Flu vaccination reporting requirements for health care personnel

Reporting requirements for health care personnel flu vaccination in Massachusetts-licensed health care facilities

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; and
  • 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.

Changes to the reporting process for adult day health programs, non-ambulatory surgical center clinics, nursing homes, and rest homes

Beginning with the 2017-2018 influenza season, Adult Day Health Programs, Non-ambulatory surgical center Clinics, Nursing Homes, and Rest Homes may only submit influenza vaccination reports through the web-based application SurveyMonkey.® No other form of submission will be accepted.

Click Here to access the online application

For guidance about the new submission process and detailed instructions about how to report in this new format, please see:

The deadline for data submission is April 15, 2018 at 5:00 pm.

Please note:

  • All questions are required. You will not be able to proceed to the next page or complete the survey until all questions are completed.
  • It is not possible to make changes to your data following submission. Please review data for accuracy and completeness.
  • Remember to keep a copy of your facility’s submitted data. Healthcare facilities must retain copies of all data submitted in a secure file for a minimum of three years.
  • State and healthcare facility-specific information will be publicly reported.
  • Long term care facilities that have both a nursing home and an adult day health center must report each licensed facility separately. If a HCP works in or is affiliated with both agencies, this individual must be counted in both reports.

DPH has made this transition from a paper-based system to an electronic web-based system to improve the accuracy, completeness, and timeliness of reporting. The required metrics have been updated to better align with federal reporting categories established by the Centers for Disease Control and Prevention (CDC).

Reporting instructions

Influenza Vaccination Data Submission Deadline: April 15, 2018

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

All licensed adult day health programs, non-ambulatory surgical center clinics, nursing homes, and rest homes may only submit influenza vaccination reports through the web-based application SurveyMonkey.®

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 1 day between October 1, 2017 and March 31, 2018.
  • 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 reminders

  • Health care facilities must retain copies of all data submitted in a secure file for a minimum of three years. These data are subject to validation by DPH through April 15, 2021.
  • 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.

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