Obtaining PPE from the Provincial Pandemic PPE Supply

Regional Request Form (issued within 14 days, up to 8 weeks supply)

Urgent Supply Request Form (issued within 48 hours, 5 days supply or up to 14 days if organization in outbreak)

Details:

Community-based family physicians are eligible to receive PPE at no cost through the province’s pandemic supply. You can submit PPE requests without the expectation that you first attempt to source PPE through your regular supply chain. This program allows for an allocation to providers of up to 8 weeks of PPE supply and will be issued within 14 days.

NOTE: If you currently have a reliable source of PPE that is meeting your needs, the Ministry is advising that you should continue to use your current arrangement.

PPE Program Highlights

  • You can request PPE for your office needs, including for your learners (students and residents). The supply is not meant for patients or caregivers – they should bring their own cloth mask for in-person visits.
  • In our West region – submit your request through the regional request process.
  • Please continue appropriate PPE use – the OCFP has summarized the key points in this two-page visual guide.
  •  For more urgent PPE needs, all health service providers can utilize the Urgent Request Form to receive PPE within 48 hours. Up to 5 days of PPE supplies can be accessed via this form for providers not in outbreak. For those organizations in outbreak, up to 14 days can be allocated via an urgent request.

(more details are available in this FAQ document prepared by the Ministry of Health).

PPE available, timelines and inventory survey

  • You can request masks (usual is Level 1), gowns (usual is Level 2), gloves, face shields, disinfectant wipes, and hand sanitizer. NOTE: not N95s, as these are for Aerosol Generating Medical Procedures that are not done in family physician offices.
  • When requesting PPE, you will be asked to input details (i.e., number of patient-facing clinical and non-clinical staff in your practice, number of patients your practice services, etc.), and a standard provincial formula will be applied to determine quantities of each item to be included in your allocation. This information should be included in the final text field of the remedy form that says “Please include any additional comments:”You will not receive your PPE allocation unless this information is submitted. Ontario Health has informed us that the form will be updated to provide specific prompts and fields for this information in the near future.
  • Your allocation will be delivered either to a central depot or directly to your location, with an aim to fulfill requests within 14 business days.

Please contact your Regional Lead with any questions:
West Region Toby O’Hara: hmmscovid19@hmms.on.ca


For Hamilton PPE suppliers, please see Hamilton PPE And Office COVID Related Equipment Suppliers

Obtaining and donating PPE in Western Ontario (HMMS Supply Chain – all areas)

Healthcare Materials Management Services (HMMS) has developed an enhanced supply chain network and virtual warehouse that gives a snapshot of PPE availability in facilities across the region. The system enables health care partners to lean on each other to meet urgent PPE demands. You can make orders, view conservation strategies and make PPE donations at the HMMS COVID-19 site.

  • The site provides a snapshot of conservation strategies and available inventory
  • The site provides the latest PPE news and updates
  • You can make customer service requests at hmmscovid19@hmms.on.ca

A centralized inventory, ordering and distribution system

A centralized warehouse in London re-directs PPE to 13 supply hub locations in Cambridge, Fergus, Guelph, Hamilton, Kitchener-Waterloo, London, Owen Sound, Stratford, St. Thomas, Walkerton, Windsor and Woodstock.

A virtual warehouse centralizes data and provides a reliable and transparent picture of supply across the region, helping partners better track PPE inventory and usage. The RAC reviews data from the virtual warehouse every day to establish strategies that support health care partners across western Ontario.


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