MEDICAL GLOBAL STANDARDS 2020

MEDICAL GLOBAL

STANDARDS 2020

These Global Standards represent the eorts of our dedicated

volunteers and sta. We would appreciate requests to use

these materials. For permission to use the materials please

contact Operation Smile’s Medical Oversight Department.

3641 Faculty Boulevard, Virginia Beach, VA 23453 USA

1-888-OPSMILE

1-888-677-6453

+1-757-321-7645

CONTENTS

Introduction .............................................................................5

Organization Hierarchy of Documents......................................................6

Governance of Medical Documents ........................................................6

Medical Global Standard 1 – Facility..................................................7

1.1 Patient Lodging ................................................................7

1.2 Fact Find: Facility Assessment ...................................................7

1.3 Patient Screening ..............................................................8

1.4 Surgical Environment ...........................................................8

1.5 Non-Surgical Facility............................................................9

Medical Global Standard 2 – Team .................................................. 11

2.1 Fact Find: Team Assessment.................................................... 11

2.2 Team Members................................................................12

2.3 Team Leaders .................................................................13

2.4 Stang ......................................................................13

2.5 Team Qualiﬁcations............................................................15

Medical Global Standard 3 – Equipment, Supplies, and Pharmaceuticals..........17

3.1 Fact Find: Equipment, Supplies, and Pharmaceuticals Assessment ..................17

3.2 Integrity of Equipment, Supplies and Pharmaceuticals ............................18

3.3 Screening – Equipment, Supplies, and Pharmaceuticals ............................18

3.4 Surgical – Equipment, Supplies, and Pharmaceuticals..............................18

3.5 Anesthesia – Equipment, Supplies, and Pharmaceuticals ...........................19

3.6 Dental – Equipment, Supplies, and Pharmaceuticals (Dental and Surgical Mission) ...20

3.7 Speech – Equipment, Supplies, and Pharmaceuticals ............................. 20

3.8 Audiology / Ear, Nose & Throat – Equipment, Supplies, and Pharmaceuticals .........21

3.9 Psychosocial – Equipment, Supplies, and Pharmaceuticals .........................21

3.10 Post Anesthesia Care Unit (PACU) – Equipment, Supplies, and Pharmaceuticals ......21

3.11 Intensive Care – Equipment, Supplies, and Pharmaceuticals ....................... 22

3.12 Pre/Post-Operative Wards – Equipment, Supplies, and Pharmaceuticals ............ 22

3.13 Biomedical – Equipment and Supplies .......................................... 23

Medical Global Standard 4 – Patient Selection .................................... 26

4.1 Pre-Screening................................................................ 26

4.2 Screening ....................................................................27

4.3 Surgical Classiﬁcation System ..................................................27

4.4 Patient Selection and Scheduling............................................... 29

4.5 Informed Consent ............................................................ 29

4.6 Surgical Deviations ...........................................................30

Medical Global Standard 5 – Medical Patient Management ....................... 32

5.1 Pre-admission ............................................................... 32

5.2 Patient and Caregiver Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

5.3 Surgical Admission ........................................................... 33

5.4 Surgical Process.............................................................. 34

5.5 Post-Surgical ................................................................ 36

5.6 Intensive Care................................................................ 38

5.7 Discharge and Ongoing Care .................................................. 39

Medical Global Standard 6 – Safety ................................................ 42

6.1 Emergency Preparedness ..................................................... 42

6.2 Blood Transfusion ............................................................ 43

6.3 Medications..................................................................44

6.4 Communication .............................................................. 45

6.5 Medical Record Documentation ................................................ 46

Medical Global Standard 7 – Quality ...............................................49

7.1 Reporting ...................................................................50

7.2 Medical Event Review ........................................................50

7.3 Quality Site Assist Visit.........................................................51

7.4 Infection Control Program ......................................................51

7.5 Surgical Site Infection Prevention ...............................................51

CONTENTS (continued)

INTRODUCTION

Today, Operation Smile believes the volume of patients who require cleft and essential surgical

care is very large and growing. Current health systems are not setup to provide all the care

required and the unmet need is so large that traditional services will never be enough to reach

all patients. Addressing the entirety of the problem will require an increase in programs and

operations, plus a disruptive level of innovation.

Operation Smile’s Medical Global Standards are a critical pillar in our response to the needs of

patients, and to the requirements of innovation and health systems strengthening. The 2020

standards reﬂect the diversity of care delivery and capacity building programs our community of

professionals have developed and implemented in the communities where we work. We continue

to place emphasis on the expansion of safe, eective, and timely care. Our primary focus is

always on patients, whose integration into family and societies is enabled through the inclusion

of multiple disciplines working together in their care.

The 2020 standards are supported by medical policies and procedures developed, reviewed,

reﬁned, and approved by the Operation Smile Medical Oversight team. Operation Smile’s Medical

Global Standards embody the commitment of our global family to levels of performance in care

that can be consistently and uniformly expected by all patients, volunteers, sta, and supporters

in all Operation Smile Programs.

Our sincere recognition and thanks to the creators and pioneers of the ﬁrst Global Standards

of Care developed in 2006/2007, revised in 2010 and 2014. The Medical Global Standards 2020

continue to build on the early eorts to ensure safe, high quality, ecient care to every

Operation Smile patient worldwide.

We extend our eternal gratitude to all who participated in the creation and updating of

Operation Smile’s Medical Global Standards 2020. We know that this is much more than a medical

exercise; it represents your pledge to our patients’ safety and wellbeing. Adhering to the 2020

standards is how we honor all who support us and believe children should receive excellent care,

no matter how much money they have or where they are born.

For almost 40 years, Operation Smile has provided care to

hundreds of thousands of patients born with cleft lip, cleft palate,

or other facial dierences. Operation Smile’s global network of

patients, families, sta, donors, and volunteers has extended to

more than 80 countries where it provides services, raises funds,

and recruits volunteers. This global network is the source

of strength and fuel which enables Operation Smile’s work.

Bill Magee Jr., D.D.S., M.D.

Operation Smile

Co-Founder and CEO

Kathy Magee, B.S.N., M.S.W., M.Ed.

Operation Smile

Co-Founder and President

ORGANIZATION HIERARCHY OF DOCUMENTS

GOVERNANCE OF MEDICAL DOCUMENTS

The Operation Smile Medical Oversight Team is tasked with maintaining the integrity over

medical standards, policies, procedures, guidelines, and position statements. These documents

are created with input from medical leaders representing Operation Smile partner and

program countries.

Medical Oversight documents adhere to Operation Smile Inc.’s operational guidelines.

Operation Smile’s medical standards, policies, procedures, guidelines, and position statements

provide the framework for all care delivery.

We understand as programs grow, local regulations change, and healthcare systems are

strengthened there may be legitimate reasons to localize or vary from the current organizational

medical documents. Should a deviation be needed, a foundation should submit their proposed

variation for joint review with the Medical Oversight Team.

Global Medical Standard

Policy & Procedure

Guideline

Position Statement

Supporting Documents

Roles &

Responsibilities

Reports Forms Medical Record

MEDICAL GLOBAL STANDARD 1 – FACILITY

Medical Global Standard 1 – Facility

Approval Date: June 26, 2020 Replaces: 2015 GS 4-6,16

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

All facilities used for an Operation Smile program should be veriﬁed safe and

appropriate for the intended use.

1.1 Patient Lodging

A facility may be made available by the local foundation to temporarily house patients. Safety and

medical considerations should be adhered to when choosing and augmenting a facility for these

purposes. Communication between shelter sta and the medical team leadership is essential to

successful care delivery.

1.2 Fact Find: Facility Assessment

A proper site assessment should be performed and approved by the Operation Smile Quality

Team prior to patient care or as part of periodic reviews of centers which should occur no

less frequently than every 2 years. Facility assessments should be completed by a program

coordinator accompanied the following credentialed volunteers:

• Anesthesiologist

• Biomedical Technician

• Clinical Coordinator (recommended)

MEDICAL GLOBAL STANDARD 1 – FACILITY

1.3 Patient Screening

A safe and appropriate facility for patient screening should include:

• Adequate physical space and setup that allows controlled patient ﬂow.

• Adequate lighting, electrical outlets, and furniture.

• Quiet screening areas for those who must perform pulmonary and cardiac auscultation,

speech assessment and those who need to communicate sensitive information.

1.4 Surgical Environment

A safe and appropriate facility for delivery of surgical care should include:

• A clean environment with washrooms and toilets in all patient care areas.

• A consistently adequate supply of water and electricity, including a backup electrical

generator or other power source that allows a safe plan for completing any surgery that is

ongoing at the time of a power outage.

• A supply of oxygen that is reliable and enough for the planned surgeries.

• Adequate lighting, electrical outlets, furniture (including beds), and physical space in all

patient care areas.

• A post-anesthesia care unit (PACU) that has adequate space and proximity to operating

rooms (ORs) and ward, so that safe transportation can occur from the ORs to the PACU,

and from the PACU to the post-operative ward.

• Adequate space to set up instrument cleaning and sterilization adjacent to the ORs.

• A designated emergency bed space on the post-operative ward, only to be used for

patients who need monitoring and/or emergency care.

• Adequate physical space for Speech, Psychosocial, Dental, Biomedical, Patient Imaging,

and other ancillary services.

• Dedicated space for biomedical waste as stated in the policy.

• Secure, environmentally controlled space for storage of equipment, pharmaceuticals,

and consumables.

• Support services:

– Laboratory available 24/7 (or point-of-care device available

and capable of supplying the same)

– Blood access 24/7

– Radiology service able to perform a chest-x-ray 24/7

– Intensive care unit (ICU) in the hospital or, if nearby, plans in place

for stabilization and transportation to that ICU.

– Cardiology services including ECG and ultrasound (recommended)

MEDICAL GLOBAL STANDARD 1 – FACILITY

1.5 Non-Surgical Facility

A safe and appropriate center that provides consultations and/or procedures without general

anesthesia or monitored anesthesia should include:

• Physical area with adequate space and controlled patient ﬂow to achieve objective.

• A stable supply of water and electricity.

• Adequate lighting, electrical outlets, and furniture.

• Quiet screening space for those who must perform pulmonary and cardiac auscultation,

speech assessment and those who need to communicate sensitive information.

• Dedicated space for biomedical waste as stated in the policy.

• Secure environmentally controlled space for storage of equipment, pharmaceuticals,

and consumables.

Supporting Operation Smile Standard 1 – Policies & Procedures:

1. Fact Find Policy

MEDICAL GLOBAL STANDARD 1 – FACILITY

Supporting Operation Smile Standard 1 – Forms

1. Fact-Find Form

2. Rapid Fact-Find Form

3. Dental Fact-Find Form

4. Center Fact-Find Form

Supporting Operation Smile Standard 1 – References

Anaesthesia facility assessment tool. wfsahq.org. https://www.wfsahq.org/resources/anaesthesia-facility-assessment-tool.

Accessed September 30, 2019.

Carlson LC, Lin JA, Ameh EA, et al. Moving from data collection to application: A systematic literature review of surgical

capacity assessments and their applications. World J Surg. 2015;39:813–821.

Emergency and essential surgical care: Equipment lists and needs assessment. who.int. https://www.who.int/surgery/

publications/immesc_equipt_needsmaneg/en/.

Accessed October 1, 2019.

Emergency and essential surgical care: Surgical capacity. who.int. https://www.who.int/surgery/publications/esc_

surgcapacity/en/. Accessed October 1, 2019.

Goodman LF, St-Louis E, Yousef Y, et al. The Global Initiative for Children’s Surgery: Optimal resources for improving care.

Eur J Pediatr Surg. 2018;28(1):51–59.

Groen RS, Kamara TB, Dixon-Cole R, et al. A tool and index to assess surgical capacity in low income countries: An initial

implementation in Sierra Leone. World J Surg. 2012;36:1970–1977. doi:10.1007/s00268-012-1591-3

Operation Smile, Inc. Code of Conduct. Virginia Beach, VA: OSI; 2019.

Osen H, Chang D, Choo S, et al. Validation of the World Health Organization tool for situational analysis to assess

emergency and essential surgical care at district hospitals in Ghana. World J Surg. 2011;35(3):500–504. doi:10.1007/

s00268-010-0918-1

WHO-PGSSC Surgical Assessment Tool (SAT). globalchildrenssurgery.org. https://www.globalchildrenssurgery.org/wp-

content/uploads/2019/03/Surgical-assessment-tool.pdf. Accessed October 1, 2019.

MEDICAL GLOBAL STANDARD 2 – TEAM

Medical Global Standard 2 – Team

Approval Date: June 26, 2020 Replaces: 2015 GS-11, 12

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

Operation Smile oers a multidisciplinary team approach to the care of all

patients. In order to deliver safe, optimal care, dierent variables including

patient population characteristics, care-provider qualiﬁcations, location,

equipment, and local healthcare infrastructure should be considered when

stang teams.

2.1 Fact Find: Team Assessment

During a Fact Find Assessment, it is important to verify the human resources available to assist in

the care of Operation Smile patients. The assessment of hospital resources should be performed

prior to care delivery and/or as part of periodic reviews of centers. These support resources

should also be discussed with hospital and department leadership in advance of any short-term

program taking place, or on an as-needed basis for an on-going program format such as a center

or clinic. Speciﬁc areas/human resources to conﬁrm include:

• Intensive Care Unit stang

• General patient care stang

• Operating Room stang

MEDICAL GLOBAL STANDARD 2 – TEAM

2.2 Team Members

Each team should consist of medical professionals and others practicing in the

following disciplines:

CleftSurgical Care

• Surgery

• Anesthesia

• Nursing 

• PostAnesthesia Care

• Pediatrics 

• Dentistry

• Medical Records

• Patient Imaging

• Biomedical

• Speech

• Psychosocial

The care team can be further enhanced by the inclusion of the followingspecialty providers:

• Ear, Nose & Throat specialist

• Audiologist

• Orthodontist

• Nutrition Specialist

• Geneticist

Non-Cleft Surgical Care

Operation Smile’s safe surgical delivery platform has oered opportunities for addressing surgical

needs other than cleft lip and cleft palates.Operation Smile may partner with other organizations

to enhance surgical care opportunities.

Operation Smile requires its partners who are administering surgical care in conjunction with

Operation Smile to adhere to the current Operation Smile’s Medical Global Standards while

acknowledging and adhering to partner standards and practices as agreed upon in organizational

agreements or memorandums of understanding.All volunteers from other organizations

functioning on Operation Smile programs must meet the same Operation Smile competency and

review requirements.

Additional partnership stang andpositionsmay be considered and approved on a case by

casebasisby Medical Oversight and Volunteer Management.

Operation Smile educational programs such as visiting professorships and/or educational rotations

typically take place within a host’s home hospital environment and may involve non-cleft surgical,

anesthetic, critical, and general care. Those educational programs may adhere to hospital practice

standards rather than Operation Smile standards in order to optimize teaching.

Non-Surgical Care

Additional services, such as consultations, therapy, orthodontic, and other procedures should be

staed according to the patient services provided.

MEDICAL GLOBAL STANDARD 2 – TEAM

2.3 Team Leaders

Medical Programs

Medical Specialty Team Leaders should be assigned for all short-term surgical

programs, including:

• Surgery Team Leader

• Anesthesia Team Leader

• Clinical Coordinator (nursing leader)

• Post Anesthesia Care Unit (PACU) Physician

• Pediatrician

Medical Specialty Team leaders should be assigned in consultation with Medical Oversight

and Regional Medical Ocers based on Operation Smile experience, previous training, or

experience as a team leader and overall practice experience. Anesthesia team leaders will be

physician anesthetists.

Centers and Non-Cleft Programs

Specialty Team Leaders should be assigned based on center services and program needs.

2.4 Stang

Operation Smile programs, which could include short-term cleft, dental, and/or orthognathic

surgery programs, and center activity should be staed according tominimum

requirements below:

All positions listed below will be ﬁlled by Operation Smile credentialed volunteers.

• Cleft Surgeons:1 cleft surgeon for each general anesthesia table and 1 for each local

anesthesia table, plus at least 1 additional ﬂoat surgeon (no more than 5 surgical tables to

be covered by 1 ﬂoat surgeon). Surgery team leader is included in the ratio above.

• Physician Anesthesiologists and Non-Physician Anesthesia Providers: 1 physician or

non-physician anesthesia providers for each general anesthesia table and 1 for each local

anesthesia table whenever sedation is planned, plus at least 1 additional ﬂoat physician

anesthesiologist (no more than 5 surgical tables to be covered by 1 ﬂoater). The anesthesia

team leader is included in the ratio above and should be the ﬂoat physician anesthesiologist.

– Minimum of 1 physician pediatric anesthesiologist for each team; additional pediatric

anesthesiologists or physician anesthesiologists who regularly care for infants may

be needed whenever there are plans to operate on large numbers of infants.

– No more than 2 total non-physician anesthesia providers plus ﬁrst-time Operation

Smile physician anesthesiologists per team providing anesthesia at any point in time.

• Supervision ratio is 1 physician anesthesiologist to 2 non-physician

anesthesia providers/ﬁrst-time Operation Smile physician anesthesiologist.

The supervising physician anesthesiologist may be the ﬂoat physician

anesthesiologist or another physician anesthesiologist who is available to

circulate and is not concurrently providing anesthesia.

MEDICAL GLOBAL STANDARD 2 – TEAM

• Post Anesthesia Care Unit Physician: 1 Post Anesthesia Care Unit physician for 5 surgical

tables or less. Additional stang may be required for6 or more surgical tables.

• Pediatrician: 1 pediatrician for 5 surgical tables or less. Additional stang may be required

for 6 or more surgical tables.

• Clinical Coordinator (CC): At least 1 clinical coordinator per team; increased number may be

required for special programs.

• Surgical Circulating Nurse: 1 nurse per operating room. If more than 2 surgical tables in a

room, 1 nurse per two surgical tables.

• Surgical Scrub Personnel: 1 per surgical table.

• Post Anesthesia Care Unit Nurse: 1 nurse per 1.5 surgical tables.

• Pre/Post-Operative Day-Shift Nurses: Minimum of 2 nurses for 1-2 surgical tables, 3 nurses

for 3 surgical tables, 4 nurses for 4-5 surgical tables, 5 nurses for 6-7 surgical tables.

• Pre/Post-Operative Night-Shift Nurses: Minimum of 2 nurses for up to 3 surgical tables,

3 nurses for 4-6 surgical tables; 4 nurses for 7 surgical tables.

• Psychosocial Provider: Minimum of 1 per team; 2 recommendedwhen when 4 surgical

tables or more.

• Speech Language Pathology Provider:

– 2 speech providers on surgical programs with 4 surgical tables or more and/or

programs with projection of high volume of secondary palate repairs.

• One of the speech providers should be a credentialed speech

language pathologist.

– 1 speech provider for centers and programs with 3 surgical tables or less.

• If there is only 1 speech provider on a surgical program, it should be a

credentialed speech language pathologist.

– 1 credentialed speech language pathologist for education programs/rotations

when applicable.

• Dental Provider: Minimum of 1 dental provider with maxillofacial prosthesis and pre-surgical

molding experience; addition of 1 dental provider recommendedfor 7 surgical tables

or more.

• Biomedical Technician:Minimum of 1 biomedical technician per program, with no more than

6 surgical tables per biomedical technician.

• Medical Records: Minimum of 1 trained medical records volunteer to manage the medical

records for 1 – 2 surgical tables, 2 trained medical records volunteers (1 may be an

assistant) for 3 – 4 surgical tables, and 3 trained medical records volunteers (1 or 2 may be

assistants) for 5 or more surgical tables.

– If an electronic system is being used, at least 1 medical records volunteer trained to

use the electronic system should be on the team or the use of the electronic system

may need to be omitted.

• Patient Imaging Technician: Minimum of 1 trained patient imaging technician for 1-2 surgical

tables, 2 trained patient imaging technicians for 3- 5 surgical tables, 3 trained patient

imaging technicians for 6 or more surgical tables.

Operation Smile carries out a variety of care delivery and education/training programs. Stang

standards may be adjusted to match programmatic needs with the prior approval of the Regional

Medical Ocer and/or Medical Oversight.

MEDICAL GLOBAL STANDARD 2 – TEAM

2.5 Team Qualiﬁcations

Medical volunteers with Operation Smile will provide evidenceas deﬁned by Medical Oversight

Policyof the following:

• Graduation from an academic or training program.

• Certiﬁcationand/or licensureas required by specialtypractice in home country.

• Current professional experience as deﬁned by specialty.

• Demonstrated expertisein specialty.

• Life support certiﬁcationif applicable.

All medical and non-medical volunteers must remain current and in good standing according to

specialty qualiﬁcations and volunteer management.

Supporting Operation Smile Standard 2 – Policies & Procedures:

1. Volunteer Qualiﬁcations Policy

2. Stang Policy

MEDICAL GLOBAL STANDARD 2 – TEAM

Supporting Operation Smile Standard 2 – Forms

1. Skills Evaluation Form

2. Team Leader Evaluation of Team Leaders Form

3. Team Leader Evaluation of Team Members Form

4. Team Leader Evaluation of Program Form

Supporting Operation Smile Standard 2 – References

Aiken LH. Nurses hold the key to providing safer, more eective care and achieving better outcomes for patients. nursing.

upenn.edu. https://www.nursing.upenn.edu/live/proﬁles/93-linda-h-aiken. Accessed December 9, 2019.

Assaye A, Wiechula R, Schultz T, Feo R. Impact of nurse stang on patient and nurse workforce outcomes in acute care

settings in low- and middle-income countries: A systematic review protocol. JBI Database System Rev Implement Rep.

2018;16(12):2260-2267. doi:10.11124/JBISRIR-2017-003707

Gelb A, Morriss W, Johnson W, et al; International Standards for a Safe Practice of Anesthesia Workgroup. World Health

Organization-World Federation of Societies of Anaesthesiologists (WHO-WFSA). International Standards for a Safe

Practice of Anaesthesia. Anesth Analg. 2018;126(6):2047-2055. doi:10.1213/ANE.0000000000002927

Koller D. Evidence-based practice statements. Preparing children and adolescents for medical procedures. childlife.org.

https://www.childlife.org/docs/default-source/research-ebp/ebp-statements.pdf. Accessed December 9, 2019.

Kouatly I, Nassar N, Nizam M, Badr L. Evidence on nurse stang ratios and patient outcomes in a low-income country:

Implications for future research and practice. World Evid Based Nurs. 2018;15(5):353-360. doi:10.1111/wvn.12316

Politis G, Schneider W, Van Beek A, et al. Guidelines for pediatric perioperative care during short-term plastic

reconstructive surgical projects in less developed nations. Anesth Analg. 2011;112(1):183-190. doi:10.1213/

ANE.0b013e3181fdfab7

Speech-language pathology assistants. asha.org. https://www.asha.org/PracticePortal/Professional-Issues/Speech-

Language-Pathology-Assistants/. Accessed December 9, 2019.

Standards of approval for team care. acpa-cpf.org. https://acpa-cpf.org/team-care/standardscat/standards-of-approval-

for-team-care/. Accessed December 9, 2019.

Standards for improving the quality of care for children and young adolescents in health facilities. who.int. https://www.

who.int/maternal_child_adolescent/documents/quality-standards-child-adolescent/en/. Published 2018. Accessed

December 9, 2019.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

Medical Global Standard 3 – Equipment, Supplies, and Pharmaceuticals

Approval Date: June 26, 2020 Replaces: 2015 GS-1,2,3,4,5,6

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

All Operation Smile surgical and non-surgical services should have an equipment

and supply management program to promote the availability and integrity

of equipment, supplies, and pharmaceuticals. The organization endeavors to

strengthen medical supply management.

3.1 Fact Find: Equipment, Supplies, and Pharmaceuticals Assessment

As part of the Fact Find, an equipment, supply, and pharmaceutical assessment should be

performed and approved by the Operation Smile Quality Team prior to patient care or as part of

periodic reviews of centers which should occur no less frequently than every 2 years.

Pharmaceuticals and supplies will be available in enough quantity and age appropriate sizes for

patient objectives.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

3.2 Integrity of Equipment, Supplies and Pharmaceuticals

Operation Smile strives to promote the integrity of equipment, supplies, and pharmaceuticals for

the beneﬁt of enhancing safety and quality patient care by:

• Enhanced awareness of the threats posed by substandard, falsiﬁed, and counterfeit

medical products.

• Sourcing pharmaceutical supplies and medical equipment from reputable manufacturers

and distributors.

• Enhanced deterrence of substandard, falsiﬁed, and counterfeit medical products by

maintaining awareness of the supply chain, and by requesting distributors to provide

information on immediate sources of these products.

• Partaking in pharmacovigilance eorts to detect, assess, understand, and prevent

adverse eects.

• Promptly responding to recalls and notifying Operation Smile’s Quality Department of

proper disposal of substances and/or supplies and disposition of devices in question.

• Storing and managing equipment, supplies, and pharmaceuticals in accordance with the

product labels/packaging.

3.3 Screening – Equipment, Supplies, and Pharmaceuticals

Preparation for screening of patients should include the following:

• Equipment for the psychological preparation of the patient and family.

• Equipment and consumables for medical screening and patient assessment.

• Equipment for measuring vital signs, oxygen saturation, weight, and height.

• Equipment for recording medical histories and physical examinations.

• Photographic equipment for patient imaging and identiﬁcation.

• Equipment to obtain and process needed laboratory analyses.

• Equipment and supplies for patient tracking and scheduling.

3.4 Surgical – Equipment, Supplies, and Pharmaceuticals

Delivery of surgical care requires the following:

• Appropriate type and quantity of surgical instruments for the planned procedures.

• Surgical instruments inventoried, checked, and maintained at routine intervals.

• Sterile sutures and consumables in type and quantity appropriate for the

planned procedures.

• Equipment, medications, and treatment environment for providing nerve blocks or local

anesthetic inﬁltration.

• Functioning suction machine with associated supplies.

• Functioning electrocautery machine and associated supplies.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

• Adequate lighting for illumination of the surgical ﬁeld.

• Supplies and equipment for proper cleaning high level disinfection and sterilization.

• Placement of a suture or tag (that extrudes from the mouth) attached to any packing

material placed in the oropharynx, according to the Operation Smile Throat Pack/Retained

Surgical Items Policy.

• Palatal evaluation of patients seeking optimal secondary surgical procedures, preferably by

nasal endoscopy for location of velopharyngeal gap.

3.5 Anesthesia – Equipment, Supplies, and Pharmaceuticals

Delivery of anesthetic care requires the following (in age appropriate sizes where applicable):

• An anesthesia machine with the following capabilities/qualiﬁcations:

– Delivery of medical oxygen.

– Oxygen analyzer.

– Oxygen supply failure alarm at the anesthesia machine.

– Available mount for agent speciﬁc vaporizer for sevoﬂurane or other locally

available volatile agent if approved by Medical Oversight. Agent speciﬁc vaporizers

must only be used with the volatile agent for which they are designed.

– Ability to deliver fresh gas and volatile anesthesia without electrical power.

– Fresh gas outlet that allows connection to a Mapleson breathing system, or a

machine that can be used with a circle-system.

– Available mechanism for waste gas scavenging.

• Backup oxygen cylinder(s).

• Face masks.

• Endotracheal tubes with stylets.

• Oral and nasopharyngeal airways.

• Laryngoscope blades with handles.

• Equipment to manage unanticipated dicult airway (Dicult Airway box).

• Anesthesia breathing systems, such as Mapleson D circuits (preferred Mapleson circuit for

Operation Smile practice) or circle circuit if circle-system used.

• Adult and pediatric self-inﬂating bag-valve-mask systems for emergency administration of

positive pressure breathing.

• Functioning suction machine with all associated supplies.

• Isotonic Intravenous (IV) solutions including Ringers lactate (Hartmann’s solution) and

normal saline.

• Equipment for administration of IV ﬂuids to include pediatric volumetric

administration devices.

• Medication in type and quantity appropriate for the planned procedures. Sevoﬂurane is

the preferred volatile anesthetic agent and use of other volatile agents requires Medical

Oversight approval.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

• Monitoring equipment capable of continuous monitoring of electrocardiography (EKG),

pulse oximetry, capnography, temperature, and intermittent noninvasive blood pressure

(NIBP) measurement.

• Point of care (POC) device capable of measuring glucose (recommended).

• Point of care (POC) device capable of measuring hemoglobin (recommended).

• Immediate access to deﬁbrillator/cardioverter with pediatric and adult paddles.

• Medications required for administration of advanced life support.

• Emergency code sheet in medical record of each patient, indicating calculated doses per

weight for each medication and intervention.

• Equipment to establish vascular access.

• Dantrolene in adequate quantity to treat an adult malignant hyperthermia case.

• Equipment and soaking solutions for the high-level disinfection and/or sterilization of

non-disposable anesthesia equipment.

• Type-Rh speciﬁc blood if available; if not available, two (2) units of O negative or O positive

blood screened for Hepatitis B, C and HIV.

3.6 Dental – Equipment, Supplies, and Pharmaceuticals (Dental and

Surgical Mission)

Delivery of dental services should include the following:

• Appropriate type and quantity of dental instruments for the planned procedures.

• Dental instruments inventoried, checked, and maintained at routine intervals.

• Equipment, medications, and treatment environment for providing safe local anesthesia.

• Basic monitoring equipment including intermittent blood pressure measurement and

pulse oximetry.

• Consumables appropriate to patient procedures.

• Functioning suction device with associated supplies.

• Functioning suction machine with air compressor recommended.

• Mobile table recommended.

• Access to X-ray machine and lead apron when indicated.

• Equipment for proper cleaning, high level disinfection, and sterilization.

• Medications and equipment for administration of basic life support and emergency

response i.e., allergic reactions (Dental Emergency Box).

– Glucometer (recommended).

3.7 Speech – Equipment, Supplies, and Pharmaceuticals

Delivery of speech services should include the following:

• Consumables appropriate to patient therapy services.

• Nasal endoscope and topical anesthetic (recommended).

• Voice recording device (recommended).

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

3.8 Audiology / Ear, Nose & Throat – Equipment, Supplies,

and Pharmaceuticals

Delivery of audiology and ENT services should include the following:

• Consumables appropriate to patient therapy services.

• Otoscope (recommended).

• Tympanometer / Audiometer (recommended).

3.9 Psychosocial – Equipment, Supplies, and Pharmaceuticals

Delivery of psychosocial support services should include the following:

• Supplies and consumables relevant to psychological preparation of the patient and family

during the entire spectrum of treatment and to integration into home and social settings.

3.10 Post Anesthesia Care Unit (PACU) – Equipment, Supplies,

and Pharmaceuticals

Delivery of post anesthesia care requires the following (in age appropriate sizes where applicable):

• One (1) post anesthesia care unit bed for each general anesthesia table.

• Isotonic intravenous (IV) solutions.

• Equipment for administration of IV ﬂuids to include pediatric volumetric

administration devices.

• Monitoring equipment with size appropriate accessories capable of continuous monitoring

of electrocardiography, pulse oximetry, temperature, and intermittent noninvasive blood

pressure measurement should be available in the following ratio:

– 1 machine for 1-2 post anesthesia care unit beds.

– 2 machines for 3-4 post anesthesia care unit beds.

– 3 machines for 5-6 post anesthesia care unit beds.

• Immediate access to deﬁbrillator/cardioverter with pediatric and adult paddles.

• Medications and equipment for administration of advanced life support (Code Box and

Malignant Hyperthermia Box).

• Bag-valve-mask for infant, child, and adult.

• Small volume nebulizer and Metered Dose Inhaler (MDI).

• Emergency code sheet in medical record with calculated doses per weight for each

medication and or intervention.

• Point of care device capable of measuring glucose (recommended).

• Point of care device capable of measuring hemoglobin (recommended).

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

• Oxygen source with associated supplies available for each post anesthesia care unit bed

and for transport if needed.

• Functioning suction machine with associated supplies available for each post anesthesia

care unit bed.

• Medication and consumables in type and quantity appropriate for the planned procedures.

• Access to laboratory and radiology services.

• Ability to transport patients from post anesthesia care unit to an intensive care facility in a

timely manner.

3.11 Intensive Care – Equipment, Supplies, and Pharmaceuticals

Delivery of intensive care requires the following:

• Ability to provide directly or through a partnership with a hospital facility to have Intensive

Care Unit services available for all Operation Smile patients.

• The Intensive Care setting should provide:

– Adult and pediatric ventilatory management.

– Immediate access to deﬁbrillator/cardioverter with pediatric and adult paddles.

– Monitoring equipment to include cardiac monitoring, respiratory rate, capnography,

oxygen saturation, temperature, and blood pressure measurements.

– Oxygen and oxygen administration supplies.

– Functioning suction machine with associated supplies.

– Medications for administration of advanced cardiac life support.

– Emergency code sheet in medical record with calculated doses per weight for each

medication and or intervention.

• Consumables in type and quantity appropriate for planned procedures.

• Whenever the above required services are not rapidly obtainable in an actual hospital

intensive care setting, then plans should be in place to provide those services in the post

anesthesia care unit.

3.12 Pre/Post-Operative Wards – Equipment, Supplies,

and Pharmaceuticals

Delivery of pre- and post-operative care should include the following:

Pre-operative Ward:

• Equipment with size appropriate accessories capable of measuring pulse oximetry, blood

pressure, and temperature.

• Consumables for pre-surgical bathing.

• Clean gown for each surgical patient.

• Operation Smile Patient Care Booklet.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

Post-operative Ward

• One (1) bed for each surgical patient.

• One (1) designated emergency bed for emergency monitoring only (required).

• Equipment with size appropriate accessories capable of measuring pulse oximetry, blood

pressure, and temperature.

• Intravenous (IV) solutions such as D5% ¼ NS, normal saline, and Ringers lactate.

• Equipment for administration of IV ﬂuids to include pediatric volumetric

administration devices.

• Access to deﬁbrillator/cardioverter with pediatric and adult paddles.

• Medications and equipment for administration of advanced cardiac life support (Code Box).

– Oxygen and suction with associated supplies at emergency bed.

– Bag-valve-mask device for infant, child, and adult.

– Emergency code sheet in medical record with calculated doses per weight for each

medication and or intervention.

• Medications and consumables in type and quantity appropriate for the planned procedures.

• Small volume nebulizer/aerosolizer.

• Point of care device capable of measuring glucose (recommended).

• Point of care device capable of measuring hemoglobin (recommended).

In a non-surgical setting, equipment, supplies, and medications will be available for basic

life support.

3.13 Biomedical – Equipment and Supplies

Provision and support of equipment and supplies should include the following:

• Operation Smile should provide or have signed vendor agreements to set up, calibrate, and

maintain required and recommended equipment.

• An active inventory, maintenance, and repair program.

• A climate-controlled area for consumables and pharmaceuticals.

• Availability of backup oxygen.

• Availability of a backup generator.

• Oxygen tanks which have a safety collar or chain to prevent accidental tipping of the tank.

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

Supporting Operation Smile Standard 3 – Policies & Procedures

1. Storage Space Requirements Policy

2. Medical Equipment Maintenance Policy

3. Surgical Instrument Maintenance Policy

4. Oxygen Reserve Policy

5. Use and Maintenance of Point of Care Equipment Policy

6. Pharmaceutical Integrity, Substitutions and Storage Policy

7. Medical Waste Management Policy

8. Throat Pack and Retained Surgical Items Policy

Supporting Operation Smile Standard 3 – Forms

1. Dicult Airway Box Inventory

2. Code Box Inventory

3. Malignant Hyperthermia Box Inventory

4. Post-Program Instrument Report

5. Instrument Set Check List

6. Dental Emergency Box Inventory

MEDICAL GLOBAL STANDARD 3 – EQUIPMENT, SUPPLIES, AND PHARMACEUTICALS

Supporting Operation Smile Standard 3 – References

Blackstone EA, Fuhr JP Jr, Pociask S. The health and economic eects of counterfeit drugs. Am Health Drug Beneﬁts.

2014;7(4):216–224.

Caudron J, Ford N, Henkens M, et al. Substandard medicines in resource-poor settings: A problem that can no longer be

ignored. Trop Med Int Health. 2008;13:1062-1072. doi:10.1111/j.1365-3156.2008.02106.x

Essential Medicines and Health Products. Guidelines. who.int. https://www.who.int/medicines/areas/quality_safety/quality_

assurance/guidelines/en/. Accessed September 20, 2019.

Ferrario A, Orubu ESF, Adeyeye MC, et al. The need for comprehensive and multidisciplinary training in substandard and

falsiﬁed medicines for pharmacists. BMJ Glob Health. 2019;4(4):e001681. doi:10.1136/bmjgh-2019-001681

Guidelines on Validation – Appendix 6 Validation on Qualiﬁcation of Systems, Utilities, and Equipment. who.int. https://

www.who.int/medicines/areas/quality_safety/quality_assurance/Guidelines_validation_qualiﬁcation_systems-utilities-

equipment_QAS16-673.pdf. Published June 2016. Accessed December 10, 2019.

Larach MG, Klumpner TT, Brandom BW, et al. Succinylcholine use and Dantrolene availability for malignant

hyperthermia treatment: Database analyses and systematic review. Anesthesiology. 2019;130(1):41-54. doi: 10.1097/

ALN.0000000000002490.

Medical Devices. who.int. https://www.who.int/medical_devices/en/. Accessed August 27, 2019.

Operation Smile Inc. Operation Smile Pharmacopeia. Virginia Beach, VA: OSI; 2017.

Promoting the Safety of Medication in Children. who.int. http://apps.who.int/medicinedocs/index/assoc/s14235e/s14235e.

pdf. Published 2007. Accessed December 10, 2019.

Ravinetto R, Vandenbergh D, Macé C, et al. Fighting poor-quality medicines in low- and middle-income countries: The

importance of advocacy and pedagogy. J Pharm Policy Pract. 2016;9:36. doi:10.1186/s40545-016-0088-0

The International Pharmacopeia. who.int. http://apps.who.int/phint/2018/index.html#p/home. Published 2018. Accessed

December 10, 2019.

United States Pharmacopoeia and USAID Joint Project to Promote Quality of Medicines in Developing Countries

(PQM). usp.org. http://www.usp.org/global-health-programs/promoting-quality-medicines-pqmusaid. Accessed

September 25, 2019.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

Medical Global Standard 4 – Patient Selection

Approval Date: June 26, 2020 Replaces: 2015 GS-1,8,7

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

Operation Smile utilizes population and patient data to recruit, screen, and select

patients to optimize well-timed surgery and related care. All Operation Smile

surgical procedures are elective and therefore general health status must be

considered to determine eligibility for anesthesia and surgery.

4.1 Pre-Screening

Pre-screening of patients is recommended to assess and prepare patients for potential surgical

treatment or additional therapies. This may be done 2 to 12 weeks before surgery. Pre-screening

should include:

• Screening for nutritional deﬁciencies.

• Screening for medical conditions.

• Anthropometric measures must include:

– Length/height for age Z-score (standard deviation) taking possible prematurity

into account.

– Weight for length/height Z-score (standard deviation).

– Middle upper arm circumference (MUAC) (recommended).

– Body mass index (BMI) (recommended).

• Screening for immunization status; recommending vaccination when applicable.

• Physical examination.

• Appropriate laboratory tests, when available.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

The optimal pre-screening team from the local community may include:

• Nurse experienced in pediatric growth and development.

• Nutritionist.

• Pediatrician.

• Surgeon and/or Anesthesiologist.

4.2 Screening

Operation Smile aims to provide a full medical screening of all presenting patients. A

multidisciplinary approach is utilized to determine general health status, anthropometric

measures, and readiness for surgery and to provide psychosocial preparation. To determine

the speciﬁc cleft surgical or non-surgical procedure(s), collaboration between Surgery, Speech

Language, and Dental/Orthodontic providers is recommended. More complex procedures (e.g.,

orthognathic and facial clefts) require advanced planning and preparation.

Medical screening of patients will include:

• Screening for malnutrition should use the World Health Organization (WHO) and/or

national anthropometric growth charts and middle upper arm circumference (MUAC).

• Screening for medical conditions by obtaining a thorough patient history.

• Screening for physical conditions by performing a thorough physical examination.

• Screening for hematologic conditions, including anemia, by performing laboratory tests:

– Serum hemoglobin.

– Blood type and Rh factor for patients having surgeries with risk for substantial

blood loss, including palatoplasty.

– Evaluation of coagulation may be considered for patients having surgeries with risk

for substantial blood loss, including palatoplasty.

The following specialties should evaluate patients:

• Surgery

• Anesthesiology

• Pediatrics

• Nursing

• Speech

• Dental/orthodontic

• Psychosocial

• Other(s) as applicable

4.3 Surgical Classiﬁcation System

The selection of patients for surgical intervention is guided by Operation Smile’s Screening,

Classiﬁcation, and Selection Policy. Operation Smile’s Surgical Classiﬁcation System is designed to

guide the selection of eligible patients for surgery.

Operation Smile’s Screening, Classiﬁcation, and Selection Policy emphasizes the following:

• Patients must be selected after conﬁrming that there is nothing in the medical history and

current general health status to contra-indicate anesthesia and surgery.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

• Cleft surgical interventions should be appropriately timed and sequenced to enhance the

beneﬁts for patients.

• Palate repairs are time sensitive for cleft palate patients as it relates to normal

speech development.

• Alveolar bone graft and revision palate surgery (including surgery for velopharyngeal

insuciency and ﬁstula) should be considered specialized surgery, performed only when

appropriate expertise is present and, ideally, in patients selected and prepared in advance.

• Patients needing palate surgery for speech improvement should be given high consideration

for scheduling when the right expertise and environment for care are available.

• Patients who have had presurgical orthodontics should receive high consideration for

scheduling given the speciﬁc time frame surgery must be completed.

• Options for care, rehabilitation, and other therapies should be considered during the

surgical patient selection/scheduling process.

• Eligible surgical patients previously not selected for surgical intervention can be given a

higher level of consideration for scheduling within their classiﬁcation group.

• Operation Smile may oer non-cleft surgical interventions in places where there is need

and teams are properly qualiﬁed, prepared, and resourced to successfully carry out such

interventions and post-operative care.

Surgical Classiﬁcation System

Category 1: Primary lip repair, age three months through seven (7) years (up to 8th birthday).

Priority to patients who have both cleft lip and palate. This category also includes repeat surgery

for complete lip dehiscence when timing is appropriate. See age deviation for infants between 3

and 6 months of age.

Category 2: Primary palate repair, age nine (9) months through seven (7) years (up to 8th

birthday). Revision palate surgery in this age group. Speech surgery including palate lengthening,

pharyngeal surgery, and repair of ﬁstulas when speech is aected. Pharyngeal surgery for speech

shall only be considered under appropriate conditions in cleft centers or tertiary care settings*.

See age deviation policy for infants between 9 and 12 months of age.

Category 3: Primary lip repair from age (8) years and older.

Category 4: Primary palate repair from eight (8) years and older (as prioritized by speech

language pathologist).

Category 5: Secondary cleft lip. Can include minor nasal revisions (one element signiﬁcantly o

or two elements with minor asymmetries. May include tip plasty.

Category 6: Additional cleft procedures (**alveolar bone graft, rhinoplasty, ***orthognathic

surgery, etc.)

Category 7: Other (syndactyly, ****frenulectomy, nevi removal, burns etc.).

Note: Patients in categories 1-4 who have been denied care previously are prioritized within

each category.

Not a candidate: A patient’s condition does not fall within any of the above categories treated by

Operation Smile and is not a candidate for the current program, any future program, nor

world care.

Potential World Care Candidate: Candidates for surgery whose condition is too complex to

be treated during an Operation Smile program or are unable to receive surgery due to time or

resource constraints.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

* These include a qualiﬁed team of surgeons, speech language pathologists and dentist/orthodontists to evaluate and

plan care. See Surgical Classiﬁcation Policy for further detail on requirements. With respect to closure of ﬁstulas, priority is

given to ﬁstulas that aect speech.

**Alveolar bone grafts should be considered specialized surgery that is performed only when appropriate expertise is

present. Ideally, these patients should have been selected and prepared in advance. Patients that have had presurgical

orthodontics should also receive high priority on the surgical schedule because we have committed to complete these

operations within a speciﬁed time frame.

***Orthognathic surgery is only to be performed on designated orthognathic programs.

****Frenulectomy for feeding diculties may be scheduled.

4.4 Patient Selection and Scheduling

Patient selection should be based on cleft surgical classiﬁcation, overall anthropometric and

general health status, laboratory values, and consent to treat. Patients with medical conditions

and syndromes should be carefully screened and a decision to proceed with surgery on those

patients should be agreed upon by team leaders.

For education purposes or non-cleft patients, selection may dier according to overall goals and

objectives of the program.

All patients who will receive surgery should have a hemoglobin level of 9 or greater.

States of malnutrition where weight for length/height is below -2 SD should not be scheduled.

Length/height for age and other anthropometric measures may be considered by all team leaders

to rearm readiness for surgery or suggest other therapeutic measures.

For cleft programs, team leaders from anesthesia, surgery, and nursing, as well as the PACU

physician, pediatrician, dentist, and speech provider collaboratively consider the following points

during patient selection and scheduling:

• Length of surgical day should be limited to 10 hours from the ﬁrst patient on the surgical

table to the last patient o the surgical table.

• Anesthetic care for children under 1 year of age (infants) should be provided by a

pediatric anesthesiologist or another anesthesiologist who also regularly provides

anesthesia for infants.

• Infants should be scheduled as early in the day as possible.

• Palate surgeries should be scheduled as early in the day as possible.

All patients have the right to receive feedback on the results of their screening evaluations.

Whether a patient is selected for surgical treatment and multidisciplinary care by Operation Smile

or whether a candidate for referral and care by another team, facility or entity, information should

be delivered by a medical provider in a respectful and considerate manner.

4.5 Informed Consent

Patients and caregivers (if the patient is a minor) should be well informed and involved in decisions

regarding their own care or the care of their minor children. Treatment will only be provided after

the proper informed consent has been obtained from the patient (if of legal age) or from the

patient’s caregivers (if the patient is a minor). Consent should be “knowing” which involves clear

explanations of care, including multifaceted staged treatment such as orthognathic care.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

Consent for Examination and Treatment

• This consent gives permission for photo imaging, physical examination, psychosocial

evaluation, blood sampling, and other testing needed to assess whether the patient is a

candidate for surgery and should be obtained when the medical record is initiated.

Consent for Surgical Treatment

• This consent gives permission for administration of anesthesia, administration of blood

products, and performance of a designated surgical procedure and should be obtained

prior to surgery.

Consent for Dental Treatment

• This consent gives permission for performing dental procedures and treatment and should

be obtained prior to treatment.

4.6 Surgical Deviations

All cases requiring deviations related to age, surgical tables, surgical time, or surgical procedure

must be reviewed and approved by all team leaders and by the applicable Regional Medical

Ocer prior to scheduling those cases.

Age Deviation

A cleft lip patient less than 3 months is NOT safe for an Operation Smile surgical program and will

not receive surgery. A cleft lip patient between the ages of 3 months and 6 months is considered

an Age Deviation and may be scheduled for a cleft lip repair only if the child has no medical

conditions, is currently healthy and well nourished, and has normal serum hemoglobin as outlined

in Operation Smile policy.

A cleft palate patient less than 9 months is NOT safe for an Operation Smile surgical program

and will not receive surgery. A cleft palate patient between the ages of 9 months and 1 year is

considered an Age Deviation and may be scheduled for a cleft palate repair only if the child has

no medical conditions, is currently healthy and well nourished, and has normal serum hemoglobin

as outlined in Operation Smile policy.

A non-cleft patient under 1 year of age will be considered an age-deviation for general anesthesia.

Surgical Procedure Deviation

Any unplanned advanced or complex procedures, including but not limited to ﬂaps, bone grafts,

complex maxillofacial defects such as facial clefts, are considered a Surgical Procedure Deviation

and must be approved as noted above.

Any unplanned advanced or unusually complex procedure beyond Operation Smile’s typical

scope of practice is considered a Surgical Procedure Deviation and must be approved as

noted above.

Any patient with an expected dicult mask airway or an expected dicult intubation to the

degree that a video laryngoscope or ﬁberoptic scope is likely to be required for intubation is a

Surgical Procedure Deviation and must be approved as noted above.

MEDICAL GLOBAL STANDARD 4 – PATIENT SELECTION

Surgical Time Deviation

Any surgical procedure with a duration of more than 3 hours is considered a Surgical Time

Deviation and must be approved as noted above.

Surgical Table Deviation

Any addition or adjustment in the number of planned local anesthesia or general anesthesia

surgical tables during a surgical program is considered a Surgical Table Deviation and must be

approved as noted above. Adequate equipment, supplies, pharmaceuticals, beds, and sta must

be conﬁrmed prior to approving a Surgical Table Deviation.

Surgical Table Deviations include:

• Adding a general anesthesia surgical table.

• Adding a local anesthesia surgical table.

• Converting a local anesthesia surgical table to a general anesthesia surgical table.

Supporting Operation Smile Standard 4 – Policies & Procedures

1. Patient Screening, Classiﬁcation, and Selection Policy

2. Age, Table, Procedure, and Time Deviation Policy

Supporting Operation Smile Standard 4 – Forms

1. Pre-Screening Form

2. Age Deviation Form

3. Surgical Procedure and Surgical Time Deviation Form

4. Surgical Table Deviation Form

5. WHO weight to length growth chart for gender/age

Supporting Operation Smile Standard 4 – References

Child Growth Standards – WHO Anthro Survey Analyser and Other Tools. who.int. https://www.who.int/childgrowth/

software/en/. Accessed August, 2019.

Hughes CD, Babagian A, McCormack S, et al. The clinical and economic impact of a sustained program in global

plastic surgery: Valuing cleft care in resource-poor settings. Plast Reconstr Surg. 2012;30(1):87e-94e. doi:10.1097/

PRS.0b013e318254b2a2

Lewis CW, Jacob LS, Lehmann CU; AAP Section on Oral Health. The primary care pediatrician and the care of children

with cleft lip and/or cleft palate. Pediatrics. 2017;139(5):e20170628.

Operation Smile, Inc. Code of Conduct. Virginia Beach, VA: OSI; 2019.

Patel PB, Hoyler M, Maine R, et al. An opportunity for diagonal development in global surgery: Cleft lip and palate care in

resource-limited settings. Plast Surg Int. 2012;2012:892437. doi:10.1155/2012/892437

Politis G, Schneider W, Van Beek A, et al. Guidelines for pediatric perioperative care during short-term plastic

reconstructive surgical projects in less developed nations. Anesth Analg. 2011;112(1):183-190. doi:10.1213/

ANE.0b013e3181fdfab7

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Medical Global Standard 5 – Medical Patient Management

Approval Date: June 26, 2020 Replaces: 2015 GS-1,9,10,13,14,15

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

Operation Smile is committed to safe and comprehensive treatment for

patients and families. A multidisciplinary team approach allows for a thorough

assessment, diagnoses, and treatment plan. We aim for full integration of the

patient into family and society.

5.1 Pre-admission

Patients may be admitted from home or a patient shelter/village before screening.

Operation Smile may organize patient lodging and arrange for additional support as part of its

strategies to expand access and aordability of care. Such accommodations should be designed

to minimize the risk of spread of infection by observing infection prevention measures.

Patient lodging should be maximized to provide supporting services and patient education

by nursing (highly recommended), pediatrics, psychosocial care, dental, speech, nutrition, and

others. Support may include surgical and non-surgicalservices to patients who may or may not

be receiving surgeryprior to and following discharge from the hospital/clinic.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

5.2 Patient and Caregiver Education

Patients and caregivers are an integral part of the medical team. Patient centered decision making

should be incorporated to facilitate understanding of screening through after-care, procedure

expectations, and physical/psychologic care.

Evidence based, standardized materials that consider patient/caregiver literacy and language

needs should be used for education.

Patient preparation and education concerning surgery or other procedures should be provided by

the multi-disciplinary team to include:

• Etiology, condition.

• Procedure description, expectations, and/or follow up therapy.

• Food and ﬂuid restriction before surgery.

• Post-operative diet following surgery and after discharge.

• Warning signs and complications to report to medical sta.

• Medication use and administration.

• Pain management.

• Wound care and infection prevention.

• Discharge and follow-up care.

5.3 Surgical Admission

All Operation Smile patients will be assigned an Operation Smile medical record number. The

Operation Smile medical record should include the full name, address, contact information,

date of birth using day/month/year (dd/mm/yyyy) format, next of kin, and other demographic

information. An identiﬁcation photo should be in the medical record.

On admission to the hospital or center for surgery an identiﬁcation band will be placed on the

patient’s wrist or ankle. The identiﬁcation band will contain at minimum:

• The patient’s name.

• The patient’s Operation Smile medical record number.

At least 2 unique identiﬁers will be used for all patients when receiving any care, medication, or

surgery. Other unique identiﬁers, in addition to the above, that may be used include:

• Identiﬁcation photo in the medical record.

• Date of birth.

• Name and address or contact information of the parent/caregiver or guardian.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Pre-operative

A safe holding space should be provided for patients before entering the surgical area.

Psychosocial providers may facilitate therapeutic play and patient education while

awaiting surgery.

Prior to a patient being taken to the operating room or dental treatment area, the medical record

should be reviewed to check patient identity, surgical procedure, and side/site of surgery.

The following team members will use the chart to conﬁrm patient identiﬁcation and validate

the following:

• Operative surgeon/dentist assuring there is a signed consent and operative plan.

• Anesthesia/pediatrician to assure health and required nil per os (NPO) status are

acceptable for surgery.

– 6 hours for non-clear liquids and solids.

– 4 hours for breastmilk.

– 1 hour for clear glucose ﬂuids.

• Surgical circulating nurse and clinical coordinator will conﬁrm a signed consent, laboratory

values, vital signs, and an appropriate emergency code sheet.

The surgeon and anesthesia provider or dental provider should:

• Introduce his/herself to the patient/caregiver.

• Examine patient and verify identiﬁcation.

• Verify the planned procedure with the patient/caregiver.

• Ask the patient/caregiver if there are any questions.

5.4 Surgical Process

The Operative Area

Veriﬁcation of the care team, equipment, and processes should occur before taking any patient to

the operating room.

Patient imaging photographs should be secured at designated points:

• Pre-surgical patient image: after induction and prior to application of skin

disinfection solution.

• Post-surgical patient image: before extubation with mouth gag still in place (palates)

and after surgical site is cleaned (lips).

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Surgical Safety Check

A three-step surgical safety “Time-Out” is required for ALL patients. This occurs at:

• Sign In: when the patient enters the operating room before induction of anesthesia.

• Time Out: before the skin incision or dental extractions.

• Sign Out: On completion of case before the patient is extubated (timing is in order to

conﬁrm throat packs have been removed).

All items listed should be veriﬁed by the: surgeon, anesthesia provider, surgical scrub personnel,

and the surgical circulating nurse. This process is usually led by an anesthesia provider or surgical

circulating nurse.

Intra-Operative Management

Anesthetic induction must be attended by two credentialed anesthesia providers. An

Operation Smile credentialed anesthesia provider must always remain with an anesthetized

patient. Anesthetic emergence and extubation must be attended by the anesthesia provider

and one other team member (circulating anesthesiologist when available, otherwise surgical

circulating nurse).

For patients undergoing general anesthesia or monitored sedation, intraoperative monitoring

must include: continuous capnography (not possible for monitored sedation cases that prohibit

use of nasal cannula capnography), electrocardiogram (EKG), temperature, pulse oximetry, and

non-invasive intermittent blood pressure (NIBP) measurements cycling every 5 minutes or less.

Fluid management should follow Operation Smile policy.

Multi-modal analgesia should utilize nerve blocks when appropriate and

pre-operative and intra-operative analgesic medications of dierent classes.

Intravenous antibiotics will be administered within one hour prior to surgical incision. Current

evidence does not support the use of postoperative antibiotics.

A tongue stitch may be placed for palatoplasty patients, with placement and time of removal at

the discretion of surgical/anesthesia/pediatric teams.

Throat Pack

All palate and select lip procedures with an uncued endotracheal tube should have a throat

pack placed with approved suture tail and signage. Throat packs may be used with a cued

endotracheal tube at the discretion of the anesthesiologist and surgeon. Construction of gauze

packing that goes into the oral cavity and placement of a suture or tag (that extrudes from the

mouth) must be done according to Operation Smile policy. Insertion and removal of oral packing

must be verbally acknowledged and documented on the surgical safety checklist and anesthesia

record.

Local Anesthesia

Patients may receive local anesthesia, no sedation, and surgery without involvement of an

anesthesia provider. Whenever local anesthesia patients receive intravenous sedation, an

anesthesia provider must be present to administer sedatives and continuously monitor (according

to intraoperative standard above) and care for those patients.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Care of surgical patients receiving local anesthesia and no sedation should include:

• An interpreter/translator (when necessary) for proper communication between the patient

and the surgical team.

• Measurement of heart rate, respiratory rate, oxygen saturation, and blood pressure prior to

and at the end of the procedure and, as needed, by the surgical circulating nurse.

• Documentation by surgical circulating nurse on the operating room notes should include:

– Intravenous ﬂuid and antibiotic administration.

– Heart rate, respiratory rate, oxygen saturation, and blood pressure prior to and at

the end of the procedure and as needed.

• Monitored in the PACU until hemodynamically stable.

Attire

Operating Room sta will wear approved attire for clean procedures to minimally include:

• Head and hair covering.

• Face mask.

• Sterile gloves (surgeons, scrub nurses).

Local regulations may have additional requirements that should be adhered to.

Case Cancellation

In the event a surgical patient needs to be cancelled, a medical provider and a psychosocial

provider should explain to the patient/caregiver the cause of the cancellation and potential future

therapeutic options. The medical chart should have documentation of the cancellation, the cause,

and follow-up options.

5.5 Post-Surgical

Post Anesthesia Care Unit (PACU)

This critical high-observation unit is designed to provide close observation and monitoring as the

patient emerges from anesthesia.

Patients should be extubated prior to entry to the post anesthesia care unit.

Hand o should occur between the anesthesia provider and a member of the post anesthesia

care sta.

The following care must be provided to post anesthesia care patients:

• Continuous pulse oximetry and blood pressure measurements with availability of

continuous electrocardiography to be used as needed.

• Pain and emergence delirium management using approved intravenous analgesics

(judiciously), sedatives, and other non-pharmacologic modalities.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

• Vital signs and Post Anesthesia Recovery Score must be assessed and documented every

5 minutes until the patient is awake, then every 15 minutes until discharge to the

post-operative ward.

• Discharge readiness is when:

– The patient is conscious and hemodynamically stable, with pain and

bleeding controlled.

– The vital signs return to age appropriate baseline.

– Supplemental oxygen is no longer needed.

– The Post Anesthesia Recovery Score is 8 or better.

– A minimum of 30 minutes monitoring in the post anesthesia care unit with the

following exceptions:

• Stable local anesthesia patients after a brief evaluation and vital sign check.

• When anesthesia time is less than 30 minutes, such as in a frenulectomy.

Post-Operative Ward

Hand o should occur between the post anesthesia care sta and the receiving post-operative

ward sta.

Post-operative care is provided continuously by credentialed Operation Smile sta from

admission to the ward until discharge.

Elbow restraints may be used at the discretion of the post-operative sta.

Assessment, vital signs, and pain scores should be performed and documented every 4 hours

(or more frequently if needed).

Additional services may be provided on the pre/post-operative ward to include but not limited to

speech, psychosocial, or other services pertinent to the scheduled or performed procedure.

Pain Management on Ward

Multi-modal pain management will occur using approved oral pharmacologic and non-

pharmacologic modalities. Intravenous or intramuscular analgesics are discouraged but may

be necessary in cases of severe unrelenting pain, especially after bone grafts or maxillo-facial

surgery. The patient and caregivers are an integral part in assessment and pain management.

The medical team should work with the patient and caregivers through regular assessment and

ongoing education. Pain should be assessed using valid, age appropriate scoring systems.

Length of Stay

Patient length of stay should be decided individually for each patient by the team leaders.

The following variables should be considered in these decisions: patient age and health status,

distance from home, local protocols and regulations, follow-up treatment, and education needs.

Average length of stay may be:

• 1 night for uncomplicated surgeries.

• 2 nights for patients requiring additional observation.

• 2 hours (minimum for local anesthesia patients).

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

5.6 Intensive Care

Operation Smile teams will be prepared for intraoperative critical events that indicate need for

ongoing intensive care and for postoperative escalation of care using advanced monitoring. Any

need for intensive care must be documented as a medical event.

Return to Post Anesthesia Care Unit

Any ward patient in need of escalation of care with advanced monitoring and/or critical care

interventions (including airway management) will be admitted back to the post anesthesia

care unit.

Return to the Operating Room

An “on call” operating team must be available for any complication requiring a return to the

operating room.

Intensive Care

Operation Smile should ensure on-site availability of a satisfactory intensive care setting,

including medical sta, monitors, equipment, and supplies for patients in need of intensive care.

When unavailable, a plan should be in place for transport to an o-site intensive care facility.

Intensive Care in the Post Anesthesia Care Unit

For short term monitoring or in the absence of adequate intensive care facilities at or near the

mission site, a patient in need of intensive care should be moved to the post anesthesia care unit.

Downsizing of the program’s surgical tables and overall plans may be necessary to safely care for

other patients while allowing adequate stang for an intensive care patient managed in the post

anesthesia care unit.

Hospital Based Intensive Care Unit (ICU)

Prior to conducting surgery, a plan should be in place to provide intensive care services for

patients should they be needed. Intensive care services are generally located within the

hospital where the program takes place or a hospital a short distance away. The plan (to

include transportation if the ICU facility is osite) should be documented in a memorandum of

understanding. A non-Operation Smile intensive care unit must have the following:

• A bed with monitoring capabilities for continuous electrocardiography, heart rate,

respiratory rate, oxygen saturation, capnography, and temperature.

• Ventilator(s) capable of pediatric and adult use.

• A 24-hr. laboratory available for hematology, blood gasses, and chemistry parameters.

• Radiology and cardiology services available.

• Qualiﬁed physicians and nurses available for 24-hour care for the patient.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

5.7 Discharge and Ongoing Care

Local resources should be identiﬁed for ongoing patient care after discharge.

Patient Discharge

Patient discharge is a collaborative decision between the surgeon and pediatrician with input

from nursing and other disciplines as indicated. Patients should be hemodynamically stable and

pain adequately managed prior to discharge.

When a patient is cleared for discharge, the discharging nurse or pediatrician should assure the

patient/caregiver can verbalize the following:

• Wound care instructions.

• Nutrition/diet/hydration guidelines.

• Pain management strategies.

• Purpose and administration of medications.

• Identiﬁcation and management of complications.

Patient Follow-Up

Operation Smile supports capacity building eorts to expand access to ongoing post-operative

services via centers, partnerships, or integration with local health services.

Patients should return to a designated site 4-7 days following surgery to be examined by a

surgeon experienced in assessing wound healing and other potential complications related to

cleft surgery. The following team members should perform this assessment:

• Surgeon.

• Patient imaging technician.

• Pediatrician or nurse.

• Speech and/or psychosocial provider (recommended).

Patients should return to a designated site 6 months to 1 year after surgery to be examined for

further assessment of results and needs for further services. The following team members should

perform this assessment:

• Surgeon.

• Patient imaging technician.

• Pediatrician or nurse.

• Speech and/or psychosocial provider (recommended).

Patients undergoing surgical procedures other than cleft lip or cleft palate should have a deﬁned

multi-disciplinary follow-up plan of care to include timeline and procedures/treatments.

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Supporting Operation Smile Standard 5 – Policies & Procedures

1. Medication Administration Policy

2. General Anesthesia: Delivery, Monitoring, and Care Policy

3. Local Anesthesia: Delivery, Monitoring, and Care Policy

4. Emergence Delirium and Post-Operative Pain Policy

5. Fluid Management Policy

6. Transfer of Patient Care Policy

7. Throat Pack and Retained Surgical Items Policy

8. Speech, Language, and Feeding Management Policy

9. Psychosocial Care Policy

10. Dental Management Policy

Supporting Operation Smile Standard 5 – Forms

1. Operation Smile Patient Chart

2. Surgical Safety Checklist

3. Operation Smile Patient Care Booklet

4. Nursing Guideline to Cleft Care Education

5. Transfer of Care Form

6. Call Team Communication Form

MEDICAL GLOBAL STANDARD 5 – MEDICAL PATIENT MANAGEMENT

Supporting Operation Smile Standard 5 – References

Echaniz G, De Miguel M, Merritt G, et al. Bilateral suprazygomatic maxillary nerve blocks vs. infraorbital and palatine nerve

blocks in cleft lip and palate repair: A double-blind, randomised study. Eur J Anaesthesiol. 2019;36(1):40-47.

Feriani G, Hatanaka E, Torloni MR, da Silva EM. Infraorbital nerve block for postoperative pain following cleft lip repair in

children. Cochrane Database Syst Rev. 2016(4):CD011131. doi:10.1002/14651858.CD011131.pub2

Hughes CD, Babagian A, McCormack S, et al. The clinical and economic impact of a sustained program in global

plastic surgery: Valuing cleft care in resource-poor settings. Plast Reconstr Surg. 2012;30(1):87e-94e. doi:10.1097/

PRS.0b013e318254b2a2

Lewis CW, Jacob LS, Lehmann CU; AAP Section on Oral Health. The primary care pediatrician and the care of children

with cleft lip and/or cleft palate. Pediatrics. 2017;139(5):e20170628.

Malherbe V, Bosenberg AT, Lizarraga Lomeli AK, et al. Regional anaesthesia for cleft lip surgery in a developing world

setting. S Afr J Surg. 2014;52(4):108-110. doi:10.7196/SAJS.1917

Mesnil M, Dadure C, Captier G, et al. A new approach for peri-operative analgesia of cleft palate repair in infants: The

bilateral suprazygomatic maxillary nerve block. Paediatr Anaesth. 2010;20(4):343-349.

Michelotti B, Long RE, Leber D, et al. Should surgeons use arm restraints after cleft surgery? Ann Plast Surg.

2012;69(4):387-388.

Patel PB, Hoyler M, Maine R, et al. An opportunity for diagonal development in global surgery: Cleft lip and palate care in

resource-limited settings. Plast Surg Int. 2012;2012:892437. doi:10.1155/2012/892437

Small L, Melnyk BM. Early predictors of post-hospital adjustment problems in critically ill

young children. Res Nurs Health. 2006;29(6):622-635. doi:10.1002/nur.20169

Statement on the Principles of Patient Education. facs.org.

https://www.facs.org/about-acs/statements/85-patient-education. Published May 2, 2016. Accessed Dec. 13, 2019.

Tokioka K, Park S, Sugawara Y, Nakatsuka T. Video recording study of infants undergoing primary cheiloplasty: Are arm

restraints really needed? Cleft Palate Craniofac J. 2009;47(4):494-497.

MEDICAL GLOBAL STANDARD 6 – SAFETY

Medical Global Standard 6 – Safety

Approval Date: June 26, 2020 Replaces: 2015 GS-9

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

Operation Smile prioritizes safety for patients, caregivers, and health workers.

Achieving safe, quality care is a multidisciplinary eort. Operation Smile

promotes a culture of safety through the establishment of a safe environment of

care, safe medical practice, availability of necessary equipment and medications,

readiness for unplanned emergencies and secure handling of patient information.

6.1 Emergency Preparedness

Operation Smile provides qualiﬁed teams and processes to allow rapid and timely response to

medical events or emergencies.

A Crisis Notiﬁcation Plan will be in place for all Operation Smile programs and centers to ensure

management of critical events.

Team members should be familiar with equipment, medications, and policies allowing rapid

response to medical events or life-threatening emergencies.

MEDICAL GLOBAL STANDARD 6 – SAFETY

The following emergency boxes, kits, and equipment must be available, fully stocked, current, and

in working order as applicable:

• Code Box.

• Malignant Hyperthermia Box.

• Dicult Airway Box.

• Dental Emergency Box.

• Post Exposure Prophylaxis Kit.

• Team Kit.

• Deﬁbrillator.

An emergency preparedness drill will be conducted to review and demonstrate equipment

operation and location, and to designate team roles and responsibilities during emergencies.

• Medical Program: drill occurs on the ﬁrst day of surgery before any procedure begins.

– Night shift personnel: drill occurs at the start of the ﬁrst post-op night shift.

• Dental Program: drill occurs on the ﬁrst day of program before any procedures begins.

• Center-based surgical and/or dental services: drill occurs on a regular basis for existing

and new personnel.

For Centers with non-surgical services:

• A basic emergency plan for response capabilities is recommended.

In any surgical setting, the following designated leaders will direct the emergency response

and care:

• Surgical Area – Anesthesia Team Leader

• Post Anesthesia Care Unit – PACU Physician

• Ward – Pediatrician, with assistance from one of the above

In any dental or non-surgical setting, an identiﬁed lead medical professional will direct emergency

response and care.

6.2 Blood Transfusion

Operation Smile normally performs elective surgical procedures which mandates screening,

medical clearance, and selection of patients for surgery.

A blood transfusion may NOT be given to elevate an unacceptably low hemoglobin to reach the

accepted threshold value. Those anemic patients should be referred to local medical services for

evaluation and treatment.

A blood transfusion may be given in the course of managing an Operation Smile patient who has

an unanticipated signiﬁcant surgical blood loss. The blood administered should be cross-matched,

type, and Rh speciﬁc whenever time allows. Whenever time is inadequate to crossmatch, type

and RH speciﬁc non-cross-matched blood may be transfused. In emergent situations, O negative

or O positive if O negative is unavailable may be used.

MEDICAL GLOBAL STANDARD 6 – SAFETY

Blood Administration

Safety checks for blood administration that adhere to Operation Smile policy and procedure must

be followed and include the following:

• A physician’s order.

• A check by two medical providers to include the blood label and patient information prior

to administering the blood.

• Close observation during the ﬁrst 15 minutes of the infusion for potential reaction and

continued monitoring throughout the entire transfusion.

• Use of the Operation Smile Blood Transfusion documentation form.

• Initiation of blood within 30 min of leaving the controlled blood bank refrigerator and

discontinuation of blood within 4 hours.

Blood Transfusion Documentation and Reporting

The medical record of a patient receiving a blood transfusion must contain:

• Signed patient consent to receive blood (found on the surgical consent).

• Blood administration order.

• Blood bank tags identifying the unit(s) administered.

• Completed transfusion record.

A medical event report will be submitted whenever a transfusion is given so that

Operation Smile’s quality assurance program can evaluate the event and track all transfusions.

6.3 Medications

Only non-expired, clearly labeled medications will be used.

Medication substitutions not included in the Operation Smile Pharmacopeia should be approved

by the Regional Medical Ocer or Medical Director.

The chain of custody and integrity of medications should adhere to Operation Smile policy and

local regulation.

Eight Rights of Medication Administration should be observed:

• The right medicine – Clearly identiﬁed and labeled.

• The right patient – conﬁrm 2 unique patient identiﬁers.

• The right dose – double check dose calculation.

• The right time – conﬁrm time of last dose.

• The right route – conﬁrm ordered route.

• The right reason – conﬁrm correct indication.

• The right documentation – verify order before administration and document

AFTER administration.

• The right eect – assess and chart patient response.

MEDICAL GLOBAL STANDARD 6 – SAFETY

6.4 Communication

Eective communication is essential for safety. Acknowledging and addressing language and

knowledge barriers are essential for clear communication.

Translation/Interpretation

Medical interpreters can bridge language and cultural divides between healthcare providers and/

or patients. Whenever patients/caregivers cannot communicate clearly with an Operation Smile

health care provider because they do not speak the same language, translation/interpretation

should be provided.

Interpreters should be ﬂuent in relevant languages and/or dialects for the setting.

Interpreters should be familiar with medical terminology and concepts appropriate for the setting.

Team Communication

A process for clear, concise, and continuous team communication should be established:

• Between team leaders and team members.

• Between the anesthesia team leader, post anesthesia care physician, clinical coordinator,

and pediatrician to assure safe, continuous care from admission to discharge.

An agreed upon mode of secure communication between team leaders should be established and

utilized for all medical programs.

A clear, consistent form of hand-o communication should be utilized when transferring patient

care from one area/medical team to another. The hand o should be between medical

professionals and include the following information:

• Situation.

• Background.

• Assessment.

• Recommendation.

Patient/Caregiver Communication

Operation Smile acknowledges the rights of patients and the caregivers to be informed and

involved in decision making regarding their care. This is accomplished through mutual respect

and communication as partners in care.

Any medical information shared with a patient and/or caregiver should be communicated by a

medical professional.

Assessment of and attention to language, knowledge, and learning barriers/needs are essential

for clear communication and is known to enhance patient satisfaction.

Each member of the medical care team should communicate to the patient and caregiver their

name, title, and role in care.

Patients and caregivers should be empowered to ask questions and clarify information.

MEDICAL GLOBAL STANDARD 6 – SAFETY

6.5 Medical Record Documentation

Operation Smile strives to keep an accurate and secure medical record in order to properly

document ongoing medical care and assess patient outcomes. Operation Smile patients should

have a paper and/or electronic record with a distinct identiﬁer for each surgery.

The Operation Smile medical record should include:

• Patient demographic information.

• Photo identiﬁcation.

• Medical assessment.

• Physical examination.

• Medical and surgical diagnoses.

• Treatment plan including all planned operations or treatments.

• Consent forms.

• Documentation of treatment and patient care.

• Discharge disposition.

Each credentialed team member is responsible for documentation.

Non-credentialed medical providers need a co-signature from a credentialed provider.

Operation Smile patients may have their medical care documented in host country medical charts

by host facility personnel, as required by local regulation. Such documentation DOES NOT replace

Operation Smile’s own required documentation.

Operation Smile programs that utilize an existing hospital system in order to teach and care for

patients, such as visiting professorships and center partnerships, will in some cases utilize host

charting within their own medical records rather than creating Operation Smile medical records.

Conﬁdentiality

Patients are entitled to privacy and the protection of their personal health information (PHI).

Therefore, any patient’s PHI and other conﬁdential information that is shared with

Operation Smile’s providers, or placed in any patient’s Operation Smile medical record is

accessible only to those providers involved in that patient’s medical care or in maintaining

that patient’s medical record, unless the patient/guardian consents to the sharing of that PHI

or the disclosure of that PHI is required by law.

Conﬁdential patient data include:

• Verbal communication with a patient.

• Medical records in either paper or electronic formats.

• Written information about a patient maintained outside the medical record.

• Photos, videos, and voice recordings.

Access to identiﬁable patient data should be limited to personnel involved in patient care.

MEDICAL GLOBAL STANDARD 6 – SAFETY

Supporting Operation Smile Standard 6 – Policies and Procedures

1. Blood Transfusion Policy

2. Emergency Preparedness Policy

3. Dicult Airway Management Policy

4. Malignant Hyperthermia Policy

5. Communication Policy

6. Documentation Policy

7. Informed Consent Policy

Supporting Operation Smile Standard 6 – Forms

1. Code Box Inventory

2. Dicult Airway Box Inventory

3. Code Documentation Form

4. Malignant Hyperthermia Box Inventory

5. Malignant Hyperthermia Documentation Form

6. Malignant Hyperthermia Information Poster

7. Blood Component Transfusion Record

8. Blood Request Form

9. Surgical Safety Checklist

10. Dental Emergency Box Inventory

MEDICAL GLOBAL STANDARD 6 – SAFETY

Supporting Operation Smile Standard 6 – References

Impact of Communication in Healthcare. healthcarecomm.org. https://healthcarecomm.org/about-us/impact-of-

communication-in-healthcare/. Published July 2011. Accessed December 13, 2019.

Medical Records Manual. A Guide for Developing Countries. who.int. http://www.wpro.who.int/publications/docs/

MedicalRecordsManual.pdf. Published 2006. Accessed December 13, 2019.

Medication Safety (2016). Patientsafetyinstitute.ca. https://www.patientsafetyinstitute.ca/en/Topic/Pages/Medication-

Safety.aspx. Accessed December 13, 2019.

Merry AF, Cooper JB, Soyannwo O, et al. International standards for a safe practice of anesthesia 2010. Can J Anaesth.

2010;57(11):1027-1034. doi:10.1007/s12630-010-9381-6.

Meuter RFI, Gallois C, Segalowitz NS, et al. Overcoming language barriers in healthcare: A protocol for investigating

safe and eective communication when patients or clinicians use a second language. BMC Health Serv Res. 2015;15:371.

doi:10.1186/s12913-015-1024-8.

Patient safety. who.int. https://www.who.int/patientsafety/en/. Accessed December 13, 2019.

SBAR Tool: Situation-Background-Assessment-Recommendation. ihi.org. http://www.ihi.org/resources/Pages/Tools/

SBARToolkit.aspx. Accessed December 13, 2019.

Stupnyckyj C, Smolarek S, Reeves C, et al. Changing blood transfusion policy and practice. Am J Nurs. 2014;114(12):50-59.

doi:10.1097/01.NAJ.0000457412.68716.3b

The Clinical Use of Blood. who.int. https://www.who.int/bloodsafety/clinical_use/en/Handbook_EN.pdf. Accessed

December 13, 2019.

MEDICAL GLOBAL STANDARD 7 – QUALITY

Medical Global Standard 7 – Quality

Approval Date: June 26, 2020 Replaces: GS 17

Eective Date: July 1, 2020 Category: Medical Oversight

Current Revision Date: March 2, 2020 Responsible Party: Chief Medical Ocer

Last Review Date: 2015 Review Schedule: 4 years

Operation Smile’s culture of safety promotes and supports an environment

that encourages quality care, patient safety, risk management, and

transparent reporting.

Quality Assurance (QA) and Quality Improvement (QI) depend on mutual trust,

transparency, collaborative engagement, data collection/analysis and sharing,

thorough evaluation of medical events, and the dissection of organizational

systems that may need to be altered to eect positive change.

Operation Smile’s quality management strategies include:

• Commitment to a culture of safety including patient and volunteer safety.

• Reduction of morbidity and mortality (M&M).

• Improving outcomes other than morbidity and mortality, including

reduction of the inequality in availability of safe and timely surgical care.

• Empowering team members to identify unsafe care and encourage reporting.

• Tracking of medical events and other data to eect system changes.

Operation Smile respects applicable international, national, and local

regulatory requirements.

MEDICAL GLOBAL STANDARD 7 – QUALITY

7.1 Reporting

Operation Smile endeavors to collect and share accurate data in a timely manner.

Data include:

• Medical Events.

• Center Reports.

• Program Data Reports.

– Medical Oversight Committee Reports.

– Post-operative Patient Evaluations.

– Age, Surgical Procedure and Time Deviations.

– Surgical Table Deviations.

– Biomedical and Instrument Reports.

• Surgical/Patient outcomes.

Data are used to ensure safe clinical practice, to determine quality of interventions, and to

identify trends and analyze factors that facilitate planning and implementation of Quality

Improvement solutions.

7.2 Medical Event Review

Operation Smile’s culture of safety promotes the reporting of medical events. A medical event is

anything that happens or could happen with potential or actual psychologic or physical harm to a

patient, caregiver, or volunteer.

A medical event should abide by the following:

• Transparent and timely event reporting.

• Timely response of medical leaders.

• Joint engagement and quality review after the medical event.

Medical events that cause serious patient harm or death will be analyzed in a peer review

process involving Operation Smile’s Medical Oversight Committee and medical and surgical

specialty advisors.

MEDICAL GLOBAL STANDARD 7 – QUALITY

7.3 Quality Site Assist Visit

A quality site assist visit is a collaborative process of information gathering, observation, and

analysis in order to enable discussion of ﬁndings with those involved in Operation Smile’s

delivery of care.

• The Operation Smile Quality Team should engage with Operation Smile Foundations in site

assist visits and share ﬁndings, highlights, and recommendations.

• An after-action report provides mutually identiﬁed goals and measurements of success.

• Operation Smile’s Quality and Medical Oversight Teams should collaborate with

Operation Smile Foundations and use the analyses of results and trends to develop

quality improvement initiatives.

7.4 Infection Control Program

Operation Smile’s safety culture involves adherence to infection control practices.

Operation Smile programs and centers will have deﬁned guidelines and programs that include:

• Description and function of the surgical program/dental program/center.

• Basic infection prevention measures, including hand hygiene, disinfection and sterilization,

environmental control, and isolation.

• Speciﬁc infection control measures directed at program location or program speciﬁc

risk areas.

• Preventive measures to counter spread of infection to and between patients and personnel.

• Appropriate use of antibiotics.

• Infection surveillance measures.

7.5 Surgical Site Infection Prevention

Operation Smile supports the following evidence based global guidelines for the prevention of

surgical site infections:

• Pre-operative hygiene measures.

• Hand hygiene.

• Protective attire – gloves, facemasks, gowns, aprons, footwear.

• Inspection, cleaning, decontamination, and sterilization of surgical instruments prior to use.

• High Level Disinfection (HLD) on any semi-critical instrument/equipment.

• Surface and environmental disinfection practices.

• Administration of prophylactic antibiotics within 1 hour of surgical incision when indicated

and discontinued within 24 hours after surgery.

MEDICAL GLOBAL STANDARD 7 – QUALITY

Supporting Operation Smile Standard 7 – Policies and Procedures

1. Quality Management Policy

2. Infection Control Policy

3. Medical Event Policy

Supporting Operation Smile Standard 7 – Forms

1. Medical Event Report

2. Quality Site Assist Assessment

Supporting Operation Smile Standard 7 – References

Anderson DJ, Podgorny K, Berríos-Torres SI, et al. Strategies to prevent surgical site infections in acute care hospitals: 2014

update. Infect Control Hosp Epidemiol. 2014;35(6):605-627. doi:10.1086/676022

Aznar ML, Schönmeyr B, Echaniz G, et al. Role of postoperative antimicrobials in cleft palate surgery. Plast Reconstr Surg.

2015;136(1):59e-66e. doi: 10.1097/prs.0000000000001324

Clean Care is Safer Care. Global Guidelines on the Prevention of Surgical Site Infection. who.int. https://www.who.int/gpsc/

ssi-guidelines/en/. Published November 3, 2016. Accessed December 13, 2019.

Disinfection and Sterilization. Guideline for Disinfection and Sterilization in Healthcare Facilities. cdc.gov. https://www.cdc.

gov/infectioncontrol/guidelines/disinfection/. Published 2008. Accessed December 13, 2019.

Fast O, Fast C, Fast D, et al. Limited sterile processing capabilities for safe surgery in low-income and middle-income

countries: Experience in the Republic of Congo, Madagascar and Benin. BMJ Global Health. 2017;2:e000428. doi:10.1136/

bmjgh-2017-000428

Hollier L. Discussion: Antibiotic use in primary palatoplasty: A survey of practice patterns, assessment of ecacy, and

proposed guidelines for use. Plast Reconstr Surg. 2016;137(2):583–584. doi:10.1097/01.prs.0000475803.99973.db

Infection Prevention and Control. who.int. https://www.who.int/infection-prevention/en/. Accessed May 4, 2019.

Quality of Care. A Process for Making Strategic Choices in Health Systems. who.int. https://www.who.int/management/

quality/assurance/QualityCare_B.Def.pdf. Published 2006. Accessed December 13, 2019.

Reddy RR, Reddy SG, Banala B, et al. Placement of an antibiotic oral pack on the hard palate after primary cleft

palatoplasty: A randomized controlled trial into the eect on ﬁstula rates. Clin Oral Invest. 2017;22(5):1953–1958.

doi:10.1007/s00784-017-2286-9

Rottgers SA, Camison L, Mai R, et al. Antibiotic use in primary palatoplasty: A survey of practice patterns, assessment

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