Finances

Protect Patients’ Eyes in a Natural Disaster: Plan Ahead, Help in a Crisis

By Thuy-Lan Nguyen, OD

June 24, 2015

SYNOPSIS

An OD can play a central role in preserving sight when disaster strikes. Learn how to prepare patients proactively—and provide help during a crisis.

ACTION POINTS

PROVIDE EMERGENCY SUPPLY LIST. Offer list with reminders to keep flashlights, multipurpose CL solution, extra CL cases and a spare pair of glasses & other items.

LEAVE EMERGENCY PHONE RECORDING. Leave recording giving instructions on local hospitals and other local health care resources.

PREPARE OFFICE. Purchase battery back-up systems for all computers and modems and lift all electronics off the floor.

Scientists warn us that natural disasters are becoming more frequent. Planning now for tomorrow’s storms should be a standard part of conducting business, including for optometrists, who can play a key role when severe weather strikes. Vision easily can be impaired during catastrophic storms. Help your patients to plan well, protect their vision in time of need, and make a plan for your office operations for when unusually stormy weather hits.

I am now on the part-time faculty at Nova Southeastern University College of Optometry, but I formerly owned a practice in Pembroke Pines, Fla., an area that is frequently in the eye of potential hurricanes, so I would educate patients about caring for their eyes during such emergencies, and even provided them with supplies.

During storm season, whether it’s hurricanes in the Southeast or snow storms in the Northeast,many people stock up on basic necessities likefood, water, batteries, etc. It is the OD’s job to remind their patients about emergency eye-related supplies. In the event of a major storm, it’s critical to remember that we, as ODs, are an essential part of our community, and to offer help in any way we can.

Animation from the National Centers for Environmental Information showing Hurricane Wilma, which, in 2005, hit the South Florida area where Dr. Nguyen’s practice was based. Dr. Nguyen recommends giving patients a checklist of supplies to stock up on prior to natural disasters.

Provide Emergency Supply List

I gave patients a list of emergency supplies including flashlights, spare glasses that are impact-resistant, safety goggles, sunglasses, artificial tears, saline rinse, extra contact lenses, multipurpose contact lens solution, contact lens storage cases, enough medication eye drops for two weeks if needed, a written copy of their glasses prescription, contact lenses, hand soap and bottled water. I also provided them with my card and the number for the local eye hospital for emergencies.

For contact lens wearers, I provided a starter kit of a multipurpose cleaning solution, which includes a storage case for their contacts. I also provided them with a written copy of their prescriptions in case of an evacuation. These itemswere complimentary, and didn’t cost me anything at all to provide.

I encouraged patients to purchase a spare pair of glasses, sunglasses and extra contact lenses. Spare glasses should have a sturdy frame with polycarbonate lenses. Fashion is not the primary focus. These emergency glasses can cost patients very little, as low as $49, but they are priceless in the event of a true emergency. This is a great way to increase second-pair sales and annual supply purchases of contact lenses. Everything else a patient needs can be purchased from their pharmacy, convenience store or home improvement store.

The supplies are stored, along with other emergency supplies such as flashlights, batteries and water, at the beginning of hurricane season. Hopefully they never actually need to be used. But if a storm approaches, patients are prepared. And in the event of an evacuation, or potential damage to their homes, they have copies of their prescription in their “speed bag” just like other important paperwork. Safety goggles can be reused, but other emergency supplies should be replenished once a year.

Common Eye Mishaps During Natural Disasters

Many ocular complications that occur during storms are preventable. Many contact lens wearers accidentally sleep in their contact lenses when a storm hits, especially if they don’t have electricity or running water. But that is the last thing they should do. It seems like common sense for us ODs, but contact lens wearers should be reminded to remove their contacts and wear back-up glasses in the event of a storm, or during times of illness. And even before a storm hits, many people forget to put on safety goggles while they are putting up storm shutters. If they do remember safety goggles for themselves, they often forget to provide safety goggles for their children.

Many ocular conditions can occur during storms, or storm preparations, such as keratitis from over-wearing contact lenses, conjunctivitis from contaminated waters, but also traumatic abrasions or uveitis from flying nails, debris, tree branches and even chemical splashes from cleaners and other household chemicals.

Leave Phone Recording With Instructions

In the event of a major storm, it is more economical and sensible to close the office. In addition to your patients, you have to think about the safety and well being of your staff and their family. Plus, if an office does not have electricity and running water, it is nearly impossible to stay open, even during daylight. The majority of our equipment is electronic–even visual acuity projectors need electricity to function. While a few emergency evaluations can be performed with hand-held, portable devices, normal day-to-day function is challenging, if not impossible, without electricity. However, any time the office is closed, there should be a recording informing patients of the closing and providing them with a phone number for the after-hours emergency doctor or phone number for the closest eye hospital.

Hurricane Wilma hit South Florida in 2005. Believe it or not, we had patients show up for their scheduled appointment while we were in the office, but preparing to close. Of course, they understood that wehad to reschedule their appointment for another time. After Wilma hit, we were without power and closed for a week.Once the office re-opened, I saw a lot of storm-related medical visits, but thankfully, no permanent damage occurred.

Prepare to Communicate During Natural Disasters

In 2005, when we went through Hurricane Wilma, we did not have capabilities for sending out e-blasts or posting notices on Facebook, Twitter or Instagram. But now, with social media, it is very easy to send an electronic newsletter or post a message to remind patients to be safe, and which emergency supplies to stock up on. It’s also an effective way of notifying patients of the office closing and when the office is able to open up again safely.

Prepare Office for Natural Disasters

Offices should prepare for storms by purchasing battery back-up systems for all their computers and modems. If the electricity goes out for a short period of time, their EHR and practice management system is still functional. But in the event of an impending storm or flood, computer towers should be lifted up off the floor, all devices should be unplugged and covered, frame inventory should be boxed up and stored, and all debris, trash and clutter should be removed and windows should be protected with storm shutters or plywood, if they are not storm-proof.

Collect Emergency Contact Information for Employees

It’s important to collect a list of employee cell phone numbers, plusland-line phone numbers and an emergency contact person’s number, as well. Doctors or office managers should contact each employee personally to notify them on opening or closing status. If the local schools close, the office should usually also be closed, so that employees can take care of their children.

Thuy-Lan Nguyen, OD, is on the part-time clinicalfaculty of Nova Southeastern University College of Optometry, and formerly the owner of The Eye Center in Pembroke Pines, Fla. To contact her: Ttlnguyen@nova.edu

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