mntrac and teletracking data dictionaryfeb 08, 2021 · minnesota department of health . 1 of 49 ....

M I N N E S O T A D E P A R T M E N T O F H E A L T H

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SEOC MNTrac Data Dictionary MDH Revision Date: June 4, 2021

HHS Update Date: May 27, 2021

Due to COVID-19, several agencies are requesting information from hospitals to ensure that these agencies have the necessary information to make decisions such as Personal Protective Equipment disbursements, medication disbursements, and financial support for health care. These requests come from both the State of Minnesota and Federal Government agencies, e.g., Centers for Disease Control (CDC), Department of Health and Human Services (HHS.)

The State Emergency Operations Center – State Healthcare Coordination Center (SEOC-SHCC) collects and reports hospital capacity data from all hospitals statewide. In addition, the SEOC-SHCC collects bed capacity and when applicable resource capacity information from skilled nursing facilities and inpatient psychiatric facilities.

Data Collection Tool Explanation Reporting Expectations

MNTrac Hospitals: Collects daily bed, ventilator, and surge capacity from Minnesota and bordering ND hospitals.

Skilled Nursing Facilities (SNF): Collects daily staffed bed availability from SNF.

All data submissions must be completed daily (7 days a week). Hospitals by 9 am. SNFs by 1 pm.

All required fields must be answered.

Excel .csv file Minnesota hospitals report capacity information as requested by the Department of Health and Human Services (HHS) via .csv template. The file is uploaded into MNTrac and compiled statewide for federal reporting submission into TeleTracking system.

All data submissions must be completed daily (7 days a week) by 12 noon.

All required fields must be answered.

Please review the following data elements and their respective definitions to better identify how to collect and report the appropriate hospital data.

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Contents SEOC MNTrac Data Dictionary ....................................................................................................................................... 1

Standard MNTrac bed types ..................................................................................................................................... 2

Key terms .............................................................................................................................................................. 2

TeleTracking hospital reporting data elements ........................................................................................................ 6

General Guidelines:............................................................................................................................................... 6

TeleTracking Data Dictionary .................................................................................................................................. 11

*COVID/Influenza – Counting patients (CS) ............................................................................................................ 48

*COVID/Influenza – Counting previous day deaths (CU) ........................................................................................ 48

Monoclonal Antibody (mAb) Patient Infusion Data Dictionary .............................................................................. 49

Revisions/Updates................................................................................................................................................... 53

UTILIZATION OF THIS DATA DICTIONARY WILL HELP ENSURE A SUCCESSFUL UPLOAD INTO MNTRAC

Standard MNTrac bed types All hospitals (excluding Inpatient Psychiatric Facilities) are to report the following MNTrac bed types – Daily, 7 days a week by 9:00 am.

Due to the scope of the current COVID-19 response, response leaders made the decision to streamline the daily bed updates that are needed from each facility, resulting in collecting critical care (adult and pediatric ICUs) and medical/surgical beds. A daily bed alert is sent out from MNTrac reminding facilities to update this information.

Key terms Staffed Available: A resource that is “available” indicates that the resource is usable or in-service and ready to be used for a patient. It is empty but staffed and ready for patient placement.

Contingency bed: A bed in a “usual” care space, already set up to provide care that could reasonably be quickly and easily repurposed to provide ongoing care. Examples might be the PACU beds, closed units, or beds blocked to avoid rooms being shared.

Crisis bed: A bed that is on the facility campus but uses spaces where patient care is not usually provided; rather, these are adaptive spaces. Example might include hallways, or classrooms for medical surgical patients or operating rooms or procedure rooms for ICU patients.

Surge bed: A bed not normally in hospital census and operation but that could be re-purposed to care for a patient (e.g., PACU).

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Category Type Bed

Bed Type

Data Element Definition

Information should be updated on the MNTrac Bed Information Widget

This number either reflects staffed available or in use. It is your numerator.

MNTrac Total Capacity Definition

Information should be updated under the Agency Setup Tab

This number reflects your total capacity. It is your denominator.

Critical Care Beds

Adult Intensive Care Unit (ICU)

This is your total staffed available Adult ICU beds. An adult (18+ years) ICU bed includes critically ill

patients requiring initiation of vasopressors, BiPAP or high-flow nasal cannula oxygen for respiratory

failure, and/or mechanical ventilation.

This does not include psychiatric ICU beds.

This is your total capacity number of adult ICU beds within your hospital, based on available

staffing resources.

Critical Care Beds

Pediatric Intensive Care

Unit

This is your total staffed available Pediatric ICU beds.

The same as adult ICU, but for patients 17 years and younger.

REMINDER: This does not include NICU or nursery beds.

This is your total capacity number of pediatric ICU beds within your

hospital, based on available staffing resources.

Critical Care Beds

Surge: Adult ICU – RAPID

Expansion IN USE

This is your total IN USE of surge rapid Adult ICU beds.

This is only used when the available ICU beds are fully staffed and exhausted necessitating activation

of staffing the rapid expansion (24 hour) surge space.

This usually includes PACU and procedural beds on the hospital campus. These beds may be

contingency or crisis beds (but are more likely to be contingency beds given the rapid turnaround time

to become operational).

NOTE: The number reflected in this field is in addition to your ICU and Pediatric ICU beds when

they are fully staffed, and you are adding more beds and staffing them as able.

This is your total capacity number of adult surge ICU beds that have

been allocated within your hospital, based on available

staffing resources.

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Category Type Bed

Bed Type







Critical Care Beds

Surge: Adult ICU – DELAYED

Expansion IN USE

(Crisis Level)

This is your total IN USE of surge delayed Adult ICU beds.

This is only used when Rapid Adult Surge ICU beds are fully staffed and exhausted necessitating

activation of staffing the delayed expansion (Crisis Level) surge space.

These are contingency and/or crisis and often involve off-site ambulatory surgical centers and

beds that involve remodeling or reconfiguration. If they are in adaptive spaces, they are crisis beds.

This is your total capacity number of adult surge ICU beds that have


staffing resources.

Medical/Surgical Beds

Medical/Surgical

This is your total staffed available medical/surgical beds.

Includes a non-ICU bed capable of general inpatient care for medical or surgical patients;

examples might include traditional Medical and Surgical beds, observation beds or in crisis mode

non-traditional spaces.

These do not include ED, psychiatric, nursery, NICU, labor and delivery beds, or rehab beds

unless they would be staffed and used for COVID care.

NOTE: As indicated above, labor and delivery beds should no longer be included unless they are being

converted for COVID care.

This is your total capacity number of medical/surgical beds that

have been allocated within your hospital, based on available

staffing resources.

Ventilators Adult

Ventilators

This is your total available adult ventilators.

The available adult ventilators, currently not in use, within the facility.

This does not include BiPAP units or anesthesia machines.

This is your total capacity number of adult ventilators that have


staffing resources.

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Category Type Bed

Bed Type







Ventilators Surge: Adult

Ventilators IN USE

This is your total IN USE adult ventilators.

These are available SURGE adult ventilators, including BIPAP and anesthesia machines.

This is only used when the total available adult ventilators are exhausted, necessitating the

utilization of surge/alternate ventilators.

This is your total capacity number of adult surge ventilators that

have been allocated within your hospital, based on available

staffing resources.

Swing Beds Swing Beds

A swing bed represents the number of staffed available medical/surgical beds that the hospital is

making available to be used as a swing bed.

A swing bed is a licensed interchangeable bed for either acute-care or post-acute care (i.e., receiving

skilled nursing services and reimbursement).

A swing bed represents the number of swing-bed eligible patients that the facility can accept. This is

not in addition to the medical/surgical beds.

This is your total capacity number of swing beds that have been allocated within your hospital,

based on available staffing resources.

During COVID-19, this number will reflect the total capacity of your medical/surgical number. Mainly to serve as a max limit for ease of

updating your staffed available beds.

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TeleTracking hospital reporting data elements General Guidelines:

All Hospitals must submit data daily (7 days a week) by 12 noon.

o EXCEPTION: Inpatient Psychiatric Facilities are required to upload only on Wednesdays by 12noon.

Use teletracking_template_3_25_21, found in the MNTrac NHSH/TeleTracking upload widget or obtained by emailing [email protected]

All data fields must be completed with each submission, unless indicated otherwise.

If a hospital does not have beds in a category, enter zero for number of beds and zero for occupancy.

Health systems with centralized inventories should distribute quantities of resources among their respective hospitals for reporting purposes. The method for this is at the discretion of the health system.

Do not enter commas in numeric responses.

Non-Hospital Infusion Sites only complete seven fields, leaving the other fields blank. See details below in the Data Dictionary Table.

Effective 7/15/2020 the Federal Department of Health and Human Services (HHS) identified that TeleTracking as one of the required portals (HHS Protect is an alternative) for data collection for the Federal Government. Teletracking and MDH have partnered to ensure Minnesota has the tools necessary to successfully submit statewide hospital data daily.

• HHS update December 8, 2020: Therapeutic Course Inventory and Usage – Report Once Weekly on Wednesdays to allow for facilities, states, and IT vendors to prepare for the unknown number of therapeutics that will be approved and have a need for tracking, we are proactively adding designated fields for 10 possible therapeutics. At this time, only A (Casi) and B (Bam) have been assigned.

• HHS update January 12, 2021: Vaccine Administration: Report Once Weekly for Wednesdays, for healthcare personnel and patients in your facility. These fields are optional at this time. Healthcare personnel include all paid and unpaid persons serving in healthcare settings who have the potential for direct or indirect exposure to patients or infectious materials.

• HHS Update March 19, 2021: Two Therapeutic C place holder fields were brought on-line and designated as Bamlanivimab/ Etesevimab for mandatory reporting beginning 4/07/2021. Clarifications were added to the Vaccination fields to improve data quality. Three PPE fields were made optional beginning March 24, 2021.

• HHS Announcement April 21, 2021: On Friday, April 16, the U.S. Food and Drug Administration (FDA) revoked the emergency use authorization (EUA) for bamlanivimab, when administered alone, to be used for the treatment of mild-to-moderate COVID-19 in adults and certain pediatric patients who are at high risk of disease progression or hospitalization. Please see the full FDA statement here. REGEN-COV (casirivimab and indevimab administered together) as well as bamlanivimab and etesevimab (administered together) continue to be available under EUA.

mailto:[email protected]

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.fda.gov%2Fnews-events%2Fpress-announcements%2Fcoronavirus-covid-19-update-fda-revokes-emergency-use-authorization-monoclonal-antibody-bamlanivimab&data=04%7C01%7Ctim.jenkins%40state.mn.us%7Ca4cbc9019da24a2b15c008d904d310fd%7Ceb14b04624c445198f26b89c2159828c%7C0%7C0%7C637546126836054882%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=180Tyd2Ra3NnqP4Jj1NRdLLVP1dGBHPFelowZseuUv4%3D&reserved=0

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An alert is sent out from MNTrac reminding facilities to update this information. This information is being collected in MNTrac via the TeleTracking Import widget. Click on the .csv icon to download the most current version of template. Complete your data with the information below, save to your computer, and then upload the “csv-format” file into MNTrac.

Please download a Teletracking template, from your agency summary page in MNTrac, to ensure you have the utmost up-to-date version.

The following tables provide information on the list of data elements being requested by TeleTracking.

Column Headers:

CSV File Column Letter: This is the corresponding column header in the TeleTracking .csv file template.

CSV Column Identifier: These are the column labels in the .csv template.

Data Description: This is a definition of the data element.

Validation Rules: These are rules for each element of data that must be considered for a successful upload into TeleTracking.

Facility Response: This is the action that is needed on the data element.

HHS has deemed the following fields optional after November 4th, 2020.

previous_day_remdesivir_used

on_hand_supply_remdesivir_vials

critical_staffing_shortage_today

critical_staffing_shortage_anticipated_within_week

On October 19, 2020 HHS added the following new data fields as optional, but as of December 8, 2020, they are required.

total_patients_hospitalized_confirmed_influenza

previous_day_admission_influenza_confirmed

icu_patients_confirmed_influenza

total_patients_hospitalized_confirmed_influenza_and_covid

previous_day_deaths_influenza

previous_day_deaths_covid_and_influenza

As of January 13, 2021, mandatory, Wednesday only, reporting began for the following new therapeutics fields.

previous_week_Therapeutic_A_vials_used (This field has been designated as Casirivimab / Indevimab)

javascript:void(0);

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on_hand_supply_Therapeutic_A_vials (This field has been designated as Casirivimab / Indevimab)

previous_week_Therapeutic_B_vials_used (This field has been designated as Bamlanivimab)

on_hand_supply_Therapeutic_B_vials (This field has been designated as Bamlanivimab)

Note on mAb Therapeutics: Hospitals not providing infusions must enter zeros in these fields.

Non-Hospital Infusion Sites only complete these four fields above, and reporting_for_date, hospital_name, and org_id.

Future Therapeutics – Weekly Reporting for Wednesday. These fields are placeholders for potential future therapeutics. They do not need to be reported until an approved therapeutic is designated.

Therapeutic, Fields D – P; Courses Administered in Last Week

Therapeutic, Fields D – P; Courses on Hand

On January 26, 2021, seven vaccination fields were added, currently voluntary per HHS, but they are likely to be required in the future. These are reported Wednesdays only.

previous_week_personnel_covid_vaccinated_doses_administered

o (For the first week of reporting, include all doses given up to that date)

total_personnel_covid_vaccinated_doses_none

total_personnel_covid_vaccinated_doses_one

total_personnel_covid_vaccinated_doses_all

total_personnel

previous_week_patients_covid_vaccinated_doses_one

o (For the first week of reporting, include all doses given up to that date)

previous_week_patients_covid_vaccinated_doses_all

Note: Hospitals opting not to report during voluntary period may enter blanks in these fields.

On February 1, 2021, HHS placed new maximum limits on the following data points to ensure that accurate values are entered into the TeleTracking Portal. See details in the TeleTracking Data Dictionary table below.

all_hospital_beds

all_adult_hospital_beds

all_hospital_inpatient_beds

all_adult_hospital_inpatient_beds

all_hospital_inpatient_bed_occupied

all_adult_hospital_inpatient_bed_occupied

total_staffed_icu_beds total_staffed_adult_icu_beds

staffed_icu_bed_occupancy

staffed_adult_icu_bed_occupancy

mechanical_ventilators

mechanical_ventilators_in_use

total_adult_patients_hospitalized_confirmed_and_suspected_covid

total_adult_patients_hospitalized_confirmed_covid

total_pediatric_patients_hospitalized_confirmed_and_suspected_covid

total_pediatric_patients_hospitalized_confirmed_covid

hospitalized_and_ventilated_covid_patients

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staffed_icu_adult_patients_confirmed_and_suspected_covid

staffed_icu_adult_patients_confirmed_covid

hospital_onset ed_or_overflow

ed_or_overflow_and_ventilated

previous_day_deaths_covid

previous_day_admission_adult_covid_confirmed

previous_day_admission_adult_covid_confirmed_18_19







previous_day_admission_adult_covid_confirmed_80_plus

previous_day_admission_adult_covid_suspected

previous_day_admission_adult_covid_suspected

previous_day_admission_adult_covid_suspected_18_19







previous_day_admission_adult_covid_suspected_80_plus

previous_day_admission_pediatric_covid_confirmed

previous_day_total_ED_visits

previous_day_covid_ED_visits

previous_day_remdesivir_used

on_hand_supply_remdesivir_vials

total_patients_hospitalized_confirmed_influenza

previous_day_admission_influenza_confirmed

icu_patients_confirmed_influenza

total_patients_hospitalized_confirmed_influenza_and_covid

previous_day_deaths_influenza

previous_day_deaths_covid_and_influenza

As of March 24, 2021, Wednesday only, voluntary reporting began for the following new therapeutics fields. Mandatory reporting beginning April 7, 2021.

previous_week_Therapeutic_C_vials_used (This field has been designated as Bamlanivimab with Etesevimab)

on_hand_supply_Therapeutic_C_vials (This field has been designated as Bamlanivimab with Etesevimab)

Note on mAb Therapeutics: Hospitals not providing infusions must enter zeros in these fields.

Non-Hospital Infusion Sites only complete these four fields above, and reporting_for_date, hospital_name, and org_id.

As of March 24, 2021, HHS made the following PPE fields optional. MNTrac will accept blanks starting March 31st.

reusable_isolation_gowns_used

reusable_PAPRs_or_elastomerics_used

reusuable_n95_masks_used

On April 14 and April 23, 2021, HHS updated the Max Values for the following fields. Current status:

on_hand_supply_Therapeutic_A_courses (New Max Value: 10,000) previous_week_Therapeutic_A_courses_used (New Max Value: 5,000)

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on_hand_supply_Therapeutic_B_courses (New Max Value: 10,000)

previous_week_Therapeutic_B_courses_used (New Max Value: 5,000)

o Note: FDA revoked the EUA for bamlanivimab, when administered alone, on April 21, 2021, hence the only accepted value entered in this field is a zero.

on_hand_supply_Therapeutic_C_courses (New Max Value: 10,000)

previous_week_Therapeutic_C_courses_used (New Max Value: 5,000)

On May 12, 2021 HHS announced the following change:

Updated the maximum value for data point, on_hand_supply_of_gloves_in_units, from 999,999 units to 50,000,000 units.

On May 27, 2021 HHS announced the following changes, with an effective date of June 10, 2021:

Influenza fields are now OPTIONAL. Please note, after October 1, 2021 the fields may become mandatory again, in some form, when acute respiratory illness activity is anticipated to increase.

o total_patients_hospitalized_confirmed_influenza

o previous_day_admission_influenza_confirmed

o icu_patients_confirmed_influenza

o total_patients_hospitalized_confirmed_influenza_and_covid

o previous_day_deaths_influenza

o previous_day_deaths_covid_and_influenza

Fields for inventory and usage for Therapeutic B (bamlanivimab when administered alone) are now OPTIONAL. This is consistent with the FDA revocation of the emergency use authorization for bamlanivimab when administered alone on April 16, 2021.

o on_hand_supply_Therapeutic_B_courses

o previous_week_Therapeutic_B_courses_used

Guidance and documentation used for this document:

COVID-19 Guidance for Hospital Reporting and FAQs March 19, 2021: https://www.hhs.gov/sites/default/files/covid-19-faqs-hospitals-hospital-laboratory-acute-care-facility-data-reporting.pdf

U.S. Health and Human Services (HHS) TeleTracking Release Notes: https://help.cl-teletracking.com/en-us/c19/Content/covid-19/release_notes.htm

HHS Data Mapping Guidance: https://help.cl-teletracking.com/en-us/c19/Content/covid-19/hhs_guidance.htm

HHS Data Points Table: https://help.cl-teletracking.com/en-us/c19/Content/covid-19/Data%20Sources.htm?tocpath=Capacity%20and%20Utilization%7C_____1

Frequently Asked Questions – General: https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq.htm?tocpath=FAQ%7C_____1

https://www.hhs.gov/sites/default/files/covid-19-faqs-hospitals-hospital-laboratory-acute-care-facility-data-reporting.pdf

https://www.hhs.gov/sites/default/files/covid-19-faqs-hospitals-hospital-laboratory-acute-care-facility-data-reporting.pdf

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/release_notes.htm


https://help.cl-teletracking.com/en-us/c19/Content/covid-19/hhs_guidance.htm

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/Data%20Sources.htm

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/Data%20Sources.htm?tocpath=Capacity%20and%20Utilization%7C_____1

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/Data%20Sources.htm?tocpath=Capacity%20and%20Utilization%7C_____1

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq.htm?tocpath=FAQ%7C_____1

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq.htm?tocpath=FAQ%7C_____1

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Frequently Asked Questions – Vaccinations: https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq_vaccinations.htm?tocpath=FAQ%7C_____2

Please visit the MNTrac Website (https://www.health.state.mn.us/communities/ep/coalitions/mntrac.html) for MNTrac and TeleTracking resources and updates, including this document.

TeleTracking Data Dictionary IMPORTANT notes on how to count Psychiatric and Rehabilitation Beds:

If the beds are under the main hospital’s CCN number, count them ONLY IF the beds are included in a surge or overflow beds plan. Hospitals must outline their own triggers and criteria for when these beds would be activated and counted as surge.

CCN numbers: units, areas, wards, etc., within a hospital, that have an alphanumeric variation of the main hospital’s CCN number, are considered to be part of the main hospital.

o For example, if ABC General Hospital’s CCN is 990099, the psychiatric unit’s CCN is 99S099 and the rehabilitation unit’s CCN is 99T099, all three are considered to be under the same CCN.

o Count the beds ONLY IF they are in the surge or overflow plan.

If a hospital’s psychiatric or rehabilitation area has an alphanumeric variation of the main hospital’s CCN number but is not part of the hospital or hospital complex, it reports separately from the main hospital.

If a hospital’s psychiatric or rehabilitation area, within a hospital, has its own distinct CCN number, it reports separately from the main hospital.

IMPORTANT Note: Non-hospital mAb Infusion Sites are only required to complete Columns A, B, C, CV, CW, CX, and CY. Please leave the rest of the fields blank.

CSV File Column Letter

CSV Column Identifier MNTrac Data Dictionary Data Field Description

MNTrac Data Dictionary

Validation Rules Facility Response

A reporting_for_date

Enter the date for which the data is being submitted.

For example, data submitted on November 4, 2020 would include data from the reporting cut off time, set by the hospital, on November 4, back 24 hours from the cut off time.

TeleTracking requires the YYYY/MM/DD format. Example: 2020/11/04. MNTrac also accepts: MM/DD/YYYY and converts it to YYY/MM/DD for reporting to TeleTracking.

Submissions must be made by noon. Use Today’s date

MM/DD/YYYY

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq_vaccinations.htm?tocpath=FAQ%7C_____2

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/faq_vaccinations.htm?tocpath=FAQ%7C_____2

https://www.health.state.mn.us/communities/ep/coalitions/mntrac.html

https://www.health.state.mn.us/communities/ep/coalitions/mntrac.html

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The hospital chooses the time and remains consistent with that time.

B hospital_name Name of Hospital MNTrac Hospital Name TEXT FIELD

C org_id

CDC's National Healthcare Safety Network ID (NHSN ID). If you need help finding the NHSN ID, email [email protected]

Enter NHSN ID Numeric Response

D all_hospital_beds

Total number of all staffed inpatient and outpatient beds in your hospital, including all overflow, observation, and active surge/expansion beds used for inpatients and for outpatients (includes all ICU, ED, and observation).

all_hospital_beds (Column D) must be greater than or equal to: all_hospital_inpatient_beds (Column F), all_hospital_inpatient_bed_occupied (Column H), total_staffed_icu_beds (Column J) and staffed_icu_bed_occupancy (Column L).

Numeric Response Must enter at least a zero.

Acceptable

Values: 0 - 7500

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E all_adult_hospital_beds

Total number of all staffed inpatient and outpatient adult beds in your hospital, including all overflow and active surge/expansion beds for inpatients and for outpatients (includes all ICU, ED, and observation). This is total capacity. Both occupied and unoccupied, adult only beds.

all_adult_ hospital_beds (Column E) must be: greater than or equal to all_hospital_inpatient_beds (Column F) and must be less than or equal to all_hospital_beds (Column D).


Acceptable

Values: 0 - 7500

F all_hospital_inpatient_beds

Total number of staffed inpatient beds in your hospital including all overflow, observation, and active surge/expansion beds used for inpatients (includes all ICU beds). This is total capacity. Both occupied and unoccupied.

all_hospital_inpatient_beds (Column F) must be: less than or equal to all_hospital_beds (Column D) and all_hospital_inpatient_beds (Column F) must be greater than or equal to all_hospital_inpatient_bed_occupied (Column H), total_staffed_icu_beds (Column J) and staffed_icu_bed_occupancy (Column L).


Acceptable

Values: 0 - 6000

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G all_adult_hospital_inpatient_beds

Total number of staffed inpatient adult beds in your hospital including all overflow and active surge/expansion beds used for inpatients (includes all designated ICU beds).

This is total capacity.

Both occupied and unoccupied.

all_adult_hospital_inpatient_beds (Column G) must be less than or equal to all_hospital_inpatient_beds (Column F) and all_hospital_beds (Column D).


Acceptable

Values: 0 - 6000

H all_hospital_inpatient_bed_occupied

Total number of staffed inpatient beds that are occupied.

all_hospital_inpatient_bed_occupied (Column H) must be less than or equal to all_adult_hospital_inpatient_beds (Column G) and all_hospital_beds (Column D) must be greater than or equal to staffed_icu_bed_occupancy (Column L)


Acceptable

Values: 0 - 6000

I all_adult_hospital_inpatient_bed_occupied

Total number of staffed inpatient adult beds that are occupied.

all_adult_hospital_inpatient_bed_occupied (Column I) must be less than or equal to all_hospital_inpatient_bed_occupied (Column H)


Acceptable

Values: 0 - 5000

J total_staffed_icu_beds Total number of staffed inpatient ICU beds.

total_staffed_icu_beds (Column J) must be less than or equal to all_hospital_beds (Column D) and all_adult_hospital_inpatient_beds (Column G) must be greater than or equal to all_hospital_inpatien


Acceptable

Values: 0 - 1500

If you do not have an ICU enter zero.

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t_bed_occupied (Column H)

K total_staffed_adult_icu_beds Total number of staffed inpatient adult ICU beds.

total_staffed_adult_icu_beds (Column K) must be less than or equal to total_staffed_icu_beds (Column J)


Acceptable

Values: 0 - 1500


L staffed_icu_bed_occupancy Total number of staffed inpatient ICU beds that are occupied.

staffed_icu_bed_occupancy (Column L) must be less than or equal to all_hospital_beds (Column D), all_hospital_inpatient_bed_occupied (Column H), all_hospital_inpatient_beds (Column F), total_staffed_icu_beds (Column J)


Acceptable

Values: 0 - 1500


M staffed_adult_icu_bed_occupancy

Total number of staffed inpatient adult ICU beds that are occupied.

staffed_adult_icu_bed_occupancy (Column M) must be less than or equal to staffed_icu_bed_occupancy (Column L)


Acceptable

Values: 0 - 1500


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N mechanical_ventilators

Enter the total number (in use and not in use) of all mechanical ventilators, including adult, pediatric, neonatal ventilators, anesthesia machines and portable/transport ventilators available in the facility. Include BiPAP machines if the hospital uses BiPAP to deliver positive pressure ventilation via artificial airways.

mechanical_ventilators (Column N) must be greater than or equal to mechanical_ventilators_in_use (Column O)


Acceptable

Values: 0 - 2000

O mechanical_ventilators_in_use

Enter the total number of mechanical ventilators in use at the time the data is collected, including adult, pediatric, neonatal ventilators, anesthesia machines and portable/transport ventilators. Include BiPAP machines if the hospital uses BiPAP to deliver positive pressure ventilation via artificial airways.

mechanical_ventilators_in_use (Column O) must be less than or equal to mechanical_ventilators (Column N)


Acceptable

Values: 0 - 800

P

total_adult_patients_hospitalized_confirmed_and_suspected_co

vid

New Data Point – 10/19, 2020

Patients currently hospitalized in an adult inpatient bed who have laboratory-confirmed or suspected COVID-19. Include those in observation beds.

Must enter at least a zero.

Numeric Response.


Acceptable

Values: 0 - 1000

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Q total_adult_patients_hospitalized_confirmed_covid

Patients currently hospitalized in an adult inpatient bed who have laboratory-confirmed COVID-19. Include those in observation beds. Include patients who have both laboratory-confirmed COVID-19 and laboratory-confirmed influenza in this field.

total_adult_patients_hospitalized_confirmed_covid (Column Q) must be less than or equal to total_adult_patients_hospitalized_confirmed_and_suspected_covid (Column P)

This does not include adult patients who were once positive but are now negative.


Acceptable

Values: 0 - 6000

R

total_pediatric_patients_hospitalized_confirmed_and_suspected

_covid

New Data Point – 10/19, 2020

Patients currently hospitalized in a pediatric inpatient bed, including NICU, PICU, newborn, and nursery, who are suspected or laboratory-confirmed-positive for COVID-19. Include those in observation beds.



Acceptable

Values: 0 - 200

S

total_pediatric_patients_hospitalized_confirmed_covid New Data Point – 10/19, 2020

Patients currently hospitalized in a pediatric inpatient bed, including, NICU, PICU, newborn, and nursery, who have laboratory-confirmed COVID-19. Include those in observation beds.

Include patients who have both laboratory-confirmed COVID-19 and laboratory-confirmed influenza in this field.

total_pediatric_patients_hospitalized_confirmed_covid (Column S) must be less than or equal to total_pediatric_patients_hospitalized_confirmed_and_suspected_covid (Column R)


Acceptable

Values: 0 - 100

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T hospitalized_and_ventilated_covid_patients

Patients currently hospitalized in an adult, pediatric or neonatal inpatient bed who have suspected or laboratory-confirmed COVID-19 and are on a mechanical ventilator (as defined in Column N above).


Numeric Response

Acceptable Values: 0 - 1500

U

staffed_icu_adult_patients_confirmed_and_suspected_covid New Data Point – 10/19, 2020

Patients currently hospitalized in a designated adult ICU bed who have suspected or laboratory-confirmed COVID-19.


Numeric Response


V staffed_icu_adult_patients_confirmed_covid

Patients currently hospitalized in a designated adult ICU bed who have laboratory-confirmed COVID-19. Include patients who have both laboratory-confirmed COVID-19 and laboratory-confirmed influenza in this field.

staffed_icu_adult_patients_confirmed_covid (Column V) must be less than or equal to staffed_icu_adult_patients_confirmed_and_suspected_covid (Column U)


Acceptable

Values: 0 - 1500

W hospital_onset

Total current inpatients with onset of suspected or laboratory-confirmed COVID-19 fourteen or more days after admission for a condition other than COVID-19.

Hospital onset COVID-19 patients should be excluded from the count once they are removed from COVID-19 isolation precautions.

If a patient is admitted with COVID 19, they are not counted in the hospital_onset response.


Numeric Response


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X ed_or_overflow

Patients with suspected or laboratory-confirmed COVID-19 who are currently in the Emergency Department (ED) or any overflow location awaiting inpatient bed.


Numeric Response


Y ed_or_overflow_and_ventilated

Patients with suspected or laboratory-confirmed COVID-19 who currently are in the ED or any overflow location awaiting an inpatient bed and on a mechanical ventilator.

ed_or_overflow_and_ventilated (Column Y) must be less than or equal to ed_or_overflow (Column X)


Acceptable

Values: 0 - 200

Z previous_day_deaths_covid

Number of patients with suspected or laboratory confirmed COVID-19 who died on the previous calendar day in the hospital, ED, or any overflow location.

previous_day_deaths_covid (Column Z) must be greater than or equal to previous_day_deaths_covid_and_influenza (Column CU)


Acceptable

Values: 0 - 1000

AA previous_day_admission_adult_covid_confirmed

Enter the number of patients who were admitted to an adult inpatient bed on the previous calendar day who had confirmed COVID-19 at the time of admission.

previous_day_admission_adult_covid_confirmed (Column AA) must be greater than or equal to sum of all age brackets (Columns AB - AJ Totaled) (In other words, the sum of columns AB through AJ cannot be greater than the total entered in AA.) Before uploading, please check the math to avoid later notification and late reporting.


Acceptable

Values: 0 - 1000

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AB previous_day_admission_adult_covid_confirmed_18_19 The patients aged 18-19. Must enter at least a

zero.

Numeric Response


AC previous_day_admission_adult_covid_confirmed_20_29 The patients aged 20-29. Must enter at least a

zero.

Numeric Response


AD previous_day_admission_adult_covid_confirmed_30_39 The patients aged 30-39. Must enter at least a

zero.

Numeric Response


AE previous_day_admission_adult_covid_confirmed_40_49 The patients aged 40-49. Must enter at least a

zero.

Numeric Response


AF previous_day_admission_adult_covid_confirmed_50_59 The patients aged 50-59. Must enter at least a

zero

Numeric Response


AG previous_day_admission_adult_covid_confirmed_60_69 The patients aged 60-69. Must enter at least a

zero.

Numeric Response


AH previous_day_admission_adult_covid_confirmed_70_79 The patients aged 70-79. Must enter at least a

zero.

Numeric Response


AI previous_day_admission_adult_covid_confirmed_80_plus The patients aged 80+. Must enter at least a

zero.

Numeric Response


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AJ previous_day_admission_adult_covid_confirmed_unknown_age New Data Point – 10/19, 2020

The patients whose ages are unknown.

Must enter at least a zero. Numeric Response

AK previous_day_admission_adult_covid_suspected

Enter the number of patients who were admitted to an adult inpatient bed on the previous calendar day who had suspected COVID-19 at the time of admission.

previous_day_admission_adult_covid_suspected (Column AK) must be greater than or equal to the sum of all age brackets.

(In other words, the sum of columns AL through AT cannot be greater than the total entered in AK.) Before uploading, please check the math to avoid later notification and late reporting.


Acceptable

Values: 0 - 2000

AL previous_day_admission_adult_covid_suspected_18_19 The patients aged 18-19. Must enter at least a

zero.

Numeric Response


AM previous_day_admission_adult_covid_suspected_20_29 The patients aged 20-29. Must enter at least a

zero.

Numeric Response


AN previous_day_admission_adult_covid_suspected_30_39 The patients aged 30-39. Must enter at least a

zero

Numeric Response


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AO previous_day_admission_adult_covid_suspected_40_49 The patients aged 40-49. Must enter at least a

zero.

Numeric Response


AP previous_day_admission_adult_covid_suspected_50_59 The patients aged 50-59. Must enter at least a

zero.

Numeric Response


AQ previous_day_admission_adult_covid_suspected_60_69 The patients aged 60-69. Must enter at least a

zero.

Numeric Response


AR previous_day_admission_adult_covid_suspected_70_79 The patients aged 70-79. Must enter at least a

zero.

Numeric Response


AS previous_day_admission_adult_covid_suspected_80_plus The patients aged 80+. Must enter at least a

zero.

Numeric Response


AT

previous_day_admission_adult_covid_suspected_unknown_age New Data Point – 10/19, 2020

The patients whose ages are unknown.


AU previous_day_admission_pediatric_covid_confirmed

Enter the number of pediatric patients who were admitted to an inpatient bed, including NICU, PICU, newborn, and nursery, on the previous calendar day who had confirmed COVID-19 at the time of admission.


Numeric Response


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AV previous_day_admission_pediatric_covid_suspected

Enter the number of pediatric patients who were admitted to an inpatient bed, including NICU, PICU, newborn, and nursery, on the previous calendar day who had suspected COVID-19 at the time of admission.


AW previous_day_total_ED_visits

Enter the total number of patient visits to the ED who were seen on the previous calendar day regardless of reason for visit. Include all patients who are triaged even if they leave before being seen by a provider.


Numeric Response


AX previous_day_covid_ED_visits

Enter the total number of ED visits who were seen on the previous calendar day who had a visit related to COVID-19 (meets suspected or confirmed definition or presents for COVID diagnostic testing – do not count patients who present for pre-procedure screening).

previous_day_covid_ED_visits (Column AX) must be less than or equal to previous_day_total_ED_visits (Column AW)


Acceptable

Values: 0 - 1000

AY previous_day_remdesivir_used

Enter the number of Remdesivir vials used on the previous calendar day in an inpatient, ED, and/or overflow location.

Reporting optional, per Federal requirements, after November 4, 2020.

Must enter at least a zero. Max Value 999999 No commas

Numeric Response


AZ on_hand_supply_remdesivir_vials

Enter the number of Remdesivir vials in inventory at 11:59pm on the previous calendar day in the hospital pharmacy.

Must enter at least a zero. Max Value 999999 No commas

Numeric Response

Acceptable Values:

0 - 25000

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BA critical_staffing_shortage_today

Select "Yes" if you have a critical staffing shortage today. Select "No" if you do not have a staffing shortage today. If you do not report this value, the default is "No". If you have a shortage, report this daily until the shortage is resolved. Each facility should identify staffing shortages based on their facility needs and internal policies for staffing ratios.


However, reporting is still requested for state COVID 19 response.

The use of temporary staff does not count as a staffing shortage if staffing ratios are met according to the facility’s needs and internal policies for staffing ratios. (Environmental services, nurses, respiratory therapists, pharmacists and pharmacy technicians, physicians, other licensed independent practitioners, temporary physicians, nurses, respiratory therapists, and pharmacists’ phlebotomists, other critical healthcare personnel).

TEXT FIELD: Acceptable Values: • Yes • No MNTrac will also accept: • Y, y • N, n

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BB critical_staffing_shortage_anticipated_within_week

Select "Yes" if you anticipate a critical staffing shortage within a week. Select "No" if you do not anticipate a staffing shortage within a week. If you do not report this value, the default is "No". If you have a shortage, report this daily until the shortage is resolved.

Each facility should identify staffing shortages based on their facility needs and internal policies for staffing ratios. The use of temporary staff does not count as a staffing shortage if staffing ratios are met according to the facility’s needs and internal policies for staffing ratios.


However, reporting is still requested for state COVID 19 response. If you answer Yes, here in Column BB please also describe the details in the next Column BC. If you answer No in here Column BB, then please put N/A or none in Column BC.

TEXT FIELD: Acceptable Values: • Yes • No MNTrac will also accept: • Y, y • N, n

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BC staffing_shortage_details New Data Point – 10/19, 2020

Please list the areas in which the shortage is anticipated, i.e., environmental services, nurses, respiratory therapists, pharmacists and pharmacy technicians, physicians, other licensed independent practitioners, temporary physicians, nurses, respiratory therapists, pharmacists, phlebotomists, or other critical healthcare personnel.

This field is optional per federal requirements.

However, reporting is still requested for state COVID 19 response, and if you answered, “Yes” in column BB, describe the details here in BC.

If you answered, “No” in column BB, then please enter NA or “None” here in BC.

TEXT FIELD - Free text entry

BD

PPE_supply_management_source

• Reporting mandatory on

Wednesdays. • Reporting Thursday to

Tuesday optional, if feasible. • Reporting 7 days per week is

optimal.

Enter the response in the next column which reflects the management of PPE for your facility (including purchasing, allocation, and/or storage).

System: Health system level or multiple-hospital group (e.g., PPE purchased at the health system level, par levels managed centrally, in stock supply available at another system location such as a central warehouse).

Facility: Facility level (e.g., PPE purchased by your individual facility, par levels

TEXT FIELD: Acceptable Values: • Facility • System

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managed at the facility-level, in stock supply is all on-site).

BE

on_hand_ventilator_supplies_in_days • Reporting mandatory on



optimal.

How many days of ventilator supplies are on hand?

You are entering the Range of DAYS worth of this supply you have on hand. MNTrac will also accept the following: • 0 for 0 Days • 1-3 or 1 for 1-3

Days • 4-6 or 4 for 4-6

Days • 7-14 or 7 for 7-14

Days • 15-30 or 15 for

15-30 Days • > 30 Days or 30

for > 30 Days

Acceptable Values • 0 days • 1-3 days • 4-6 days • 7-14 days • 15-30 days • >30 days

BF

on_hand_supply_of_n95_respirators_in_days • Reporting mandatory on



optimal.

How many days supply of N95 respirators is on hand?


Days • 4-6 or 4 for 4-6

Days • 7-14 or 7 for 7-14


15-30 Days • > 30 Days or 30

for > 30 Days


BG

on_hand_supply_of_surgical_masks_in_days • Reporting mandatory on

Wednesdays.

How many days supply of surgical masks is on hand?

You are entering the Range of DAYS worth of this supply you have on hand.

Acceptable Values • 0 days • 1-3 days • 4-6 days

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• Reporting Thursday to Tuesday optional, if feasible.

• Reporting 7 days per week is optimal.

MNTrac will also accept the following: • 0 for 0 Days • 1-3 or 1 for 1-3

Days • 4-6 or 4 for 4-6

Days • 7-14 or 7 for 7-14


15-30 Days • > 30 Days or 30

for > 30 Days

• 7-14 days • 15-30 days • >30 days

BH

on_hand_supply_of_eye_protection_in_days • Reporting mandatory on



optimal.

How many days supply of face shields is on hand?


Days • 4-6 or 4 for 4-6

Days • 7-14 or 7 for 7-14


15-30 Days • > 30 Days or 30

for > 30 Days


BI

on_hand_supply_of_single_use_surgical_gowns_in_days • Reporting mandatory on



optimal.

How many days supply of surgical gowns is on hand?


Days • 4-6 or 4 for 4-6

Days


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• 7-14 or 7 for 7-14 Days

• 15-30 or 15 for 15-30 Days

• > 30 Days or 30 for > 30 Days

BJ

on_hand_supply_of_gloves_in_days • Reporting mandatory on



optimal.

How many days supply of gloves is on hand?


Days • 4-6 or 4 for 4-6

Days • 7-14 or 7 for 7-14


15-30 Days • > 30 Days or 30

for > 30 Days


BK

on_hand_supply_of_n95_respirators_in_units • Reporting mandatory on



optimal.

Total N95 masks count.

You are entering the NUMBER OF UNITS worth of this supply you have on hand.


BL

on_hand_supply_of_PAPR_in_units • Reporting mandatory on



optimal.

Total PAPR available.

You are entering the TOTAL NUMBER OF UNITS of this supply you have on hand.

Numeric Response Must enter at least a zero. Max Value

999999 No commas

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BM

on_hand_supply_of_surgical_masks_in_units • Reporting mandatory on



optimal.

Total surgical and procedural masks count.



999999 No commas

BN

on_hand_supply_of_eye_protection_in_units • Reporting mandatory on



optimal.

Total face shields and goggles available.



999999 No commas

BO

on_hand_supply_of_single_use_surgical_gowns_in_units • Reporting mandatory on



optimal.

Total surgical gowns available.



999999 No commas

BP

on_hand_supply_of_launderable_surgical_gowns_in_units • Reporting mandatory on



optimal.

Total launderable gowns available.



999999 No commas

BQ

on_hand_supply_of_gloves_in_units • Reporting mandatory on



optimal.

Total gloves available.


Numeric Response Must enter at least a zero. Max Value 50,000,000 No commas

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BR

able_to_obtain_ventilator_supplies • Reporting mandatory on



optimal.

Are you able to obtain the ventilator supplies?

MNTrac also accepts: • Y, N, and NA • y, n, and na

TEXT FIELD: Acceptable Values • Yes • No • N/A

BS

able_to_obtain_ventilator_medications • Reporting mandatory on



optimal.

Are you able to obtain the ventilator medications?



BT

able_to_obtain_n95_masks • Reporting mandatory on



optimal.

Are you able to obtain N95 masks?



BU

able_to_obtain_PAPRs • Reporting mandatory on



optimal.

Are you able to obtain PAPR?



BV

able_to_obtain_surgical_masks • Reporting mandatory on



optimal.

Are you able to obtain surgical masks?



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BW

able_to_obtain_eye_protection • Reporting mandatory on



optimal.

Are you able to obtain face shields?



BX

able_to_obtain_single_use_gowns • Reporting mandatory on



optimal.

Are you able to obtain surgical gowns?



BY

able_to_obtain_gloves • Reporting mandatory on



optimal.

Are you able to obtain gloves?



BZ

able_to_obtain_launderable_gowns • Reporting mandatory on



optimal.

Are you able to maintain a supply of launderable gowns?



CA

able_to_maintain_ventilator_3day_supplies • Reporting mandatory on



optimal.

Can maintain a three day supply of the item?



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CB

able_to_maintain_ventilator_3day_medications • Reporting mandatory on



optimal.

Can maintain a three day supply of the item?



CC

able_to_maintain_n95_masks • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of N95 respirators?



CD

able_to_maintain_3day_PAPRs • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of PAPRs?



CE

able_to_maintain_3day_surgical_masks • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of surgical mask?



CF

able_to_maintain_3day_eye_protection • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of face shields?



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CG

able_to_maintain_3day_single_use_gowns • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of single-use gowns?



CH

able_to_maintain_3day_gloves • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of gloves?



CI

able_to_maintain_3day_lab_nasal_pharyngeal_swabs • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of Nasal Pharyngeal swabs?



CJ

able_to_maintain_lab_nasal_swabs • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of nasal swabs?



CK

able_to_maintain_3day_lab_viral_transport_media • Reporting mandatory on



optimal.

Are you able to maintain a three day supply of Viral Transport Media?



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CL

reusable_isolation_gowns_used Reporting optional on Wednesdays beginning March 31, 2021.

Are you currently re-using launderable gowns or implementing extended use?

MNTrac also accepts: • Y, N, and NA • y, n, and na • Blank

TEXT FIELD: Acceptable Values • Yes • No • N/A • Blank

CM

reusable_PAPRs_or_elastomerics_used Reporting optional on Wednesdays beginning March 31, 2021.

Are you currently re-using PAPRs or implementing extended use?


TEXT FIELD: Acceptable Values

• Yes • No • N/A • Blank

CN

reusuable_n95_masks_used Reporting optional on Wednesdays beginning March 31, 2021.

Are you currently re-using N95 Masks or implementing extended use?


TEXT FIELD: Acceptable Values

• Yes • No • N/A • Blank

CO anticipated_medical_supply_medication_shortages

List any anticipated supply or medication shortages, (Example: N95s, Isolation Gowns, Ventilator Medications).

Reporting optional, per Federal requirements.

However, reporting is still requested for state COVID 19 response.

If no issues are anticipated, please put NA or none.

TEXT FIELD - Free text entry

CP

total_patients_hospitalized_confirmed_influenza New Data Point – 10/19, 2020 Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness

Enter the number of patients (all ages) currently hospitalized in an inpatient bed who have laboratory-confirmed influenza. Include those in observation beds.

Must enter at least a zero or leave blank.

Numeric Response


or Leave Blank

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activity is anticipated to increase.

CQ

previous_day_admission_influenza_confirmed New Data Point – 10/19, 2020 Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness activity is anticipated to increase.

Enter the number of patients (all ages) who were admitted to an inpatient bed on the previous calendar day who have laboratory-confirmed influenza at the time of admission.


Numeric Response


or Leave Blank

CR

icu_patients_confirmed_influenza New Data Point – 10/19, 2020 Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness activity is anticipated to increase.

Enter the number of patients (all ages) currently hospitalized in a designated ICU bed with laboratory-confirmed influenza.


Numeric Response


or Leave Blank

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CS

total_patients_hospitalized_confirmed_influenza_and_covid New Data Point – 10/19, 2020

*See expanded version below Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness activity is anticipated to increase.

Enter the number of patients (all ages) currently hospitalized in an inpatient bed who have laboratory-confirmed COVID-19 and laboratory-confirmed influenza.

Patients (all ages) currently hospitalized in an inpatient bed who have BOTH laboratory-confirmed COVID-19 AND laboratory-confirmed influenza. This is a subset of: Column Q: total_adult_patients_hospitalized_confirmed_covid.

Column S: total_pediatric_patients_hospitalized_confirmed_covid.

and

Column CP: total_patients_hospitalized_confirmed_influenza

Numeric Response


Acceptable

Values: 0 - 200

CT

previous_day_deaths_influenza New Data Point – 10/19, 2020 Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness activity is anticipated to increase.

Enter the number of patients with laboratory-confirmed influenza who died on the previous calendar day in the hospital, ED, or any overflow location.

previous_day_deaths_influenza (Column CT) must be greater than or equal to previous_day_deaths_covid_and_influenza (Column CU).

Numeric Response


Acceptable

Values: 0 - 100

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CU

previous_day_deaths_covid_and_influenza New Data Point – 10/19, 2020

*See expanded version below Effective June 10, 2021, Influenza fields are OPTIONAL. Please note: after October 1, 2021, the fields may become mandatory again in some form when acute respiratory illness activity is anticipated to increase.

The number of patients with laboratory-confirmed influenza AND laboratory confirmed COVID-19 who died on the previous calendar day in the hospital, ED, or any overflow location.

Enter the number of patients (all ages) with BOTH laboratory-confirmed COVID-19 AND laboratory-confirmed influenza, who died on the previous calendar day in the hospital, ED, or any overflow location. The number entered in Column CU must be less than or equal to the number entered in Column CT, (previous_day_deaths_influenza) and must be less than or equal to the number entered in Column Z (previous_day_deaths_covid).

Numeric Response


Acceptable

Values: 0 - 100

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CV

previous_week_Therapeutic_A_courses_used

This field has been designated as Casirivimab/Indevimab and is mandatory beginning 1/13/2021.

Reporting mandatory on Wednesdays.

Report the previous Wednesday through Tuesday Data.

.

Therapeutics

Casirivimab/Indevimab

Courses used in the last week

For casirivimab/imdevimab patient courses depend on the type of vials you have:

• 2.5mL vials – 4 vials of casirivimab + 4 vials of imdevimab = 1 patient course

• 11 mL vials – 1 vial of casirivimab + 1 vials of imdevimab = 1 patient course

• Dose Packs – 1 packed dose = 1 patient course

Number of Casirivimab/Indevimab courses used in the previous calendar week in an inpatient, ED, and/or overflow location.

If no courses have been administered in the last week enter zero. Blanks are not accepted.

Enter number of Casirivimab/Indevimab courses used in the previous calendar week.


Acceptable Values:

0 – 5,000

Max Value: 5,000

CW

on_hand_supply_Therapeutic_A_courses

This field has been designated as Casirivimab/Indevimab and is mandatory beginning 1/13/2021.


Therapeutics

Casirivimab/Indevimab

Current inventory on hand (in courses)

For casirivimab/imdevimab patient courses depend on the type of vials you have:

• 2.5mL vials – 4 vials of casirivimab + 4 vials of imdevimab = 1 patient course

• 11 mL vials – 1 vial of casirivimab + 1 vials of imdevimab = 1 patient course

• Dose Packs – 1 packed dose = 1 patient course

Number of Casirivimab/Indevimab courses currently in inventory.

If no inventory on hand, enter zero. Blanks are not accepted.

Enter current inventory on hand (in courses) of Casirivimab/Indevimab.


Acceptable Values:

0 – 10,000

Max Value: 10,000

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CX

previous_week_Therapeutic_B_courses_used

This field was designated as Bamlanivimab on 1/13/2021.

FDA revoked Emergency Use Authorization (EUA) of Bamlanivimab, alone, on April 16, 2021. FDA News Release: https://www.fda.gov/news-events/press-announcements/coronavirus-covid-19-update-fda-revokes-emergency-use-authorization-monoclonal-antibody-bamlanivimab

Effective June 10, 2021, per HHS Guidance, reporting is OPTIONAL.

Therapeutics: Bamlanivimab

Number of Bamlanivimab courses used in the previous calendar week in an inpatient, ED, and/or overflow location.

Do NOT enter Bamlanivimab vials/courses here that are part of the combination Bamlanivimab/Etesevimab product.

With FDA’s revocation of the EUA for the use of Bamlanivimab alone, the only acceptable responses are to enter a zero or leave blank.

Numerical

Do not enter N/A or any other value.

Must enter a zero or leave blank.

CY

on_hand_supply_Therapeutic_B_courses

This field has been designated as Bamlanivimab and is mandatory beginning 1/13/2021.

Effective June 10, 2021, per HHS Guidance, reporting is OPTIONAL.

Therapeutics

Bamlanivimab

Current Inventory on hand (in courses)

For bamlanivimab – 1 vial = 1 patient course

Do NOT enter Bamlanivimab vials/courses here that are part of the combination Bamlanivimab/Etesevimab product.

Number of Bamlanivimab courses currently in inventory.

Enter current inventory on hand

(in courses) of Bamlanivimab.

Provide numeric response or leave blank if choosing not to respond.

Acceptable Values:

0 – 10,000 or leave blank

Max value: 10,000

https://www.fda.gov/news-events/press-announcements/coronavirus-covid-19-update-fda-revokes-emergency-use-authorization-monoclonal-antibody-bamlanivimab







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CZ

previous_week_Therapeutic_C_courses_used

This field has been designated as Bamlanivimab with Etesevimab (bamlanivimab/etesevimab and is mandatory beginning 4/07/2021.



Therapeutics

Bamlanivimab with Etesevimab


For bamlanivimab/etesevimab, 1 vial of bamlanvimab + 2 vials of etesevimab = 1 patient course

Number of Bamlanivimab with Etesevimab courses used in the previous calendar week in an inpatient, ED, and/or overflow location.


Enter the number of Bamlanivimab with Etesevimab courses used in the previous calendar week.


Acceptable Values:

0 – 5,000

Max Value: 5,000

DA

on_hand_supply_Therapeutic_C_courses

This field has been designated as Bamlanivimab with Etesevimab (bamlanivimab/etesevimab and is mandatory beginning 4/07/2021.


Therapeutics

Bamlanivimab with Etesevimab

Current Inventory on hand (in courses)

For bamlanivimab/etesevimab, 1 vial of bamlanvimab + 2 vials of etesevimab = 1 patient course

Number of Bamlanivimab with Etesevimab courses currently in inventory.

If no inventory on hand enter zero. Blanks are not accepted.

Enter current inventory on hand

(in courses) of Bamlanivimab

with Etesevimab.


Acceptable Values:

0 – 10,000

Max Value: 10,000

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Place Holder

TBD, Disregard

until further notice

on_hand_supply_Therapeutic_[D - P]_vials

Fields [D - P] will be designated as new Therapeutics are approved.

Reporting mandatory on Wednesdays (TBD).

Therapeutics

TBD – place holder for Therapeutics [D – P] as they become approved.

Current inventory on hand (in courses)

Number of therapeutic [D - P] courses currently in inventory.

If no inventory on hand enter zero. Blanks are not accepted.

Enter the number of therapeutic [D - P] courses currently in inventory.


Acceptable Values:

0 - 999999

Place Holder

TBD, Disregard

until further notice

previous_week_Therapeutic_[D – P]_vials_used

Fields [D - P] will be designated as new Therapeutics are approved.

Reporting mandatory on Wednesdays (TBD).


Example: On Wednesday January 13, 2021 report data for Wednesday, 1/6/2021 – Tuesday, 1/12/2021.

Therapeutics

TBD – place holder for Therapeutics [D – P] as they become approved.


Number of therapeutic [D – P] courses used in the previous calendar week in an inpatient, ED, and/or overflow location.


Enter the number of therapeutic [D – P] courses used

in the previous calendar week.


Acceptable Values:

0 - 999999

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DB

Report data once a week on Wednesday.

previous_week_personnel_covid_vaccinated_doses_administered Note: For the first week of reporting, include all doses given up to that date. Note: Hospitals opting not to report during voluntary period may enter blank.

Previous week’s COVID-19 vaccination doses administered to healthcare personnel by your facility (Regardless of series or single-dose vaccine.)

This field is meant to represent the number of allocated vaccine doses administered to any healthcare worker (serving your facility or elsewhere) by your facility.

For TeleTracking, healthcare personnel are defined as:

All paid and unpaid persons serving in your healthcare setting who have the potential for direct or indirect exposure to patients or infectious materials. If the corporate, administrative, accounting or HR staff are not working in a healthcare setting where they have potential for direct or indirect exposure (e.g., an office building that is not where patient care is provided), they should not be counted.

For the previous week, enter the number of COVID-19 vaccination doses administered to any healthcare personnel in the previous week by your facility.

Enter the count of all doses administered (first in a multi-series vaccine, second or final in a multi-series vaccine, or single-dose vaccine).

For the first week of reporting, include all doses given up to that date.


Acceptable Values:

0 - 999999

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DC


total_personnel_covid_vaccinated_doses_none

Note: Hospitals opting not to report during voluntary period may enter blank.

Current healthcare personnel who have not yet received any COVID-19 vaccination doses



Enter the number of healthcare personnel serving your facility, who have not yet received any kind of vaccine dose (first in a multi-series, single-dose vaccine, etc.).

This field is meant to represent personnel who have not had a single vaccine dose yet regardless of where the vaccine is administered (your facility or elsewhere).


Acceptable Values:

0 – 999999

Note: Report at the facility level.

Multi-facility employees should

be reported by primary facility.

DD


total_personnel_covid_vaccinated_doses_one Note: Hospitals opting not to report during voluntary period may enter blank.

Current healthcare personnel who have received the first dose in a multi-series of COVID-19 vaccination doses.



Enter the current total number of healthcare personnel serving your facility, who have received the first dose of a multi-series COVID-19 vaccine, regardless of where the dose was administered (your facility or elsewhere).

This field is meant to represent those who are partially vaccinated, defined as having begun but not completed the vaccination process.

(Do not include those who received a single-dose vaccine in


Acceptable Values:

0 - 999999

Note: Report at the facility level. Multi-facility employees should be reported by primary facility.

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this field or those who have received more than one dose or a completed multi-dose series.)

DE


total_personnel_covid_vaccinated_doses_all Note: Hospitals opting not to report during voluntary period may enter blank.

Current healthcare personnel who have received a completed series of a COVID-19 vaccination or a single-dose vaccination.



Enter the current total number of healthcare personnel serving your facility, who are fully vaccinated, defined as having received a completed series of a COVID-19 vaccination or a single-dose vaccination.

This field is meant to represent those who have completed the COVID-19 vaccination process, regardless of where it was administered (your facility or elsewhere) and regardless of how many doses are needed to complete the vaccination series.


Acceptable Values:

0 – 999999




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DF


total_personnel

Note: Hospitals opting not to report during voluntary period may enter a blank.

Total number of current healthcare personnel

Note: For TeleTracking, healthcare personnel are defined as:


Enter the current total number of healthcare personnel for the facility.

Healthcare personnel include all paid and unpaid persons serving in healthcare settings who have the potential for direct or indirect exposure to patients or infectious materials.


Acceptable Values:

0 – 999999




DG


previous_week_patients_covid_vaccinated_doses_one

Note: For the first week of reporting, include all doses given up to that date.

Note: Hospitals opting not to report during voluntary period may enter a blank.

Previous week’s number of patients and other nonhealthcare personnel who received the first dose in a multi-series of COVID-19 vaccination doses.

Do not include those who have had the second or final dose of a multi-dose vaccination series or those who have had a single-dose vaccination

This field is meant to represent those who have begun but not completed the vaccination process.

For the previous week, enter the number of patients and other non-healthcare personnel, defined as any person who is not a healthcare worker at your facility, who received the first dose in a multi-series of COVID-19 vaccination doses administered in your facility.

The vaccination can occur for an inpatient, outpatient, or community clinic visitor if the doses were allocated to and administered by the facility.


Acceptable Values:

0 – 999999

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DH


previous_week_patients_covid_vaccinated_doses_all Note: Hospitals opting not to report during voluntary period may enter a blank.

Previous week’s number of patients who received the final dose in a series of COVID-19 vaccination doses or the single-dose vaccine by your facility.

This field is meant to represent those who have completed the COVID-19 vaccination process.

For the previous week, enter the number of patients, defined as any person who is not a healthcare worker at your facility, who received the final dose in a multi-series of COVID-19 vaccination doses, or the single-dose vaccine administered by your facility.

The vaccination can occur for an inpatient, outpatient, or community clinic visitor if the doses were allocated to and administered by the facility.


Acceptable Values:

0 – 999999

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*COVID/Influenza – Counting patients (CS)

*COVID/Influenza – Counting previous day deaths (CU)

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Monoclonal Antibody (mAb) Patient Infusion Data Dictionary FDA Coronavirus (COVID-19) Update April 16, 2021. FDA Revokes Emergency Use Authorization for Monoclonal Antibody Bamlanivimab: The FDA revoked the emergency use authorization (EUA) for bamlanivimab, when administered alone. Alternative monoclonal antibody therapies remain available under EUA, including casirivimab and imdevimab, administered together, and bamlanivimab and etesevimab, administered together.

All infusion sites to report weekly – Wednesdays by 12noon

Submit data only for Eligible Patients. Data for ineligible patients does not need to be uploaded.

Each Wednesday, report the previous Wednesday through Tuesday Data

o Example: On Wednesday January 13, 2021 report data for Wednesday, 1/6/2021 – Tuesday, 1/12/2021.

Also, infusion sites must update weekly schedule and infusion capacity in MNTrac. Please see a separate resource for guidelines and instructions: mAb_mntrac_update_schedule & capacity_guide_2021.01.06, found in the MNTrac Document Hub or by emailing [email protected].

This data is serving several important purposes

Providing the State Emergency Operation Center and other response leaders and partners information on Monoclonal Antibody usage and distribution, including trends regionally, statewide, and nationally.

It is being used for the overall statewide response, for the greater good of the public served by the healthcare system.

Important additional requirements

Healthcare systems with multiple infusion sites must report separately for each site.

All infusion sites must participate, including non-hospitals such as home infusion services, pharmacies, infusion centers, skilled nursing facilities, clinics, or any location that is providing mAb infusion services to patients.

Also, please let the SEOC Hospital Data Team know about any infusion sites that are receiving Monoclonal Antibody Therapeutics from your agency or system by emailing [email protected], so they can be added to this process.

All mAb Patient Screening and Infusion data fields must be uploaded to in MNTrac according to the following table, using the monoclonal_antibody_template_12_17_20 found in MNTrac.

Reminder: Only data on eligible patients is needed.


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Column Column Label Data Description Acceptable Response Additional Instructions/Notes

A orgid

Facility's MNTrac Org ID - most applicable

for facilities uploading for more than one agency in MNTrac

Text/Number

Must entered correctly for successful upload. This is the

NHSN ID from MNTrac found in the Identifiers tab in Agency

Setup. See mAb_mntrac_upload & validation_guide_2021.01.06

for instructions or email [email protected] for

assistance in locating the orgid (NHSN ID).

B MRN Patient's medical record number Text/Number

Must be entered for successful MNTrac upload. Enter N/A only if Patient’s MRN is not available.

C ReportingDate

Indicate date of when you are uploading

your batch - typically will be "today's" date

MM/DD/YYYY Must be entered for successful MNTrac upload.

D PatientName Patient's full name Text: Last Name, First Name

Must be entered in the LastName, FirstName format in

the same field. Please make sure to include the comma.

E PatientDOB Patient's date of

birth MM/DD/YYYY Must be entered. Must use the correct date format.

F PatientAge Patient's age numerical Optional. Leave blank or enter Numerical Value.

G PatientSymptomOnsetDate

Date of onset of symptoms MM/DD/YYYY

Optional. Leave blank or use the correct date format

MM/DD/YYYY.

H PatientScreeningDate

Date patient was screened to

determine eligibility for therapy

MM/DD/YYYY Optional. Leave blank or enter

Date in the Correct Date Format: MM/DD/YYYY.

I PatientEligibleForMonoclonalAntibo

dy

Is patient eligible for a monoclonal

antibody therapy? Yes/No

Optional. Leave blank or enter Yes or No. Do not enter N/A.

Screening information: https://www.health.state.mn.us/diseases/coronavirus/hcp/bam

screen.pdf

J EligibleBasedOnAgeOver65

Patient is Over 65 years of age Yes/No Optional. Leave blank or enter

Yes or No. Do not enter N/A.

K EligibleBasedOnBMIOver35

Patient has a BMI Over 35 Yes/No


https://www.health.state.mn.us/diseases/coronavirus/hcp/bamscreen.pdf



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L EligibleBasedOnChronicKidneyDiseas

e

Patient has kidney disease Yes/No


M EligibleBasedOnDiabetes Patient has diabetes Yes/No Optional. Leave blank or enter

Yes or No. Do not enter N/A.

N EligibleBasedOnImmunosuppressiveD

isease

Patient has an immunosuppressive

disease Yes/No


O EligibleBasedOnImmunosuppressiveT

reatment

Patient is currently receiving treatment

for an immunosuppressive

disease

Yes/No


P EligibleBasedOnAgeOver55withCardiovascularDisease

Patient is 55 or older and has a

cardiovascular disease

Yes/No


Q EligibleBasedOnAgeOver55withHyper

tension

Patient is 55 or older and hypertension Yes/No


R EligibleBasedOnAgeOver55withChron

icRespiratory

Patient is 55 or older with COPD/Chronic Respiratory disease

Yes/No Optional. Leave blank or enter Yes or No. Do not enter N/A.

S EligibleAge12to17BasedOnBMIOver8

5thPercentile

Patient is between 12 and 17 years of

age and their BMI is over 85th percentile

Yes/No


T EligibleAge12to17BasedOnSickleCell

Disease

Patient is between 12 and 17 years of age and has sickle

cell disease

Yes/No


U EligibleAge12to17BasedOnHeartDise

ase

Patient is between 12 and 17 years of age and has a heart

disease

Yes/No


V

EligibleAge12to17BasedOnNeurodevelopmentalDisorde

r


age and has a neuro-

developmental disorder

Yes/No


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W EligibleAge12to17BasedOnMedicalTechDependence


age and is dependent on medical tech

Yes/No


X EligibleAge12to17BasedOnChronicRe

spiratory


age and has a chronic respiratory

illness

Yes/No


Y InfusionReceived Did patient receive

infusion? Yes/No Must answer Yes or No. Cannot leave blank or enter N/A.

Z InfusionReceivedDate

Date of infusion received MM/DD/YYYY

If patient received infusion, must use the correct date

format MM/DD/YYYY. If patient did not receive infusion leave

this field blank. MNTrac will not accept N/A or other responses

in this field.

AA InfusionProduct Which infusion

product did patient receive?

Note: As of 4/16/2021, HHS no longer allowed the administration of Bamlanivimab (Bam) alone. Current Acceptable responses for InfusionProduct:

• casirivimab/imdevimab • casi • bamlanivimab/etesevimab • bam/etes

If patient received infusion, must enter the name of the mAb therapeutic listed in column D. If patient did not receive infusion leave this field blank. MNTrac will not accept N/A or other responses in this field.

AB InfusionNotReceivedRandomlySelect

ed

Patient was not selected due to randomization

Yes/No

If patient did not receive infusion, must choose Yes or No. If patient did receive infusion leave this field blank. MNTrac will not accept N/A or other responses.

AC InfusionNotReceivedPatientRefused

Patient refused infusion Yes/No

If patient did not receive infusion, must choose Yes or No. If patient did receive infusion leave this field blank.

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MNTrac will not accept N/A or other responses.

AD InfusionNotReceivedOther

Patient did not receive infusion for other

reasons Yes/No

If patient did not receive infusion, must choose Yes or No. If patient did receive infusion leave this field blank. MNTrac will not accept N/A or other responses.

AE InfusionNotReceivedOtherReason

Please indicate "other" reasons on why the patient did

not receive the infusion.

text

Must enter a response, if the response to "Patient did not receive infusion for other reasons", was "Yes", such as "the infusion center doesn't have an mAb inventory." If the answer was "No", you must enter "N/A".

Revisions/Updates Date Revision/Update explanation Page(s)

28 July 2020

Removed Vent Medications. Changed surgical gowns to single use. Changed PPE Reuse to Able to Obtain. All column letters updated. Added FAQ section.

Full document

13 Aug 2020

Incorporated August 13, 2020, HHS TeleTracking Data Points Guidance and August 13, 2020, TeleTracking Release Notes:

Updated columns to align with the new 08/13/2020 TeleTracking Template.

Added the following new data points: o Admits_In_Last_24_Hrs_Confirmed_Adult

o Admits_In_Last_24_Hrs_Suspected_Adult

Which replaced the following data points:

o Admits_In_Last_24_Hrs_Confirmed o Admits_In_Last_24_Hrs_Suspected

Removed the Total_PAPR_Days_On_Hand data point.

Added three new data points:

o Total_N95_Reuse o Total_PAPR_Reuse

o Total_Launderable_Gowns_Reuse

Indicated (marked) current and new required data points.

Full document

https://help.cl-teletracking.com/en-us/c19/Content/covid-19/Data%20Sources.htm



https://www.mntrac.org/controller.cfm?method=NHSNimportService.downloadTeletrackingTemplate

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Date Revision/Update explanation Page(s)

Added N/A response option for “3 Day Supply” and “Re-use” questions for Lab Supplies.

Added range inputs option to “Days on Hand” data points, which replaced the numerical inputs.

18 Aug 2020

Integrated current HHS-TeleTracking data description definitions and validation rules. Definitions were updated semantically, no changes in intended meaning of data points. Columns updated: C, D, E, F, H, J, K, L, N, P, R, T, U, V, W, X, Z, AB, AD, AE, AO, AY, BB, BC, BF, BJ, BO, BS, BW, CA, CN, CO, CP, CQ, CR, DA, and DB.

Full document

2 Nov 2020

Entire document rebuilt in response to HHS October 19, 2020 update which included extensive modifications to the TeleTracking reporting specifications. Multiple data points were eliminated, and multiple data points were added. See TeleTracking Release Notes October 27, 2020.

Full document

20 Nov 2020

Updated MNTrac bed type definitions to reflect additional clarifications. Minor narrative edits and formatting.

Pages 2 - 5

2 Dec 2020 Added Venn Diagrams on counting COVID/Influenza Patients and Previous Day Deaths. Page 38

7 Jan 2021

Updated Influenza fields from optional to required. Added newly required Therapeutics fields to table. Integrated Monoclonal Antibody Patient Infusion definitions.

Multiple, full document as

needed.

29 Jan 2021

Updated MNTrac/TeleTracking Guidance

Added newly required Vaccination fields to table.

Changed column order and column labels for the Therapeutics fields in the table to align with TeleTracking.

Pages 6 - 8

Pages 35 - 41

2 Feb 2021

HHS placed new maximum limits on certain data points to ensure that accurate values are entered into the TeleTracking Portal. The TeleTracking Data Dictionary Table was updated to reflect this.

Pages 10 - 49

31 March 2021

31 March 2021

Updated state and federal guidance hyperlinks.

Added C Therapeutics Data Fields to the TeleTracking Data Dictionary Table and corresponding other updates to the TeleTracking hospital reporting data elements section.

Changed reporting requirements from required to optional for the fields: reusable_isolation_gowns_used, reusable_PAPRs_or_elastomerics_used, and reusuable_n95_masks_used

Updated Vaccine Fields DB – DH per HHS clarifications released March 19, 2021.

Page 9

Pages 6 - 9, 39

Pages 6 - 9, 34

Pages 6 - 9, 41 - 45



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Updated Monoclonal Antibody (mAb) Patient Infusion Data Dictionary section, column AA, InfusionProduct field, with new accepted values bamlanivimab/etesevimab and bam/etes. Made Columns/Fields F – X optional.

Pages 48, 50

28 April 2021

Added HHS announcement regarding FDA revocation of EUA for use of bamlanivimab alone.

Updated TeleTracking Data Dictionary section, column CX, accordingly per FDA revocation of EAU for use of Bam alone.

Included notation on the FDA Coronavirus (COVID-19) Update April 16, 2021: FDA Revocation of Emergency Use Authorization for Monoclonal Antibody Bamlanivimab.

Updated mAb Patient Infusion Data Dictionary section, column AA, accordingly per FDA revocation of EAU for use of Bam alone.

6

38

47

50

05 May 2021

Added HHS announcement regarding new Max Values for Therapeutics Fields.

Updated TeleTracking Data Dictionary section, columns CX, CY, CZ, and DA, accordingly per HHS Max Value Updates.

9 – 10

38 – 40

04 June 2021

Updated the maximum value for data point, on_hand_supply_of_gloves_in_units, from 999,999 units to 50,000,000 units.

Updated the following Influenza data points from required to optional status:

Total hospitalized patients with laboratory-confirmed influenza virus infection.

Previous day’s influenza admissions (laboratory-confirmed influenza virus infection)

Total hospitalized ICU patients with laboratory-confirmed influenza virus infection

Total hospitalized patients co-infected with BOTH laboratory-confirmed COVID-19 AND laboratory-confirmed influenza virus infection

Previous day’s influenza deaths (laboratory-confirmed influenza virus infection)

Updated the following Therapeutics data points from required to optional status:

Therapeutic B, Bamlanivimab. Current Inventory on hand (in courses)

Therapeutic B, Bamlanivimab. Courses used in the last week

30

35 – 38

40

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Minnesota Department of Health | health.mn.gov | 651-201-5000 | 625 Robert Street North PO Box 64975, St. Paul, MN 55164-0975 Contact [email protected] to request an alternate format.

06/04/2021

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