Document Seven
Memorandum
DHB experiences with Personal Protective Equipment (PPE) distribution
Date due to MO:  N/A
Action required by:
N/A
Security level:
IN CONFIDENCE
Health Report number:  HR20200656
To:
Hon Dr David Clark, Minister of Health
Contact for telephone discussion
Name
Position
Telephone
Shayne Hunter
Deputy Director-General, Data & Digital
section 9(2)(a)
Kelvin Watson
Manager, Health Supply Chain
section 9(2)(a)
Action for Private Secretaries
N/A
Date dispatched to MO:
under the Official Information Act
.
Released

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Document Seven

Stocktake of DHB Personal Protective
Equipment (PPE) distribution
Purpose of report
1.
To provide the results of a rapid stocktake of district health boards (DHBs) PPE
distribution to frontline health services.
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Background
2.
As you requested, the Ministry canvassed DHBs to ensure that PPE is making its way
from DHBs to frontline health services in a timely and appropriate way.
3.
Over 23-26 April 2020, all DHBs were asked a series of questions by email to look at the
way DHBs are distributing supplies to other health and disability service providers in
their regions.
4.
The rapid stocktake asked DHBs about:
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•  how they calculate and quantify PPE requirements
•  how they manage and distribute PPE to healthcare providers
•  how they al ocate PPE across different occupational groups consistently
according to the national risk guidelines1
•  management of PPE distribution to non-DHB health system providers
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•  the supply chain service quality, timeliness and feedback
5.
The stocktake provides a high level of assurance in the DHBs’ distribution of PPE.  DHBs
the
have put in a considerable amount of work to establish new distribution systems over
the last few weeks to resolve initial ‘teething’ issues, including working with providers
with whom there is no contractual relationship.
6.
In summary, the stocktake is reassuring and emphasises that most of the supply issues
under
surfaced early as an entirely new distribution system was being set up.  Supply lines for
PPE from the centre have become clearer and providers understood the need to match
demand and supply with more regular orders rather than single large orders.
7.
The stocktake highlights several opportunities for service improvement as we continue
to evolve the process.  These opportunities relate to improving: the quality and
timeliness of supply, processes for reviewing orders, transparency of decision-making;
and establishing a formal ‘Issues Resolution and Feedback’ process.
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1 https://www.health.govt.nz/system/files/documents/pages/hp7366-guidelines-for-ppe-use-in-healthcare-poster-
25-april2020.pdf

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Document Seven

Summary of the DHB PPE Supply Experience Stocktake
Themes
8.
In the stocktake, five themes were evident across the DHBs:
a)  Interpretations of Ministry communications in relation to clinical guidance on
PPE use e.g. seeking clarification on whether management of symptomatic
patients requires masks and whether this is appropriate.
b)  DHB decision-making can be complex.  This can reduce decision-making
efficiency.
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c)  DHB logistical capability to distribute PPE to providers differ i.e. DHBs may
require providers to collect their PPE orders or arrange their own transport from
the DHB to their premises.
d)  Service levels for stock delivery differ.  One DHB indicated a one-week order to
fulfilment timeframe where-as other DHBs are achieving a 2-4-day turnaround.
e)  It was noted that there was no process to formal y record and acknowledge
complaints or issues with distribution.
Information
9.
Improving data capture and accuracy is integral to improving transparency of a stock
requests and order fulfilment with healthcare providers.
Work underway
10.
The Ministry is working with DHBs to:
a)  clarify logistical expectations and understand service levels with the delivery
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partners.
b)  improve the transparency of decision-making around supply and distribution.
the
c)  col ect accurate demand and usage data to inform supply chain sourcing,
procurement and planning.
11.
The Ministry has established a formal ‘Issues Resolution and Feedback’ process to
manage and resolve supply and distribution issues. DHBs are also putting in place their
own issues management proces
under ses.
12.
The Ministry continues to work hard with DHB procurement partners to secure
sufficient stock of PPE, noting that this continues to be chal enging due to global
demand.

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Document Seven

Next steps
13.
The PPE Supply Team continue to work with DHBs to manage supply logistics and
ensure that the supply process is responsive and transparent.
14.
The Ministry wil report back to you about the supply chain outcomes in July 2020.
15.
Officials can provide further information about this topic at your request.

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Dr Ashley Bloomfield
Director-General of Health

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