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COVID-19: Data Reporting

STATE DATA REPORTING

  • New ESF-8 Data Fields/Page: In order to meet the additional data elements currently not captured but required by HHS and FEMA, ESF-8 released modifications to the ESF-8 portal that include a dedicated page for all COVID responses and two new data fields added to this page including “Number of suspected or confirmed COVID-19 patient deaths in the facility within the past 24 hours” and “PPE Supply on-hand.”
  • Daily ESF-8 Reporting Clarification: For ESF-8 daily reporting, LDH recently clarified that the two data fields, “Total COVID-Positive Patients” and “Total COVID-Pending Patients” should only include inpatient cases. Please make sure your hospital is not including outpatient cases in the count for these data fields.

  • Two LDH Portal Updates: On April 2, LDH issued an alert requesting that hospitals update their ventilator information on the Resource Management Page in the ESF-8 Portal as they receive additional ventilators. In addition, LDH has added a data text field, “Lab(s) Used for COVID Testing,” to the Resource/All Hospitals webpage. Hospitals should add this information as soon as possible, and update it when changes occur. Some hospitals may be receiving error messages because of the lack of data in the new field. See the LDH handout for more information.

  • Additional ESF-8 Data Field Added: On March 28, LDH added a bed category to the ESF-8 Portal to capture staffed ICU surge bed capacity to facilitate the allocation of ventilators acquired by the state. LDH has provided a screenshot that shows how to add the Surge ICU bed category through MSTAT on the Bed Mapping screen.
  • Additional Daily ESF-8 Reporting for All Hospitals: On March 26, LDH requested that all Tier 1 and Tier 2 hospitals update six data points regarding COVID-19 patient treatment in the ESF-8 Portal daily by 10:00 a.m. CT until further notice.
  • Compliance/Accuracy Notice: On March 22, LDH reminded hospitals how important bed capacity and ventilator availability is in modeling assumptions and determining the state’s response efforts. It is crucial that as hospitals make changes to add additional capacity in their facilities, they update this information accordingly in the ESF-8 portal. 
  • Mandatory Bed Poll Reporting for Tier 1 & Tier 2: On March 20, LDH mandated daily bed poll reporting and ventilator counts for all Tier 1 and Tier 2 hospitals, effective immediately. The timeframe for reporting is between 12:00 a.m. and 10:00 a.m. every day until further notice.

FEDERAL DATA REPORTING

  • HHS Data Reporting: The Department of Health and Human Services (HHS) has announced that the next deadline for submitting data to inform the agency’s distribution of its supply of remdesivir is Monday, June 8 at 7:00 p.m. CDT. HHS is once again requesting the number of currently-hospitalized COVID-19 patients, and of those hospitalized, the number requiring placement in intensive care units. This is a separate request from the daily data that Louisiana is providing to HHS on hospitals’ behalf. Hospitals should submit the data using the HHS TeleTracking web portal. Registered users of TeleTracking should have received an email Monday announcing this next round of data collection. See the American Hospital Association’s May 11 Special Bulletin for additional details on what specific data to submit and how to enter it into TeleTracking. For issues with accessing the TeleTracking portal or questions about the data, contact TeleTracking Technical Support at 1-877-570-6903.

  • Federal Data Reporting on Bed and Ventilator Capacity: On April 18, LDH sent a letter to hospital administrators announcing that the Department has obtained approval from the FEMA to provide requested data on behalf of Louisiana hospitals utilizing the ESF-8 Hospital Portal. Therefore, hospitals are released of the requirement to meet the reporting obligations outlined in a letter from Vice President Mike Pence on March 29, 2020 and a letter from HHS Secretary Alex Azar on April 10, 2020.
  • COVID-19 Testing Results from In-House Laboratories: Hospitals are still responsible for reporting their in-house and commercial lab testing data directly to HHS via the HHS Protect System. As hospitals acquire in-house laboratory testing capabilities for COVID-19, they should contact the FEMA/HHS COVID-19 Diagnostics Task Force at fema-hhs-covid-diagnostics-tf@fema.dhs.gov for support and access to the HHS Protect System. Hospitals with in-house laboratory testing are asked to email testing data using the provided standardized template by 5:00 p.m. ET daily to fema-hhs-covid-diagnostics-tf@fema.dhs.gov. Data should reflect the results through midnight of the previous day. According to the letter, hospitals that send all their COVID-19 testing to select commercial labs do not need to submit data for this request.

ADDITIONAL DATA RESOURCES & GUIDANCE

  • Best Practices: HHS created a page with resources for healthcare planning and infectious disease. In addition, FEMA shared a website that compiles lessons learned from around the country, including for medical practitioners.
  • Regional Projections from LDH: On April 16, LDH released regional planning projections to “show that while aggressive mitigation measures appear to be effectively flattening the COVID-19 curve, Louisiana could be grappling with the virus at least until the end of the year.” (LDH News Release)
  • FEMA Resource Guidance: FEMA Healthcare Resilience Task Force released a COVID-19 Hospital Resource Package that offers tools to help hospitals prepare for and respond to the pandemic.
  • HIPAA and Data Sharing: HHS Office for Civil Rights issued new guidance stating that it will not penalize healthcare providers or their business associates for violations of certain HIPAA provisions in response to COVID-19. HHS said good faith uses and disclosures of PHI to the CDC, CMS, state and local health departments, and state emergency operations centers will help with the exchange of information to flatten the curve.
Louisiana Hospital Association

9521 Brookline Avenue, Baton Rouge, LA 70809  Google Map
Phone: (225) 928-0026
Fax: (225) 923-1004