Flu vaccination reporting requirements for health care personnel

Reporting Process for Adult Day Health Programs, Clinics and Rest Homes

Table of Contents

Overview

Health care personnel are an important source of transmission of the influenza virus in the health care setting, and annual influenza vaccination is an effective method of preventing influenza virus infection and its potentially serious complications.

As a condition of licensure, the Massachusetts Department of Public Health (DPH) regulations require all licensed healthcare facilities to:

  • Offer free-of-charge, annual influenza vaccine to all personnel (full- and part-time employees, contracted employees, volunteers, house staff, and students)
  • Document receipt of influenza vaccine administered within and outside the facility or document the declination of immunization
  • Report information to DPH, documenting compliance with the vaccination requirement, in accordance with reporting and data collection guidelines of the Commissioner

DPH has established an overall minimum performance goal of 90% influenza vaccination coverage rate for all health care personnel at licensed health care facilities. This performance goal aligns with the National Healthy People 2020 target of 90% influenza coverage of HCP, and is intended to advance patient and health care personnel health and safety by ensuring optimal influenza vaccination coverage.

Reporting process for adult day health programs, clinics, nursing homes, and rest homes

Adult day health (ADH) programsrest homes, and clinics submit influenza vaccination reports for health care personnel (HCP) through the Virtual Gateway’s Health Care Facility Reporting System (HCFRS). For first-time users, a how-to guide is available to set up initial access to the HCFRS.

Clinics submit influenza vaccination reports via RedCap.

The deadline for submission of influenza vaccination reports is as follows:

  • ADH programs: May 15, 2023
  • Rest homes: May 15, 2023
  • Clinics: May 15, 2023

For guidance about the submission process, references, and resources, please see:

Reporting Process for Hospitals, Ambulatory Surgical Centers, Dialysis Centers, and Nursing Homes

All licensed hospitalsambulatory surgical centers (ASCs)dialysis centers, and nursing homes are required to report health care worker influenza vaccination data to the Centers for Disease Control and Prevention’s National Healthcare Safety Network (NHSN).

The deadline for submission of influenza vaccination reports by hospitals, dialysis centers and ASCs, is May 15, 2023.

For guidance about the submission process, references, and resources, please see:

Reporting instructions

While all personnel, including non-employee personnel, must be offered influenza vaccine, the reportable measure of effectiveness is based on employees, as defined by the payroll.

For the purposes of the vaccination program, employee is defined as:

  • Number of healthcare facility employees who worked in the healthcare facility for at least one day between October 1, 2022, and March 31, 2023
  • This includes, but is not limited to: physicians; nurses; interns/residents; fellows; physician assistants; physical, occupational, respiratory and speech therapists; laboratory and operating room technicians; central supply staff; pharmacists; maintenance/environmental services staff; dietary staff; attendants/orderlies, secretarial and administrative staff; contract staff, whether or not such individuals provide direct patient care.
  • Employees, such as contractors performing administrative functions, who do not work at or come to the licensed healthcare facility are not required to be vaccinated.
  • Important reminder: Health care facility-specific information will be publicly reported. Annual vaccination for all health care personnel is a matter of patient safety and is necessary to significantly reduce health care associated influenza infections.

Contact

Address

250 Washington St.
Boston, MA 02108

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