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

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

Chapter 2: Detailed Steps Before the Crisis

Preparedness and Prevention/ Reduction

Introduction

This phase ensures Jamiyah Home for the Aged (JHA) can protect residents and maintain essential care before haze conditions become severe.

Preparation should cover people, premises, supplies, decision-making and external support.

The steps below are proposed procedures for JHA to validate against its actual staffing, building systems, resident needs and operating requirements. Named roles describe responsibilities; they do not assume that JHA currently has separate personnel for every function.

Step 1: Appoint the Preparedness Owner and Response Team

Responsible: Superintendent, supported by Jamiyah Singapore management.

Actions

1. Appoint the Superintendent, or an authorised senior officer, as the Severe Haze Playbook Owner.
2. Assign responsibility for:
   • Resident care and welfare.
   • Clinical liaison.
   • Facilities and air quality.
   • Staffing and staff welfare.
   • Procurement, supplies and transport.
   • Communications and regulatory liaison.
   • Incident recording.
3. Name a deputy for each critical role, including coverage at night, on weekends and on public holidays.
4. Establish how the duty manager contacts the Crisis Leader outside normal working hours.
5. Agree which decisions staff may take immediately to protect residents without waiting for a management meeting.
6. Document escalation to Jamiyah Singapore leadership and the authorised governing body.

Required output: A responsibility and contact list showing primary officers, deputies and out-of-hours arrangements.

Readiness check: The duty manager on every shift can identify who is in charge and reach an authorised decision-maker.

Step 2: Approve Decision Authority and Emergency Funding

Responsible: Jamiyah Singapore management and Superintendent.

Actions

1. Define who may:
   • Activate enhanced haze precautions.
   • Suspend outdoor activities or non-essential outings.
   • Call in additional staff.
   • Purchase filters, air cleaners and essential supplies.
   • Request medical or transport assistance.
   • Authorise temporary relocation.
   • Issue statements to families, authorities or the public.
2. Set spending limits and identify an alternative approver.
3. Prepare arrangements for urgent purchases outside office hours.
4. Record how emergency expenditure will be documented and reconciled.
5. Make clear that obtaining immediate emergency assistance does not depend on financial approval.

Required output: An approved delegation and expenditure schedule.

Readiness check: Staff know how to obtain essential resources when the usual purchasing officer is unavailable.

Step 3: Establish Haze Monitoring and Early Warning

Responsible: Designated monitoring officer, with the duty manager as backup.

Actions

1. Use official sources, including:
   • NEA’s haze website.
   • The myENV application.
   • MOH health advisories.
   • Relevant MSF communications.
2. Use the 24-hour PSI forecast to plan the next day’s activities and the one-hour PM2.5 reading to decide on immediate outdoor activity. These indicators serve different purposes and should not be treated as interchangeable. Ministry of Health
3. Establish a monitoring schedule. A proposed arrangement is:
   • During routine preparedness: review official forecasts daily.
   • When deterioration is forecast: review at each shift handover and before planned outings.
   • During a haze alert: increase checks according to conditions and management direction.
4. Record the time, source, relevant reading or forecast, advisory and action required.
5. Inform the duty manager promptly when a trigger is reached.
6. Prepare a backup method if the application or internet connection is unavailable.

Required output: A monitoring roster and simple haze monitoring log.

Readiness check: Every shift has an assigned person who can obtain and interpret official information.

Step 4: Prepare an Activation and Escalation Card

Responsible: Superintendent, Resident Care Lead and clinical adviser.

Actions

1. Translate current official advice into a short action card for staff.
2. Separate:
   • Precautions based on air quality.
   • Escalation based on resident illness.
   • Escalation based on failure of care capacity.
3. Include the following proposed internal triggers:
   
   

1. State who activates each response level and who must be informed.
2. Include the date on which the official advisory was last checked.
3. Place controlled copies at the duty station and other relevant staff locations.

Required output: An approved one-page activation card.

Readiness check: Staff can explain what action they would take even when the outdoor reading has not reached a higher category.

Step 5: Assess Each Resident’s Vulnerability and Care Needs

Responsible: Resident Care Lead, with appropriate input from healthcare professionals.

Actions

1. Review each resident’s care record for:
   • Chronic heart or lung conditions.
   • Previous breathing difficulties or haze-related illness.
   • Mobility and transfer assistance.
   • Cognitive impairment or difficulty communicating symptoms.
   • Behavioural support needs.
   • Medicines and essential treatment schedules.
2. Identify residents who may need closer observation or priority access to suitable indoor accommodation.
3. Seek clinical advice for residents whose existing care instructions do not address likely haze concerns.
4. Record individual instructions for:
   • Observation.
   • Activity modification.
   • Access to prescribed medicines.
   • Clinical contact and escalation.
   • Essential journeys.
5. Review the register after admission, hospital discharge, or significant changes in health.
6. Restrict access to staff who need the information to provide care.

Required output: A confidential resident vulnerability register linked to individual care plans.

Readiness check: Staff can identify residents needing additional protection without relying on memory.

Step 6: Agree Clinical Escalation and Medical Support

Responsible: Resident Care Lead and designated healthcare professional.

Actions

1. Confirm routine and out-of-hours clinical contacts.
2. Obtain clinician-approved instructions for recognising deterioration and seeking assistance.
3. Ensure staff understand the difference between:
   • Reporting symptoms for clinical advice.
   • Arranging prompt medical assessment.
   • Obtaining immediate emergency assistance.
4. Define who will accompany a resident transferred for treatment.
5. Prepare an accessible transfer information pack containing:
   • Resident identification.
   • Relevant medical history and allergies.
   • Current medication information.
   • Care and communication needs.
   • Authorised contact details.
6. Check that prescribed medicines are available and that replenishment arrangements are reliable.
7. Use observation equipment only when staff are trained and the procedure is approved. Device readings must not replace assessment of the resident’s condition.

Required output: A clinical escalation procedure and resident transfer pack template.

Readiness check: Staff can promptly obtain help and prepare a safe handover.

Step 7: Identify and Assess Protected Indoor Care Areas

Responsible: Facilities Lead and Resident Care Lead.

Actions

1. Inspect bedrooms, communal rooms, dining areas and activity rooms.
2. Identify spaces that can support residents during haze with suitable:
   • Air cleaning.
   • Cooling and ventilation.
   • Accessibility.
   • Supervision.
   • Toilet access.
   • Emergency access and escape.
3. Check doors, windows, gaps, and other routes smoke may enter.
4. Assess each area's safe capacity, considering mobility aids, beds, chairs, and staff access.
5. Allocate residents according to care needs and room suitability.
6. Identify an alternative area if the primary space becomes unavailable.
7. Record limitations requiring management action.

Do not automatically assume air-conditioned rooms have clean air. NEA notes that fine particles can enter through fresh-air intakes, openings and gaps and accumulate indoors. nea.gov.sg

Required output: A room allocation plan showing capacity, equipment and limitations.

Readiness check: The JHA can account for suitable accommodation for every resident, or document how it will address any shortfall.

Step 8: Prepare Air Cleaning, Ventilation and Cooling Systems

Responsible: Facilities Lead, supported by competent service providers.

Actions

1. Maintain an equipment register showing:
   • Location and equipment identifier.
   • Intended room and operating capacity.
   • Filter type and replacement requirements.
   • Last service date.
   • Fault-reporting contact.
2. Confirm that air cleaners are suitable for the rooms in which they will operate.
3. Inspect and service equipment before deterioration is anticipated.
4. Test units under normal occupied-room arrangements.
5. Obtain professional advice on mechanical ventilation settings during haze.
6. Prepare operating instructions that balance smoke reduction with ventilation, temperature and resident comfort.
7. Confirm adequate electrical capacity and safe cable placement.
8. Keep appropriate replacement filters on hand and identify a backup supplier.
9. Define what staff should do if a unit fails.

Required output: An equipment readiness checklist and approved operating instructions.

Readiness check: Staff can start the equipment, recognise a fault and obtain a replacement or alternative space.

Step 9: Prepare for Power or Building-System Failure

Responsible: Facilities Lead and Superintendent.

Actions

1. Identify equipment whose loss would threaten resident safety or care.
2. Confirm what backup power is actually available, its capacity and its limitations.
3. Test backup arrangements through authorised personnel.
4. Establish priority restoration contacts for electricity, cooling and essential building services.
5. Identify how residents will be supported if protected areas become too hot or air cleaning stops.
6. Establish decision points for moving residents to another room or seeking external accommodation.
7. Keep emergency lighting, communications and access arrangements ready.
8. Prohibit improvised power arrangements; competent personnel must install and operate any generator safely.

Required output: A power and essential-services contingency procedure.

Readiness check: JHA has a workable response to equipment failure during severe haze.

Step 10: Define the Minimum Essential Care to Be Maintained

Responsible: Resident Care Lead and Superintendent.

Actions

1. Identify activities that must continue throughout the disruption.
2. Define the minimum staffing, equipment and supplies needed for each activity.
3. Identify activities that can be modified or postponed following an appropriate assessment.
4. Prepare an alternative indoor daily routine.

Required output: A minimum essential care schedule.

Readiness check: Staff know which services must continue and what resources support them.

Step 11: Prepare Staffing and Relief Arrangements

Responsible: Staffing Lead and Resident Care Lead.

Actions

1. Define minimum safe staffing for each shift, based on resident dependency and required skills.
2. Identify roles that require specific training or authorisation.
3. Prepare a relief roster and escalation process for unfilled shifts.
4. Confirm which personnel from other Jamiyah services could assist and what duties they may safely perform.
5. Provide induction before assigning relief personnel to resident care.
6. Prepare arrangements for staff illness, transport difficulties and fatigue.
7. Plan rest breaks and access to suitable indoor rest areas.
8. Ensure volunteers supplement appropriately supervised work and do not replace required skilled care.

Required output: A staffing contingency roster and skills matrix.

Readiness check: JHA can address foreseeable absences without leaving essential care uncovered.

Step 12: Secure Supplies and Alternative Suppliers

Responsible: Logistics and Procurement Lead.

Actions

1. List critical supplies and normal daily consumption.
2. Set minimum stock and reorder levels using:

Reorder level = expected use during replenishment lead time + approved contingency allowance.

1. Include food, medicines, personal care items, cleaning materials, filters and other essential consumables.
2. Check expiry dates, storage conditions and stock rotation.
3. Confirm supplier availability during regional haze.
4. Identify alternatives for critical items and record acceptable substitutions requiring approval.
5. Arrange deliveries that limit unnecessary exposure and disruption to care areas.
6. Review stock against a prolonged event rather than assuming a fixed duration.

Required output: A critical supplies register and replenishment plan.

Readiness check: Staff can identify remaining stock, expected deliveries and the action required if a delivery fails.

Step 13: Prepare Safe Activity and Transport Arrangements

Responsible: Resident Care Lead and Transport Coordinator.

Actions

1. Review recurring outings, appointments and external activities.
2. Identify:
   • Essential journeys requiring continued access.
   • Activities that can move indoors.
   • Activities that can be postponed following review.
3. Prepare sheltered boarding and unloading arrangements where available.
4. Confirm transport suitable for residents’ mobility and care needs.
5. Plan escorts, medicines and transfer documents.
6. Arrange clinical review before postponing essential treatment.
7. Prepare an individual approach to masks where outdoor exposure is unavoidable.

MOH advises vulnerable persons to avoid outdoor activity when one-hour PM2.5 is High. It also advises medical consultation before N95 use for elderly persons or those with severe heart or lung problems who experience breathing difficulty. Masks should therefore be assessed individually. Ministry of Health

Required output: An activity modification and essential transport plan.

Readiness check: Essential care journeys can proceed with suitable precautions, while reducing avoidable exposure.

Step 14: Prepare Communication and Notification Arrangements

Responsible: Communications Lead and Superintendent.

Actions

1. Verify contact details for:
   • Jamiyah Singapore management.
   • Staff and deputies.
   • Healthcare and transport providers.
   • MSF and other relevant authorities.
   • Suppliers.
   • Authorised relatives or representatives.
2. Prepare short message templates covering:
   • Precautionary measures.
   • Changes to activities or visiting.
   • Resident welfare updates.
   • Requests for support.
   • Temporary relocation.
3. Agree who approves and sends each type of message.
4. Prepare explanations in languages and formats residents understand.
5. Identify a backup communication method.
6. Verify applicable notification obligations, recipients, deadlines and records against current requirements and JHA’s operating arrangements.
7. Keep personal information out of general messaging groups and public updates.

Required output: A contact directory, message templates and notification register.

Readiness check: JHA can issue an accurate, authorised update without drafting the process during the incident.

Step 15: Prepare Temporary Relocation Arrangements

Responsible: Superintendent, supported by Jamiyah Singapore management.

Actions

1. Identify circumstances in which remaining at JHA could become unsafe.
2. Assess potential receiving locations for:
   • Confirmed availability.
   • Suitable indoor air and temperature control.
   • Accessibility and resident capacity.
   • Toilets, meals and medication support.
   • Staffing and supervision.
3. Obtain agreement on acceptance and activation arrangements.
4. Confirm required approvals and coordination with relevant authorities.
5. Prepare transport, escorts and resident movement lists.
6. Define who retains responsibility for care during movement and at the receiving site.
7. Prepare resident identification, medicines, records and personal essentials.
8. Establish arrival checks and resident reconciliation.

Required output: A relocation contingency plan with verified receiving arrangements.

Readiness check: The proposed destination has been assessed and contacted; listing an address alone is insufficient.

Step 16: Train Staff, Exercise the Plan and Close Gaps

Responsible: Superintendent and Playbook Owner.

Actions

1. Brief every shift on the playbook.
2. Demonstrate equipment operation and fault reporting.
3. Practise symptom reporting, clinical contact and resident handover.
4. Conduct a tabletop exercise combining:
   • Deteriorating haze.
   • A resident becoming unwell.
   • Staff absence.
   • Failure of an air cleaner or cooling system.
5. Test a management decision about additional support or relocation.
6. Record gaps, owners and completion dates.
7. Verify corrective actions and retest significant weaknesses.
8. Brief new and relief staff before they undertake assigned duties.

Required output: Training records, exercise findings and a completed improvement tracker.

Readiness check: Staff demonstrate the required actions rather than merely confirm that they have read the document.

Step 17: Complete the Final Preparedness Review

Responsible: Superintendent, with escalation to Jamiyah Singapore management.

Use the following checklist before confirming readiness:

Record each item as Ready, Ready with an approved interim arrangement, or Not ready.

For every unresolved gap, identify its effect on resident safety, the temporary control, the responsible officer and the completion deadline.

The preparedness phase is complete when JHA can demonstrate that every shift has the people, information, accommodation and resources needed to protect residents and sustain essential care.

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

More Information About Crisis Management Blended/ Hybrid Learning Courses

To learn more about the course and schedule, click the buttons below for the  CM-300 Crisis Management Implementer [CM-3] and the CM-5000 Crisis Management Expert Implementer [CM-5].