TERT PROTOCOLS

1.  Radio Communications Operations Protocol
2.  Utah County Clayton Peak Repeater
3.  Helicopter Evacuation Protocol

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1.  RADIO COMMUNICATIONS OPERATIONS PROTOCOL - Updated 18 April 2008

Aspen Grove Trailhead Radio Operators Responsibility 

Overall responsibility for communication with dispatch rests with the High Camp Team Leader.  Generally, however, radio communication with dispatch through the autopatch is handled by the Aspen Grove trailhead.  This operator will usually 1) conduct autopatch communication with dispatch, 2) answer incoming phone calls, and 3) give permission for visitors to use the frequency and the autopatch.  On duty team members need only to announce their intent to use the autopatch and let the carrier drop long enough to allow any objection to the use before initiating the call.  Although all team members may use the frequency and autopatch, the Aspen Grove trailhead radio operator will be the primarily point for communicating with dispatch. 

Should an emergency situation arise in which a team such as high camp needs to initiate an autopatch call with dispatch directly, the Aspen Grove trailhead radio operator should be informed.  In case of uncertain or unique situations, the high camp team leader will make the final decision.  The high camp team leader must be directly involved in any call to dispatch Search and Rescue or helicopter evacuation of a seriously injured person.

Dispatch Communications – code 4 check

The Aspen Grove trailhead radio operator will call dispatch for the periodic team check-in (code 4 checks).  The Aspen Grove trailhead radio operator should periodically call each team on the mountain (i.e., low camp, trailheads, high camp) for a code 4 check.  The Aspen Grove trailhead radio operator will then call the sheriff's office at about 0900, 1200, 1500, 1800, and 2100 hours with an update for the team as a whole. These frequent calls to dispatch are important for the following reasons: 

a. To let dispatch know the team is okay,
b. To remind dispatch that the team is on the mountain (This covers dispatch shift changes),
c. To provide operators experience so that when emergencies arise, the operators are more comfortable and professional, and,
d. To test the communication system to ensure that everything is working properly.

The primary frequency (F-1) for the TERT team is 145.630 mHz

This is the autopatch frequency and is used to communicate between teams at Timpanooke trailhead, Aspen Grove trailhead, low camp and high camp.  This frequency is normally used for routine traffic. Unless authorized otherwise by a team leader, quiet time on this frequency is from 10 PM to 8 AM.  Since teams usually monitor F-1 all night to be able to respond to dispatch, observing the quiet hours for F-1 will allow team members to sleep. Use of this frequency during quite hours is to be restricted to calls to or from dispatch, emergencies, or calls authorized by a team leader.

The secondary frequency (F-2) is 147.560 mHz

This frequency is used during quiet hours and as the alternate frequency for local communication within groups at the trailheads or within low or high camp.  Radio operators are not normally required to monitor this frequency.  However, if F-1 has been declared emergency use only, all routine traffic will then use F-2.  If F-1 becomes unusable (transmitter key on, etc.), people should immediately go to F-2. Again, remember to use F-2 for communication during the quiet hours!

Emergency Communications

If warranted in an emergency, the high camp team leader will usually be the person to declare F-1 as emergency use only.  However, any team leader who is in the thick of an emergency has the authority to do so, although the high camp team leader should be informed as soon as practical.  The Aspen Grove Trailhead radio operator should be informed, as well.  Only radio traffic specific to the emergency traffic should occur on the frequency designated as emergency use only.

Communications with regard to helicopter evacuations

A request for a helicopter must be made to dispatch and only under the specific direction of the high camp team leader (remember, TERT can only recommend).  The same applies to requesting Search and Rescue.  The only exception is if communication is down between the high camp team leader and a team leader needing the helicopter or SAR. The team leader must be directly involved in the call to dispatch for SAR or helicopter evacuation of a seriously injured person.  The team leader will ensure that dispatch is aware of the nature of the medical emergency and direct the formal request for helicopter evacuation. 

Dispatch will be made aware of the specifics of the medical emergency, any special needs, and general ground conditions so the pilot can be aware of these at take-off.  Inform dispatch that the team wishes to communicate with the pilot on Statewide #1, 155.505 mHz.  Also, dispatch should be informed of the GPS latitude/longitude (in minutes and seconds) if available.  Also provide dispatch a description of relevant landmarks for the pilot.  Remember to ask dispatch if the pilot requires any specific information while in-bound.  Such information may consist of wind, weather and LZ information, such as any unusual condition or danger to the aircraft.

Cell phone

The team leader might also use a cell phone for outgoing emergency communication.  Calls can be made to 911 or 375-3601 (county dispatch).  The cell phone would be used as 1) to backup to current communication, 2) to convey confidential information, and 3) to expedite communication when the autopatch isn't available.

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2.  UTAH COUNTY CLAYTON PEAK REPEATER - Updated, April 18, 2008

The Timpanogos Emergency Response Team has now received official permission to use the Utah County Clayton Repeater.  This is a preliminary protocol for its use.  As we learn about its capabilities and we gain experience, this protocol will be updated.

1. The Clayton Peak repeater is a public safety repeater and is not part of the Amateur Radio Service.  TERT team members are authorized to use this repeater with a type accepted radio (Ham radios are not type accepted).  (The county owns the license, and users are subordinate "units").  Therefore, this repeater is open to non-ham TERT members. 

2. Conversations must be professional.  We may use this repeater providing we communicate professionally.  The use of 10-codes is acceptable as long as all users are aware of their meaning.  Otherwise, use plain speech.  This repeater belongs to the county and may be used by SAR, law enforcement, or other county agencies.  We need to recognize that other agencies may be using or monitoring this repeater.

3. To provide identification to ourselves and others, call signs will be established for specific locales as follows:  

• Aspen Grove Trailhead will be 1J540 Aspen Grove,
• Timpooneke Trailhead will be 1J540 Timpooneke,
• High Camp (i.e., the King Radio) will be 1J540 High Camp.

Remember on public service radios a call sign is only needed at the beginning of the conversation; no call sign is needed during the conversation or at the end.  Also, when initiating a conversation indicate the channel (in case someone receives your call during scanning).  For example:  "1J540 Aspen Grove, this is High Camp on Clayton".  This way, the receiving party knows which frequency to respond to should they be scanning several channels. 

Individuals can simply use their last name for identification.  For example, "1J540 Aspen Grove, this is Jones on Clayton"

4. The commercial Motorola Spectra radios at Aspen Grove and Timpooneke are programmed to scan TERT F-1 (145.630 simplex), Clayton Repeater, and SAR tactical.  Thus, the trailheads will be able monitor all three channels if the trailhead operator chooses to select SCAN (and leaves the microphone in the hang-up clip).

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3.  HELICOPTER EVACUATION PROTOCOL - GROUND SUPPORT ACTIVITIES - Updated 18 April 2008

These guidelines have been established to ensure that the Timpanogos Emergency Response Team will provide rapid and appropriate care to seriously injured individuals requiring helicopter evacuation.  The proper handling of information will help obtain rapid approval for helicopter evacuation, and provide dispatch with information for the pilot before arrival.  The proper control of the landing zone will provide safety for the aircraft, rescue personnel and bystanders.

Initial Information Communicated to Dispatch

The high camp team leader must be immediately informed of medical emergencies which will likely result in helicopter evacuation.  The team leader will be directly involved in the call to dispatch for helicopter evacuation of a seriously injured person.  The team leader will ensure that dispatch is aware of the nature of the medical emergency and make the formal request for helicopter evacuation.  Dispatch will be made aware of the specifics of the medical emergency (number of people involved and condition of the victim), any special needs, and general ground conditions so the pilot can be aware of these at take-off.  Inform dispatch that the team wishes to communicate with the pilot on VHF Statewide #1, 155.505 mHz.  Also, if known, inform dispatch that latitude/longitude (degrees, minutes, and decimal minutes) if available, should the pilot need it.

Remember to ask dispatch if the pilot requires any specific information while in-bound.  Such information may consist of wind, weather and LZ information, such as any unusual condition or danger to the aircraft.  Call promptly at dusk.  The helicopter crew wants to come promptly towards evening.  It is more dangerous for them at night.

• referring agency phone number
• patient types - how may
• history mechanism of injury
• patient age
• precise location – GPS, altitude, and landmarks
• weather conditions
• radio frequencies - contact person
• Other information

Preparation of the Landing Zone

The controlled LZ area should be 100 x100 with an area large enough to set the aircraft down that is level, firm, and free of loose debris, stumps, brush and large rocks.  Advise the pilot of these types of obstructions.  As the pilot comes in on short final approach, both he and the crew will be looking directly at the landing zone and coming in slow enough that they can see exactly where they are setting the wheels/skids down. 

Walk the LZ before aircraft arrival to ensure that there are no hidden obstacles. 

• 75 foot height obstructions should be 300 feet away
• 50 foot height obstructions should be 200 feet away
• 35 foot height obstructions should be 135 feet away

Night Operations (Both Life Flight and Air Med are NVG equipped)

At night, dusk, or dawn, a laser, light or strobe are very useful to mark the LZ.  Glow sticks also work well, also.  Do not use flares because of the possibility of fire.  Before deploying these, first discuss it with the pilot.  Remember that lights must not be placed as to shine in the pilot's eyes. 

The helicopter crew can effectively search at night because crew members wear NVGS.  The crew can also pick up ground teams and drop them off by the victim.  Life Flight can also lower long line supplies to ground teams that are going to be on the mountain all night.  If a rescue is occurring and the helicopter can't get to the scene before dark to help find the victims and do a hoist, the helicopter can still come down help conduct a night search and take ground teams to the victim with supplies until daylight when ground teams can have the victim ready for the hoist.

Coordinating with the helicopter arrival and landing

The High Camp Team Leader will act as the landing zone coordinator (LZC) or will select a team member to perform this duty.  The LZC should not be the immediate caregiver, but should just conduct landing zone (LZ) coordination.  The team leader will also designate who is responsible to check the LZ for safety to the aircraft, and who will be responsible to keep spectators clear.  Bystanders and team members must be warned of loose items being blown about.

The landing zone coordinator (LZC) should establish radio contact with the pilot as soon as is practical, and inform the pilot of the LZ position with respect to the pilot's frame of reference.  Confirm to the pilot the wind velocity and direction.  The presence of any obstructions should be communicated to the pilot.

If possible, wear both ear and eye protection.  Hats should be removed to avoid being blown about the LZ.  Stand with the back to the wind, arms over the head and facing the LZ.  Hold aloft a bright streamer to help the pilot judge wind speed and direction.  Kneel down as the helicopter begins to descend and remain at the perimeter until the pilot identifies the LZ.  Remember that the pilot must ultimately decide where best to land the aircraft.  He may, in his judgment, select a landing zone different from the one selected by the LZC.  The LZC should be aware of this possibility and be responsive to the pilot's decision.

When shutting down, it is dangerous when the rotor blades are turning very slowly as they will droop and become closer to the ground.  See the instructions below regarding approaching the helicopter.  When the helicopter is ready to leave, keep the area well free of spectators in case the pilot needs to make an emergency landing.

General behavior in vicinity of the helicopter

Spectators should be kept back at least 200 feet.  Try to keep all people to one side, if possible.  Medical personnel should be aware that upon landing and take off that a great deal of wind is created which can blow loose items about, presenting a hazard.  Also, take precaution to avoid dust and debris from getting in the victim's eyes.  Never raise anything over your head.

Do not approach the helicopter until the blades have come to a complete stop and you are signaled to do so by the flight crew.  Ideally, approach the helicopter from its 9-11 o'clock position; stay in front of the side wheels.  Do not approach the rear of the helicopter; always operate within the aircraft's 9 to 3 o'clock position.  If on a slope, only approach from the down-slope side.

Hoist Operations – (Life Flight only)

For the most part, the hoist team will land at the command center before conducting the hoist; there are a couple of reasons for that.  First, the crew needs to off-load all non-essential equipment before doing the hoist. Second the team would talk to the scene commander to get the last information on patient location, hazards or any information that would be important to the hoist team while conducting the hoist operation. If there are search & rescue teams or medical personnel with the patient, and what could they tell the hoist team before insertion. These are important factors taken into consideration before the team even tries the hoist.  Next, after the patient is lifted off the ground, more than likely the patient will be brought back to the command post, the location where the flight team off-loaded their equipment so having a secure place to do that is also important.

And as a component of hoist operations, Life Flight does not conduct hoist/rescue operations at night, so it is absolutely critical that the hoist is completed in daylight. This can be dusk or dawn, but it has to be in daylight, so early notification to dispatch that the flight could be a hoist mission is important. While the hoist is on the helicopter all the time, the hoist rescue harnesses, rescue bags and packs that they crew uses is not (that's because of weight) so they need to know before they take off from their base that the mission maybe a possible hoist so they can bring that gear with them. If they get there and find out it's a hoist, they have to go back and pick it up, which takes time.