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WCSWebHearing Link Data Training Protocol

Learn about key components of EHDI data tracking systems, challenges, importance of formalized training, and features of WCSWeb Hearing Link. Get insight into training sessions, challenges, and post-training follow-up. Prepare for the future of data reporting.

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WCSWebHearing Link Data Training Protocol

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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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