Version V04 Frontline Health and Social Care Worker 2019/20 seasonal influenza vaccine campaign: Trust guidance on data collection of vaccine uptake Written by: Dr Jillian Johnston, Dr Mark O’Doherty, Ms Alison Quinn, Ms Emma Dickson & Miss Danielle McMichael PHA Flu Surveillance Team 2019/20 version 05 August 2019
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Version V04
Frontline Health and Social Care
Worker 2019/20 seasonal
influenza vaccine campaign:
Trust guidance on data
collection of vaccine uptake
Written by:
Dr Jillian Johnston, Dr Mark O’Doherty, Ms Alison Quinn, Ms Emma Dickson & Miss Danielle McMichael
PHA Flu Surveillance Team
2019/20 version 05 August 2019
Version V04
1
Change history
Version
Number Change Details Date
V02 Definitions of frontline health care workers (HCWs) and
social care workers (SCWs) have been separated
23 May 2018
The tables detailing frontline HCWs and SCWs have
been simplified and include staff groupings as per
HRPTS
Explanation on how to obtain the denominator at the start of the season has been simplified
Students, bank/agency staff and other staff not on
HRPTS have been removed from denominator collection
and are included as ‘others’ for numerator collection
Data collection template that Trusts must submit to PHA has been changed
A separate data collection template has been developed
for Northern Ireland Ambulance Service (NIAS)
Reporting dates of data collection to the PHA have been reduced to monthly to coincide with PHA reporting requirements to Department of Health (DoH)
Data reported to DoH will also be reported to Flu
Fighters® and an identified person in each Trust
Frequently Asked Questions (FAQs) updated
V03 Tables detailing frontline HCWs and SCWs have been simplified, removing TC codes
09 July 2019
Explanation on how to obtain denominator and numerator has been simplified
Online data collection form that Trusts and NIAS must submit to PHA has been developed (separate form for Trusts and NIAS) – instructions on completion, sample forms and hyperlink included
FAQs updated
Appendix created with examples of HRPTS codes for inclusion in frontline HSCW staff groups
V04 Bank nurses and porters no longer included under ‘others’ for numerator collection. Now included separately under Trust frontline HCWs vaccinated by Trust Occupational Health
05 August 2019
Online data collection forms updated to clarify data collection for bank nurses and porters
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Introduction
This is the third annual guidance on data collection of vaccine uptake for the Trust
health and social care worker flu vaccine campaign. The guidance is updated
annually following consultation and agreement with Trust flu vaccine leads. This
latest guidance should always be adhered too.
The 2019/20 seasonal influenza vaccine programme officially begins on 1 October
2019 until 31 March 2020. Frontline health and social care workers (HSCWs) are
eligible for the flu vaccine as part of the programme and should be offered the
vaccine by their employer. The Health and Social Care (HSC) Trust campaigns, for
Trust-employed staff, can start their programme when they receive their first delivery
of vaccine.
Further details can be found in the Chief Medical Officer (CMO) policy letter,
‘Seasonal influenza vaccination programme 2019/20’– found on the Department of
Health (DoH) Northern Ireland website.
The Public Health Agency (PHA) is responsible for monitoring influenza vaccine
uptake of frontline HSCWs on behalf of DoH. Whilst Trusts offer the flu vaccine to all
of their staff, the PHA only collates and publishes vaccine uptake for HSCWs that
are involved with direct patient care (i.e. frontline) from the five HSC Trusts and the
Northern Ireland Ambulance Service (NIAS).
This year DoH has created two separate targets for frontline health care workers
(HCWs) and frontline social care workers (SCWs):
For frontline HCWs each Trust should achieve at least a 50% uptake rate
For frontline SCWs each Trust should achieve at least a 40% uptake rate
In accordance with the CMO policy letter, all HSC Trusts are responsible for
submitting their data on vaccination of frontline HSCWs to the PHA for regional
monitoring purposes.
Trusts and NIAS must submit this information using the new online data collection
form (appendix 1 and 2) by agreed deadlines so that PHA can accurately monitor
regional uptake, report to DoH and direct public health action.
The purpose of this guidance is to provide clear instruction to Trusts on data
collection requirements for the 2019/20 seasonal influenza vaccine programme of
frontline HSCWs, and thus ensure standardised data collection across Trusts.
This year’s guidance has been updated following feedback received from flu leads in
HSC Trusts. The feedback mainly related to identifying staff that should be included
under each staff grouping for data collection. Difficulty was also raised regarding the
ability for Trusts to provide monthly updates of the denominator.
Table 1: Definitions and examples of staff groups that are FRONTLINE HCWs
Staff Grouping Definition
All doctors
doctors working in hospital, community or GP2
all grades of hospital, community and public health doctor or dentist3
medical and dental students4
All qualified nurses
qualified nurses, midwifes, health visitors working in hospital,
community or GP
at least first level registration
includes nurse consultants, nurse managers
agency nurses5
bank nurses6
nursing and midwifery students4
All Allied Health Professionals
physiotherapists
occupational therapists
dieticians
radiographers
sonographers
chiropodists/podiatrists
orthoptists
speech & language therapists
clinical psychologists
art/music/drama therapists
all AHP students4
All pharmacists Trust-employed pharmacists
7
all students4
Other qualified professional staff Other qualified staff working in direct patient contact e.g. medical technical officers, cardiographers, biomedical scientists, clinical scientists, healthcare scientists, optometrists
Qualified ambulance staff ambulance paramedics
technicians
emergency care practitioners
Support to qualified staff groupings
Staff with direct patient care working in direct support of clinical staff:
nursing assistants, auxiliaries, nursery nurses
care assistants
phlebotomists
health care assistants
technology assistants
pharmacy technicians and support staff
physiotherapy assistants
ambulance personnel
porters involved in moving patients around the hospital8
maintenance & works staff in open clinical areas
2 GPs that are Trust-employed only i.e. those that work in a Trust managed out of hours service. 3 Consultant, registrar, senior house officer, foundation 1&2, staff grade, associate specialist, clinical assistants, and hospital practitioners. 4 Not on HRPTS so not included in denominator data. 5 Agency nurses are employed by a nursing agency that provides nurses to organisations who need the services of healthcare professionals. As they are not employed by a Trust they are not included on HRPTS and so will not be included in denominator data. 6 Bank nurses are included in the Trust nurse bank and provide temporary cover as a result of staff shortages or short term unfilled vacancies. As they are Trust-employed they will be registered on HRPTS. However, as they may not work during the flu season, it was agreed with Trusts that bank nurses should not be included in denominator data. 7 Community/federation pharmacists are not Trust-employed staff and should be included separately. 8 The role of porters differs across Trusts and therefore it was agreed not to include this group in the denominator (see FAQs). They should still be offered the vaccine and, if given, the numerator can be recorded (see online data collection form – appendix 1).
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Table 2: Definitions and examples of staff groups that are FRONTLINE SCWs
Staff Grouping Definition
Social Workers Assesses and manages care, support and intervention needs for individuals and families: social workers
Social Care Workers
Provides service users with direct personal community-based care and practical support to people in their own home: home help / domiciliary care worker / community care worker
Provides care for people in care homes or other long-stay care facilities: Trust-employed
Table 3: Definitions and examples of staff groups that are NON-FRONTLINE HCWs
Staff Group Definition
Staff working in central functions
Central functions include personnel, finance, IT, legal services,
library services, health education and general management support
services. Examples include:
Secretary outside clinical areas (including ward clerks)
Clerical Officers and Managers
Records Manager
Patient Experience Staff
Help desk operator
Domiciliary Area Manager
Staff working in Estates
Estates include areas such as laundry, catering, domestic services
and gardens.
Examples include:
Maintenance Officers
Estates Officers
Surveyors
Domestics / laundry
Catering – Cooks
Security Officers
Chaplin
Drivers
Caretakers
Labourers
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Calculating vaccine uptake of frontline HSCWs
Numerator: the number of Trust-employed frontline HSCWs working in the Trust at
any time between 1 October 2019 and 31 March 2020 who received the flu vaccine
during this time.
Denominator: the number of frontline HSCWs registered on HRPTS at any time
between 1 October 2019 and 31 March 2020.
Vaccine uptake of frontline HSCWs is defined as the proportion of HRPTS registered
frontline HSCWs who received the flu vaccine between 1 October 2019 and 31
March 2020 (see box).
Vaccine Uptake of frontline HSCWs (%) =
No. working in Trust that received vaccine at any time in 2019/20(𝑛𝑢𝑚𝑒𝑟𝑎𝑡𝑜𝑟)
No. working in the Trust at any time during 2019/20 (𝑑𝑒𝑛𝑜𝑚𝑖𝑛𝑎𝑡𝑜𝑟)
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Setting the denominator at the start of the season in September 2019
In September, before the influenza season begins, Trust Occupational Health and
Human Resource (HR) departments should identify the number of frontline HSCWs
in their organisation that are eligible for the flu vaccine using the same definitions in
the previous section (tables 1, 2 and 4). This sets the denominator at the start of the
season.
Each Trust should send their denominator, as at 30 September 2019 to the PHA.
Table 4: Frontline HSCWs in HSC Trusts included in denominator
Staff Group Denominator
All HCWs and support staff (table 1) Include
All SCWs (table 2) Include
Agency staff9
Do not include
Bank staff10
Do not include
All students working in Trust Do not include
Staff working in non-frontline roles (table 3) Do not include
Staff out of the Trust for the whole flu vaccination period (September-
March) e.g. maternity leave/sick leave Do not include
Updating the denominator throughout the season until March 2020
Vaccine uptake should also include HSCWs that were vaccinated at any time
between 1 October 2019 and 31 March 2020 even if they only worked in the Trust for
one day, for example.
This means that Trust information systems should have the ability to be able to
update the denominator throughout the season until the 31 March 2020 to take
account of frontline HSCWs who have started in the Trust during the vaccination
period.
It is recognised that current IT systems within Trusts do not easily enable this. As a
result, at the end of the season on 31 March 2020, each Trust should provide PHA
with a final and updated frontline HSCW list (denominator). This will not be used for
calculating vaccination uptake.
For future seasons, Trusts should work with their IT and HR Departments to develop
an IT system where denominator can be updated throughout the season.
9 Not registered on HRPTS so do not include in denominator. They should still be offered the vaccine and, if given, recorded
in numerator data as ‘other’ (see online data collection form – appendix 1). 10
Registered on HRPTS but may not work at all during the flu season so do not include in denominator. They should still be offered the vaccine and, if given, the numerator can be recorded (see online data collection template – appendix 1).
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Updating the numerator throughout the season (monthly) until March 2020
The number of frontline HSCWs who received the flu vaccine should be recorded
using the PHA online data collection form each month (appendices 1 and 2).
Trusts must report the most up to date numerator to the PHA within the time frames
detailed below.
Table 5 clarifies individuals that should and should not be included in the numerator
at each monthly update.
Table 4: Frontline HSCWs that should be included in monthly updates of numerator
Staff status Criteria Numerator
Trust-employed and working at the start of season (September 2019)
All HCWs and support staff (table 1) Include
All SCWs (table 2) Include
All students working in Trust Include if available
Agency staff
Include if available
Bank staff Include if available
Staff member that declines vaccine (any reason) Do not include
Staff that have received vaccine elsewhere e.g. GP Include
Staff on maternity leave during entire flu vaccination period Do not include
Staff on sick leave during entire flu vaccination period Do not include
Starters and Leavers
Staff arrive in Trust during vaccination period and receive
vaccine (starters) Include
Staff vaccinated in Trust but leaves during vaccination period
(leavers) Include
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Trust data collection form
An online data collection form has been developed for each Trust to use in 2019/20