1. LA County Fire Department
Wellness Fitness Data Collection

2. Purpose Automate collection of yearly fire fighter fitness exams
Standardize clinic fitness evaluation forms and reporting requirements
Increase scheduling efficiency
Forward data to IAFF/IAFC for analysis

3. Overview

4. Data Collection Software Capabilities
Capture all medical data specific to LA County Fire and IAFF/IAFC request.
Mail merge the following documents:
Medical Questionnaire
Medical Release
Medical Evaluation
Standard medical forms
Standard medical summary report
Recruit data

5. Medical Clinics: Data Entry Software
After each exam, the clinic will enter results into the data collection software.
Standard reports will be printed and mailed to fire fighter
A transmission file will be created for upload to LACOFD

6. Web Site Capabilities Secure all Web pages
Schedule all employees, during their birth month, for medical exams at one of the six contracting clinics.
Collect transmission data from clinics
Distribute standard forms and schedules to clinics
Display standard aggregated reports

7. Medical Clinics: Web Site
Medical Clinics will log into the LACOFD Web server with a unique ID and password
Once logged on they may:
Upload periodic files containing medical and physical fire fighter data
Download exam schedules
Download Standard forms
Download ICD-9 data (Yearly)

8. ICD-9 Codes LACOFD obtains subscription to ICD-9 database
Post database on Website for download by clinics

9. Web Site Users Clinics LACOFD Wellness/Fitness Personnel IAFF
Upload unidentifiable data
LACOFD Wellness/Fitness Personnel
Create schedules
Review aggregated data
IAFF
Fire Fighters?
Fill out IAFF questionnaire (Already built)

10. Fire Fighter Confidentiality
Where is the Fire Fighter data?
Current situation: Demographic and Medical Data stays at the clinic on paper and is mailed or couriered to OHP.
New: All data stays at the clinic in a database for standard data entry methods and report generation.
What data?
All data specified in the Fire Services Joint Labor Management Wellness-Fitness Initiative (Identifiable)

11. Fire Fighter Confidentiality
What data is transmitted to the county?
Non-identifiable summaries of medical and fitness data (Subset of data held at clinic to be chosen by LACOFD)
Medical
Blood Pressure/Pulse, Immunizations, Cholesterol, etc
Physical
Max VO2, push ups, Curl ups, etc
Identification
Age group (20-29, 30-39, 40-49, etc)
Clinic
Battalion

12. HIPPA Chain Fire Fighter will sign a release form before each exam.
Only non-identifiable medical data will be transmitted to LACOFD.
Identifiable data will be under protection of medical clinics – They are already HIPPA compliant.
All searches into summarized medical data by LACOFD will be logged

13. Employee’s Role Fill out IAFF Questionnaire on-line
Fill out Medical Questionnaire.
Fill out Medical Release at clinic.
Fill out Medical Evaluation form of clinic.

14. Clinic’s Role Utilize standard forms
Capture all medical data in data collection software
Provide all employee’s a standard summary report
Utilize a standard check list for all medical reports
Export non-identified medical data to LACOFD Web host

15. Fire Department Role Schedule medical appointment for employees
Provide via a medical Questionnaire
Provide via the IAFF Questionnaire
Provide Medical Exam Evaluation form

16. Health Program Coordinator
Capture information of the following
Tetanus
Hep-B titer
Hep-C screening TB
Export quantitative data

17. Overview

18. Benefits of Capturing Data
Identify groups that need additional training or programs: “Where does the money need to be spent?” and “ Is the money well spent”
Over the years – reinforce validity of programs.