CinC Data and Digital_ Question and Answer_28 Feb22

COVID-19 Care in the Community Q&A Omicron Response – Technology planning & delivery Regional Hub Session 4 Week commencing February 28th 2022

Questions and Answers

COVID-19 Response Q+A’s Question (Amendment) How can I view a list of all the patients at my GP practice that needs contacting?

Answer GPs will be notified when one of their patients test positive and will be able to view the patient's record in CCCM/BCMS when accessing via HealthLink forms in their PMS. If accessing via the full web version of CCCM/BCMS, practices can filter for their patients using the Search and Filter function to search by Allocation Field.

• Note - this will only work if the GP Practice Name (or appropriate pre-agreed abbreviation) has been entered into the patient's BHR in NCTS in the Room Number field.

• If you are a GP who requires access to the dashboard, please contact your Regional Care Coordination Centre for access.

The creation of Border Health Records (BHR) for patients (Cases) when they test positive for COVID-19 is now automated, along with the auto-allocation of a Case to a Community Care Hub based on the criteria of the DHB associated with the Case's NHI, if they are a prioritised ethnicity for that DHB, and/or postcode.

(Updated) Who creates the initial CCCM/BCMS record?

When a patient tests positive for COVID-19, a Border Health Record (BHR) will be automatically created at the time of COVID Case creation in the National Contact Tracing Solution (NCTS). A facility within a Care Coordination Hub will be automatically allocated based off the agreed allocation rules (NHI DHB, prioritised ethnicity, and/or postcode).

BHRs are automatically assigned to a Health Provider - the GP practice is automatically populated on the BHR 'Room Number' field in the NCTS and corresponding 'Allocation' field in CCCM/BCMS. The GP practice will be the one on record according to the patient's NHI & NES data.

In the event of a case not fitting within the allocation rules, Whakarongorau Aotearoa will be allocated.

How can I see if a patient is self managing?

The patient's care plan (self vs active) can be viewed on the banner, as well as the dashboard.

Please ensure that an Acuity score is also present – and then you can be sure a clinical person has reviewed them and agreed with the self management pathway. If there is no acuity score – it means this is the default allocation and needs a human to review and ensure this is right for this patient

COVID-19 Response Q+A’s Question How do I change a patient's care plan?

Answer An update has been made to enable CCCM users to select a patient (Case)'s Care Plan Assessment to be either Self Management or Active Management on the Regular Health Check (page 5)(screenshot 1). All cases will be automatically assigned to Self Management, so please update cases to Active Management as deemed appropriate during a regular health check.

Where a Care Plan is selected in CCCM, this information is sent to NCTS to enable NCTS users to identify a Case's Care plan. The Care Plan is visible on the Case (screenshot 2) (1)

(2)

COVID-19 Response Q+A’s Question How do I (a GP) report a RAT result?

Answer GPs can report a RAT result by selecting the link in their HealthLink Forms via their PMS, and selecting 'Supervised Rapid Antigen Test Report' under Referred Services.

The report will take approximately 30 minutes to appear in ESR éclair and will trigger the case event in NCTS from there if positive.

How can my patients obtain confirmation of their COVID test results in My Covid Record?

HOW TO VIEW RECENT TEST RESULTS IN MY COVID RECORD: COVID-19 test results from the past 90 days can be viewed in MCR. To do this; 1. Login to My Covid Record, https://mycovidrecord.health.nz/home 2. Scroll down to COVID-19 test results. Results can be expanded for more detail.

3. This could then be shown to someone else e.g. employer, from the mobile phone screen, or screenshotted and saved, from a mobile or desktop device.

Verified tests are represented with the 'verified' badge. In order to gain a verified test result, the test must be supervised by an authorised person.

COVID-19 Response Q+A’s Question

Answer

Is the functionality to add patients to CCCM from Primary Care available now? (Omicron Phase 3)

We are aiming to have this available Mid-March. Until then, there is the option to enter RAT results as diagnostic via the HealthLink form. Alternatively, patients can also enter their self-test results via My Covid Record.

Does having welfare needs exclude a case from self-care?

No - having welfare needs does not have any bearing on a patient's care plan.

Is there currently the option to fill out the self-service form on behalf of someone else, as their caregiver or proxy?

There is currently no 'on behalf of' option, but it is a priority for development.

How is a person's NHI being matched to their self-service form?

The current process is that once the ESR éclair record is sent to NCTS, the person's NHI is pulled and then the SMS text message is sent with a unique code that links back to the NCTS case. The person then has to enter that code AND their exact birthdate before they get access to the self service form.

There are also assisted channels via the 0800 number to help people fill out the form. Ultimately, if a person does not respond to the self-service form within 24 hours, they will go onto the queue for contact tracing to manually follow-up.

COVID-19 Response Q+A’s Question What notifications will I (a GP) receive in my PMS Inbox?

Answer 1. Positive Lab Result from ESR Éclair (results should include those uploaded via My Covid Record and other positive RATs - we are currently working on making sure all these results come through to GPs) 2. Covid Community Case Inform via National Border Solution (NBS) When completing a session in CCCM, a PDF will be written on what has been done in CCCM up to that point. Selecting 'Complete Session' will trigger the PDF to be written back to your PMS Patient Outbox.

Example

Some pathways indicate that caring for covid positive patients in primary care is optional- if practices opt out what happens to the care of those patients, or is this not the case ?

This is regional decision – please refer to your regional hub.

How can I request a SpO2 monitor for a patient?

This is a regional decision – please refer to your regional hub.

COVID-19 Response Q+A’s Question

Answer

What if we (GP) have a positive result but no CCCM record?

Please contact your local Covid Care Coordination Hub. This should happen significantly less now, with the automatic creation of records.

Do we (GP) still send a release letter to the patient?

Yes - this process is currently not automated. GPs can continue to provide 'release from isolation' letter certificates. However, as it does take up precious clinician time and resource, the MoH Data and Digital team are in the process of developing an automated SMS message to release people from isolation.

Note - there may be a delay up to 4 hours between a positive test result being uploaded and the CCCM record being created.

There is also work being done with MBIE to ensure that employers are aware the SMS message will be sufficient validation of release.

Do Public Health call cases to release them?

No - Public Health does a note review once you have marked the Final Health Check as complete.

Can I advise patients at Day 10 that they are released from the system?

Yes - on Day 10 provided that the patient meets all the requirements for release, then you (GP) can advise them that they are released from the system.

Public Health does not need to release them.

Why is a CCCM record marked black?

This is in reference to the validation of NHI in BCMS/CCCM.

Note - soon this will change to being that once you (GP) release them after the Final Health Check, the case is released.

When a record comes into CCCM, it is initially marked black. The system will then automatically check (approx. once every hour) to validate the record. If the name matches the NHI, the record will change to Green.

If not, the system will change the record to Orange to request a manual check to validate the NHI. To manually resolve Orange names, use the Validate NHI button in the top right of the Person Information page. Gender is also often an issue with validating. If the record turns Red, then it indicates that the NHI the patient tested on, and the one against their record in the system are different (i.e. the patient's NHI has changed).

COVID-19 Response Q+A’s Question

Answer

How do I (a Hub staff member managing case lists) view patients who have NOT had any contact in BCMS/CCCM?

Filtering your list of patient by Initial Assessment will show all patients that have not yet had any contact in BCMS/CCCM. Filtering by Reg Health Check will show those who have not had any contact for today.

COVID-19 Response Q+A’s Question

Answer

How do I sort patients by acuity score in the main dashboard?

The 'Sort By' dropdown in the main dashboard has an option for descending acuity rating. Selecting this will sort the patients by acuity score from high to low.

What do I (a GP) do if I submitted an incorrect supervised RAT result done via HealthLink?

In the event of entering an incorrect RAT result, please use the official 'correct my record' via https://helpmycovidrecord.powerappsportals.com/