Updates to Weekly COVID-19 Vaccination Data Reporting: Long-term Care Facilities – Jan. 2024

welcome to the training session on reporting covid-19 vaccination data on Healthcare Personnel this webinar is geared toward long-term care facilities submitting data through the covid-19 vaccination module the long-term care facility component my name is Elizabeth Kile and I work with the division of healthcare quality promotion at CDC as a reminder facilities can contact CMS with questions about reporting requirements please use the email addresses listed on the slide to contact the appropriate program the main objectives of today's webinar are to review the foreign changes in the nhsn surveillance definition of being up to-date with with covid-19 vaccines please note that the form changes are now implemented in the nhsn application beginning with the week of January 1st 2024 we'll then review example scenarios of how to report data on Healthcare Personnel working in long-term care facilities please note that the slides from last week's webinar are already posted to the nhsn co9 vaccination web page we will post updated slides from today's presentation in the coming weeks let's start with an overview of how the weekly covid-19 vaccination data collection form has been simplified for healthcare personnel I'll now provide some brief background information on form changes the covid-19 vaccination reporting form for healthcare personnel has been simplified by removing the question on complete primary Series this reflects the latest guidance from CDC and the FDA it also allows for us to collect data that are most relevant for public health in addition the change enables us to be consistent with CMS Quality Reporting program measures since this will now transition to collect data on upto-date vaccination the change allows for Align with the covid-19 vaccination form for residents please note that there are no changes to the resident form so here's a view of the previous weekly covid-19 vaccination form compared to the updated form that became available in January of 2024 let's review the key points for today's [Music] presentation beginning in January 1st 2024 up toate vaccination is now captured in question two formally question four and data on primary vaccination series are no longer collected Healthcare Personnel should not be counted as up to- dat with covid-19 vaccines until they receive the 2023 24 updated vaccine nhsn is monitoring data and sending data quality Outreach to facilities who are now reporting a higher than expected number of healthcare Personnel who are up to date and finally questions 3 .1 to 3.3 will now refer to healthcare Personnel who are not up to date for question two so now we'll look more closely at the specific Forum changes this slide highlights that we are removing the question on the cumulative number of healthcare Personnel who received complete primary series which is question number two the question on upto-date vaccination which was previously question four is now moved to question two and as mentioned before this mirrors the data collection form for long-term care residents please note that question number three the cumula number of healthcare Personnel in question one with other conditions now relates to healthcare Personnel who are not up to date with covid-19 vaccination in the next few slides will review how to answer questions 1 2 and three on the form for question one facility should enter the number of healthcare Personnel who were eligible to have worked at the facility for at least one day during the week of data collection please note that the vaccination status for all Healthcare personel reported in question one must be reported in either up to date with covid-19 vaccines which is question two or other conditions which consist of questions 3.1 to 3.3 also the sum of the numbers entered for questions two and 3.1 to 3.3 must be equal to the number entered for question one if the numbers are not equal the application will not allow ow for the data to be saved and will instead generate an error message question number two ask for facilities to report the cumulative number of healthcare Personnel who are up to date with covid-19 vaccination and you should only count Healthcare Personnel who receive the 2023 24 updated [Music] vaccine please note that many Healthcare personel who previously had completed the primary series will not be counted as up toate question number two does not refer to primary vaccination series anymore so please note that these data are no longer collected facilities are encouraged to use the document titled understanding key terms and up-to-date vaccination to review the definition of up-to-date vaccination by each reporting quarter let's discuss data quality Outreach for question two facilities should only count healthc care Personnel who received the 2023 24 updated Co 19 vaccine if you don't have any Healthcare Personnel who received the updated vaccine please report zero for question two also we observed many facilities are reporting a higher than expected number of healthcare personnel as up to date beginning with January 1st if there's over reporting the inages and team will send data quality Outreach emails to facilities to request review of the data for question two question number three pertains to the number of healthcare Personnel in question one with other conditions in other words these Healthcare Personnel are not up to date previously the questions recorded why a healthcare worker did not receive a primary series vaccination now the questions record why a healthcare worker is not up to date question 3.1 is defined as not up to date due to having a medical [Music] contraindication question 3.2 is defined as offered but decline the vaccine required to be up to date question 3.3 is having an unknown or other vaccination status keep in mind that individuals who are not up to date must be reported in question three individuals having a medical contraindication that prevents them from receiving the vaccine that would make them up to date are reported in question 3.1 individuals who are offered but declined vaccination that would make them up to date are reported in question 3.2 all other individuals who are not reported in question 2 3.1 or 3.2 are reported in question 3.3 which is unknown or other Co 19 vaccination status we'll now review some instances of individuals who should be included in question 3.1 individuals are counted in this category if they're medically contr indicated for example if they have a severe allergic reaction when receiving a previous covid-19 vaccine dose or if they had allergies to any of the ingredients listed in the covid-19 [Music] vaccine we'll now review some instances of individuals who should be included in question 3.2 offered and declined vaccine in one example a facility held a vaccine clinic to offer the 2023 24 updated [Music] vaccine prior to the clinic an employee informs the clinic organizer that they do not wish to receive the [Music] vaccine in another example a newly hired employee was offered the updated covid-19 vaccine during a new higher Health interview the employee verbally declined the [Music] vaccine we'll now review some examples of individuals who should be included in question 3.3 individuals can be counted in the category if the facility could not determine an individual's vaccination status so for example a facility is not offering the covid-19 vaccine and does not have information on an individual's upto-date status another example is if an individual received vaccination outside the facility but did not provide a written documentation of [Music] vaccination as a reminder please note that individuals can self-report in writing that vaccination was received elsewhere or provide documentation of receipt of the vaccine documentation should include the date and location of where the vaccine was received and the vaccine type individuals who have not yet declined or indicated that they would like to receive the vaccine are also counted in question 3.3 in some cases individuals are trying to obtain more information about the vaccine in addition some individuals may be planning to receive the vaccine but they may not have had the time to receive this or attend a vaccination clinic now let's look at how to report data on Healthcare Personnel using the updated form here's an example using the employee category out of the 100 employees reported for the week we see that 75 of them are up to date with vaccination two employees reported medical contraindications 10 declined vaccination while 13 reported unknown or other vaccination status when you add the numbers that are reported for questions two and three you see that they add up to the number reported for question one which is 100 we'll now review the definition of upto-date vaccination that is being used for quarter 1 of 2024 the definition of upto-date vaccination for nhsn surveillance has changed over time facilities should use the definitions outlined in the following document linked on the slide for each reporting quarter this slide lists the various covid-19 vaccine types to be considered up to date an individual should have received a 2023 24 updated covid-19 vaccine on September 12th 2023 the updated fer and madna vaccines were recommended by CDC for use in the United States on October 3rd 2023 the updated novavax vaccine was recommended for use for the current reporting quarter beginning in January 2024 individuals are considered up to date with their vaccines for the purpose of nhsn surveillance if they received a 2023 24 updated vaccine this slide presents the information we have discussed in a flowchart format the facilities can use a flowchart to decide if a healthcare worker is up to date with covid-19 vaccination now let's review a few examples of how to report covid-19 vaccination status for healthcare Personnel this example focuses on Chloe who is a healthcare worker Chloe received two doses of the original madna primary Series in June of 2021 she received a balent madna vaccine in December 2022 and received a 2023 24 updated covid-19 vaccine in September 2023 where do we count Chloe and in this example we would count Chloe in question number two up to date because she received a 2023 24 updated vaccine for our second example Mark received a dose of the balent madna covid-19 vaccine five months ago but declined all covid-19 vaccines since then in this instance Mark should be counted in question 3.2 decline a vaccine because he declined to receive the 2023 24 updated covid-19 vaccine it is a healthcare worker she refused all previous covid-19 vaccines but decided to receive the 2023 24 updated covid-19 [Music] vaccine where do we count kit kit should be counted in question number two up to date because she received a 2023 24 updated covid-19 [Music] vaccine in this scenario Josh received dose of the balent fizer vaccine on August 15th 2023 he's unsure if he'll receive the 2023 24 updated vaccine but it hasn't been offered Yet Josh should be counted in question 3.3 unknown or other covid-19 vaccination status because he has not yet received the 2023 24 updated vaccine but he has also not declined this in our final example Michael reported a medical contraindication and this prevents him from receiving the 20232 24 updated covid-19 [Music] vaccine Michael should be counted in question 3.1 because he has a medical contraindication that prevents him from receiving the 2023 24 updated covid-19 [Music] vaccine let's briefly review the key points again for question number two only count Healthcare Personnel who received the 2023 24 updated covid-19 [Music] vaccine please note that many Healthcare Personnel who previously completed their primary series are not counted as up to dat question number two no longer pertains to primary series and this was removed from the forms and data are no longer collected in questions 3.1 to 3.3 now refer to healthcare person Personnel who are not up toate we'll now review additional updates and reminders about nhsn data [Music] reporting nhsn previously used data quality assurance alerts however these have now been retired facilities can now use the resident vaccination line listing report to review weekly RSV and influenza vaccination data submitted by facilities or groups these data are included in the line list titled line listing all covid-19 vaccination cumulative summary data for residents to find the line list please go to the covid-19 respiratory pathogen module in the covid-19 vaccination folder in the analysis tab within an [Music] HSN as a reminder if a facility decides to use the person level vaccination forms they automatically apply the up-to-date definitions for you for quarter 1 of [Music] 2024 CDC encourages facilities to use these forms as they help to manage and organize the reporting of covid-19 vaccination data we'll now review how to access the additional resources available to facilities the long-term care component website contains links to a variety of training materials including quick reference guides training slides and information on CSV file upload for facil who use CSV file upload please note that the CSV files have been updated and remain an option for submitting data this slide shows where the Personnel vaccination resources are located you'll find several guidance documents along with information about CSV data import CDC is happy to assist with any questions you may have please use nhsn service now to submit questions the new portal can be accessed using the link on the slide this concludes the presentation thank you so much for your time