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Objectives

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

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Objectives

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  1. WCSWeb Hearing LinkData System and User Training ProtocolMarcia Fort, Au.D., CCC-AKathy Gajan, M.A., CCC-SLPJason Guetgemann, M.S., CCC-SLPJerry Ramsey, M.Ed., CCC-A

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

  3. Key Components of Data System • 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 be HIPPA and FERPA compliant • System must collect all necessary data points • System must allow custom queries for data reports

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

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

  6. Decisions, Decisions!! • Who will need to use the system? • Should the system be stand-alone or web-based? • Do we have computer programmers on staff? • How will you maintain the system? • What other materials are needed? • How will you train people to use the system? • What kind of follow-up will be needed? • What kind of quality assurance needs to be in place?

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

  8. Features of WCSWebHearing Link

  9. WCSWeb Hearing Link • Web-based • Password protected and encrypted • Access based on defined “roles” • Data transfer to/from State Laboratory • Data entry for hearing results and NBS • Home queue of infants needing hearing screen • Improved accuracy of NBS information • Label printing for NBS samples

  10. North Carolina NBS Form

  11. Hearing Link TrainingMajor Components • Preliminary planning meeting • Initial equipment set-up • Hands-on-training session(s) • Post-training follow-up

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

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

  14. 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”

  15. Training Sessions • Always use a “test” or “training” website! • Introduction of trainers • 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.) • Training sessions tailored to users being trained (hospital staff, audiologists, etc.)

  16. Challenges In Training • Staff attendance • Computer skills of trainees • Technological “glitches”

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

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

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

  20. Let the Data Collection Begin!

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