By Joseph Scaretta, Contributing Writer

Emergency preparedness—especially in the healthcare sector where lives are at stake—is not just a regulatory requirement but a fundamental aspect of patient safety and quality care. 

Healthcare facility managers play a pivotal role in ensuring hospitals and clinics are prepared for any emergency situation, including natural disasters, pandemics and security threats. Investing in a resilient infrastructure, advanced communication systems and rigorous training programs are key in enhancing emergency response capabilities while ensuring a safe and prepared environment. 

As healthcare leaders, it is essential to prioritize these assets to protect patients, visitors and staff in the face of unexpected situations. 

Manager’s role in patient safety 

Effective healthcare facility management is necessary for patient safety during emergencies. Facilities must maintain functional infrastructure, reliable utilities and accessible medical equipment to ensure uninterrupted patient care. For example, during a power outage, backup generators and redundant systems must kick in seamlessly to support life-saving equipment such as ventilators and heart monitors. Hospitals with well-maintained emergency power systems experienced fewer patient safety incidents during power outages compared to those without, according to a study in the Journal of Healthcare Protection Management. 

The resilience of a healthcare facility’s infrastructure can significantly mitigate the impact of emergencies. Resilience involves incorporating robust building design and maintenance practices, including pre-purchasing required materials, assigning key critical trade vendors, and installing backup power systems, fire suppression systems and flood-resistant features. 

In 2018, Hurricane Michael caused extensive damage in the Florida panhandle. Healthcare facilities struggled with power outages, water supply issues and structural damage, which hindered their ability to provide care. The destruction of critical facilities, underscoring the importance of resilient infrastructure, complicated emergency response efforts. 

Compliance and training 

Healthcare facilities operate under stringent regulatory standards that mandate comprehensive emergency preparedness plans. Organizations like The Joint Commission and the U.S. Occupational Safety & Health Administration set the bar for adequate preparedness. Compliance with these standards is not only a legal requirement but also a moral imperative to safeguard patients, staff and visitors. 

Ninety-two percent of healthcare facilities that underwent emergency preparedness evaluations improved their response capabilities significantly, according to a 2022 report by The Joint Commission. This finding further solidifies the effectiveness of staying in lockstep with emergency preparedness compliance. 

Routine training and drills for healthcare staff also ensure they are well-versed in all emergency response protocols. These exercises prepare employees to handle a range of scenarios, from natural disasters to active shooter situations. For instance, when COVID-19 hit, hospitals that had conducted pandemic response drills were well-equipped to manage the surge in patient volumes and quickly implement infection control protocols. 

A survey by the American Hospital Association found that 78 percent of hospitals that engaged in regular emergency drills reported a higher level of preparedness and confidence among their staff. Facilities management firms played a crucial role during the pandemic, swiftly responding to immediate needs by establishing pop-up vaccination sites, sanitation stations and sneeze guards for healthcare locations and businesses—ensuring key facilities could operate efficiently under extreme conditions. 

Stable communication systems 

Reliable communication systems are non-negotiable when coordinating emergency responses throughout a healthcare facility and with necessary external agencies. These systems ensure that staff, patients and families receive timely and accurate information during a crisis scenario. 

During emergencies, effective communication can make the difference between chaos and coordinated action. A strong proof point of this was the use of mass notification systems during the 2017 California wildfires. The systems enabled hospitals to evacuate patients safely and efficiently. 

Emergency preparedness is not a one-time effort but an ongoing process of assessment, learning and improvement. Healthcare facilities must regularly review and update their emergency plans based on lessons learned from past incidents and evolving threats. 

For example, after the 2017 hurricane season, many hospitals in coastal areas revised their flood-preparedness plans to incorporate new technologies, vendor-driven program development and best practices to better protect their infrastructure and patients. This continuous improvement approach ensures facilities remain agile and responsive to new challenges. 

Healthcare facility management is the cornerstone of emergency preparedness because it provides the foundation for a safe and effective response to crises. By focusing on patient safety, regulatory compliance, training, infrastructure resilience and communication systems, healthcare facilities managers can ensure facilities are well-prepared to handle any emergency. 

Joseph Scaretta is a co-CEO and founder of CS Hudson, a leading interior services facilities maintenance firm.