Provincial Training Manual for Healthcare Associated
Contents
1. 5 48 Enter the Data CDI Surveillance Form The CDI Surveillance Form will display by default you are brought to an empty record Enter the appropriate data on the Patient Information tab according to the HAI Protocol see data definitions below The salmon coloured fields are required for the reports to run and are mandatory to complete Patient Information Infection Information Outcome DD MMM YYYY ex 22 Nov 1982 DD MMM YYYY ex 22 Nov 1982 Surgical Unit Critical Care Units DD MMM YYYY ex 22 Nov 1982 Medical Unit Obsetrical Unit C Combined Surgical Medical Unit m C Other specify c 3 i emale Navigate through the data entry pages by clicking on the tabs in the Surveillance Form Select the CDI History tab to move to the next screen 6 48 Select the CDI Outcome tab to move to the last screen E a lt Enty Date 16 Jur2008 Patient Information Infection Information Outcome DD MMM YYYY ex 22 Nov 1982 Clinical Signs and Symptoms C Other specify DAA O a hoy A y C No I Same as treatment facility C Yes admitted to ICU for complications of CDI When data entry is complete select Save amp Close to save the record and close the Surveillance Form f you wish to add information to a previously entered form display the record see the section on Finding a record enter the new inf2. AN nd Labrador Provincial Training Manual for Healthcare Associated Infections HAIs Clostridium difficile and Methicillin resistant Staphylococcus aureus 2 48 Training Manual HAI Database LOGGING i Peer eRe eet naga a aa gana A aaa gaga Wegah na aga ee NE A 3 AS A E ae bagan agen 4 Enter the Data ida initial 5 CDESurveillanmee FONT E Goede ag a a a Ag a a a a aaa aa aaa aaa aa ag des 5 GDILDAENANONS lt a dd aaa na ada aaa 7 MRSA SUrvelllance FOr asa aaa a ea ga a a ll diia 9 MRSA Definitions rreren ee te D eee teh ng a a ng a aa a 12 FiINd alR GOLA anaa a a ii iS 15 Delete a RECON fis ccicsvzcenss coca sceennsdcsacccasapcautdendadacdaawecusdetdacncdaaeceub sededecdaaasdunizesansctanvdendasteacuataase 17 Enter Meditech Data ii aia 18 o cece acces tesa es stem NANG tes be ee cuumandes cane caaatcacceccecbecssamnnctscewmecmeninansscucbenee 21 S mmary REPOST ae eee he EE a TE le area In ee eG ae e nat 21 Send the Report to the Province saaananan aaa anana nane anana nana anana anana aana nane 23 Detailed Reports rn 24 adr o E Tela Ea Ei A ign nean 28 A E O a ENG aga Me 28 Detailed Pivot Charts oooooccccnccccnncccnncccnnncnononononacononanonnncnonnannnnacnnnnann narco nnrnn ona ncnnnann naa cn nnananns 31 Administration occcocancccnnncnanancnnnncnanaccnnanonanarconancnnnn cnn nar conan cnn nar cana cnn rca nan rnnnn rra narco nan rnnnnrcanananas 35 Change Culture Locating s
3. Yes Cancel Detailed Pivot Charts Detailed Pivot Charts will provide the same information as Summary Pivot Charts with the added detail of hospital level data Select Detailed Summary Pivot Charts Report Switchboard Select a Report D i Newfoufidland Labrador Detailed Pivot Charts Department of Health Choose the type of chart you would like to view You may only select to view one summary chart at a time Select Preview Chart 32 48 Detail Pivot Charts Detailed Facility Rate Pivot Charts CDI Pivot Chart Facility Rates MRSA Pivot Chart Facility Rates Acute Facilities Acute Facilities Newfo dland O Per 10 000 PCD Infections Per 10 000 PCD Labrador Per 1000 ADM i Colonizatons Per 10 000 PCD Colonizatons Per 1000 ADM LTC Facilities Department of Health O Per 10 000 RCD LTC Facilities Infections Per 10 000 RCD Colonizations Per 10 000 RCD Misc Facilities Number of Cases Misc Facilities Number of Infections Number of Colonizations Enter the numeric value of the month i e January 1 February 2 etc Do not enter spaces between the comma and the number Note Quarterly charts may be viewed by selecting three consecutive months i e the first quarter would be 1 2 3 Select Okay Enter Parameter Value X Please enter the month s seperated by commas ie 1 2 3 1 7 8 10 11 Enter the year s for w
4. 1 2 3 Select Okay Enter Parameter Value 2 E Please enter the month s seperated by commas ie 1 2 3 1 7 8 10 11 Enter the year s for which you would like to view the Do not enter spaces between the comma and the number Note you may select multiple years to view comparisons of the same time frame over multiple years Enter Parameter Value Please enter the year s seperated by commas ie 2008 2007 2008 2009 Select Okay you will see the pivot chart for your selection 30 48 Fl 2 Patient Care Days Drop Series Fields Here a o T 2e Qe Za c 02 2S GE us go 32 Pid Ll August Month s Note You can alter the month selection by clicking on the down arrow by mnth and unselecting the months you do not want You can add these back later if you require You can do the same for the years by clicking on the down arrow by Yr 6 Sum of AcuteRatelnfecPCD PN Patient Care Days h Acute Facilities Regional CDI o Rate of Infection per 10 ODO January July w August MW January Y July November Mj October When are finished close the pivot chart by selecting the red X in the top right corner 31 48 Select No when you are asked if you would like to save the changes Microsoft Office Access Ey A Do you want to save changes to the layout of query qry_CDADRegional_Rate_AcutePCD_piwok
5. Again the salmon coloured fields are mandatory 16 Jun 2009 Patient Information Infection Information Isolates Outcome n DD MMM YYYY ex 22 Nov 1982 Type of Care Y DD MMM YYYV ex 22 Nov 1982 Facility O TETEE C Surgical Unit Critical Care Units DD MMM YYYY ex 22 Nov 1982 C Medical Unit C Obsetrical Unit sex C Combined Surgical Medical Unit C Other specify C Male C Female __MRSA SURVEILLANCE FORM Entry Date 6 Jun 2009 Patient Information Infection Information Isolates Outcome DD MMM YYYY ex 22 Nov 1982 C Admission screening TF Same as treatment facility Clinical isolate C Contact screening C Other speci E Entered by ely Entry Date 6 Jun 2009 Patient Information Infection Information Isolates Outcome 11 48 Location Infected Colonized Ll e _MRSA SURVEILLANCE FORM 16 Jun 2009 ee Tet Coy Patient Information Infection Information Isolates Outcome Vancomycin C Alive in hospital due to MRSA Alive in hospital for another reason C No antibiotic C Alive in a LTC facility Other specify Discharged from hospital prior to 30 days C Deceased C Other specify oO MRSA Definitions At which sites have the MRSA been isolated Infection Colonization Chart Comments Date of Admission Date of Birth Date of Discharge Date of MRSA cultur
6. E b cute Care dang kak lt K Save amp Close iv 38 48 To remove a Hospital location from the CDAD and MRSA facility field DO NOT delete the name of the Hospital location Simply unselect deactivate the box beside the hospital location Select Save amp Close Change Password Select the Administration button from the Main Switchboard 39 48 ain c rd test Copy View Surveillance Forms Nerul dland Labrador Select Change Password Administration rador Department of Health Follow the instructions of the screen select Change Change Password Change Password All Passwords must be a minimum of 8 characters in length contain one numeric value one uppercase letter and one lower case letter Old Password New Password Retype Password Security Select the Administration button from the Main Switchboard ain Switc rd Test Copy View Surveillance Forms Newfou idland Labrador Department of Health ISI Select Security 40 48 41 48 dministration Administration Newfoundland psec Department of Health Create a User To create a username and password select Create User Security Security Newfo dland Add User to Group mii Department of Health Delete User Fill in the appropriate informati
7. Par ONO Pr Cara Daya Mal riasan Pari Cara Pang tasa nde VOI adara Cara Deep Ad rias na Port Cara Daya 3000 Daya 008 Pues of batin Par 000 Pearta Addr td ol of Naam Marrow of NOTE An intima Fees cakar masa fad Nad kaeh rra be ka b Aimam 3000 rd 28 48 Pivot Charts At the Main Switchboard select Reports View Surveillance Forms Newfoutidland Labrador Summary Pivot Charts Select Summary Pivot Charts Select a Report Newfoufidland Labrador Department of Health Choose the type of chart you would like to view You may only select to view one summary chart at a time Select Preview Chart 29 48 Summary Pivot Charts Summary Rates Pivot Charts CDI Pivot Chart Summary Rates MRSA Pivot Chart Summary Rates Newfo dland Acute Facilities Acute Facilities ab ad Oe i Infections Per 10 000 PCD r or Per 1000 ADM O Infections Per 1000 ADM nr rire inici Department of Health O Per 10 000 RCD LTC Facilities Infections Per 10 000 RCD Colonizations Per 10 000 RCD Misc Facilities Number of Cases Misc Facilities Number of Infections Number of Colonizations Enter the numeric value of the month i e January 1 February 2 etc Do not enter spaces between the comma and the number Note Quarterly charts may be viewed by selecting three consecutive months i e the first quarter would be
8. be deactivated if they will should not have access to the system for a specified amount of the time Select the user from the drop down menu select Deactivate User to deactivate the user and remove access the HAI Database NOTE A deactivated user must be reactivated before they can access the HAI Database again Activate Deactivate User Activate Deactivate User Select a User v kelly jeffreyboone Activate User T cianie Passworu T T Ddtk T Delete a User A user may be deleted if they will no longer require access to the system permanently Select the user from the drop down menu select Delete User to delete the user The user will no longer have access to the system NOTE This will not affect any data that the user previously entered Delete User Delete A User Select a User v kelly jeffreyboone A 44 48 Questions or Concerns For help or information regarding TECHNICAL DIFFICULTIES please contact you regional IT Support or Kelly Butt Provincial Epidemiologist Public Health Division 1st Floor West Block Confederation Building P O Box 8700 St John s NL A1B 4J6 Phone 709 729 3209 Fax 709 729 0730 E mail kellybuttOgov nl ca For help or information regarding DATA ENTRY or the SURVEILLANCE PROTOCOL please contact Marion Yetman Infection Control Nurse Specialist Public Health Division 1st Floor West Block Confederati
9. TIPLE USERS USE THE DATABASE AT THE SAME TIME This should not be a problem If you do encounter a database issue please contact your regional IT support or Kelly Butt Marion Yetman at the provincial office 14 Should Delete or Deactivate users that are no longer using the HAI Database This is up to you Deleting the user has no adverse affect on the system Data Entry 15 HOW LONG DO HAVE TO UPDATE A CLIENT RECORD There are no limits or restrictions to updating client records 16 HOW WILL ENTER THE MEDITECH INFORMATION INTO THE SYSTEM AT THE END OF THE YEAR 47 48 The system will automatically update and insert the current year into the Meditech drop down box IT Support 17 WHAT VERSION OF MICROSOFT ACCESS WAS USED TO CREATE THE HAI DATABASE The database was created using Microsoft Access 2003 Please contact your regional technical support if you are unsure of the version on your computer 18 WHO DO CONTACT FOR HELP For any requests dealing with the entry of data Marion Yetman from the Department of Health and Community Services should be contacted For any requests dealing with the training or use of the application Kelly Butt from the Department of Health should be contacted For all other requests including maintenance back ups recovery and enhancements the regional staff will be responsible The OCIO has worked diligently to make sure the features required by the Government of New
10. aen anan ag aga eaaa a te ee eee 35 Change Hospital Locations WA A A 36 Change PasswOord sanese eaaa apt Oe te Naan te aa aaa na cee A Scene ae ew eta ame 38 SO CUNY aaa A e aa ag aa naka ga ad ag a ang ea Tan aa eves ek aaa ga a aka ga ada aa ana ga daa ak 40 Create astra aaa eas E nana 41 Adda U r to a Groups aaa ga a ag aa Na ea aa aa a a a a aa aa a aa a a aaa aaa 42 AGtivate De activate d USGN asi isa ag na a caia 42 PACA ee E a a a a abah A A le a NG ada ni 43 Questions Or Concerns occccccnancccnonanoconanancnonanananononanaronona nano nonananoronn naar nnmnnn nnmnnn nnmnnn nnnm 44 Frequently Asked Questions sssseeeeeeeeeeeeeeeeneeeeeeeeeeeeeeseenseeneeeeeeeeeeseaseeeneeeeeeeeeeseesseeeneaes 45 Pass WOTOS siii in a A E NE D KO AS a a De a Diada 45 A A Sol E dues Ka naa a tele a aa agi bel b aaa oe gag Soe 45 IISCH ACCESS tasa o o A TAN al NG AN la te 46 Data ET O a a renee 46 A Ka pak 47 MISCOIIANGOUS nia ai ia ia Dang A na a a ag La A Ek ana db de pa aana ad a ang a a ga ag Ega ad wai 47 3 48 Logging in Double click the HAI Database icon on your desktop Type your Name and Password in the Logon screen click OK kelly test Password 4 48 Open the Database The Main Switchboard will automatically display Select CDI or MRSA according to the type of data you are entering Main Switchboard Test Copy View Surveillance Forms Newfoufidland Labrador a
11. dgment to determine to which unit the transmission is associated Please select the most appropriate option The case must have developed symptoms at least 72 hours or more after the current admission The case was identified as part of a screening endeavor 72 hours or more after the patient was admitted to the facility The case must have developed symptoms at least 72 hours or more after the resident was admitted to the facility and the resident was not a patient in the hospital during the past 12 months The case must have been identified 72 hours or more after the resident was admitted to the facility as part of a screening endeavor and the resident was not a patient in the hospital in the past 12 months Refers to infections that occur as a result of contact with the health care system for care provided in any of the following locations emergency room ambulatory clinics personal care homes doctor s office nursing clinics in the home within the past 12 months Why was the first culture done Admission screen Clinical isolate Contact screening Other screen 14 48 No established health care associated risk factors and Hospitalized lt 72 hours No previous history of MRSA No medical devices such as urinary catheters I V lines feeding tubes tracheostomy dialysis access etc No history of hospitalization surgery or dialysis within 1 year of MRSA culture Not in residence at a LTC facility w
12. e Episode Facility Is there an epidemiological link 12 48 At which site has MRSA positive culture been obtained Check the boxes in the culture positive column for each site that MRSA has been isolated In the second column identify whether the positive culture represented an infection or colonization MRSA infection is determined by the presence of signs and symptoms associated with MRSA infections MRSA colonization is determined by the presence of MRSA on the skin soft tissue nose or other which are not showing Clinical signs and symptoms of infection If the person is found to be colonized from one site and infected at another site the person would be considered an infected case Chart number for those facilities that use a chart number as a patient identifier For personal use not for entry into the database Please enter Day Month May and Year 2008 in this order Please enter Day Month May and Year 2008 in this order Please enter Day Month May and Year 2008 in this order Not applicable if person is LTC resident What was the date of this patient s newly identified MRSA culture Please enter Day Month May and Year 2008 in this order for the most recent diagnosed MRSA culture The time from the start of the symptoms until the symptoms resolve Name of hospital or long term care facility where patient resided when the positive culture was identified T
13. ealth AS Select Hospitals NUN CDI Newfoundland iene 37 48 Administration Administration Newfoundland psec Department of Health To add a new Hospital location enter the new location name in the blank box at bottom of the list Select the Type of Facility by choosing from the options in the drop down menu beside the name of the Facility Make sure the check box is selected activated This will update the drop down list in the CDAD and MRSA facility field Hospitals Name M Guy Memorial Health Centre AC A M Guy Memorial Health Centre LTC Baie Verte Peninsula Health Centre 4 0 Baie Verte Peninsula Health Centre LTC Type gt cute Care a ong Term Care gt cute Care ong Term Care lt lt 3 Bay St George Long Term Care Center Long Term Care Black Tickle Community Clinic Other Blue Crest Nursing Home Long Term Care Bonavista Peninsula Health Centre AC Bonavista Peninsula Health Centre LTC Bonne Bay Health Centre AC Bonne Bay Health Centre LTC Brookfield Bonnews Health Care Centre AC Brookfield Bonnews Health Care Centre LTC Calder Health Centre AC cute Care a ong Term Care cute Care gt ong Term Care b cute Care ong Term Care E E E EE E E E EEE
14. foundland and Labrador have been met but because there is no network infrastructure connecting the Government of Newfoundland and Labrador s network to the health regions the OCIO is unable to perform maintenance or upgrades within the regions The OCIO can provide historical information on the application 19 WHO IS RESPONSIBLE FOR DATA BACK UP AND RECOVERY PLANS As this will be housed in the regions the province is not responsible for data back up or recovery plans This will be the responsibility of tech support out in the regions as we have no access to their database 20 WHO IS RESPONSIBLE FOR ONGOING MAINTENANCE OR ENHANCEMENT REQUIREMENTS As this will be housed in the regions the province is not responsible for data back up or recovery plans This will be the responsibility of tech support out in the regions as we have no access to their database Miscellaneous 21 WHY CAN T I USE THE MOUSE BUTTON TO SCROLL The mouse wheel in Microsoft Access 2003 allows the user to scroll among records This can create a problem is the user unknowingly scrolls into an old record while entering new data The scrolling mouse feature has been disabled in the HAI database to ensure data quality 22 WHAT IS A PIVOT TABLE 48 48 A pivot table is a query that displays the HAI data in an interactive plot chart view The user can then manipulate the viewing options as needed to produce charts that are beneficial and specific to the regio
15. hanges AN Do you want to save changes to the layout of query gryCDADData_detail_acutePCD_pivotchart 35 48 Administration Select the Administration button from the Main Switchboard Note Not all users will have access to this function Main Switchboard Test Copy View Surveillance Forms venian Ce Labrador Department of Health siii Select Culture Locations Administration Administration Newfou dland Labrador Department of Health Change Culture Locations Note Not all users will have access to this function To add a new culture location enter the new location name in the blank box at bottom of the list make sure the check box is selected activated This will update the drop down list in the MRSA culture location field Toremove a culture location from the MRSA culture location field DO NOT delete the name of the culture location Simply unselect deactivate the box beside the culture location 36 48 Select Save amp Close Culture Locations Name Nose Rectum Peri anal Perineum Sputum Respiratory Surgical wound Urine Save amp Close Change Hospital Locations Note Not all users will have access to this function Select the Administration button from the Main Switchboard 30d ain c rd test Copy View Surveillance Forms Department of H
16. hich you would like to view the Do not enter spaces between the comma and the number Note you may select multiple years to view comparisons of the same time frame over multiple years Enter Parameter Value Please enter the year s seperated by commas ie 2008 2007 2008 2009 Select Okay you will see the pivot chart for your selection a qryCDADData_detail_acutePCD_pivotchart lt o E lt 4 Sum of AcuteRatelnfecPCD o E 22 20 5 EE EL o 150 a i oS ae 100 00 o Es 23 a D oe E January July ECAI w August January November October coca 33 48 Note You can alter the month selection by clicking on the down arrow by mnth and unselecting the months you do not want You can add these back later if you require You can do the same for the years by clicking on the down arrow by Yr You can do the same for the Hospital years by clicking on the down arrow by Hospital 2 Bl Bonne Bay Health Centre AC E Calder Health Centre AC O Sir Thomas Roddick Hospital Infection per 10 000 Patient Care Days s o D z a a o o D w oa a gt o lt X O Western Memorial Regional Hospital Month s When are finished close the pivot chart by selecting the red X in the top right corner Select No when you are asked if you would like to save the c
17. his refers to MRSA thought to be epidemiologically linked to another person with MRSA in your facility e g common exposures shared rooms contact with implicated health care worker and contact with another person with MRSA Using your best judgment identify whether an epidemiological link has been established between this person and any other known MRSA person in your MCP Methicillin resistant Staphylococcus aureus case Patient disposition at 30 days after diagnosis PCU in Facility Reason for Admission Sex Treatment for MRSA Type of Care Type of patient care unit Where was the MRSA acquired Nosocomial acquired infected case Nosocomial acquired colonized case Long Term Care acquired infected case Long Term Care acquired colonized case Healthcare associated Community associated 13 48 facility MCP Number Laboratory reported positive case of MRSA identified for the first time Cases previously identified at this or another facility are not included At 30 days post CDI diagnosis where was the person Name of patient care unit of facility i e ICU 3B Why is the person in the facility Select male or female gender as appropriate Was an antibiotic prescribed for the MRSA diagnosis If yes which antibiotic Acute Care facility LTC facility or other If the patient was in a facility when laboratory confirmation was known indicate the type of service The ICP should use best ju
18. ithin 1 year of MRSA culture Please select the most appropriate option This culture was done as part of a protocol on admission that requires patients to be screened for MRSA These cultures were a result of some clinical indication or suspicion of infection The screening was done due to the patient resident being in the room ward or unit of a recently identified positive case These cultures were taken in the course of working up an outbreak or cluster prevalence screen or other screening for MRSA These cultures would not have been done routinely 15 48 Find a Record Both the CDI and MRSA Surveillance Forms have a Find Record button select it to search for a previously entered record Type of Care You will be brought to the Find Record screen where you can then search by the displayed fields Find Record Please enter values below to limit your results ETE ET E Col Treament Cheon C vancomycin C No antibiotic C Other Date of Lab Test Acquired Treated Enter your search criteria Click Search to search through the records 16 48 Clicking the field name once will display the entries in ascending order pressing the field name a second time will display the entries in descending order Select the glasses key on the right hand side to view the entire record Find Record Please enter values below to limit your results Hoa conserve O TS Erin TT Cone vancomyci
19. n C No antibiotic C Other MCP Date of Lab Test Acquired Treated 000456789 Male 29 Oct 2008 AC A M Guy Memorial Health Centre AC AC A M Guy Memorial Health Centre AC 123 456 789 999 Male 15 Jan 2009 AC A M Guy Memorial Health Centre AC A M Guy Memorial Health Centre AC 240301404011 Female 10 Nov 2008 AC Western Memorial Regional Hospital Western Memorial Regional Hospital AC AC 368 258 280 011 Female 15 Nov 2008 AC Dr Charles L Legrow Health Centre AC AC Western Memorial Regional Hospital AC 427 947 387 011 Female 10 Jul 2008 AC Bonne Bav Health Centre AC Bonne Bay Health Centre AC 17 48 Delete a Record Both the CDI and MRSA Surveillance Forms have a Delete Record button select it to delete the record you are currently viewing A prompt will ask if you are sure you wish to delete the record select Yes if you wish to continue select No if you wish to keep the record and continue in the Surveillance form HAI Database Ni 2 jJ 4re you sure you want to delete this record Please note Updates and changes are final 18 48 Enter Meditech Data You must enter the information from the Meditech system so that the reports will run correctly On the Main Switchboard select Meditech ain Switchboard View Surveillance Forms Newfouridland Labrador Select the Month and Year for which you wish to ente
20. nal needs 23 HOW CAN COPY MY PIVOT CHART INTO ANOTHER DOCUMENT POWERPOINT WORD PDF ETC Unfortunately Microsoft Access 2003 does not have the capability to copy and paste a pivot chart There are two alternate solutions 1 Select Print Screen paste into the Paint program You can adjust the picture here and paste into another document NOTE If you maximize the pivot chart window before you select Print Screen the quality of the image will be better 2 Save the pivot chart as a pdf you may need your IT support to install this feature on your computer You can import this pdf into another document NOTE You may wish to adjust your Page Setup options before saving as a paf
21. om Month January v Year 2009 To Month Year 2009 Preview Report Save Report The file will automatically encrypt and save two files to your desktop At the prompt select OK f HAI Database E 3 The encrypted report has been saved to your desktop Attach the zip file to your email in the same way that you would any other attachment NOTE The icon may look different on your computer CDAD Report January 2008 to ay March 2008 18 KB Send one report to kellybutt gov nl ca and marionyetman gov nl ca Send the other report to your MOH Note Once attachment has been sent you can delete the file from your computer Detailed Reports At the Main Switchboard select Reports 25 48 View Surveillance Forms Newfou idland Labrador Department of Health Select Detailed Select a Report A Labrador Department of Health Back Select the report type you wish to produce CDI or MRSA and then select the desired dates 26 48 Reports CDI MRSA New oundland r CDI Department of Health O MRSA January Select Preview Report to view the detailed report Neuf tone Dela Rote Hea Pepa Costaium Nak infection CD pte terry Acute Care 2009 Long Term Care Page 14 lt 1 pipi 27 48 January Cap Fatty Rantan an Gad Pagan hasty 0 Pres C ctatan irte Aste Gre LIC Gre Han of irratian
22. on The PID is a unique numerical value required by access in order to create a new user This number does not have to be remembered and will not be used again 42 48 Create User Create A New User User Name Password First Name Retype Password Last Name PID Add a User to a Group Each user must be added to a User Group This is what determines the security settings for a particular user Add User To Group Add User to Group User Name v Group Name Select the User Name from the drop down list Select the appropriate security group from the Group Name drop down list see below for descriptions of security access for each group Admin Administrative rights to the Microsoft Access workgroup file required to add users to the workgroup and assign users to groups HAI Admin Administrative rights to the HAI database required to change permissions on objects Lead Permissions to modify lookup tables ie hospitals and culture locations and modify structure of all objects Data users aka normal Permissions to use the application but no administrative access Select Attach User to add the user to the group Activate Deactivate a user Once a new user is created and added to a user group the new user must be activated 43 48 Select the user from the drop down menu select Activate User to activate the user and allow them to access the HAI Database A user may
23. on Building P O Box 8700 St John s NL A1B 4J6 Phone 709 729 3427 Fax 709 729 0730 E mail marionyetman gov nl ca 45 48 Frequently Asked Questions 1 THE ZIP FILE ON MY HAI DISK WILL NOT OPEN The version of WinZip that you are using may not be the latest version Please talk to your regional IT support to download the latest version online Passwords 2 WHAT ARE THE RULES FOR CREATING A NEW PASSWORD When you log on for the first time you will be prompted to change your password You must select something 8 characters in length and contain one number one lower case letter and one upper case letter 3 FORGOT MY PASSWORD Please contact your regional IT support to create a new account This will not affect any data that you previously entered 4 MY MOH FORGOT THEIR PASSWORD The MOH password is in the zip file on the regional HAI CD 5 WHAT IS THE PASSWORD FOR THE HAI CD Please contact Marion Yetman or Kelly Butt for this password 6 CAN I EMAIL A PASSWORD To ensure the highest standard of data safety passwords must be sent via a different medium than that of the item that requires the password For example if a encrypted file is sent via email than the password may be sent via fax general mail or may be told verbally 7 THE DATA USERS CANNOT CHANGE THEIR PASSWORD This is an identified problem that only affects Data Users All IT folks should have received instructions for this fix Please c
24. one two or more courses were required Acute Care facility LTC facility or other If the patient was in a facility when laboratory confirmation was known indicate the type of service The ICP should use best judgment to determine to which unit the transmission is associated Where was the CDI acquired Nosocomially acquired CDI Long Term Care acquired Healthcare associated Community associated Unknown Why was this specimen collected MRSA Surveillance Form 9 48 Please select the most appropriate option Symptoms occur at least 72 hours or more after the current admission or symptoms cause readmission in a patient who had been hospitalized within the previous two months of the current admission Symptoms occur at least 72 hours after the admission and the resident has not had a hospital admission within the last two months Refers to infections that occur as a result of contact with the health care system for care provided in any of the following locations emergency room ambulatory clinics personal care homes doctor s office nursing clinics in the home within 2 months of the diagnosis of CDI The patient has not had any contact with the health care system within the past two months A patient does not fit any of the above criteria Identify the reason for the CDI testing Follow the same procedure as CDI Surveillance Form this time there are four tabs for which to enter information
25. ontact Marion Yetman or Kelly Butt if you need the instructions to be re sent Reports 8 HOW OFTEN DO SEND THE REPORTS TO THE PROVINCE Please contact Marion Yetman for this information 46 48 9 WHAT REPORTS DO I SEND TO THE PROVINCE You only need to send the Summary Report to the province The Detailed Reports and Pivot Table options are for regional use 10 WHAT DO I DO WITH THE ZIP FILE ON MY DESKTOP ONCE HAVE SENT IT TO THE MOH PROVINCIAL OFFICE Once you have sent the appropriate files to the MOH and Provincial Office you may delete the zipped files from your desktop There is no need to keep these files or to back them up 11 THE MOH CANNOT FORWARD THE UNZIPPED ATTACHMENT To ensure confidentiality the zipped files are not intended for broad distribution Please use the data in the detailed reports and pivot table options to produce regional reports for broad distribution User Access 12 WHY ARE THERE DIFFERENCE USER TYPES WHEN LOGGING IN TO THE SYSTEM Admin Administrative rights to the Microsoft Access workgroup file required to add users to the workgroup and assign users to groups HAI Admin Administrative rights to the HAI database required to change permissions on objects Lead Permissions to modify lookup tables ie hospitals and culture locations and modify structure of all objects Data users aka normal Permissions to use the application but no administrative access 13 CAN MUL
26. ormation and select Save amp Close Note Updates and changes are final If you are viewing a record but wish to enter information for a new case select Add Record to be brought to a blank screen the previous screen will close 3 CDI Form Save amp Close Treatment for CDI Metronidazole CWA Cx C x2 C3 Vancomycin N A O xi O x2 O x3 Patient Information Infection Information Outcome No antibiotic C Other specify os 7 48 Entered by env Entry Date fi 6 Jun 2009 Test Copy Patient disposition at 30 days after diagnosis Alive in hospital due to CDI Alive in hospital for another reason C Alive in a LTC facility C Discharged from hospital prior to 30 days C Deceased Other specify SST CDI Definitions Chart Clostridium difficile associated diarrhea CDI case Comments Date of Admission Date of Discharge Episode Chart number for those facilities that use a chart number as a patient identifier Laboratory confirmation positive toxin or culture with evidence of toxin production For personal use not for entry into the database Please enter Day Month May and Year 2008 in this order Please enter Day Month May and Year 2008 in this order What was the date of this patient s newly identified CDI culture Please enter Day Month May and Year 2008 in this order for the most recent diagno
27. r information 19 48 Meditech Information y D X Meditech Information Please selecta a month and a year then press the search button Month ly ve OO Save amp Close There is a list of the facilities in your region enter the Client Care Days and Number of Admissions as appropriate see HAI Defintions in the above section for a description of these fields Meditech Information Please selecta a month and a year then press the search button Month July Year 2008 v Client Care Days Number of Admissions A M Guy Memorial Health Centre AC A M Guy Memorial Health Centre LTC Baie Verte Peninsula Health Centre AC Baie Verte Peninsula Health Centre LTC Bay St George Long Term Care Center Blue Crest Nursing Home Bonavista Peninsula Health Centre AC Save amp Close Click Save amp Close when you are finished entering the data You will be brought back to the Main Switchboard 21 48 Reports At the Main Switchboard select Reports ain Switchboard View Surveillance Forms Newfoufidland Labrador Department of Health pirical There are two types of reports summary and detailed Summary Reports Select Summary Report Switchboard Select a Report Newfo dland Summary Pivot Charts rador Detailed Pivot Charts Department of Health Select the repor
28. sed episode of CDI Please enter Day Month May and Year 2008 in this order Not applicable if person is LTC resident The time from the start of the symptoms until the symptoms resolve Facility Has this patient ever had CDI before ICU admission required for this episode MCP Patient disposition at 30 days after diagnosis PCU in Facility Reason for Admission Recurrent CDI Reinfection Sex Treatment for CDI Type of Care Type of patient care unit 8 48 Name of hospital or long term care facility where patient resided when the positive culture was identified Assess if the person has had previous testing for CDI and determine if this is a recurrence of CDI or a reinfection Did the patient require an ICU admission due to CDI MCP Number At 30 days post CDI diagnosis where was the person Name of patient care unit of facility i e ICU 3B Why is the person in the facility A case as defined above with recurrence of diarrhea within 2 months of a previous C difficile infection episode A case as defined above whose symptoms started greater than 2 months from a previous C difficile infection Select male or female gender as appropriate What antibiotics were prescribed for CDI How many courses of the antibiotic were required to treat the person x1 one course of antibiotic x2 two courses of antibiotic Other specify indicate the type of antibiotic used and if
29. t type you wish to produce CDI or MRSA and then select the desired dates Note You can produce quarterly reports by selecting 3 months at a time New oundland pre Department of Health 22 48 Reports CDI MRSA From Month Year 2009 To Month Year Preview Report Save Report Select Preview Report to be brought to the Report Screen Note You can print this if you wish to have a copy Select File then Print 23 48 deufi rg Go ario dificile Infection 0D Pent Copy Jerry 208 Meech 2009 Ane i 200 1 Humeratr Cata Acute Care Ho pit In otons Felnioton e Total A M Guy Morrered Had h Carta AC o Toti 4 Long Term Care Ho pihl Intotons Foln otons Total AM Cuy Maura Haih Cartas L WG o Toti 2 Denominator Data Patient Cae Days and Number of Admissions for Acute Care Ho pihl Fatentcare Daye Admicdone A M Guy Mere Hed th Contre AC Gree Wate Penrrada Hadh Contra AC Beach md 4 Barre wee Hadt Strt AC m2 d Hospis AC am Onni Notas dan 4 Mag ard Hath Canta am Can nag ra Turan sada Howth Contre AC i Fag ister Hadh Cinta AC a Send the Report to the Province To send the HAI report to the province select the report type you wish to produce CDI or MRSA and then select the desired dates Select Save Report 24 48 Reports Reports CDI MRSA Newfoundland ieee Department of Health Fr
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