Laboratory Results Reported After Business Hours

Policy

Category: Control of Infectious Diseases
Subject: Laboratory Results Reported After Business Hours
Division: Health Protection
Policy Number: CA.82.01.110
Effective Date: October 1, 2015

POLICY STATEMENT

It is the policy of Wellington-Dufferin-Guelph Public Health (WDGPH) to be available on a 24/7 basis to receive reports of, and respond to, infectious diseases of public health importance, in accordance with the Health Protection and Promotion Act (HPPA ) and The Infectious Disease Protocol (as current), Ontario Public Health Standards.

SCOPE

This policy applies to all employees on the Control of Infectious Diseases (CID) team, including Managers, Supervisors, Public Health Nurses, and Public Health Inspectors whose duties include on-call rotation.

DEFINITIONS

Infectious diseases of public health importance – Infectious diseases of public health importance include, but are not limited to, those specified reportable diseases as set out by Regulation 559/91 (as amended) under the Health Protection and Promotion Act and include zoonotic diseases and emerging infectious diseases.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.82.02.110 Laboratory Results Reported After Business Hours
CA.50.01.101 and CA.50.02.101 Documentation Practices
CA.58.01.100 and CA.58.02.100  Privacy Governance
CA.82.01.111 and CA.82.02.111 CID On-call Responsibilities
Infectious Diseases Protocol (as current), Appendices A and B
Health Protection and Promotion Act
Enhanced Surveillance Directives (MOHLTC, current)
Institutional/Facility Outbreak Prevention and Control Protocol (as current)
A Guide to the Control of Respiratory Outbreaks in Long-Term Care Homes (MOHLTC, as current)
Control of Gastroenteritis Outbreaks in Long-Term Care Homes (MOHLTC, as current)
Public Health Emergency Preparedness Protocol (MOHLTC, as current)

CONTACT FOR INQUIRIES

Manager, Control of Infectious Diseases and Tuberculosis 

APPROVED BY

Director, Health Protection 


Procedure

Category: Control of Infectious Diseases
Subject: Laboratory Results Reported After Business Hours
Division: Health Protection
Procedure Number: CA.82.02.110
Effective Date: October 1, 2015

PROCEDURE

  1. When notification is received from the after-hours answering service that a laboratory, physician, or hospital is calling to report a communicable disease or lab result, the General Program PHI (GP PHI) or Manager on-call will notify the Control of Infectious Diseases (CID) team member on call.  The GP PHI will give the caller’s contact information to the CID team member to call and take the report.  During the period from 2300 hours to 0830 hours, there is no CID team member or GP PHI on-call.  The Manager on-call must contact the reporting agency to collect the required information during this time.
  2. The CID team member will contact the lab, physician, or hospital and complete the Excelicare intake assessment where applicable.
  3. The CID team member will follow up with the Manager on call to advise the Manager on call of the significance of the report and/or advise of the need for consultation with the Medical Officer of Health (MOH) for contact management and recommended prophylaxis.  The CID team member will keep the Manager updated on the case management by phone or email.
  4. All information collected regarding the report of a communicable disease is confidential.  An electronic record will be created and maintained using Excelicare during case management of the reportable disease by the CID team member. 
  5. All cases of reportable diseases will be entered into iPHIS by the Data Entry Clerk the first business day following the date the report was received and additional case follow-up assigned to the appropriate person/office.
  6. All phone calls received during the CID team member’s on-call rotation will be documented in the Excelicare “On-call Log”.

RESPONSIBILITIES

On-call Manager will:
  • Take the initial call from the after- hours answering service between 11:00 p.m. and 8:30 a.m.;
  • Review email communication on the case from CID on-call; and
  • May be asked to speak to MOH for case direction.
On-call CID will:
  • Contact the lab, physician, or hospital  for follow-up;
  • Advise On-Call Manager of the significance of the report and/or the need for consultation with the MOH for contact management and recommended prophylaxis; and
  • Keep the On-Call Manager updated regarding the case management by phone or email.
On-call General Program will:
  • Take the initial call from the after-hours answering service and notify the CID employees on-call for follow-up.
CID Manager/Supervisor will:
  • Ensure CID employees is oriented to the program and on call tools (e.g., laptop, Blackberry) and all related policies, procedures, and protocols.

DEFINITIONS

Infectious diseases of public health importance: Infectious diseases of public health importance include, but are not limited to, those specified reportable diseases as set out by Regulation 559/91 (as amended) under the Health Protection and Promotion Act and include zoonotic diseases and emerging infectious diseases.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.82.01.110 Laboratory Results Reported After Business Hours
CA.50.01.101 and CA.50.02.101 Documentation Practices
CA.58.01.100 and CA.58.02.100 Privacy Governance
CA.82.01/02.111 CID On-call Responsibilities
Infectious Diseases Protocol (as current), Appendices A and B
Health Protection and Promotion Act
Enhanced Surveillance Directives (MOHLTC, current)
Institutional/Facility Outbreak Prevention and Control Protocol (as current)
A Guide to the Control of Respiratory Outbreaks in Long-Term Care Homes (MOHLTC, as current)
Control of Gastroenteritis Outbreaks in Long-Term Care Homes (MOHLTC, as current)
Public Health Emergency Preparedness Protocol (MOHLTC, as current)

CONTACT FOR INQUIRIES

Manager, Infectious Diseases and Tuberculosis

APPROVED BY

Director, Health Protection