Fixed-Fee Package · Custom Engagement Proposal

RHC Emergency Preparedness Program Package

Emergency preparedness is one of the most structurally demanding Conditions for Certification a Rural Health Clinic carries. 42 C.F.R. § 491.12 requires an emergency plan built on a documented facility-based and community-based all-hazards risk assessment, emergency preparedness policies and procedures, a communication plan, and a training and testing program. Each must be reviewed and updated at least every 2 years, training delivered at least every 2 years, and the plan tested with exercises at least annually in an alternating structure that many clinics get wrong: a full-scale community-based or facility-based functional exercise every 2 years, and a second exercise (such as a tabletop) in the opposite year.

This package builds your complete emergency preparedness program from the ground up, or refreshes an existing program to the current federal baseline. One fixed fee, set in a custom engagement proposal. Survey-ready documentation at hand-off.

What Is Included

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• Documented facility-based and community-based all-hazards risk assessment (§ 491.12(a)(1))
• Emergency preparedness plan meeting every element of § 491.12(a)
• Emergency preparedness policies and procedures, including evacuation, shelter in place, medical documentation preservation, and emergency staffing (§ 491.12(b))
• Communication plan with the required contacts, alternate communication means, and information-sharing provisions (§ 491.12(c))
• Training program structure with documentation templates and competency demonstration (§ 491.12(d)(1))
• A two-year exercise calendar built around the required annual testing cadence: full-scale or functional exercise one year, opposite-year exercise the next (§ 491.12(d)(2))
• Exercise documentation, after-action analysis, and plan-revision templates
• A review-and-update schedule so every 2-year clock in the regulation has an owner and a date

Exercise Scope: What I Facilitate

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I design and facilitate individual, facility-based functional exercises and tabletop exercises. A facility-based functional exercise is conducted within and by your clinic: it tests your clinic's own emergency plan, staff roles, communications, and procedures against a realistic simulated emergency scenario, without requiring field participation by outside community agencies.

I do not conduct community-based full-scale exercises, which are organized with community emergency response partners. Where a community-based exercise is accessible to your clinic, I help you prepare for it, participate effectively, and document that participation so it counts toward your § 491.12(d)(2) testing requirement. Where one is not accessible, the regulation permits the individual, facility-based functional exercise I facilitate.

Pricing

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Fixed fee per site, $7,500 to $12,000 depending on scope and complexity. Every engagement is custom-quoted: your exact fixed fee, deliverables, and timeline are set in a written engagement proposal before any work begins. No hourly meter. No surprise charges. Start with the free 15-minute fit-finding call, or email for a proposal directly.

What Your Clinic Provides

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The Rural Health Clinic agrees to provide all needed documentation and at least one specific point of contact for all coordination. Timelines in the engagement proposal depend on both.

Delivery and Travel

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All work is delivered remotely unless otherwise agreed in the engagement letter. When on-site days are agreed, for example to facilitate a facility-based functional exercise on site, the proposal names the number of included on-site days so travel never sits open-ended inside a fixed fee. Travel is reimbursed at actual cost, with meals at current federal per diem (GSA) rates.

How to Start

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Two ways in. Book the free 15-minute fit-finding call to talk through your situation, or email and I will reply with a custom engagement proposal. Organizations purchase by purchase order or invoice; no credit card checkout, no self-serve cart.

Developed by Tonne McCoy, PhD (ABD), MS, LSS-GB, CRHCP, Rural Health Advisory