Question and Answer_14March

COVID-19 Care in the Community Q&A Omicron Response – Technology planning & delivery Regional Hub Session 6 Week commencing March 14th 2022

Questions and Answers

COVID-19 Response Q+A’s Question 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.

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 – Acuity scores of 1/2/3 indicate that a patient is self-managing. 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 supervised RAT 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?

From Friday 11 March, RAT results can be recorded on behalf of the ‘case’ through My Covid Record. Consumers are able to update multiple NHIs within the same 12-hour period, however, can only update the same NHI once every 12 hours. Where a consumer is reporting on behalf of a case, they will not be able to see or edit this on their own MCR account.

• If the on-behalf of consumer is does not have their own mobile number, the person reporting may use their own. Positive results will get a text notification to the mobile number specified.

• Later on, if that person does have a MCR account, they will see the test result (positive or negative)

GP direct entry of a probable case into CCCM/BCMS is currently in progress.

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.

Important tip: MCR validates the NHI, Name, DOB against the COVID Immunisation Register (CIR), not the National Enrolment Service (NES). This means that consumers can only report a RAT for people who have been vaccinated. Where a consumer attempts to record a RAT for an unvaccinated person, an error screen will display, and the consumer will be prompted to call 0800 222 478 instead.

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.

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) (example below) Example

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.

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

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

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

How are cases notified when their required isolation period is completed?

Automatic Isolation Release Notifications have now been enabled (Thursday 10 March) to be sent to positive cases who are self-isolating once their required isolation period has been completed. This notification will inform Cases that their isolation period has ended.

How does the reduction in Isolation Period from 10 days to 7 days affect Cases and household contacts?

The isolation and quarantine requirements for cases and their household contacts has been reduced from 10 days to 7 days, as of 11.59pm Friday 11 March 2022. What this means for: • Cases: Cases are required to isolate for 7 days. The case’s Day Zero is from symptom onset, or day of test taken, whichever came first. Cases isolate for 7 full days, and they are free to return to normal activities on what is effectively day 8.

• Household Contacts: Household contacts isolate for the same 7 days as the case. Household contacts can go back to their normal activities on the same day as the first case in their household, so long as all test results have been negative. Household contacts should continue to self-monitor for symptoms up to Day 10.

Note: Predicted isolation start, and end dates will be updated in NCTS and CCCM to reflect this change.

Why is a CCCM record marked black?

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

COVID-19 Response Q+A’s Question

Answer

Do we have to use the risk score for call prioritisation if we have already developed a risk score for our own patients?

No - We suggest you use your own risk score over the ‘risk score for call prioritisation’, of which relies on age, ethnicity, and vaccination status. There is also further work underway for a more extensive risk tool.

How can I easily see from the Dashboard which patients have ben assessed?

If a patient has an assigned acuity score, this is an easily viewable indication to indicate a patient has been assessed by a care provider. Acuity scores of 1/2/3 indicate self mx.