The American Society for Reproduction provides official guidance for disaster preparedness for IVF labs. They say: “The primary objective of an emergency action plan (the ‘‘Emergency Plan’’) should be to provide for the safety of program personnel and patients, fresh and cryopreserved human specimens, and critical equipment and records.”
Disaster preparedness is critical in the high-stakes environment of assisted reproductive technology (ART) laboratories; preparedness for emergencies is non-negotiable.
All IVF programs and clinics should have such a plan codified and in place to protect fresh and cryopreserved human specimens (embryos, oocytes, sperm) and to provide for continuation or cessation of patient care in the event of an emergency, pandemic, or natural disaster.”
Whether it’s an everyday accident or a major natural disaster, having a robust plan is essential to:
- Protect Laboratory Personnel and Patients: Ensuring the safety and well-being of everyone on-site is the top priority during any disruptive event.
- Preserve Cryopreserved Gametes and Embryos: Maintaining the viability of fresh and frozen human tissue is critical to patient care and outcomes.
- Safeguard Information and Equipment: Securing patient records, operational documents, and essential lab equipment ensures continuity of care and smooth recovery.
Once an IVF program has developed its written Emergency Plan, the plan should be distributed among the staff and reviewed biennially. All program personnel should familiarize themselves with the Emergency Plan regularly and, as appropriate, receive disaster preparedness training tailored to their job responsibilities. Practicing the Emergency Plan annually is essential to ensure staff are capable of executing their assigned tasks effectively during an emergency.
Key Takeaways for ART Lab Disaster Preparedness
- Make Logistical Arrangements:
- Identify alternative storage locations for cryopreserved specimens in case of evacuation.
- Develop a transportation plan for safely relocating gametes, embryos, and critical equipment.
- Reduce Labor Needs:
- Streamline emergency response tasks to minimize the number of staff required on-site during disasters.
- Assign clear roles and responsibilities in advance to avoid confusion.
- Conserve Supplies:
- Maintain an inventory of emergency supplies, such as backup media, supplements, and cryopreservation tools.
- Regularly inspect and restock supplies to ensure readiness during critical situations.
- Protect Embryologists and Gametes/Embryos:
- Prioritize the safety of laboratory personnel through proper training and protective measures.
- Implement safeguards for incubators, cryopreservation tanks, and culture equipment to withstand environmental threats.
- Protect Clinic and Patient Records:
- Ensure that patient information, financial records, and operational documents are securely stored and backed up digitally.
- Designate personnel to manage and transport records during an evacuation.
Practicing the Plan
A disaster preparedness plan is only as strong as the team executing it. Conduct annual drills and tabletop exercises to test readiness, identify weaknesses, and refine procedures. Training sessions tailored to specific roles help staff remain confident and prepared in the event of a real emergency.
A robust disaster plan ensures the safety of your team, the viability of critical specimens, and the continuity of patient care in the most challenging circumstances. Investing in preparation minimizes risks and demonstrates a commitment to excellence, even during emergencies.
Types of Disasters Requiring Action
Disasters can be categorized as internal or external, depending on their nature and impact:
Internal Disasters
Structural damage to the laboratory, such as impending collapse.
Fires causing direct damage or requiring evacuation.
Gas leaks or toxic chemical exposure.
Excessive heat above 100°F for extended periods, compromising equipment and specimen viability.
External Disasters
Earthquakes, floods, and other “Acts of God” that threaten the building or surrounding infrastructure.
Local or regional emergencies evaluated by the lab director for potential evacuation.
Disaster Response and Evacuation Plan
- Activation of the Plan
The disaster plan is activated at the direction of the laboratory director or supervisor.
The immediate goal is to ensure the safety of personnel, preserve critical specimens, and secure equipment. - Evacuation of Specimens and Equipment
Relocation Sites:
Collaborate with nearby fertility laboratories to pre-arrange alternative storage locations. Secure a letter of agreement with local labs confirming availability and access.
Ensure the chosen location has secure storage facilities, such as lockable doors, and assign constant supervision if security cannot be guaranteed.
Specimen and Equipment Handling:
Personnel: Only designated staff should handle and transport embryos and equipment.
Documentation: Assign a team member to remove records and documents critical to inventory and current cases.
Media and Supplies: Assign another team member to gather media, supplements, and equipment necessary to maintain embryo viability.
Transport of Equipment:
Small incubators and isolettes with backup power can be wheeled to temporary locations.
Larger equipment may require professional movers or coordination with manufacturers.
Tanks and dewars must be securely transported to avoid damage.
Emergency Freezing: If time permits, fresh embryos can be frozen and stored in LN₂ dewars for safer relocation.
- Returning to the Lab
An “All Clear” to return specimens and equipment is given after:
Assessing air quality and ensuring acceptable conditions.
Cleaning the lab thoroughly and replacing air filters.
Maintaining Continuity During Specific Disasters
Fire Response
Firefighters are authorized to rescue cryogenic tanks and other critical items if it is safe to do so.
Backup refrigerators and storage tanks should be pre-positioned in safe locations for temporary use.
Flooding or Hurricanes
Elevated storage areas should be identified to mitigate flood risks.
Longer-term relocation may be necessary; ensure all equipment is prepped for secure transport.
Earthquakes
Secure all equipment to prevent damage from tremors.
Relocate specimens and equipment to a pre-identified alternate site if the building’s structural integrity is compromised.
Snowstorms
Maintain an adequate supply of LN₂, media, and emergency power to handle prolonged access issues.
Ensure personnel and patients are kept informed of any delays or changes.
Tornadoes
Use designated interior safe rooms to protect staff and specimens during the storm.
Relocate specimens to secure areas only after the tornado threat has passed.
Documentation and Review
Record all actions taken during the disaster, including:
The timeline of specimen evacuation and return.
Conditions that prompted the evacuation.
Details of any equipment moved or damaged.
Post-incident, review the response with the team to identify improvements and update the disaster plan as needed.
Training and Preparedness
Regular Drills: Conduct drills to simulate specific disaster scenarios and test evacuation procedures.
Cross-Training: Ensure all designated personnel are trained in specimen handling, emergency freezing, and transport logistics.
Communication Plans: Maintain an updated list of contacts for local fertility labs, emergency services, and transportation providers.