In the context of the coronavirus disease (COVID-19), the EBMT has set up this section to provide you with an array of useful information and resources.
Due to fast spreading of SARS-CoV-2 a panel of experts of EBMT recommends the following guidelines for transplant units, recipients, and donors of hematopoietic cells. These guidelines will be updated when new information is obtained about COVID-19 epidemiology and clinical outcome.
FAQ COVID-19 and implications for accreditation processes
Our inspection was scheduled and then cancelled when COVID-19 interrupted normal services. When will our inspection be rescheduled?
We will not be scheduling on-site inspections until it is safe to return to on-site visits. JACIE continues to monitor the situation and we have recently started to reach out to inspectors and our network of national representatives to assess conditions in those countries where centres are preparing for accreditation. We are working on the basis of being able to resume at least some activity in the autumn and to give ourselves and our users a ‘horizon’ on which to fix. Needless to say, the safety of our volunteer inspectors is our priority and their willingness to travel and availability will be key to being able to form teams and agree dates with the centres. For that reason, we kindly ask centres for flexibility and patience in this complex task of reactivation and to support the inspectors with all necessary safety measures.
In the case of those cancelled inspections, JACIE will make every effort to assign the same inspection team as inspectors will have already made preparations for the on-site visit.
We are in the pre-inspection phase of the accreditation process. What should we do?
Centres should continue to submit documents and maintain correspondence with their assigned Accreditation Coordinator. Accreditation Coordinators are available by email or teleconference (on request) to assist you. JACIE understands that the situation will affect centres’ preparations and can offer flexibility with regard to timelines so please notify your Coordinator when you anticipate delays.
Note that where processes take longer than expected, centres may be asked to update information provided earlier and to provide any updated versions of documentation in order for inspectors to have the most recent information and related files.
What happens if our accreditation expires?
Centres whose accreditation expired after 31 March 2020 automatically received a 12-month extension of this accreditation cycle and were notified in early April by email.
Accreditations that had already expired before 1 April 2020 were not extended. Those centres that have submitted an application for accreditation are listed as "In Process" in a separate list from the Accredited centres. This is referred to as "coverage", a term limited to acknowledging that a given centre is in the accreditation process without having yet achieved accreditation. A letter to this effect can be requested by the centre by writing to firstname.lastname@example.org.
The JACIE website is the official source of the lists of Accredited Centres and Centres in Process. See www.ebmt.org/jacie-accredited-centres for details. In some cases, a centre may appear in both lists because their most recent accreditation is still in force AND they have submitted an application to renew their accreditation e.g. accreditation expiring in December 2020 and application for reaccreditation submitted in December 2019. It is up to the centre if they wish to proceed with their new application. In any case, JACIE encourages early applications for reaccreditation (at least 12 months before expiry and earlier if possible) to avoid or minimise gaps between accreditations.
Centres with expired accreditation awards are not listed. A letter confirmed previous accreditation awards can be provided upon request.
Due to the pandemic, we have had to make temporary changes to our set-up and processes. What do we need to report to JACIE?
JACIE is aware that centres may have to move patients or change services temporarily due to the current extraordinary circumstances. These changes do not require immediate reporting nor JACIE approval. Nonetheless, such changes occurring in centres currently accredited should be reported to JACIE as soon as possible using the Changes affecting Accreditation Report document found at https://www.ebmt.org/ebmt/documents/changes-affecting-accreditation-report. These reports will be provided to inspectors at the next inspection.
Centres should apply quality management principles to these changes including a risk assessment with appropriate mitigation of any identified risks to the extent possible. By definition, these changes represent deviations from normal procedures and practice and so should follow internal processes for planning and approving or for reporting and documenting when unplanned. Standards B/C/D4.12 and B/CM/C/D5.7 apply.
Regarding changes to patient care, centres are directed to the EBMT COVID-19 resources page where guidance and recommendations by EBMT and other organisations are collated. See www.ebmt.org/covid-19-and-bmt
I am already accredited. When should I receive my certificate ?
Due to the COVID-19 pandemic, activities in the JACIE office have been affected. It is not currently possible to print the certificates on our official stamped paper. This is expected to be resolved in the coming weeks when staff can return to the office. A PDF accreditation letter will be provided by email in the meantime. Please contact your Accreditation Coordinator with all requests.
My centre has been already inspected and we are waiting for the inspection report. How can we demonstrate we applied for re-accreditation?
The COVID-19 has impacted the activity of our inspectors and the Office, which may lead to delays in the inspection reports. Centres can ask for a letter from JACIE stating that the centre is in process of being JACIE accredited.
For any queries please contact: email@example.com
My centre has to go through the Interim Audit (IA) this year. Are interim audits being postponed?
If your centre is due to send the IA documents in 2020, the process will remain as scheduled. As the audit is only document-based, centres can still present documentation focused on quality management aspects. The JACIE office will send them to the inspectors for review.
Be kindly reminded that your interim audit is due in the same month you obtained the accreditation. If your centre requires some extra time to gather the documents please contact firstname.lastname@example.org, We can extend the deadline for a month if required.
The required documents can be found here:
Novel coronavirus additional information
The following resources are being updated regularly with timely information:
International & European authorities
- World Health Organisation (WHO)
- Centers for Disease Control and Prevention (CDC)
- European Centre for Disease Prevention and Control (ECDC)
- The European Commission has clarified that Substances of Human Origin (SoHO) are considered to be essential goods/services for which free circulation within the EU is crucial
- European Network for Health Technology Assessment (EUnetHTA)
- The ECDC has published a guidance document on COVID-19 and SoHO
- American Society for Transplantation and Cellular Therapy (ASTCT)
- Amercian Society of Hematology (ASH)
American Society of Clinical Oncology (ASCO)
- National Comprehensive Cancer Network (NCCN)
- European Hematology Association (EHA)
- British Society of Blood and Marrow Transplantation and Cellular Therapy (BSBMTCT): recommendations for COVID Adult BMT
- Grupo Español de Transplante Hematopoyético y Terapia Celular (GETH)
- Société Francophone de Greffe de Moelle et de Thérapie Cellulaire (SFGM-TC)
- Anthony Nolan: Coronavirus and your stem cell transplant
- World Marrow Donor Association (WMDA)
- National Institute for Health and Care Excellence (NICE): Rapid NICE Guideline for COVID-19 in HSCT
- The Lancet COVID-19 resource centre
- The New England Journal of Medicine: A collection of articles and other resources on the Coronavirus (Covid-19) outbreak, including clinical reports, management guidelines, and commentary.
EBMT COVID-19 Task Force
The EBMT COVID-19 Task Force was created to support patients and the EBMT Community throughout the COVID-19 pandemic.
Their goal is to tackle the different aspects of the pandemic: infectious issues, other non-infectious complications, donor and organisational issues, organisation of outpatient clinics and wards including medical and nursing activities, quality (JACIE) and educational activities.
The structure of the Task Force consists of transversal participation across the different EBMT Groups and Committees. Two coordinators and the IDWP chair will be leading the group, along with representatives from the:
- JACIE Committee
- Nurses Group
- Executive Office Education & Events department
- Donor Outcomes Committee
- Chair of TCWP (since the complications of SARS-CoV-2 implicate both the IDWP and TCWP)
- Additional WP Chairs from the ALWP, CTIWP, LWP, CMWP, ADWP, IEWP, SAAWP and PDWP