Be Prepared, Before an Emergency

Every year as hurricane season approaches, the Gulf Coast region goes into preparation mode. But everyone at UTMB understands that emergencies affecting our work, families, or homes can happen at any time and at any of our locations throughout the state.

The National Oceanic and Atmospheric Administration (NOAA) is predicting an above-normal 2024 Atlantic hurricane season with up to 25 named storms and up to 13 hurricanes, with a possibility of 4-7 major (category 3 and higher) hurricanes.

Please review the following information on how UTMB prepares for and communicates during emergencies, and the list of actions you should take now to be ready at work and at home.

Emergency Response

In an emergency, UTMB activates its Incident Command structure to make decisions based on the specifics of the emergency as it develops. Led by an appointed Incident Commander and coordinating with other agencies when appropriate, the group determines UTMB’s response to the incident, including if and when to dismiss students and employees.

Communication

We communicate emergency response decisions in a variety of ways, depending on the type, geography, and severity of the emergency. These include:

• Email to targeted groups in each mission area
• Broadcast emails to all employees statewide as appropriate
• Alerts website
• iUTMB (UTMB network or VPN connection required)
• www.utmb.edu public home page as appropriate
• Social media, including I Am UTMB and UTMB Health pages on Facebook and @UTMBHealth on Twitter
• UTMB Alerts emergency notification service, as appropriate
• UTMB Safe app, managed by University Police and available in the Apple and Google app stores
• utmbhealth.com for patient-focused updates, as needed
• utmbinfo.com (back-up disaster/weather emergency site) in the event the primary website goes offline

Immediate Action Items (Before an Emergency)

• Become familiar with your department or school’s emergency plan and your role in an emergency
• By now, employees should have submitted their 2024 Employee Demographic and Emergency Classification Form and discussed their emergency classification for notice incidents and emergency labor pool role for no-notice incidents with their supervisor. Employees who have not yet submitted the form for this year are asked to please do so immediately. The form is available at https://utmb.us/84 and can be accessed through any web-enabled device
• Students should talk to their faculty advisor about their responsibilities and/or procedures for reporting to school during an emergency
• Become familiar with UTMB’s Institutional Emergency Operations Plan
• Check your contact and location information in the UTMB Alerts emergency notification system (login required).
  • Ensure your mobile number is listed correctly so you can receive UTMB Alerts messages via text and/or mobile phone call—the quickest ways to get notifications
  • List a minimum of two contact methods, including your mobile number
• Visit Employee Self Service/Personal Information (access via “Employee Self Service” link on iUTMB) to check and update the following information, which is vital to our ability to determine who is affected by a particular emergency, on or off UTMB property:
  • Your UTMB Directory information—particularly your work location (L-code)
  • Your personal information, such as home address and home contact information
  • Your emergency contacts (the family members or friends UTMB should contact if you become seriously ill or injured at work or if we are unable to reach you during a large-scale emergency)
• Keep computer security in mind. Never reveal your UTMB login information to anyone and be suspicious of emails asking you to enter your login information
• Wear your ID badge every day at all UTMB locations, so University Police, members of the public and, if needed, emergency responders will know you belong
• Enroll in Direct Deposit and MyChart, to ensure access to both your paycheck and your UTMB medical records in an emergency
• Develop an emergency plan for your home that includes care and safety of dependents and pets

Resources

• Visit www.utmb.edu/emergency_plan to view the 2024 emergency preparedness presentation, checklists, related forms, emergency-related policies, and other important information
• The HR Adverse Events Toolkit also provides a number of departmental resources

Thank you for making your personal safety a priority and for your help in keeping UTMB prepared for any emergency in any of our locations across the state.

Sincerely,

Jochen Reiser, MD, PhD
President
CEO, UTMB Health System
Professor, John Sealy School of Medicine
John D. Stobo, MD Distinguished Chair

Gulshan Sharma, MD, MPH, FCCP
Institutional Emergency Preparedness Officer
Senior Vice President, Chief Medical & Clinical Innovation Officer