Event ID: Event Started: 11/10/2015 2:54:56 PM ET PLEASE STAND BY FOR REAL-TIME CAPTIONS. Please stand by for real-time captions.

Transcription

1 Event ID: Event Started: 11/10/2015 2:54:56 PM ET PLEASE STAND BY FOR REAL-TIME CAPTIONS. Please stand by for real-time captions. We will get started in a few minutes. We are waiting for people to join. In the meantime, as you are calling in, these remember to put your phones on mute and do not put your phone on hold. This way we won't get back drown -- background music. Thank you. This is sharing. Good morning. I will put you guys and you. Thank you. It is 11:00 so I will get started. Welcome to everyone. Hopefully you have been able to join on the WebEx as well. If you are having any trouble with that, please let me know. The link should take you right there, --. We are collaborating with the Alaskan office of rural health to present today. Welcome to all of you. We may have people from Montana, Wyoming and Montana as well. We ask that you place your phone on mute. I put a note in the chat box. Want to join in on the phone, play sure phone on mute and if for any reason you need to take another call, please do not place the phone on hold. That way we won't get the elevator music. Thank you for that. A couple of housekeeping notes and then we pull turn it over to Linda to get started. As part of our presentation today we are offering nursing education credit. To obtain your CNE you need to attend 80% of today's event. At the and we will have a survey monkey evaluation. Once you pulls out of the webinar, it will link you to that.

2 Need to complete that and send it back If for any reason it doesn't work, I will also post the link. Right it in the chat box and if anyone was having trouble and couldn't get in via the WebEx, me or call me and I will be happy to make sure that you get the link. You should get your CNE with one -- within one or two weeks. If some of you are sharing a computer for today's events, you can use that same survey link to complete it as well. Thank you so much. Now on to the great introductions. We are privileged today to have Linda Russell with us. She is an infection prevention specialist. She is taught many classes. She is currently the director of prevention at a 70 bed IPP hospital. She spends time traveling to rural hospitals to help setup NHSN there works seasonal per --. She is also an expert quilter. But I would add that. [ Laughter ] Linda I will now turn the phone over to you and let you get started with your presentation. I will share my big news with you. I have already shared it with Lori. I am going to be a great grandmother today. That is my excitement for the week. Let's talk about NHSN and talk about the healthcare worker vaccination reporting. During the slide I'm going to open up NHSN so if you haven't seen it to -- before, I will give you a good feel for how to navigate around. Net me figure out how to move the slides. The slides aren't moving. -- Let me figure out how to move the slides. The slides are moving. There we go. Our objective is that you will be able to follow the steps to be able to register within NHSN after this presentation. Your long-term gold objective would be to be able to enter your data for NHSN for the influenza healthcare worker which is due on May 15 at the latest. Let's get started. I had put in some helpful links. Across the top of the page you will see that there are various items listed and there is a drop-down on the right. These are hands out -- handouts it would be helpful for you as you are accessing NHSN. You can print those often get them by your side as you are working. This way you will know exactly what you need. The main link is this one right here on the screen. You will need to select your facility type in order to enroll. When you go in to this you will choose acute-care hospitals and then choose CHH for the critical care access. The good news is it's a lot easier to add things and once you have registered on the NHSN. It's a one-time enrollment. You can go in as the self administrator and add in other options that may be of your interest.

3 The nice thing about NHSN, if you are not a mandatory reporter you can have a plan uncertain data such as [ Indiscernible - low volume ] CAUTI's, blood infections and stuff like that that you can track as well as your healthcare were per -- worker which can be tracked. This has a lot of uses besides what is being mandated for us to report. Amongst the things at the top of the page is the training and preparation. You have to read the information provided there. This is the administrator enrollment guide. When you open the slides you can download the slide and click on the links to get to the different areas that you need to go. The facility enrollment guide will tell you exactly what you need to do. You can then complete the following, the patient annual facility survey, the NHSN forms, be able to pull those down and the instructions come with that.. There are other forms you can access. This takes about two hours and 45 minutes to get through this training in preparation. You have to be able to complete the training. The healthcare worker influence a training is one that you need to complete in order to check off that you have completed the training. When you are getting into this, I am available for you to call me at any time. I can walk you through things. Don't hesitate to use me for that. Yes? Hello? Did someone who question? Hello? -- Have a question? Hello? I would ask you to put your phones on mute. In step two of the registration you need to agree to the rules of behavior. Those rules of behavior state that you will follow the NHSN regulations to the letter of the law., No interpretation -- letter of the law, no interpretation. I think this or that. You have to agree to it. That will take about 10 minutes. Once you complete those two steps you will get an that says welcome to NHSN. Within 24 hours you will get an invitation to register your card which is a security card that allows you to access NHSN using a variety of code. We will move into the registration a little later and I will show you how that works. Without the card you cannot access anything to report anything. -- NHSN to report anything. It takes about 16 minutes to complete the registration with the card. You will need to know a lot of your financial information such as if you have a [ Indiscernible ] -- it is being disclosed to the government to prove that you are someone who can work within stands -- SANS. This takes about 16 minutes to complete this section. I'm now going to walk you through some of these. About 24 hours after you have done the online registration you will receive a verification request . You can sign on that in it will take to the next step. From there you will do this verification and complete the verification. Complete it and

4 have it notarized. Then you fax the form and any supporting documentation. Then you will receive a SANS activation and SANS activation when it is approved. Unfortunately that will be another 7 to 10 days before you can go live on NHSN because your SANS card is mailed to your home address, not to your work address. That's what -- that way it's in an individual card that you can keep forever. The codes of the card is what you use, no two people can use the same card because this is your commitment with the government that you will not disclose anything inappropriate and you will not do anything inappropriate work it takes about 35 minutes to complete this section that will lead you up to the point of getting set up to get the card.. The NHSN forms can be submitted electronically. You can use your password for this and select NHSN enrollment. Once you are done all of the required forms you can fill in contact information and that will take about 32 minutes. It will take a while to get it all in. You don't want to wait until May plan all of your data. Manual send the contact -- content to NHSN. Then you get another three days to get it approved. You can't do all of this at one time. You start out by filling out the initial form and then you get your card and once you do you can update your registration. It tells you all of the different steps, one by one that you can do. As I said, we will play with those in a few minutes. Then you will be setting up your NHSN. Let's go into my next slide. I'm now going to sure my desktop. This is my login to NHSN. When you click on that, this is what you will see. You will see this come up and you will see the red card credentials. You want to use the center one. You have to put your credentials and twice. You use your address if that is how you set. That is what you usually use. You put in your password and I just changed mine sullenly verify I am using the correct one.. This has to be changed every few months. You will get a notification when that is due. You put your password in and you log in. This is what the grid card will look like. On the back of it will have a picture of a computer. It will tell you, I want to do E-3. This is a simple car. I would either type in -- card. I would either type in the number or letter. I would do the same thing for this. You get a couple of tries and then it will lock you out. Make sure you put in the code numbers correctly. You can't see what you typed in. You have to be very careful to make sure you type it incorrectly. Once you do that, then you are in NHSN. When you are setting up your information, all of the guidance I gave you, you can click on the links to get all of that information. You can go to your profile if you need to edit anything. NHSN reporting is where you would go next

5 . Since I am not a -- I don't have clinical access at as -- at a critical care center, I have to click on what I want. This is my hospital information. I am not going to share any of my personal information. One thing you will get is a notification. Every so often you will also get this. You can see this right now. What I am going to do is go back to the slide and let me stop sharing and go back to the slide deck. Once you get in using your SAMS Grid Card, you go to the landing page and on the facility -- on the navigation menu it tells you about selecting locations. This is where you can set up your facility. Because you are doing NHSN and only doing the flu module at this time, you will only have one thing to add to your facility plan. We will be switching back and forth between NHSN in my screen. Hopefully this will be too confusing. In the reporting plan you're going to go here and add your plan. Unfortunately, you can't add your plan for 2016 until the end of January because they put in the new definitions. Anything you put in will be overwritten. You are asks to do your report in May. You only have to put in one reporting plan for May You would do influenza vaccination summary. You would hit say then your plan is in for the year. If you want to report throughout the year and have data put in you can do that but NHSN will overwrite whatever you have put in in the past with whatever you put in today. You have to do a cumulative. It is easier just to put it in one time. The earliest you can put it in would be after 31 March. That is when the influential -- influenza vaccine information will be in. For we will talk a little bit more about how you choose people at that time. We talked about the facility forms. You can add and edit. This is what you have to add in. You can add in your survey for the flu. It will ask you before you change paces -- pages to make sure that you want to do it. Manual put right here I would have to add my summary. When you do your facility plan you can add it here. I am going to bring up one from [ Background Noise ] Just to show you one. You have to do your survey but it will not let me share it. This is the information they will ask for. It will ask total beds, admission days, outpatient encounters, hours worked by all employees. You can put this information in here and do other things as well. It will ask you your total number of healthcare workers. If you want, you can put a lot of information into NHSN. Your flu summary, when you get to that point you will add the summary. You can continue here and put in how many people -- this is the report you would actually do in [ Background Noise ] I didn't save it yet because I won't put it in until then. It talks to you about how to put it in. One of the things you can do as you are doing this is -- I have an employee that I gave a flu shot on October October 3 and they left on October 5. If they spend at least one day in your facility, you need to fill this out. This would be trainees, volunteers,

6 students, any contract personnel. You can track the contract personnel this way but it is not required. The first three columns are required. This is a written documentation of a vaccine at another facility. This is for a contraindication. This is the number that declined. This is for the ones that have an unknown vaccination status. The numbers in these rows have to add up to the same number in the top row. That is how you do your reporting. Let's stop sharing and go back to the slide deck. I've gone through quite a bit with you on how to do this. Now you have to be in NHSN already be a user to do this. You only have to do it one time between March 31 in May it one time between March 31 in May 15. As long as you have your data and front of you from a you can put in there one time and go in. It makes it much simpler This way you can tell how many people have done their vaccination. If they did it October or September, you still count them as being vaccinated. You have to keep all of these records. The other thing that you can do is you can add other users. That doesn't mean you can add other users to use your SAMS Card. What it means is you can give them permission to start going through the process that you are going to go through. It is recommended that each facility have at least two people with administrative right for NHSN. That way of one person leaves you will have someone else who knows how to go in and add users. If you're person leaves and you have no one that has administrative right it is a much more difficult process to get someone else in as an administrator. Please make sure you have at least two people with administrative rights. [ Indiscernible - Intermittent Audio ] You would go to your link as I showed you on my page. I have the link that I keep on my desktop and I can just click on it and it takes me right to NHSN. You can type in CDC.gov/NHSN and you can go in there. Right now all that is required is the flu vaccination module. This could change in the future. You will already have access to NHSN and you can add those modules. You will be able to do those. Our other resources that are available for you -- at the address that you can see on the screen. You will have the slide that you can download from the top of the screen. Let's go back into NHSN. Let's do some navigation around it. Your reporting plan is the first thing you will put in. As I said you will add your plan. You only have to do one month. You can save it. Mine will drop off after the first of the year so I can save it there. You can add your numbers in or you can actually add, all of your healthcare workers, if you want to do that. You can add them and watch them. These are just some options. You can have lab test there as well. Exposures can be added. This is the additional things that you

7 can do. Your prophylaxis and treatment. It's mainly this at the bottom. You will be doing the summary come in the analysis of the data. You can generate a new data set to what you call output -- they call output options. At the end of the flu season you want to make sure you have a copy of this available in case someone questions you. We would look at your healthcare worker vaccination module for influenza. Once you have bring your data you can bring all of this information up for your CDC defined output. There's a whole bunch of different reports that Arcand reports that you can run. -- are canned Reports that you can run. You have to print the report from here. Let's say this is my 2013, 2014, and It tells you how may people were if -- vaccinated. You can look at this any time you want to see where you are in your vaccination progress. One of the things you are going to have to do, because we are required to report to the state, anything that we are required to report to NHSN or CMS. We have to confer rights to the state. They will send you the coordinator #that you can be on the network -- so that you can be on the network. This is the HAI network. There are quite a few things you can do with inferring rights but only the administrator can do this. I have gone through some basics for reporting it. You will get these alerts. Let's go back to the home page. I am going to go into the patient safety really quick the and show you how to have these forms,. The forms will come up a little different for your users in facilities. The survey will be a little different when you come in. When you want to add a survey -- [ Pause ] -- This is my This talks about all of my data. This is the kind of data you are going to have, number of patient dates and things like that. [ Background Noise ] You need to talk about what kind of reporting you do. If you do other reporting, you will be doing that. The main thing is your facility. You will be going into your facility and adding in all of the information that is requested. Mainly are facility information and the monks that is your CMS number. You have to have your other numbers that are reported, your hospital information, who your main contacts are, who is an administrator and to what data. You need to be able to see all of that information. These are some of the things you will have to put in. I'm going to stop sharing again let's --. Let's go back and rehash. We are now going to show some slides. This is your SAMS Grid Card and login. You want to use the center one. You want to put in your username, usually your and your password. Your password will have to be changed several times throughout the year. You will get a notice from them when it is due to be changed. [ Indiscernible - Intermittent Audio ] Login. You put in your three digit code that comes off of your SAMS Grid Card. [ Background Noise ] Go to your NHSN reporting. You have your guide which

8 helps you learn how to do this. You were going to choose the healthcare patient personnel safety. That is where your healthcare facility information is for your flu vaccine. You are going to choose your reporting plan. You are going to add your reporting plan. We did that already. I went through this quickly. I now want to open it up and I want you guys to ask me questions so that I can go into NHSN and show you these things. Let's go back to sharing my screen. Can you open up the line in case people have questions? Yes, your lines are now open. If you have a question, take your phone off of mute and feel free to ask a question. You are also welcome to type a question into chat if you prefer that. We will be sure to relay that to Linda. What questions do we have? Clear as mud? I have a question for you all. How many of you hard are using -- how many of you are using NHSN currently? Lori, this is Shelley. I think the only critical access with NHSN is South Penn, I believe. I might be wrong. Currently we have, in Alaska, there are two that I am aware of that are enrolled in NHSN. One is not using it much in the other is very active. I believe both are on the phone today. All of our IPPS, that prospective payment system, all of those hospitals are required to use NHSN. All of our IPPS hospitals in the state are using NHSN. I see that [ Indiscernible ] is using NHSN. Searches also using NHSN. Think you for joining us today. [ Overlapping speakers ] go ahead Linda. Let me show you some of the other handouts. Here is your annual hospital survey. Here is your patient safety component annual hospital survey directions. Here is your facilitator administrator enrollment guide. As you scroll down, this is a long guide. It has quite a bit of information on how to get enrolled. These are some cutouts you can do of the different slide. If you need to assign locations, you can do that. You may want to walk to this together so that as you set up you can have someone else that can verify. You can also call me on the phone and I will schedule a time to walk you through this. I will have NHSN open at the same time on my end and help you walk through it. -- Help walk you through it. In case -- I am going to interject a question that was asked in the chat. In case some of you were not able to join on the webinar. The question was asked, if you have an

9 employee that leaves the facility, how do you protect access to the hospital data. I typed it in the chat. You have to have someone in your company such as a CEO or COO, they can send a signed letter on a company letterhead in send it to NHSN and they will remove that person immediately. If you have a second administrator, I will put my name in here. You can going here and click on effective rights. Then you can take away all of their rights right here. As you can see, I have all of the rights because I am an administrator. I have the responsibility for this. But you can take away all of their rights and deactivate them right in here. Then they can get into anything. This is why it is so important to have a second user or second administrator in NHSN. This is harder for our critical care hospitals but a good idea to do that. This is a good example of why. Here I have two people besides myself. I actually have three, my employee help nurse, my informatics nurse and my quality director. They all have rights. The informatics nurse has administrative rights. The others have rights to enter data. You can have as many people in your hospital be able to access it is you want me you should have at least two administrative users. There is an important export feature is all. The flu vaccine is a lot easier to just type in instead of put it in the format that they want for you to import I use a data mining program. This way I can just upload my list of the seconds of -- sections and procedures. But I have to type everyone into NHSN. But for something like this, you don't have to use the import/export feature. Any questions? This is your opportunity to find out anything you want to know about NHSN. If you want my phone numbers, let me give them to you right now. I think I put it on the last slide. Maybe I didn't. I meant to. My work phone number is My cell number is I am usually at work between 8:30 and 5:00. I answer my calls on weekends as well. I can't get into NHSN from home because I don't take my computer home and work home anymore. -- At home anymore. If you have any questions don't hesitate to call me or fax me or text me or me, whatever you would like to do. My is l.russell@mrmc.com. Shelley, here is the comment. Each person has the same rights after the signing process. That is correct. Carol asks, she says she's actually done a letter to remove someone. You can do it that way. How do you protect the hospital when someone goes on leave? Have I missed anything Lori?

10 I think we are caught up in the chat. I have put in your and phone numbers. I also let people know I will send that information out after the webinar. I am available to anyone, if there is some place that I can drive to, I don't mind taken a day and going somewhere and seeing someplace new and visiting with you. I've done that to help people. I am more than willing to do that for you. I still work with people all away around the United States. I've even had a couple of international people I have walked through going through the reporting process. Please don't hesitate to call me if I can help you in any way. Are there any other questions about the influenza vaccine or NHSN module that anyone would like to ask? [ Overlapping speakers ] On the top of your screen, the gray part, you will see a banner area that says Quickstart and currently it is highlighted. It says Linda Russell. Each of the areas to the right, including the drop-down area have the downloads, I think there are a total of eight.. It's 8+ the slides. You will be able to click on those and download them -- there are a total of eight handouts. It is a 8 plus the slides. You can save each of the documents including the presentation. We will send that out to all of you electronically following the webinar as well. This is Preston. The say that feature -- save the as "save as" feature is grayed out so I can't do it work --. Thank you for that feedback. If anyone needs help after the webinar, thank you for -- feel free to contact us. My. -- It you can either reach me at I am so glad to see many of you in attendance today. There are some of you who currently use NHSN frequently and some of you who aren't enrolled at all. Some of you may be in that in between place where you are enrolled but not really using it. Are there any other questions that people have thought of? If you would like to us privately, you are welcome to do that. I thank all of you for joining in today to the webinar. We appreciate your participation. We will close the webinar now, if there are no further questions. Please remember as you click out of the webinar section, it will link you to the survey

11 monkey link. Please remember to do that. I will type that in here as well and put it on the screen as well. It should link you to it when you close the webinar. I would ask that you fill out an evaluation and let us know what you think of the presentation today. For those of you who are nurses and would like see any credit, -- see and it credit, -- CNE credit, you will have to click on that to get your certification as well. Thank you Linda for sharing this with us. We look forward to future presentations. Thank you all for attending. [ Event Concluded ]