Attachment: PPE Minister Order HPPA Final March 28 2020 – Scan
Good Morning,
Please see below, an important update regarding the Minister’s Order for daily PPE survey completion.
The Order has been issued by the Minister of Health as a requirement under the Health Protection and Promotion Act and is in coordination with requirements under the Province’s emergency declaration under the Emergency Management and Civil Protection Act. The Order is also attached to this email for your reference.
Thank you,
Independent Health Facilities Program
Due to the rapidly evolving response to COVID-19, a Minister’s Order was issued on March 27 requiring health care provider organizations to provide information relating to their PPE inventories on a daily basis. This will support the urgent need to develop a provincial view into where health care organizations are the most vulnerable.
The Ministry understands the demands that the health sector is facing at this unprecedented time and is asking that providers do their best to meet the daily requirement so that it can continue to monitor inventory of these critical supplies. A number of supports have been set up to assist you with this task:
- PPE Survey How-To Guide: When you log into the survey, there is a How-To Guide available to download. It includes step-by-step instructions, screenshots, and tips for how to fill out the survey.
- Webex Training Sessions: Training sessions have been scheduled to walk-through the survey and review frequently asked questions. If you would like to attend, please add one of the sessions to your calendar, and access using the links below:
- Tuesday, April 7 – 11:30 – 12:30 – Click here to join
- Wednesday, April 8 – 11:30-12:30 – Click here to join
- Help Desk Phone Number: If you have any questions pertaining to the completion of this survey, we are offering 1:1 support over the phone: 416-687-8445 (8am – 5pm, 7 days/ week)
- Survey Support Email Address: ca_ppesurveysupport@pwc.com – please indicate your organization type, provide a brief description of the question/ issue, and a contact number (with extension if applicable)
Important Information
- In case you did not receive it, here is the survey link – click here (password is: PPEsurvey2020)
- Survey link and password are the same (use the link you received for each daily submission)
- Note: Please download a new version of the Excel spreadsheet every day over the next few days, in case changes have been made.
- Survey will open at 8am each morning, and close at 5pm each day
- Notable changes will be communicated directly via the survey – as updates will be made regularly to reflect information needs and to enhance the process
- If you are an organization with multiple facilities, we request that you make every effort to submit one survey per facility. The more granular the information, the better. We are looking to understand availability by region, and ensure that PPE supplies are provisioned to where they are most needed.
- If your centre, program or service has halted patient-facing health care services as a result of the provincial, regional or local COVID-19 response, please fill in the survey once to provide us with a baseline. No further updates will be required until you resume patient-facing services.
We appreciate how responsive you have been to other data requests you have received, and appreciate your support with this one – it is critical to protecting the health of your staff and their patients/ clients/ residents.
From: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Sent: April-03-20 11:00 AM
Cc: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Subject: RE: Minister’s Order – PPE
Importance: High
Good Morning,
Please see the following important update regarding the daily PPE survey completion and additional training sessions, including today at 11:30AM and 1:30PM.
Thank you,
Independent Health Facilities Program
Thank you for your continued participation and feedback on this important data collection initiative.
Reminder:
- Long Term Care homes, Independent Health Facilities, Ambulance Services (EMS), Home Care Service Provider Organizations, LHINs, Homes for Special Care, and centres, programs or services for community health or mental health whose primary purpose is the provision of health care should continue providing data through the PPE ONLINE SURVEY.
- Technical support questions specific to the PPE ONLINE SURVEY can be directed to the Help Desk: 416-687-8445 or at ca_ppesurveysupport@pwc.com (*New*)
- Please do not submit questions here regarding the daily bed census, PPE requests, or COVID-19 concerns in general
PPE Survey Updates:
- In case you did not receive it, here is the survey link – click here (password is: PPEsurvey2020)
- Survey link and password remain the same (use same link for each daily submission).
- Survey will open at 8am each morning, and close at 5pm each day
- Notable changes will continue to be communicated directly via the survey. Please continue to download a new version of the Excel spreadsheet every day, and refer to the PPE Survey Updates Tab for a summary of any changes, as we continue to make updates based on your feedback.
- Webex Training Sessions: *NEW SESSIONS ADDED*: Additional training sessions have been scheduled to walk-through the survey and review frequently asked questions. If you would like to attend, please add one of the sessions to your calendar, and access using the links below:
- Friday, April 3 – 11:30 – 12:30 – Click here to join
- Friday, April 3 – 1:30 – 2:30 – Click here to join
- Monday, April 6 – 11:30 – 12:30 – Click here to join
- Tuesday, April 7 – 11:30 – 12:30 – Click here to join
- *UPDATED*: The “How to Guide” (attached) has been updated based on your feedback.
- *NEW*: The survey asks you to identify what LHIN you are in. If you do not know, please use the following website to determine it: http://www.lhins.on.ca/
EOC Operations
Ministry of Health and Long-Term Care Emergency Operations Centre
Health Care Provider Hotline: 1-866-212-2272
This communication is confidential and is intended only for the person(s) to whom it is addressed. Any unauthorized disclosure, copying, other distribution of this communication or taking any action on its contents is strictly prohibited. If you have received this message in error, please notify me immediately and delete this message without reading, copying or forwarding it to anyone.
From: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Sent: March-31-20 12:23 PM
Cc: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Subject: RE: FW: Minister’s Order – PPE
Hello,
Please see the following important information, further to yesterday’s email regarding the Minister’s Order on Personal Protective Equipment Data Collection.
Thank you,
Independent Health Facilities Program
Acknowledging feedback on the Minister’s Order on Personal Protective Equipment Data Collection, reporting is moving all non-acute sectors to the online survey for ease of use. Please pause on reporting via the email template and follow the instructions below. Thank you to those that have already submitted reports by email.
This survey is intended only for organizations identified in the Minister’s Order, excluding hospitals. Hospitals should continue to report through the Daily Bed Census tool. As a reminder, these organizations include:
- Public hospitals within the meaning of the Public Hospitals Act;
- Private hospitals within the meaning of the Private Hospitals Act;
iii. Psychiatric facilities within the meaning of the Mental Health Act;
- Independent health facilities within the meaning of the Independent Health Facilities Act;
- All ambulance services operating under the Ambulance Act;
- Long-term care homes under the Long-Term Care Homes Act, 2007;
vii. Service providers within the meaning of the Home Care and Community Services Act, 1994;
viii. Local Health Integration Networks within the meaning of the Local Health System Integration Act, 2006 in respect of the home and community care services they provide;
- Homes for special care within the meaning of the Homes for Special Care Act;
- All centres, programs or services for community health or mental health whose primary purpose is the provision of health care
Per the Minister’s Order, Ontario Health will begin collecting this data daily.
As the outbreak of COVID-19 continues to evolve locally and globally, a key challenge identified across the health care sector has been the availability of and access to personal protective equipment (PPE).
To support the provincial response to the outbreak, Ontario Health is collecting data on PPE inventories across the health sector. Understanding your current status and anticipated needs is essential to our shared success in protecting your health and the health of all Ontarians.
Initial provincial data will be collected through the PPE Survey described below. In addition, we continue to evaluate appropriate tools for ongoing reporting in each sector, and will provide more information when available.
Time is of the essence, and we appreciate your efforts to share information as best you can.
The following sections of this email provide you with the information you will need to access the survey, support completion, and the deadline for submission.
Provincial PPE Survey
Survey link
Here is a link to the survey we are asking you to complete: survey link – click here.
- Please download a new version of the Excel spreadsheet every day over the next few days, in case changes have been made.
Survey password
PPEsurvey2020 (note – password is case sensitive, please enter exactly as it appears here).
Who should complete the survey?
Please identify the individual within your organization that would be most appropriate to complete the survey (e.g., individual responsible for procurement of PPE).
When should the survey be submitted?
The survey will open at 8am each morning, and close at 5pm each day.
Please submit the initial completed survey by 5 pm, Tuesday, March 31, 2020.
Instructions
The following resources are available to support survey completion:
PPE Survey How-To Guide:
Attached to this email is a PDF document. This document includes step-by-step instructions and tips for how to fill out the survey. (Please note – non-health sectors were asked to complete this survey on a weekly basis. We are still evaluating solutions for health sectors, so please disregard all references to a weekly cadence).
Webex Training Sessions:
As the coordination of the online survey continues to roll out to all affected health care partners in Ontario, additional instructional webinars have been added to the preliminary dates identified on slide 12 of the how-to-guide. The additional dates are listed below. If you would like to attend, please add the session to your calendar, and access using the link below. Additional sessions will be scheduled if required.
- Wednesday, April 1: 11:30am-12:30pm: Click here to join
- Thursday, April 2: 11:30am-12:30pm: Click here to join
Help Desk Phone Number:
If you have any questions pertaining to the completion of this survey, we will be offering 1:1 support over the phone. Please call our PPE Survey help-desk (available 24/7) at 416-687-8445.
Next Steps
- Review the How-To Guide and attend either of the optional Webinars for instructions on completing the survey
- Complete the survey no later than 5 pm, Tuesday, March 31, 2020
- Continue to monitor your local supply and daily demand of PPE and other critical supplies and escalate any issues through your local partners and Ontario Health Region if needed
- Notable changes will be communicated directly via the survey – as updates will be made regularly to reflect information needs and to enhance the process
We appreciate your patience, feedback and willingness to make sure we are collectively successful in protecting both your health, and the health of all Ontarians.
Attachments:
- How-To Guide
From: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Sent: March-30-20 3:27 PM
Cc: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Subject: RE: FW: Minister’s Order – PPE
Good Afternoon,
We apologize for any inconvenience for those who were unable to open the documents previously.
Please see the attached important information for health care providers, including Independent Health Facilities, regarding personal protective equipment (PPE):
- Minister’s Order – PPE
- Health System Memo – Supplies and Equipment
- Supplies and Equipment Data Collection Sheet
Thank you,
Independent Health Facilities Program
From: @MOH-G-Independent Health Facilities Program
Sent: March-30-20 2:53 PM
Cc: @MOH-G-Independent Health Facilities Program <IHFP@ontario.ca>
Subject: FW: Minister’s Order – PPE
Good Afternoon,
Please see the attached important information for health care providers, including Independent Health Facilities, regarding personal protective equipment (PPE):
- Minister’s Order – PPE
- Health System Memo – Supplies and Equipment
- Supplies and Equipment Data Collection Sheet
Thank you,
Independent Health Facilities Program