StaffVax – Web Based Staff Health Management Program

Greater Southern Area Health Service

Abstract

GSAHS StaffVax is a computerised staff health program designed for confidential storage of staff infectious diseases screening and vaccination records and other staff health management requirements. It was initiated in 2002 as a Clinical Practice Improvement Project which utilised the principles of the Clinical Practice Improvement Model and the PDSA cycle. In 2008 it evolved from an Access database to a comprehensive web based program capable of meeting the recording and reporting requirements of NSW Department of Health PD 2007_006 Occupational Assessment Screening & Vaccination against Specified Infectious Diseases. It is available on Intranet under Online Applications.

Aim

GSAHS StaffVax aims to create a confidential, secure reporting system for recording staff vaccination, immune status and follow up information, which will provide the necessary aggregate data as required by the Department of Health.

Nature of Problem

Prior to StaffVax, GSAHS facilities had either a very basic database program or a paper based system. These systems were limited and offered little or no ability to generate aggregate data or reminders.

Although a number of commercial staff health programs existed, StaffVax offered a cost effective alternative for the Area Health Service. The project phase of StaffVax was developed in cooperation with three personnel responsible for staff health and the Clinical Systems Program Manager. The parameters of the program were established during the diagnostic phase. Sustaining the improvement process generated by StaffVax involved offering enhancement questionnaires to users to enable them to contribute to the ongoing improvements and refinements of the program.

Extent of the Problem

NSW Health Policy Directive 2007_006 Occupational Assessment Screening & Vaccination against Specified Infectious Diseases, aims to assist employers meet their occupational health and safety (OHS) obligations and duty of care to staff, clients and other users of the health service premises.

To achieve this, employers must assess all staff to determine: their level of protection against specified infectious diseases and their TB status. This data is reported to NSW Health¹. Employers must retain a secure and confidential clinical record of each employee’s risk category (including the date of categorization); the staff pre-vaccination assessment details (including date of assessment), date and results of all tests; and dates, batch number, type/brand name of all vaccines administered¹.

In order to meet the Occupational Screening and Vaccination policy directive parameters, a comprehensive approach was needed which included ease of information input and retrieval to achieve optimum efficiency and time management.

Strategic Importance

The StaffVax program can be used as a tool to build on existing OH&S initiatives, and promotion of a safe work environment by enhancing awareness of vaccination status for management, control and reporting in accordance with NSW DoH PD2007_006. The  end product is a measurable reduction in the transmission of specified infectious diseases and a sustainable GSAHS workforce.

Staff health managers are able to plan and deliver vaccination programs and campaigns, using evidence-based strategies, to promote health and wellness and prevent injury and illness.

Planning and Implementation Solutions

Planning and implementation of GSAHS StaffVax was a collaborative exercise which was welcomed by staff involved in staff health matters. StaffVax offered a significant improvement to previous systems utilized for maintaining staff vaccination and screening records, and a positive user survey was undertaken in November 2004.

In 2008 GSAHS StaffVax was adapted to a web based program. Centralizing the system enhanced efficiency, whilst maintaining its integrity as an individual confidential campus specific program. New and terminated employees are added remotely to the program on a weekly basis, so staff health managers always have current employee information.

Simple tick boxes and drop down lists for most parameters means that personnel with basic computer skills can negotiate the program easily.

Front screen containing biographic details from Human Resources 

GSAHS StaffVax has the ability to document all the requirements of PD 2007_006 and more. StaffVax records:

• risk categories
• staff department
• vaccination consents
• batch, brand and date of vaccination
• serological screening
• adverse events after vaccination
• immune status
• allergies
• body fluid exposure dates
• disclaimer information
• staff who handle cytotoxics

The program’s reminder system enables forward planning of staff health clinics and generates reminder letters or emails for:

• subsequent vaccines
• Hepatitis B serology, and
• follow-up for occupational exposures

The GSAHS StaffVax saves reports as Excel spreadsheets enabling staff health managers to actively target staff that don’t demonstrate protection. Data can be retrieved to aggregate data i.e. percentage of immune or non-immune staff for specified infectious diseases. The program also records participation in the annual staff influenza program, with capacity to generate annual influenza reports to demonstrate an increase in vaccine uptake or to compare against sick leave. Additionally, the program can generate reports of staff by category, latex sensitivity screening², staff that perform exposure prone procedures (EPP), Staff Personal Record card distribution and individual staff records.

GSAHS Staffvax Report Screen

Outcomes and Evaluation

Staff personal health information is now able to be maintained in accordance with the Health Records and the Information Privacy Act 2002, the principles which are provided in PD2005_593  Privacy Manual (Version 2)- NSW Health¹.

Education via teleconference has been provided to users at 23 individual sites, with positive feedback received from all.  Further education is planned for the remainder of sites as the program continues its roll-out.

The success of the program can be demonstrated in its reporting capacity. For example, when the access database was converted to the web based version in January 2008, the overall facility compliance at Wagga Wagga Base Hospital was 31% (staff demonstrating protection against four specified infectious diseases). In May 2008, the report demonstrates 59.6% protected. The information for disease protection and TB screening is current and easily accessible and reports are immediately available, providing a useful tool in the event of exposures.

Sustaining Change

The program is able to sustain change due to its ability to be updated by the Clinical Services Program Manager to meet future reporting requirements of NSW Health and users. It will continue to be version controlled and updated following feedback from stakeholders obtained by way of enhancement surveys.

Future Scope

Future scope for the program includes its ability to be modified to meet any future requirements of stakeholders and the Department of Health. The program has already been purchased by a local private hospital and discussions are underway with a major metropolitan hospital, also interested in purchasing the product.

Additionally, it is anticipated the program can be expanded to include students with a system generated identifier (separate from GSAHS Staff). Currently, monitoring immunisation compliance of undergraduate students is challenging across all GSAHS facilities.  Student immunisation details can be entered prior to their first clinical placement and student records would then be electronically accessible at all GSAHS facility accepting students for placement, before their clinical placement.

References

1. Occupational Assessment Screening and Vaccination against Specified Infectious Diseases. NSW Dept Health Policy Directive 2007_006.
2. Policy Framework and Guidelines for the Prevention and Management of Latex Allergy. NSW Dept Health policy Directive 2005_409.

Contact

This project was entered in the 2008 NSW Health Awards, Make Smart Choices about the Costs and Benefits of Health Services category.

More about the 2008 NSW Health Awards