Critical incident management
Issue: Volume 29 Number 1
News of the accident involving the Australian Institute of Sport (AIS) women’s road cycling team in Germany in July 2005 shocked the Australian community. The cycling team were on a routine training ride when the unthinkable happened and they were hit by a car. It was a tragic event, with dire consequences, which occurred unexpectedly. No one could have foreseen it, and nothing could have prevented it. That’s the nature a critical incident, it occurs without warning, to anyone, at any time.
While the accident was beyond anyone’s control, we should be able to effectively manage the critical incident and subsequent recovery period. Extraordinary assistance and support was immediately provided to the athletes by the coach, staff and the Australian Embassy. The joint efforts of the Australian Sports Commission (ASC), AIS and Cycling Australia ensured that family members and support staff arrived at the hospital in Germany within 48 hours of the accident occurring. The AIS has learned from this experience that a rapid and well coordinated response to an emergency will increase the likelihood of the best possible outcome for all involved.
The AIS women’s road cycling team accident reminds us of the crucial need to be prepared for any emergency, particularly when travelling with athletes and teams. You may be required to manage a critical incident, which could involve one person, or many, and occur at home or overseas. While we hope that we will never again experience a tragedy of this magnitude, it has highlighted the need for all coaches, and sporting organisations to prepare for the possibility of a critical incident. Remember, it will happen without warning, so if you have developed critical incident procedures the long term consequences of any incident can be minimised.
Be prepared!
The thought of preparing for an emergency may seem overwhelming and beyond your resources, however a simple structure can be established to ensure you and your organisation have a planned response to managing critical incidents. If you are adequately prepared, you will know how to respond appropriately in a crisis situation, and therefore cope effectively.
Develop a critical incident plan
Developing a critical incident plan will give you and your organisation guideless to follow in the event of a critical incident, and ensure you are aware of the required resources.
The critical incident plan should include:
- guidelines for the roles and responsibilities of staff, the organisation, and other relevant parties in both the management of the critical incident and the recovering period
- operational procedures to be followed, including:
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- management of both the incident and recovery period
- provision of medical and psychological support
- full details of the travel insurance policy
- consideration of policy and legal issues relevant to your organisation and funding bodies
- coordination of media issues.
Prepare adequately for travel
When travelling, you must be prepared to respond quickly to any situation that may arise.
Prior to leaving:
- create an emergency wallet card containing all necessary emergency contact details such as local emergency and medical services, insurance company, the Australian embassy /consulate and key Australian support contacts
- arrange for mobile phone coverage, and access to email, in order to facilitate communication in the ongoing management of a critical incident
- ensure the travel insurance policy is current and comprehensive.
Managing a critical incident
A crisis will demand instant action, and many people may be required to assist. A coordinated and rapid response can be achieved by establishing a critical incident management team to oversee the:
- implementation of the critical incident plan
- immediate deployment of staff to provide support, particularly medical and psychological services
- notification of family members and their travel arrangements
- provision of logistical and administrative support to the staff at the site of the emergency.
Priority should be given to the provision of medical and psychological support, ideally within 48 hours of the event. When the incident involves physical injury it is recommended that a doctor is sent to the site to ensure appropriate medical treatment is being provided. Considerable psychological distress is experienced when involved in a critical incident. To minimise the potential long term psychological effects it is important that a psychologist provides trauma debriefing services to those involved, and supports family members.
Recovery from a critical incident
Effective management of the recovery process is as essential as the management of the incident itself. The ongoing provision of medical and support services should be well coordinated to assist in the physical and psychological recovery. Also, consideration to the recovery of staff involved in the critical incident is important, ensuring they receive support and leave at the conclusion of the event.
Managing a crisis places extreme physical and emotional demands on an individual. If you are in the situation where you are confronted with a critical incident, it is imperative that you have the resources you require to provide a calm and efficient response. The Australian Institute of Sport has developed a ‘Critical Incident Checklist’ to guide the development of your Critical Incident Management Plan. Don’t assume that it won’t happen to you, or your organisation, and take action now to prepare.
Critical Incident Checklist
Prior to travel
- Critical Incident Plan finalised
- Insurance cover confirmed
- Copy of insurance policy provided to the responsible organisation
- Emergency wallet card provided to athletes and staff
- Dedicated mobile telephones (and staff roster) are organised within the touring party and for those remaining in Australia
Handling of critical incident
- Critical incident management team established at the 'home base'
- Communication channel between the touring party and 'home base' established
- Initial assessment of medical capability available at the site
- Arrangements made for repatriation
- Transportation of family members to site
- Decision to deploy staff to the scene
- Decision on number of psychologists and counsellors required
- Deployment of a medical doctor
- Facilitation of visits by family members once at scene
- Recommendations on scope of responsible sporting organisation/s assistance
- Management of media
- Support for staff members
- Implications of insurance policies established
Post-incident
- Assessment of ongoing sports medicine and related support services required
- Leave arrangements for staff, assistance with any increased workload
- Evaluation of procedures provided in response to the incident
- Acknowledgement of assistance and support provided
- Annual review of critical incident plan
