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ASPR TRACIE Celebrates Two Years of Service 

ASPR TRACIE Celebrates Two Years of Service 

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[The video begins with the ASPR TRACIE logo.]

Male Narrator: We started ASPR TRACIE two years ago with quite a mission—deliver information and resources to professionals on the front lines of healthcare preparedness.

During that time we've grown—a lot. We responded to more than two thousand two hundred requests and growing for technical assistance; worked with nearly five hundred dedicated subject matter experts to share their expertise with our audience to improve awareness and bolster knowledge; completed nearly fifty comprehensively reviewed topic collections, providing easy access to the most current, vetted, evidence-based resources, created a listserv that reaches nearly one hundred fifty thousand healthcare professionals; and provided newsletters, fact sheets, tools, and webinars on critical topics—all while supporting an ever-expanding roster of partners and stakeholders.

We're proud of these numbers, but even prouder that you've allowed us to share your best practices and become your trusted source for preparing for and responding to emergencies.

In the coming year, expect to see still more ways to be ready when disaster strikes or the unthinkable happens. More ways to make a difference in people's lives, at the times they need it most.

And for that, you deserve a big hand. Thank you.

The ASPR TRACIE logo appears again, with the URL asprtracie.hhs.gov.

The U.S. Department of Health and Human Services logo appears with the message "Produced at U.S. Taxpayer expense" at the end.

[The video ends.]

Who, Me? How Do I Know if I Have Compassion Fatigue and Secondary Traumatic Stress?

Who, Me? How Do I Know if I Have Compassion Fatigue and Secondary Traumatic Stress?

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[The video begins with the HHS logo. Descriptive Text for the title slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans.]

Narrator: Welcome to "Who, Me? How do I know if I have Compassion Fatigue and Secondary Traumatic Stress?" This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a preview and a longer webinar. The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers,
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare Facility Staff, and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program

Have you ever felt totally exhausted and overwhelmed at work, like there is nothing you can do to make the situation better? Or maybe one of your colleagues is jumpy and extremely worried that something bad is going to happen? Both of you may have been negatively affected by traumatic stress, you sound like you might have compassion fatigue and your colleague, well, he might have secondary traumatic stress.

At ASPR TRACIE, we know that healthcare professionals tend to be a highly self-reliant group-that is, you see yourselves as the helpers, and not as the people who would need assistance from others-either in assessing your needs or in delivering support services. And the stigma around any behavioral health concern is as active in health related disciplines as it is in the general public. Most people do not see themselves in need of mental health supports even when working in the intensely stressful environment of trauma services.

Also, either because of staffing patterns or the desire to help others on a very human caring basis which brought you to the professions to begin with, most of you in the healthcare professions, see yourselves as having to 'work 'till it hurts,' often putting in long hours, covering staff shortages, skipping breaks, working through lunch, and routinely sacrificing your own comfort and self-care to ensure the care of others. You are a group that is very hard on yourselves.

If you are a healthcare professional who has learned well and does a good job of taking care of yourself, I congratulate you. But you are the not the norm.

Healthcare professionals are also a group that is skilled in providing specific services for which you are trained to deliver as an individual, but also functioning within the team setting. Thus, your performance is usually quite visible to your coworkers and thus, you tend to work a bit harder at controlling and concealing any distress symptoms for fear of being seen as weak or providing any basis for being judged negatively or stigmatized by your peers.

But it doesn't have to be that way. This module will introduce you to the concept of traumatic stress. If you are a healthcare provider in general, and especially one who provides emergency or disaster response services, it is likely that you have been exposed to many traumatic situations. These might include treating patients or clients who are also victims of violent crimes, or survivors of a fire, or patients involved in a car crash, all with serious injuries. Or perhaps you've had to cope with larger-scale incidents like a hurricane, flood, or mass shooting incident where multiple patients, clients and families require lifesaving efforts all at the same time, causing intense pressure to perform quickly and continuously for long periods of time.

In the full webinar, you'll learn the terms, risk factors, and symptoms associated with compassion fatigue and secondary traumatic stress. We will leave you with the good news and tools and resources that can keep you healthy and resilient.

There are many resources that can inform you further about acute stress, posttraumatic stress and secondary traumatic stress or compassion fatigue. ASPR TRACIE AND SAMHSA DTAC have educational fact sheets, webinars and podcasts that are free and accessible on line. Some are for survivors, other for helpers-some for parents and caregivers. Check them out.

And for those of you who are interested in the research, the National Center for Posttraumatic Stress Disorder, NCPTSD website, will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects.

These articles are also free and downloadable once you register.

Resources

Access the full training today to find out how you can preserve your well being as you continue to work in one of the most stressful and rewarding disciplines in the world.

Please reach out to us if you need technical assistance at ASPRtracie.hhs.gov; or call 1-844-5-TRACIE; or askasprtracie@hhs.gov.

[The video concludes with a non-descript background followed by the ASPR logo captioned, "Saving Lives. Protecting Americans." The video ends.]

ASPR TRACIE: Module 1B - Compassion Fatigue and Secondary Traumatic Stress Identification for Healthcare Providers

ASPR TRACIE: Module 1B - Compassion Fatigue and Secondary Traumatic Stress Identification for Healthcare Providers

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[The video begins with the HHS logo appearing. Descriptive Text for Title Slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans.]

Slide 1

Narrator:  Welcome to "Compassion Fatigue and Secondary Traumatic Stress Identification for Healthcare Providers." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.
ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a micro-learning module and a longer webinar.

The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare facility staff. And,
  3. Healthcare Provider Cognitive Strengthening Preparedness Program

SLIDE 2

Descriptive Text for Slide 2: ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies; national associations; nonprofit organizations; and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed on our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April:  Hello and thank you for joining us today. My name is Dr. April Naturale and I am a traumatic stress specialist who provides disaster and emergency preparedness and response consultation to responders and community members.
At the conclusion of this webinar, you will be able to define, identify, and apply personal and professional self-care strategies to prevent and address the behavioral health effects associated with: compassion fatigue, secondary traumatic stress, vicarious trauma, and burnout.

This webinar was developed specifically for healthcare professionals. A reference to professionals who work in healthcare, mental health and behavioral health settings who are called upon to respond to emergencies and disasters.

SLIDE 4

April: We know that those who work with the suffering suffer themselves because of the work. Our colleague in the field and in research, Dr. Charles Figley developed the concept of Compassion Fatigue and has written extensively on this topic. His work is a great resource for understanding and addressing this concern for healthcare providers and others who work with traumatized patients and clients.

SLIDE 5

April: The word trauma is derived from the Greek word for "wound," so it makes sense for you and your colleagues in healthcare to refer to it in the physical sense. In this webinar series, however, we will be referring to trauma and traumatic stress primarily in the emotional or behavioral health sense.

The Substance Abuse and Mental Health Services Administration notes that more than half of men and women report exposure to at least one traumatic event in their life time and 90 percent of clients in public behavioral healthcare settings have experienced trauma.

SLIDE 6

April: As we talk about the identified concerns, keep in mind that we are focusing here on healthcare professionals and some of the signs more commonly seen in this profession, but much of the general information applies to many different disciplines, so I am sure you will be able to relate this information to family and friends who may be doing other trauma exposure related work. 

We start here with Compassion Fatigue, or "CF" which is usually identified by the distress signs noted here, not always all of them, but enough of them with a level of intensity that causes them to really ‘bother' the person who experiences them. The most common of these signs is a sense of work-related exhaustion upon accompanied by some depressive-like symptoms-like sadness, crying, and loss of energy.

The effects tend to overwhelm the person with the sense that they cannot really make a difference, or improve the situation. These individuals may become cynical as a result and additionally, tend to disconnect from others, they report a lack of feeling and often indifference as to the feelings of others.

And as in many other disciplines that lead and support disaster response, we see the increased use of alcohol and other mind altering substances both in the workplace and at home as a means of coping. This often goes beyond social use and can have negative effects both at work and at home. 

SLIDE 7

April: Secondary Traumatic Stress is the experience of trauma symptoms in healthcare providers as a result of, and in relationship to their exposure to, that is seeing and listening to the trauma material and experiences of their patients and clients. STS distress symptoms usually mirror those of the people they are working with.

SLIDE 8

April: Vicarious Traumatization is similar to CF and often includes some signs of secondary traumatic stress, but additionally vicarious trauma can negatively change one's view of the world and belief systems. It often decreases the sense of personal safety-that is, one feel's less safe.

So for example, if you are caring for a child who has been abused, you might have the experience of feeling very sad, even depressed, unsafe, and unable to sleep at night without visions of the abuse flashing before your mind's eye.   And Vicarious Traumatization usually occurs over time similar to CF while STS can occur with only one exposure to disturbing trauma material.

SLIDE 9

April: Burnout is a bit different than the other two effects and is most often expressed in ways that are almost opposite the others. Instead of an intense feeling of not being able to help or sadness at not being able to do so, burnout is beyond feeling, it's usually a lack of feeling empathy towards the patients, clients and their families, an indifference, or a disinterest in the work altogether.

The causes of Burnout are less connected to the work of actually caring for patients and clients and attending to their families. It is more connected to administrative problems like not having helpful supervision, or not agreeing with some of the organization's policies or not getting along with your peers.

And in the healthcare profession, we see the common problems of long shifts, high volumes of acute patients, insufficient staffing, demanding patients, and an administrative emphasis on performance measures, or numbers, and patient evaluations.

This difference in causation is important because it means that mitigation and intervention strategies are also different. What we have seen, is that often, if not successful in addressing serious burnout, staff may need to leave the agency or they may decide to leave the profession altogether.

Many of the terms just described have been used interchangeably along with indirect traumatization, cumulative stress, and traumatic counter transference, but there is little research behind them.  Here we will mostly refer to compassion fatigue and secondary traumatic stress together as they are most similar and they have the best research base, thus are most used in the field today.  Burnout will also be referenced as a standalone disorder.

SLIDE 10

April: As a healthcare provider in general, and especially one who provides emergency and disaster response services, it is likely that you have been exposed to many traumatic situations. These might include treating or working with victims and survivors of violent crimes, survivors of a fire, or a car crash with serious, life threatening injuries. And as you are likely aware, biohazards are one of the most significant threats globally.

Viruses, bacteria and parasites as well as human caused threats stemming from terrorism or accidents-anthrax, risen, chemical spills, all create stressors to protect oneself as well as save others-a unique workplace hazard for staff in healthcare and behavioral healthcare settings.

You may have to cope with a larger scale incident like a hurricane, flood or mass shooting incident where multiple victims require lifesaving efforts at the same time, causing intense pressure to perform quickly and continuously for long periods of time.

Slide 11

April: What I really want to focus on here is the fact that most healthcare providers, and I am going to speak here with the assumption that you in the audience are professionals working in a general health, medical, mental health or substance abuse settings and that you are group who do not see yourselves as individuals who would develop compassion fatigue or secondary traumatic stress. 

That is primarily because you are professionals who tend to be a highly self-reliant group-that is, you see yourselves as the helpers, and not as the people who would need assistance from others-either in assessing your needs or in delivering support services.

And the stigma around behavioral health concerns is as active in health related disciplines as it is in the general public. Most people don't see themselves in need of mental health supports even when working in the intensely stressful environment of trauma services.

Also, either because of staffing patterns or the desire to help others on a very human caring basis which brought you to the profession to begin with, most of you in the healthcare professions, see yourselves as having to ‘work ‘till it hurts,' often putting in long hours, covering staff shortages, skipping breaks, working through lunch, and routinely sacrificing your own comfort and self-care to ensure the care of others.  
You are a group that is very hard on yourselves, as if nothing is ever enough.  If you are a healthcare professional who has learned well and does a good job taking care of yourself, I congratulate you. But you are the not the norm.

Healthcare professionals are also a group that is skilled in providing specific services for which you are trained to deliver as an individual, but also while functioning within the team setting. Thus, your performance is usually quite visible to your coworkers and thus, you tend to work a bit harder at controlling and concealing any distress symptoms for fear of being seen as weak or providing any basis for being judged negatively or stigmatized by your peers. 

SLIDE 12

April: In addition to experiencing traumatic stress in the workplace, there are several professional and personal factors that can create a higher level of risk for experiencing STS. Providers who see a high number of trauma cases as opposed to having a mix of other patients or clients-that is some with physical ailments or illnesses not related to a traumatic event, are at a higher risk of STS. Also, another work related risk that is of concern is the perception of healthcare providers that they did not have adequate training to provide the level of care needed to effectively assist patients or clients.

On the personal side, providers who have a history of trauma experiences themselves, such as child abuse or neglect, interpersonal violence such as domestic abuse, rape or a physical attack may experience STS at a higher rate than those who do not have such experiences in their personal history.

 And those without good social support, who isolate themselves, don't have good coping skills, or use negative coping such as alcohol and other mind altering substances are also at higher risk of suffering with STS or compassion fatigue.

Additionally, we know that our blood pressure is often twice as high during the work day compared to when at home or time off.

The worst work-related stress is caused by jobs where people have little control over the activities they do and the rate at which they have to deal with them.

Race is also a factor; genetics- family illnesses.
A high fat, high salt diet contributes, via blood pressure increase.
And professional woman or men who are caregivers with children suffer more, for example, your blood pressure doesn't go down when you go home.

SLIDE 13

Descriptive Text for Slide 13k: The chart lists Secondary Traumatic Stress Indicators by category. Physical indicators include: Rapid Heartbeat/Panic, Headaches, GI Distress, Fatigue/Exhaustion, Sleep Issues, Lower Immune Function.

  • Emotional Indicators include: Anxiety, Fear, Anger, Sadness/Crying, Helplessness, Depression, Hopelessness.
  • Personal Indicators Include: Isolation, Cynicism, Mood Swings, Conflicts, Alcohol and Substance Misuse.
  • Workplace Indicators include: Avoidance, Tardiness, Absenteeism, Lack of Motivation, Lower Staff Morale.
  • Spiritual Indicators include: Questioning Work/Life, Anger at Higher Power, Hopelessness.

April: Here is a good snapshot of some of the various signs of STS. I will go into more detail in the next few slides.

As mentioned earlier, these signs parallel those of your patients or clients and can include a rapid heartbeat, stomachaches and headaches that have no physiological basis, sleep problems and a lowered immune system which makes you more susceptible to colds and sore throats. Anxiety symptoms are common in addition to signs of depression like sadness and crying.

On a personal level you may find yourself much more cynical and negative in general, with mood swings, often isolating and even seeking out alcohol and other substances to change your mood.

In the workplace, we see healthcare workers with increasing incidents of being late, calling in sick, a lack of initiative or motivation in their work. Overall, we see lower staff morale and higher turnover rates and higher error rates.

In the spiritual domain we see people questioning their sense of meaning in both their personal and work life choices. Some even question their beliefs; and others who suffer with depression and are isolated may also develop a sense of hopelessness, which puts them at risk for suicide.

SLIDE 14

Descriptive Text for Slide 14: Additional physical effects include Rapid heartbeat, Dizziness, Impaired immune system, headaches, Lethargy, Insomnia, and Muscle tension.

April:  Here we have a more comprehensive list of some of the physical impacts of STS. This list includes changes in weight, breathing difficulties, overall aches and pains, and worsening of chronic medical conditions including high blood pressure.  I also want to point out that sleep problems and insomnia in particular are the most common physical complaints in disaster and emergency workers.

SLIDE 15

Descriptive Text for Slide 15:  Another emotional effect is emotional or physical fatigue.

April: Any emotional effects should be addressed. Whether they look like mild depression or anxiety, or a sense of helplessness and lack of confidence. We don't want to see any effects worsen or become chronic, and are concerned about those who start to detach, and decrease their ability to empathize with their patients or clients and their family members. We need to be aware of PTSD symptoms such as flashbacks, nightmares, hyper-vigilance and avoidance.  All of these effects are distress symptoms that we should pay attention to. 

SLIDE 16

April: The effects of STS on an individual's spirituality is not addressed enough in the literature, but anecdotally, we hear many healthcare providers talk about how witnessing trauma makes them think about their lives in terms of meaning making and purpose.  Some question why they are in the profession, others search for meaning in their lives in general and take a closer look at their relationships. Some people will even question their faith and become angry thinking that God or a higher power allows these traumatic events to hurt people.  We should all be listening for signs of hopelessness as it is one of the red flags for increased suicide risk, especially in people who are isolated.

SLIDE 17

April: An extension of spiritual effects can include moral injury, which is a construct that describes extreme and unprecedented life experience including the harmful aftermath of exposure to such events. Events are considered morally injurious if they "transgress deeply held moral beliefs and expectations".

Thus, the key precondition for moral injury is an act of transgression, which shatters moral and ethical expectations that are rooted in religious or spiritual beliefs, or culture-based, organizational, and group-based rules about fairness, the value of life, and other such things.

These can occur in mass casualty incidents or public health emergencies and can create extremely challenging conditions and make for difficult decisions.

For example, how do you handle giving one child a vent and explaining why you're choosing one child over another to the parents. Or if you're triaging mass violence patients, how do you know when to administer pain meds to someone you think is expiring? Though in a normal situation, you'd take more measures to save them, versus knowing when to treat someone in a very chaotic non-traditional environment.

This creates for contradictory priorities that cause harm, unintentional errors, acts that are committed by yourself or others, and, again, creates difficult decisions.

SLIDE 18

April: Moral injuries can result in:

  • Shame – feeling unworthy and
  • Guilt - a feeling of responsibility or remorse for some behavior which are generally combined and form some of the most common responses to traumatic stress.

Moral injury can also cause Isolation-as workers feel they are alone in their transgressions and that no one will understand them. These can lead to long lasting emotional distress – that is, chronic problems that build and can often lead to additional concerns like substance misuse and relationship problems.

Also, it is not unusual for Moral Injury to come at a much later date after the incident, causing delayed emotional distress that the healthcare staff then have difficulty connecting to a particular event and don't know how to resolve their feelings.

SLIDE 19

April: The impact of STS on your work is of great importance because as you know, it affects patient and client care. Healthcare professionals are under more stress than any other profession to get everything right. To make the 99.9 percent accuracy target, basically, to not make mistakes.  So, monitor for signs of STS –a feeling of exhaustion not related to a lack of sleep, and not being productive, communicating poorly or incorrectly in your notes, your orders, and with other staff.  You may notice being more impatient and having increased conflicts with coworkers. 

One of the signs we see in healthcare workers and emergency responders that we don't see in other professions is the inability to stop working, almost being obsessed and overworking to the point of risking your own health and personal relationships.  Some staff lose confidence in themselves and begin second guessing everything. Traumatic stress also negatively affects our cognition. Poor judgment and poor decision making are not unusual as the response and recovery phases continue.

And again, as mentioned before, one of the more serious signs is detaching yourself, isolating from others, numbing your feelings so you avoid feeling any distress at all.

SLIDE 20

April: STS and exposure to trauma can have a negative interpersonal impact as well. We become so isolated and withdrawn from others, we're lonely and may even begin to mistrust others-a bit of a paranoia, actually.  Anger can become our default emotion because it hides distress and doesn't make us feel as vulnerable, and it is acceptable culturally, especially for men, to express anger rather than sadness or distress. We often take out our anger on those we work with and our loved ones, children especially, and others around us.

SLIDE 21

April: Other than posttraumatic stress disorder, some of the more serious problems that are common in healthcare and other helping professionals include self medicating with alcohol and other mind altering substances like opioids or anti-anxiety meds. Some may self-sooth by overeating or excessive drinking.  Relationships follow poor coping – from extramarital affairs and even suicidal thinking and gestures when one sees no way out of their deep pain.

These effects aren't pretty and the real problem is that we as a profession tend to hide them by continuing—or thinking we are able —to continue functioning at work. Thus, many might not know we have a problem, and we are pretty good at denial, until it becomes so serious or chronic and has already destroyed our relationships, our work, and even our sense of self.

SLIDE 22

April: There is, however, good news. There is ample satisfaction and meaning in the work that we do that is very powerful.

We need to recognize that the reason we came into the helping profession is because we want to feel good about the work we do. We don't necessarily have to experience only negative stress in this work. We can gain very positive energy or what we call compassion satisfaction—the sense of doing something meaningful, being happy about that, and feeling useful and connected to others and the community around us.  We know too, that many people in the healthcare professions report what we call traumatic growth-that is, we can learn and grow from witnessing and experiencing trauma. Some people learn to appreciate their relationships more, others learn good coping skills and others report feeling more grateful for many aspects of their lives.

Providing the type of care that you do, listening and supporting your patients, clients and their families, can lead to a sense of strength, self-knowledge, confidence, meaning, spiritual connection, and respect for human resilience over time. 

Thus, we can nurture these protective factors by looking for and recognizing them in our experiences and even seeking opportunities to practice good coping like supporting each other and having gratitude for all the small, positive things that happen every day.

SLIDE 23

April: Now that you know what CF, STS, vicarious trauma, burnout, and compassion satisfaction look like, think about how your work— both during disaster and non-disaster times—may be contributing to your experience of these signs and symptoms.

What can you do to address them?

Start with a real honest look at how you feel you're doing. How are you coping really? What are your areas of concern? And where are your strengths? Most importantly, what are you willing to do to improve your situation? Nothing will change if everything remains the same.

SLIDE 24

April: Consider what you are doing on a routine basis that may either contribute to or help decrease any uncomfortable stress symptoms. 
 

  • Are you over committed personally? If so, this will spill over into your work situation and likely increase the stress you experience in the workplace.
  • Have you taken on too much at work?
  • Are you participating in activities that you feel are beyond your skill set-that might even possibly cause harm to your patients or clients? 
     

Also consider if you are particularly vulnerable...

  • Do you have a history of trauma in your past that still has strong negative effects on your life?
  • Have you had someone close to you die in the past year?
  • Or have you experienced a medical illness yourself?
  • Or been in a life threatening situation such as a car accident?

These things can temporarily increase your risk. 

In order to make determinations about all of these situations, you need to have some sense of self awareness.

  • Are you someone who avoids looking at these issues?
  • Do you just say, ‘I'm fine' and not give any real considerations to the concerns? 

Self awareness means that you can look critically at how you have to perform in each of these areas, take in feedback from those around you and use tools that can help create an objective look, one that is not based only on your own perspective. We'll talk about that process in the next few slides.

SLIDE 25

Descriptive Text for Slide 25:  The four sections of the stress profile are:

  • Work stress,
  • Warning signs,
  • Negative strategies and
  • Positive strategies.

April: A good way to increase your awareness of the impact of stress and to prepare yourself for coping with stress is to create a stress profile. This means, to know ahead of time what stresses you out and what helps decrease your stress. Don't wait to do this until you are so stressed that you won't want to bother, or you think it's too late.

Create a path to self care. Let's take a few minutes to engage in a stress profile exercise.  Pause the webinar and take a look at the four sections of the profile.

Ask yourself, what are the things that stress me out at work? These will likely be different for everyone. Is it the unit secretary who makes you file all your own charts and that really bothers you? For someone else, it's having to see the children's oncology unit every time they go to their office.  Think about it, do the exercise, write down 2 or 3 things that really stress you out at work.

For health and mental health professionals, those stressors could include a lack of support or access to support staff, challenging or overburdened supervisors and managers, challenging clients, and a lack of resources to better assist the clients with their variety of needs.

Then write down your warning signs. Do you start yelling orders at staff across the desk? Do you become impatient and tell everyone you don't really have time to talk to them, so they better make it fast? Do you get a headache? Pain in your shoulders? Write that down. These should become red flags for you, things that warn you that your stress is getting intense.

Then identify what things you do to cope that really don't help – now be honest here. Does having alcohol every evening really relax you or do you find it makes you wake up with a rapid heartbeat at 3 am and unable to get back to sleep?

Does yelling at the kids to leave you alone because you are tired from work really make you feel better or just guilty? Write it down.

Look at what works to truly make you feel less stressed. Is it a walk? 10 minutes of sitting with your loved one and catching up? Taking a few minutes to gather yourself before you sit down with the family?  These things don't have to be complicated or take hours to accomplish. They can actually be simple and fairly quick.

I live with an introvert who needs to be left alone when first coming home from work, without a lot of questions as soon as the door opens. So I learn to wait a bit before engaging, saves a lot of arguing in my house.

Again, you are the only one who can recognize these concerns and determine what works for you.

SLIDE 26

April: Here are some of the things that you might find yourself doing if you don't care for yourself:

  • Abusing alcohol or other substances
  • Shutting out friends and family
  • Refusing to eat
  • Blaming yourself or others for what happened or how you are responding
  • Engaging in risky behavior
  • Expressing excessive anger towards other people, or snapping.

SLIDE 27

April: And that brings us to the concept of self care. For those of you who don't know what self care is, and I know there are a lot of you out there, self care is your ability to do things that protect and maintain:

  • Your physical self - that is, your whole body.
  • Your emotional-mental health- that is your attitude, clarity of thought, good coping and good decision making.
  • Your relational health- having close relationships, making time to be with people you love, and those who love and understand you.
  • And your spiritual health - here, referring to your sense of meaning, your place in the world and your sense of safety.

When you are creating a self care plan, look at each of these aspects and write down at least one or two activities that address your needs in each of those areas.

  • Are you walking every day?
  • Do you do things that bring you joy?
  • Do you connect with those you care about in some way, calling, texting, writing?
  • And what fulfills your spiritual needs?
    • Doing something in the community?

    • Collecting for the food bank?
    • Driving someone in need to a doctor's appointment?
    • Coaching the kid's after school activities?

As healthcare professionals engaged in emergency response, have you and your family planned and prepared for how to manage when you are pulled into long, intense days of work? Do you have a go pack with a change of clothes, medications, pictures of the family and other things that bring you comfort? Do you have a schedule of when to communicate with your loved ones? Have you arranged for someone to care for your pets?  All of those things that we tell the public to do to prepare for an emergency should be things that we have in practice for ourselves. Being prepared can reduce anxiety. This is self care.

SLIDE 28

April: That brings us to the concept of a self care plan. One of the problems we hear from our colleagues is that many of you know what stress management and coping skills are that can be helpful, but you don't have time to implement them.  When psychologists look at this issue, we find that people are more likely to follow a plan when it is written out, when it is very specific, and when it is tied to a way of keeping track, such as a calendar or a daily planner.  For example, if you commit to exercising three days a week, you are much more likely to carry out that plan if you write it down, identify the actual day and time that you will engage in the activity.

It's important to create and practice a self care plan as a regular part of your profession.  When working during a disaster, it is even more important that all healthcare professionals pro-actively practice their self care plan to mitigate the even higher probability of experiencing workplace stress and burnout.

SLIDE 29

April: Here are the basics - that is the minimal aspects of self care – that are referenced as the Core Four. They include:

Regulated sleep. Know how much sleep you need. Are you a 7 or 8 hour person? Work backwards and determine what time you need to go to bed in order to get your designated number of hours of sleeps.

Physical movement is essential to getting stress hormones out of your body. Walking is a great exercise. Walking in nature every day will change your life. 10 minutes, 20 or 30 minutes, it's doable, but you have to choose to make the time.

Active mental relaxation includes mindfulness—or focusing on something simple like breathing or walking, staying quiet; meditation, guided imagery, calming music that is timed to the breath. Make yourself a playlist of music that is timed to a slow breath so that you can listen whenever you anticipate needing it or after a difficult day.

These are a few examples that can help you. There are a couple of apps that might be helpful as well: Calm, Insight Timer, Headspace are a couple of examples of those you can check out to help you get started in the practice of breathing and mindfulness.

Research shows that social supports and close relationships are good for our physical and mental health. Make time to visit those you support you- who understand and accept how you feel- not people who invalidate your concerns. And check in with family members and other loved ones, even a text or a brief call or a postcard can make us feel more connected. How do you connect with those that you care about on a regular basis?

SLIDE 30

April: Determine what change you want to focus on. Ask yourself:

  • What's one thing I would like to work on to reduce stress and burnout?
  • Do I need anyone to help me?
  • What cues or reminders can help me to take action?
  • When in my day will I most likely be able to do this?
  • What resources do I need?
  • And how can I use my self care plan to remain resilient during disaster work?

It's recommended that each person write out their own action plan and start fairly small with easily achievable goals, then grow into a more comprehensive plan once the early planning goals are met. Remember, it's important to include the written self care plan as part of your "go kit" to access and use while working during a disaster.

SLIDE 31

April: Let's do a short exercise together. All you need is a piece of paper and a pen or an electronic device. Note three leisure activities that allow you to destress - make it simple, routine things that you know help to relax you. 

Then put a date next to each activity within the coming week when you expect to be able to engage in that activity and then put the exact time that you can engage in that activity next to the event. 

It doesn't matter if you carry out the activity at the exact time that you have written down there.  You can easily change it if you need, but the act of creating these details are what will help you act upon the plan.  If things don't work out one day, just do it again and keep trying. Don't give up.

SLIDE 32

April: As mentioned earlier, monitoring your stress levels, your compassion fatigue, secondary traumatic stress and burnout can be a helpful and objective way to monitor how you are doing. You can do this by using a tool called the ProQOL 5.

The ProQOL self assessment tool is the only scientifically valid and reliable tool designed for those in the helping professions specifically. You are the only person who can control your stress levels, so if you have a reasonably accurate idea of how you are doing, you are more likely to be able to address it realistically.

This is a tool that is accessible online and free to use. The author, Dr. Beth Stamm just asks that you do not change it and provide proper citation if you refer to it or copy it. There are only 30 questions in total and you can score it yourself. Be honest and open with your responses.
The scale is broken down into three subscales. Compassion fatigue and secondary traumatic stress is the first subscale, the second is compassion satisfaction, which is known to counter some of the negative effects of compassion fatigue, and the third subscale is burnout, which is a measure that looks at how much the administrative issues may be interfering with the satisfaction that you get from the work itself.

The link to the ProQOL is www.proqol.org and it is recommended that staff use this tool every few months or so to help monitor how they are doing. Also, use the ProQOL during or following a disaster assignment.  The interesting thing I have observed about people engaging in this assessment is that they are often very pleased to find that they are managing better than they thought they were and this seems to spur them on to commit to their stress management plan.
This scale can help you get an outside perspective of where you are and learn something about yourself from it that can lead you towards the right direction in terms of professional development, making you a more competent and confident counselor and healthcare professional.

SLIDE 33

April: Now that you have an understanding of and know how to monitor compassion fatigue and secondary traumatic stress and how to engage in self care planning, let's look at some skills you can develop both personally and professionally that will help get you to carrying out your action plans.

SLIDE 34

April: Start by interrupting the physical stress response.

Specifically, plan and maintain a balanced lifestyle as an active part of your professional commitment. Know how to control your breathing in a way that destresses you- and I will walk you through a couple of examples of this in a minute.  Engage in body movement– stretching and walking are two of the simplest ways you can interrupt the automatic stress response. Integrate some low impact brief exercises that may get you on your way to regularly practicing how to manage your work stress so it doesn't interfere with your relationships at home, with your spouse, your partner, your kids, parents, friends. So that it doesn't build to the point of causing you to lose your job or your health in terms of a stroke, a heart attack or secondary problems like diabetes from a poor diet, or emphysema from smoking or liver disease from excessive drinking - some of the most common health problems that many adults in the U.S. suffer from and which are directly connected to stress.

Then as mentioned in the Core Four, evaluate the meals you eat at the workplace and away from work. What we eat is one of the ways that many of us control our stress levels.  Can we plan better so we're less stressed when deciding what to eat?

Also, sleep is a very significant player in stress and performance levels. Know how much sleep you need to function well.  What helps you go to sleep and stay asleep? Is it soft music, or a white noise machine? Is it making sure the television is off and that you haven't had any sugar in the two hours prior to sleep? You probably already know these things about yourself. Are you acting on them?

And again, the research is very clear that social supports are critical for good physical and mental health. These are basics that we need to include here and they are a personal responsibility.

SLIDE 35

April: Then we move to changing our cognition because stress is all about perception. One person can see a situation as stressful and the other does not. Our thinking controls our actions, thus we can actually control how our body responds to stress. Cognitive behavioral therapy is one of the most effective ways to change how we perceive things, therefore changing our cognition.  We will be looking at ways to change and to strengthen our cognition in another webinar in the series so we can focus on those skills.

Some simple ways to teach your mind to focus is with the use of mindfulness, meditation, affirmations and guided imagery. These tools are great because you don't have to do anything, you can turn them on. You don't even have to consciously listen as your mind will take in the messages, but they are even more powerful when you do focus on them.  Listen to different voices and messages to see which ones you like. And as mentioned earlier, there are different apps that are online and several are free. Try them out for yourself.

So when you look back at your self care plan and see what you identified as helping decrease your stress, decide what action you are going to take. That is, what behavior will you engage in to decrease your stress? It can be as simple as saying no to going out on a night when you're most exhausted, and your defenses are down, so that you don't drink too much and just ruin all your self care plans for the weekend. 

Whatever behavior change you make, start somewhere. Remember none of these skills - personal or professional will work if you don't use them. Self care planning is particularly important to practice during and following a disaster assignment.

SLIDE 36

April: I promised to show you a couple of simple breathing techniques. One of the most important stress management skills is breathing in a way that helps get rid of toxic stress. Are you a shallow breather? That is someone who normally doesn't take in full breaths, thus, not really ever getting a good amount of oxygen in the body. This is so important because full and deep breaths help us to get toxic hormones out of our body.

You should know how to breathe fully and deeply, and practice this. It's especially helpful when under the stress of a disaster because it controls the nervous system, it keeps the rapid heartbeat under control, which is so uncomfortable when it happens and usually makes us think we are having a heart attack. You cannot have an anxiety driven rapid heartbeat and breathe deeply at the same time. It's physically impossible. So learn some breathing exercises.

On the screen is a simple one that tells you to take in a normal breath through your nose with your mouth closed and then to exhale very slowly through your mouth, concentrating on a calming word like ‘calm' or ‘relax'; and then count to 4 before taking the next breath. Do this about 10 times, and it will reduce the rapid heartbeat from anxiety and stress and slow your breathing.

Alternately, you can do another one that's very simple to remember, it's called the box breathing because it is 4x4x4x4. Start by counting to 4 slowly while breathing in, hold it for 4 seconds, release the breath to the count of 4 and then count slowly to 4 before beginning again. Doing this several times a few times a day will help keep stress down and get oxygen flowing through your body, pushing toxic stress out. Working on a disaster can be an extraordinarily busy and stressful assignment for healthcare professionals.  You may not have time for much, however taking a few moments to focus on simple breathing techniques is doable in a disaster setting.

SLIDE 37

April: Another way to address stress is to figure out when you need to take a break. If you remember this Acrostic HALT, it spells out the need to recognize when you are Hungry, Angry, Lonely or Tired. Each of these means it's time to stop, breathe, take a break and implement self care. If you recognize you're hungry, take a short break to eat something. If you're angry, do some breathing exercises or counting to calm yourself. If you're lonely, seek out your buddy or make a quick call home. And if you are tired, figure out when the earliest time is that you can get rest. Can you take a break right away or do you need to cancel your evening plans and get some much needed sleep? What is it that you need to do?

SLIDE 38

April: Research tells us that we can decrease stress and build our own personal resilience with this list of attributes. While we might not all be able to develop all of these characteristics, we can focus on increasing several of these abilities to strengthen our capacity to deal with and even decrease stress both in the workplace and in our personal lives.

Create a positive attitude: Give yourself positive messaging. For example, remind yourself that you're strong and you can grow stronger and more wise as you handle life's challenges. We tend to believe what we tell ourselves.

Develop self-awareness: Understand what you're feeling and why. The self care planning process can help increase your self awareness around stress management.

Develop internal control: Know that while you can't control all the circumstances that occur around you, you can control how you respond to those circumstances, and that makes all the difference. Internal control helps create a better attitude and the course that our lives take

Developing optimism can help you become more resilient by giving you a sense of competence, confidence and control in how you view the world.

Social Support: Those with strong networks of social support tend to stay healthier and happier throughout life, and they tend to cope well with stress.

And those with a sense of humor about life tend to experience life as less stressful, are able to bond with others during difficult times, too. If you can take a step back from a difficult situation long enough to maintain your sense of humor, you will be more resilient, too.

Exercise has been correlated with stronger levels of resilience. This may be due to the effects the endorphins have on one's mood, or the physical health benefits to those who exercise, or both.

Studies have shown that those who are more spiritual tend to be more resilient.

Perseverance: Don't give up on your situation; don't stop working towards getting through it. Trust the process.

Patience is a perception and thus can be controlled by how we think. For many healthcare providers, we can much more easily be patient with others. The gift here, is to be patient with yourself - just do your best and know that's ok, you're human.

SLIDE 39

April: So, to summarize what you can do personally, start by taking the time to create a written self care plan and schedule the activities within each of the different areas that you would like to address. Use the plan as a regular part of your professional practice and step it up even more proactively during and after a disaster assignment.

Make time for personal social support.  Family support has been related to less emotional exhaustion at work, and social support is related to a sense of efficacy.

Talk about your self care plan with someone in your personal support circle and check your plan routinely. Are you engaging in the self care activities you identified as helpful? How often are you doing so? Is the plan realistic or do you need to make some adjustments so that you can actually meet your goals?

Seek your own therapy if you're distressed. Cognitive-behavioral therapy has resulted in positive effects on traumatic stress, burnout, and produced greater effects than other types of workplace interventions.  This type of treatment is usually very focused and short term. Take the time.

And monitor your self: your levels of stress, your attention to self care. We will talk about another tool to do so in just a minute.

SLIDE 40

April: Let's look at ways to increase your professional stress management skills. One of the top suggestions is to utilize collegial support. Peer support is emerging as one of the most helpful ways that providers support each other in the workplace.

Mental health professionals report that valuable support comes from peers or colleagues who understand and accept how you feel. This can be done by identifying a buddy. It's always helpful to have a work buddy - someone who understands you and the work situation - not someone who invalidates your worries.

Peer support can be individual, but also very helpful when conducted in group settings, like group supervision, case conferencing, workgroups. The important part of peer support is to be authentic in sharing your concerns. You can still keep confidentiality by not mentioning patient or client names, brainstorm and problem solve with your peers. Hear their suggestions.  Peers should come from a place of mutual respect and equality - rather than a hierarchy - so there are no titles used in peer settings. Managers, supervisors and line staff can all learn from each other. Peers also check in with each other - especially buddies - providing follow up contact and supportive words or recommendations routinely and most especially after an emergency or difficult incident with a patient or a client.

SLIDE 41

April: Often we hear staff say they are happy to forgo supervision meetings. This is not really to your advantage. Effective supervision has been found to be associated with lower levels of CF and STS and burnout, and higher levels of personal growth and satisfaction, for both new and experienced providers, especially those working with trauma patients and clients.  You are entitled to and deserve to have access to supervision routinely. Take advantage of it and use it well. Bring your agenda items in and prepare to share your concerns in an honest and productive way. Expect feedback and recommendations for follow up actions. Ask for them. What is your advice? How do I best handle this patient or that situation?

Patient and clients caseloads should be varied wherever possible. Certain staff members should not be taking all the most difficult cases. No one needs to be a hero.  Healthcare providers use some of the most integrated team approaches and that's a great strength. Individuals and supervisors should work to vary every staff member's caseload, so each person can learn and improve their skills and build more capacity to manage difficult and stressful traumatic situations. Individuals should make every effort to avoid working too long alone without checking in or working long hours routinely.

Practice only within your role and your abilities. If you suddenly find yourself trying to do something you have not done before or don't really have the skills to do, it may be a sign you are in a stressful situation that is distorting your judgment. Also, stick to the rules of your profession. Remember it's a rare occasion when the rule don't apply. Again, if you're finding yourself thinking, ‘well, this is different,‘ it may be a sign of poor decision making due to stress.

SLIDE 42

April: Make sure students, interns and all staff working with trauma patients and clients are aware of CF and STS and its potential development. Everyone needs to be on the same page in order to support each other through these stressful work environments. Each should have the training, the psycho-education about how to identify the symptoms from each of the contexts, as well as what helps to decrease symptoms. Everyone should be encouraged to seek peer and other supports as they need it.

Common attitudinal obstacles to self-care for healthcare providers include thinking, "It would be selfish to take a break;" "Others are working hard, so should I."   "The needs of those I'm supporting are more important than my own needs;" "I can contribute the most by working all the time;" and then the famous, "Only I can do x, y, or z." 

Make sure staff understand and identify personal ways they may protect themselves from patients and clients projections of their pain, anger, fear, frustration and trauma. Mastering this, controlled empathy, is a necessary skill for healthcare providers.

Role play boundary setting as a way of helping staff understand the importance of doing this and how to do it. Whether that means saying no, or delegating, or asking for help, or removing themselves from a heated or conflicting situation. Find out what issues they struggle with most and practice how to handle them. We as a society do not learn how to manage very distressing emotion in others, even in our patients and clients.

Emotions like fear, grief, conflict, disappointment. In the healthcare setting, staff have to deal with these all the time and when asked, most staff tell us they have never learned techniques to help with these everyday occurrences in their workplace.  These would be useful trainings for improving staff's professional skills in working with patients, clients and their families and would also decrease their stress due to not knowing how to help.

SLIDE 43

April: So, if we look at what you can do on a professional level, we see there is a lot that can help you avoid and address CF/STS and even burnout. 

Use peer supports and professional supervision. This is critical.
Use your breaks and lunch time for stress management, not to catch up on work. Take a ten minute walk in nature on your break, or do some mindfulness exercise, call home, stretch, sing, dance.

Use your benefit time routinely. Schedule time off across the year, those times when you can take your vacation or personal time. Research is very clear we need to be living a balanced life of work time and leisure time. We are more focused and productive when we have sufficient time off, are rested and are less stressed. Even more so when we engage in body movement and mindfulness. It is possible you can do work better or even get more done when you are refreshed and able to think clearly as a result of using time off to recharge.

Take the time to monitor yourself. Use your self care plan and use the ProQOL and feedback from trusted colleagues and loved ones to help you get an accurate sense of how you are managing.

SLIDE 44

April: In summary, all healthcare providers can benefit from learning what to do on both a professional and personal level. How to identify your stressors, create a self care plan for use as a regular part of your professional practice and certainly during and following a disaster assignment. Personal and professional supports will help us mitigate the negative effects of CF and STS, so we need to allow ourselves to seek the type of support we want and then to monitor our self care activities on a regular basis.

There is nothing on any of these lists that is beyond your ability. It's a matter of education, willingness and practice.  You may be saving your profession and very likely, your health. 
Also, know that you are not alone. There are many others struggling with these issues and we can be a help to each other. In addition to using supervision and working with your buddy, access the resources that are out there to increase your understanding of how to tackle these concerns.

SLIDE 45

April: There are many resources that can inform you further about acute stress, posttraumatic stress and secondary traumatic stress and compassion fatigue. ASPR TRACIE and SAMHSA DTAC have Educational Fact Sheets, webinars and podcasts that are free and accessible online. Some are for survivors, other are for helpers, some are for parents and other caregivers. Check them out.

And for those of you who are interested in the research, the National Center for Posttraumatic Stress Disorder's website will bring you to the Pilots database, which is the most comprehensive collection of literature on these subjects.  These articles are also free and downloadable once you register. 

SLIDE 46

April: Thank you for attending this webinar sponsored by ASPR TRACIE. We hope it was an informative one and useful and that you can use this material to help improve your sense of well being, in addition to improving your confidence in your ability to continue the work that you do in this most important profession.  Our wish for you is to remember your own good will and your heart so that you can continue to take care of your patients, your clients, and yourself in the best ways possible. And we encourage you to access the rest of the videos in this series.

Descriptive Text for Slide 46:  Contact ASPR TRACIE for additional information:ASPRtracie.hhs.gov 1-844-5-TRACIE (844-587-2243) askasprtracie@hhs.gov

Voiceover:  Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

 

ASPR TRACIE: Module 2A - Preview: Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers

ASPR TRACIE: Module 2A - Preview: Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers

Alternative Text for Time-Based Media

The following is a text alternative description for Preview: Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers.

[The video begins with the HHS logo. Descriptive Text for the title slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans.]

SLIDE 1

Narrator: Welcome to "Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a micro-learning module and a longer webinar. The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers;
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare facility staff; and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program.

SLIDE 2

Descriptive Text for Slide 2:
ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies; national associations; nonprofit organizations; and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed on our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April: Do a lot of your employees call in sick? Have you noticed a dip in morale, or a spike in turnover? Your staff may just be surviving, not thriving. They may be suffering from compassion fatigue, secondary traumatic stress, or worse. But that doesn't have to be the case.

SLIDE 4

Descriptive Text for Slide 4:Organizational Wellness supports employee work satisfaction, stress mitigation, and management, starting with the workplace Environment. A Culture of care is established by executive management and it is strengthened by guidance and policy.

April: Hello and welcome to this preview of the ASPR TRACIE webinar on organizational wellness and job satisfaction for healthcare professionals.

My name is Dr. April Naturale and I am a traumatic stress specialist who provides disaster and emergency preparedness and response consultation to responders and community members.
This module is geared towards healthcare executive level managers, administrators, and supervisors who create the environment, the culture under which staff members work for the over 2,000 hours that most will put into your organization this year.

What is organizational wellness? There are many dimensions of wellness. Various programs that exist in workplace organizations usually focus primarily on the physical health of their staff such as nutrition and exercise programs, smoking cessation, and disease prevention and management. These programs are usually offered to employees as part of their workplace benefits and are carried out in the personal lives of those who decide to participate.

The comprehensive webinar on this topic focuses on the behavioral health aspects of organizational wellness, including emotional well being, mental health and mental illness and substance abuse.

SLIDE 5

The old adage that the organization's culture is created from the top down still stands.
What's the culture of management in your healthcare organization?
Are you a people manager or a task manager?
Do you foster competition or collaboration?
Do you focus on improving weaknesses or in developing strengths?
Have you ever looked at these serious questions as a manager or as an organization, other than through a standard staff satisfaction survey? Most of those don't get to the heart of these issues. If you haven't asked these questions, the time is now.

SLIDE 6

April: A study from Beth Israel Deaconess Medical Center informs us that while stress may be a factor in 60 to 80 percent of all visits to primary care physicians, only three percent of patients actually receive stress management counseling. What this really says to us that if we are not teaching or recommending stress management to our patients, we are likely not practicing it either.

SLIDE 7

April: This webinar will teach you about your role as an influencer and how important it is to model organizational wellness. You'll learn about compassion fatigue, secondary traumatic stress, and other behavioral health issues and how they can affect organizational wellness. We will show you how to implement a wellness program and we'll share tools and other resources you can use in the process.

SLIDE 8

There are many resources that can inform you further about acute stress, posttraumatic stress, secondary traumatic stress, compassion fatigue, and burnout. Both ASPR TRACIE and SAMHSA DTAC have a wealth of information and fact sheets, as well webinars and podcasts that address various topics for different audiences like responders and parents, for example.

For those of you seeking research and peer reviewed articles, the National Center for PTSD's website will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects. Registration in the Pilots database and access to the articles that it houses is free and most of the materials are downloadable.

SLIDE 9

April: Access the full training on this subject today and find out how you can keep your healthcare organization and yourself as healthy as possible.

Please reach out to us if you need technical assistance, thank you.

Descriptive Text for Slide 9:
Contact ASPR TRACIE for additional information:
ASPRtracie.hhs.gov
1-844-5-TRACIE (844-587-2243)
askasprtracie@hhs.gov

Voiceover: Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

ASPR TRACIE: Module 2B - Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers

ASPR TRACIE: Module 2B - Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers

Alternative Text for Time-Based Media

The following is a text alternative description for Organizational Wellness From the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers.

[The video begins with the HHS logo. Descriptive Text for the title slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans.]

SLIDE 1

Narrator: Welcome to "Organizational Wellness from the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a micro-learning module and a longer webinar.

The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare Facility Staff,
    and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program

SLIDE 2

Descriptive Text for Slide 2:
ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies; national associations; nonprofit organizations; and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed in our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April: Hello and thank you for joining us today. My name is Dr. April Naturale and I am a traumatic stress specialist who provides disaster and emergency preparedness and response consultation to responders and community members.

Today, I'll be discussing Organizational Wellness from the Top: Stress Mitigation and Work Satisfaction for Healthcare Providers.

Our goals for today's webinar will be to identify what we mean by organizational wellness specifically related to healthcare providers, a unique population of helpers in our society. We will describe the types of behavioral health concerns that we see in organizations such as compassion fatigue and secondary traumatic stress and burnout, a serious problem for organizations overall.

And we will look at what we know about how professionals can implement interventions for themselves and their coworkers to increase their own well being and how the organization can help move towards wellness.

This webinar was developed specifically for healthcare professionals, including those who work in the medical and behavioral health fields and those who are called upon to respond to disasters and the organizations that support them.

SLIDE 4

April: There are many dimensions of wellness. Most programs that exist in workplace organizations focus primarily on the physical health like nutrition and exercise, smoking cessation, disease prevention and management. These programs are often offered to employees as part of their workplace benefits. And while these aspects of wellness might be part of your organizational culture and are indeed, ways to contribute to employee health, this webinar will focus on the ways by which organizations - and specifically healthcare agencies - can support the emotional wellbeing of their staff, particularly in terms of work-related stress mitigation and management and boosting work satisfaction.

It may seem somewhat simplistic, but we consistently hear that this cluster of organizational aspects, that is, a culture of care led by executive management and strengthened by policy, has a positive effect on employees and the business as a whole. The aspects include leadership, a team that is able to impart this culture of care for their employees, not just the work that is done, but for each person who contributes. The culture of care is strengthened and has more legitimacy when it's backed by guidance or actual policies and procedures that support the health and wellbeing of employees. This includes activities that address employee satisfaction with their work - beyond surveys, addressing stress mitigation, really helping staff to reduce stress rather than just telling them to handle their stress. A healthy organization helps its team learn how to manage stress in the workplace itself.

It's particularly important to create a sense of value and tailor organizational wellness before a disaster strikes to ensure that staff can tap into what they've learned during the response phase and beyond.

SLIDE 5

April: The World Health Organization defines wellness as an optimal state of health addressing seven aspects of a person's life: physical, emotional, intellectual, environmental, occupational, social, and spiritual. Along with other components such as the socioeconomic status, trauma history, and education, wellness is referred to as the psychosocial view of an individual.

In terms of occupational wellness, particularly in healthcare organizations, there is this interplay of the physical environment - which is very powerful in settings like hospitals, examination areas in clinics, and treatment centers - and the overlay of emotions that accompany both being a patient or a client and being a caregiver. Attached to this is the intellectual aspect, or what I would refer to here as the extensive level of knowledge and skills that healthcare providers have to offer. It is extraordinary, and in some cases is considered actually life saving, even miraculous. Naturally, this often brings providers an added sense of occupational pride or what we call compassion satisfaction. And of course, because so much of what is done in healthcare involves a team of providers and other professionals, the social aspects of wellness there is important as well.

This creates quite a complicated interactivity, with a lot of influences that can add to organizational wellness, and the wonderful thing about that is that opportunities for supporting wellness abound in this environment, on many levels, and I'll discuss those as we move forward.

SLIDE 6

April: This webinar is geared towards executive level managers, administrators, and supervisors in the healthcare field who create the culture under which the staff members work for the over 2,000 hours that most will put into your organization this year. That's a lot of time to be spending together and creating culture is another reason we are talking about organizational wellness today.

The first webinar in this series focuses on individual stress management. Today we will look at how organizational stress management can improve worker satisfaction, mitigate excessive stress, decrease staff health and mental health concerns that are related to work, and decrease worker turn over.

SLIDE 7

April: Some organizations can show signs of "dis-ease," both in the staff and in the patients and clients they serve. That is, in an organization a sense of things not being right, not being at ease. We see the development of poor morale and a resulting increase in errors when there is organizational dis-ease and this can lead to high staff turnover, poor patient and staff relations, and poor interactions among the staff.
Those of you who oversee or directly supervise a number of staff, from physicians, nurses, public health, mental health, administrative staff and other types of employees know that sometimes when an employee takes a sick day, it is likely a mental health day due to fatigue, frustration, or even anger at some organizational policy or change that they find unacceptable. In certain cases, human resources staff can observe patterns of people working under certain managers or in certain departments who use more sick time or even file complaints about how the stress of the work is impacting them negatively.

Leaders are always looking at the quality of services that their agency provides and at those concerns that take an extensive amount of a manager's time, eating into budgets. For example, high turnover rates require continuous orientation and basic training. This can decrease the amount of time available for advanced training. Less advanced training may contribute to increased errors, patient injury, and even legal suits related to poor or inadequate care.

Organizational problems can escalate to widespread dissatisfaction amongst staff in how the organization functions, loss of trust, loyalty to the organization and to its leadership, less belief and dedication to the mission, even abandoning the group's commitment to meeting their goals of high quality care delivered in a compassionate manner. These can be serious and expensive problems.

Overall organizational wellness can positively influence these concerns and may even be a useful part of your quality assurance plans that aim to reduce errors and improve staff morale, patient and client satisfaction, and, in the end, overall quality of care

SLIDE 8

April: In Module 1, we talked about the work-related stressors that can affect staff's stress levels and their performance. These issues are some of the underlying causes for organizational dis-ease that we just described.

Let's briefly look here at the terms of some of these distress conditions that staff can experience in the healthcare industry as they are constantly exposed to the trauma of their patients, clients, and loved ones. We will highlight each term in the following slides.

The most common condition called Compassion Fatigue, or CF, the next term, which is quite similar to CF, is Secondary Traumatic Stress, or STS. You may have also heard the term Vicarious Trauma and then there is Burnout, which is quite different from the other three in that it is most directly connected to problems with the organization itself rather than client or patient care. But these terms are often used interchangeably with the others.

The conditions listed here are behavioral health concerns but they also contribute to physical stress-related problems like high blood pressure, heart disease, immune system illnesses, substance misuse, and relationship problems.

SLIDE 9

April: The word trauma is derived from the Greek word for wound, so it makes sense that those in the healthcare industry refer to it in the physical sense. In this webinar series, we are referring to trauma and traumatic stress primarily in the emotional or behavioral health sense. SAMHSA notes that more than half of men and women report exposure to at least one traumatic event in their life and 90 percent of clients in public and behavioral healthcare settings have experienced trauma.

SLIDE 10

Descriptive Text: Other elements of compassion fatigue include Depression, frequent cynicism, disconnected/indifferent and using alcohol or other substances to cope.

April: Compassion Fatigue is a sense of work-related exhaustion and feeling overwhelmed, usually very evident to the worker themselves and to their colleagues. It's often accompanied by a feeling of not being able to make the situation any better, a sense of hopelessness, and a lack of control.

SLIDE 11

April: Secondary Traumatic Stress is the experience of trauma symptoms in the healthcare providers as a result of, and in direct relationship to their exposure to the trauma of their patients and clients, seeing and listening to the trauma material and experience of others and the pain of that person's family as well. STS distress symptoms usually mirror those of their patients and clients, especially in relation to posttraumatic stress disorder. STS can also occur with only one exposure, so it is a bit different than CF in that regard, and it can be more serious, especially when the symptoms include signs of posttraumatic stress disorder.

SLIDE 12

April: Vicarious Traumatization is similar to CF and often includes some signs of STS, but an important difference is that it seems to negatively change one's view of the world, belief systems, and perception of personal safety. So for example, if you're caring for a child who has been abused, you might have the experience of feeling very sad, even depressed, and unable to sleep at night without visions of the abuse flashing before your mind's eye and you additionally feel unsafe in your own environment, regardless of the actual situation of being in a safe living space.

Another difference between vicarious trauma and STS is that vicarious trauma occurs over time with repeated exposure to patient and client trauma, whereas, as we mentioned earlier, STS can occur with even just one exposure to another's trauma.

SLIDE 13

April: Burnout manifests differently than the other distress conditions that contribute to organizational dis-ease and is often expressed in ways that are almost opposite from the others. Instead of an intense feeling of not being able to help or sad at not being able to do so, burnout is a condition that creates a void - a lack of feeling or empathy towards patients, clients, and their families, an indifference, a disinterest in the work altogether.
The causes of burnout are less concerned to the work of caring for patients and clients and/or attending to their families. As a matter of fact, when we ask staff what the source of the problem is, anecdotally, the majority say it is not the patients or clients, it's not caring for them that they perceive as a problem. They note the problems are the reams of paperwork after patient or client care, and time constraints that don't allow them to spend as much time with their patients and clients as they feel is necessary. Staff also cite administrative problems like not having a helpful supervisor, or not agreeing with some of the organization's policies and not getting along with peers as other workplace challenges. This is an important difference in the cause of the dis-ease.

So, the problem is different but it still has a strong impact on the organization. This means to mitigate burnout requires a different set of interventions. If not successful, staff experiencing serious burnout often need to make significant changes, like switching to a new supervisor, moving to a different department, leaving the agency, or they may decide to leave the profession altogether.

A problem in the field is that many people use these terms interchangeably and don't understand what they need to do to help themselves.

SLIDE 14

Descriptive Text for Slide 14: The chart lists the signs for each disorder.

  • For Compassion Fatigue, signs include: Exhaustion, Overworking, Depression, Helplessness, Obsession with helping.
  • For Secondary Traumatic Stress, signs include: Symptoms parallel the client's, Intrusive images, Fear, Avoidance, Helplessness, PTSD.
  • For Vicarious Trauma, signs include: Negative cognitive schemas, Question beliefs, No sense of safety, Change in world view.
  • For Burnout, signs include: Indifference, Frustration with admin, supervisor, peers and policy, Leave profession.

April: Here you can see a summary of the prominent signs of the various disorders looking at differences in compassion fatigue, posttraumatic stress, and secondary traumatic stress and the negative thinking in vicarious trauma, then the indifference in burnout. In the bottom area, you can see some of the symptoms shared across each of the disorders including high blood pressure, immune system weakness, substance misuse and relationship problems.

SLIDE 15

April: As we mentioned at the start, these impacts of work-related stress have a direct negative organizational impact.

The work performance problems that staff experience have additional negative impacts on the organization as a whole. When staff are experiencing compassion fatigue, secondary traumatic stress and burnout, we see a much lower staff morale, and this results in decreased productively. It takes distressed staff longer to get the work done and often it is not done well.

Individually distressed staff who are also working in an environment where there is low morale, will more likely leave the workplace resulting in higher turnover rates, which as we know, costs the organizational significant funding in hiring and training new staff.
For those staff who stay in distressed environments, we see higher error rates, poor communications among the staff themselves, and an increase in error rates overall. And distressed staff are often more short tempered, resulting in increased conflicts at all levels of line and management staff.

Distressed staff also seem to lose their confidence, even though they might not show it to colleagues, they may be second guessing themselves. Use of poor judgment, that includes, not collaborating with coworkers, not checking with supervisors, not checking on their own decision making, can lead to some of the most serious errors and problems in patient and client care.
And then we see organizations where the staff are disconnected from each other, working in isolation, not collaborating, not communicating properly and not functioning in the best interest of their patients and clients.

So you can see how all of these things impact the organization in ways that you may not see when your quality improvement programs focus only on tasks and tallies rather than staff and organizational wellness.

SLIDE 16

April: There are positives aspects of working in the emergency and other healthcare setting field including medical care facilities, behavioral health agencies, those who are called upon to respond to disasters.

While some experience compassion fatigue and secondary traumatic stress, more actually experience what is termed compassion satisfaction, or CS. And the research shows us that CS can be very useful in mitigating the effects of compassion fatigue, so in addition to helping staff feel good about their work it can also protect them from negative symptoms.

Healthcare staff often report a very strong sense of meaning in their work. They know they're making a difference in most people's lives, sometimes in dramatic and literally life saving ways. So we want to make sure this messaging is strong and staff are reminded of what good work they do every minute of every day.

Staff also report what is referred to as traumatic growth - they learn important and positive life lessons when working with people experiencing traumatic events. Many indicate they're more authentic in their relationships because they recognize how fragile and precious life is when they are exposed to patients and clients in trauma on a daily basis, but especially after a disaster.

Others talk about how their work reminds them of the importance of relationships and that they need attention regularly. They report feeling closer to their loved ones and their coworkers. Many become more connected to their communities, whether in the faith arena, or their children's school activities, or in neighboring activities which contribute to community building.

And ultimately, when you combine all of these aspects with the organizational-specific activities designed to help staff recognize and build positive impacts of their work, you see the development of organizational wellness.

SLIDE 17

April: The question for you to consider about the people working within your organization is whether they're actually thriving or just surviving. Are they experiencing satisfaction from their work and the environment in the workplace, or are they suffering with the stress of a negative environment that stops them from having a sense of meaning in the work that they do? Worse, are they close to burnout, a condition that will likely lead them to poor job functioning, negative coping, and even leaving their profession?

This question is of particular importance during a disaster when it is critical for staff to be ready and available to carry out the mission of your organization under very stressful conditions.

SLIDE 18

April: So let's look at the key aspects of organizational wellness. As we mentioned at the start, leadership that supports and recognizes this effort creates the culture for all. And there needs to be a clear mission that everyone can follow, that provides a sense of meaning in the work. A mission like, improving our income doesn't tend to motivate staff or make them feel good about the work they do. Providing the best care we can for our patients and clients is more likely to support organizational wellness.

Healthcare agencies are not self led or peer support type operations. They need active managers who show strong leadership and who understand the business and the staff who implement their programs. Healthcare is a 99.9% accuracy business and that doesn't happen without continuous, available managers and visible, interactive supervisors. Leadership sets the structure and policies, and management has to help the staff to appropriately organize all the rules, from the organization's policies to the state and federal regulations and the Joint Commission on the Accreditation of HealthCare Organization's standards. Staff cannot and should not be expected to meet all of these regulations without intensive support from management.

This speaks to the need for staff to have training that provides them the knowledge and skills they need to do their jobs including duties assigned during a disaster. Learning and having a sense of competency and confidence in how to perform their job decreases stress and increases job satisfaction. And professional development boosts this even further.

Opportunities for staff to address their own health and wellness, such as having screenings for physical illnesses like diabetes and cancers are common concerns. Weight control, smoking cessation, these increase their sense of being cared for and cared about, things that increase an overall sense of wellbeing. Thus, looking at all of these aspects of organizational wellness can help to achieve it.

SLIDE 19

April: Both employers and employees have a responsibility to manage individual and work-related stress. The two must be in agreement and support each other to obtain organizational wellness.

Managers need to own their role, you set the tone, provide the resources and give the support and feedback needed to those under your supervision. Executive and middle-level managers can create a culture of compassion satisfaction in many different ways, some of them surprisingly simple.

Employees need to own their own responsibilities - bringing their best selves to the workplace, being honest about skills, strengths and challenges, and engaging in help seeking when it's needed.

SLIDE 20

April: A study from the Beth Israel Deaconess Medical Center informs us that while stress may be a factor in 60 to 80 percent of all visits to primary care physicians, only about three percent of patients actually receive stress management counseling. What this really says to us is that if we are not teaching or recommending stress management to our patients, we are not likely practicing it either.

SLIDE 21

April: The old adage that organization's culture is created from the top down still stands. Organizational wellness does begin at the top. Leadership needs to show that you're serious and dedicated to this cause of organizational wellness. Leadership needs to come together with all managers and staff supervisors to provide information and training where needed about how to help their helpers - healthcare providers - in terms of managing the stressors that can cause compassion fatigue and secondary traumatic stress and burnout. Once the organization has trained all management staff about these concerns, they can begin to work towards a plan for implementing organizational wellness.

What kind of a culture do you have in your organization? Are you managing your staff or just the tasks that they perform? Do you foster competition or collaboration? Do you focus on improving weaknesses or developing strengths?

Have you ever looked at these serious questions as a manager or an organization as a whole, other than through standard staff satisfaction surveys, most of which don't get to the heart of these issues? If you haven't asked these questions, consider doing so now.

SLIDE 22

April: Organizational wellness does begin at the top. Once the leadership determines this is the direction they'll support, work can begin at the administrative level. As many organizations already do, staff need to be aware of the mission statement, and more importantly, what their role is in meeting that goal. What are their responsibilities in the effort? As importantly, every staff member should be presented with clear lines of authority. There should be no hesitation, they need to know who they report directly to and that should not be more than one person.

In terms of concerns, are staff empowered to make corrections or bring problems to the attention of management? Do you have a policy that states that staff are aware of that allows confidentiality in case they are concerned about repercussions of reporting a problem? Can staff make suggestions for improvement where they see a need - a quick fix as they call it in the quality assurance world - and if so, what's the process?

No assumption should be made about what staff know or don't know. They know what you formally present to them and this is an important area that requires formality, clarity, ease and protection, and this may need to be in the form of policy.
Organizations can also help employees by supporting and participating in emergency management planning, mitigation, and response efforts and training on a regular basis.

SLIDE 23

Descriptive Text: Additional Components include Mental health, spiritual care, and psychological crisis management. Source: Tello, K. 2019

April: Some hospitals choose to implement critical incident response teams which work closely with hospital incident command to ensure that staff, patients, and clients needs are being met. This figure, taken from an advisor who works with the Orlando Health, illustrates the components of their team, including behavioral health components, subject matter experts, guest and volunteer services, pet therapy, care management, integrative medicine, bereavement, and nutrition services.

These teams can assist during the first few weeks after an emergency, a disaster, or other incident and can extend services beyond a month, as needed. You might want to consider such a model for your organization.

SLIDE 24

April: Supervision needs to be more associated with a manager who is supportive and not just checking to ensure staff are punching in on-time, completing their paperwork and meeting quotas. As a matter of fact, when we ask line staff if they are receiving supervision on a regular basis, that is weekly, biweekly or even monthly, many state that they don't even know what that means. Oversight of staff needs to include opportunities, whether you call it supervision or check-ins or workshops, whatever term you choose, to engage staff via a structure by which they can bring up problem patients and clients or cases to the attention of their manager, to receive guidance, recommendations or suggestions for addressing the difficulties. They may just need reassurance that they're working in the right direction, but they do need an outlet and a sense that there is someone who can help if they need it. Just the perception of help that is available can decrease the anxiety and support a healthcare worker's sense of well being.

And especially in emergency healthcare settings, immediate access to a supervisor's advice or support is vital. A surge in patients or clients all needing immediate attention, including a surge of psychological causalities in hospital and other healthcare settings, can rattle even a seasoned nurse, physician or other healthcare staff. Assistance with triage, treatment, preparations and monitoring in the immediate aftermath of a mass violence or mass casualty incident often requires more than the assigned working groups. Staff need to know that their next level of support is right there with them.

SLIDE 25

April: Supervisors can vary caseloads so that the same staff are not always getting the most difficult cases or all the trauma patients. This is sometimes difficult as we tend to rely on our best workers and always assign them the tough cases. It's a sure way to cause distress over time such as vicarious trauma or even burnout. Using a rotation system and sticking to it is important. Allow staff to say no if they do not feel competent to handle a specific case, but suggest that you can provide oversight or pair them up with a skilled worker to help them so that they can learn and begin to become competent and handle more difficult cases.

Monitor staff for CF and STS symptoms; suggest they use the ProQOL to self-assess and let them know that you're happy to discuss the results if they would like to share. This is also a time to provide what we call psychoeducation, that is informing them of the common reactions to these stressors that all humans experience, to normalize these responses to help staff avoid feeling like they are becoming unstable, and allow them to recognize that they will be ok with the proper coping and support.

Role play boundary settings as a way of helping healthcare staff understand the importance of boundary setting and how to do it.

Make sure staff understand projective identification, that is taking on the feelings of others, and help them to identify personal ways that they may use to protect themselves from patients and clients projections of their pain, anger, fear, frustration, trauma, and grief. Practice is the best way to prepare staff to act during emergency and disaster situations - actually taking them through scenarios and allowing them to determine the best skills for managing their emotions so they become better at doing it quickly when the emergency arises.

We will be looking at some of these skills later on in the webinar series.

And of course, we have to model what we teach. Let your team see you doing things like taking a break, stretching, breathing or de-stressing somehow after an intense session including, when possible, during disaster response and emergencies.

Refrain from discussing work with staff during breaks and lunch times.

I can hear some eyes rolling. I know this is a culture shift for healthcare professionals, but I must insert here that these simple actions are not going to be that difficult to enforce if you are attentive and dedicated to changing the usual perspective.

SLIDE 26

April: If you have never heard of organizational wellness or compassion fatigue or traumatic stress, then maybe you don't have an idea of what you can do to counter these concerns. This webinar will help inform you about the risks to your organization and individual staff through the use of various assessment tools, recommendations from the current research and information from the field of traumatic stress that suggests some basic, daily interventions that can help with mitigation as well as recommending broader more formal structures to address serious risks to the daily operations of your organization.

When we talk about designing and implementing organizational wellness, we're not talking about bringing in the troops for a complete overhaul of how you run your business, unless of course you are on your last legs and really need an overhaul. Truthfully though, most managers have a good idea of what's needed to ensure that your organization and the staff who work with you are performing well, with a sense of satisfaction and meaning.

The significant problem we generally see is dismissing the recognition of some of the most simple and basic means to support staff wellness and thus optimizing the work of the organization. This denial and often avoidance of taking any action can lead to the problems becoming systemic and so invasive throughout the workplace, that it can feel like making any changes would be too difficult without implementing some major culture shift. So as we move through the webinar which will outline details of what can be helpful in mitigating individual and organizational stress - moving towards organizational wellness, you'll be asked to think about those things that you know can be implemented now before poor morale and serious problems plague you and your staff.

SLIDE 27

April: Once the executive level staff are dedicated and understand the concept of organizational wellness, they can introduce the idea to middle management, that is directors, supervisors and other healthcare staff who are in positions that require them to be interacting with staff, direct care staff in various ways. Information sessions, training events these can identify stress, distress, organizational dis-ease and organizational wellness.
Line staff training is best delivered in a way that allows staff to first learn about how to identify compassion fatigue, secondary traumatic stress, vicarious trauma, and burnout and how these concepts might be affecting them personally. Then share how the organization is planning how to set up supports and structures that can help mitigate the effects of these types of stress - both personally and professionally - and increase staff's buy-in.

After information and training, start with small steps to understand first how the organization is functioning and then look at designing the structures needed to move towards organizational wellness.

To get these processes going, we recommend looking at the organization's readiness.

SLIDE 28

April: Readiness is about having enough information to determine what your organization as a whole and what the staff individually may need to start movement towards organizational wellness.

We recommend conducting an organization-wide assessment to start, which can be supported by the following tools:

A stress audit checklist, which is a brief self-assessment that organizations can use to start looking at the issues that may be impacting their staff.

The Professional Quality of Life Version 5, or the ProQOL-5, is a great tool individuals can use to assess their work-related stress.

And the Office for Victims of Crimes Vicarious Trauma Toolkit, which is a compendium of resources that address the issues of work related stress caused by the continuous exposure to traumatic events.

SLIDE 29

April: Management may already conduct organizational assessments through satisfaction surveys or employee workgroups. These may be tailored to ensure that you gather input and ideas at the leadership, middle management, and line staff levels about what kinds of stress-related problems they're seeing in each department or line of business and how to increase organizational wellness in each of those areas.

An organizational assessment can include a review of policies and procedures that address stress management - and also identify areas where it is clear that some help is needed. So look at both strengths and weaknesses. Consider an all-staff survey that focuses just on these issues.
Take a look at how some of the most stressful work is carried out. For example, healthcare staff in the Emergency Department cannot use a rotational assignment structure to help avoid any staff from having all the difficult cases, so instead, what types of support do they need to have in place that allows them to reach out and receive assistance when overwhelming cases occur? Such as the Critical Incident Response Team noted in slide 23.
Staff can be empowered to support this process by providing information about how work is done at the line staff level and suggest new ideas for implementing self care in the workplace, team level supports and resources that may be needed, for example, providing a space for on-site AA meetings, nutritional counseling, or access to daycare.

In addition, organizations should put systems in place to support employees during and following a disaster response. For example, organizations can assign health and behavioral health staff to provide disaster mental health supports. Organizations may also consider adding an Employee Health and Well Being Unit Leader, a position to their Emergency Operations Center and Incident Command Post to assist with providing support to employees during and following disaster and emergency response operations.

SLIDE 30

April: This is a screenshot of the Stress Audit Checklist, which can be used to track the implementation of recommendations that can help mitigate secondary traumatic stress on three levels: the organization or administrative level, the supervisory and team levels and the individual worker level. This worksheet was developed by Dr. Mary Pulido and is available free for download as part of this webinar. It's copyrighted, so the document should not be changed and when using it you should give the proper author citation.

SLIDE 31

April: There are several ways that staff can monitor and assess themselves for compassion fatigue, secondary traumatic stress and burnout.

A scientific way for staff to assess if they're struggling with compassion fatigue or secondary traumatic stress or burnout is to use the Professional Quality of Life Scale or the ProQOL. This is a tool that is accessible online and free to use. You're just asked not to change it and must provide proper citation when you refer to it. This scale is broken into three subscales -compassion fatigue and secondary traumatic stress is the first subscale, the second is compassion satisfaction which is known to counter some of the negative effects of compassion fatigue and the third is burnout, which is a measure that looks at how much the administrative issues may be interfering with the satisfaction that staff get from the work itself.

The link to the ProQOL is www.proqol.org and it's recommended that staff use this tool every few months or so to help monitor how they're doing. The interesting thing that I've observed about people engaging in this assessment is that they are often very pleased to find that they are managing better than they thought they were and this seems to spur them to commit to a stress management plan.

SLIDE 32

Descriptive Text:
Audiences for the toolkit include Victim Services, EMS, Fire Services and Law Enforcement.

April: The Office for Victims of Crimes Vicarious Trauma Toolkit offers an Organizational Readiness Guide that covers leadership, management and supervision, the employee's work environment, and training issues all related to organizational stress.

It's a great tool to help look at these issues in your agency. The toolkit also includes information on resources specifically those who work with victims of crime. And while healthcare professionals work with a much broader population, there are many useful aspects of the toolkit for your review.

SLIDE 33

April: The research is also very clear that those staff who suffer more with compassion fatigue and secondary traumatic stress are often the staff who have the least amount of experience and training in their professions including training and experience responding to emergencies and disasters. They need more than orientation and a description of their basic and their disaster response duties.

Everyone needs to feel a sense of professional accomplishment, confidence and most importantly, a sense of competency in their work. This comes with experience and as mentioned in the last slide, positive support and feedback from one's direct supervisor or manager, even modeling and mentoring when need be, and when appropriate, the next level of advanced training.

SLIDE 34

Descriptive Text:
Individual staff health and wellness includes encouragement/empowerment of staff physical and mental health and wellness.

April: Many organizations offer staff wellness programs like smoking cessation, weight loss, and exercise. Often these are individual activities conducted at home or online. One of the most effective means of supporting people participating in these programs is to offer them in group formats where peers can come together to support each other. Staff are more likely to participate when programs are offered at the worksite during breaks or at the end or beginning of a shift. Peer support is by far more effective for most people. It lets everyone know they are not alone and that others have learned and can share ways through difficult times. Online access to these programs can also increase utilization, but again, if group conferencing is available, that's ideal.

But expecting staff to manage the consequences of work stress strictly through personal improvement programs is insufficient. In fact, it can put a burden on staff and lead them to believe that if they are not managing their work stress successfully, they are in some way deficient or weak, or at fault for their failure. These programs must be combined with leadership and management supports in the workplace, including providing support to employees in the wake of a disaster or other health emergencies.

SLIDE 35

April: We know from the research in the stress management and crisis intervention fields that being directive can be more effective in helping people in high stress or crisis situations. So when staff are highly stressed, a manager's ability to intervene via an accepted culture or policy can be very helpful.

A Directive Policy can start with processes that help staff prepare for and wind down from a range of highly stressful incidents, to include exposure from abusive patients or clients, or an excessive amount of bodily fluids due to an infectious disease or other causes, dismemberment, injury or death to children, and patient or client surges including those with psychological causalities, in healthcare settings as a result of human caused intent to harm from mass casualty events or other emergencies. These are types of incidents that can increase the risk of staff experiencing compassion fatigue, secondary traumatic stress, and vicarious trauma.

For example, when a staff member has been abused, hit, pushed, or screamed at by a patient or client, a manager can impose a 10 minute break so they can gather themselves. Otherwise, most healthcare staff will just soldier through and use the famous line, "I'm fine," not wanting to appear weak to their colleagues. But their brain is pumping stress hormones through the body and they would benefit both physically and emotionally from a short walk, a stretch, a long drink of water and maybe a colleague doing a quick assessment to see if they were injured without realizing it during the incident.

It's also highly recommended that every staff member have a buddy who works in the same area - buddies should be on the lookout for each other, check-in with each other regularly, and work together in the aftermath of a stressful event. Isolation can be a dangerous thing for people who are very stressed out and a buddy's help and support helps to keep people to keep track of each other and ensure safety and appropriate follow up.

Directive policies may be needed in some situations where managers and supervisors are not doing their best to support staff. For example, when guidance indicates that leadership would like to see people take their breaks away from their desk or nurse's station when possible, this is a support that discourages staff from working through what is supposed to be a time to take their break, take deep breaths, stretch, call home and gather themselves.

We often hear staff say that when they go to take a walk outside at break, they see their supervisors looking at the clock or watching them, counting every minute. This sends a message that use of break time is not encouraged and can add to burnout as well as compassion fatigue. Instead of walking by staff who are sitting and eating lunch at their desks and saying to yourself, "Yay, everyone is so committed, they're working through lunch," supervisors should be saying out loud, "I'm turning off the lights, so take a minute to finish up your note and please get up and get away from the workplace for the remainder of your break or lunch time." Consider sanctioning a 15 to 20 minute walking group at your work location, that can help set the tone of self care.

Again, I can feel some of you rolling your eyes. You know, it's interesting to note that no other country, in no other country do staff work more hours and overtime than here in the U.S. We encourage overwork rather than self care and stress management. It's a culture shift that we need to and can make and need to start now.

Other simple ways to support the health of your organization is to look at replacing high calorie, sugary snacks with healthful options and ensuring that staff have access to water at all times. Stressful events and the responses that they incite in people can cause dehydration and imbalances in the human body. Water is critical and a simple way to help staff feeling well. Another simple support is to have blankets or other forms of warmth like pillows, sweaters, and sunlamps available in staff break areas and wherever else extra warmth is needed. Stress can cause a loss of body temperature along with chills and other forms of distress. The sense of feeling cold is a noted stressor. Just as we offer these options for patients and clients, we can consider them for our staff. These are items that are relatively available for little expense. Creating break areas with calming pictures, music and lighting are also very simple ways to help de-stress staff.

These kinds of soft directives or policies and procedures can send a clear message that management is concerned about staff and support self care to help solidify the culture of organizational wellness that you are trying to create.

SLIDE 36

April: Research tells us that when people are prepared, that is when they have an idea of what to expect, they feel more in control and less stressed and less anxious about their work. And while we cannot always be prepared for everything, we know from anecdotal reports that lessons learned over the past two decades tell us that healthcare workers indicate they're not prepared to handle the stress of some of the events they've been faced with. To be clear, they handle the events, but then suffer some serious consequences later on.

I have heard many emergency room directors, surgeons, nurses and hospital administrators and other key staff in mental health and health settings say, "We deal with trauma all the time. Our staff are prepared to handle these situations." Well, are they really? How do you know? Have you seen them in action and monitored what happens to them afterwards?

In every mass violence incident that I have responded to - from 9/11, to the Boston Marathon, San Bernardino, Pulse, Las Vegas, Parkland, Thousand Oaks, Tree of Life shootings, I hear over and over and over again from emergency medical physicians, directors, nurses, EMTs, behavioral health staff and even maintenance staff that they were overwhelmed with distress responses, some of which negatively influenced their decisions about who to treat first, how to keep track of patients or clients, what to document.

And then the stories of what happened to themselves in the days, weeks and months following their attendance to these patients and the scene in general, they clearly elucidate what compassion fatigue and secondary traumatic stress experiences are.

In a few cases, burnout happened very quickly because there were no policies or procedures in place to both care for patients or clients and protect staff. There has been tremendous staff turnover in several of these incidents - some very early on after the trauma. Additionally, some hospitals were unable to track patients and clients accurately, making it difficult for those patients and clients to access any physical or mental health supports that were provided by the federal agencies that provide these types of supports because they could not prove that they went to or were treated in a hospital.
Information sessions that aim to prepare staff for highly stressful incidents should include details about what to expect in terms of the incidents themselves and the details about what type of stress reactions they might encounter and how to deal with them. It's imperative that they understand that some quite severe stress reactions are actually common, and will generally subside by themselves in a fairly short period of time. The staff should not consider themselves weak or unprofessional and they should be reassured that they are not likely mentally ill either, this is still a resounding concern with many people due to stigma, even with healthcare professionals.

SLIDE 37

Descriptive Text for Slide 37:
A diagram of the human body shows the various physiological changes that result from fight or flight response. Saliva flow decreases, changes in breathing, pupils dilate, output of digestive enzymes in the stomach decrease, food movement slows down in the bowels, major blood vessels dilate, and trembling can occur. Diagram source: Warrior Mind Coach.

April: So let's just take a quick look at the change in body functions that stressful incidents and environments create as we just mentioned. They are very real and can highly impact how staff are feeling, thinking and functioning.

Notice the heart beating faster - a very common response - blood vessels constricting, chills, sweating, blood pressure increases and muscles becoming tense. These are just a few examples.

If we do not allow staff the opportunity to turn down these stress responses and return to normalcy, we are adding to their physical and emotional distress. Training should include a stress management course that allows them to learn about the body and the mind's reactions to stressful events and their stressful work, as well as teach them good coping skills. The first webinar in this series provides a basic overview of stress and stress management. Then the Cognitive Strengthening webinar offers evidence-based recommendations for mitigating and decreasing stress responses. Do take advantage of these free learning opportunities from ASPR TRACIE.

SLIDE 38

April: If you read any of the after action reports from hospitals, clinics and other healthcare providers who were in the area of large scale disasters and emergencies you will hear from most of them that even though they had training, a lot was missed and the incident overwhelmed them beyond what they could have imagined. Not only did they miss a lot, but just planning for emergency response activities by sitting in a classroom or at the computer did not prepare them well. They report not feeling confident and competent in their ability to respond. This contributes to compassion fatigue and secondary traumatic stress. If staff do not feel prepared, sufficiently trained and competent to apply what they've learned, they suffer more. Additionally, the distress of not knowing what to do with all of these feelings and the concern that they might be developing an emotional disorder can increase their anxiety and their fear responses.
For that reason, it is suggested that all staff, regardless of their discipline are trained in Psychological First Aid, the only evidence informed intervention for the acute response phase which is applicable to both survivors and responders. We will take a little time in the next slide to quickly review what Psychological First Aid is for those of you who are not familiar and you will see a link you to the online training.

Preparedness means that role playing and drills are essential. Team members that usually work together within a specific department should drill together. They should take time to become familiar with each other's roles so they know who to go to for what type of patient care needs during an emergency. And conducting these drills with other entities that your organization is likely to encounter is key, for example, include law enforcement, fire and emergency management directors at the state, county and local levels, as well as local providers -ambulance companies, equipment companies, even your PRN staff and suppliers and others. Everyone possibly involved should be at the preparedness and training table.

SLIDE 39

April: Psychological First Aid is an evidence-informed approach that helps children, adolescents, adults, and families in the aftermath of disaster and terrorism to reduce stress and foster adaptive functioning and coping.

The goals of Psychological First Aid are to promote and sustain an environment of safety, calm, connectedness, a sense of self-efficacy and hope. PFA can be applied to many different populations and in the field as well as in the classroom environment.

The eight core actions of Psychological First Aid include: Contact and Engagement, Safety and Comfort, Stabilization, Information Gathering, Practical Assistance, Information on Coping and Linkage to Collaborative Services.

One does not need to be a behavioral health professional to learn and engage in Psychological First Aid. To learn more and take the free CEU course on Psychological First Aid, you can go to the National Child Traumatic Stress Network site at https://learn.nctsn.org, or just Google "Psychological First Aid online course."

SLIDE 40

Descriptive Text:
Additionally, individual staff should:

  • participate in briefings and debriefings
  • Self-assess and monitor
  • Follow a stress management plan
  • And consider increased skills development and stress management

April: One of the most difficult aspects of any training and skills development is ensuring that staff have time to apply their learning, to practice and to get a real sense of the applicability of what they have learned. This is why it's important to give all staff an opportunity to practice new professional skills, even though they may need some oversight in the early stages of their trials. In addition to increasing their professional skills, follow on training and opportunities to practice their personal stress management skills and increasingly deepen their abilities to control their stress responses is important. Here we offer some key means to do so. In the next webinar in this series, we will go deeper into cognitive strengthening using tools like restructuring as well as resilience building.
Staff should be encouraged to use supervisors to identify difficult experiences and strategize and to bring authentic concerns to their supervisor or manager, and even to top leadership if they are feeling unheard by those in their immediate chain of command, whether this is done through a human resources liaison or a confidential suggestion process.

We need to be instructing staff to avoid working too long by themselves or without checking in with any coworkers or supervisors. Or working long hours on a routine basis and working longer than their assigned shift, especially in disaster response operations when they've not been assigned to do so. Also, they need to avoid returning to work or not taking days off when they are scheduled to do so especially during disaster and emergency response work.

SLIDE 41

April: It is important to talk a bit here about briefings and informational sessions. In the past, we used debriefings which were typically offered to healthcare staff following a critical incident or disaster response. Today, staff resiliency support usually involves more than one strategy for supporting staff, giving them options which they're more likely to take advantage of.

One of the primary ways to help anyone exposed to emergencies and disasters is to provide information about what to expect in terms of their reactions, since we know that information decreases anxiety this is important. It is recommended that all staff hear the same information, thus attending informationals or psychoeducational briefings may be helpful.

Participation by disclosing how one feels or telling details of a stressful or traumatic event is not necessary at all. Informational meetings are found to be useful when they start with a psychoeducational component. Informing people of what some of the most common stress and distress signs are and what kinds of coping skills are found to help the most.

Behavioral health professionals in charge of staff care on disasters should provide a variety of interventions for staff support that are more pro-actively adapted to the situation including: monitoring worker stress during the disaster, offering the psychoeducation sessions we just mentioned, convening specific separate groups for those who were more highly exposed to the disaster and offering those staff individual crisis intervention. In some cases setting up a drop-in center staffed with behavioral health and spiritual care staff in a location that's convenient might be helpful. And always, behavioral health staff need to be equipped with appropriate referrals for the most impacted who need follow up, whether that is to employee assistance programs or a local listing of emergency and disaster informed professionals. Organizations should also plan to integrate staff health and mental health and wellness into their emergency operations center and incident command posts, such as staffing an "Employee Health and Well Being Unit Leader" position so that staff support becomes an integrated and expected part of the overall disaster management system of an organization

And as mentioned earlier, staff should be participating in drills, exercises, and role plays, those activities that can prepare them for how to best perform on some of the most stressful work environments. As part of those training events, they should be informed as to what to expect in terms of potential behavioral health responses in themselves - what we identified earlier as psychoeducation. This includes what types of symptoms are typical in each of the domains.

SLIDE 42

Descriptive Text for Slide 42: The chart lists Stress Indicator Domains:

  • Physical indicators include: Rapid Heartbeat/Panic, Headaches, GI Distress, Fatigue/Exhaustion, Sleep Issues, Lower Immune Function.
  • Emotional Indicators include: Anxiety, Fear, Anger, Sadness/Crying, Helplessness, Depression, Hopelessness.
  • Personal Indicators Include: Isolation, Cynicism, Mood Swings, Conflicts, Alcohol and Substance Misuse.
  • Workplace Indicators include: Avoidance, Tardiness, Absenteeism, Lack of Motivation, Lower Staff Morale.
  • Spiritual Indicators include: Questioning Work/Life, Anger at Higher Power, Hopelessness.

April: This grid gives a good picture of what psychoeducational material to cover. These are the various domains of human responses where we see serious stress symptoms occur.

You can see here that many of these signs are ones that may parallel those of the patients and clients.
Physical stress indicators most commonly include a rapid heartbeat, stomachaches or headaches that have no physiological basis, sleep problems, lowered immune systems which make you more susceptible to illnesses that can spread in the workplace. Organizations pay for this in terms of sick days, medical insurance claims, reduced function at work and staff shortages as examples.

In the emotional domain, we see that anxiety symptoms are common in addition to signs of depressive like sadness and crying.

On a personal or behavioral level, staff may find they're much more cynical and negative in general, maybe having mood swings, often isolating and even seeking out alcohol and other substances to change their mood.

In the cognitive area forgetfulness and confusion are very common, as are poor decision making and poor judgment. These problems often result in more risk taking. They can even go as far as paranoia that others are out to get them, watching them or a potential threat.
In the spiritual domain we see people questioning their sense of meaning in both their personal and work life choices. Some even question their beliefs; and others who suffer with depression and are often isolated and may develop a sense of hopelessness, which puts them at risk for suicide.

The important thing about this is that people know they're not likely to be developing a mental illness if they have some of these symptoms, especially in the intermediate aftermath, many are common and most of these symptoms will subside in a short amount of time with some good self care, good coping and positive social supports. If the symptoms remain for more than about 30 days, or if they bother the staff at any point, then a referral for short term crisis intervention, cognitive behavioral therapy, which usually entails about 10 to 12 sessions can help decrease the symptoms. But for about 80 to 90 percent of the staff, their symptoms will likely go away on their own over a reasonable period of time. People report that this information is very helpful, that it is good to know that they are not having a mental health disorder and that these symptoms are common, that they are not alone and that they will likely get better on their own soon.

So that briefly is what general psychoeducation looks like. In some circumstances, we share more information about different types of stressful events, which is good to do if you are preparing for specific incidents. We also try to engage in discussion with staff about what kinds of coping skills they already use to help them and encourage them to use these activities as well as peer support, and especially in the immediate time frames after emergencies and disasters.

SLIDE 43

April: In addition to information about what to expect, training all staff on basic coping skills for stress management techniques that can help during and after stressful, traumatic events, and disasters is important. Everyone has different ways of coping, and they should be encouraged to try different ones, use them, staying away from negative coping like alcohol and mind altering substances.

And for those of you who don't know what coping means or who cannot identify good coping, we try to recommend what the research indicates can be most helpful. The first of these is breathing. Since one of the most common distress symptoms is rapid heartbeat or dizziness, we teach people at least one model for breathing in a way that will reduce stress and move toxic stress hormones out of the body. The 3-5-7 method of breathing is quite easy, it entails counting to 3 while taking in a breath, holding it for 5 seconds and then releasing the breath slowly for at least 7 seconds. People should be instructed to repeat the breathing exercises several times often during the day. The same is recommended for another simple type of breathing called box breathing, this is similar, it involves taking in the breath at the count of 4, holding it for the count of 4, releasing to the count of 4 and then holding to the count of 4 before taking the next breath. And then again repeating the box breathing. I suspect many of you know other models - it doesn't really matter which you use - just as long as you use them.

Body movement is a very effective way of moving stress out of the body, stretching or processes like yoga can be very helpful. Even walking is a good way to reduce stress. Because body movement is so helpful, taking a few minutes to practice breathing or doing a few simple stretches during staff meetings, and during disaster assignments can be a helpful way that organizations can encourage staff towards wellness. Music is emerging in the research as a helpful way to change one's mood quickly. Music should be timed to the breath as rapid music like heavy metal or rap will likely increase the heart rate rather than relax it. So, again, music that is timed to the breath.

Social support has emerged in the research as one of the most effective ways to cope with distress, being with others who understand and accept how you feel is very important. People who invalidate that you're distressed or tell you to snap out of it aren't really very helpful. You want to talk with people who can encourage good coping skills.

Narrative work such as writing for recovery or journaling is often found to be very effective for many people. There are so many different types of good coping, people should be encouraged to use what they like: reading, sitting quietly, taking a bath, walking in nature, whatever they know has worked for them in the past.

SLIDE 44

April: I promised to show you a couple of simple breathing techniques. One of the most important stress management skills is breathing in a way that helps get rid of toxic stress. Are you a shallow breather? That is someone who normally doesn't take in full breaths, thus, not really ever getting a good amount of oxygen in the body. This is so important because full and deep breaths help us to get toxic stress hormones out of our body.

You should know how to breathe fully and deeply, and practice this. It's especially helpful when under the stress of a disaster because it controls the nervous system, it keeps the rapid heartbeat under control, which is so uncomfortable when it happens and usually makes us think we are having a heart attack. You cannot have an anxiety driven rapid heartbeat and breathe deeply at the same time. It's physically impossible. So learn some breathing exercises.

On the screen is a simple one that tells you to take in a normal breath through your nose with your mouth closed and then to exhale very slowly through your mouth, concentrating on a calming word like 'calm' or 'relax'; and then count to 4 before taking the next breath. Do this about 10 times, and it will reduce the rapid heartbeat from anxiety and stress and slow your breathing.

Alternately, you can do another one that's very simple to remember, it's called the box breathing because it is 4x4x4x4. Start by counting to 4 slowly while breathing in, hold it for 4 seconds, release the breath to the count of 4 and then count slowly to 4 before beginning again. Doing this several times a few times a day will help keep stress down and get oxygen flowing through your body, pushing toxic stress out. Working on a disaster can be an extraordinarily busy and stressful assignment for healthcare professionals. You may not have time for much, however taking a few moments to focus on simple breathing techniques is doable in a disaster setting.

SLIDE 45

April: That brings us to the concept of a stress management plan. One of the problems we hear from healthcare workers is that while they know what stress management and coping skills can help them, they don't have time to implement them. When psychologists look at this issue, we find that people are more likely to follow a plan when it is written out, when it is very specific and when it is tied to a way of keeping track, such as using a calendar, or a daily planner or dated activities that actually list the day and time that you will enjoy that activity.

It's recommended that people write out their own stress management action plan and start fairly small with one or two activities and then grow into a more comprehensive plan once the early planning goals are met. So, taking staff through an exercise asking them to write down three leisure activities that will allow them to destress - then have them put a date next to each activity with the coming week when they expect to engage in it and lastly putting the exact time next to the event when they plan they would be able to engage in it is a way to start. It doesn't matter if they actually conduct the activity at the exact time - they can easily change it if need be, but the act of creating these details are what will help them to follow onto the plan.
Now identify a way to remind them to use these strategies during and following a disaster or a traumatic stress response.

SLIDE 46

April: Try it now. Take a few minutes to look at your calendar. Identify two or three 20 to 30 minute intervals that you can use to destress. Write down what specific stress management activity you will do in this timeframe. For example, will you take a walk? Can you close your office door or find a quiet, private space to breathe deeply or meditate? The research tells us we are likely to carry out these activities when we identify what we will do and actually schedule it. Give it a try.

SLIDE 47

April: Many staff in healthcare professions look to increase their knowledge and skills in their current job function as well as looking for opportunities to expand what they know with training.
Part of organizational wellness is encouraging and wherever possible, supporting staff's desire for more learning. Human resources staff as well as supervisors should be empowered to provide information and resources for professional and personal improvement opportunities.
And while many organizations use Employee Assistance Programs or EAPs as referrals for behavioral health needs in staff, we are well aware that many do not know the evidence based interventions for acute stress and post traumatic stress disorder. Because of the important role of EAP programs, organizations should talk with their EAP provider about their capacity to provide assistance and with potentially larger numbers of staff following a disaster.

The field is moving very rapidly in our understanding and the development of the types of treatments that are most effective in treating stress related symptoms. HR, the departments, and EAP programs should be prepared to refer an appropriately -- recommend licensed services or resources that provide the information that staff need within their geographic living and working areas.

SLIDE 48

April: We've gone through a lot of information here. In summary, concerns such as compassion fatigue, secondary traumatic stress, vicarious trauma and burnout can negatively impact healthcare providers individually and the organization as a whole. The good news is that there are structures and recommendations that organizations can support and encourage on both personal and professional levels to help staff move towards organizational wellness. These include assessing and monitoring, policy development regarding preparedness, briefings and informational sessions, self care and supervision, and individual stress management and action plans as examples. All of these can be accomplished when organizational leadership gets behind the goal of organizational wellness and leads the way.

SLIDE 49

April: There are many resources that can inform you further about acute stress, posttraumatic stress, compassion fatigue and secondary traumatic stress that can increase your knowledge and understanding about how these disorders can occur and more in-depth means to counter their negative effects. ASPR TRACIE has a wealth of resources on these issues as well as planning, preparedness and response activities for healthcare providers addressing disasters, disease outbreaks, biohazard events and more. For those of you who are researchers, the National Center for Post Traumatic Stress Disorder's website will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects. The materials are free with Pilots registration.

SLIDE 50

April: Thank you for joining this ASPR TRACIE sponsored webinar on Organizational Wellness. We hope this will be useful to you as you look for ways to achieve wellness in your organization and in your valuable and precious healthcare provider staff.

Descriptive Text: Contact ASPR TRACIE for additional information:
ASPRtracie.hhs.gov
1-844-5-TRACIE (844-587-2243)
askasprtracie@hhs.gov

Voiceover: Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

ASPR TRACIE: Module 3A - Preview: Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress

ASPR TRACIE: Module 3A - Preview: Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress

Alternative Text for Time-Based Media

The following is a text alternative description for Preview: Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress.

[Descriptive Text for the title slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans]

SLIDE 1

Narrator: Welcome to "Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a preview and a longer webinar.

The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers;
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare Facility Staff; and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program.

SLIDE 2

Descriptive Text for Slide 2:
ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies, national associations, nonprofit organizations, and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed on our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April: You've had an especially stressful day -- you've been on your feet for hours in a medical shelter, providing care to close to 100 people, some of whom you know from your own community. You feel disconnected from your loved ones as you haven't been home in a couple of days, and you notice yourself feeling triggered, responding to some patients and clients with one-liners, in a clipped way. If only there was some way to strengthen your mind, so that when you feel emotions, you can rein them in, that you know what to do.

SLIDE 4

April: Hello and welcome to this preview of the ASPR TRACIE webinar on Cognitive Strengthening.
My name is Dr. April Naturale and I am a traumatic stress specialist who provides disaster and emergency response and preparedness consultation to responders and community members.

This webinar will teach you about cognitive strengthening, and I will tell you about tools that can help to mitigate or reduce the incidence of Compassion Fatigue and Secondary Traumatic Stress, as well as help you to recognize and address some of the distress signs and symptoms when they do occur.

For those of you who have not participated in the previous webinars in the series, we will do a very brief review of Compassion Fatigue and Secondary Traumatic Stress as they relate to health and behavioral health professionals just to make sure that everyone is on the same page.

SLIDE 5

April: We'll teach you about cognitive reframing and take you through some exercises on that and mindfulness. We'll explain the importance of tools such as attention diversion, engaging socially, and we'll help you to learn more about your triggers and how to communicate and express your needs in a positive manner.

SLIDE 6

April: There are many resources that can inform you further about acute stress, posttraumatic stress, secondary traumatic stress, and compassion fatigue. ASPR TRACIE and SAMHSA DTAC have Educational Fact Sheets, webinars and podcasts that are free and accessible online. Some are for survivors, other are for helpers, some are for parents and other caregivers, check them out.

And for those of you who are interested in the research, the National Center for Posttraumatic Stress Disorder's website will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects. These articles are also free and downloadable once you register.

Descriptive Text for Slide 6: Resources:

Professional Quality of Life (PROQOL): http://www.proqol.org

SLIDE 7

April: Access the full training today to find out how you can keep yourself feeling well and healthy and functioning at your best, especially in emergency and disaster response situations.

If you need technical assistance please reach out to us at ASPR TRACIE through any of the modalities noted on this slide here. Thank you.

Descriptive Text for Slide 7: Contact ASPR TRACIE for additional information:
ASPRtracie.hhs.gov
1-844-5-TRACIE (844-587-2243)
askasprtracie@hhs.gov

Voiceover: Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

ASPR TRACIE: Module 3B - Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress

ASPR TRACIE: Module 3B - Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress

Alternative Text for Time-Based Media

The following is a text alternative description for Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress.

[The video begins with the HHS logo appearing. Descriptive Text for the Title Slide: Logo for the US Department of Health and Human Services. ASPR Saving lives, Protecting Americans.]

SLIDE 1

Narrator: Welcome to "Cognitive Tools for Mitigating Compassion Fatigue and Secondary Traumatic Stress." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, or ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a preview and a longer webinar.

The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare Facility Staff, and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program

SLIDE 2

Descriptive Text for Slide 2:
ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies; national associations; nonprofit organizations; and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed in our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April: Thank you and welcome to this third segment in our series. The goals of this webinar are to move participants to a more comprehensive identification and understanding of the types of tools that can help to mitigate compassion fatigue and secondary traumatic stress. Here you have the opportunity to learn how to use some of these tools as well as consider the types of interventions that you might want to pursue further, especially if you have some more serious distress signs and symptoms that are bothering you.

Our overall goal is to help emergency medical and behavioral healthcare professionals to avoid developing the types of distress that can negatively affect your functioning both on a personal and professional level, and those that decrease your overall sense of wellness, in addition to that of the organization that you work with.

SLIDE 4

April: We will get to these goals by discussing how to address the negative behavioral health effects of compassion fatigue and secondary traumatic stress, vicarious trauma and burnout. We expect that after participating in this webinar you will be able to apply cognitive based tools and strategies to avoid and address these types of work place related stress.

SLIDE 5

Descriptive Text for Slide 5: Humans need to find purpose and meaning in their work… to view their work as providing a source of both purpose and meaning…as both individuals and community members.

April: One of the major stressors that we have in the emergency healthcare professions is that everything we do is of importance. We have to have a near 100% error free record of performance. And this work has meaning not only to ourselves, but every patient, client and family member we come in contact with. This makes it very difficult to think of rearranging our schedules to make sure we have breaks and to take care of ourselves as a priority. Our every day and entire caseloads consists of one trauma case after another. The environment we work within presents continuous exposure to other's pain, grief and distress. There are long periods of time when we just cannot get away from it. While we have this meaningful and purposeful work in our lives, it can also become overwhelming.

This webinar will look at addressing this concern in practical, realistic and effective ways.

SLIDE 6

April: The word trauma is derived from the Greek word for wound, so it makes sense that those in the healthcare industry refer to it in the physical sense. In this webinar series, we've been referring to trauma and traumatic stress primarily in the emotional or behavioral health sense. The Substance Abuse and Mental Health Services Administration, or SAMHSA, notes that more than half of men and women report exposure to at least one traumatic event in their life time and 90 percent of clients in public behavioral healthcare settings have experienced some type of trauma.

SLIDE 7

April: Here, I'll provide a very brief review of the terms used in the field to ensure that everyone is on the same page. You can find out more about compassion fatigue, secondary traumatic stress, vicarious trauma, and burnout in healthcare professionals in the previous webinars that make up this series.

Compassion fatigue is a combination of work related distress symptoms that culminates as a result of working continuously with patients and clients who are traumatized, physically, cognitively and emotionally. It's characterized by a sense of work related exhaustion with some signs of depression, feeling overwhelmed, and it's usually very evident to the worker themselves and their colleagues. It's also often accompanied by a feeling of not being able to make the situation any better, a sense of helplessness, a lack of control, which is a significant sign of a problem. This is often exhibited as cynicism, especially in healthcare professionals who work in crisis situations and see the same problems in the workplace repeating over and over again, whether it's insurance related obstructions, or staff shortages or repeat patients who don't follow medical advice. At its worst, compassion fatigue can cause staff to disconnect and block their feelings for patients or clients, almost becoming indifferent to the pain and suffering.

And healthcare settings certainly are not immune from the epidemic of substance misuse that we're seeing all across the country with alcohol, opioids and other mind altering substances, especially in those settings where it's easier access to medications and prescriptions.

SLIDE 8

April: Secondary traumatic stress can have some of same symptoms of compassion fatigue, but can also develop into a more serious disorder. STS is most prominently identified as the healthcare worker having the same distress symptoms as their patients and clients, including depression and anxiety and more commonly, posttraumatic stress disorder or PTSD. The cause of STS is the exposure to the traumatic material of clients and patients. This makes sense as exposure is the most significant indicator in the risk of developing mental health disorders after a traumatic event. STS is actually included as part of the PTSD description in the Diagnostic and Statistics Manual of Mental Health. And it can develop over time, like compassion fatigue, but it can also occur after just one exposure to very disturbing material such as massive amounts of blood, dismemberment or other severe injuries especially involving infants and children.

SLIDE 9

Descriptive Text for Slide 9: Vicarious Traumatization also disrupts sense of meaning, especially related to work.

April: Vicarious Traumatization is similar to CF and often includes some signs of STS, but an important difference is that it seems to negatively change one's view of the world, belief systems, and perception of personal safety. So for example, if you're caring for a child who has been abused, you might have the experience of feeling very sad, even depressed, and unable to sleep at night without visions of the abuse flashing before your mind's eye and you additionally feel unsafe in your own environment, regardless of the actual situation of being in a safe living space.

Another difference between vicarious trauma and STS is that vicarious trauma occurs over time with repeated exposure to patient trauma, whereas STS can occur with even just one exposure to another's trauma material.

SLIDE 10

April: Burnout manifests differently than the other distress conditions and is often expressed in ways that are almost opposite from the others. Instead of an intense feeling of not being able to help or sad at not being able to do so, burnout is a condition that creates a void - a lack of feeling or empathy towards patients, clients and their families, an indifference, a disinterest in the work altogether.

The causes of burnout are less connected to the work of caring for patients and clients and attending to their families. The problems reported by healthcare staff include the reams of paperwork after patient care, or time constraints that don't allow them to spend as much time with patients and clients as they feel is necessary. They also cite administrative problems like not having a helpful supervisor, or not agreeing with some of the organization's policies, maybe not getting along with peers or other workplace challenges that interrupt the work.

Many people use these terms interchangeably but you can see here that to address burnout, you would have to look at the issues that are causing this concern and see what changes are realistic. You might have some serious considerations to make, like asking for a transfer to another department or a different supervisor, or maybe even working at a different agency.

SLIDE 11

Descriptive Text for Slide 11: Mitigation tools include Physical Activities, Emotional Supports, Social Supports, Planning, and Cognitive Strengthening.

April: In the previous webinars we have discussed in detail the types of tools that can be used to help avoid or mitigate the development of the work related distressing conditions we've just reviewed: compassion fatigue and secondary traumatic stress, vicarious trauma and burnout. A number of the tools that we use to help avoid the development of these issues seem so simple that many people actually tune them out when we start talking about them.

This is especially true for health and mental healthcare professionals who understand how the body is affected by stress, fatigue and trauma. But we do explain specifically how to implement these tools which is often the hardest part of mitigation.

The plain truth is that none of these tools work if you don't use them. And that they work best when you use as many of them as possible.

So hang in there with us and learn how to take the package and apply it to your life in a practical way, a way that even a busy healthcare professional can use.

Basically, we are hoping you develop a different attitude as you learn even more knowledge and hone your self care skills. That's what we're looking to accomplish today

SLIDE 12

Descriptive Text for Slide 12: Useful tools include exercise, laughing, singing, human touch and hugs, and Sharing a meal.

April: Let's look at how you are doing after learning in the last couple of webinars about self care with a short exercise. Even if this is your first webinar in the series, you can join in. You just need paper and pen.

First, list the last time you engaged in physical exercise. What was the day, the date?

Then list the last time you called or spoke to a friend or loved one for emotional support specifically.
Finally, write down the last time you did something that you consider fun.

Were any of these activities in the past week?

If you cannot remember the last time you engaged in any of these stress reducing activities, or even if you haven't engaged in any of them over the past week, then you need to take a serious look at how to better balance your work-life activities.

The best way for busy people to begin to do this is to create a plan and put these activities in your calendar, then of course, to act on them. You can learn more about creating and implementing these plans in our webinar on, "Compassion Fatigue/Secondary Traumatic Stress Identification for Healthcare Providers." It's part of this series and we highly recommend you take advantage of the free webinars to learn these specific tools.

SLIDE 13

April: Now we're going to take that deeper dive into learning cognitive ways to strengthen our resilience, our coping and our ability to manage some of the negative consequences of emergency health and behavioral healthcare work, some of the most difficult work in the world.

Cognitive strengthening refers to a compilation of evidence-informed tools that can support healthcare professionals as they develop ways to cope with the severe stress they encounter in work and the exposure to other people's trauma material.

These tools involve cognitive restructuring or reframing, attention diversion, mindfulness-based stress management, adaptive engaging and adaptive affective expression.

SLIDE 14

April: Cognitive strengthening tools are based on the understanding that what we think controls how we feel and how we act or react. How we feel is all about perception. Our perception of things, that is, how we think about things controls our emotions, our reactions. One of the biggest problems this presents is that we believe what we think, even if it is inaccurate and harmful to us.

Very often, what we think includes what we call old tapes or messages that we heard repeatedly when we were young. For example, adults in your life may have given the repeated message, "girls are not as smart as boys," or "boys shouldn't cry." Even though these messages are not true and didn't feel right to us, we likely believed and internalized them, especially if we heard them over and over again. They have become a tape that replays in our memory. Without thinking about it, we may be believing these messages just because of our exposure to them.

One of the exercises we'll be learning about here will be focused on using techniques to stop listening to old tapes and learning instead, to create and insert new messages. Messages that are right for you and helpful to you. This way, when you do believe what you think, your thoughts will help you to cope and control your reactions.

SLIDE 15

April: And that is just what cognitive restructuring or reframing does. It helps us address unhelpful thinking. Because if we believe our unhelpful thinking, we'll hit a dead end immediately and our thinking will add to our distress, making things worse.

Cognitive Reframing, or CR, is a part of cognitive behavioral therapy that can be useful in helping to change how you're thinking for the better. It's something that can be taught by an experienced therapist in about 10 to 15 weekly sessions. We are covering a very short simplified version right here. The first step in learning this tool is to recognize that many of our thoughts are automatic, based on prior experiences and in stressful situations, they are based on the fear response.
CR teaches us to identify what the automatic thoughts are, to instruct ourselves to stop and look at these messages, determine if they are accurate and helpful or not, and then to move on to reframing the thoughts, to literally write down new ways of thinking, more helpful beliefs that lead to a new approach to dealing with the traumatic or stressful situation. Over time and with repeated practice, you can actually change the stress-inducing thoughts that are not helpful, and begin to accept the new thoughts or messages allowing you to feel less stressed and therefore happier.

In this series, we are just introducing some aspects of cognitive reframing that will show you how useful this technique can be. The components that we show you can be helpful, but they don't comprise the full on treatment.

SLIDE 16

Descriptive Text: Steps in Cognitive Restructuring/Reframing include:

  • Thought identification
  • Thought stopping
  • Cognitive shifting
  • Thought insertion
  • Positive messaging

April: This technique is drawn from cognitive therapy and can help to identify, challenge and alter stress-inducing thought patterns and beliefs. The goal is to enable people to replace stress-inducing thought habits with more accurate and less rigid, therefore less stress-inducing thinking habits. It's a very powerful therapy technique which has been adapted to help people cope with all manner of stressful events and conditions.

In cognitive restructuring, we identify and write down our disturbing thoughts. This is an important activity, as thoughts are much easier to manipulate and examine when you've clearly identified them and pinned them down writing them on paper.

Additionally, you write down what was happening at the time of the thoughts, when they occurred, and then write down your emotional response to what happened.

Then in restructuring you stop and examine the original thought. Look for patterns of distorted thinking or dysfunctional beliefs. Do certain types of situations always tend to trigger certain negative thought patterns? Are you a black or white thinker when it comes to certain topics? Do you typically experience anger or sadness in response to stress? Think carefully about what sorts of thinking mistakes you might be making, about whether or not your thoughts may have been wrong, or whether you may have unconsciously experienced a cognitive distortion.

SLIDE 17

April: When you're clear on what you got wrong, look at how to shift your cognition or change your thinking by asking yourself a few questions:

  • Are my thoughts on the event accurate?
  • What objective evidence or facts are there to support my view?
  • What alternative views are out there of the event?
  • Am I underestimating my ability to cope with the event?
  • What is the worst thing that can happen to me or my family?
  • What actions can I take to influence the event?

Write down new ways of thinking or more helpful beliefs, that is, what we call thought insertion that can lead to a new approach to dealing with something that is a disturbing or traumatic event.
After thinking things through for a while, your final task is to restate or rephrase your original beliefs so that they are more accurate and less distorted. This is positive messaging.

With practice, you will be able to start changing the stress-inducing thoughts that are not helpful, and you'll find yourself feeling less pressured and therefore happier. It's like exercise for your thinking brain.

On the next slide, I will take you through a thought stopping exercise. Over time and with repeated practice, cognitive restructuring becomes easier. If you want to learn how to do cognitive restructuring in more detail, we recommend that you work with an experienced cognitive behavioral therapist usually over the course of 10 to 15 sessions.

SLIDE 18

April: It's really important to create good messaging for yourself. Often, it's too hard to do this when we are distressed, frightened, tired or in the midst of a trauma. So another really important exercise to engage in would be to create good messaging for yourself ahead of time when there isn't a traumatic event. Think about something that really makes you feel upset, afraid, distressed, or angry, any emotions that might stop you from thinking clearly. Do this at a time when you're not in the midst of a traumatic, stressful event.

Let's use the example of a near miss while driving. You are in the car moving across an intersection and another car suddenly sweeps across your vision an inch away from your hood leaving you with a rapid heartbeat and anger. Your immediate thought might likely be "I almost got hit. I could have been hurt or killed" or "That driver is an idiot. I should go after them. I want to scream at them."

Each of these thoughts will likely result in increasing your heart rate or making you feel even more afraid or angry, becoming distracted, maybe even not being able to think clearly. If we follow the exercise, then what you want to do is tell yourself, "Stop, think, take a breath." And then give yourself a new message. "I'm okay. I did not get hurt. I'm grateful for that." It's so important to write down the new messaging, and it's extremely helpful to do this, again, before something happens. Think of situations that may generally or even often upset you. Try to identify your harmful thinking that you're aware of and what new thinking, what new message do you want to replace it with. Write this down.

For healthcare and behavioral health staff who see injury, pain and trauma happen to people every day, some of the messaging might look like, "This didn't happen to me or to my children or to my family." Maybe, "My family is safe. I am safe. I can help. That's the best thing I can do." These are just some examples of messaging, but you need to personalize your own messages. Use your own words, words that you are comfortable with and you know will speak to you and your concerns directly.

SLIDE 19

April: Think about what this messaging might really need to be for you. You can go deeper and look at what kinds of thoughts you have on a regular basis that bother you. Are your thoughts really your own or are you replaying old messages from someone else in your life? Maybe from a punishing parent, a grade school bully, a toxic relationship. In the coming week, take some time for yourself and look at your thoughts. Ask yourself, what thoughts are not your own? Try the thought stopping exercise, replacing those thoughts that are not your own, bringing in new helpful ones that you have created while you are in a safe space and in a thoughtful frame of mind.

Think about how much of your day is conducted out of habit. Which ones aren't helpful? Are you running in circles that keep you stuck? Allow yourself the thought that you can change these things. You can change old family routines and other habits that may not be helpful to you, and in some cases even cause harm.

SLIDE 20

April: So when you're having upsetting thoughts, imagine that stop sign and say to yourself "Stop." Remind yourself to think and then suggest to yourself to breathe.

Then practice your breathing exercise, whether it's the 3-5-7 or box breathing methods, or any other model that you are comfortable with. Stop, think, and breathe.

Then move to the positive messaging, the thought insertion part. When you are having upsetting thoughts practice the thought stopping. Imagine seeing the stop sign and saying to yourself, "Stop."
Then think about what you want to replace the unsettling or disturbing thought with. Create a new message that you will tell yourself that's helpful to remain stable. For example, "I am safe. My family is okay."

Insert that new thought into what you have developed for your thinking. Writing it down and practicing stating it to yourself several times a day can be very helpful. Remind yourself that you can become calm by practicing this exercise whenever you're distressed.

Additionally, you can imagine a pleasant image, maybe a picture of the family or the dog. Or remember engaging in a pleasant activity as a way of reducing negative or unhelpful thinking. Again, it's a way to shift your thinking from unhelpful distressing thoughts to more pleasant things that can bring your stress levels down.

SLIDE 21

April: One of the gifts of our human condition is our ability to think. It's our capacity for self control, our ability to refrain from inappropriate behaviors. This skill helps us interact better with society, care for ourselves, and pursue longer-term goals. Attention diversion is one of the gifts as well. It's an emotion regulation tool that can be used to cope with very strong emotions that we may experience in a distressing moment and helps to avoid the risk of long-term negative behavioral health consequences.

Attention Diversion is one of our thinking skills that gives us some self control, which in turn allows us to engage better with others, care for ourselves in more productive ways rather than just giving in to instinct, impulses and the need for immediate gratification.

Attention diversion is basically purposeful distraction. It's anything that you do temporarily to take your attention off of a very strong emotion that's distressing you. Sometimes, focusing on a strong emotion can make it feel even stronger and more outside of your control. Therefore, by temporarily distracting yourself, you may give the emotion some time to decrease in intensity, making it easier then to manage.

A key part of the above definition of distraction is the word temporarily. Distraction is not about trying to escape or avoid feelings. With distraction, it's implied that you eventually will return to the feeling you were having, trying to allow yourself then to feel it, address the feeling when it's less intense. Once that intensity has reduced, you can try and use another skill maybe to manage the emotional response that's bothersome, such as expressive writing for example.

SLIDE 22

April: Distraction can be a lot of different types of activities. We can suggest more here, but as we have noted before, you need to tailor all of your stress management activities to the type of things that work for you.

If you are distressed and need a distraction, try a grounding exercise. You can do this by focusing your attention on your environment. For example, identify all the objects on the walls, or name all the colors in the room. Try to memorize and recall all the objects that you see in a room. Or do something physical like stamp your feet on the floor or touch all the smooth surfaces in the room. Take a moment to write down something you might do to help ground yourself.

Another distraction that works for many people is to count. Try counting backwards from a large number by sevens or some other number. So for example, 856, 849, 842, 835. It takes a lot of concentration, it's a good distraction.

Take part in fun and challenging games that might require some level of your attention as a distraction, such as a crossword puzzle or Sudoku. These are generally portable games that you can engage in from a smartphone app or from a newspaper posting that you can access during breaks at work. Or do something more creative like draw, paint, or build a model. Write down what creative or fun activity you might engage in, even it's just reading a good book or watching a funny movie.
Engaging in social support can be a very helpful distraction, calling or writing a letter to a good friend or a family member. Social supports can be very effective especially when we are in the midst of distressing or traumatic experiences.

Try doing some physical chores: cleaning the house, doing laundry, washing the dishes. As we've discussed before, body movement is very helpful so go for a walk, do some stretching.

And consider engaging in skills like mindfulness, by focusing on your breathing. We'll do this together in the next slide so you can see how it's done.

SLIDE 23

April: Most people have heard of mindfulness or meditation, but many still think it's some complex practice that's too difficult to attempt to use in your daily routine. There are many levels of mindfulness, and the research is telling us that when combined with the use of other evidence-based interventions, mindfulness can boost the positive effects.

Mindfulness is a great cognitive strengthener. And the good news is that although you get better with practice, any level of mindfulness is a good thing in many aspects of everyday life. Mindfulness is simply the state of being conscious or aware of something. It's a mental state achieved by focusing your awareness on the present moment, while calmly acknowledging and accepting your feelings, thoughts, and bodily sensations just as they are, and no matter what they are.

SLIDE 24

Descriptive Text for Slide 24:
A diagram of the human body shows the various physiological changes that result from fight or flight response. Saliva flow decreases, changes in breathing, pupils dilate, output of digestive enzymes in the stomach decrease, food movement slows down in the bowels, major blood vessels dilate, and trembling can occur. Diagram source: Warrior Mind Coach.

April: When we look again at the change in body functions that are activated by the limbic system when stressful incidents occur, we can see that these changes are visceral, very real, and can highly impact how staff are feeling, thinking and functioning.

Notice the heart beats faster - a very common response - blood vessels constrict, the skin chills, sweats, blood pressure increases, and muscles are tensing.

Mindfulness, especially breathing retraining, can be very helpful. When we breathe, this limbic system starts to shut down and allows thoughts to come back in to work. This allows for more control of our responses, which allows even more thought process, you can see how this is beneficial. It's essential for health and mental healthcare workers to use the knowledge and these skills rather than the expression of fear responses.
The first webinar in this series provides a basic overview of stress and stress management with some examples for breathing retraining. We encourage you to take advantage of these free learning opportunities from ASPR TRACIE.

SLIDE 25

April: So, there are many different ways to practice mindfulness and a few techniques that can help you develop your mindfulness practice include guided imagery and affirmations, which I will explain next.

First, let's just practice a very short, very simple mindfulness exercise.

It's only about a minute and a half. If you can, sit in a quiet place, turning off any radio or other distraction. Place your feet solid to the ground, allowing your hands to rest on your lap. Either close your eyes, if you're comfortable doing so, or just lower your gaze downward.

Then start to pay attention to your breath. Recognizing when you take a breath in and then the relaxation that comes with the exhale. Just think about your breath. Breathing in and then exhaling. Allow any other thoughts that you have to come and go, refocusing on your breath.
As you breathe in imagine all the good will, love and caring thoughts of those who love you now, those from your past, whose love still surrounds you, all entering your body with the breath and relaxing you. Going to any stressful, tight places and releasing the tension as you breath out, sending the tension out with the breath. Breathing in and breathing out. Breathing in and breathing out. And then when you are ready come back into this space, opening your eyes, and still feeling the relaxation. This was obviously a very short mindfulness exercise, and very simple, but doing this kind of practice every day and increasing the amount of time can change your stress levels significantly, it can change your thinking and your ability to focus significantly.

Let's look at some additional ways to practice mindfulness.

SLIDE 26

April: Guided imagery is another tool that can help you to be mindful and reduce stress. It usually involves a narrator taking you through imagining a calming, comfortable scene in your mind and inserting positive messages to allow for and accompany the imagery. Here in this short video, Dr. Bella Ruth Naparstek, who is a behavioral health consultant with the Veteran's Administration, addresses the issue of PTSD in our veteran population and shares a simple description of guided imagery.

Bella: We get a lot of questions about guided imagery. So I'm just gonna address some of the things people ask us the most. So, guided imagery is the kind of deliberate, directed daydreaming. It's a form of meditation. It's also a form of hypnosis, but it's more specific, so those other terms are more umbrella-like. And it's a way of sending appealing messages to the whole being: mind, body, spirit. And in fact, the process of doing guided imagery kind of coheres mind, body and spirit and gets the whole person behind their intention to do whatever it is they want to do.

April: The use of affirmations is a third tool. Affirmations are positive messages or statements that can aid in cognitive strengthening and reframing which allows your mind to overcome negative thinking and to help you think differently in general. The research shows that repeated use of affirmations can calm your nerves, reduce stress and increase confidence especially in the workplace environment. They're designed for repeated listening. It's like exercise for your mind.

SLIDE 27

April: As we discussed earlier, creating good messaging can help you reset your thinking. As with any other tool, skill or new learning, you need to spend some time, tailor the words and the messages so that they speak to you personally.

Create good messaging when you have a free period of time, when you are not in rush or in a highly stressed situation. Using commercial language for your messaging would work to a certain extent, but the process is really much more effective when you personalize the messages.

So, think about when you might have a period of time to spend on this preparation.

Think about what thoughts you have that are bothersome or maybe harmful to you. A simple example is, "I can't do this. I'll never be able to reach this goal." Write down the bothersome thought. Ask yourself, "Is this true?" More than likely it's not. Think about how to counter the negative message. What do you want to tell yourself instead? For example, "I can reach this goal. I will reach this goal." If you are a realist, and think to yourself that you in fact may have difficulty reaching this goal, then create a different thought that will help you make it work.

For example, you might give yourself more time. "I can reach this goal in the next month." or "I can finish this project if I ask so and so to help with me with that section I'm unsure of." These are just examples. What thinking are you engaging in that you would like to reframe? How can you reset your thinking in a way that creates a positive outcome for you? Write down your harmful thoughts and then write a number of different thoughts that counter it. Chose the thoughts that you think will be most helpful and write them down on an index card. Carry it with you. Post it on your computer. Allow your mind to be exposed to the new thought as much as possible. Use the new thoughts in your mindfulness practice as well.

SLIDE 28

April: There are many different types of formal treatments that can help people who are experiencing severe distress symptoms and emotional illnesses. One very significant tool that research tells us can help people experiencing stress and distress more than anything else is social connectedness. That is, being with or connecting to people who understand and accept how you feel. Not people who tell you to get yourself together or get over it when you express difficulty dealing with a trauma or grief. It's important to engage with people, social events and activities that increase your coping and your confidence that you can manage stressful times. People and activities that support your efforts at building your own resilience, your ability to adapt to difficult or changing situations.

Engaging can mean many different things, this is especially so when we consider the ways that different age groups communicate, and we'll talk about that a bit more in the next slide.
Adaptive engaging is especially important in emergency healthcare settings where there is literally no room for putting others down or instilling fear, distress or despair. It's the responsibility of health and behavioral healthcare professionals to express hope, showing their best selves and treating patients, clients and family members with the same dignity and civility that you expect. Even in the face of imminent death, the need to instill integrity and calm must come from the staff regardless of how tired or distressed they may be feeling.

Adaptive engaging also means holding your integrity, your dignity and your civility, as well as avoiding toxicity and negative coping behaviors like substance abuse, anger, or violence. Of course we know that anger and violence are unacceptable, so if we find ourselves in situations that we know can impact us with feelings of anger, we need to use some cognitive reframing to change the situation into one that we can cope with in a more helpful way. It would be especially important to create some cognitive messaging and practice using them ahead of these situations so that when they occur in the midst of emergencies, you're prepared.

Healthcare workers also need to be highly aware of avoiding creating a negative environment for patients, clients and family members like judging people who misuse substances or homeless individuals.

SLIDE 29

April: We hear from patients and clients that they don't appreciate some of the comments that healthcare providers make in the midst of an emergency situation. As healthcare professionals, we should refrain from using comments that invalidate concerns, such as "don't worry about it" or "everything will be fine" when talking to patients and our colleagues. You can say other things to maintain an upbeat attitude and still appear authentic. Some examples are, "I'll do my best to help you. We can do this together."

Healthcare professionals also need to avoid imposing toxic positivity such as, "Just think positive thoughts" and "You'll get over this," or "Don't be negative" and the very guilt- inducing comment, "God doesn't give us more than we can handle," which implies there must be something wrong with us if we're not coping. Instead of these patronizing, unhelpful comments, we can teach patients and clients basic ways to cope with pain and distress.

SLIDE 30

April: Let's just go back for a minute and look at levels of engagement. How we connect with people can give us more or less supportive feelings and the research is clear that social engagement is one of the best ways to cope with stress. But just posting on your social media site once in a while may not give you all the good energy that you need.

In-person meetings, both one to one and group meetings, are the best way of engaging. This is because seeing and hearing someone in addition to feeling their presence are what can give us strength and support. We absorb each other's energy.

You can still get some good energy from seeing and hearing the other person who is providing support through video screens or the telephone, although the energy exchange is obviously not there. But at least facial expression might be on video screens and the tone of voice through the phone can help to convey support.

Hearing another's voice such can be supportive when the words are spoken, words that you need to hear. So it's limited in that you cannot see a soft, caring look or feel the energy of the person you're talking to, but if they're saying the right things even if it's just "I care about you" and "I'm here for you" that can be helpful.
Texting feels a little closer than email in connecting, and can demand your attention and works very quickly, but we know that texting, and the next modality emailing, really don't allow us to get the feeling behind the message. Thus, the reason that emojis are so popular. They allow a show of emotion with having to type a lot of words to describe the feeling. Still, it's a very limited way to engage.

Social media messaging is only slightly above social media posting because there really is such a distancing of feeling in each of these means and the research is actually quite mixed on whether these are helpful ways to connect or not.

SLIDE 31

Adaptive affective expression involves identifying and expressing emotions in healthy ways, rather than just exploding with automatic reactions or words that can be harmful to yourself or to others. Or doing just the opposite, which we tend to be very good at in our culture, which is to go into avoidance and denial. Many of us don't express our emotions because we are afraid of looking weak or losing control. There's also still the stigma in our culture that expressing emotion is a sign of mental illness. We may be concerned about repercussions at work if we state our discontent or complain about a difficult work environment. This may involve a reprimand, a change in roles or a demotion, or even being discharged from the job altogether. That's why it's so important to learn how to identify what's problematic and where the causes lies. And to be appropriately assertive in expressing concerns, that is to state distressing emotions without inappropriate blaming , displaced rage or unfounded accusations.

Adaptive affective expression also involves recognizing what we call prodromals, which are signs or those things that you start to think or do right before you become distressed or have difficulty controlling your emotions.

And finally, we all need to recognize that there are people, places and things, even timeframes like birthdays and anniversaries that will remind us of bad feelings or traumatic events, and these reminders can make us feel as badly as we did at the time of the actual event, even though the event may be over for a long time. Knowing that we experience prodromals and triggers, or reminders, can help us prepare and plan things that can help keep our expression of emotion under our conscious control.

SLIDE 32

April: A prodromal basically means early signs or symptoms of a problem to come. They are those things that you start to think or do before you become distressed or have difficulty controlling your emotions. They cannot be described specifically because they're different for everyone and they can be any thoughts or behavior.

I'll give you an interesting example. I had a patient, a young man with schizophrenia whose illness was generally stabilized with medication. But about every two years or so, he would have an episode of becoming quite psychotic and requiring hospitalization and significant changes in medication. The last time I saw him, his mother told me she knew he was decompensating and she was able to get him into a hospital before he had trouble at work. When I asked her how she knew, she said she finally recognized his prodromal behavioral, which was so unusual, that she had not been able to identify it before. She said that a couple of days before becoming unstable, he would lean down and touch the saddles in every doorway in the house as he passed through. He did it really quickly and easily, so it didn't seem problematic, but once she got that he was decompensating she recognized that he had gone through periods of this behavior before each of his previous hospitalizations.

That patient's illness is a serious one, but the concept of identifying your prodromals, those things that are signs that you're becoming very stressed is important. Some people describe becoming highly anxious, forgetful, unable to sleep. Others will report that they become really short tempered, impatient, or highly agitated over small issues or even over nothing at all. These are the most common signs of serious stress responses that require immediate attention.
Your close friends or family members might be able to tell you what behavior they recognize in you that warns them that you're really stressed and that they should probably avoid adding any more to your plate. You might want to ask them. Think about the last time you were highly stressed. This idea of thoughts and behaviors that you had right before you recognized that you were really stressed is important. This is a piece of information that can help you in mitigating your stress levels. Do you already know what your prodromals are? I've learned that I start yelling really loudly at my computer when I get really stressed. I only do it when no one is around, but originally, I had done it when my cat was in the room and he was so frightened that he would run and hide. That was what brought me to recognizing this as a prodromal. Again, think about your thoughts and reactions. Ask those who are close to you if they can help you identify some of those signs. It could help you avoid serious negative stress responses and prompt you to take the actions that you need to help yourself.

SLIDE 33

April: It's extremely difficult to address distressing thoughts and feelings when we don't know what they are. If you are the type of person whose go-to response to most things is anger, you are likely having affective expression problems. You don't even know how you really feel because anger just masks anything else, so you create difficulties in engaging with your coworkers, family members, and maybe even yourself because anger can also keep people at a distance.
A good tool to address expressive problems is that when you are having your usual, automatic reaction stop and listen to yourself. Staying with the anger example, which is a pretty common cover emotion, think about what other emotion or feeling is happening alongside the anger. Is it grief? This is possible if you had a recent loss. Is it fear? Covering fear with anger is another really common response. It's in our DNA to cover up our vulnerabilities, so this might very likely be a coexisting feeling. Use the thought stopping exercise that we learned earlier. Stop and think about how are you really feeling. Take a couple of breaths and try to put a name to your deep feeling. What's underlying the top or covering feeling? What's the other feeling that has real depth? If you can identify it, you might be able to then tie it to an experience that's associated with it and create some exercise that will move you through taking the power out of that experience.

SLIDE 34

April: Another part of affective expression is to recognize that we all get triggered. That is, we experience negative emotional reactions when we're reminded of a distressing or traumatic event in our lives. For many people, the trigger makes them feel as badly as they did at the time of the actual event, even if it's many years later.
A common trigger is the anniversary date of a distressing or traumatic event. It is usually the strongest at the first anniversary, but victims and survivors of traumatic events, and their family members and even responders report being triggered every anniversary timeframe in some events.

Seeing images of a traumatic event or hearing stories, someone describing the incident, can be a trigger setting off serious distress responses in those both directly and indirectly exposed. Indirectly generally being things like the radio or television news which happens very often in our current social climate.

For some people, triggers can be people and places associated with a highly stressful event. Many share that responding to or caring for patients and clients who experienced similar incidents are triggers for negative mental health responses. For those who have lost a loved one, especially under highly disturbing circumstances like a violent or painful death, their loved one's birthday can be a trigger for stress.

SLIDE 35

April: Here is a reminder of what can happen if we don't address the traumatic stress that we've encountered in our lives.

  • High levels of anxiety, or the need to be extra vigilant at all times.
  • Substance misuse.
  • Feeling angry, resentful, and engaging in conflict. This is a variable that's often associated with domestic violence.
  • Disturbing uncertainty about the future.
  • Prolonged mourning is another effect of unaddressed traumatic stress, as is the
    diminished ability to solve problems.

Many people report feeling isolated or hopeless, and dissociated from others.

You can experience physical health problems as a result of not dealing with traumatic stress, including high blood pressure and digestive issues which are common.

And you may find yourself making lifestyle changes that don't really match who you are as a person, deep down.

SLIDE 36

April: Remember: Reactions to stress are based on our perception of the situation. For example, when we see a car coming towards us and we think it's right in our path, and will hit us and we'll die, we may have a stress response. Even if the perception is false, these thoughts can cause us to have distressing responses. Our previous experiences may also cause us to be fearful of things for no reason. Something that happens may remind us of a previous trauma and thus we'll have those negative responses. Fearful thoughts, cause negative emotions, so it follows that we can control those responses cognitively, that is by changing our thinking. The tools in this webinar will help you to manage your stress in your everyday life, your work activities, and during emergencies as well as non-disaster times.

SLIDE 37

April: There are many resources that can inform you further about acute stress, posttraumatic stress, compassion fatigue and secondary traumatic stress, they can increase your knowledge and understanding about how these disorders occur and more in-depth means to counter their negative effects. ASPR TRACIE has a wealth of resources on these issues as well as planning, preparedness and response activities for healthcare providers addressing disasters, disease outbreaks, biohazards and more. For those of you who are researchers, the National Center for Post Traumatic Stress Disorder's website will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects. These materials are free with Pilots registration.

SLIDE 38

April: Thank you for joining this ASPR TRACIE sponsored webinar.

Descriptive Text for Slide 38:
Contact ASPR TRACIE for additional information:
ASPRtracie.hhs.gov
1-844-5-TRACIE (844-587-2243)
askasprtracie@hhs.gov

Voiceover: Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

ASPR TRACIE: Module 3C - Preparing for the Worst, Responding at Your Best, and Continuing On

ASPR TRACIE: Module 3C - Preparing for the Worst, Responding at Your Best, and Continuing On

Alternative Text for Time-Based Media

The following is a text alternative description for Preparing for the Worst, Responding at Your Best, and Continuing On video.

[The video begins with the HHS logo appearing with the caption 'ASPR Saving lives, Protecting Americans']

SLIDE 1

Narrator: Welcome to "Preparing for the Worst, Responding at Your Best, and Continuing On." This webinar is part of a series of modules sponsored by the U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response, ASPR's Technical Resources, Assistance Center, and Information Exchange, or TRACIE.

ASPR TRACIE works closely with healthcare facilities, coalitions, ASPR Recovery staff, and HPP partners across the country and has repeatedly heard from disaster affected communities that disaster behavioral health recovery has been challenging for the healthcare providers involved in recent natural disasters and no-notice events.

Each of the modules we've developed includes a micro-learning module and a longer webinar.

The three topics are:

  1. Addressing Compassion Fatigue and Behavioral Health Needs for Healthcare Providers
  2. Organizational Behavioral Health and Wellness for Executive Level Healthcare Facility Staff, and
  3. Healthcare Provider Cognitive Strengthening Preparedness Program

SLIDE 2

Descriptive Text: ASPR TRACIE was developed as a healthcare emergency preparedness information gateway to address the need for the following:

  • Enhanced technical assistance
  • A comprehensive, one-stop, national knowledge center for healthcare system preparedness
  • Multiple ways to efficiently share and receive information between various entities, including peer-to-peer
  • A way to leverage and better integrate support (serving as a force multiplier)

Narrator: ASPR TRACIE launched on September 30th, 2015. The development and functionality of ASPR TRACIE are collaborative, involving multiple HHS Operating Divisions and other federal government departments and agencies; local, state, and regional government agencies; national associations; nonprofit organizations; and private sector partners.

TRACIE is comprised of three domains: Technical Resources, which houses our Resource Library and subject matter expert-reviewed Topic Collections, the Assistance Center, where users can receive personalized support and responses to requests for information and technical assistance, and the Information Exchange, an area for password-protected discussion among vetted users in near real-time.

ASPR TRACIE has also developed several resources specific to disaster behavioral health; these are housed in our Select Disaster Behavioral Health Resources page.

Now, I'll turn it over to Dr. April Naturale, who developed and will lead all of these modules.

SLIDE 3

April: Hi and thank you for joining us today. My name is Dr. April Naturale and I am a traumatic stress specialist who provides disaster and emergency preparedness and response consultation to responders and community members.

Today, I'll be discussing how you can prepare for the worst, respond at your best, and continue on after a disaster or traumatic incident.

After the webinar, you will be able to identify the three types of automatic reactions to high stress and life threatening events; identify at least two skills needed to prepare for working in a mass casualty or infectious disease response; and describe three actions you can engage in to reduce response stress like an adrenaline rush and to return to normal functioning.

The first part of this webinar will focus on incidents of mass violence.

SLIDE 4

April: We know that emergency medical staff and other behavioral healthcare practitioners are first responders who are called upon to save lives and provide crisis intervention in the aftermath of mass violence incidents. These include shootings, bombings, and other crimes with multiple injuries and fatalities.

SLIDE 5

April: The Congressional Research Service defines mass shooting as ''Incidents where more than four people are killed with a firearm during one event," and "in one or more locations in close proximity." While the definitions and case counts vary slightly, these incidents have been and continue to be on the rise in the U.S.

What is as important is that the weapons and ammunition being used in these incidents can inflict higher numbers and more serious injuries. This was very clear in the Las Vegas Route 91 Harvest Festival Shooting in October of 2017, the Department of Justice recorded approximately 600 injuries in addition to the 58 deaths.

SLIDE 6

April: The need to attend to a high number of victims at one time by a wide variety of medical and behavioral healthcare responders, practitioners, and other staff from the closest treatment facilities creates tremendous pressure and a sense of responsibility for the lives of the victims. We often forget just how many people contribute to a successful response, from dispatch to discharge.

Descriptive Text: Responders to Mass Violence Incidents include:

  • Dispatch
  • Law Enforcement
  • Fire/EMS
  • Emergency department staff
  • OR, Critical care, and other hospital staff
    • Radiology
    • Emergency Management
    • Environmental services
    • Pharmacies
    • Blood Banks
    • Housekeeping
    • Surgery
    • Anesthesia
    • Security
    • Admin.

SLIDE 7

April: Consider this, when a 19 year old former student from Parkland opened fire with an AR 15 style rifle, the only armed person at the scene - a 56 year old school resource officer - did absolutely nothing to mitigate the carnage, that's what prosecutors reported. There was no time to save the 11 people murdered on the ground floor, but authorities say that killings on the third floor were preventable. Instead, the resource officer retreated from the gunfire and hid for 48 minutes. Another officer, who hid behind his car when he arrived on the scene, was fired from his job, but not charged with any crime. One of the victim's mothers said that her son would be alive today if the resource officer had taken action. She called him a coward.

We don't know whether the resource officer felt unprepared to take action against the school shooter or if his freeze instinct kicked in and he was unable to move himself out of it. Maybe he did not know what stopped him either. But the reference to being a coward may not be accurate. It may have been an inability to move out of the limbic or instinctual brain's fear response and into the thinking brain that would have allowed him to determine a course of action.

This webinar will address ways to help yourself move out of an instinctual response and into the thinking brain again, so you can act as you need to in order to do your job well.

Let's look at these instinctual responses so we can understand what happens, know what to expect and learn how to change our reactions when the initial responses are not helpful.

SLIDE 8

April: In the previous webinars in this series, we have talked about how in a life threatening or severely stressful situation, the doing part of the brain takes over from the thinking part. That is, instinct, and specifically your instinct to live, to survive, kicks in. Human beings, like any animal, are able to do just about anything to protect themselves or those they love. Maybe you've heard of the acute stress response syndrome, that is the fight, flee, or freeze responses that humans experience when faced with a serious threat to themselves or those they love.
Each of us responds in one of these ways. The problem is, we don't know how we will respond and our responses can change each time we're faced with the threat or fear of traumatic stress. As a result, we have to prepare for each of these responses because as emergency medical and behavioral healthcare staff, none of these instinctual responses, fighting, running, or freezing, is likely to be the entirety of the response that we need in order to effectively do our jobs.

SLIDE 9

April: It is important to remember that there are some good aspects to the stress response. This is seen in the fight response, the most common being that most people will automatically put up their hands to defend themselves or push or punch someone back if they're physically being attacking. This is self defense and usually a good thing in terms of protecting oneself.

Fighting is not an uncommon response in victims who are in shock or fear and pain. They often don't know what's happening and may be going in and out of consciousness, thus awakening during treatment, potentially creating surprise and a fight response to medical caregivers, something very important for treatment providers to be aware of and prepared for in working in emergency and trauma response situations. If you see patients or clients arguing and getting into verbal altercations with you or your coworkers, it's likely a fear response and the person needs emotional support.

It's possible that emergency care staff will be very tense from a terribly busy shift, holding themselves tightly, clenching their jaw, and maybe even pushing back on patients or clients who hit and being more aggressive in restraining or intervening activities than is necessary. It's just as important to recognize this stress in yourselves and your coworkers as health and behavioral health providers, so that you can actually respond in a way that calms patients and clients, and so that you can support each other.

SLIDE 10

April: Fleeing, or running out of the way of danger is a good thing when the circumstances occur, like a car coming at you, or a fire breaking out or a shooter in your environment. Running to safety is self protective.

First responders actually practice running into danger in their drills. For example, firefighters learn to suppress their instinct to run away, and instead are taught when and where they can try and make their way into a burning area to rescue people or to bring the necessary equipment to extinguish the fire.

Some staff who are unprepared for a situation where they may need to respond to a life threatening or emergency event may leave the scene as part of a flee response, not even having a destination, but finding themselves wandering. Others may try to find a valid excuse to flee, convincing themselves they're needed elsewhere or they have to go to get supplies, unaware that they are actually fleeing. They might remain in denial about the need to return and become distracted with other activity, or they might suddenly become aware that they are unable to reenter the emergency environment, actually moving from fleeing into a freeze response.

SLIDE 11

April: In the freeze response, the brain has decided correctly or not, that staying exactly where you are and not moving at all if possible, is the safest thing to do to stay alive. Many people describe holding their breath or feeling frozen or stiff. Some people experience this when in the presence of law enforcement or other armed forces, they're afraid to move. The freeze response has kicked in.

And again, even if there is no real threat, our own thoughts can create the perception of threat and thus initiate the freeze response.

Overall, there is no empirical evidence that can tell us who will experience a freeze, fight, or flight response other than that freezing is more associated with a sense of panic and anxiety to an event.
It's important to know that this is a possible response, and next I'll share some ways that you as an emergency medical or behavioral health provider might prepare for and decrease a freeze or other unhelpful instinctual response and move you into thinking in a way that allows you to do your job.

SLIDE 12

April: The next thing we are going to cover is the three phases of responding to traumatic stress and identify what skills we need to learn by phase to be able to respond most effectively.

  • Phase 1 is the Pre-Event or Learning Phase. Here we look at how to increase our self awareness and proactive skills. We ask the question, "What do I need to know in order to learn how to better respond? What skills will help me?"
  • Phase 2 is the Action Phase. This is the time when you need to move, to think and react, to take action that will help others. This involves recognizing which of the three reactions that we already discussed, fight, flee, or freeze, you are experiencing and then implementing the skills you've learned to maximize your helpful response. Here you need to identify and acknowledge your immediate, unconscious reactions. Then learn to shift the reaction to the most useful responses needed to functioning. This is done by shifting your thinking.
  • In Phase 3, the emergency is over and the work is done. Your body's still reeling, so you need to determine what you need to do to come down from the adrenaline rush, the overload of stress hormones that your body no longer needs at that time and get back to feeling and acting normally.

I'll discuss the first two phases, and then take us through two scenarios next so you can see how they apply. Then, I'll share how to manage Phase 3.

SLIDE 13

April: As we've stated in the early webinars that make up this series, checking in with yourself on a regular basis is extremely helpful. Remind yourself that you have to do the training you need to care for a surge of patients and clients. There are safety systems in place designed to protect you and your patients and clients. And you have a team of skilled colleagues working with you. Practicing the use of the tools and techniques highlighted in the earlier webinars in this series, you can be more mentally prepared to work in a high-stress environment like a mass casualty incident or public health emergency. We'll talk about this more next.

SLIDE 14

April: Phase 1 is the Pre-Event or Learning Phase. Here we look at how to increase our self awareness and proactive skills to enable us to respond as well as possible in an emergency or a disaster. We try to figure out what we as individuals need to know in general and specifically about ourselves to maximize our useful responses. Here we determine what skills can help.

First, I'll talk about variables that can influence your reaction to a situation. Then I'll show you two pre-event training techniques: grounding and a breathing exercise. Grounding can help bring someone's thinking back into the immediate environment and get them to focus on the here and now. Breathing can also help to get the thinking brain working again, and we will look at a simple breathing technique that is quick to learn and easy to remember.

SLIDE 15

April: So let's look at what we need to know as part of our pre-event learning.

There are three types of influential variables that can affect your stress response. The first is situational.
In large scale incidents and public health emergencies with a significant number of deaths, exposure to gruesome injuries or illness may evoke a range of feelings in healthcare and emergency response staff. Burns over a large percentage of the body, bullets ripping through large areas of soft tissue, dismemberment, extreme loss of bodily fluids, blood, bodies exposed to water and extreme temperatures can make you feel vulnerable, worried for your loved ones, powerless, and even ineffective and overwhelmed by the work.
Of course, knowing the number and type of patients or clients, and the severity of illness or injuries as soon as possible will help the response. Why? Because there are things you can do to prepare when you have an idea of the numbers and types of injuries, such as locating additional beds and equipment, and identifying the types of medical specialists and extra numbers of staff who will need to be called in. You can also prepare yourself and your staff for large numbers of pediatric patients, or patients that are well known to providers, such as first responders or even coworkers. Treating these types of patients and clients is often mentioned as one of the more challenging situations by all types of responders. Being prepared as much as possible is vital to controlling stress responses.
When you ask the right questions and start getting answers, your thinking brain starts working and you focus on the priority activities. If you get information that you will have six severely injured patients and you know you have at least five available emergency room beds and three on call staff, it's likely you will be less afraid that you cannot handle the situation and you will respond more calmly, allowing for good judgment and therefore good decision making.

Know that this is some of the most important information to have and to share with the staff who are responding so that all can function at their best.

SLIDE 16

April: Like psychological trauma, moral injury is a construct that describes extreme and unprecedented life experiences including the harmful aftermath of exposure to such events. Events are considered morally injurious if they transgress deeply held moral beliefs and expectations. Thus, the key precondition for moral injury is an act of transgression, which shatters moral and ethical expectations usually rooted in religious or spiritual beliefs, or culture-based, organizational, and group-based rules about concerns such as equity and fairness, the value of life, and religious traditions or cultural morals.

These can occur in mass casualty incidents and public health emergencies potentially creating extremely challenging working conditions and equally challenging, awful painful decision making processes.

Examples of moral injuries may involve:

  • Contradictory priorities that cause harm to one patient over another.
  • Unintentional errors.
  • Acts that you or one of your peers or leaders commit that is perceived as egregious.
  • And as we mentioned earlier, difficult decisions, especially those that have no clear determination factors.

For example, how do you handle giving one child a vent making that equipment unavailable to another who is also in need and explaining why you're choosing to do so to the parents?
Or when triaging mass violence patients, how do you know when to administer pain meds to someone you think is dying, although in a normal situation, you'd take more measures to save them? Versus knowing when to treat someone whose chance at survival is minimal, when you are working in a very chaotic non-traditional environment.

SLIDE 17

April: Moral injuries can result in staff feeling:

  • Shame, which is described as a feeling of being unworthy,
  • and additionally feeling guilt, which is feeling a sense of responsibility or remorse for some behavior.

Shame and guilt are generally combined and some form of the most common responses to traumatic stress in health and behavioral healthcare providers who work in emergency and disaster environments.
Moral injury can also cause isolation, as workers feel they are alone in their transgressions and that no one will understand them or their behaviors. This can lead to long lasting emotional distress, that is, chronic problems that build and can often lead to additional concerns like substance misuse and relationship problems and when combined with depression and hopelessness, create a risk for suicidal behavior.

It's important to note too, that it's not unusual for moral injury to come at a much later timeframe after an incident has occurred, causing delayed emotional distress that the healthcare staff then have a difficult time connecting to a particular event. This can impair their ability to understand and then determine how to resolve their feelings.

SLIDE 18

Descriptive Text for Slide 18: Additional influential personal variables include additional common fear responses and a lack of personal trauma treatment.

April: The second type of variables that can influence our stress responses is personal.
We talked about the fight, flee and freeze responses, but there are many more specific signs of emotional distress that we might experience while functioning. We may not fight or flee or freeze at all, and in fact, we may begin doing our job immediately and well.

But we don't feel well inside, thus we struggle through the work with all kinds of symptoms like nausea, headache, shaking, which is usually just adrenaline trying to move itself out of the body, rapid heartbeat, sweating, teariness or crying, feeling angry, exhaustion - having nothing to do with lack of sleep, forgetfulness or mild confusion, all are examples. Knowing that these are pretty common reactions to exposure to the victims of trauma can help reduce concerns that you might be developing a mental illness or that there is something else seriously wrong with you. This type of fear and stigma around having a mental illness is as strong in the health and behavioral healthcare professions as it is in the general population.

And as you probably already know, if you have experienced trauma in your own life previous to exposure to the current event, you may re-experience some of the same symptoms that you had at the time of that event. This may be especially true if you've never addressed your emotional response to these prior traumatic events. Current naturally occurring life events such as the recent death of a loved one, a divorce, changing careers or a significant decrease in your socioeconomic status can also negatively influence your responses.

SLIDE 19

April: The research is very clear that professional variables, including emergency and disaster responses drills, tabletop and field exercises, and engaging with partners in community wide drills are highly effective in helping us prepare emotionally for what to expect and how to keep functioning well as responders.

Staff with the least amount of knowledge and skills tend to be at higher risk for having negative emotional responses during an emergency that can inhibit their helpful actions. Thus, those who are less educated and staff who lack emergency training should always be paired and monitored by senior and supervisory staff.

Those with field experience - having worked in a community-wide emergency - tend to perform better with less negative emotional reactions than those who have only theoretical knowledge or no experience with an actual event, which just makes sense. Again, in circumstances where staff have no field experience, joining with those who have worked in the field can increase the effective functioning of those teams.

SLIDE 20

April: Now you how situational, personal, and professional variables can influence our reactions, I'm going to show you two short exercises that you can learn to use now and in emergency situations to help keep you present and as calm as possible.

Grounding is one that can help you to stabilize yourself and focus on the immediate environment, your own reactions and senses, and your body movement. Learning this before a disaster or other high stress situations can help you respond more effectively.

SLIDE 21

April: This grounding exercise calls for you to take several slow breaths. Start with that. Breathing in and breathing out. Breathing in and breathing out.

Next, identify and name three non-distressing things you see in the immediate space where you are, simple things like a chair or a car.

Breathe again slowly, in and out. Then name three non-distressing sounds you can hear, again focus on your immediate environment. If you are inside, maybe it's the sound of a clock or the hum of an air conditioner. If you're outside, try to listen for sounds of nature like the rustle of trees or birds singing.

Breathe again slowly, in and out, and now name three non-distressing things that you can feel. Is it the ground under your feet or the chair against your thighs? Maybe even stamp your feet to the floor or open and close your hands around the arm of the chair to connect or ground you to your physical environment.

Breathe in and notice that you are more grounded and present in your environment. Say to yourself, I am right here in this space. I am grounded.

SLIDE 22

April: Breathing techniques can also help to reduce negative stress and fear responses and get the thinking brain working again. I like to teach box breathing or the 4x4x4x4 model, it's the same thing, because, in addition to working really well, it's also really easy to remember.

Breathe in to the count of four. Hold that breath to the count of four. Release the breath to the count of four. And then count to four before beginning again. It creates a box, the box breathing model. Repeat the box breathing three to five times at a clip, or more if you need it,
and do it as often throughout the day as you feel you need to. Remember, the box breathing method.

The truth is it doesn't matter what model you use, learn a model for breathing and use it. Do so on a regular basis.

SLIDE 23

April: We've covered pre-learning in Phase 1. Phase 2 is the Action Phase. This is the time when you need to move, to think and react, to take action that will help others. This involves recognizing which of the three instinctual reactions you are experiencing and then implementing the skills you have learned to maximize your helpful response. Here you need to identify and acknowledge your immediate, unconscious reactions. And then learn how to shift the reaction to the most useful responses needed to function.

The first step in moving out of the reaction or instinctive state, the fight, flight or freeze reactions, is to recognize it. Are you standing still and having a hard time moving your feet? Did you already run or are you looking for someplace to move to, trying to get away from the environment? Are you holding yourself tightly, clenching your fists, yelling at other staff or feeling angry?

After recognizing your reactions, conduct some grounding exercises to help decrease the reaction. Look at the wall and name what you see. Do you see a clock, a picture, a window? State what you see to yourself. Then name three things you can hear, state them to yourself.
Open and close your mouth to make sure your jaw is not tight. Open and close your hands to make sure your fists are not clenched.

Instruct yourself to breathe, this will get the thinking brain working at thinking again. After a few deep breaths, then begin to move in the direction you need to go. Begin to follow the protocols and procedures that you have learned to ready yourself for incoming patients, clients and their family members. Remember too, to speak to colleagues near you, check-in and see if they're ok.

Next, we'll take you through two scenarios so we can apply what we've learned so far.

SLIDE 24

April: You work in a hospital and your shift is coming to an end. It's been a busy but fairly quiet night, and you're looking forward to going home and getting some rest. You finish working with your last patient, when one of your colleagues approaches you and says they overheard chatter on the radio about a potential mass casualty incident.

Then the call comes in, someone opened fire at the music festival in town. Your hospital is the closest to the event, and within 15 minutes, patients in their late teens and early 20s start showing up. They're being dropped off by friends, Uber drivers, and police, only a few have been triaged by EMS.
The extent of the wounds is shocking. Blood is everywhere, making triage a challenge. It's hard to determine who's injured, who's more seriously hurt than another versus who's accompanied a patient and is highly emotionally distressed, but not physically injured.

You see a young woman brought in with a gunshot wound, she was shot in the chest and has a large exit wound. But you're being called to take care of several cases with a similar description simultaneously, suddenly there are several patients who are seriously injured and many others are covered in blood.
You begin to feel your heart rate increase and a panicked feeling starts to grip your throat, stopping you from being able to speak. You realize your coworker is speaking to you, but her voice sounds muffled. What's happening to you?

SLIDE 26

April: In preparing for mass violence incidents, it's of critical importance that you understand your potential reactions to the emergency. Rapid heartbeat, sweating, shallow, rapid breathing, and diminished senses may all be fear responses that can be managed by controlling your thinking.
The first step in doing this is to identify the first thought you had in the scenario when patients began arriving, bloodied and with serious injuries. Was it "Oh, no, we're not prepared for this." Or "We don't have enough staff to handle this." Or "I can't handle this." Once you identify the thoughts that are distressing you, acknowledge just that. "These thoughts are causing me to feel worse. I need to get a handle on this and control my thinking and my responses."

As part of your preparedness, think about what messaging you need to tell yourself to get your emotional reactions to settle back to normal. If you are someone who feels out of control, do you need to tell yourself, "I can take control of this. I know what to do and I am well prepared to do what's needed." I'm using suggested messaging, but you need to take the time to think about what messaging you would create for yourself that will counter the negative thoughts that you may have in response to an event. Remember too, always take the time to focus on your breathing and make sure you're taking in deep breaths and then as importantly, exhaling fully. This will control and slow your rapid heart rate and allow a better oxygen flow through the brain, that will allow you to begin thinking more clearly. This is why we encourage you to practice this before an emergency occurs.

Then determine what you need to know to continue your job. Are you assessing patients and need the status report from the EMS staff? Do you need to hold staff over until the next shift arrives? Identify each of your next action steps. Write them down if your list is more than three things and keep tracking them as needed.

SLIDE 27

April: Let's switch gears and think about a different type of situation. You have been called, in your position as a public health officer trained as a nurse, to help treat a number of pediatric and adult patients reporting feeling ill, all with similar symptoms at a local hospital in your region. There has been talk in the international healthcare community of a new strain of flu circulating, one that has a high fatality rate, that is accompanied by high fever, severe vomiting and diarrhea, and for which there is no known vaccine.

You are well aware of the transmission risks and the need to wear protective equipment as you expect to be engaging directly with the identified patients.

SLIDE 28

April: Fear and anxiety are the most commonly reported reactions to working with a patient who is suspected of or who is actually diagnosed with a highly infectious disease. This increases when the disease is relatively unknown.

Healthcare providers who have been in this situation note an initial fear of acquiring the illness and dying, basically the worst case scenario.

These reactions can cause a fear response with the type of symptoms that make the work even more difficult. For example, fear will increase your heart rate, which causes rapid breathing, which will heat up your mask and respirator and make you feel hot and sweaty and uncomfortable. Fogging up the mask makes it difficult to see, which makes you feel more fearful and you may experience claustrophobia, it becomes a circle. Additionally, some staff complain about shaking, which is often caused by an increase in adrenaline as a part of the fear response. This too, can make the work more difficult and can make staff members feel less competent, less able do their job properly.

Anxiety can cause you to have obsessive thoughts about getting infected, ripping your suit, or making a medical mistake because you cannot rely on feeling your fingers well, these are just examples. Obsessive thinking can cause us to question our decisions and overall, we can feel less competent. This affects our judgment and again, our confidence in our decision making. Another circular problem.

SLIDE 29

April: Since we now know that being prepared helps us to mitigate fear and anxiety responses, let's go back to our preparedness list and add the specifics for an infectious disease scenario.

First, have you been fitted for your personal protective equipment? If not, that is something you should schedule as soon as possible. Some professionals put off their fittings numerous times thinking it's not an urgent issue, but it is important to get fitted in a non-emergency time period. So, do it. Get a sense of what it feels like to have to work continuously in a mask and respirator, gloves and a gown. An apron may also be needed if the patient is actively emitting bodily fluids. Working like this is awkward at its best.

Healthcare professionals who have to work in protective equipment report feeling that the equipment is restrictive, hot and uncomfortable and these sensations alone can cause you to feel less competent.

Additionally, many staff indicate that their anxiety increases, often with worry about any broken skin areas that they have and fear that the equipment will fail in some way, be ripped during treatment or penetrated by bodily fluids.

Anxiety can increase your heart rate and then your breathing, making it become even more rapid, and creating more heat and more discomfort.
One of the most important things for you to be able to do is to control your thoughts, which in turn will control your fear and your anxiety responses. Identify what thoughts you're having. Is it, "I'm not going to be able to do this" or "I'm going to get sick and die." Identify your fearful thoughts and then develop another message to directly counter those thoughts. For example, in response to I'm not going to be able to do this, try:

  • I am well prepared to do this work. I know how to do this.
  • I know I have the skills to do this. I just need to focus on that.
  • I'm competent. I know I can do this.

And to control your fear try messaging like:

  • I can control my breathing. Use the box breathing model, in for the count of four, hold it for four, release to the count of four, and wait to the count of four. I will slow my breathing and calm myself.
  • I know what I need to do and I will just do the best I can. I have all my equipment on and it will protect me.

Also, I can only control what I'm doing right here and now.

  • I'm following the rules and it will be ok.
  • I have done what I need to protect myself. Now I just need to do my job.

Repeat this messaging over and over as long as you need to and go back to it if your symptoms arise again.

If you are highly distressed, ground yourself. Name three things you can see, three things you can hear. Name your coworkers in the room with you. Feel the ground beneath your feet. Open and close your hands. Open and close your eyes. Repeat these things as you need to.
These are some examples of ways to calm yourself. In preparation for the work, consider using your own words, your own messaging that you can call on when you need to. Write the messaging down on an index card, keep it in your desk, near your computer, in your wallet or your purse. Look at it on occasion to keep the messaging fresh in your mind and pull it out before working in an emergency, a disaster or other stressful situations.

SLIDE 30

April: So, congratulations, you made it through Phase 2. Phase 3 is about what happens after the emergency is over and the work is done. Your body is still reeling, and there are things you need to do to come down from the adrenaline rush and get back to normal.

Knowing what to expect, becoming informed as you are doing this through this webinar, can decrease anxiety significantly, especially for educated health and behavioral healthcare professionals who function well on a cognitive level. This is referred to as psychoeducation, knowing what kinds of reactions you may experience and recognizing that most of them are common and expected, will dissipate on their own with good coping and good social support.

Operational debriefings can also help you return to normal. Meeting with others to discuss how the operations were carried out, what went well, what could be improved, and what lessons were learned can allow staff to put the incident aside and not obsess about it.

While the field used to conduct emotional debriefings, we have shifted the model to informational and resilience focused meetings. These include a review of what to expect in terms of common stress reactions, compassion fatigue and secondary traumatic stress, and teaching effective coping and resilience building. Behavioral health staff can also offer individual crisis support meetings for some of the most highly exposed staff who express wanting it. And all staff should have additional options of accessing their employee assistance program or accepting referrals to traumatic stress specialists if they wish, regardless of whether or not they have symptoms that bother them.

Being with and talking to others who are peers, who've had similar experiences, who understand and accept how you feel is one of the most helpful ways to decompress and destress from emergencies and traumatic events. You don't even need to be talking about the event, but rather being present with each other, supporting whatever mood you're in, sharing a meal, walking, working out, and basically making sure that you are not isolated.

And the research is also very clear that body movement is effective in moving toxic stress hormones out of your system. It doesn't have to be heavy duty exercise, in fact, lifting heavy weights should be avoided in the early days while there is still a lot of adrenaline in your system. But walking, stretching, and simply deep breathing numerous times over several times each day is very effective.
And of course, adequate rest, healthy nutrition and relaxing leisure exercises should be built in to every day after an emergency or traumatic event response: read a book, watch a good movie, and get sufficient sleep.

Practice the cognitive messaging skills that we learned earlier and do them at any time when distress symptoms emerge, seek out short term professional treatment if any distress symptoms bother you.

SLIDE 31

April: If you have followed along with and participated in all of these webinars, you know there's a range of common stress reactions to emergencies and traumatic experiences. Many health and behavioral healthcare staff report sleep problems and fatigue, or having problems regulating emotions. Some may engage in risky behavior, and others may experience headaches or gastrointestinal issues.

It's important to remember that emergency and disaster health and behavioral healthcare providers, even the same provider types from the same kinds of settings, who are exposed to the exact same situations can have very different perceptions about and reactions to these traumatic events. Different staff members may focus on very different things, often with very different results.

In some cases, depending on the type of negative mental health effects, some providers can experience compassion fatigue, secondary traumatic stress, vicarious traumatization, burnout, or even more seriously posttraumatic stress disorder.
In Module 1 of this series, you can learn more about the terms I just listed, including definitions and symptoms. In Module 3, we give you tools for recognizing your cues and managing your negative reactions to stress. Take advantage of these resources that ASPR TRACIE offers, especially for those in the health and behavioral healthcare settings.

SLIDE 32

April: There are many resources that can inform you further about acute stress, posttraumatic stress, secondary traumatic stress and compassion fatigue. ASPR TRACIE and SAMHSA DTAC have Educational Fact Sheets, webinars and podcasts that are free and accessible online. Some are for survivors, other are for helpers, some are for parents and other caregivers, check them out.

And for those of you who are interested in the research, the National Center for Posttraumatic Stress Disorder's website will bring you to the Pilots database which is the most comprehensive collection of literature on these subjects. These articles are also free and downloadable once you register

SLIDE 33

April: Thank you for attending this webinar sponsored by ASPR TRACIE. We hope it was an informative one and useful, and that you can use this material to help improve your sense of well being, in addition to improving your confidence in your ability to continue the work that you do in this most important profession. Our wish for you is to remember your own good will and your heart, so that you can continue to take care of your patients, your clients and yourself in the best ways possible. And we encourage you to access the rest of the videos in this series.

Descriptive Text: Contact ASPR TRACIE for additional information:
ASPRtracie.hhs.gov
1-844-5-TRACIE (844-587-2243)
askasprtracie@hhs.gov

Voiceover: Produced using taxpayer funding by the U.S. Department of Health and Human Services.

[The video ends.]

ASPR TRACIE: Cybersecurity and Healthcare Facilities

ASPR TRACIE: Cybersecurity and Healthcare Facilities

Alternative Text for Time-Based Media

The following is a text alternative description for Cybersecurity and Healthcare Facilities

[The video begins with music and a title slide that includes the ASPR and TRACIE logos.]
[MUSIC]

Narrator: Welcome to "Cybersecurity and Healthcare Facilities," brought to you by the Office of the Assistant Secretary for Preparedness and Response, or ASPR. ASPR recently developed the Technical Resources, Assistance Center, and Information Exchange (or TRACIE) to meet the information and technical assistance needs of healthcare professionals, emergency managers, and others working in disaster medicine, healthcare system preparedness, and public health emergency preparedness. Cybersecurity is a critical issue facing the ASPR TRACIE audience. In this program, a distinguished panel of experts describe lessons learned from recent experiences, planning considerations, and steps the federal government is taking to address cybersecurity and cyber hygiene.

Descriptive Text:John Hick, M.D., ASPR TRACIE Lead Editor (Detailed to the HHS ASPR), Emergency Physician and Deputy Chief EMS Medical Director at the Hennepin County Medical Center introduces himself and welcomes viewers to the ASPR TRACIE session on cyberterrorism and healthcare while clippings of news article headlines on cyber attacks in healthcare are shown:

  • Hollywood Hospital "Victim of Cyber Attack"

  • Multiple Hospitals Hit In Ransomware Attack Wave

  • FBI Investigating Cyber Attack at MedStar Health.

Dr. Hick continues with an introduction of today's panelists, who are:

  • Beth Musumeci, Senior Vice President for Commercial Cybersecurity, ICF International
  • Craig DeAtlye, Director, Institute for Public Health Emergency Readiness, MedStar Washington Hospital Center
  • Steve Curren, Director, HHS ASPR, Office of Emergency Management

John: I'm John Hick, and welcome to this ASPR TRACIE session on cyberterrorism and healthcare. Recently, cyberattacks on healthcare facilities have caused facilities such as the Hollywood, California, hospital to pay many thousands of dollars in ransom to allow their electronic health records and other systems to be accessed. Many other hospitals have experienced attempted attacks.

So with that in mind, I want to introduce today's panel to you. We have Beth Musumeci, Senior Vice President for Commercial Cybersecurity with ICF International. Craig DeAtley joins us from MedStar Washington Hospital Center, where he is the director of the Institute of Public Health Emergency Readiness, and Steve Curren is our Director of the Division of Resilience for the Office of Emergency Management at HHS ASPR.

So, a very distinguished panel, and we're looking forward to hearing some thoughts. We'll actually start with you, Craig since, unfortunately, MedStar was a recent victim of a cyberattack, and I think a lot of hospitals, you know, tend to think that IT has pretty much got, you know, those areas covered, but in reality when an electronic health record or other systems go down, it can have pretty catastrophic consequences for the hospital.

Can you walk us through a little bit in the aftermath? You know, what were the effects on your hospital system, and, you know, what did you as an emergency manager need to do and think about?
Craig: Sure. Well, as you can imagine, it was quite the education. It was a Sunday night into a Monday morning when one of our three offsite locations which host our more than 370 software programs that service all of MedStar Health began to show signs of a problem.

Per protocol that is annually refreshed – annually rehearsed, I should say, and updated as needed – there was a MedStar Health mid-level director who was notified, and the preliminary report was given to him. He provided some initial direction to try this. That was followed up on. The situation was assessed to be getting worse. And so he made the brave but per-the-protocol decision to shut every aspect of MedStar Health's electronic medical record systems off.

So we found ourselves as a healthcare system now without the daily computer-based program software that drives everything from patient care to our biomedical surveillance to our ordering equipment and supplies, just to name some of the systems that were impacted. To say that this was a dynamic lesson learned is an understatement. Unlike the traditional plane crash or train wreck or even pan flu, the implications of this were far different than what we've typically experienced.

Some of the takeaways – and I stress some, not all – of the takeaways are something as simple as, every healthcare system or hospital, depending upon where you are, needs to understand it will happen sooner or later to them. Take it for granted and plan accordingly. But one of the things that we learned was that there's a difference in what you need to do and what you need to understand is happening.

When it's simply someone shutting you out of getting into your own record system as opposed to someone who has somehow managed to find their way into the system and get access to such things as patient record or personnel records – both are equally serious. Both need to be planned for on an equally important basis as well.

Another lesson that was reinforced to us was what we had suspected but certainly reinforced still further is that this is, in many ways, like a train wreck or a plane crash in that you need to have an incident command system. You need to have dynamic leadership, and you need to get it going early and in a sustained fashion.

But it can't simply be the individuals in charge saying, well, let's pull out this downtime procedure for this and that downtime procedure for that, that – yeah, we had downtime procedures for every one of those software programs, but this situation highlighted that you need to have a comprehensive approach to make sure that those other issues besides what do I do to solve this particular software issue, is being addressed.

Things like ordering equipment and supplies, things like the messaging that we give to the staff, messaging that we give to our patients, and not to be lost for brand protection, the message that we give to the public at large as well. Other information or other lessons that we learned included such things as, while we practiced the plan from an ITIS perspective rigorously, once if not two times across the system annually.

Not to be lost is the importance of practicing it within each of the facilities themselves. Whether you do it on a unit-by-unit walk-through facilitated basis or you take the system down notionally across the whole of the house and everybody practices it once, you need to practice to be successful in doing this like you do at any other disaster type of scenario.

It definitely is one of the top five in our threat assessment or reassessment now, and so we need to plan and drill accordingly and drill with a certain robustness and realism that will reinforce the realities that will be faced because one of the things that was interesting to me as an individual that's been in medicine now 40 plus years – is that we had the millennials, if you will, whether it was the physicians, the residents, the fellows, the nurses – any of that new generation who are so accustomed to using computers – somewhat lost when it came to the computers being shut off, and now what am I supposed to do becomes their new work reality.

And so within that rehearsing moving forward as we did in reality during our outage, we had the old-timers who were – careers started on pen and paper going and showing the new generation that, yeah, you can provide quality patient care. You can take what needs to be done just doing it in a pen-and-pencil fashion or a pen-and-paper fashion, I should say.

But not to be lost in this, multiple times did we have leaders and followers alike come at, you know, this really does promote more and more communication. Maybe we should be texting less and talking more. And I say that in all seriousness because that was one of the key takeaways. Yeah, we exchange messages in a longhand fashion, but we had more face-to-face meetings over a patient's bedside or in a department impromptu conversation than we're accustomed to.

And that's a practice that we intend to carry forward across all of our healthcare facilities, and I mean healthcare facilities because we weren't just 10 hospitals that were impacted. We were over 300 off-patient business entities, many of which provide patient care, but not all of them do.

They saw some of the same problems. They also saw some of those same overcoming strategies being successfully employed as well. I think also not to be lost – I said the importance of leadership. What was a little bit different for the leaders this time is, you know, when it's the plane crash or the train wreck or even in the pan flu outbreak, you have a certain sense of comfort in that those in charge really do know something about it.

But when it comes to that ITIS phenomenon, there's a select few who really know as much as needs to be known, so the rest of us find ourselves having to really trust more than what we might be used to and find ourselves asking questions that we wouldn't have thought about asking until now because the impact that outage has on us isn't simply on paper.

It's at the bedside. It's in the lab. It's in the radiology suite. And so we definitely learned that there is a great importance to having that subject matter expertise being able to not just assimilate the information but explain the information in a – in a somewhat simplistic fashion sometimes in order for those decision-makers to properly prioritize, well, this is the first set of programs we want brought up.

Here's the second, the third, etc. And I think also related to that information sharing is, well, what do you tell your staff? We took early and often across the whole of the system as well as within each of the facilities the approach of being as transparent as we could. There was nothing to be gained by hiding something. But when is the right time to be clear with your information can be as important as, well, what is that transparent need-to-know information really going to include?

And who best is the one that should deliver the message? That's both a system issue on the one hand but a facility issue on the other. And then I think my last point for the time being centers around – in our particular case, we chose, by design, not to pay the ransom, where – it wasn't a ridiculous price, but we weren't trusting in more ways than one.

So we found ourselves involved now in a marathon, a marathon that had stages, a marathon that had prioritization and a marathon that required that we look at the physical and behavioral health of our staff, not simply the ITIS health of our system itself. Those are some of our key takeaways.

John: Now, that's excellent. I think, you know, one of the key things that you brought up is that this is not just an IT response. It's an incident management response with IT providing a lot of that subject matter expertise. So making sure leadership is still setting the objectives, you know, setting the overall tone and bringing the SMEs together with the clinical staff and others to say, here's the priorities.

And let's work on these together. What was the duration of the total outage time, or were you able to bring different programs up sequentially? How did that time frame work?
Craig: Three hundred and some programs didn't come on all at once. They were prioritized. Within 72 hours we had some of our mainframe programs begin to come back up.

But, truthfully, John, it was three weeks before we got most of everything that is important to us on a daily basis back and operational.
John: Wow. And during that time, did you have templated, you know, charts for the ED and clinics and other places that they used on paper and practiced with?
Craig: Mm-hmm, we did. We had the downtime procedures that – attached to that were some various forms. One of the benefits of the prolonged outage was, even though we had used those forms in drills, it's one thing to drill with that form for two hours as opposed for two to three weeks, so we're in the process now of looking at, based on that extended usage, here's some of the modifications we will make to our patient care records.

Here are some of the records we didn't have. Now we need – we know what we need to have as well. The other thing that's important that I didn't throw in here is that, of course, patient safety was first and foremost in everybody's mind, and so while we were all committed to doing that within our respective lanes, we also had teams of individuals whose sole job it was to serve, in essence, as a joint commission reviewer to go out and do tracers of various situations – even while we were in the midst of this particular crisis. That was particularly important and gave us some additional insight that, had we not done that, we wouldn't have necessarily obtained.
John: I think the clinical systems – everyone kind of, you know, has some of a backup plan for, although most haven't really practiced with a lot of downtime. We regard it as a nuisance.

But we don't go out of our way to find opportunities to go back to paper. But was there another system? Were there any surprises as far as, you know, communication system or web presence or other things that you were surprised at the amount of impact that it had that maybe you couldn't have forecast in advance?
Craig: I'm going to give you two answers. One is, unfortunately, the experience reinforced the need to have your emergency communications system, such as a paging system, on a different platform than what everything else is on.

Because if everything else has gone down, then you've lost – in our case, we lost our two critical paging systems and our primary Internet-based information-sharing system, so going forward they will be separate from everything else. I think another element of lessons learned centers around, how do I use my manpower because, as an example, with the lab going down, we could still run the tests.

But the printing out of the results took more time, and now how am I getting those results back in a timely fashion? We had to establish a battle rhythm and, candidly, that took a while. That wasn't just an hour or two. That was each shift kind of got into their own battle rhythm. And while we got critical values to the patient's bedside quickly, the rest of the laboratory information-sharing, the radiologic interpretation reading – they took more time than we might have imagined, again, from just the exercising that we had done to date.
John: Well, there's a loop closure that you can achieve with electronic health records on results – 
Craig: Absolutely.
John: – that you just can't do unless – 
Craig: Otherwise.
John: – it ends up being a person-to-person, and that's a tremendously time-consuming and heavy investment of resources, so [inaudible] to keep in mind –

Craig: And I think the other thing speaking to that is related to recovery. We all are – you know, it's reinforced to us we all need to have a business continuity and a business recovery and a demobilization plan. In the exercises that we had done, again, it's one thing to look at, how am I going to reenter information for two hours or maybe 24 to 48 hours?

Going back and looking at three weeks' worth of data, you may find yourselves staggered by the time that's going to be committed to doing just that. System is up and running. Now how do I catch it up with what I've done so well or not so well in between?
John: Yeah. And are you scanning those paper charts into the electronic health record?

Craig: A variety of strategies are being employed.
John: A variety of strategies, yes.
Craig: And including some things, not patient care necessarily, but some things just will not be reentered. We'll keep them in the paper file.
John: Great. Well, thanks, Craig. So Beth, with 300 different software systems and a host of different platforms and server and VPN and other issues, you know, what comments do you have as far as mitigating some of these issues and some things that healthcare facilities and healthcare systems need to think about?

Beth: Sure. So as Craig outlined, the environment that he was working with is not uncommon in healthcare, so healthcare really faces unprecedented challenges today with dealing with Internet of Things, our endpoints, having the push for electronic health records as well as the surge in cybercrime just continuing to escalate.

So just some stats –

  • 94 percent of medical institutions are victims of a cyberattack.

  • A hundred and thirteen million patient records have been, within the last couple of years, impacted.

  • At least 12 months – in this – the last 12 months, 75 percent of healthcare entities have either been or believe they have been the victims of ransomware attacks.

So the fact is, healthcare is lagging currently in their protection and their defenses for cyberattacks. And so there are some very practical approaches to addressing the risk at hand, but it takes a comprehensive plan and defense in depth, as Craig has outlined. So unfortunately, the trend or the past healthcare focus has been focusing on the perimeter.

And protection at the perimeter. But today, with Internet of Things and the reliance on a myriad of electronic devices, that perimeter is becoming near impossible to define. And healthcare is heavenly – heavily reliant on those devices by design to enhance the patient standard of care.

So that means that personal health information is:

  • PHI is on devices that the providers have, are utilizing.

  • PII, personal identifiable information by billing departments and payment departments – that information is at risk as well as intellectual property even, in case of pharmaceuticals,etc.

They're all highly susceptible to data theft and fraud because of the ill-protected endpoints. So this makes healthcare organizations prime targets for ransomware. So as you know, ransomware is a malware that locks files, and with demanding ransom, generally via Bitcoin, that typically then they'll provide the key when the ransom is paid to unlock the files.

And with hospitals and other healthcare providers needed real-time information to provide their clients, their patients with their high standard of care needing access to prescription information, healthcare records, it's very important for them to have that real-time information. It makes them tend to pay the ransom to be able to retrieve that information.

John: And when you talk about perimeter of protection, that's really more about firewalls, you know, VPN, other things. Is that right? Am I understanding the terminology correctly?
Beth: Yeah, absolutely. So it's – when you're looking at firewalls and VPN – but – so when you're protecting your endpoints because you have a myriad of endpoint devices, you need to have antivirus, you need to have whitelisting, firewall of course, intrusion detection, intrusion prevention capabilities.

And the goal is also to partition your network so you don't have a flat network and make the target difficult for attackers. Attackers are looking for an easy target, and if it's not an easy target and it's more difficult, they'll move on to another target.
John: And how often do we see vulnerabilities exploited where software isn't kept up to date? How important is that within the general scheme of things?
Beth: It is very important. And I can't under-elaborate on the importance of patching and continuing to keep that typical hygiene in place. But also, even with ransomware of today, we're finding that it's a very – in recent months, our team has identified that the ransomware is becoming quite nation-state.

It's almost as sophisticated as a government-sponsored even that you tend to see in more sophisticated environments. So there tends to be a surge in ransomware that's much more difficult. So having a team of experts or access to a trusted partner to help in these events is very, very important as well.

John: And to what degree – if they prevent you from accessing the files – do most of these programs – are they able to access those same files and actually pull data, or is it more of a prevention of access to that program? Or is it a variety?
Beth: There's a variety, and there are some common ransomware-type that are more standard.

And there's a lot of tips. There's sites. A lot of the AV companies,etc., are helping with tips to – so that you can circumvent and not have to pay ransom. But some of the more complicated and more sophisticated threats that we're seeing of recent months typically are – you need to rely on your backups. You need to, you know, bring that data back. In some cases, you may be able to salvage data.

As we saw in the case at LA Hospital, it took a number of weeks, and as Craig has outlined, you know, to get that – to get information back online in a way that it's usable.
John: Okay. Anytime, that protected health information gets released, obviously there's a burden on the healthcare system to do the appropriate notifications to that patient, as well as liability for fines. Which, as I understand it, are in the excess of thousands of dollars per record release, so if you're talking about – 
Beth: Absolutely.
John: – you know, hundreds of thousands of records at risk, you can understand why sometimes the calculus weighs in favor of paying the ransom. But, you know, suffice it to say that, as we increasingly rely on electronics and computers, whether it's in IV pumps, MRI machines, ventilators, etc., there's going to be many vulnerabilities. Are denial-of-service attacks being reported by healthcare entities? Has that been an issue, switchboards and other jamming situations?
Beth: Absolutely. And sometimes it's a multifactor, multifaceted approach to the – to launching the attack. And what – you know, what we're seeing at ICF is, you know, that the – the sophisticated attacks come in with a multifactor advanced persistent threat mechanism as a way to traverse the network, lock out network files – as opposed to user files and launch denial-of-service as well.
John: Excellent. Well, thanks, Beth. Steve, we've, you know, visited a lot over the last several years about critical infrastructure issues, and a lot of times that comes down to, you know, power and potable water and structural reinforcement and things, and yet at the same time most of those things are all dependent on computers.

And they're all dependent on the web. So vulnerabilities of the grid to cyberterrorism, the way we saw the attacks unfold in the Ukraine, you know, in addition to just the vulnerabilities that healthcare systems face, are pretty daunting. Does ASPR have any tools or are there any projects or things that are in motion to, you know, try to look at this threat specific to, you know, healthcare or across the breadth of health and human services that you can bring us up to date on?

Steve: Yes, thanks, John. Appreciate that. And yeah, as you said, we've been working on infrastructure protection issues across the healthcare/public health sector for more than a decade, especially triggered by the attacks of 9/11 and all of the disasters that the federal government and the nation as a whole have had to respond to since then, so that can range from hurricanes, floods, tornadoes, looking at infectious disease events like pandemic influenza or Zika virus.

But increasingly, as our society becomes more dependent upon electronic systems and certainly as our healthcare system becomes more dependent upon electronic systems, which all benefit the way we live our lives, the way we do our business, the way we pay – we care for patients – so those are all benefits. But they also provide us these vulnerabilities. And those are the things that increasingly we want to work with our private sector partners, those organizations that run hospitals, that manufacture pharmaceuticals, that provide insurance.

All the private sector partners in the healthcare industry – we want to work with them to find out what threats they're facing, what information we have across the federal government that may be able to help them, help them understand the threats, help them understand best practices, and then work together to try to resolve some of those issues. One of the key programs we have just very recently is the establishment of a healthcare industry cybersecurity task force.

And that's a task force established under legislation that was passed in December – actually, it was the Omnibus Appropriations Act in December of 2015 – that had as part of it the Cybersecurity Information Sharing Act. And that act required HHS to establish this task force of government but specifically and especially industry leaders, subject matter experts in cybersecurity.

They're going to meet over the course of the year and really focus on providing us guidance on what are the best practices that we can be implementing across healthcare for cybersecurity? What are some of the practices that other industries are using? What's working well for them? What can we borrow from them? And then also, how do we share information in an effective way so that we're all working off the same script and we're preparing and responding to cybersecurity incidents?

John: And is there much integration of efforts between FBI, ASPR, other agencies that are dealing with these issues?
Steve: Yes, we work very closely with our federal partners. As Health and Human Services, we're responsible for coordinating this critical infrastructure protection mission for the healthcare and public health sector. In fact, there are 16 identified critical infrastructure sectors across the nation and the federal government with different federal agencies supporting each one.

The Department of Homeland Security coordinates that entire enterprise, so a lot of the work we do, we tie in with Homeland Security. They have the National Cybersecurity and Communications Integration Center, which is a national hub for reporting on cybersecurity incidents and knowing what's going on. And the Federal Bureau of Investigation is also a very key partner in this.

Cyber incidents at a healthcare organization or anyone else – they are law enforcement incidents. They are – they are breaches of the law. And so to start with, we want to make sure that our partners, anyone in the healthcare industry, are reporting to the FBI when something happens. We also want to work with them on the non-law-enforcement piece, that which might be the response to the actual incident.

So we always want to make sure that we're tied in with those who are enforcing the law, with those who are helping to respond, and also the – some that may have regulations, like the Office for Civil Rights with breach reporting or Food and Drug Administration, that we're coordinating all of those efforts so it's a listed [ph.] response to these types of incidents.
John: Are there any quick-reference or other materials that ASPR offers for tips on cyberterrorism preparedness?

Steve: Yes. We have a number of materials that are on our website right now, and that's at PHE.gov, and probably if people are watching this they are – they're familiar with that site. Under our critical infrastructure protection site, or – one can type in cybersecurity and find links to a number of those. Some of the work we do in cybersecurity – some of the information that we have – is information we can't just put out publicly.

Because it might talk about different threat actors and what to look for, specific URLs that are malicious. And that's something that we want to keep separately. But we want to make that available to private sector partners that have a need to know that, so we do have a – we do maintain a portal on a site called the Homeland Security Information Network, and that's a secure, password-protected portal. The Department of Homeland Security runs it.

And we have a portion of that where our partners, if we know what organizations they represent and they have a need to know, they can go there and find a lot of information about all the activities we do, as well as all those threat indicators that we update on a daily basis, along with our partners within the department who are monitoring those feeds that put that information right in there. And that's a great source.

But also, we want to make sure that we're a resource for whatever someone needs, and there's so many resources across the federal government, within HHS, FBI, DHS, other agency partners, other non-government partners. So we always encourage people to write us. We're – our email address is CIP@HHS.gov. Write us there. Let us know what you need. We'll probably be able to point you at least in a direction to get that information that's helpful to you.

John: Great. Thanks, Steve. Well, I just want to give my panel my thanks for joining us today. I think this has been an excellent discussion. I'm a little bit boggled, you know, by the statistics of, you know, how many healthcare organizations have, you know, suffered ransomware or other cyberattacks over the course of the past year. I think given the number of the systems, the number of software programs we have in play and the sort of unlimited number of hackers and, you know, other folks that would like to coax a little money of their – the other way out of the healthcare system.

I think we can unfortunately expect more of these. Craig, is there a feeling at MedStar, just as a wrap-up – is there a feeling that, you know, sort of, okay, phew, we made it through, that's it for us, type of thing? Hopefully they'll move on to somebody else? Or do you regard this as sort of, you know, something that is just going to be a recurring, you know, issue for you guys and a recurring theme?

Craig: I think clearly the approach that we're taking is, if it happened once, what's to say it's not going to happen again? The difference will be, having gone through it once, we'll be a whole lot smarter in how we approach the myriad of issues that can be associated when you lose one program or, in our case, hundreds of programs in a simultaneous fashion.

John: Thanks, Craig. Steve, this really seems to be a growing emergency management problem, as well as a problem for individual health systems and facilities. Are the partnerships within emergency management we should be seeking or working on?
Steve: Yes, I think that's very important. It's very important that emergency management is engaged in every phase of preparing for and responding to a cyber incident. These are incidents that we should treat like any other emergency, to some extent.

They're incidents for which we may need external resources. They are incidents which we need – may need to have collaboration across the organization or even different organizational structures will need to use to respond to the emergency. Those are all things emergency management is good at. That's what emergency management does. So our message, really, is that all staff within a healthcare facility should be looking at cybersecurity as something important to them.

From clinicians to IT staff to emergency managers, it's going to be team effort and a team fight when we get into this and really need to respond to a cyber incident.
John: Great. Thanks, Steve. Beth, are there any final tips that you can give healthcare systems and facilities on preparing for potential cyberattacks?
Beth: Sure. So it's important to know that compliance is important, but it isn't being secure.

So compliance is – really serve as a guideline to align your policies and your practices. However, security is much different. It's, you know – it's absolutely understanding your vulnerabilities and solving and mitigating those vulnerabilities with a plan. Also, understand that cyber criminals will take the time to learn your network well.

And so you must know your network well, and that includes your extended network, so don't take the shortsighted approach to what you define as your network. That's your suppliers, your accountants, your lawyers – everyone that touches your environment. So when you're enforcing your security policy, make sure that your suppliers and their suppliers are actually adopting that policy and controls.

Also, have – I think you've heard from Steve and from Craig all about your emergency plan, so making sure that you have an incident response management plan that absolutely ties to your emergency response plan, because it – just taking an IT view of those events, as we've seen in a number of events that have happened in industry to date, it impacts the entire enterprise, and so having a critical communications plan in place and being able to respond and train on that plan over and over, so it is really secondary in nature – just to actually provide the response and do the scenario-based training – that includes red teaming and blue teaming, so red teaming – have a scenario that impersonates an attack, just like an attack would come into your environment. But blue team – making sure that you have the right incident response plan so that they're known and honed regularly.

So having that planning process regularly. And then also, don't give up. The problem seems insurmountable, but it's not. It's a matter of putting the right practices in place, of taking it down to a control level, but also educating your teams so that they understand not to click on that email.

I mean, phishing is probably the number one access vector for ransomware, so, you know, continuing to train and make sure your employees understand the risks involved absolutely provide a better result.
John: Well, a full spectrum of mitigation, preparedness, response, and recovery issues to be addressed on cyberterrorism and cyberattacks on healthcare.

Lots of work to do, but lots of work to be – lots of work that has been done and some lessons that we've learned. Thanks for joining us today.

Narrator: Thank you for joining this ASPR TRACIE webinar on Cybersecurity and Healthcare Facilities. 
We encourage you to visit us at www.asprtracie.hhs.gov for more information on a variety of healthcare emergency preparedness and response topics, including a Topic Collection on Cybersecurity in Healthcare and Issue 2 of our newsletter, The Exchange, focused entirely on Cybersecurity. You can also submit resources to be considered for inclusion in our resource library and Topic Collections, participate in a password-protected discussion board, or submit requests for technical assistance.

Descriptive Text:

Contact ASPR TRACIE by phone at 844-5-TRACIE or by email at askasprtracie@hhs.gov.

[The video ends.]

ASPR TRACIE: Lessons Learned on Crisis Standards of Care in Kenema

ASPR TRACIE: Lessons Learned on Crisis Standards of Care in Kenema

Alternative Text for Time-Based Media

The following is a text alternative description for Lessons Learned on Crisis Standards of Care in Kenema

[The video begins with music and a title screen that includes the ASPR and TRACIE logos.] The video features John Hick, M.D. ASPER TRACIE Lead Editor (Detailed to HHS ASPR), Emergency Physician and Deputy Chief EMS Medical Director, Hennepin County Medical Center as the moderator of this session and Dr. Lewis Rubinson, MD, PhD, Director - Critical Care Resuscitation Unit at the University Maryland School of Medicine as the featured speaker. Dr. Rubinson will share various Powerpoint slides during his presentation titled, " Crisis Standards of Care. Real Life Lessons During Ebola Outbreak in West Africa". Some of those slides will be highlighted as "Descriptive Text" in this transcript.]
[MUSIC]

Narrator: Welcome to "Lessons Learned on Crisis Standards of Care in Kenema" brought to you by the U.S. Department of Health and Human Services Office of the Assistant Secretary for Preparedness and Response, or ASPR.

ASPR recently developed the Technical Resources, Assistance Center, and Information Exchange (or TRACIE) to meet the information and technical assistance needs of healthcare professionals, emergency managers, and others working in disaster medicine, healthcare system preparedness, and public health emergency preparedness.

Crisis standards of care is a critical issue facing the ASPR TRACIE audience. In this program, Dr. Lewis Rubinson discusses his experience serving as a physician consultant to the World Health Organization in Sierra Leone during the 2015 Ebola outbreak and how the United States might respond in future events.

Dr. John Hick: The TRACIE Team wants to welcome you to today's broadcast session with Lewis Rubinson, who is a associate professor of medicine at the University of Maryland and also the director of the critical resuscitation unit at the R Adams Cowley Shock Trauma Unit in Baltimore.

Lewis has an international reputation as both a critical care physician as well as a disaster responder and spent significant time in Sierra Leone during the 2014 to 2015 Ebola crisis. He's going to share some of the lessons he learned while in country with us today.

Descriptive Text for Relevant Disclaimers and Disclosure slide presented:

  • World Health Organization consultant clinician in Sierra Leone. This talk has not been approved by the WHO and should not be considered to express any official policies or information releases. The details and opinions expressed are only my own.

Dr. Rubinson also served as

  • subcontractor to ICF International for an Ebola preparedness effort for the US DHHS Office of the Assistant Secretary for Preparedness and Response 

  • Site PI, protocol co-chair for a US DHHS FDA/BARDA contract for the United States Critical Illness and Injury Trials Group Program in Emergency Preparedness 

  • Site PI for several NIH sponsored multi-center trials 

  • Scientific Advisory Boards: GlaxoSmithKline, Phillips/Respironics and Ventec 

  • Consultant for Cleveland Biolabs Inc, Visual Dx, and Centra Technologies". 

Dr. Rubinson: So I'd like to take the opportunity to thank the TRACIE Program and the Office of Emergency Medicine and ASPR for inviting me to speak today about an experience in West Africa and its potential implications for crisis standards of care. Before I get going with my talk today, it is important to put up my relevant disclaimers and disclosures. Most importantly, I was a consultant for the World Health Organization in Kenema in September 2014.

And none of what I'm gonna talk today has been sanctioned or should be considered official WHO policy. It just reflects my opinions and my experiences, but again, it should not be considered officially sanctioned conversation. The rest of my disclosures are financial consultation that I've done, and none of those are relevant to this talk, but I've put that up there just for people's knowledge.

So when I was asked to give this talk, I was asked to take a real-life situation, so what had happened in Ebola especially during the peak of Ebola outbreak in Sierra Leone, part of the West African outbreak, and use that as ground truth for being able to look at the implications for some of the crisis standards of care work that's been worked on in the U.S. in the past decade, decade and a half. I'm gonna assess what I believe worked and also discuss where opportunities for improvement exist.

I'm gonna highlight some crucial shortfalls -- and unfortunately there were some shortfalls, as with any overwhelming crisis and outbreak -- and, hopefully, that will ultimately lead to some actionable potential improvements. And most importantly, this talk is to help part of the conversation so that we work as a community to make sure in the future we're better prepared and we respond better than we have in the past.

And then, importantly, my talk is not meant to be negative or pejorative towards folks. There are many people who risked their lives, some who lost their lives during this outbreak, and many people who worked fervently for the outbreak. I think there's a number of shortfalls that I will discuss during this talk, but again, it's not meant to point fingers at any one agency or organization to say that they did wrong.

I just think that we could've overall done better. So when we talk about crisis standards of care, as Dr. Hick and Dr. Hanfling and others have taught us, it's about a balance of need and resources. And the expectations for an outbreak, I don't want this talk to be Pollyannaish and to have people believe that, you know, we're just gonna fly in a bunch of resources and everything's gonna get better because there are some uncomfortable truths that happen during outbreaks, especially in limited resource countries.

Those are: people will die, likely due to the outbreak. But importantly, what this talk is gonna be about is separating out the deaths due to the underlying disease versus the deaths due to the secondary disaster of an unorganized and an inefficient response. The difficulty is during any outbreak, resources which need to be brought to bear need to be linked to knowledge and to data.

And situational awareness by definition is always lagging in a response, and it creates dilemmas when you're trying to appropriately allocate resources. And they're also dynamic, right? So resources and needs are changing, and our data systems don't always reflect those needs. And then, lastly, the environments which are most susceptible to these outbreaks typically don't have the resources organically within their own country or within their own region to be able to respond.

And they also have difficulty with situational awareness, so by the very nature of outbreaks in resource limited environments, there is going to be enormous impact on the population. And as I mentioned, unfortunately some people are gonna die. What this talk is about is trying to minimize the deaths due to just an inefficient or a chaotic response.

It's important to reflect that there's been a lot of excellent work, some of which has been sponsored by ASPR and AHRQ and other groups in terms of being able to develop the conceptual framework for crisis standards of care. And I'd point you towards the Institute of Medicine work that Dr. Hick, Dr. Haflin, and a number of others have worked on in the past decade that really, I think, has advanced our thought process on how to start dealing with different mismatches between need and resource.

Descriptive Text for the slide presented:Crisis Standards of Care: A Systems Framework for Catastrophic Disaster Response. Sponsors: ASPR, NHTSA, VHA. Framework, key concepts, guidance, and practical resources to help stakeholders across the emergency response system develop plans for crisis standards of care and response to a catastrophic disaster.

Dr. Rubinson: And this slide again reflects a lot of the conceptual framework that has gone a lot further from, you know, in the late '90s, early 2000s; it was just a conversation. I think the conceptual framework has now got a lot more meat on the bone, and there's a lot more detail on how to do this.

Descriptive Text for the slide presented: 
A visual example of a Systems Framework for Catastrophic Disaster Response as shown using a physical building structure as a representation. The building foundation is composed of "Ethical Considerations" and "Legal Authority and Environment." "Education" and "Information Sharing" form the borders for the steps. The steps include "Provider Engagement," "Community Engagement," "Development of Indicators and Triggers," "Implementation of Clinical Processes and Operations," and "Performance Improvement" serves as the platform for the next level. Five pillars support the roof levels, with the pillars labeled as "Hospital Care," "Public Health," "Out of Hospital Care," "EMS," and "Emergency Management & Public Safety." The roof is made up of "Local and State Government" followed by "Federal Government" as the top roof layer.

Dr. Rubinson: Even in the critical care world, I've been a part, as many others have been, in terms of trying to figure out how would we do this if the critical care needs in a developed country far surpassed the available resources.

And in 2007, we had a meeting in which we put together a lot of government and professional society academic partners to be able to discuss how we should do this. And I think it's worthy to go over a few of the key points. The first thing is all effort should be undertaken to surge up, to be able to manage the need before we start triaging people to the potential for death.

Secondly, modifications of care should be based on -- they should commensurate based on the mismatch of need and resource, and they require data to be able to make those choices. And they also need to be dynamic because as more resource is brought to bear, it's important to try to provide the usual care as soon as possible again.

When lifesaving care is being withheld, and there will be some events where that is true, it's very important that all resources are requested. So you shouldn't isolate and start triaging and potentially triaging people to where they will likely die from not getting the usual care without requesting the cavalry to come.

It doesn't mean that the cavalry will be able to get there immediately. But sometimes people can get lost in their own isolated community of not recognizing that there are other resources that can be brought to bear, whether they're just down the street or coming from afar. And most importantly, when we undertake these efforts, there needs to be iterative improvement. So if this is a sustained response, six hours, there's gonna be a lot of chaos.

Six weeks should be better than six hours. Six months needs to be better than six weeks, and the care needs to get smarter and better over time with a strategy of how we're improving. Ultimately, that requires some sort of data stream to be able to understand, what did we get wrong? What did we get right? And then continually improving the process so that again at six months, we're not at the same point as the first day of a response.

Well, how have these concepts really played out? In resource-limited countries, unfortunately they play out on a chronic basis. In resource-intense countries, they actually have almost never had to be utilized in the past two decades, which is great. So the concepts are well developed, but they actually have not really been tested in a realistic environment, and again, that's part of why I'm speaking today, although it's gonna be extrapolating from a resource-limited environment.

Even during outbreaks that we have had, SARS and H1N1, the systems have come close to failing, but they have not failed. So we really have not needed to implement these crisis standards of care in the extreme nature where we're actually triaging people to not get life supportive care. Thank God we haven't had to go through that yet. But again, we're not sure if our concepts are gonna be able to stand up if those events actually occur.

So here's a few lessons -- at least Rubinson's lessons from West Africa. Take them for what they're worth. Other people may have different lessons, but these are a few things that I brought home with me. The first is there are usual opportunities to mitigate public health emergencies before they become so catastrophic. So when we look at Ebola, a number of people think this was a new virus and we were learning new things.

Yes, there are new things that were learned because the numbers were so dramatic, but really, there have been responses for Ebola for at least four-plus decades, at least from the time that it's been identified in the mid-'70s. And probably even before then, Ebola outbreaks have been occurring. And they occur with relative common frequency, but they occur in places that typically are isolated and rural.

So a lot of the outbreaks tend to peter out before international aid is necessary. The public health measures typically work and have worked previously in the past. That was mostly case finding, contact tracing, isolation. Very little healthcare actually was part of the original outbreak responses and then proper management of dead bodies.

In terms of what care should we provide, again, even though outbreaks have been happening for a long time, there was some knowledge base, but honestly it was based on very limited data in very resource-limited environments, and the true knowledge base was suspect.

Descriptive Text for the slide presented: 
The final point in the Ebola Virus history breakdown is that No available disease-specific vaccine or therapeutics were available at the outset of the 2014-2015 outbreak. Uncertainty regarding optimal supportive care strategies.

Dr. Rubinson: And this next slide just demonstrates the timeline where again there have multiple outbreaks in the past.

The important thing to recognize, though, is the biggest outbreak previously, the Gulu outbreak, was under 450 patients. And most outbreaks are considerably smaller.

Descriptive Text for the slide presented: 
A graphic shows a timeline and geographic locations for some select Ebola outbreaks throughout history.

  • 1976 – First outbreak of Ebola in Zaire. 318 Cases, 280 Deaths.

  • 1976 – Lab infection by accidental stick of contaminated needle. 1 Case, 0 Deaths.

  • 1976 – Outbreak in Gabon in gold mining camps in the rainforest. 1 Case, 0 Deaths.

  • 1989 – Ebola Reston introduced into US quarantine facilities by monkey from the Philippines. 0 Cases, 0 Deaths.

  • 1995 – Outbreak in DRC Index patient worked in the forest adjoining the city. 315 Cases, 250 Deaths.

  • 1996 – Lab contamination in Russia. 1 Case, 1 Death.

  • 2000-2001 – Outbreak in Uganda associated with funeral attendance and caring for patients with Ebola without proper PPE. 425 Cases, 224 Deaths.

  • 2001-2002 – First outbreak reported in the Republic of the Congo. 57 Cases, 43 Deaths.

  • 2007 – Outbreak in DRC. Last confirmed case on 10/4 and last death 10/10. 264 Cases, 187 Deaths.

  • 2007 – Outbreak of a new strain of Ebola in western Uganda. 149 Cases, 37 Deaths.

  • 2014 – Ebola outbreak in West Africa; largest in history. 27,000+ Cases, 11,000+ Deaths.

Dr. Rubinson: When we get to -- got to this outbreak, we know that it probably started in December but wasn't really recognized until late winter, early spring of 2014, where there was an area of rural Guinea where the outbreak had taken hold, and then ultimately it took hold in Conakry, which is the capital of Guinea.

This is the first time Ebola had really spread to an urban environment in west A -- not only in West Africa, but any urban environment. And that should've set off an enormous amount of public health flares that this was gonna be a situation that we had never experienced before. Certain groups like Doctors Without Borders recognized that this was a very, very different situation, but most of the world just waited to see how it was gonna play out.

And unfortunately, the number of cases started to rise dramatically as the summer of 2014 happened and especially as we moved into fall of 2014. So again, remember I had said that no outbreak really had exceeded more than 425 patients or so, and now we were talking about thousands of patients in an area of the world that had never seen Ebola before, West Africa, which had limited resources.

And ultimately, this has led to just under 30,000 documented cases with an enormous amount of burden in the West African population. When we think about whether or not these countries can really -- had been able to mount a response, Sierra Leone as well as Guinea and Liberia were countries that were coming out of civil war. They were incredibly impoverished. They have limited economies.

Descriptive Text for the slide presented: 
Sierra Leone's Limited Resources:

  • Decade long civil war ended in 2002

  • GDP ~ $4 Billion (2012)

  • Approx. 6 Million people 

    • >40% 0-14 years old

    • Life expectancy < 50 y/o

    • ~100 physicians for country prior to EVD

    • Worst maternal mortality in the world (2000)

    • Literacy rate ~35%

    • Minerals are major resources (diamonds, bauxite, gold)

Dr. Rubinson: Wonderful people, but really, if you think about the cases in Dallas, the amount of resources that it took to be able to really reduce transmission in a resource-intense place like Texas, trying to do that in a country that more than half of the patient -- more than half of the people in the country are functionally illiterate; they're very young because of war and also not long life expectancy, you can imagine that this was gonna spread like wildfire.

Not because they aren't capable people, they just needed more assistance and infrastructure to be able to respond. And this is just a picture which reflects kind of the economy of what you see.

Descriptive Text for the slide presented: 
The picture shows a city street covered in trash, dumpsters overflowing, and several residents sifting through the garbage. Photo courtesy of Capt. James Lawler, MD, USN.

Dr. Rubinson: There's a lot of -- there's a lot of street side economy that happens, a lot of limited infrastructure. There's no real trash pickup or anything that we would think of for modern kind of conveniences to be able to reduce transmission.

So you can imagine once a disease gets into these urban environments that it's very difficult to find who has the disease and to be able to put measures and to stop transmission right away. The world's assistance, while assistance did come, it came very late. Remember I showed the graph of where the cases really started taking off in the summer and the fall, it wasn't really until the end of fall and winter where most of the world responded.

The U.S. did send a number of folks to be able to assist. Much of the U.S. assistance was in Liberia, which was very much needed, but on the most part, even with the U.S. dragging much of the rest of the world along trying to respond, we brought very limited resource for what was a tragedy that was unfolding in West Africa.

Descriptive Text for the slide presented: Timeline that depicts key events during CDC's response to Ebola from March 2014 to July 2015.

Dr. Rubinson: And as I mentioned before, there were pillars of Ebola virus disease control that have worked in the past.

Descriptive Text for the slide presented: 
Major pillars of EVD control include:

  • Contact tracing and case finding

  • Early isolation

  • Clinical care

  • Safe and respectful treatment of dead

Dr. Rubinson: Clinical care was really one of the new ones, and the idea was if you could put people in an Ebola treatment unit and you can reduce their mortality, you would get people to come out. And either the communities or themselves would self-refer and identify people who are symptomatic so that you can reduce transmission in the community.

In addition, it's just the right thing to do as human beings. When people get sick, we're supposed to be able to provide the resources as the world to be able to care for them. So I arrived six months into the outbreak. I went to Kenema Government Hospital, which was in southeast Sierra Leone. It is a hospital that has a tradition of being a loss-of-fever referral center.

And when I got there, I was informed -- or prior to going, I was informed -- I would be the only WHO clinician on site at Kenema, and I was supposed to be a consultant to the Sierra Leonean clinicians. And the idea was, the WHO was providing expert consultation to the locals to be able to respond internally.

But when I got there, it was clear that there was no Sierra Leonean physicians that were working in the Ebola treatment unit, and the person who I was replacing unfortunately contracted Ebola and was evacuated back to the U.S. So, in fact, there were no clinicians that were working in the unit for several days. Again this is six months in, and Kenema was considered the referral facility for the entire country.

So Kailahun, which was an MSF Ebola treatment unit, was still operating on the easternmost part of the country, but everyone from Freetown and areas where the outbreak were starting to take hold were being put in ambulances and sent to Kenema, and there was no real clinical staff at Kenema to care for them.

So when I got there, ultimately, there were five WHO clinical staff for the ETU, some community epis and two additional docs who were sent as part of the outbreak investigation for the physician who contracted Ebola prior to me getting there. We had the CDC lab as well that was embedded with us. And that was -- we didn't know how many patients were in the unit, but ultimately turned out to be between 100 and 140 were in that unit with that -- with that footprint.

And just if we think about what we normally bring with the National Disaster Medical System for far fewer patients who have far less illness, we were incredibly understaffed. And there was actually staff in the country, but most of the international staff were working in Freetown. And there was a small satellite staff that were working in the only referral ETU in the country.

Lesson number two: Healthcare settings are likely to be the concentrated source of transmission in most outbreaks that cause serious illness. Transmission tends to increase with the level of illness, and people who are more ill are likely brought to healthcare settings. So you can imagine it's the perfect storm for being able to transmit disease, and unfortunately transmission will cause a problem with capacity and capability.

So just as the healthcare setting is trying to scale up to be able to care for these patients, they're struggling with trying to keep their staff safe and their other patients safe. And so the biggest part of lesson two is -- a "failure is not an option" lesson must be that we must understand transmission early on and it must become a priority that's fully resourced to truly understand modes of transmission rather than just using dogma to be able to guide how to keep people safe.

So by the time I got to Kenema, a number of very heroic and experienced people had already gotten sick and had already died from Ebola. Some of their senior nursing staff at Kenema Government Hospital and Dr. Sheik Humarr Khan, who was the loss of fever clinician at Kenema, had all gotten sick, and they had all passed away in the summer before I'd gotten there.

And you can imagine that that is -- creates an enormous struggle for people to continue to carry on and to continue to care for their community. Many of the nursing staff that were at the Ebola treatment unit came from outside areas and were paid an additional risk pay to be able to provide care, but there was no experienced senior leadership that was still guiding them because unfortunately, the senior matrons had either been sick and died or seen their fellow matrons die and were still recovering from the overall tragedy that was going on.

Some of the international workers had also gotten sick, so Will Pooley from the UK had gotten ill in Kenema and Dr. Ian Crozier, who got ill right before I got there, also had gotten sick at Kenema. So you can imagine there was a level of extreme desire to try and figure out, how do we stay safe and still manage the overwhelming number of patients that we had?

Descriptive Text for the slide presented: Approximately 30+ Healthcare workers were infected with nearly 20 dying. There were no Sierra Leone Physicians in ETU and no senior nursing staff for a while. Chaotic ETU clinical process included documentation, census, safe workspaces, proper assignments and follow-up care.

Dr. Rubinson: And healthcare workers were at high risk during the entire Ebola outbreak. You don't want to be one of the big circles, which is where a number of healthcare workers got sick. Kenema again is in the southeast side where a number of workers got ill. Throughout the Ebola crisis, healthcare worker infection really created a struggle to be able to respond.

And while I was there in September, it was starting to get reduced. We were starting to maybe figure out how to keep people safe, but it was still happening.

Descriptive Text: 
A graph shows the number of confirm and probable health worker Ebola cases over time and indicates a decline from around 12% in July 2014 down to about 3% in September 2014. While numbers improved, the number of cases never reached 0% in 2014 or early 2015.

Dr. Rubinson: So even though I was there six months in, where you'd think we would've really figured out by then how to keep safe, we were essentially trying to regain a safety culture at Kenema, which was most of our focus.

I was lucky that I happened to be deployed with people who had a lot of experience either with MSF or with other viral hemorrhagic fevers, and we were able to figure out how to put together a personal protective equipment program and an infection control program to keep us safe. But again, it was not a turnkey approach that you would think should've happened by then. It was really, we were making it up on the fly.

And -- and the struggle was, the recommendations were all over the place. The recommendations in the U.S. were really saying that you could use limited PPE to be able to manage these people, and that was at direct odds with what Doctors Without Borders was saying. And, unfortunately, as healthcare workers continued to get ill, the investigations were not very strong in terms of being able to decipher, did people get ill in the Ebola treatment units using proper PPE?

Or did they get it from an unknown, unprotected exposure? Ultimately, it just created a lot of fear, and almost all the attention was spent on "how do we stay safe" rather than "how to we strategically manage patients?" And obviously, the personal protective equipment that we started using there was similar to what MSF and others had been using for -- for years, and it came with a price.

And the price is that it was very, very hot, and patients with Ebola need 24/7 care. Many of them need to be able to -- need people helping hydrate them and watch them as they get more ill, but the personal protective equipment really restricted the amount of hours that you could be in and caring for people.

So unfortunately, the things we needed to do to stay safe were putting patients at risk, and we really never came up with a strategic way on how to balance those two things. It mostly had to stay on safety because we were still -- we were still having so many healthcare workers getting ill. And the ambient conditions in West Africa, as I mentioned, are quite difficult.

You know, 120 minutes in the suits were probably about what you could do. We pushed it a little further some days, but -- that would also come with a cost where the next time you go in, you had less reserve than prior because it was so warm. In addition, the infrastructure, there was a lot of money that was being thrown at the Ebola problem by then, but there was really a poor infrastructure to make sure that just patients could be reliably cared for, such as that the generators worked 24/7.

So the generators would be turned off just haphazardly. So we had to make decisions that we just couldn't go in at night because there were trip hazards and there were no lights, and in your PPE, you would potentially rip open your PPE. So we unfortunately were not able to care for patients overnight on many of the nights, and again, that was -- early on in an outbreak, I understand that's just part of an outbreak, but we were six months in and we were no closer to solutions when we were there.

Descriptive Text for the slide presented: 
Poor infrastructure conditions led to many patients who required longer or 24/7 care to be triaged to limited care or no care at all, resulting in many deaths.

Dr. Rubinson: So most of what we knew about how Ebola was transmitted was from past outbreaks. Again, you would think six months into a current outbreak with thousands of patients, our knowledge base would've changed. And Dan Bausch did a great job in earlier outbreaks to try and start looking at what are potential sources of Ebola RNA, and can those sources transmit to other people? But that's really on a very limited number of samples.

Now we saw this enormous outbreak, and we were still using the lessons from older outbreaks rather than learning and getting smarter to figure out, how can we keep people safe? So, again, it just led to a lot of distraction because we weren't getting any smarter six months in to be able to ensure that we could either reduce PPE or this amount of PPE was sufficient. We just didn't have those answers.

And then as lessons do happen, that creates more uncertainty. So in -- early on, Germany had a patient that was sent back to them, and again in Dr. Bausch's series, you did not see RNA collected from the sweat of a patient. But in this patient we actually saw that Ebola could be found -- at least the RNA could be found -- in the sweat of a patient.

So that leads you to going, well, what's right? And while the answers are more complex than that, this really were the discussions that needed to happen because when there is a lot of uncertainty and people's uncertainty is not really validated, then that creates fear, and fear creates a distraction from being able to manage patients. And that was really what we should've been doing.

So what I propose is that very, very early on, we deploy a multi-professional team whose goal is to be able to understand transmission. While I understand there are some politics of needing to be invited in by outside countries, I believe that if we had a soup-to-nuts team that could do all this -- and can do it immediately -- that that would be invited in, and it would reduce a lot of the chaos, where, you know, even now, nearly two years after the outbreak, there's still so many unanswered questions about how Ebola is transmitted.

If we do the Manhattan Project of sending a group of folks who have a variety of different expertise to be able to figure out some early answers on transmission, we can then get people focusing mostly on the clinical care.

You'll hear some people say this is not a good use of resources because it's all about clinical care, but if clinical care is being distracted and is inefficient, it's better to get other boots on the ground so that, you know, again, in six weeks or six months, you can have a much more robust clinical response than still living in the world of uncertainty like we did when we got there.

Also, people who are providing the recommendations probably need to be some of the people who are in harm's way. And this is, again, no -- it's not meant to sling mud at folks who are creating recommendations, but just like you want someone who's gonna pack a parachute to jump with one of those parachutes, if people are giving personal protective equipment recommendations and saying it's sufficient, but they're not necessarily putting their own people at -- in harm's way, then there's gonna be an inherent mistrust of what those recommendations are.

So there needs to be a way for some of the boots-on-the-ground people who are truly gonna be in harm's way to be part of the conversation of what is the right PPE for being able to manage people. Lesson number three: The public health agencies actually never intentionally implemented or officially said that we were doing crisis standards of care, and I think in large part, it's because I'm not sure that many of the agencies truly understood that catastrophic triage was actually occurring.

And the dilemma is many of the public health agencies, they were working hard. These were people who were, you know, at meetings all day, working political angles, doing many, many things to try and bring the outbreak into a more manageable scale and ultimately to go away. But the same people who were doing all of that were also responsible for the clinical management of patients ultimately.

And I think the bandwidth starts to get pretty narrow if folks are at meetings all day long about case findings, about a variety of different issues, and also trying to figure out what's the right way to do clinical response. And I think ultimately one of the lessons should be that there needs to be a group of people in operations who are simply tasked with supporting the clinical delivery of care.

When I got there, essentially the WHO had tried to recoalesce knowledge into an updated clinical guidance book, and it was OK, but really there was no -- there was no scope of care that was set up. So be -- when you got there, no one said, "This is what we're doing and this is what we aren't doing." It essentially was left to you to show up and make a decision of this is what we're doing, and this is what we aren't doing.

And it also wasn't built iteratively on the experience of the previous clinicians who were there. We had some email traffic going back and forth of people who had been there before in conversations, but there was no official jurisdictional sanctioned method to say, "Right now, we are not going past this on patients." And if we do go past on that -- if we can't do that currently, this is what resources we're requesting so that we can ultimately provide some meaningful standard of care.

We tried to have that discussion, and there was just no venue to have that discussion. In addition, I -- you know, people would talk about the case fatality rate, so at Kenema our case fatality rate was quite low compared to historical average, and so we were getting a fair amount of "attaboys." And I could tell you we were not providing any meaningful clinical care at all.

And I think what that also reflected is the case fatality rate may not be the right data point in Ebola care, and it may just reflect a changing virus, a changing host, or timing to intervention, or in fact just some people actually don't get that sick with Ebola and we were starting to recognize that.

And I -- I think case fatality rate actually led us astray of just feeling like everything's going OK 'cause we could not provide any sort of meaningful care on a daily basis to people who are sick. So the reality is we didn't even know who was there. The patient census were inaccurate.

So as clinicians, some days, that's all we did, and we couldn't provide any care because while we requested people to come and provide assistance with us to gather data, they never came. Our clinical teams were overwhelmed, and ultimately it came down to there were two docs. And there were -- of the 30-some-odd nurses from KGH, really only four or five were providing clinical care.

So we would -- if you figure there's 80 to 100 patients, you essentially get 60 to 90 seconds per patient to provide some sort of care. So we would do rapid diagnostics, we'd try and intervene, and then we would move on. And ultimately, we learned that public health was actually capturing data, but they weren't giving it to the clinical team, and all that was, was essentially they were counting cases and the number of people died.

And there were a number of people who probably could've been brought to bear for data gathering, and again, a lot of people don't see that as useful, but I would argue it's the same thing of when utilities are out in this country. If we ask the utility companies to bring back on the lights but don't give them any maps of where the utilities are actually out, then they would probably be quite inefficient at bringing those resources back online.

So data is not about research. It's about operational guidance to figure out what you're doing so that you can efficiently manage your resources. And unfortunately, a number of patients probably died just because they were ignored and we just couldn't do anything to care for them.

Descriptive Text for the slide presented: Additional issues included:

  • Much of the clinical equipment being wrong

  • Requests for appropriate equipment wen unanswered (including PPE)

Dr. Rubinson: And I think it's important to look at the difference between deaths versus preventable deaths.

Now, I understand that a bit of this is in the eye of the beholder, but what we have learned from cholera is if your case fatality rate, which I think in cholera is an appropriate number; in Ebola, I'm not sure. But in cholera, if your case fatality rate is more than a few percent, it would argue that your cholera treatment unit still does not have its processes honed to be as good as they can.

And that's a good benchmark of figuring out, does there need to be more educational resources brought to bear? In trauma, we've learned that if you simply look at number of patients and case fatality rate, and you have a bunch of people with orthopedic injuries after an explosion, no matter what you do to care for them, most of them are gonna live, but it doesn't mean you provided good care.

So Eric Frykberg some time ago talked about the critical mortality, which was the denominator, only had the patients who actually had a chance of dying, and then you looked at what the mortality in that group was. We were trying to argue that the same should be done for Ebola. Whether it's, you know, a person who could no longer take PO by -- and couldn't hydrate themselves, and then looking at the case fatality rate because there again are a number of people who were just gonna do fine no matter what we do for them, and there are a number of people who are gonna die no matter what we do for them.

What we're trying to figure out is the group in the middle. Can we come up with proper processes, where if we're still at too high of a rate of fatality, then we ask for more resources, ultimately to where we get -- to where we're really a good Ebola treatment unit? And that experience was really -- at least in Sierra Leone when I was there -- was never established. We had no idea what was -- what was the right ability of an Ebola treatment unit to provide care.

So unfortunately, we had to make a lot of triage decisions without any operational top cover, and you made them on the fly. And the crisis standards of care model people talk about, that typically you do this as a team. We tried to do it as a group, but it really had to be the clinicians and the team because we were so overwhelmed, you didn't get a second chance. You can't have someone coming by three hours from now because probably the decision was already made on them.

So the pace is much faster than I think has been reflected in the Institute of Medicine document, but that just also may be that nature of the level of mismatch that was happening in West Africa. And we struggled with a lot of difficult decisions, and we talked about this at night. "Should we be trying to get people out of the Ebola treatment unit who are inappropriately put in there because they had symptoms consistent with but didn't have Ebola, or should we concentrate on treating patients?"

Because both take resources. And it was -- it was a struggle to try to figure out what the right balance was. We didn't want anyone to get Ebola simply because they were mis-triaged into an Ebola treatment unit. At the same time, we also didn't want to have to keep walking past a bunch of patients who were really struggling and potentially had survivable disease but were moving on to dying simply because we were, you know, trying to get the other patients out.

And I tell you, we've really never figured out the right balance, but we -- those conversations we had quite often. And more importantly, we -- we needed public health agency guidance on that as well as additional resources being requested to know that we were making those difficult decisions. And when we did send out information -- and again this is not meant as an individual hit -- essentially, we were told can we change the format of our request into tabular form because we didn't have it in the proper format.

And then they went unanswered from there. So obviously we were in a situation of crisis standards of care where there wasn't enough time to perform all the essential tasks. And what we really needed is, we needed additional people helping us figure that out rather than us coming up with it on the fly.

And most importantly, we needed data so that, you know, our instincts could be reinforced, meaning if you thought someone was too sick and you were gonna pass on them and move on to the next patient, you wanted to be pretty sure that you were right. And we had very limited data at that point in time to make those decisions. So we were making big decisions really on the fly without any information.

Descriptive Text for the slide presented: 
There was a need to establish requirements and goals of the ETU and focus efforts:

  • Needed to figure out who was in the ETU, who had PCR tests, and track therapies

  • Get patients out of ETU who did not need to be there

    • Is 72 Hr still valid for PCR

  • Establish guidance for therapies

  • Concentrate very sick patients in one ward to allow for aggressive resus

  • Limit any one person's resus so others get proper attention

  • Engage survivors and less ill in care for others

Dr. Rubinson: So, lesson number four: the public health response was more focused on disease control, political interface, and building ETUs, but the processes within the ETUs, at least when I was in Sierra Leone, largely went unnoticed and misunderstood.

And to expect that the frontline clinicians are gonna build that and also care for patients is really a setup for failure, and especially when there's human-to-human transmissible disease as well where there's, you know, the whole issues around the emotional struggle of trying to stay safe. So we needed a much bigger bench, but we didn't necessarily need a whole bunch of additional clinicians.

We needed a bunch of different skills to be able to help us, whether it was data gatherers, whether there were industrial hygienists, etc., and unfortunately all those requests went unheeded. So how does an ETU work? Well, the first is the suspect ward, and that's where people who have symptoms consistent with the case definition are put in, but there's no confirmation that they actually have Ebola, and they're put in a unit where there are people with Ebola who haven't been confirmed yet either.

Descriptive Text for the slide presented: 
Several clinicians cannot build a triage/allocation system, provide clinical care and gather system accountability information. This is especially true for a human-human transmissible disease.

Dr. Rubinson: So you can imagine you want to separate those people, and most of the patients who are still well enough have the survival sensibility to separate themselves from other people. But the key thing is you want to get the patients with Ebola into the confirmed ward 'cause that's the best way to concentrate your resources to provide care. And you want those without Ebola out as soon as possible so that they don't get ill from being mis-properly triaged.

And then there's a whole period of Ebola as people are convalescing where you want them out of the treatment unit as well so that they're not -- they're not taking up a lot of the resources for treatment. Or you can repurpose those people to help provide treatment for when the caregivers are not able to be in the treatment unit. The annex is where we did triage. It was a dungy, dreary place.

It was a place that had an enormous amount of trip hazards, and what we had to learn is to walk past the people in need. So when you first get in, the last thing you want to do is take care of someone who likely has Ebola, is very sick, and touch them and care for them and then go and take care of people who don't have Ebola. So we had to be able to come up with a pathway to make sure we don't transmit to people who don't have Ebola and then go back and deal with the folks who do have Ebola.

We had to figure out the census and update the duration of symptoms because unfortunately, the PCR tests could miss Ebola in the first three days of symptoms. So we needed to truly understand when someone's symptoms started so that once we had that duration, as soon as they're more than three days, we could get 'em out of the unit. But then we had to prioritize their phlebotomy.

So the goal of the suspect ward is get the people who don't need to be there out, get the people who are clearly sick into the treatment ward, and try and avoid cross-contamination. And one of the key features of whether or not we could reduce the burden in the annex would be could we have changed where the previous studies had told us that the PCR is only fully sensitive after three days.

But now we had thousands of patients to learn from, and we don't know if that situation were still true. Even if we had knocked that down to 48 hours, that could've reduced the burden in the Ebola treatment unit again, but there was nowhere to have this conversation to try and prioritize, what are the key questions we need to solve, again, that aren't necessarily about getting docs and nurses to West Africa, but can we use some of our data to change our processes to reduce the burden so that the docs and nurses who are there can be more efficient at providing their care?

So after the annex, we would -- or in the annex once we dealt with the folks who were not that ill, we would take care of those who were quite ill. And we realized after a time, it was just not the right place to try and manage care. So we would again try and prioritize patients to get phlebotomized, to find out if they do have Ebola, so we can send them into the treatment ward.

And one of the first things I noticed at the treatment ward was there are a whole bunch of people holding court on the porch outside of the treatment ward. And some of those people were on their way to getting sick, but a number of them never got that sick. They just add muscle aches. They had some fever, but they never got seriously ill. So those folks became our extenders and our community folks who would watch to make sure other people were doing OK.

And then we would also get fairly good at being able to find who was really sick. One of the telltale signs was when it was 90 some odd degrees and humid and someone's under three blankets in the Ebola treatment unit, that person's probably fairly sick. So we got better and better at concentrating those patients in a particular place so we could be more efficient on rounds to try and give them IV fluid, antibiotics, and antimalarials.

Another thing we learned, unlike on TV, Ebola is not -- the predominant feature is not hemorrhagic disease. It's a GI disease, so they have profound nausea, vomiting, followed by diarrhea. It's a neurological disease, and actually the agitation is a huge problem because trying to get people safely managed with IV fluid when they're agitated and they want to keep walking around or they want to hide under a bed was a huge struggle for us to be able to provide appropriate care.

And occasionally they have bleeding. So the clinical features are key to understand because that's the requirement for being able to provide care. And again, they're -- most of the features of the disease were, I think, slightly different than the reported literature. The CNS agitation was profound. There was some early information from Conakry and Gueckedou in Guinea where some of those clinicians had at least by email taught us some of their features, and we were trying to provide care.

But bleeding really just became evidence of someone who probably was gonna die, but it wasn't massive bleeding. So if you saw a nosebleed; if you saw gum bleeding, those people were probably gonna be dead in the next day or two days. We would still provide them some care, but we knew that as they got sicker, we would have to move on to other patients. So what was proven about the care prior to 2014? Almost -- almost nothing, unfortunately.

There was a fair amount of dogma about whether or not we should be doing oral rehydration. A lot of that came from people who treat cholera. The nausea and vomiting is quite profound in Ebola, and the amount of oral rehydration you can do is quite limited in the disease. And we're not really sure how much IV hydration to provide. Nutrition is something that a lot of people have argued for.

But the critical care literature from the last three decades would tell us that for a limited disease, nutri -- meaning a time-limited disease -- nutrition doesn't usually play that big of a role. So honestly, there was a lot of people who felt very strongly about what care should be provided, but we weren't really sure what it should be. And when you're in a resource-limited setting, you want to just be providing what you think is really important. And unfortunately, we had no data to guide us. So we just again unfortunately made it up, and making it up feels pretty awful six -- six months in.

And this slide just goes over the variety of things that we did for the patients,

Descriptive Text for the slide presented:

  • Can ORF do the trick?

  • ABX?

    • GI illness

  • Malaria Tx

    • ACT

  • Who gets parenteral IVF?

    • What fluids and how much?

  • Best antiemetics?

  • GI anti-motility agents?

  • Rx for agitation

    • ? Antiemetics making worse

    • ? Ketamine

    • ? Benefit of benzos when RR so high presumable due to several met acidosis from vol loss

  • Is oxygen needed if giving IVF?

  • Endpoints of resus

    • We had clinical exam, BP cuff and pulse ox (for HR), passive leg raising

    • ? POC lans

    • ? Ultrasound vs possible risk of traditional endpoints (u/o with foley, GI output devices)

Dr. Rubinson: and this is ultimately as the international community was gearing up to provide help, this was the difference. So this was the level of complexity of our census.

Descriptive Text for the slide presented: 
A photo of a handwritten patient census. Supportive care strategies far from understood or optimized and equipment designed for safe procedures were not prioritized.

Dr. Rubinson: That census took me 40 minutes to do just writing that down and asking people. And most of the international community was focusing on novel therapeutics.

All important stuff, but we couldn't even provide the most basic of care, and that's really what, you know, the world could've provided early on rather than trying to figure out how do we bring in new therapeutics to treat this disease. Can we provide even the most basic supportive care? Then if we do that, then perhaps maybe we can provide additional therapeutics.

And when we were overwhelmed, again, we kind of developed our own intuitive senses of who would do badly, but it wasn't until after we were already there that we start to see reports coming out. So six months in, there was still very little information on who did badly.

Descriptive Text for the slide presented: A chart shows data about the patients including demographic, symptoms, and recovery and mortality percentages related to these categories.

Dr. Rubinson: We started to get the sense that if people were agitated or moving towards coma that they would do badly.

It doesn't take a rocket scientist to figure that out, but ultimately, data proved to that because when you're walking past someone who you know is gonna die with no care, you want to be pretty sure that you're right about making that decision. And again unfortunately we were just making it up as we went on. And our experience again from early bleeding, poor-tending outcomes ultimately did bear out in other cohorts, but this information should've come out much earlier.

It's great that folks who put this information out were able to do this, but there really needed to be a concerted effort to get this data out really early. Not just on the clinicians, but the world should've brought resources to bear to be able to do that, so that we're not leaving clinicians hanging and patients at risk by folks just making chaotic decisions in the midst of chaos.

So the clinical response is not just about bedside providers. Disease transmission assessment needs to be a priority. We need to have a systematic and strategic clinical response. I understand that the initial responses can be chaotic. Of course it's gonna be, but there needs to be a strategy, short term, midterm, and long term, so that we iteratively get smarter as we continue in the response.

We need appropriate metrics that are rigorous and that truly reflect the processes of care that we're delivering, and some of those metrics need to be created by seasoned clinicians so that we're -- again, we're actually measuring what's truly reflective of process rather than just what we think matters. Patient data collection has to happen. And this is not about research. This is about operational guidance.

We cannot be responding to these outbreaks without any information. When we're making this up on the fly, we are inefficient, and we are misusing our resources. And there are -- what I've found during multiple responses is there are many people who want to help, and the resource bench is incredibly deep. Just, people want to know how they can help, and we need to get smarter about how to leverage all of the world's resources.

Even if not everyone wants to travel to West Africa to assist, you can imagine we could've used a number of people who stayed in their own country, but who were extenders who were either providing clinical guidance or helping figure out what the equipment supply should look like, and then ultimately having the end users figuring out if that was right or wrong rather than asking the people who were managing patients day to day to figure it out on the fly.

And it actually matters. This was not an abstract effort. Some of the crisis standards of care stuff sometimes feels like it's a -- it's when the asteroid is gonna hit the -- the Earth, but this stuff actually matters. Getting it right matters. It changes people's lives, and it's important that we do better next time. Thank you so much.

Dr. John Hick: That concludes Lewis's formal presentation. And now we have an opportunity to ask a few less formal questions about some of the material. Lewis, thanks so much for taking the time to be with us today. We understand how busy your schedule is, but fascinating conversation. And I wonder just for starters, you know, you were dealing with a country that has very limited governance, very limited public health structure, and a lot of mistrust in fact of public health and of modern medicine. Do you think that we would see similar levels of fear and distrust and issues here in the United States?

Or is that just a phenomenon that we have to understand that we would be dealing with in less developed countries?

Dr. Rubinson: I -- I actually was amazed at the resilience of the Sierra Leoneans. So their country was on fire with Ebola, and life continued to go on. And in many ways, they were much more resilient than the fear which kind of took over the U.S. during, you know, really a very small setting of secondary transmission.

So albeit they have limited resources, and a number of the folks in that country don't follow -- don't prescribe to the germ theory, they struggled to be able to bring enough resources to bear, but at the same time, they did not let fear take down their entire community. I think we can learn an enormous amount of lessons from that in terms of community coming -- coming together to be able to solve their problems.

I think the risk communication, though, on Ebola failed whether it's resource limited or resource rich environments. There was a fair amount of dogma about Ebola that I don't think we can be as sure what we know about Ebola from rural Africa and extrapolate that to resource rich environments and be as sure as we were 'cause then when that proved not to be the case, that led to a lot of mistrust.

And I think Texas is probably the biggest area where that played out. So again, I actually think that in West Africa, they were able to deal with the outbreak much better than we did with our very small outbreak in the U.S.

John Hick: Interesting. I think the point that you made about the -- the need to recognize uncertainty is critical you know because going into any new epidemic, we still don't know a lot of things that we want to know. And if you're not upfront about that, whenever you're proved wrong, that's a huge trust issue for everyone.

So the scope of clinical care that you were able to offer in Kenema, were -- did you have any basic laboratories that you could do blood or urine or anything? Or were you mainly just dealing with visual assessment of patients and/or minimal vital signs? What -- what did -- what tools did you have?

Dr. Rubinson: That's a great question, John. So in Guinea, several months prior, they were able to utilize a point of care device, an i-STAT. When we were in Kenema, there was no laboratories available at all except for molecular testing for Ebola and antigen testing for malaria was sometimes available. That was the only two diagnostics that you could get.

Everything else, so in terms of physical exam, looking at conjunctiva to try and figure out what the hemoglobin was, for trying to determine heart rate, we used a pulse oximeter not because we could provide any supplemental oxygen, but we couldn't bring our own wristwatch in to be able to count time so it was able to give us a pulse rate. And we used a manual blood pire -- pressure cuff and then also on the most part didn't even use a stethoscope with it.

We just used palpation to figure out what the blood pressure was. And that was the extent of your level of diagnostics.

John Hick: And I think the point you made about if you've got a person who is suffering from agitation and also dehydration and you're not sure what the risk benefit of trying to put an IV into somebody who's agitated without sedatives being available, you know, you can assess tactilely for fever and sweating and things like that, but you can't do any tactile analysis what their sodium is or, you know, how much that person needs IV fluids versus another person. So that -- it makes it incredibly difficult to, you know, decide who is going to get what interventions, even if they're available.

So was there any -- was there any thought about trying to predict, you know, sort of resource requirements or -- or assessing requirements for, you know, like for every 10 patients, you know, this is what we'd like to have as far as ORS or diagnostics or whatever? And, you know, is that kind of requirement building? Is that something that we need to be looking forward to as the future to say if we're going to level X level of care or Y level of care or Z level of care, then we have to be able to provide, you know, for X number of patients these resources, staffing and otherwise?

Dr. Rubinson: Yeah, I think that's the exact right way of looking at it. We -- we -- by the time we had left, I think we had a fair sense of what we thought we needed, but honestly, you know, we made it up just like everyone else, and it was not evidence derived. I think just like I had mentioned before that there should be an early deployment team that's looking at early transmission. Probably one of the sites should get concentration for resource utilization.

You can't do it in every clinical site where you're trying to provide clinical care, but you can probably do it at your best resource site. And again, it's not to do research on people. It's to get an early understanding so then you can start leaning forward and being able to bring the rest of the treatment units up to the same level of capability. But you're absolutely right, like, we have no idea how much IV fluid it actually takes to resuscitate someone.

And if you give too much, is that bad? If you give too little, is that bad? We have a little bit of information from the people who came back to Europe and the U.S., but that's less than 20 patients. You know, there were 30,000 opportunities in West Africa that we really missed the boat on trying to understand how to manage them. In terms of your question about agitation, even simple stuff.

We -- we were given IVs that were metal cannulas that -- yeah, so 40- or 50-year-old technology, very dangerous to use, and there was no way to secure them. So if the patient got agitated, they would pull 'em out and there'd be blood everywhere. So much of this stuff was not the more difficult doing really, you know, resource intense data derivation. It was just someone listening of hearing.

You know, if we had some protect catheters and we had some devices to secure the IVs, and we're talking about pennies and dollars, right, rather than spending millions and tens of millions of dollars on clinical research, even though ultimately I believe that's important, we would've developed an infrastructure far more capable than spending almost all of our time on esoteric therapeutics when we couldn't even do the most basic stuff.

Dr. John Hick: Sure, and you have to be able to ride the bike first, right, you know before you start racing. I mean, it was never gonna be that everyone could get ZMapp or get, you know, advanced therapies at the same time. We didn't even know whether the basics made a difference, and if you took a select number of those treatment centers and really invested some time, we could've had some invaluable data.

Dr. Rubinson: I think that's right. I mean, the patients who came back to Europe and the U.S., while there's a selection bias to that, the mortality is under 20 percent for that group. And it's not clear whether novel therapeutics made any difference, but they were done in -- they were administered in such a way we'll never know. But it looks like it's probably just good, supportive care.

And if we could have knocked down the mortality 30, 40 percent by good supportive care, it's hard to imagine that a novel therapeutic would have that big of a treatment effect. That's not to say novel therapeutics don't have a role. They just -- they're -- they come further on into the outbreak. We always know what the ethical issues and all of the other issues that go together with bringing novel drugs into other countries that it's gonna take some time.

And during that time, people are continuing to get sick. So had we had a multipronged approach of let's get good supportive care; let's figure out, like you say, what are the resources, look at that in a few sites, then emulate that over multiple sites, then have other people working the novel therapeutics. By the time the novel therapeutics were really ready to go, you would have an infrastructure ready to give them.

Dr. John Hick: And I think, you know, you made a good point about we did get good data from some of the patients who were brought back to western environments, which was helpful because some of the assumptions that were being made about care in a first-world environment and -- well, we're not going to offer dialysis. We're not gonna intubate these people, which I thought was particularly, you know, egregious example of taking historical data that was based on care in a very rudimentary healthcare system and try to extrapolate to, you know, a well-resourced Western environment.

We have to be very careful about those assumptions. So -- the thing that you mentioned with the -- the personal protective equipment that obviously had some personal issues for you is that there's always a tendency to say more PPE, better. And at the same time, more PPE equals more physical limitations, you know, more physical impediments. Any more comments that you have about, you know, contributing factors to, you know, falls, needle sticks, those sorts of things that the PPE winds up engendering?

Dr. Rubinson: Great question again. I -- I think taking a step back, the PPE has become the major focus, and I think -- excuse me. What I'd really like to see, and maybe you can't do it as much in the resource-limited environments, is we need to get much smarter about our environmental controls, and PPE should only be a last fail-safe. If you look at the nuclear industry -- if you look at most places, they do not put the risk of whether you get ill or not simply based on the PPE.

The PPE is the last fail-safe just in case everything else fails. We've turned that on its head in how we do outbreaks here where it requires a human to be 100 percent adherent all the time. And the burden of the PPE is fairly high. I'm not trying to say that PPE will go away, but I think, you know, what we've done in some ways is made it nearly impossible to provide clinical care.

Most of -- like you talked about, the burden of PPE gets in the way of what you're trying to do with a patient. And I think the discussions of PPE should be much broader than just with clinicians and infection control people. I think it should be human factors, experts. I think it should be industrial hygienists and other folks who can get us thinking different ways of how to keep ourselves safe. And like you say, sometimes more is not better, absolutely.

So we, we had to trans -- transition from facemasks to goggles 'cause there was a perception that mucus membranes were at risk with facemasks, which is true to an extent, but the goggles that we were given fogged up almost immediately. And because of the trip hazards, we were at much higher risk of ripping open our PPE 'cause we couldn't see with the goggles. So it was well-intentioned, you know, recommendation that forced us to do that, that put us at much higher risk.

So I think sometimes more needs to be put into place of the context, the situational context, and weighing all the different factors on what ultimately keeps someone safe.

Dr. John Hick: That hierarchy of controls in infection control is a lot easier to implement when you're in a nice air conditioned hospital, but at the same time, you're exactly right. PPE is always the last barrier, you know, not the first. While you were there, you actually wound up suffering a needle stick and -- and were hospitalized for a few days, you know, during an observation period, which was -- has been described in journal articles. From the perception of being a patient who, you know, had to deal with caregivers who were in PPE as well as a caregiver that's been in PPE, can you speak to just kind of the emotional issues and some of the things that we need to be cognizant of from the patients' perspective?

Dr. Rubinson: Sure. So at -- at -- at first when -- you know, when I got there, so I -- I, you know, essentially had a reaction to the VSV vaccine, which did what it was supposed to. It -- you know, it essentially generated an immune response from me, and it made me feel pretty un -- unwell for a little while. When I was feeling that way, I honestly -- I didn't care about the PPE. You know, the staff were great. They were wonderful.

I went -- there was a small risk I had Ebola, very small, so of course you would never want someone else to get sick because you're sick. So I think from that standpoint, all was fine. When it became clear that I did not have Ebola and I had a vaccine reaction, I had to spend probably another five or six more days in the biocontainment unit.

And that's where really it felt like it was starting to get at where I was being held against what really science would say. And again nothing against the folks at the NIH -- they were wonderful -- but ultimately, many of us saw many bad things in Africa, and we were dealing with the demons of the things that we couldn't -- that we knew we could manage in an everyday basis, but we couldn't provide that kind of care there.

And then to essentially kind of hold us as someone who is putting the population at risk, it obviously engendered mixed feelings. From -- I -- I felt a lot of respect and -- and really a lot of gratitude to the folks caring for me, but it was clear that I wasn't a risk after a while, and my desire to get out was, let's just say, not heard very well.

And -- and honestly, not by the NIH but later by public health folks, I was threatened with things such as if you walk your dog, you will potentially be incarcerated. And just after the experience, I get that the country was fearful, but if we're saying that you can spread this disease asymptomatically, if I'm adhering to all those things, I had probably been tested for Ebola more than anyone at that time--

Dr. John Hick: You were probably the safest person to be out walking your dog at that point, so...

Dr. Rubinson: Exactly. And just how to balance that with also -- I get that they have the public perception of needing to have people feel safe. I chose to take a different tact than the person in New Jersey, but I got what she was experiencing, you know.

It's -- and -- and I -- and I think we're gonna -- we're gonna create a fair amount of potential for PTSD in folks coming back, when they come back and really need to start just processing what they're going through, and instead they're going through legal issues that somehow the work they did is -- is putting the public at risk and they should be ashamed for it.

Dr. John Hick: And -- and isolated, you know, which is the last thing you need when you're trying to kind of reconnect the dots and reenter, you know, into our environment. So difficult, but at the same time, we're grateful. You know, thank you for going, and thank you for the information you brought back.

Dr. Rubinson: Sure.

Dr. John Hick: So we appreciate Lewis taking time to share his thoughts and ideas about his time in Sierra Leone with us today, and thank you for joining us.

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Narrator: Thank you for joining this ASPR TRACIE program on Lessons Learned on Crisis Standards of Care in Kenema.
We encourage you to visit us at asprtracie.hhs.gov for more information on a variety of healthcare emergency preparedness and response topics, including a Topic Collection on viral hemorrhagic fever and Ebola, and a separate Collection and Information Exchange thread on Crisis Standards of Care. Issue 1 of our newsletter, The Exchange, focused entirely on Crisis Standards of Care. You can also submit resources to be considered for inclusion in our resource library and Topic Collections, participate in a password-protected discussion board, or submit requests for technical assistance.

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