procedures in compliance with OAR 437-002-0156(5) where engineering and administrative controls do not reduce an employee’s exposure to a heat index of less than 90 degrees Fahrenheit. The high-heat practices and procedures include a requirement to develop and implement a written heat illness prevention rest break schedule based on one of three options outlined in the rules.
  • Emergency Medical Plan:  An employer’s Emergency Medical Plan must address employee exposure to excessive heat in compliance with OAR437-002-0161(4). In addition, the plans must address the types of medical situations that employees could encounter, such as conditions related to excessive heat exposure. the types of medical situations that employees could encounter, such as conditions related to excessive heat exposure.
  • Acclimatization Plan: Employers must develop and implement an acclimatization plan based on one of two options outlined in the rules. Under the rules, there is an “Employer-Designed Acclimatization Plan Option” and a “NIOSH Acclimatization Plan Option.”
  • Heat Illness Prevention Plan: Employers must develop, implement, and maintain an effective heat illness prevention plan, which must be made available to employees and Oregon OSHA upon request. The rules outline minimum requirements that must be addressed by the plan, such as how employees will be trained on the hazards of heat exposure and the necessary steps to prevent heat-related illnesses and how employees will be provided frequent opportunities and encouragement to stay hydrated.
  • Supervisor and Employee Training: All employees must receive heat illness prevention training in specified topics, in a language that is readily understood, and in a manner that allows for employee feedback before beginning work that can reasonably expose them to the risk of heat illness. The training must be completed annually and before employees may be exposed. Training topics include environmental and personal risk factors for heat illness, the employer’s procedures for complying with the heat illness prevention standards, and the importance for employees to immediately report to the employer signs and symptoms of heat illness in themselves or others. See the rules for a complete list of required training topics. Employers must retain the most recent annual training record for each employee.

Evacuation Levels in Oregon

Your local law enforcement agency will order an evacuation in your region as they deem necessary. If you feel threatened by a wildfire, do not wait for an official evacuation order.

General Practice Tips for Resident Evacuations

  • Communicate with families by email; phone lines and cellular service could go down
  • Let families know ahead of time the evacuation plan and location
  • Notify DHS Licensing Unit about the building evacuation
  • Pack ahead of time; review OHA’s checklist for what to take during an evacuation
  • Assemble emergency first aid kits
  • If you have residents who undergo routine treatments administered by a clinic or hospital, find out their emergency plans and work with them to identify back-up service providers.
  • Copies of essential resident documents (i.e. fact sheet, MAR, TAR, care and service plans, directives) should be copied and put in a packet.
  • Staff should remain calm at all times.
  • Allow staff time to contact their families and make any arrangement necessary for their safety.
  • Residents should bring any assistive devices (hearing aids, glasses, dentures, wheelchairs, walkers etc.)
  • Legally, communities must have a plan, provisions, and supplies sufficient to shelter in place for at least three days.
  • Prepare an alternative plan if the buses can’t get to facility or if roads are blocked.

Wild Fire Evacuation Preparedness

Pre-Level 1

  • Name tags/wrist bands for residents with: name, date of birth (DOB), gender, insulin/nitroglycerin/oxygen
  • Updated staff and resident contact lists
  • Identify alternate evacuation center that can accommodate residents (through city or county). Most likely you will not be able use your receiving center outlined in your disaster plan.
  • Identify and securing transportation of residents to evacuation location, including if evacuation route goes one way.
  • Emergency meal plan, including food sanitation transportation.
  • Develop/identify supplies needed (incontinent supplies, gloves, masks, goggles, vital sign equipment, office supplies, first aid kits, etc.)
  • Ensure Pandemic Policies are being followed, including adequate supply of COVID-19 tests.
  • Develop transportation plan of medical supplies and equipment.
  • Develop transportation of medications.
  • Develop transportation of charts, forms, or lab tops if electronic. Consider printing MARS/TARS/DARS and face sheets if electronic.
  • Make sure all emergency equipment are functional, such as flash lights, emergency radios, and batteries.
  • Communicate with residents and families plan, including independent residents, if applicable.
  • Identify forwarding number for facility.

Level 1- Ready

  • Incident Commander Protocols are activated.
  • Pack overnight bag/suitcase to include a week’s worth of clothes, toiletries, personal items (photos, family bible, etc.). Bags should be labeled with resident’s name and put in a location that is easily accessible to grab.
  • Notify families and residents that Level 1 has been issued.
  • Implement a staff and visitor sign in and sign out sheet. In the event of evacuation, you need to know who is in building.
  • Identify someone to man the phones to direct the caller to the appropriate person. draft a script for family members. Media should be directed to Administrator, who will direct to PR designee.
  • Communicate with pharmacies where your location will be and how to ensure no medication interruption.
  • Notify COVID-19 lab to ensure they are aware of relocation site.
  • Kitchen prep non-perishable emergency meal plan items, including bottled water.
  • Pack supplies list, fewer meds/charts/forms.
  • Communicate with regional staff.
  • Identify staff list of those able to be on call to assist in evacuating. Keep in mind, staff may also be evacuating their families.

Level 2- Be Set

  • Call transportation contact to ensure that transportation will be provided.
  • Pack up charting in boxes.
  • Ensure medication is ready for transportation relocation site.
  • Begin preparing meals (sandwiches, fruit, etc.)
  • Resident luggage brought to central location.
  • Supplies brought to central location.
  • If you have multiple floors, if possible, bring down 2 person assist with evacuation.

Level 3- Go

  • Call transportation.
  • Identify someone to man the phones and call in off duty staff for assist.
  • Load medication and supplies
  • Confirm laptop is transported along with charger.
  • Notify COVID-19 lab of status.
  • Notify DHS.
  • Notify families and residents.
  • Notify pharmacy.
  • Ensure resident’s have their assistive devices (walker, hearing aides, dentures.)
  • All name tags/wrist bands need to be put on resident.
  • Order of evacuation: independent, w/c, bed bound.
  • MD Notification

Smoke Exposure vs. COVID-19 Symptoms

  • Some symptoms, like dry cough, sore throat and difficulty breathing can be caused by both wildfire smoke exposure and COVID-19.
  • Learn about symptoms of COVID-19. Symptoms like fever or chills, muscle or body aches and diarrhea are not related to smoke exposure. If you have any of these symptoms, the CDC COVID-19 Self-Checker can help you determine whether you need further assessment or testing for COVID-19. If you have questions after using the CDC COVID-19 Self-Checker, contact a healthcare provider.
  • If you have severe symptoms, like difficulty breathing or chest pain, immediately call 911 or the nearest emergency facility.

Member Webinar

View a recording of our member webinar, “OHCA Member Webinar: Wildfire Season Preparation,” from July 27, 2021.

National, State, and Local Resources

Oregon Resources

Federal Resources

Please contact OHCA’s Eugenia Liu if you have any questions.