Quickly Find and Share COVID-19 Resources Across Your Healthcare Coalition or Health System

by | Apr 18, 2020

How many beds do you have available?”

Bed availability is not a simple question, especially during the COVID-19 pandemic. As triage centers and makeshift COVID-19 field hospitals open in college dorms, stadiums, and even Central Park, more beds are becoming available—if healthcare providers can find them. The same is true ventilators redeployed across counties and states, wherever the need is greatest. 

One of our customers is using LiveProcess to track the availability and locations of beds and ventilators across one of the largest counties in the US. In this blog post, part of a blog series on COVID-19 pandemic response solutions, we’ll share how this regional healthcare emergency management coalition uses the coordination and collaboration features of LiveProcess to manage bed and ventilator availability across 18 facilities.

Using surveys to collect data from multiple facilities quickly

Each day, the coalition collects information from its facilities by using the survey feature in LiveProcess. Creating a survey is intuitive and highly customizable, so you can capture exactly the information you need in the format you want, such as free text, multiple choice, checklist, or numeric answer. For bed and ventilator availability, the organization surveys each facility for the quantity of resources in several different categories:

  • Total/available isolation rooms
  • Total/available negative pressure rooms
  • Total/staffed/available ICU beds
  • Total/available ventilators
  • Rooms that could be converted to isolation rooms

The coalition also asks each facility yes/no questions regarding its ability to convert rooms and whether the facility is in the process of converting rooms.

Once a survey is created, its easy to repeat it daily, with just a few keystrokes, to gather up-to-date information. LiveProcess allows the sender to see who has and has not responded and provides a one-click feature to send a quick reminder to those who still need to reply. A set of recipients can be created manually or by selecting specific departments, groups, or roles. A health system or coalition can also select all or some facilities.

Contacts and facilities can be added as new partnerships are formed or locations created, even if those facilities are not using LiveProcess. Likewise, bed and inventory data can be aggregated quickly via LiveProcess, regardless of the solution each facility uses internally to track beds.

Saving time with surveys, sidebars and HAvBED

By automating much of the survey and data gathering process, organizations can save hours on manual, one-to-one communication and populating spreadsheets. Instead that time is freed for reallocating resources or moving patients to the appropriate beds.

This coalition uses the data from its survey to feed a visualization tool that shows the distribution of need and surplus among all of the facilities in the region at a glance. In the graphs above, the total amount of a resource, such as ICU beds, is shaded to indicate the difference between ICU beds in use versus ICU beds available. With the visualization, they can quickly identify facilities in danger of running short of ICU beds, unless patients are transferred. Having this actionable information displayed in such a usable format helps the coalition manage and redistribute resources fast and efficiently.

The survey tool has proven useful for tracking bed and ventilator availability for this highly dispersed coalition, but smaller healthcare organizations might choose to use a LiveProcess sidebar for relevant roles within a COVID-19 event log. A sidebar will allow key stakeholders to stay informed and keep documentation available for those who need access as new triage or screening areas are set up.

As CMS waives requirements regarding the physical environment to allow additional space for patient care during the pandemic, operating rooms and even cafeterias are being converted to COVID-19 units. The LiveProcess event log helps keep current the situational awareness of these new spaces and makes it easily shareable with new contacts as facilities pool resources or set up off-site.

The LiveProcess HAvBED tool can also track and share availability data about beds. Decisions about patient transportation, admissions, security, and other clinical and operational issues can then incorporate the most accurate, recent information.

More information for LiveProcess customers

Within the LiveProcess help center are easy-to-follow quick reference guides (under Documentation), training videos, eLearning sessions, and more.

Try LiveProcess at your health system, free for 90 days with no strings attached

We’ll get LiveProcess configured for you with just a few hours of your time. Rollout is easy with hardware you already have, no software to install, and an intuitive interface that people learn in minutes. Together we’ll help your health system help your communities get through this unprecedented pandemic. Learn more about the LiveProcess COVID-19 Response Package for Health Systems.

Next steps

Explore more resources for emergency preparedness:

Explore the COVID-19 resource center.

Learn from other healthcare organizations how they use LiveProcess to respond to COVID-19.

Read about hospital supply chain management in pandemics.

Read about faster health screening for hospital personnel.

Learn why public agencies and coalitions choose LiveProcess for coordinating emergency response.

Read a customer story about collaboration in a regional healthcare coalition.

Read a customer story about a health system prepared for the 2014 Ebola epidemic.

Learn about 2019 updates to the CMS emergency preparedness rule covering emerging infectious diseases (EIDs) and pandemics.

lauren-branch-100x100Lauren Branch, Senior Analyst, LiveProcess, completed her doctoral research on the risk and impact of cyberattacks against healthcare organizations. She also has experience as a hospital emergency management planner and served on a command team that responded to a malware attack.

Request a COVID-19 Response Package for Your Health System

Customer Stories

How Health Systems Use LiveProcess for Emergency Management

How Health Systems Use LiveProcess for Hospital Communication