WCSWeb Hearing Link Data System and User Training Protocol Marcia Fort, Au.D., CCC-A Kathy Gajan, M.A., CCC-SLP Jason Guetgemann, M.S., CCC-SLP Jerry Ramsey, M.Ed., CCC-A

Objectives Identify key components of EHDI data tracking systems Identify key components of EHDI data tracking systems Outline challenges of data system development and/or enhancement Outline challenges of data system development and/or enhancement Understand importance of formalized training procedures for EHDI data reporting Understand importance of formalized training procedures for EHDI data reporting

Key Components of Data System System must have user-friendly mechanism for reporting hearing results System must have user-friendly mechanism for reporting hearing results System must have ability to maintain up-to-date information on children requiring follow-up care System must have ability to maintain up-to-date information on children requiring follow-up care System must be HIPPA and FERPA compliant System must be HIPPA and FERPA compliant System must collect all necessary data points System must collect all necessary data points System must allow custom queries for data reports System must allow custom queries for data reports

KEY is a Moving Target Technology changes Technology changes Data points change Data points change Definition of risk factors and other items can change Definition of risk factors and other items can change Privacy regulations change Privacy regulations change

So, You Want A New Data System…… Now, WHAT??????

Decisions, Decisions!! Who will need to use the system? Who will need to use the system? Should the system be stand-alone or web-based? Should the system be stand-alone or web-based? Do we have computer programmers on staff? Do we have computer programmers on 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 in place? What kind of quality assurance needs to be in place?

Challenges Staff turnover Staff turnover Budget limitations Budget limitations Communication barriers (programmer vs. ordinary people) Communication barriers (programmer vs. ordinary people) Fragmentation of the process Fragmentation of the process Wide range of computer skills of users Wide range of computer skills of users Quality assurance (input and output) Quality assurance (input and output)

Features of WCSWeb Hearing Link

Web-based Web-based Password protected and encrypted Password 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 NBS Data entry for hearing results and NBS Home queue of infants needing hearing screen Home queue of infants needing hearing screen Improved accuracy of NBS information Improved accuracy of NBS information Label printing for NBS samples Label printing for NBS samples WCSWeb Hearing Link

North Carolina NBS Form

Hearing Link Training Major Components Preliminary planning meeting Preliminary planning meeting Initial equipment set-up Initial equipment set-up Hands-on-training session(s) Hands-on-training session(s) Post-training follow-up Post-training follow-up

Preliminary Planning Meeting Key staff from each department in the hospital involved in the NBS or hearing screening process Key staff from each department in the hospital involved in the NBS or hearing screening process Review NBS process Review NBS process Identify best process for labeling NBS forms Identify best process for labeling NBS forms Review hearing screening process Review hearing screening process Identify best location for equipment Identify best location for equipment

Preliminary Planning (cont.) Identify which staff will need user access Identify which staff will need user access Identify potential training location Identify potential training location Identify potential training dates Identify potential training dates Review the training requirements Review the training requirements Identify Go Live date Identify Go Live date Review post-training follow-up plan Review post-training follow-up plan

Training Materials MUST BE STANDARDIZED!!! Comprehensive Hearing Link User Manual Training script (used by all trainers) Computer training room with internet access Test website for use during training Training evaluation and sign in sheets Cheat sheet (left at hospital) Examples of common errors

Training Sessions Always use a test or training website! Always use a test or training website! Introduction of trainers Introduction of trainers Explanation of Hearing Link Explanation of Hearing Link Step by step, hands-on training of each aspect of system (adding new patient, adding hearing screening result, adding NBS specimen, label printing, searching for patient, etc.) Step by step, hands-on training of each aspect of system (adding new patient, adding hearing screening result, adding NBS specimen, label printing, searching for patient, etc.) Training sessions tailored to users being trained (hospital staff, audiologists, etc.) Training sessions tailored to users being trained (hospital staff, audiologists, etc.)

Challenges In Training Staff attendance Computer skills of trainees Technological glitches

Post Training Follow Up Initial follow-up visit by DPH staff within 3 days of facility going live Initial follow-up visit by DPH staff within 3 days of facility going live Check for accuracy of information Check for accuracy of information Check for correct label placement on NBS form Check for correct label placement on NBS form Check printer quality Check printer quality Answer any questions from staff Answer any questions from staff

Training Issues - Summary Trainers must be comfortable using data system Trainers must be comfortable using data system Standardized written materials used during training Standardized written materials used during training Formal pre-training meeting to finalize details Formal pre-training meeting to finalize details Standardized, comprehensive training Standardized, comprehensive training Training must be as simple/basic as possible Training must be as simple/basic as possible Post-training follow-up is NECESSARY Post-training follow-up is NECESSARY DPH staff must be available for ongoing assistance DPH staff must be available for ongoing assistance

FUTURE DIRECTION Direct demographic data upload from birthing facility admission programs Direct demographic data upload from birthing facility admission programs Monitor section for recording of serial audiometric data Monitor section for recording of serial audiometric data Improved data reporting Improved data reporting Monitoring for potential duplicate entries Monitoring for potential duplicate entries

Let the Data Collection Begin!