Policies for System Use - Environmental Health Section
Contents
1. cceeeeeeeeeeeeeeee eee eeeeeeeeeeeeeeeees Searching Hints gis e Ca ee eee To view ALL children associated with a SITE LINKIN a le Environmental Lab Results ccceeceeeeceeeceeeceeseeeceeeeeeeneeeseeesaers XRF readiNgS sei civesceucs se dedseessepeounpesneennbasveeusueenedeeeonuesdgeenueeneeueuuanenes Elevated Blood Lead Level CaS S ccccecceeceeeceeeceeeceeeeeeeecenseeenaees Failure to Respond Unable to Locate Patient Conducting an investigation when it was previously refused Confirmed Lead Poisoning Cases 2 ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees Investigation of supplemental addresses complete Sharning EVEN S sae ccsccvesoce cosvevececasesesenssniecendsaieceeetesat reid sini decceceeds CONCOS ac see etc cecceecececeeececrececereevecevece veveceecuveceveceuerueeeecyeeeverceesereeee Page 2 Rev 06 09 2010 Page 3 CLINICAL USERS POLICIES FOR SYSTEM USE General Information eeaReeeeereeetr es ttre etrere cner tment maa inca tee irene nnn tart tann nit nn ttt mnnrrer errr 13 Contact Person ANPA IRo LESENI SASSIS TISSIT 13 Addresses from the Clinical perspective sccccsececeececececeeeeeeeeeeeeeeseeeeseneenaaees 13 Additional Addresses for Child Updates to Site Address for Child address correction Updates to Site Address for Child new home address Supplemental Addresses Current County of Residence Change county of residence in the Child Event Searchin2. Enter search criteria i If the Site is located click Use Selected Party button ii Click save This action creates a property event N x SL Always first search for an existing PROPERTY before adding a new PROPERTY EVENT Rev 06 09 2010 Page 8 Searching Hints When searching begin with a broad search and then limit the search if the return values are too numerous to search through manually Use the asterisk to search for events or sites Search Criteria Returns examples MAIN All addresses that contain MAIN anywhere in the address 123 MAINLY CURVY ST MAIN AVE APT 3 MAIN All addresses that contain MAIN in the middle of the address 123 MAIN St 23 MAIN ST SOUTHWEST 12 MAIN 12 MAIN ST 1234 5 MAIN AVE Reports To view ALL children associated with a SITE e Run the report Childhood Lead Events by Address under the Custom Reports category e lfthe SITE address is a PROPERTY Event it will not appear on this list Linking Linking Properties to Children Refer to Appendix E Linking Property Child Events in the NCLEAD User Manual e ONLY Environmental Health Specialists will link properties to children e DO NOT use the Add Link or Remove Link Buttons located on the Persons tab Links tab for Child Events to link children to properties e Linking Properties to Children can ONLY occur under the Environmental Activity question package for the property e Envi
3. the notes field XRF readings Until XRF readings can be uploaded it is only necessary to enter the one highest XRE reading for a painted surface Elevated Blood Lead Level cases Date Referral Acknowledged by EH e Should be filled out by Environmental Health Specialist e This is the date that the Environmental Health Specialist is notified of the referral Failure to Respond e Two 2 attempts must be made e Failure to Respond Date is the date of the second attempt to gather a response from the child s parent or guardian in regards to conducting an environmental investigation e Answer the Failure to Respond Date in the Child Event Administrative Package Use the Environmental Follow up Wizard Unable to Locate Patient e Two 2 attempts must be made e Unable to Locate Patient Date is the date of the second attempt to locate the child or child s parent guardian in regards to conducting an environmental investigation at locations provided by the clinician or environmental health specialist Rev 06 09 2010 Page 11 e Answer the Unable to Locate Date in the Child Event Administrative Package Use the Environmental Follow up Wizard Conducting an investigation when it was previously refused e The EHS should update the Child Event Administrative Package Use the Environmental Follow up Wizard e Notes Field should be updated to indicate that the parent guardian contacted Environmental Health
4. you out of the system when going back to previously viewed pages always use the Back button located within the NCLEAD screen rather than your browser s back button When you are not actively working in NCLEAD please unload your event and log out of the system Do not share your password or allow anyone log into the system using your account NCLEAD should only be accessed on a computer connected to a State or local health department IT system No sensitive information should be put into the Person Notes field Person Notes can be viewed across all the programs Please record sensitive notes in the Event Summary section It is the responsibility of the user to review assigned workflows to keep up with workload according to their office policy At a minimum all workflows should be reviewed at least weekly If you notice suspected duplicated persons or events please notify the CEHB or your State Regional Environmental Health Specialist De duplication of events will be the responsibility of Children s Environmental Health Branch CEHB It is the responsibility of the Clinical or Environmental Health user to notify CEHB Raleigh staff regarding inaccurate information either entered by the user or discovered by the user that cannot be updated by the user N C State Laboratory of Public Health and Labcorp laboratory information will be entered into NCLEAD via electronic laboratory reporting ELR
5. All other laboratory information will be submitted electronically from CEHB to NCLEAD Eventually other laboratories will be submitting via ELR but for the time being CEHB Raleigh will manually submit laboratory results from all other laboratories Rev 06 09 2010 Page 6 ee Policies for System Use N cLEAD Environmental Health General Information For the person that is contacted regarding the offer of an environmental investigation please enter First Name Last Name and Relationship to the child Example Jane Smith mother Investigation of supplemental addresses completed for this child question must be answered YES to complete the investigation process Answer YES if the supplemental addresses investigations are complete OR if there are no supplemental addresses to investigate Wizards Environmental Follow Up Wizard e Inthe Child Event e Used to locate Environmental related questions quickly o Date Offered Environmental investigation o Unable to locate patient o Failure to respond o Non paint lead sources o Investigation of supplemental addresses completed for this child Sites Properties Updates Edits to Site Address for Child new home address e Updated in the Child Event If the Child has moved to another address add the new home address via the Persons tab on the Child event e Use the edit button to access the edit person screen e Scroll down to the Edit Address box e Change the
6. NC DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES DIVISION OF ENVIRONMENTAL HEALTH North Carolina LEAD Surveillance System NCLEAD Childhood Lead Policies for System Use Version 4 1 N C Children s Environmental Health Branch 7 6 2010 This document is divided into General Information Environmental User Policies and Clinical User Policies It is intended as a supplement to the NCLEAD User Manual NCLEAD Business Rules are considered a living document This document will be revised as necessary Updated copies of this document can be found on the website for the N C Children s Environmental Health Branch at the following location http www deh enr state nc us ehs Children Health NCLEAD nclead html Contents Updates to Policy DOCUME NM ciccccccccccccccccccccccccccccssssssssssnnennneenne General Guidelines for System US 2 ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees ENVIRONMENTAL USERS POLICIES FOR SYSTEM USE General COMMAND atet ierecersssecsnetecetetsndstettidnandaddtedtcmedaddddedecnsenddes WIZANGS eee EE E Environmental Follow Up Wizard SiteS PrOpertieS c ccceeeeeee cece cence eee cece eee e ee eee ee eee eee ea esa ese eaeeeeseeees Updates Edits to Site Address for Child new home address Supplemental Addresses Current County of Residence Change county of residence in the Child Event Searching for a Site or Property
7. and an EHS is going to perform an investigation on the property Use the Environmental Follow up Wizard e The contact person information should be included in the Notes field first last name relationship to child Use the Environmental Follow up Wizard Confirmed Lead Poisoning Cases When a CLP case involves a supplemental address across county lines the county where the primary residence is located is responsible for updating the supplemental address question But only after ALL supplemental addresses have been investigated When the primary or supplemental address is in another county BOTH the Child and Property Event should be shared with both counties Investigation of supplemental addresses complete e Child Event Administrative Package e Use the Environmental Follow up Wizard e Should only be updated to Yes if either of the following are true o ALL supplemental addresses for CLP child have been investigated OR o There are NO supplemental addresses for the child Sharing Events When an event is shared between jurisdictions counties state the reason for sharing in the events notes on the dashboard Always check Allow Delegation when sharing a case When a supplemental address for a CLP is in a different county both the child and property events should be shared Automatic Sharing of events future implementation Rev 06 09 2010 Page 12 Occurs for children with blood l
8. as a Person to avoid creating duplicates 1 Search for the child as a Child Event a Click on Search Event icon in toolbar b Enter search criteria c If child is located click Use Selected Party Button d If child is not located it may be a Person proceed with step 2 below 2 Search for the child as a Person a Click on Create New Event b Select Blood Lead Child for the Event Type and click on the Select Person button Enter search criteria Click the Search button i If the child is located ii The Nurse needs to call the county where the child lives and request a share wa S c d How to determine the correct child to use This is determined after searching for a PERSON or CHILD EVENT Click on the PRINT EVENT link in the Action column to view information about the child e fitis the correct child then click on Use this Event link in the Action column adjacent to the property e lf itis not the correct child then click on Proceed button to create a new Child Event Always first search for an existing CHILD EVENT before adding it as a new CHILD EVENT Rev 06 09 2010 Page 15 Searching Hints When searching begin with a broad search and then limit the search if the return values are too numerous to search through manually Use the asterisk to search for events or persons Search Criteria Returns examples CHAND All children that contain CHAND anywhere in t
9. be bold and red NCLEAD Business Rules are considered a living document This document will be revised when necessary Updated copies of this document can be found on the website for NC Children s Environmental Health Branch http www deh enr state nc us ehs Children_Health Lead lead html Rev 06 09 2010
10. ead results in one county ie Wake and the child moves to another county ie Moore and the child is confirmed elevated In this example the child event would be shared automatically with Wake and Moore counties Concerns High and Very High concerns will be viewed on the dashboard of the event in the Additional Information box They will be bold and red NCLEAD Business Rules are considered a living document This document will be revised when necessary Updated copies of this document can be found on the website for N C Children s Environmental Health Branch at http www deh enr state nc us ehs Children_Health Lead lead html Rev 06 09 2010 Page 13 OI EAD Policies for System Use Ciemi SES Clinical Users General Information Contact Person On the Administration Question Package for the Child the Person Made Contact With field should indicate First name Last name Relationship to child This is the initial person that the clinician has made contact with Example Jane Smith Mother Wizards Environmental Follow Up Wizard used by EHS only Other Wizards will be added in the future Addresses from the Clinical perspective Additional Addresses for Child Additional addresses that are added to the Person tab for the Child under the Address Information tab These addresses can include secondary home daycare or daycare provider and homes where the child spends a significant amount of t
11. eld is located in the TESTS Section of lab results screen The environmental health specialist must manually calculate this result Searching for Laboratory Name Recommended to use the name of the laboratory with wildcards to narrow the search results list Lab Facility Other Field If the lab facility name is not located in the search results for the Lab Facility enter the facility name and address information in the Lab Facility Other field Searching for Ordering Facility Name Recommended to use the name of the ordering facility with wildcards to narrow the search results list Ordering Facility Other Field If the ordering facility name is not located in the search results for the Ordering Facility enter the facility name and address information in the Ordering Facility Other field Rev 06 09 2010 Page 10 Sample Units e Water mg L also referred to as parts per billion or ppb e Soil mg kg also referred to as parts per million or ppm Non Paint Source Hazards The administrative question package in the child event should be updated when a non paint source from traditional medicines jewelry pottery hobby and occupation related items indicate a source of lead exposure This can also be updated quickly through the environmental wizard in the Child Event Do not enter unsubstantiated lead hazard information in the Non Paint Lead Sources section in the Child Event Suspect hazards may be entered into
12. g for a Person or Child Event rsncceccscacsesttssececsccoesccoeaccoeaceoeacroeaeeauasbate 14 How to determine the correct child to use Searching Hints ao 00g Cc ae ee ee ee eee 15 To view ALL children associated with a SITE TaT eg gegen genannten 15 Linking Properties to Children SARI FIG Events sace A E EE E 15 CONCE Saien a EE EEEE EEEE E E EEEE ea 16 Rev 06 09 2010 C LEAD North Carolina LEAD Surveillance System Page 4 Updates to Policy Document Date Original Text Change pg 7 6 2010 2 Search for the child as a Person Added additional steps to 2 Search for the child as a person pg 14 7 6 2010 DELETED TEXT Removed How to determine the correct property to use pg 7 7 6 2010 2 c ii Click Save This action creates a property event pg 7 7 6 2010 De duplication of events will be the responsibility of If you notice suspected duplicated persons or events Children s Environmental Health Branch CEHB If you notice suspected duplicated persons or events please notify the CEHB or your State Regional Environmental Health Specialist please notify the CEHB or your State Regional Environmental Health Specialist De duplication of events will be the responsibility of Children s Environmental Health Branch CEHB pg 5 Rev 06 09 2010 Page 5 EAD Policies for System Use Cheil MES General Guidelines To avoid a system error that may log
13. he name LACHANDRA CHANDLER LA Begins with LA LACHANDRA LAVERNE Reports To view ALL children associated with a SITE e Run the report Childhood Lead Events by Address under the Custom Reports category If the SITE address is a PROPERTY Event it will not appear on this list Linking Eee Properties to Children ONLY Environmental Health Specialists will link properties to children e DONOT use the Add Link or Remove Link Buttons located on the Persons tab Links tab for Child Events e Linking Properties to Children can ONLY occur under the Environmental Activity question package for the property e Do not use the add link or remove link buttons Sharing Events When an event is shared between jurisdictions counties state the reason for sharing in the events notes on the dashboard Always check Allow Delegation when sharing a case When a supplemental address for a CLP is in a different county both the child and property events should be shared Automatic Sharing of events future implementation Occurs for children with blood lead results in one county ie Wake and the child moves to another county ie Moore and the child is confirmed elevated The child event would be shared automatically with Wake and Moore counties Rev 06 09 2010 Page 16 Concerns High and Very High concerns will be viewed on the dashboard of the event in the Additional Information box They will
14. ime Updates to Site Address for Child address correction Make corrections to the Address via the Persons tab on the Child event Use the edit button to access the edit person screen Scroll down to the Edit Address box and make necessary corrections to address information Click Save Updates to Site Address for Child new home address If the Child has moved to another address add the new home address via the Persons tab on the Child event Use the edit button to access the edit person screen Scroll down to the Edit Address box and change the start date and end date if necessary to reflect the accurate dates for residence at the new address Type over the address information to reflect the new address Click Save Supplemental Addresses Only addresses meeting the EH definition of Supplemental Address should be entered by the EHS Rev 06 09 2010 Page 14 Only the Environmental Health Specialist can enter the supplemental address sites Current County of Residence e Determines the jurisdiction of the child case Change county of residence in the Child Event o Administrative package Person tab Edit county address information Enter the correct Start Date Save O OOO Searching for a Person or Child Event You must search for the child to determine whether the child is in the system as a Person Child Event or not in the system at all There are 2 types of searches Search first as a Child Event then
15. ronmental Activities that allow for linking o Investigation o Abandonment Monitoring o Annual Monitoring o Attempt invest Left info o Clearance o Consultation o Other o PMP Quality Assurance Monitoring o Pre Certification Compliance Inspection o Research Samples Rev 06 09 2010 Page 9 Environmental Lab Results Do not enter environmental samples in an environmental event unless lab results environmental are selected Until environmental sample analysis results are imported electronically it is only necessary to enter the one highest lead result for each sample type For Dust samples enter the highest result for window sill window well trough and floor Multiple Samples Collected on Same Day Samples that are collected on the same day have the same Order Number and Collection Date These results should be entered under the TESTS heading Multiple sample results can be entered by clicking on the ADD button after each sample is entered These results will have the same Order Number and different Lab Sample Numbers Multiple Samples Collected on Consecutive Days for Same Investigation Samples that are collected on the same property but on consecutive days as part of the same environmental activity are entered based on the day the sample was collected Each day s sample collection will have the same Order Number The Collection Date should reflect the actual date the sample was collected Recomputed Result Field This fi
16. start date and end date to reflect the dates for residence at the new address e Edit the address information e Click Save Supplemental Addresses e Located in the Property Event Environmental Activity Question Package e Depends on the Activity Type e Only addresses meeting the EH definition of Supplemental Address should be entered Rev 06 09 2010 Page 7 e Only the environmental health specialist can enter the supplemental address sites Current County of Residence e Determines the jurisdiction of the child case Change county of residence in the Child Event o Administrative package Person tab Edit county address information Enter the correct Start Date Save oO 0 0 0 Searching for a Site or Property You must search for the address that you are going to perform an Environmental Activity on to determine whether the address is in the system as a Site Property or not in the system at all There are two types of searches Search first as a Property then as a Site to avoid creating duplicates 1 Search for the address as a Property a Click on Search Event icon in toolbar the magnifying glass b Enter search criteria c If Property is located click Use Selected Party Button d If Property is not located it may be a Site Proceed with step 2 below Search for the address as a Site a Click on Create New Event b Select PROPERTY for the event Type and click on the Select Site button c
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