Tabletop Exercise (TTX) Toolkit

Identifying Key Stakeholders

Establishing a comprehensive planning team and involving key stakeholders is crucial for effective emergency response and recovery planning. Ensure representation from diverse departments and various levels of authority. Involving a spectrum of perspectives fosters comprehensive discussions, enhancing the realism of the exercise and ensuring a broad array of expertise.

Roles and responsibilities within the planning team should be clearly defined, assigning specific tasks related to logistics, scenario development, communications, evaluation, and other pertinent aspects. This clarity streamlines the planning process, ensuring efficiency and accountability.

Moving to participant involvement, both internal and external, significantly enriches the depth of perspectives and expertise vital for a successful emergency response and recovery simulation. Consider the following groups:

Clinical – Involve representatives from relevant clinical departments and positions as necessary, i.e., physicians, nurses, paramedics, and other medical staff.

Non-Clinical – Engage representatives from non-clinical departments, such as administrators, operations, IT, facilities management, and logistics.
-    Security & Transportation – Include security and transportation personnel responsible for ensuring scene safety and maintaining order during emergencies.
-    Safety – Include safety and occupational health personnel responsible for ensuring safe care practices for patients and employees.
-    Information Technology (IT) – Engage IT staff to address technical requirements and ensure communication systems are functional.
-    Facilities Management – Involve facilities management staff responsible for maintaining the physical infrastructure and security of the hospital.
-    Accreditation & Regulatory Readiness (ARR) – Involve ARR staff responsible for ensuring regulatory and accreditation compliance.
-    Other applicable internal departments

External Stakeholders
-    Local Emergency Services - Police, fire, emergency medical services (EMS), etc.
-    Public Health Authorities - Representatives from local public health departments.
-    Government Officials - Consider inviting local government officials involved in emergency management.
-    Community Representatives - Engage representatives from neighboring communities and leaders.
-    Nearby Medical Facilities - Include representatives from neighboring hospitals or medical facilities.
-    Volunteer Organizations - Engage representatives from volunteer programs and organizations offering support during emergencies.
-    Educational Partnerships - If applicable, engage representatives from affiliated medical schools, nursing programs, environmental safety programs, emergency management programs, etc.
-    Legal and Insurance Representatives - Invite representatives from legal and insurance departments to address related aspects.
-    Patient and Family Advisors - Involve representatives from patient and family advisory councils or support groups.