Telephone Recall System

Introduction

Date of Last Review 4/26/07
SME: Safety Compliance Coordinator

The Telephone Recall System is a method of relaying verbal information via a chain or cascading list of telephone calls.

When to initiate

The administrator or designee initiates the Telephone Recall System when it is necessary to transmit important information concerning staffing and/or UTHCPC operations as a result of an emergency.

Responsibilities

This table lists Telephone Recall System responsibilities:

Person/Department	Responsibility(s)
Administrator or designee	Initiates the Telephone Recall System
Each department manager	Develops and maintains Telephone Recall List for his/her department Ensures that every employee in his/her department is: Is aware of how the recall systems works Has an accurate and current list
Each employee	Provide his/her department manager with a telephone number where s/he may be reached in an emergency Maintain the required recall numbers at the location of his/her emergency number

Departmental plan

Each Departmental Telephone Recall Plan should have the following characteristics:

Integrates with the UTHCPC system

Includes the name and off-duty phone number of all employees in that department Exceptions: Some lists may not contain all employees dependent on the type of emergency for which the department prepares the list.

The first name on each list should be a ranking person Examples: Director, supervisor

The names and phone numbers arranged so that each person calls the person whose name appears below their own

Messages

Keep messages relayed via the Telephone Recall System and departmental plans brief, specific, and simple.

Confidentiality

The UTHCPC Telephone Recall System and individual departmental component plans are confidential and are not available for distribution outside the UTHCPC Safety Office.

Creating a list

This table describes the process for creating a Telephone Recall System list:

Revisions

Each department director submits a revised copy of his/her Telephone Recall Lists no later than the first Friday after the first Saturday of the following months:

January

April

July

October

Implementing the system

This table describes the process for implementing the Telephone Recall System:

Stage	Description
1	Administrator initiates the system.
2	First person on the list calls the next person on the list.
3	Caller uses this table to determine what happens next: WHEN ... THEN... The next person on the list answers the telephone The process continues with Stage 5. The next person on the list does not answer the phone The next person's phone is busy The next person's phone malfunctions The caller calls the person immediately following the next person on the list. Example: If you are person #3 and person #4 does not answer his/her phone, you should call person #5.
4	Caller informs department director of the person not contacted as soon as possible.
5	Caller relays important information to the next person on the list.
6	Steps 2 through 5 repeat until the last person on the list is contacted.
7	Last person on the list calls the pre-designated number to inform the designated person that the call chain is complete.

Related Standards

The Joint Commission : Environment of Care

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