10/9/20

BACK TO SCHOOL AND COVID-19

PAM PONTONES, MADEPUTY STATE HEALTH COMMISSIONERSTATE EPIDEMIOLOGIST

LEAH RAIDERCONTACT TRACING PROGRAM MANAGER

Fall Break Travel• Travel during the COVID-19 pandemic: https://www.cdc.gov/coronavirus/2019-

ncov/travelers/travel-during-covid19.html• Before you travel:o Check each state’s cases in the last seven days: https://covid.cdc.gov/covid-data-tracker/#cases_casesinlast7days

o Global travel recommendations by destination: https://www.cdc.gov/coronavirus/2019-ncov/travelers/map-and-travel-notices.html

• Tips for common travel situationso Getting gas: use disinfecting wipes on handles and buttons on the pumpso Staying in hotels: limit contact, ask hotel’s prevention practices, o Stopping for food: pack food or use drive thru, delivery or or carry outo Don’t travel if you are sick or have been around someone with COVID-19 in the past 14 days

• Continue the same precautions that you do at home:• Wear a mask, stay at least 6 feet apart, wash/sanitize your hands, avoid contact with anyone who’s sick

and avoid touching your eyes, nose and mouth

Highlights• Historical data survey reopened: https://redcap.isdh.in.gov/surveys/?s=PYL9DENHTP

o Open until Oct. 31 to allow schools the opportunity to add informationo Cases for students, teachers and staff from start of school through 9/16o Other historical cases choose the corresponding reporting period in the Gateway

• Schools don’t have to report when not in session, including fall breako Be aware that your school’s current numbers will say “not reported” on the portal

• Guidance is still 14 days for quarantineo An antibody test or any other negative test does not shorten the duration of a close

contact’s quarantine o Continue to educate about the importance of staying home while waiting on test

results and completing isolation or quarantine period

Reminders• State health department will notify the local health department if the

county is orange or red on the county color code map before it is released• Two strikes: Flu season and colder weather force us indoors• Send messages to parents and students about preventive measures • SMASH – We have weapons to prevent COVID-19; we need to use them

while we’re waiting for vaccine to be availableo Social distancingo Maskingo Avoiding Crowdso Staying home if you are sicko Handwashing

School dashboard

School dashboard

School dashboard

School dashboard

School dashboard

10/9/2020

SCHOOL GATEWAY

LEAH RAIDERCONTACT TRACING PROGRAM MANAGER

Video Demonstration of the School Gateway

https://bit.ly/36mj3hJ

Same demo. Short web link.

Confirming Zero Cases for a Reporting PeriodReporting Periods are only those with no information previously reported.Step 1 – Confirm reporting for appropriate school.Step 2 – Check the box next to the appropriate reporting periodStep 3 – Click Continue

Report by 8 p.m. Friday

Step 2

Step 1

Step 3

Edit/Delete Cases or Close Contacts

After you’ve already submitted to the portal, you can use the Edit and Deletebuttons.

Edit or delete a case

Edit or delete a close contact

Important School Gateway Reminders

• If you are still having trouble, please submit your request through help desk:https://eportal.isdh.in.gov/SchoolAppCustomer/

• Please ensure all case and close contact information you enter is accurate◦ Inaccurate information, especially inaccurate Date of Birth make it

difficult for IDOH to verify that we are adding the close contacts to the correct positive case in our contact tracing system

• Remember to submit by 8 p.m. on Friday

Get live support

Live Gateway user support:• 2 to 4 p.m. today• 2 to 5 p.m. Tuesday, Oct. 13• Call the School Helpline at: 800-745-7487

Contact InformationDave McCormick, DirectorImmunization Division

2 N. Meridian StreetIndianapolis, IN 46204317.233.7010317.408.7538dmccormick@isdh.in.gov

Consent1. Do we need consent for CHIRP in writing or can we take a verbal consent?

All consent should be in writing and documented.

2. More and more parents are refusing to sign the FERPA consent. Can you offer any wise words to help them understand the purpose of why we need their consent?Great question. I always talk about the fact that CHIRP is a life span registry and that it can be used for a comprehensive immunization record. We often get calls from individuals looking for their immunization records after the provider has retired. They need a copy of their immunization records for additional education enrollment or for a job. I use this example to illustrate that by using the state immunization registry, an immunization record will be permanently available.

3. If a parent declines CHIRP on registration does this mean that we cannot list that student on our roster in CHIRP?Correct, if a parent refuses to consent to CHIRP, the student cannot be listed on the class roster.

4. If a parent refuses to sign a FERPA consent - can we still view their record in CHIRP?Yes, regardless of whether or not a parent gives consent, you can always view a record in CHIRP.

Invalid doses1. What do I do if an immunization is given too early?

The dose must be repeated. You should call the healthcare provider and request that they administer an additional dose of vaccine. If the healthcare provider refuses to administer an additional dose of vaccine, you should send an email to the schoolvax@isdh.in.govmailbox with the details so that a member of the state immunization staff can follow up with the healthcare provider’s office.

2. A provider administers a vaccine too early and writes a letter stating that in their medical opinion they feel that the student is properly vaccinated. Can we accept this and count the child as fully vaccinated? No, all doses must be valid to consider the student as fully vaccinated. A letter from a healthcare provider does not override an invalid dose.

3. If a vaccine does not meet the minimum spacing requirements – is it invalid? Yes, the dose is invalid and must be repeated.

Access to CHIRP/Immunization Records1. I need access to multiple schools – how do I get access to additional schools

added? Please contact the CHIRP Helpdesk and request the access to the multiple schools. If you do not receive access or are told that it is not possible to have access to multiple schools, please send an email to schoolvax@isdh.in.gov detailing your issue.

2. Our school is on the border of Illinois and many of our students see providers in IL. for immunizations. Is there any way to access their database? Border states have granted registry access in some instances. Please contact Dave McCormick at dmccormick@isdh.in.gov and request assistance with obtaining access to a border state registry.

SIS/IIS Interface1. What should I do if the bi-directional interface is not working in our school corporation?

Please send an email to caminich@isdh.in.gov outlining the problem that you are having with the interface. Mr. Minich will work with you and the school information system vendor to address the issues.

2. “We tried using the interface when we switched to Harmony three years ago and the interface kept wiping out all of our data, so we no longer use this.”Please send an email to caminich@isdh.in.gov outlining the problem that you are having with the interface. Mr. Minich will work with you and the school information system vendor to address the issues.

3. We had an issue with our school software and CHIRP not syncing and including our students listed on the roster. This was not brought to our attention until the end of May. We were able to put those students on the CHIRP roster by the June 4th deadline, but the report card was from data pulled from February. What was the point of the deadline?The Indiana Department of Health reached out to your school corporation as a courtesy when it was identified that no data was reported on your students. It was too late to include the data in the kindergarten report that is required to be submitted to the Centers for Disease Control and Prevention (CDC) however we did want to provide the opportunity for your school corporation to submit data to be included in the school immunization report cards.

Report cards1. Have you considered sending providers report cards?

Yes, we recently just issued provider report cards on seasonal influenza. We are planning additional report cards on specific antigens. 2. Are all school corporations included on the report card?

All accredited schools are included in the report card. 3. My superintendent has never shared our report card – how can I get a copy?

Please send an email to schoolvax@isdh.in.gov and request a copy of your school corporation’s immunization report card. 4. Is the data used for the report cards pulled from CHIRP or are school corporations asked to report the data?

The data for the report cards is pulled from CHIRP after the first Friday in February as prescribed by Indiana Code 20-34-4-6. 5. Were the most recent report cards sent to the health department as well?

No. The school immunization report cards were only sent to the school corporation and the Indiana Department of Education. If a local health department would like a copy of the school immunization report cards for the schools in their county, please send an email to schoolvax@isdh.in.gov requesting a copy.

6. What if our school data doesn't match the report card data?The school immunization report cards reflect the immunization requirements and timing outlined in Indiana Code. It is reflective of the data that was available on or around the first Friday in February.

7. “None of this data is good because we do not have consents for every student”We recognize that obtaining FERPA consent does pose a barrier to having complete data. We would request that schools make everyeffort to obtain FERPA consent during school registration to increase uptake.

Provider Reporting1. Do healthcare providers and local health departments have to enter data into CHIRP at the time of

administration? Yes. All vaccine administered after July 1, 2015 to individuals under the age of 19 must be entered in the state immunization information system, CHIRP.

2. Should school nurses be entering this information into CHIRP?School nurses should not have to enter information on any immunization administered on or after July 1, 2015. School nurses may have to enter vaccines on students that recently moved into the state of Indiana or received vaccines prior to the July 1, 2015 mandate.

3. What should we do if we identify a healthcare provider that is not reporting immunization data? If there is a healthcare provider that is not reporting information to the registry, please send an email to schoolvax@isdh.in.gov with the healthcare provider’s information.

CHIRP Issues1. Do private schools have to report immunization data?

Indiana Code states that all accredited schools must report immunization records the immunization registry –if they have FERPA consent.

2. We are having issues with CHIRP not moving students when they transition to the middle or high schools. CHIRP does not move students to middle or high school. This process must either be done manually by the school corporation or through the utilization of the school information system/immunization system interface.

3. I have called CHIRP but had to leave voicemails with no returned calls.Thank you for sharing this concern and I apologize that you have not received excellent customer service. Please feel free to send your question or issue to schoolvax@isdh.in.gov and I will ensure that it is addressed.

4. Concerns with CHIRP merging of two unrelated individuals to one SIIS, losing the previous SIIS.Please contact the CHIRP help desk for assistance with unmerging the records. CHIRP keeps a record of all merged records and the files can be restored.

CHIRP Issues

1. We are seeing twins merged into one SIIS.Please contact the CHIRP helpdesk for assistance. This issue is created when there is a problem with the birth order of multiple births not being reported correctly.

2. I have the frequent problem of CHIRP merging files of students. Please contact the CHIRP help desk for assistance with unmerging the records. CHIRP keeps a record of all merged records and the files can be restored.

3. I have had trouble contacting anyone at the CHIRP helpdesk this year.Thank you for sharing this concern and I apologize that you have not received excellent customer service. Please feel free to send your question or issue to schoolvax@isdh.in.gov, and I will ensure that it is addressed.

Other

• Dr. Box issued a standing order: https://www.coronavirus.in.gov/files/Dr.%20Box%20-%20Standing%20Order%20for%20Administration%20of%20Vaccines%20-%20Pharmacists_October%201%202020.pdf

o Allows pharmacists to administer ACIP-recommended vaccines to adults and children down to age 11 without requiring a prescription or order/protocol from another physician:

o In August, HHS issued a declaration under the PREP Act to allow pharmacists to order and administer vaccines to children age 18-3 if they meet certain requirements, including 20 hours of training. However, the declaration does not include adults so a pharmacist would still need a prescription or have an order or protocol from a physician before they could administer a vaccine to an adult. The intent of Dr. Box’s order is to close that particular gap.

• Will the new community vaccination programs be offering a flu vaccine along with other mandatory vaccines? Yes

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