SAFE, SIMPLE, FUN: MEDICAL SUPPORT PLANNING FOR EVENTS

Transcription

1 SAFE, SIMPLE, FUN: MEDICAL SUPPORT PLANNING FOR EVENTS Mamie Wheeler, RN Medical Director & Asst Event Director, Portland Marathon August 16,

2 WEBINAR FORMAT Presentation: minutes Q&A to follow Audio: dial-in toll-free (877) Conference ID How to submit a question: Click on the Q&A tab on the top right-hand side of your screen and type into the text window 2

3 TODAY S SPEAKER Mamie Wheeler, RN Portland Marathon Medical Director for 24 years Assistant Event Director Consultant/coordinator for endurance events on medical support planning Mamie with Les Smith, Event Director of the Portland Marathon 3

4 THE GOLDEN RULES 4

5 THE GOLDEN RULES Golden Rule #1 Safety, Simplicity, Fun There are 3 parts: Plan for the safety of your volunteers, participants & spectators, and the event as a whole Keep it simple, it s not rocket science Don t lose sight of the reason to put on an event it s about having fun! 5

6 THE GOLDEN RULES Golden Rule #2 99% vs. 1% 99% of field will never need medical support 99% of 1% Basic first aid needs 1% of 1% Advanced first aid and/or life support medical need 6

7 THE GOLDEN RULES (The Not So) Golden Rule #3 The unpredictable still happens. You can t please everyone. You can save almost everyone. Takeaway: You can t prevent the worst from happening, you can only prepare the best you can. 7

8 Poll question: Let s hear from you 8

9 Components & Considerations 9

10 PLAN CONSIDERATIONS Constants & variables Participants Human body: evolution vs. environment Type of participants: trained vs. less trained Overall and year-round health, wellness, nutrition, exercise Literature search, Internet 10

11 PLAN CONSIDERATIONS Constants & variables The course Weather: mild to extreme, cold & heat, humidity (index) Elevation and terrain: low vs. high, hills vs. flat Access: closed vs. open, lateral access, point A to point B vs. point A to point A Numbers seen medically (based on event history, over time) 11

12 PLAN CONSIDERATIONS Constants & variables Budget Cost of contracted care & supplies in your community Volunteers Medical sponsor activation Medical & course volunteer training 12

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14 PLANNING MEDICAL SUPPORT The medical director Who should lead the medical support team? Assignment should be based on event needs, community standards, organizational & collaborative abilities, and experience How many people on staff Event staff: 1-3, event specific Event-specific, 3-5 volunteers per 1%, + # of Aid volunteers each Who the Medical Director reports to and plans with Event Director, Course Director, City Planners 14

15 PLANNING MEDICAL SUPPORT First steps in developing your plan Safe, simple, fun Remember the Golden Rules Triage vs. treatment protocol No right or wrong; wide range of thought Develop your event s model of care: Review the constants & variables of your event Meet the standard of care in community Minimize response time to minimize liability 15 Goal is to achieve alignment among expectations of community officials, event planners & participants

16 PLANNING MEDICAL SUPPORT What your plan needs to cover Medical Response team: Numbers/mix of volunteer coverage Multidisciplinary team Pre-hospital caregivers (ambulance/paramedics) MD, RN, DC, ATC, ND, PA, LMT, PT, students Central event day management Medical Director, ambulance dispatch, on-course Ham- Radio operator Chain of command Spokesperson policy for event HIPPA regulations 16

17 PLANNING MEDICAL SUPPORT Inform. Inform. Inform Educate volunteers Volunteers: Medical manual for medical volunteers Share plans with course volunteers & finish volunteers it to all with their assignments Get confirmation of receipt Phone screening Training plan for volunteers Pre-event vs event-day Community CPR classes 17

18 PLANNING MEDICAL SUPPORT Inform. Inform. Inform The Community Media focus Focus on the positive What is in place to provide safety Human interest stories of participants overcoming obstacles to finish the course Visit local hospitals, ERs, urgent care centers Get staffing plan for event day, along with names & mobile phone numbers Generate enthusiasm & support from medical staff - provide event tees, promotional posters, etc 18

19 PLANNING MEDICAL SUPPORT Inform. Inform. Inform Educate participants 19 Participants: Registration waivers & policies, Against Medical Advice (AMA) policy, waiver on bib Pre-event publications, newsletters, blogs, social networks Website online medical advice Expo booth staffed by savvy volunteers and/or Medical sponsors Literature review, research studies, lectures Surveys

20 Event Day 20

21 PLANNING MEDICAL SUPPORT On-site operations How to run the medical tent: Race weekend (or days leading up to event) routine Set-up, volunteer check-in, orientation, execution of plan Educate & evaluate participants when they get in the medical tent Congratulate, clinical observation of response, question training & prep, on-course hydration & replenishment, medical history Engaging with participants on course & at finish if they exhibit symptoms of medical issues Develop protocol, educate volunteers 21

22 PLANNING MEDICAL SUPPORT Wrapping up, setting up for success at the next event Documentation & reporting Meet expectations of event director for archive Making the case for more or less investment next year Providing info to media Volunteers Showing appreciation & retaining for next event Off-season contact Participants Post-event surveys, follow-up any hospital referrals, online training & newsletters 22

23 PLANNING MEDICAL SUPPORT Wrapping up, setting up for success for the next event Continuing Education & networking Portland Marathon Event Director s College October 4-6, Portland, OR Plus, other industry resources & professional organizations: Running USA, USA Triathlon, Road Runners Club of America, Road Race Management & others For follow-up or consultation inquiries on your medical support planning [email protected] 23

24 Q&A Click on the Q&A tab & type in the text window 24

25 THANK YOU 25