Medical breakout sessionSeptember 22, 2018

Medical breakout session

1. Medical Program overview

2. New in 2018

3. Grant Park office locations & services

4. Medical Volunteer Check-in

5. Volunteer support

6. Medical Services locations

7. Medical Logistics

8. Medical Records

9. Key processes

10. Medical data collection

11. Medical Response

12. Important dates

2018 BACM Emergency Management Program

Safety Program overview

Safety team includes:

• Safety manager • Designated Safety Coordinator(s) within Grant Park and the Course

Safety Coordinators will be focused on:

• Personal Preparedness Equipment (PPE)• Event staff and volunteers are wearing necessary safety equipment including

helmets, safety vests, etc. for their role• Forklift safety

• Forklift operators drive at appropriate speeds, wearing seatbelts, etc.• Environmental safety

• Supply and Equipment storage, secure overhead structures, secure fencing, etc.

Grant Park evacuation zones

RolesCaptain

• Facilitate the evacuation process for event area

• Identify appropriate shelter location based on GP Zone

• Designate personnel for additional emergency roles

Co-captain• Lead the evacuation process to the

appropriate shelter location • Responsible for wearing the fluorescent vest

and leading the team to the shelter • Responsible for holding signage for team to

follow to the shelter Communications

• Responsible for communicating with the entire team with the bullhorn

Evacuation roles and resources

Resources• Designated evacuation lead(s) for key facilities• Grant Park emergency shelter checklist & map• Fluorescent vest(s) • Bullhorn(s) • Emergency evacuation lollipop(s) (or other

signage)

Race week preparedness actions

All area leads will be provided emergency preparedness documents to review with staff

Area managers: • Conduct a safety, evacuation and communications briefing for event staff and volunteers in your area at

the beginning of every shift.

Everyone:• Review Hands Only CPR• Stop the Bleed Certification (training available race week)• Monitor weather and dress accordingly• Be aware of surroundings and report anything suspicious

2018 Medical Program overview

Registration & volunteer assignments

2,100 registered volunteers• All key areas fully covered• 30% attrition accounted for

Next steps:• Sept. 23: System locked, no further changes • Sept. 24: Final volunteer position confirmation email

2018 Medical Program

Medical facility & supply updates• Jackson medical tent maintains enlarged footprint from 2017• Course Medical Tents 10-18 have increased resources based on 2017 feedback• Volunteers distributed to cover hardest hit areas• Tourniquets and trauma kits supplied to all Course Medical Tents, Balbo and Jackson

Transition of care to Superior EMS

4:30 p.m. Medical shift ends and transition begins:

• Dedicated section in Balbo remains open until 5:00 p.m.• Volunteers will staff• Supplies & furniture will remain in section• Will collaborate with Superior on patient care and transport

New in 2018

CPD SWAT instructors

Three 45-minute sessions:• 4 p.m. Thursday, October 4• 6:45 a.m. Friday, October 5• 4:00 p.m. Friday, October 5

25-30 spots for event staff

Classes in the Podiatry Tent

Stop the Bleed certification

Integrated mental health services

Medical Psychology Program• 14 clinical psychologists • Cot-side support of doctors & participants

American Red Cross Mental Health Volunteers• ARC volunteers & social workers• Reunification support

AEDs & monitors from Physio Control

30 AEDs

• 22 for CMT #01-20, Laflin & Indiana

• 4 for spotter towers

• 6 for pre-finish team

12 Lifepack (15) monitors

• 8 in Balbo ICU

• 4 in Jackson ICU

Stryker medical equipment

10 big wheel stretchers

• 6 Balbo ICU

• 4 Jackson ICU

1 EMS Cot

• Balbo

40 Mistral hot air blankets

• 30 Balbo

• 10 Jackson

25 Trauma packs• At each CMT• Event trailers

Tourniquets• All EMS vehicles• Field bag in Balbo ICU

New in 2018: Trauma packs & tourniquets

Grant Park office locations & services

1. Race office• Harrison Volunteer Compound

2. Medical Program Trailer• Ops compound

3. Medical Volunteer Check-in• 11th & Michigan

Grant Park office locations

Harrison Volunteer Compound

Event Staff check-in:• Credentials• Event gear

Pick-up hours:• Mon. 6:00 a.m. – 7:00 p.m.• Tues-Fri 6:30 a.m. – 7:00 p.m.• Sat. 6:30 a.m. – 12:00 p.m.

Race Office

Operations compound

Dates: Oct. 2 – Oct. 7

Staff• Medical Director• Medical Program Manager• Medical Volunteer Coordinator• Medical Records• Medical Logistics team

Services• Sensitive bin processing• Medical records processing

Medical Program Trailer

11th & Michigan

Hours:• Sun. 5:00 a.m. – 10:00 a.m.

Three steps• Step 1: Check-in & credential• Step 2: Gear• Step 3: Hospitality

Volunteer staging• Course Medical Tents• Spotter towers

Medical Volunteer Check-In

Medical Volunteer Check-In

Check-in compound at 11th & Michigan

Course Medical Tent & Tower Staging Area

100’ x 50’ fenced area

60’ x 30’ tentStep 1:Check-in & credential

Step 2: Pick up gear

Step 3:Hospitality

MPTS &

Solutions

Gear area

RTS corrals for Course Medical Tents

• 4:00 am: Medical Volunteer Check-in Tent volunteers

• 5:00 am: Medical Committee reports to assignment locations

• 5:30 am: Course Medical Tents #1-12 & Laflin

• 5:50 am: Course Medical Tents #13-20, & Indiana

• 6:30 am: Grant Park medical tentsFamily Medical Waiting Area

• 7:00 am: Medical Response/Finish LineSOMA massage

• 7:30 am: Podiatry

• 8:00 am: Cortiva massage

• 10: 30 am: Medical Records (Hilton)Medical Logistics teardown team (Hilton)

Medical Volunteer Check-In waves

• 6:00 a.m.: CMT #01 – 07

• 6:05 a.m.: CMT #8 – 12, Laflin Medical Tent

• 6:20 a.m.: CMT #13 – 20, Indiana Medical Tent

• Volunteers queue in Medical Volunteer Check-in Compound

• RTS staff will lead waves to buses with lollipop signs

Course shuttle schedule

Medical service locations & volunteer support

Grant Park medical facilities & ARC Family Waiting

Balbo

Family Waiting

Podiatry

Jackson

Course medical tents

20 Course Medical Tents:

• Located at Aid Stations

Laflin Medical Tent

Indiana Medical Tent

Social media policy

• HIPAA regulations apply to all medical facilities

• Focus on your event role

• Limit taking photos, recording videos, or posting to social media accounts

• Do not post sensitive event information on social media.

• If you do reference the event in social media, be sure to define your association with the event (i.e. volunteer)

Interaction with media

• Volunteers are not allowed to speak to the media on behalf of the event

• Reply to media: ‘I am not an official spokesperson of the event’

• Direct media to media phone number 312.294.6708 on the back of credentials

Professionalism

Equipment & uniforms

Event Staff:• Credentials• Radios• Golf carts• ID Vest

Volunteers:• Credentials• Jacket• Cap (red or white)• Designation bib• Bullhorns (spotter towers)

Redesigned credential for greater security

Hospitality

Light breakfast• Collect in Medical Volunteer Check-in• Breakfast bars, fruit, hot & cold beverages

Boxed lunches • Course Medical Tents • Balbo & Jackson Medical Tents• Family Medical Waiting Tent• Indiana Course Medical Tent

Coffee, tea, cocoa & snacks• Medical tents

Martti language interpretation service

Interpretation service

Service:• 5 video units; 70 languages• Audio service; 110 languages• On-site representatives

Locations:• 2 units: Balbo Medical Tent• 2 Units: Jackson Medical tent• 1 Unit: Forward Command

Medical logistics

Medical logistics team

• Wilbur Debulgado

• CEM Medical Logistics Coordinator

• Kathleen Sweeney

• Grant Park Medical Logistics

• Nate Turner

• Course Medical Logistics

• Tony Rill• Balbo Medical Logistics

• Danny Cronin

• Balbo Medical Logistics

• Neil Ehmig

• Jackson Medical Logistics

• Matt Madia• Jackson Medical Logistics

Medical logistics timeline

Wed., Oct. 3: - Delivery to Grant Park

Thurs., Oct. 4: - Wilbur & team hang signs in medical tents

Fri., Oct. 5: - Trucks off-loaded and supplies start to be unpacked

- Distribute supplies within supply carts

Sat. Oct. 6: - Superior drops by 11:00 am: Physio-Control AEDs & monitors, Medical Race OfficeEpinephrine syringes & instruction sheets, Medical Race OfficeiSTATs confirmed in Medical Race Office Equipment entered in EMOS, barcoded, & packed in Red

Sensitive bins

Medical logistics timeline

Sat., Oct. 6: - Tent set-ups complete - Leave Grant Park by 2 p.m. for security sweep

Sun., Oct. 7: - 5:00 a.m. Race Day starts- 8:00 p.m. clean up complete

CMT 10 – 18 layout

Larger, standardized layout• 10’ x 20’ main medical tent• 10’ x 10’ triage/fast track tent

Standardized furniture• 7 cots, 11 chairs, 5 tables

Medical records

Medical records

Medical data collection- MPTS:

• Grant Park facilities• Course Medical Tents 10-15

- Medical forms: All facilities• Triplicate medical forms• Fast Track tear pads

Medical Records Team- Volunteer in yellow vest- MPTS in white vest

Fast track forms

Key processes

Acetaminophen process

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Red sensitive bins

Bin & contents barcoded; checked out to medical leads• Medical forms binder & key documents• Glucometers, test strips, & lancets• Acetaminophen stickers• Physio-Control Heartsine AED units • iSTAT & cartridges from Abbott • Epinephrine syringe sets• MPTS tablet• Trauma pack

Return check-list• Complete & sign when repacking bin

Medical Equipment Return Tent

Closing a course medical tent

1. Last runner has passed the Aid Station

2. End Vehicle has passed the Aid Station

3. Medical supplies & equipment packed, facility is clean

4. Medical Lead has confirmed all patients are transported or discharged

5. Aid Station Captain has reviewed the facility with Medical Lead & HAM to confirm state of facility

6. Aid Station Captain radios Course Dispatch & HAM radios FC “Course medical is now closed”

Closing a course medical tent

BIB RETURN

Clean means:• Trash tied in bags• Zip ties/IV bags cut down• Biohazard bags prepared for transport by medical

lead to Medical Equipment Return at Jackson Medical

Packed means:• Red Sensitive Bin items packed for return to

Jackson with Medical Lead• Bibs collected for return to Jackson with Medical

Lead• Furniture collapsed & stacked• Medical supplies returned to grey bins• Bins & equipment returned to pallet crates, ready

for trucks to pick up

Medical data collection

Importance:• Vital information source• Track volunteer levels• Stress at aid stations• Use of data to improve live race-day visualization

Outcomes:• Tells us what is happening on course• Gain understanding of endurance race medical conditions• Better prepare in future

Why collect medical data?

Data visualization: Dashboard

Pace & stress levels

1: No stress• Handling patient load • Plenty of available beds, staff & supplies

2: Slight stress• Handling patient load• Some available beds, staff, good supplies

3: Feeling pressure• No available beds• Patients spilling into street• Staff busy, ambulance support present• Low supplies

4: Heavy pressure• No beds• Patients in street• Not enough staff; no ambulance

support• Diminishing supplies

5: Overwhelmed• No beds • Patients crowded in street• Not enough staff; no ambulance• Supplies depleted

Medical response

Medical Response units:1. Pre-Finish 2. Code Team3. Sweep Team4. Mobile Triage5. Urgent Care

Primary purpose:1. Identify runner distress2. Triage & transport

Medical response

New in 2018: Medical response

• Depot at 16th & Michigan

• 20 Location flags & telescoping poles for pre-finish

• 10 Medical Response back packs• Pre-finish teams• Some with AEDs

Pre-finish team

Last ½ mile of race AEDs/limited radios/HAMs

20 teams of 2-3 people Combo of licensed and students

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Code team

30 yards footprint at finish line10 licensed individuals with experience in emergency care

Articulate with:• Superior golf carts• Sweep Team

Sweep team

Articulates with code team

~100 individuals• Mostly students• Licensed individuals• Line the median of the street

Main purpose: walk distressed runners through chute

Use wheelchairs as necessary

Present runners to medical tent

Sweep team

Spotter towers

“Eye in the sky”

Teams of 3

Mainly students

Purpose:• Identify runner distress• Communicate via bullhorns and radio• Encourage runners to keep walking• Provide directional information

Spotter towers

2018 Spotter tower map

~10 teams of 4-5

Combination of:• Licensed individuals• Students• Radio operator (from spotter towers)• HAM operator

Purpose is to respond to calls from towers

Triage and transport as necessary

Mobile triage

Triage team: PT, AT, HAM and students

Mobile triage teams

Outside of Balbo Medical Tent

Purpose is to relieve pressure from tent

Designed for:• Runners that are not emergent, but need 20 mins of monitoring• Wound care• Low level care

Urgent care

Sept. 24: Volunteer position confirmations sent

Oct. 1: Race week opens

Oct. 5-6: Medical volunteer check-in set up

Oct. 6: Advocate Health Care International Chicago 5KMedical committee credentials move to Medical Volunteer Check-in at noon

Oct. 7: Bank of America Chicago Marathon

Nov. 1: Medical Program recap meeting

Important dates