[CM] [JHA] [E3] [PB] [CS] [1] Post-Crisis Steps for Severe Haze Scenario

Severe Haze Crisis Management Playbook for Jamiyah Home for the Aged (JHA)

Chapter 4: Detailed Steps After the Crisis

Detailed Recovery and Improvement Steps

Introduction

After severe haze subsides, JHA should gradually restore normal operations, follow up with affected residents, and rebuild its readiness for another episode.

The crisis does not end simply because outdoor air quality improves. JHA must also restore safe accommodation, adequate staffing, functioning equipment, and reliable care arrangements.

The responsibilities and review intervals below are proposed arrangements for JHA to approve. Appropriate healthcare professionals retain individual clinical decision-making.

Step 1: Confirm That Conditions Support Recovery

Responsible: Superintendent / Crisis Leader, supported by the Resident Care Lead and Facilities Lead.

Actions

1. Review current official air quality information, forecasts and advisories.
2. Assess whether improvement is sustained and whether further deterioration is forecast.
3. Confirm that:
   • Residents have suitable accommodation.
   • Essential care can continue safely.
   • Staffing is adequate for the next operating period.
   • Air cleaning, cooling and utilities are functioning.
   • Critical supplies are available.
4. Identify residents who still require additional precautions or clinical follow-up.
5. Record unresolved risks and the controls that must remain.
6. Decide whether to begin a controlled recovery while retaining crisis coordination.

Required record: Recovery readiness assessment.

Control check: Recovery begins based on both environmental improvement and the JHA’s ability to maintain safe care.

Step 2: Authorise the Transition to Recovery

Responsible: Superintendent, within approved delegations.

Actions

1. Record the decision to move from crisis response to recovery.
2. Specify:
   • The effective date and time.
   • Measures being withdrawn.
   • Measures remaining in place.
   • Outstanding actions and owners.
   • Conditions requiring renewed escalation.
3. Appoint a Recovery Coordinator.
4. Retain access to the crisis team while significant risks remain.
5. Inform Jamiyah Singapore management and all shift supervisors.
6. Make any required updates to relevant authorities through JHA’s verified notification arrangements.

Required record: Transition authorisation and recovery action plan.

Control check: Staff receive one clear instruction about the current operating arrangements.

Step 3: Reconcile Resident Locations and Care Responsibilities

Responsible: Resident Care Lead and Shift Supervisors.

Actions

1. Account for every resident, including those:
   • At JHA.
   • In hospital.
   • At temporary accommodation.
   • Attending appointments.
   • In transit.
2. Confirm who is currently responsible for each resident’s care.
3. Reconcile room changes, transfers and hospital admissions against the resident register.
4. Identify residents awaiting discharge or return arrangements.
5. Resolve discrepancies immediately.
6. Update the register as residents return.

Required record: Reconciled resident location and care responsibility register.

Control check: No resident’s follow-up depends on an informal message or an individual staff member’s memory.

Step 4: Review Resident Health and Arrange Follow-Up

Responsible: Resident Care Lead, supported by the designated healthcare professional.

Actions

1. Review residents who experienced symptoms, deterioration or medical transfer during the haze.
2. Identify unresolved concerns and obtain appropriate clinical advice.
3. Check discharge summaries and changes to prescribed treatment.
4. Arrange follow-up appointments and investigations as directed.
5. Continue enhanced observation where clinically indicated.
6. Update care plans to reflect changes in mobility, dependency, behaviour or treatment.
7. Communicate revised instructions to every relevant shift.
8. Record completion of follow-up actions.

Required record: Resident health follow-up tracker and updated care plans.

Control check: Improved outdoor air quality does not automatically end an individual resident’s clinical follow-up.

Step 5: Reconcile Medicines and Deferred Healthcare

Responsible: Authorised care personnel and clinical liaison officer.

Actions

1. Reconcile medication records for residents who attended hospital or moved between care locations.
2. Resolve discrepancies with the appropriate healthcare professional.
3. Check medicine quantities, storage conditions and expiry dates.
4. Review appointments, therapy and treatment deferred during the crisis.
5. Obtain clinical prioritisation where several appointments require rescheduling.
6. Confirm transport and escort arrangements.
7. Record any missed or delayed care and the action taken.
8. Ensure the authorised clinician reviews temporary treatment instructions before changing or discontinuing them.

Required record: Medication reconciliation and deferred healthcare register.

Control check: Each outstanding healthcare requirement has an owner and a confirmed next action.

Step 6: Inspect and Restore the Premises

Responsible: Facilities Lead and Resident Care Lead.

Actions

1. Inspect bedrooms, communal rooms, dining areas and activity spaces before normal use resumes.
2. Check:
   • Cleanliness and deposited dust.
   • Cooling and ventilation.
   • Air-cleaning equipment.
   • Electrical connections and temporary cables.
   • Toilets, access routes and emergency exits.
   • Furniture moved during the response.
3. Arrange cleaning using methods that minimise dust disturbance.
4. Restore ventilation settings through the approved facilities procedure and competent technical advice.
5. Remove temporary arrangements only when safe alternatives are available.
6. Record faults and restrict affected areas until they are suitable for use.
7. Confirm room capacity and accessibility before returning residents.

Required record: Premises inspection and room release checklist.

Control check: Rooms return to service only after inspection, not automatically when outdoor conditions improve.

Step 7: Service Equipment and Restore Contingency Capacity

Responsible: Facilities Lead.

Actions

1. Inspect equipment used intensively during the crisis.
2. Check air cleaners, cooling systems, communication devices and any backup power equipment used.
3. Clean, service or replace components according to manufacturer instructions and condition.
4. Replace filters where required; do not assume every filter needs replacement solely because the crisis has ended.
5. Repair or replace failed equipment.
6. Test repaired equipment before returning it to service.
7. Restore reserve equipment and spare parts.
8. Update maintenance records and service schedules.

Required record: Equipment restoration and testing log.

Control check: JHA has both working equipment and a usable contingency arrangement for another failure.

Step 8: Return Relocated Residents Safely

Responsible: Superintendent, Resident Care Lead and Transport Coordinator.

Actions

1. Confirm that JHA can safely receive the residents concerned.
2. Agree return arrangements with the receiving location and relevant authorities where required.
3. Review each resident’s health, care needs and suitability for movement.
4. Confirm that the necessary staff, room, equipment and medicines are ready at JHA.
5. Arrange suitable transport and escorts.
6. Obtain a handover covering:
   • Care delivered.
   • Changes in condition.
   • Medicines and treatment instructions.
   • Outstanding appointments.
   • Incidents or concerns.
7. Reconcile identity, belongings, records and medicines at departure and arrival.
8. Observe returning residents according to their needs and clinical advice.
9. Notify authorised contacts as appropriate.

Required record: Return movement register and care handover.

Control check: Return occurs at a pace that JHA can safely support.

Step 9: Resume Normal Activities Progressively

Responsible: Resident Care Lead and Activity Coordinator.

Actions

1. Review current official advice before restarting outdoor activities.
2. Assess each resident's readiness, especially after illness or reduced activity.
3. Resume activities in stages, adjusting duration and exertion to individual needs.
4. Maintain suitable indoor alternatives.
5. Reinstate outings and visits according to the approved recovery plan.
6. Explain changes to residents in familiar language.
7. Watch for fatigue, distress or difficulty readjusting.
8. Pause or modify activities if conditions or resident needs warrant it.

Required record: Activity restoration schedule.

Control check: Returning to the normal timetable does not override individual care needs.

Step 10: Support Resident Well-Being and Address Concerns

Responsible: Resident Care Lead and care staff.

Actions

1. Speak with residents about their experience using accessible language and communication methods.
2. Identify anxiety, loneliness, disrupted sleep or distress associated with relocation or restricted activities.
3. Restore familiar routines and social contact where practicable.
4. Facilitate contact with authorised relatives or representatives.
5. Follow up complaints, safeguarding concerns and reported unmet needs.
6. Refer persistent or significant concerns for appropriate professional assessment.
7. Explain improvements being made in response to residents’ feedback.

Required record: Resident welfare follow-up and concerns register.

Control check: Recovery addresses residents’ experience as well as the physical environment.

Step 11: Restore Staffing and Support Staff Recovery

Responsible: Staffing Lead and Superintendent.

Actions

1. Review overtime, missed breaks, sickness and fatigue.
2. Return to sustainable rosters while maintaining required care coverage.
3. Arrange rest and leave fairly, with adequate replacement staffing.
4. Check on staff who experienced illness, distress or difficult incidents.
5. Provide access to available staff support arrangements.
6. Release temporary personnel through an orderly handover.
7. Capture feedback from relief staff before they leave.
8. Review whether extended hours or unfamiliar duties contributed to errors or near misses.

Required record: Staffing recovery plan and confidential support actions.

Control check: Standing down the crisis team does not leave exhausted staff carrying unresolved work.

Step 12: Replenish Supplies and Reconcile Expenditure

Responsible: Logistics Lead and Finance Representative.

Actions

1. Conduct a stock check of critical supplies.
2. Restore approved minimum holdings and reserve stock.
3. Check expiry dates, storage and condition.
4. Return borrowed equipment through agreed arrangements.
5. Reconcile emergency purchases, deliveries, invoices and approvals.
6. Identify outstanding commitments and additional recovery costs.
7. Assess supplier performance, including delays and failed deliveries.
8. Revise stock or supplier arrangements where evidence shows a weakness.

Required record: Replenishment report and expenditure reconciliation.

Control check: Normal operations resume with adequate reserves and clear financial records.

Step 13: Communicate Recovery Arrangements and Close External Requests

Responsible: Communications Lead and Superintendent.

Actions

1. Update residents, staff and authorised contacts on:
   • Measures being lifted.
   • Precautions remaining.
   • Visiting and activity arrangements.
   • Follow-up care and outstanding issues.
2. Provide Jamiyah Singapore management with a recovery status report.
3. Submit required follow-up information to relevant authorities.
4. Confirm the status of outstanding requests for transport, accommodation, supplies or technical support.
5. Cancel services no longer required and record any continuing commitments.
6. Respond to complaints and enquiries through designated channels.
7. Protect personal information in all reports and messages.

Required record: Recovery communication and external request closure log.

Control check: No external party acts on an outdated request or instruction.

Step 14: Preserve Records and Review Significant Incidents

Responsible: Incident Recorder, supported by the Superintendent.

Actions

1. Collect and organise:
   • Activation records.
   • Situation reports.
   • Decisions and action logs.
   • Resident movement and care records.
   • Equipment faults.
   • Communications and notifications.
   • Staffing and expenditure records.
2. Check that records are dated, attributable and stored securely.
3. Retain records under applicable requirements and JHA’s approved retention arrangements.
4. Identify significant incidents, near misses or safeguarding concerns requiring separate review.
5. Initiate any necessary investigation or reporting without waiting for the general post-crisis review.
6. Restrict access to sensitive personal information.

Required record: Incident file index and significant-incident review register.

Control check: The event can be reconstructed from reliable records without relying solely on recollection.

Step 15: Conduct the Post-Crisis Review

Responsible: Superintendent, supported by Jamiyah Singapore management.

Actions

1. Hold an initial staff debrief promptly while observations are fresh.
2. Conduct a fuller review once essential records are available. JHA may adopt a target such as within two weeks, adjusted to the event’s complexity.
3. Include representatives from care, facilities, staffing, logistics and communications.
4. Seek resident feedback through appropriate methods.
5. Compare planned arrangements with what actually happened.

1. Identify underlying causes, including weaknesses in process, resources, training, or equipment.
2. Record effective practices worth retaining.

Required record: Approved post-crisis review report.

Control check: Findings explain why gaps occurred and what change would prevent recurrence.

Step 16: Implement Corrective Actions and Update the Playbook

Responsible: Playbook Owner and assigned action owners.

Actions

1. Convert findings into specific corrective actions.
2. Prioritise actions affecting resident safety and essential care.
3. Assign an owner, completion date and required evidence.
4. Establish interim controls for work that cannot be completed immediately.
5. Update relevant documents, including:
   • Activation criteria.
   • Resident care arrangements.
   • Room allocations.
   • Staffing plans.
   • Supplier and transport arrangements.
   • Relocation procedures.
   • Contact directories and message templates.
6. Obtain approval for revised procedures.
7. Brief staff and remove superseded operational copies.
8. Test significant changes before closing the action.

Required record: Corrective action tracker and revised controlled playbook.

Control check: Close an action when you demonstrate its effectiveness, not when you merely amend a document.

Step 17: Formally Close the Crisis and Restore Routine Readiness

Responsible: Superintendent and authorised Jamiyah Singapore management.

Actions

1. Confirm that:
   • Residents are accounted for.
   • Unresolved clinical matters have named follow-up owners.
   • Essential care and staffing are stable.
   • Premises and equipment are suitable.
   • Critical supplies are replenished.
   • Required communications and reports are complete.
2. Transfer longer-term actions to routine management oversight.
3. Record any remaining risk, interim control and review date.
4. Authorise formal closure.
5. Confirm how monitoring and renewed activation will continue.
6. Retain the approved incident report and lessons for future training.

Required record: Formal closure approval and residual action register.

Control check: Closure ends crisis coordination while preserving accountability for unfinished work.

Recovery Completion Checklist

Click the icon for the crisis management playbook for the three stages: Pre-, During-, and Post-crisis 

Introduction	Pre-Crisis	During Crisis	Post-Crisis
Managing Severe Haze Scenario	Preparedness and Prevention/ Reduction	Response, Recovery and Resumption	Recovery, Restore and Return Home

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