New York State Department of Health (NYSDOH)
[email protected][email protected]
Healthcare Personnel Influenza Vaccination Report Training
Webinar
Slide 2
Outline 2 Regulation for Prevention of Influenza Transmission
by Healthcare and Residential Facility and Agency Personnel
Reporting Requirements Getting Started Completing the Survey
Frequently Asked Questions (FAQs)
Slide 3
Regulation for Prevention of Influenza Transmission by
Healthcare and Residential Facility and Agency Personnel 3 Became
effective on July 31, 2013 Healthcare and residential facilities
and agencies must: Determine and document which persons qualify as
Healthcare personnel (HCP) under the regulation Document the
influenza vaccination status of all HCP for the current influenza
season Ensure all HCP not vaccinated against influenza for the
current influenza season wear a surgical or procedure mask while in
areas where patients or residents may be present when the
Commissioner of Health declares influenza to be prevalent Identify
those areas where patients or residents may be present and,
accordingly, unvaccinated HCP must wear a mask
Slide 4
Reporting Requirements 4 Covered facilities and agencies must
report the number and percentage of HCP that have been vaccinated
against influenza for the current season The Healthcare Personnel
Influenza Vaccination Report will be the mechanism for reporting
personnel influenza vaccination status Must be completed on the
Health Electronic Response Data System (HERDS) on the Health
Commerce System (HCS) at https://commerce.health.state.ny.us/
https://commerce.health.state.ny.us/ The first report will open
November 1, 2013 and be due by November 15, 2013 There will be a
final report at the end of the flu season
Slide 5
Getting Started: Who Needs to Report? 5 Hospitals, nursing
homes, diagnostic and treatment centers (all Article 28 facilities)
Certified home health agencies, long term home health care
programs, AIDS home care programs, licensed home care service
agencies, limited license home care service agencies (all Article
36 agencies) Hospices (as defined in Article 40 of the PHL)
Slide 6
Getting Started: Which HCP Must Be Reported? (1) 6 All persons
employed by or affiliated with a healthcare or residential facility
or agency, paid or unpaid, who engage in activities such that if
they were infected with influenza, they could potentially expose
patients or residents to the disease Employees Licensed independent
practitioners Students, trainees, volunteers Contract
personnel
Slide 7
Getting Started: Which HCP Must Be Reported? (2) 7 Only HCP
that are subject to the regulation must be reported Each facility
or agency determines which personnel are subject to this regulation
and, therefore, must be reported An FAQ document covering several
scenarios of personnel that are and are not subject to the
regulation is available at
www.health.ny.gov/flumaskregwww.health.ny.gov/flumaskreg
Slide 8
Getting Started: Locating the Online Report 8 The report is
located in the Health Electronic Response Data System (HERDS) on
the Health Commerce System (HCS) at
https://commerce.health.state.ny.us/
https://commerce.health.state.ny.us/ In order to complete the
report, you must have An HCS account An HCS role that is able to
access the report on HERDS
Slide 9
Getting Started: Getting HCS Access 9 If you do not yet have an
HCS account, then you will need to register for an account at
https://apps.health.ny.gov/pub/usertop.html
https://apps.health.ny.gov/pub/usertop.html Follow the steps in the
Quick Reference Guide
Slide 10
Getting Started: HERDS Access 10 You will need to be assigned a
specific role within HCS in order to access the report on HERDS
HERDS Data Reporter/Data Reporter/Nursing Home Data Reporter
Administrator* Director, Nursing* HPN Coordinator* Infection
Control Practitioner* Medical Director* Contact your HCS
Coordinator for role assignment If you are reporting for more than
one facility or agency, you will need to be assigned a reporting
role for each facility or agency *Alternative roles able to access
the report if one of the above Data Reporter roles is not
available
Slide 11
https://commerce.health.state.ny.us/ 11 Completing the
Survey
Slide 12
FAQ
Slide 13
How can I prepare to complete the report? 13 Verify the numbers
of employees, licensed independent practitioners, students,
trainees, and volunteers, and contract staff that are covered under
the regulation Collect documentation of vaccination status for all
covered HCP If no documentation is available, they would be
reported as unknown Write down your numbers or collect in an
electronic document so they are easily accessible when you complete
the report Check and double-check to make sure your numbers add
up!
Slide 14
Why cant I find my facility/agency listed in the Organization
menu? 14 There are three possibilities: 1. You have not been
assigned a reporting role for this facility/agency (most likely) OR
2. You are attempting to submit a report for a facility/agency that
is not required to report OR 3. You are attempting to submit a
report for a facility/agency that shares a single Facility ID with
another facility/agency Some long term care facilities have both an
ADHCP and a nursing home under a single Facility ID If that is the
case, then your facility will need to submit a single combined
report for all sites that fall under the single Facility ID Check
with your HCS Coordinator or look your ADHCP up in the HCS
Communications Directory
Slide 15
Our organization has both a hospital and a nursing home. Can I
submit a single combined report for the organization as a whole? 15
No The separate facilities must each submit individual reports
under their own Facility IDs in the Organization menu If the
facilities or agencies are listed separately in the Organization
menu, then they cannot combine their data into a single report
EXCEPTION: if more than 1 entity falls under a single Facility ID,
then the data should be submitted as a single combined report
Slide 16
Why is my nursing home listed twice in the Organization menu,
once with (pfi) and once with (adhcp)? 16 NHs and ADHCPs are often
listed under the same name but with different designations in
parentheses [Nursing Home (pfi)] = Nursing Home [Nursing Home
(adhcp)] = Adult Day Health Care Program Check the designation be
sure to select the correct facility for the report that you are
completing You cannot combine data from more than one facility into
a single report!
Slide 17
What if I am interrupted while completing the report? Will my
data be lost? 17 If you hit Save All before exiting the report,
then the data that you entered prior to your interruption will not
be lost The next time you open the report, you will be able to
resume from where you left off Save early and save often!
Slide 18
What is the reporting period? 18 The period of time during
which the HCP included in this report were employed by or
affiliated with the reporting facility or agency Include all
personnel who meet the definition of HCP that were employed by or
affiliated with your facility or agency for any amount of time
during the reporting period For the November 2013 report, the
reporting period is September 1, 2013 October 31, 2013 Later
reports will have different reporting periods from the November
2013 report check within each report for the specific reporting
period
Slide 19
If an HCP was vaccinated in August, should he/she be counted as
vaccinated? 19 Yes The reporting period refers to the time of
employment or affiliation, not to the time of vaccination Any
influenza vaccination received after July 1, 2013 would count as
vaccinated Influenza vaccine received before July 1, 2013 is last
seasons influenza vaccine and does not count as vaccinated for the
current season
Slide 20
Many of our HCP work at other facilities or agencies. Must they
be reported by each facility or agency at which they work? 20 Yes
The purpose of the report is to describe the HCP influenza
vaccination coverage per facility or agency, not by individual HCP
An HCP that is employed by or affiliated with more than one agency
impacts the HCP influenza vaccination coverage for each facility or
agency with which he/she is employed or affiliated, and therefore
must be counted by each facility or agency By definition, such HCP
would be reported multiple times; this is acceptable and
required
Slide 21
Agency A provides HCP to Agency B under a contract for patient
care services. Both agencies are covered under the regulation. How
should these HCP be reported? 21 Such HCP would be reported by
Agency A as employees and by Agency B as contract personnel HCP
employed by or affiliated with > 1 facility or agency must be
reported by each facility or agency
Slide 22
I was told that my report was not submitted. Im sure I
completed it. Whats wrong? 22 The report does not get submitted to
NYSDOH until you click Submit Data to DOH. Make sure to click
Submit Data to DOH once your data is entered and you are satisfied
that it is accurate!
Slide 23
Contact Information Questions regarding the content of this
report may be directed to the NYSDOH Bureau of Immunization at
(518) 473-4437 or via email to
[email protected]@health.state.ny.us If you have
forgotten your HCS username or password, call Commerce Accounts
Management Unit at 1-866-529-1890 Technical questions regarding the
use of HERDS may be directed to the Office of Health Emergency
Preparedness at (518) 408- 5163 Questions regarding the flu mask
regulation should be directed to [email protected][email protected] Further details on the flu mask
regulation, including a detailed FAQ document, are available at
www.health.state.ny.us/flumaskreg
www.health.state.ny.us/flumaskreg