May 5, 2010

Message from the Deputy Vice Chancellor

Message from the Deputy Vice Chancellor

Updates on areas of concern regarding the VUMC response to the ongoing flood recovery.

Linen Conservation

The plant where all of our linen is cleaned is located in Metrocenter and is currently unavailable due to flooding in that area. While we have a backup cleaning facility in Winchester, Tenn., we are asking that all staff conserve clean linen by changing beds and using other linens only when necessary. Specific strategies for linen conservation will be distributed later today via e-mail.

Water Conservation

Citizens of Nashville are being asked to conserve water due to the temporary loss of the use of one of the city’s municipal water plants. Staff and faculty are asked to continue to conserve water where possible. As a contingency, Vanderbilt has arranged for a tanker of water to support the emergency water plan for the Medical Center and its sanitation needs. We have also arranged for a delivery of bottled water should that become necessary for drinking, and other plans are under way to assure that our patients can be cared for even in a water emergency.


Staffing and Patients

Recovery of normal clinical activities continues. Among today’s updates:

·The Eye Institute is seeing patients. Restoration of flood-damaged areas will be performed at night when the clinic is closed.

· In the basement at the south end of TVC, one of the hardest-hit areas, restoration is under way, with more than 150 workers there today. We hope to have that area open again by next week. Radiation Oncology may take longer.

· Pulmonary patients will be triaged and will be seen in rooms in the Infectious Disease clinic and at Hillsboro Medical Group.

·Neurology patients are being seen in the 3rd floor clinic and the MS and Internal Medicine clinics at One Hundred Oaks.

• Outpatients needing neurological diagnostics are also being seen at One Hundred Oaks, and inpatient needs are being met by portable equipment. Techs are stationsed on the sixth and eighth floors.

· While the Radiation Oncology area is undergoing repairs, patients will be seen at Vanderbilt Radiation Oncology facilities in Franklin and Clarksville. Vanderbilt is providing shuttles for patients to ride to those facilities.

Details for Reporting Water Damage and Disaster Management Expenses
We need to capture and document damages and expenses such as:
1. All personnel working in areas where flood damage has occurred ¬ Please document those hourly staff who reported to work beyond the normal operations of the Medical Center beginning Sunday. This includes those who worked beyond their scheduled shifts. Required information for that staff includes name and hours documented via Kronos for that time beyond normal operations. This should be documented through the normal Kronos mechanism.
2. Supplies- ¬ Please take inventory of any damaged supplies, then list and
determine the per item cost of the supply.
3. Equipment- ¬ Please inventory any equipment damaged by the water.
4. Floors/walls- ¬ Please document any damage to floors and walls. Take
pictures of the damage if possible.
5. Begin to document loss of normal business activity.
a. Admissions – Please provide all demographic information for each
patient where elective admissions were canceled. At a minimum we need patient name and the purpose of the admission.
b. Surgical Operations – Please provide all demographic information for
each patient where a surgical operation was canceled. At a minimum we need patient name, status as inpatient or outpatient and surgeon.
c. Clinic Visits – Please provide all demographic information for each
patient that had a canceled clinic visit. At a minimum we need the patient
name, physician provider and the reason for the canceled visit.
d. Cardiology Labs, Neurological labs and Radiation Oncology – Please
provide all demographic information for each patient that had a canceled
procedure. At a minimum we need the patient name, the type of procedure and the reason for the canceled service.
Submit documentation to Anne Underhill
Suite 600
Crystal Terrace
8480
phone 343-3630

C. Wright Pinson, MBA, MD
Deputy Vice-Chancellor for Health Affairs