Personal Protective Equipment & Swab-Kit Supplies
Updated Nov 2020 (see below) - This page is a centralized, personal protective equipment (PPE) and swab kit information-hub for providers of health care in the Ontario Health East Region. You will find important information, including PPE conservation strategies, and the ability to submit urgent requests online for PPE and swab kits.
Support for Health Care Providers
The Ontario Health East Region Supply Chain Taskforce covers the areas served by the Champlain, South East and Central East LHINs. The Taskforce is available to address providers’ inquiries about access to supplies, the best practice and use of PPE, and works closely with the Regional Testing Advisory Committee on the distribution of swab kits.
Actions and Process for PPE Inventory Management
Across the province, every provider must do its part to contribute to the successful management of the constrained PPE inventory. This can be achieved by:
Reporting PPE Inventories
Appropriately Using and Conserving PPE
Working with Own Suppliers
Engaging with other Local System Partners
|See below: Report PPE Inventories
Follow best practices:
- Ontario Health - click here, and then refer to these topics:
- Recommendations on use and conservation
- Recommendations on optimization
||Negotiate earliest availability and quantity
Parent companies and other
community partners, including:
↓ ↓ ↓
Sending Urgent Requests for PPE
See below: Send Urgent Requests for PPE
Ontario East Regional
Supply Chain Taskforce
Assists with PPE inquiries and facilitates supply requests. Will escalate for urgent action, if needed
Report PPE Inventories
Updated Nov 2020 – Effective Tues, Dec 1, all in-scope participants for data submission need to submit their inventory reports once instead of twice weekly. This needs to be done between Thursday and Monday, and before 5pm on Monday.
Having access to this information is a vital step for us to understand our current state and optimize the availability of PPE needed to protect front-line health care providers.
To submit these reports, all in-scope participants should be using the province’s online Critical Supplies and Equipment (CSE) Survey portal (except for hospitals that have access to the Daily Bed Census).
If you are unable to submit during this timeframe, the survey will be open Monday to Sunday, 8am to 5pm (note - you are unable to submit data after 5pm). Data for providers that submit outside of the above timeframe may be considered for allocations in the next allocation cycle.
If you have any questions about the new reporting cadence or, the survey in general, please refer to the How-to Guide for more information. Training is being offered on the following dates for users who need a more hands-on approach:
For future training sessions, please refer to the Help & FAQ page on the portal.
PPE and Swab Kit Requests
Urgent PPE Requests
Updated Nov 2020 - Please note the change to the threshold for submitting emergency escalations for PPE. Effective Tues, Dec 1, it will be amended from 7 days of supply remaining to 14 days of supply remaining.
- While hospitals, long-term care and retirement homes are expected to continue sourcing their own PPE, organizations in urgent situations (when care could be impacted in 14 days or less) need to escalate their PPE requests to the Taskforce through the online form. If you need help completing the form, please refer to the Quick Reference Guide.
- It is vital you submit correct and complete information in your request for PPE. Where specified in the form, add all pertinent, contextual information to help the Taskforce better understand your request.
- A member of the Taskforce will respond within one business day.
Transitional Support PPE
- As Ontario recovers from the first wave of the pandemic, a primary focus is on the overall re-opening of the health care sector, and specifically on the restarting of in-person services, and safely reducing the service backlog. To accomplish this, there must be a sufficient and reliable supply of PPE.
- Primary care providers, community-based physician specialists and the community health sector have faced PPE-supply challenges - including new sourcing complexities, escalating pricing, and lack of administrative resourcing to support supply chain functionality. Providers without established PPE supply chains prior to the pandemic, or whose supply chains failed have been particularly disadvantaged.
- Transitional support will be provided to the following providers to address their unique challenges, and support their important role in providing in-person services:
- Primary care providers
- Community-based physician specialists
- Indigenous communities
- Indigenous health service providers
- Community health providers.
- These providers have access to the provincial PPE supply to meet their re-opening needs, and may do so without first attempting to secure their own PPE supply from the commercial market. Eligible providers need to submit their requests for Transitional Support PPE through the online form. If you need help completing the form, please refer to the Quick Reference Guide.
Updated Nov 2020 - In Sept 2020, the provincial PPE intake and distribution process expanded to include swab kits. This was part of the provincial strategy to streamline requesting, triaging, warehousing and distributing PPE and swab kits across the province by leveraging existing Regional Supply Chain Network processes.
- Champlain hospitals and Champlain hospital-run COVID-19 Assessment Centres: email your requests to Eastern Ontario Laboratory Association (EORLA) at COVID-19TestKits@eorla.ca. On your behalf, EORLA is coordinating swab-kits requests with Ontario Health.
- All other providers in Ontario Health East: complete the online form to request swab kits. If you need help completing the form, please refer to the Quick Reference Guide.
Please Note: To allow adequate packaging time to accommodate temperature control requirements, and to ensure deliveries are completed ahead of the weekend, please submit your urgent swab requests between Monday and Wednesday. Unless urgent, requests orders received on Thursday or Friday will be processed by the warehouse on Monday.
If you urgently require swabs over the weekend, a member of the Taskforce will provide you with pick-up or delivery instructions. In the case of urgent swab deliveries, providers will be expected to incur the shipping costs.
East Region PPE and Critical Supplies Table
The focus of this cross-sectoral Table is to gather, manage and equitably distribute PPE and critical supplies to in-scope sectors within the region. The scope and membership of the table is anticipated to expand, as supply-chain flows increase. More information, including current membership, is available in the Table's Terms of Reference.