Download Management of Supplies

Page 1 of 2
Title: Policy on Management
of Supplies
Effective
Date:
Reviewed :
Revised:
Function: Environment of
Care
POLICY
The Facility Name must be prepared for a variety of disasters or emergency situations both natural and
man-made. In preparation, the management of medical, non-medical, and pharmaceutical supplies is vital
for mitigation, response, and recovery.
PURPOSE
Due of the criticality of various medical supplies and the tendency toward ‘Just in Time’ provision of
supplies, special arrangements may be needed for various kinds of medical and support supplies. Medical
supplies would include anything used in the clinical care of patients. Non-medical supplies would include
food, linen, water, fuel, and transportation vehicles.
PROCEDURES

The amount and location of current supplies will be evaluated to determine how many hours the
facility can sustain before replenishing. This will help establish a par levels on supplies and aid in
the projection of sustainability before terminating services or evacuating, if supplies are unable to
get to the facility. The inventory of assets and resources will be located on the Form II: Inventory
of Assets.

For items that usage would exceed par levels as a result of a large scale emergency or item that
would expire, (e. g., additional antibiotics, vaccines, PPE) a Mutual Aid Agreement has been
developed to expedite receipt of items when needed. The policy <<MOU Agreement>>
references the agreement with the other healthcare organizations on response of assets.

The process for obtaining and replenishing those supplies once the par level has decreased will
need to be identified. This information will be located on the HICS 258 – Hospital Resource
Directory.

A stockpile within the company or corporation, stockpile with the local vendor, prepayment of
supplies to be used in times of emergency or regional purchase of supplies to be stockpiled in a
warehouse may be some ways of obtaining and replenishing supplies.


NOTE: It is also ideal to have additional vendors outside of regional and state areas
available for delivery of supplies in the event local vendors become overloaded with
requests for supplies, or perhaps they themselves are involved in the emergency incident.
After initial response to an incident has been initiated the Supply Unit Leader and the Staging
Manager, if applicable will carefully monitor medical and non-medical supply use, and working
with the Planning Chief, project ahead, and begin to make arrangements for re-supply as early as
practical.
747142328
Page 2 of 2
Title: Policy on Management
of Supplies
Effective
Date:
Reviewed :
Revised:
Function: Environment of
Care

After initial response to an incident has been initiated the Clinical Support Leader and the
Pharmacy Member, if applicable will carefully monitor the pharmaceutical supply use, and
working with the Planning Chief and Operations Chief, project ahead, and begin to make
arrangements for re-supply as early as practical.

Other departments responsible for critical supplies, including the Blood Bank, Laboratory, Food
Services, etc. will also monitor supplies and make arrangements for emergency re-supply as
appropriate in their specific areas
747142328