Vaccination Site Plan: Safety, Security, & Liability Concerns

Utilize Social Media to Get the Word Out

Your local mass media outlets – newspaper, television, and radio – are a great avenue to get the vaccination message out to you community. Your website and social media channels can also be used to list important vaccination site information, as well as pictures of Google Earth maps for entrance into your parking lots and buildings.

Vehicle Traffic Flow

We have seen the reports on television of vehicle grid lock at vaccination sites where people have had to wait hours for their vaccination. To ensure fluid traffic flow, and to calm individuals driving to the vaccination site, consider the following controls:

• Direction of vehicle traffic on public streets should be addressed by law enforcement
• Maintain marked police and/or sheriff’s department vehicles on site
• Maintain uniformed police officers/sheriff’s deputies on site
• Consult with local law enforcement to determine the driving maze of your parking lot area
• Determine if your local department of public works or highway department may be able to assist with providing orange traffic cones and barriers
• Ensure brightly colored, recognizable speed control markings are in place
• When possible, drive one way in and one way out – avoid areas where vehicles must cross each other’s path or a pedestrian must cross in front of moving vehicles
• Any vehicular accident must be investigated by law enforcement, not your personnel or volunteers

Walking Surfaces

A potential liability concern is created when an individual entering or exiting your grounds and buildings slips or trips, resulting in a fall. It is important that your organization has done everything possible to ensure safe walking areas are maintained.

Are walking areas clear and free of debris, snow, and ice?

• Especially during cold weather conditions, walking areas should be frequently inspected to ensure walking areas are clear and snow/ice concerns have been safely addressed.
• Consider maintaining a snow/ice removal log at each entrance and exit where walking surface conditions are checked and addressed throughout the day.

Supervision Controls

Volunteers and other supervisors need to be trained with regards to their specific supervision duties.  This may include:

• Directing vehicle traffic. As mentioned earlier, traffic control on public streets should be performed by law enforcement. Volunteers may be asked to direct pedestrian and vehicle traffic on your grounds or within buildings. Any form of vehicle directing should be reviewed by law enforcement.
• Assisting individuals out of their vehicles and in to the building. Individuals with a disability and elderly individuals may need physical hands-on assistance. Ensure supervisors have been trained on how to properly perform these duties.
• Instruct all volunteers and supervisors that they are not to attempt to break up any physical or verbal confrontations that occur between individuals. This is the job of law enforcement.
• Ensure all volunteers and supervisors are equipped with appropriate clothing for the weather conditions, reflective vests to alert of their presence, appropriate personal protective equipment, and proper footwear.
• Ensure all volunteers and supervisors are equipped with communication – cell phones and/or walkie-talkies. All volunteers and supervisors must know who to call for assistance whether it is a medical emergency, a verbal or physical confrontation between individuals, an accident or incident involving people or vehicles, or simply someone asking for directions.

Incident/Accident Investigation

With the increased number of vehicles and people accessing your vaccination site, the chance of a vehicle accident, a slip, trip, and fall resulting in injury, or physical confrontations resulting in injury may increase.

Always remember, contact law enforcement when a vehicle accident or physical confrontation takes place.

With regards to a personal injury from an accident exposure such as slipping and falling, it is important that an investigation be performed. Remember the following:

1. Get the person professional medical attention.
2. Protect others from being injured.
3. Stabilize the situation – correct or remove the hazard if possible.
5. Conduct an investigation.

General guidelines for investigating general liability-related accidents include:

• Gather the accident facts while they are fresh.
• Inspect and record any changed physical characteristics or conditions of the accident site.
• Preserve any physical evidence, such as potentially defective equipment.
• Use your cell phone to take photos to help preserve the scene.
• Talk to the injured person, if possible.
• Talk to any eyewitnesses.
• Ask simple open-ended questions, one question at a time, and attempt to have events related chronologically to ensure thorough coverage.
• Distinguish a person’s actual knowledge from hearsay.
• Ask when, where, who, how, and what was said or done.
• Avoid opinions, judgments, or conclusions, and be as objective as possible.
• Avoid commenting on the information gathered except to confirm your understanding or to clarify.
• Stress getting the facts.
• Do not comment on liability or admit fault during the investigation, but listen for clues in the conversation around you.
• Remember, unsolicited comments often have merit.
• Review and finalize any notes immediately upon completion of your inspection and any interview or other communication with those involved.
• Fill out the appropriate accident, incident, or near-miss form, giving an accurate account of the facts.