WCSWeb Hearing WCSWeb Hearing LinkLink

Data System and User Data System and User Training ProtocolTraining Protocol

Marcia Fort, Au.D., CCC-AMarcia Fort, Au.D., CCC-AKathy Gajan, M.A., CCC-SLPKathy Gajan, M.A., CCC-SLP

Jason Guetgemann, M.S., CCC-SLPJason Guetgemann, M.S., CCC-SLPJerry Ramsey, M.Ed., CCC-AJerry Ramsey, M.Ed., CCC-A

ObjectivesObjectives

Identify key components of EHDI data Identify key components of EHDI data tracking systemstracking systems

Outline challenges of data system Outline challenges of data system development and/or enhancementdevelopment and/or enhancement

Understand importance of formalized Understand importance of formalized training procedures for EHDI data training procedures for EHDI data reportingreporting

Key Components of Data Key Components of Data SystemSystem

System must have user-friendly mechanism System must have user-friendly mechanism for reporting hearing resultsfor reporting hearing results

System must have ability to maintain up-to-System must have ability to maintain up-to-date information on children requiring follow-date information on children requiring follow-up careup care

System must be HIPPA and FERPA compliantSystem must be HIPPA and FERPA compliant System must collect all necessary data pointsSystem must collect all necessary data points System must allow custom queries for data System must allow custom queries for data

reportsreports

““KEY” is a Moving TargetKEY” is a Moving Target

Technology changesTechnology changes

Data points changeData points change

Definition of risk factors and other Definition of risk factors and other items can changeitems can change

Privacy regulations changePrivacy regulations change

So, You Want A New Data So, You Want A New Data System……System……

Now, WHAT??????Now, WHAT??????

Decisions, Decisions, Decisions!!Decisions!!

Who will need to use the system?Who will need to use the system? Should the system be stand-alone or web-Should the system be stand-alone or web-

based?based? Do we have computer programmers on Do we have computer programmers on

staff?staff? How will you maintain the system?How will you maintain the system? What other materials are needed?What other materials are needed? How will you train people to use the system?How will you train people to use the system? What kind of follow-up will be needed?What kind of follow-up will be needed? What kind of quality assurance needs to be What kind of quality assurance needs to be

in place?in place?

ChallengesChallenges

Staff turnoverStaff turnover Budget limitationsBudget limitations Communication barriers Communication barriers

(programmer vs. ordinary people)(programmer vs. ordinary people) Fragmentation of the processFragmentation of the process Wide range of computer skills of Wide range of computer skills of

usersusers Quality assurance (input and output)Quality assurance (input and output)

Features of Features of

WCSWebWCSWebHearing LinkHearing Link

Web-basedWeb-based Password protected and encryptedPassword protected and encrypted Access based on defined “roles”Access based on defined “roles” Data transfer to/from State Laboratory Data transfer to/from State Laboratory Data entry for hearing results and NBSData entry for hearing results and NBS Home queue of infants needing Home queue of infants needing

hearing screenhearing screen Improved accuracy of NBS informationImproved accuracy of NBS information Label printing for NBS samplesLabel printing for NBS samples

WCSWeb Hearing LinkWCSWeb Hearing Link

North Carolina NBS Form

Hearing Link TrainingHearing Link TrainingMajor ComponentsMajor Components

Preliminary planning meetingPreliminary planning meeting Initial equipment set-upInitial equipment set-up Hands-on-training session(s)Hands-on-training session(s) Post-training follow-upPost-training follow-up

Preliminary Planning Preliminary Planning MeetingMeeting

Key staff from each department in Key staff from each department in the hospital involved in the NBS or the hospital involved in the NBS or hearing screening processhearing screening process

Review NBS process Review NBS process Identify best process for labeling Identify best process for labeling

NBS formsNBS forms Review hearing screening processReview hearing screening process Identify best location for equipmentIdentify best location for equipment

Preliminary Planning Preliminary Planning (cont.)(cont.)

Identify which staff will need user Identify which staff will need user accessaccess

Identify potential training locationIdentify potential training location Identify potential training datesIdentify potential training dates Review the training requirements Review the training requirements Identify “Go Live” dateIdentify “Go Live” date Review post-training follow-up planReview post-training follow-up plan

Training MaterialsTraining Materials MUST BE STANDARDIZED!!!MUST BE STANDARDIZED!!! Comprehensive Hearing Link User Comprehensive Hearing Link User

ManualManual Training script (used by all trainers)Training script (used by all trainers) Computer training room with internet Computer training room with internet

accessaccess ““Test” website for use during trainingTest” website for use during training Training evaluation and sign in sheetsTraining evaluation and sign in sheets Cheat sheet (left at hospital)Cheat sheet (left at hospital) Examples of “common errors”Examples of “common errors”

Training SessionsTraining Sessions Always use a “test” or “training” website!Always use a “test” or “training” website! Introduction of trainersIntroduction of trainers Explanation of Hearing LinkExplanation of Hearing Link Step by step, hands-on training of each Step by step, hands-on training of each

aspect of system (adding new patient, aspect of system (adding new patient, adding hearing screening result, adding adding hearing screening result, adding NBS specimen, label printing, searching NBS specimen, label printing, searching for patient, etc.)for patient, etc.)

Training sessions tailored to users being Training sessions tailored to users being trained (hospital staff, audiologists, etc.)trained (hospital staff, audiologists, etc.)

Challenges In TrainingChallenges In Training

Staff attendanceStaff attendance

Computer skills of traineesComputer skills of trainees

Technological “glitches”Technological “glitches”

Post Training Follow UpPost Training Follow Up

Initial follow-up visit by DPH staff Initial follow-up visit by DPH staff within 3 days of facility “going live”within 3 days of facility “going live”

Check for accuracy of informationCheck for accuracy of information Check for correct label placement on Check for correct label placement on

NBS formNBS form Check printer qualityCheck printer quality Answer any questions from staffAnswer any questions from staff

Training Issues - Training Issues - SummarySummary

Trainers must be comfortable using data Trainers must be comfortable using data systemsystem

Standardized written materials used during Standardized written materials used during trainingtraining

Formal pre-training meeting to finalize Formal pre-training meeting to finalize detailsdetails

Standardized, comprehensive trainingStandardized, comprehensive training Training must be as simple/basic as possibleTraining must be as simple/basic as possible Post-training follow-up is NECESSARYPost-training follow-up is NECESSARY DPH staff must be available for ongoing DPH staff must be available for ongoing

assistanceassistance

FUTURE DIRECTIONFUTURE DIRECTION

Direct demographic data upload Direct demographic data upload from birthing facility admission from birthing facility admission programsprograms

““Monitor” section for recording of Monitor” section for recording of serial audiometric dataserial audiometric data

Improved data reportingImproved data reporting Monitoring for “potential” duplicate Monitoring for “potential” duplicate

entriesentries

Let the Data Collection Let the Data Collection Begin!Begin!