One year into a pandemic that has taken more than 470,000 U.S. lives, our country looks vastly different. Masks are now a household item, 6 feet apart is a normal measurement and bottles of hand sanitizer are a must. And while the U.S. will still be dealing with the aftermath of the virus for some time, there is a light at the end of the tunnel—one that’s 95% effective.
More than 54 million COVID-19 vaccine shots have been given in the U.S. at the time of this writing, with vulnerable elderly populations, healthcare personnel and essential workers being among the first to receive it. Approved vaccine developers Pfizer and Moderna have promised to deliver the U.S. 100 million doses a piece by the end of March, and production is quickly ramping up to meet the need.
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But now that the vaccines are here, what do healthcare facilities across the country need to do to successfully distribute them?
Build a distribution plan
As 2021 continues, even with the newest variants of the virus, the number of vaccinations will increase while the number of COVID deaths and cases decrease. Healthcare facility service providers should put together step-by-step COVID vaccination plans for their organization. These lists must include:
- Messaging: Having one expert voice as a single source of truth and guidance can eliminate many problems as a crisis continues. Utilize the Centers for Disease Control and Prevention or the World Health Organization to guide your messaging to associates and patients about the safety and security of receiving a vaccine.
- Storage: The Pfizer vaccine needs to be kept at minus 70 degrees Celsius, and while this type of ultra-cold storage is typical in research hospitals and labs, it is not often available in suburban hospitals or independent pharmacies. Many healthcare facilities will need to procure special storage to keep the virus cold enough to be viable, and ensure it is connected to backup power systems.
- Retrieval: Know the details for the facility’s vaccine deliveries, including date/time to be received, number of doses, how often it will be received throughout the month and identities of authorized deliverer.
- Government involvement: Establish and maintain relationships at the national and state levels so your facility can easily attune and adapt to sudden changes in federal and state mandates or operational adjustments.
- Accessories: Ensure wipes, alcohol, gloves, hand sanitizer, proper PPE, vaccine record cards, biological waste disposal containers and more required to administer the vaccine are available.
- Vaccine reactions: Require medical personnel to wait in a waiting room with patients who have recently received the vaccine to provide help should someone have a reaction.
Executing a high distribution of the vaccine is possible with a solid plan and finalized process in place, but it can only work when built upon the foundation of a strong emergency management and safety program. With an emergency management plan in place first, front-line workers are able to focus on the influx of patients while the operation center can focus on logistics, compliance and guidance.
Establish emergency management
Over the next few months as the nationwide rollout of the vaccine continues, emergency management (EM) teams will be crucial in establishing and delivering distribution plans, not to mention keeping an eye on the horizon to prepare for the next potential global outbreak.
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An EM team’s strength is in its ability to help a facility coordinate responses and communication, follow procedures and maintain safety. Having a well-established EM team lays the foundation for successfully addressing any unexpected crises. EM also involves building and maintaining relationships at the local, state and national levels. Being a trusted partner of the federal government allows for communication about boots-on-the-ground happenings or severe complications that need to be shared quickly with a national body. Those that implement EM in their facility improve their overall environment and will be more prepared to serve their patients and community in the long run.
Create a team of subject matter experts
An EM team is only as successful as its members. Bring together leaders in a variety of multidisciplinary efforts to identify needs, issue recommendations, create plans and disseminate information. This allows for preparation no matter the field—engineering, government, security, operations, construction, compliance—so that you can be ready for whatever happens.
For vaccine distribution, this begins with a partnership with federal and state teams working together to plan and coordinate vaccine procurement and distribution. Next, guidance should be created with clinicians, supply chain managers and pharmacists on the procurement, storage, distribution and clinical guidance of the vaccine. Facility, security and safety teams must review plans and create walk-through exercises so that any hazards or concerns can be identified and mitigated. Communication teams are needed to disseminate the information to the field and should establish a feedback mechanism where concerns and best practices can be shared. Additionally, loop in data analytics teams to build dashboards for local and national leaders to monitor progress.
The COVID-19 vaccine is a crucial step in helping our world return to normal. By establishing a diverse EM team, your healthcare facility can easily build and execute a successful vaccine distribution plan to help us stop the spread.
Scott Cormier is the vice president of emergency management, environment of care and safety at Medxcel.