Risk mitigation strategies for food & water during a crisis
Whether it’s a hurricane, wildfire, cyberattack or water contamination event, when a crisis hits a healthcare facility, food and water services may be among the first to be affected. However, they are often the last to be fully planned for.
“Healthcare facilities do a great job when it comes to emergency preparedness, but maintaining the right amount of supplies is critical in food service operations during a disaster,” says John Claytor, MBA, RD, Assistant Vice President of Food & Nutrition Services at HealthTrust. Annually, as hurricane season* approaches, the Food & Nutrition team at HealthTrust urges facilities to proactively build out their emergency preparedness plans, with food and water strategies playing a central role.
(*The Pacific hurricane season runs May 15–Nov. 30; the Atlantic hurricane season runs June 1–Nov. 30.)
It’s much more than stock
While bringing in extra shelf-stable stock is a key first step, having a stockpile is only part of the equation. “You also need the staff to prepare and serve those meals,” Claytor explains. In situations where roads are impassable or staff can’t reach the hospital, Meals Ready-to-Eat (MRE) options become critical. These are higher-cost solutions, but companies like Meals for All (under HealthTrust supplier Foodbuy’s contract #43973) offer options with a 10-year shelf life, which is ideal for long-term planning.
A recent example from a HealthTrust member facility on the Gulf Coast demonstrates how effective rapid response can be. With less than 24 hours before hurricane landfall, emergency MREs were delivered in time to support uninterrupted care. Another member facility in California activated a similar strategy during a wildfire. Both scenarios highlight the importance of established supplier relationships when a disaster strikes.
Planning for water loss
Water access is another vulnerability. Facilities must consider not just drinking water, but also what’s needed for food preparation and handwashing.
Effective preplanning also means ensuring physical logistics align with crisis constraints. For example, if the power is out or elevators aren’t working, can your team access supplies? (See page 10 for key planning questions.)
Simplicity & flexibility are key
Food service during a crisis often calls for simplicity. “Think about meals that can be prepared without power, or by staff who don’t usually work in food services,” says Kristie Schutt, RD, LDN, Director, Food & Nutrition Services for HealthTrust. Emergency menus should be tailored to your specific population, with plans for how many days of service may be required and how to handle production limitations, which could be related to staff, equipment usage, lighting, water and more.
Even technical downtime needs to be considered. If patient diets and allergy information are stored online, do you have paper versions readily accessible? Do supervisors know how to place orders by phone if your system goes offline? (See the sidebar for more key planning questions and tips.)
Assigning roles & owning the plan
One of the most important planning takeaways is: Once your plan is in place, assign clear roles and responsibilities. Know what the facility is responsible for and what HealthTrust will handle. Establish ahead of time who contacts which suppliers and when.
Every member facility should complete a risk assessment based on its geographic vulnerabilities— whether that’s hurricanes, earthquakes, cyberthreats or infectious disease outbreaks.
“Preparedness is not just about sending communications, it’s about making sure people know what to do and how to do it,” says Sam Potter, MHS, RD, HealthTrust’s Senior Director of Food & Nutrition Services. Even the best-laid plans are only as effective as the people executing them.
A comprehensive risk mitigation strategy ensures facilities embed preparedness into everyday operations. Because when the next crisis hits, food and water aren’t operational—they’re essential.
Best Practices Checklist
Make sure you are prepared before the next disaster strikes. Develop a plan that includes:
- Emergency menus
- Policies & procedures
- Storage & access plans for food & water
- Communication protocols
- Supplier MOUs (Memorandums of Understanding)
- Staff role assignments
Consider these questions during the planning process:
Water
- How much water is needed daily & for how many people?
- Where will water be stored?
- Can it be easily accessed if elevators don’t work?
- Who has access to those locations?
- Are containers manageable in size (gallons vs. individual bottles, etc.)?
- Who has access to them?
- Have any MOUs been established with suppliers, such as the local beverage distributor, dairy vendor or secondary distributor for water?
Food
- What are simple recipes that can be prepared without power or by staff who do not typically work in Food & Nutrition Services?
- What is the plan for use of perishable food?
- Is there an emergency order on file with your primary distributor?
- How far in advance must the order be placed?
- Do you have more than one way to contact the distributor (e.g., phone & email) & know their disaster plan/distance from the facility?
- Where will the food be stored?
- Can it be easily accessed if elevators don’t work?
- Who has access to those locations?
- Do you need to store extra disposable products if the dish machine cannot be used (plates, cups, takeout containers, flatware, napkins)?
- Do you update your Certificate of Insurance annually if you will need a refrigerated truck?
(The HealthTrust team suggests updating every January so you know it’s taken care of at the start of each new year.)
