COVID Vaccination Management

okay we're gonna get started here so hello everyone uh my name is kevin nelson and i'm the marketing director here at enterprise health and i wanna welcome you to today's 30 minute webinar sponsored by enterprise health we do appreciate everybody's time today we know how busy everyone is right now especially as you continue to navigate the ever-changing code situation and that's precisely why we design these webinars to be fast and focused on a single topic in most cases emphasizing new or innovative functionality developed to support the occupational and employee health operations over corporate health system and government ages excuse me government agency clients our intent is not to sell any of these capabilities on a stand-alone basis but rather to share innovative components of the total enterprise health solution developed in collaboration with our client community so today's webinar is focused on the work we've been doing to help our clients prepare for coving vaccine mandates while each client is configuring things a bit differently we're going to blast through a high-level overview of features our clients are using to track vaccination status collect proof of vaccination manage exemptions manage testing for unvaccinated exempt employees and generate compliance reports today's agenda is simple we'll start with a brief overview of enterprise health followed by a short presentation of some of the aforementioned code functionality and then we'll finish with a few minutes of q a if time allows and before we get started a few housekeeping items we are recording today's session and in a few days we'll provide a video link via email uh all attendees are muted upon entry to minimize background noise and as mentioned we'll try to leave a few minutes for questions at the end so if you do have questions please submit them via the q a feature and webex that is being monitored by somebody and we will get to that at the end again so just a quick break on who we are enterprise health whoops there we go enterprise health is the only cloud-based health ite solution to combine occupational health and compliance clinical care and employee engagement on a single interoperable certified electronic health certain platform equipping enterprise clients and their employees for a healthier future those enterprise clients are primarily employers who operate their own on-site health clinics enterprise health has been developed over time in concert with our clients it all started when dow chemical called us out of the blue looking for a web-based electronic health record application they could deploy scalably in their on-site clinics around the world we showed them our software they did like it and they helped us develop the occupational health functionality critical to large employers dow then introduced us to other organizations like eli lowling company who helped us add even more employee health capability to our software this continued our first half dozen clients or so were referrals and we had the good sense to develop whatever these leading edge clients asked for five or six years later people started telling us we had the most comprehensive occupational health iq solution available we then expanded our functionality to serve clients in the healthcare industry specifically large health systems that provide occupational health for their own employees and third-party health services our corporate clients expand a wide variety of industries including oil and gas and pharmaceuticals in fact enterprise health is the occupational health solution for many fortune 500 companies including five of the top 50. we also have a proven track record supporting the mission goals of federal agency clients today our client list is an impressive collection of blue clip corporations health systems and government agencies we also have a full pipeline of organizations that have selected our solution and are in the contracting phase so today's presenter is emily mccomb emily is our director of account service she leads the account management and application support teams to ensure each customer success so emily i will stop sharing and turn it over to you awesome thanks kevin are you sure screen here all right so today i wanted to walk the team through kind of the various ways that our customers currently are handling their various coded compliance measures and i will say today this really runs the gamut we have very specific counties in california that have had their own requirements for over a year at this point as it relates to collecting vaccination status routine testing you know the feds are kind of lumping along and working through the courts and all of that as well with their own requirements and again certain cities in new york with very specific requirements state level requirements and so our customers are really kind of aggregating all of these different mandates and requirements across the country and really across the globe too and we're going to show you some of the tools that they're using today to do that primarily we're going to look at vaccine data tracking um as well as a little bit on the exemption status as well and looking at kind of the routine coveted test management which we know depending on you know how things working through the court um that will become a a huge huge focus for a lot of our customers early next year so first and foremost a lot of the compliance programs that are being administered right now they have a lot to do with where the employee lives and works and so through the hr feed we know where the employee works in this example fred works in california or lives in california rather and we know where they work as well so we can see here they work and live in the same state um if there are specific rules about people who are working in specific areas we can run those roles based on the criteria that we're getting over the hr feed and we'll also know if they're working on site or if they're working remote because we are sent their work location as well um in a more granular form here in this example he works in building b but if you was a remote employee you may see that this says remote instead so that using the information that comes through the hr feed were able to include or exclude people from vaccine mandate programs testing mandates things like that um so we have a couple of ways that our customers are collecting vaccine data primarily they're collecting vaccination status on the employee portal which works well because you're able to send out notifications to those populations to say hey log into your portal account and you know disclose your vaccine status to us and that works really really well in some cases though your organization may have different business units or you know different portals in place depending on where they're at in the world and you might need to kind of aggregate some of that information and that has been fairly common too so we do have a mass import tool we'll take a quick peek at as well and then in some cases we actually have such a large temporary worker population or maybe a population where english is not the first language and so there are just a lot of barriers with technology where we actually have folks who set up kiosks in production facilities or in parking lots where someone can just walk up with their vaccine card and they can key in the information that they need off that card as well i'm going to pop into the portal here really quick give me just a moment all right so this is just a sample employee portal um in my test system the occupational health clinic and on this portal there's all kinds of different things they can do like schedule an appointment schedule a health screen for our purposes though we want to look at reporting the coveted vaccine so if i click on this button you'll see here that the vaccine history is on file and so they can see what's already been reported um so hopefully this will illuminate some duplicate data entry and they can report if they have one vaccine received to or if they're just reporting a booster and this is becoming much much more common that we are collecting the booster information using the employee portal as well this is really flexible though i will say so if you need to um you know change how something is worded to suit your organization or maybe you don't want to collect booster information at all this can be taken off with you know just a click of a button it's really really simple and so in this scenario let's collect two vaccines so i'm reporting that i've received two vaccines and we do allow for a split manufacturer to be reported that is getting to be more and more common where someone receives maybe moderna for their first dose and pfizer for their second or something for that effect um and you can see that you know they have um both options here so we'll pick the moderna vaccine maybe was administered on the first and then the second manufacturer i could pick pfizer i could pick another and that dose was given we'll say yesterday they optionally can upload a copy of their vaccine card as well so if you are really operating on the honor system which some of our customers frankly are doing where they're just collecting the vaccine information but they are not verifying that against the vaccine card it could stop there we could have this whole section just completely turned off but if you do want to verify that or at least ask for the vaccine card to be put on file then this section can be used as well and you can see here that they can click this to choose a file and pick it from their laptop um but if they're on a mobile device like a cell phone and an ipad something like that they actually can engage their camera through clicking this button instead and then they can just snap a picture of the vaccine card i have one on file here just as an example just obviously a blank sheet of paper but they can see here what's on file and so if maybe they only had one dose on their vaccine card when they first reported that and now they've received their second and they want to put a second one on file they can go ahead and upload that here to replace this image and then they would just click submit and in clicking submit and there are a whole host of business rules that you can run at this point so you could send an email to the employee to confirm that that's been received and let them know that their vaccination status was updated or you could place that into a queue to be reviewed so maybe someone wants to look at that vaccine card and make sure it's theirs make sure it is a coveted vaccine card make sure that the data is true and accurate on that page and then once it's made its way through that queue then you want to send an email to say your information has been reviewed and we've updated your vaccination records to suit so there are a whole host of audit placed on file and with the employee portal um it's very common that our employers are sending out mass email communications that are automated through enterprise health so again identifying the right population who you want to go or who you want to log into the portal to report their information using your hr feed we'll send out those mass communications so that you're not doing that one by one driving the employees to the portal and then again automating those notifications if that information is confirmed or reviewed to let the employee know that their vaccine history has been updated um the employee portal is completely web-based so they don't need to do a download we do have an app available in the app store but you don't have to deploy that it is totally web-based so it can be used on a laptop or a mobile device very very easily and that's a great feature there i did want to touch on the exemption request i have a screenshot here of what that would look like that would be in addition to the item that we just looked at on the portal this section could optionally display so if you do have someone who needs to apply for a medical or religious exemption you may have a section that looks similar to this you may use different terminology may ask the questions in slightly different ways and this is really easy to customize but you know if they need to apply for an exemption then conditionally these other sections could display here and again once that exemption request is received it would land in a queue for review and then we could automate the notification so if that was marked as denied we could automatically send out a message to say your exemption request was denied please go to the portal and report your vaccination status when available or if it was approved again that communication would then say your request for exemption has been approved and we'll send you detail shortly about routine testing or you know whatever is appropriate for your organization so if the portal is um not possible you know you just you you can't deploy the portal because of the issues that we talked about you know significant language barriers or technology barriers again you might have a largely temp population that doesn't have access to your network to log in to the portal we do have an import tool that can be used that you can aggregate the data across the organization so if you have you know different business units collecting the data in different ways you can essentially package it up into a relatively simple spreadsheet and then import that through the control panel and our engineers can help with that and we're doing a lot of that we have a lot of customers with you know many different business units doing different things they have the autonomy to make those decisions but we need to aggregate the information back into enterprise health so we can certainly help with that we also have a rapid data entry screen so on the screen here you can see that two pfizer vaccines are being undocumented as just historical injections in the chart it's really excuse me just a couple of clicks um you know you would pick the covid vaccine pick the manufacturer add in the series and the dose if they had already received their booster they could add that in as well and then just click submit really it just takes a couple of seconds and we do have some customers so set kiosks up with really really limited access security or maybe a temporary nurse or someone temporary um who is hired into hr they really just have access to the screen you know they can search for the applicable employee by their employee id and then this is the only screen they get access to they don't need access to the other areas of the chart and so we can do some pretty limited security roles so that they can just manage the data entry this way as well no matter what way you're collecting the vaccine status it will update their compliance so if you collect it through the portal if you collect it through a maps import tool if you collect it through the rapid data entry getting that vaccine information on file is going to upload or i'm sorry update their covid prevention program status which is essentially the vaccine panel status so in this case inez was required to report her vaccine status so she was made a member of the covitt prevention program and once she uploaded her vaccine status either through the import or through the portal her status would be marked as complete so now you can start to drive some compliance reporting where you can show everyone in a specific business unit or a specific building who has reported all of their status or i'm sorry reported all of their vaccines versus those who have not and so it's i think really helpful to be able to collect the data in different ways and still be able to manage that compliance tracking once we know who in your system is vaccinated and who does not need to participate in the routine testing program we can start to identify the people who we will need to send those routine reminders to to get the covid test done and so again we can use the mass email reminders for that purpose what's been very common is that the first email that goes out is to say hey you've been identified as someone who needs to complete routine covet testing if you've not yet reported your vaccine status go to the portal and do that now and sometimes that's motivating you know to get those people on the portal because they don't want to perform that weekly test um or the the email reminder might even go to the supervisors to say we've identified you know these 10 people who are going to be a part of the testing program please confirm with them you know that they have not been vaccinated or something to that effect we have built out the ability for employees to self-report the results of their covid tests on the portal which we'll look at here in a moment and we've also built out a ton of lab integrations here recently um to just collect the information from the lab if you are if you're in if your population is mostly concentrated to a specific geographical region you may only have one lab that you're working with to process all of your covenant tests um and if that's the case it's really simple to set up an integration with them and to get those results electronically rather than the employees either you know bringing a copy of their results in or reporting them on the portal so for the employees who will need to self-report rather than having the information come in through the lab we can do routine reminders if we've not received their results we can send out a reminder to them to let them know that they need to log into the portal and report that and we can also trigger those in a queue like we talked about with the vaccine status so they can land in what we call a task queue and so the results that they import on the portal would actually land in a queue for someone to look at make sure that they're not falsified make sure that they're correct make sure that they're negative and then act on that appropriately and you know sort of approve those on a week-to-week basis they pop into the portal and show you what that false report will look like so from the home screen here i can click on the covid test result reporting button again super flexible to re-title things name things just slightly differently if needed they can pick the date of their test let's say i have my test collected on monday they can begin to type in let's say the word negative and you can see it autocomplete for me this will actually force them to pick either essentially negative positive or i think it was indeterminate as the other option but it will pin them down just to specific answers there so that you can run rules on this so let's say someone does upload a positive test you might want to get an email out to the supervisor you know to make sure that they stay home from work or what have you we do have name of reviewer here by default and we are learning so much from our customers on how they're going to handle um tests that the employee is self-administering what we're hearing from most of our customers is that they need to be proxied essentially so they'll either hop on a telemedicine visit or they may have contracted a provider group in their area to proctor the test so that they're you know doing a telemedicine visit with a third party um where someone's just watching them do the swab some folks might have an on-site clinic at most of their sites and so they may have like a plexiglas screen set up at a kiosk where an employee can just walk up self swab have someone watch them do that and then in that case you know if there's not an integration in place and you are having your employees self-report they could put the name of the person who proctored that so um this is totally optional our customers are learning a lot about how they're going to do this um and this may change for you this may be applicable or not but we can list out a specific you know um list here in a drop down of the person who proctored that um if you need them to you know document who watched them do their self swab if they are doing a self screen and if they are doing a rapid style where they have like a cassette essentially with the test result that displays on it then you can have them take a picture so same with the covid card if they are on a mobile device this will actually let them engage their camera so they can snap a picture of it before they throw that test away again just so that you have some checks and balances to make sure that that was done with the lab integration we can certainly automate quite a bit on that front so if we see that assessment has not been collected in a given week we can send out those reminders to an employee to let them know hey you've not you know you've not come down to the lab or if the lab is not on site you know we've heard from the lab that your assessment has not been collected this week please make sure that's done by xdate and so we can automate those reminders and past due notifications with the lab integration as well most labs that we're working with at this point to collect the covent test they are operating off of some pretty strict uh very you know well established technical standards like hl7 so generally speaking those integrations are pretty quick now of course there are those holdouts that are you know doing something on their own doing something different but that's really rare this day and age so most of the labs that we're working with can be integrated with pretty quickly um and also like we talked about with the um cova vaccination status regardless of how we're getting the test result be it through the portal um through a lab the compliance tracking is going to be updated within the chart so you can see in this example william hart is due for in this case a rapid you might be doing a different test and that's totally fine but they're due for a rapid and once that result would come in either over the employee portal or through the lab then this would be marked complete and their next due date would appear so that we know who's complied for the week and who has not so just as kind of a reminder around this you can automate the past due notifications for those people who've not complied with testing in a given you know rolling seven days or one week window however you're looking at that we can optionally as well send a weekly report to hr or whoever it's appropriate to send to for people who are past due and if anyone's work needs to be suspended then we can either send a list of people um to hr or we can even give hr very limited access to enterprise health to run the report to find that information out we actually can put that information on your supervisor portal as well so if it is appropriate for the supervisors to assist in managing compliance on this front they can actually have a just a quick dashboard that they can get to on their version of the portal where they can see a list of you know all of the people who report to them and indicate the compliance for the given week as well so that they can change shifts around for anyone who needs to be pulled out of work help with reminders and drive compliance that way as well and then something um that i want to touch on just briefly here too we are anticipating that the numbers of employees who need to be tested is going to be quite high come you know january february whenever these programs kick off um and as people who maybe were hesitant about vaccines become more comfortable with it or um you know frankly just hold out people who just didn't want to report their vaccine status when they get tired of of going through the rib of rules being tested every week they're they're gonna either choose to be vaccinated if that's you know appropriate for them or um they're gonna report their vaccine status and so as they do that as they would go back to the portal um and report their vaccine status and that gets verified we want the testing reminders to stop we want you know the labs to stop getting those notifications to reach out to people for testing and so when we receive their vaccination information um the the tests will stop triggering on their chart and they'll be removed from the testing program and marked as compliant on the vaccine program and we're being really careful that you know with each of our customers as they're kind of incorporating their own business rules their own way of doing this that we are making sure that when someone does become vaccinated it does stop the testing program so i just wanted to um just kind of make that note here real quick i think we have just a really short window for q a i think we're at our 30 minutes but do we want to open it up for a question or two emily i'll throw out a question or two uh real quick uh you know first of all you certainly we know that uh all of this has been a bit of a moving target requirements change it seems every day and as you pointed out things vary uh by locality by state by country by by part of the world uh can you talk a little bit about kind of the the flexibility of the solution to be able to handle you know varying requirements uh you know by client and and by location yeah absolutely so um in inez example here she was placed in the covid prevention program because there was something um within her demographic criteria that indicated she should be placed in that program and that could be anything to have the screenshot up here still that could be anything from her work city to um you know her company code and anything in between so um the information that we are getting over the hr feed really is a gold mine and we're able to create those rules to be really specific and there are some that are very straightforward you know if you work in building x make them a part of the vaccine mandate it might be much more bright maybe uh if this then this except if this you know it might be a much more expanded um statement and that's okay um as long as we're getting that information over the hr feed we can completely automate that away and additionally to that if you if the area is just so gray or for some reason you're just not collecting the information in your hr system and we have to do it manually so we have some screens that allow that to to happen pretty quickly on a manual basis so if you've got four or five people that just they don't meet the criteria but you know they need to be tracked the information is just inaccurate in the hr system or something like that you can manually put them in and out of these programs as well okay and then one one other question um you know there are multiple mandates out there certainly in the us we have the safer federal agency mandate we have the osha ets mandate uh there's the uh cms mandate for for health care entities but of course they're all being challenged in in the courts so it's sort of a start and stop situation are you seeing that clients are kind of taking a wait-and-see approach and hanging back or people tending to go ahead and say let's get prepared and be ready just in case when when these things do come into effect that's a good question most of our customers are rolling forward knowing that the programs might be on hold and that they might you know that hold might lift later so i would say the majority of our customers are taking a much more proactive approach and they are getting everything configured that they possibly can and if there are just big questions that they absolutely cannot answer you know we're just documenting those gaps and holding on that but i would say for the vast majority of the customers we're working with you know they're acutely aware that everything you know for a time is sort of stalled but they're pushing forward anyway knowing that at some point that's in all likelihood going to be lifted and they're going to need to roll forward with the program and you know no time to waste so we've seen an incredibly proactive approach [Music] okay great thank you kevin i think that's all the time we have for you and um so we do thank people for uh joining today um and look forward to talking to you again i will mention really quickly that we are getting ready to post a full list of events on our website enterprisehealth. kevin