Verification Logistics: The True Impact of an Experienced Logistics Coordinator(Live)-Handout: Verification Logistics:

Handout: Verification Logistics:

Pdf Summary

This presentation explains how American College of Surgeons (ACS) trauma verification shifted from in-person to virtual during COVID-19 and why ACS requires a dedicated Logistics Coordinator (a role that cannot be filled by the Trauma Program Manager). Using the OhioHealth Trauma Network as a case study, Kari Hall describes how a coordinator manages scheduling, videoconferencing, EMR access, and ensuring required participants are present—while partnering closely with IT to address cybersecurity constraints and platform changes (e.g., Webex to Teams).<br /><br />OhioHealth initially faced a steep learning curve with multiple centers due for focused review or reverification. By implementing “standard work” (including involving the logistics coordinator in all prep meetings, cross-site collaboration, and repeated practice), the system achieved strong outcomes: a rural Level II and a downtown Level I center both earned verification with no deficiencies, and reviewers praised the smooth virtual experience.<br /><br />Key best practices and tools included creating a shared Teams repository for documents, building detailed timelines with assigned tasks and due dates, using templated emails to clarify expectations for liaisons and department leaders, and conducting mock tours/meetings to ensure both content and technology readiness. The approach also emphasized having both a Logistics Coordinator and day-of Logistics Support to handle real-time adjustments, technology troubleshooting, and “wrangling” participants, enabling TPMs and clinical leaders to focus on review content.<br /><br />OhioHealth expanded this model across a five-center network and completed nine reviews of various types, gaining consistency, shared equipment/knowledge, and increased trust from TPMs and reviewers. The conclusion: experienced logistics support is “secret sauce” that improves flow, professionalism, and surveyor experience; organizations should identify and budget for this role and plan for it as seriously as the rest of the review.

Keywords

ACS trauma verification

virtual trauma review

COVID-19 survey transition

Logistics Coordinator role

Trauma Program Manager separation

OhioHealth Trauma Network

videoconferencing coordination (Teams/Webex)

EMR access for surveyors

standard work and prep timelines

mock tours and technology readiness