MEDICAL SUPPLIES , PHARMACY , & LOGISITICS
The UAB Medicine hospital supply chain and pharmacy services were tasked with procuring all medical supplies and medications used at the sidelines , athlete medical rooms and spectator aid stations . They were engaged later in event planning and the Covid 19 pandemic supply chain disruptions caused uncertainties in obtaining many supplies . This resulted in a more reactive than proactive approach to procurement and created difficulties in responding to changes and last-minute requests . Engaging these teams earlier in planning is critical to developing an efficient process for supply procurement and distribution .
CHALLENGES
• Logistical support was limited at venues additional staff was needed to manage inventory and meet additional requests .
• Lack of a cohesive supply list caused duplications and supply overages between athlete and spectator medical aid stations . Better planning could have consolidated some supplies that were on both lists and not widely used .
• Various medical groups staffing venues made supply continuity and communication of need difficult .
• Lack of a central location for staging and replenishing supplies created some efficiencies in distribution and inventory control .
• The process for site closure and recovering unused supplies was not consistently followed at all venues . Unused supplies were returned with defaced packaging , rendering them unusable .
• There was a shortage of available equipment for moving and storing inventory to and from venues ( i . e . forklifts , tents , etc .)
• Competing priorities existed between venue leadership and medical teams during setup and operations .
WHAT WORKED WELL
• There was good collaboration between Medical Volunteers and overall UAB Supply Chain / Emergency Supply Management in preparation for TWG .
• Ambulatory , hospital , pharmacy , and medical supply partners worked well together to obtain , stock , and secure supplies at venues . All venues were well-prepared and well-supplied .
• Venue supplies were appropriately labeled and designated for each site , facilitating smooth delivery and distribution at each venue . Close communication of supply chain leadership and on-site medical staff leadership was critical to success
• Collaboration in managing locked and refrigerated storage of pharmaceuticals was vital in medication safety and maintenance . Medical staff took ownership of medication pickup , delivery , and return , allowing for efficient and secure movement of pharmaceuticals .
• A simulation event for supply setup and organization was exercised and proved to be valuable in planning and training staff .
• Ongoing communication with the UAB Hospital Command Center allowed for quick resolution of medical supply and pharmacy needs .
RECOMMENDATIONS FOR FUTURE GAMES
• Ensure venue leadership and procurement teams are involved together early in medical planning to establish priorities .
• Create a centralized location with a hub-and-spoke model to manage storage and daily distribution of supplies .
• Consider a mobile inventory system , if time and funding permit . Otherwise , develop a standardized supply inventory worksheet for each site and a mechanism for scanning items into a centralized warehouse .
• Include a communications mechanism to interface with sites to address daily needs and / or replenishment and minimize touchpoints .
• Develop defined and written processes and protocols for standardized site supply setup , distribution , and venue closure . Assign a team to coordinate venue closure and retrieve unused supplies and medications .
• Daily huddles with the Command Center is critical for resolving daily issues and helping to maintain consistent and open communication .
• Ensure that there is sufficient staff available to serve as logistics liaisons for each event site ; 2 -3 staff members per location likely would provide complete coverage .
• Consider some pharmaceuticals and / or supplies will need to be locked and / or refrigerated at each location .
The World Games Playbook : Event and Medical Overview 21