onsite covid-19 testing december 2020 digital onsite tools ... eohhs...2020/12/16 · color’s...

Proprietary and Confidential — Not for distribution. 1

Onsite COVID-19 Testing

December 2020

Training staff and sample collectors on Color’s digital onsite tools


Agenda

01. Program Overview02. Site Set Up03. Creating your Account and Logging in04. Register and check a patient in05. Confirming patient information, collecting

consent, and registering a sample to a patient

06. Troubleshooting07. Returning Samples08. Next Steps


Program Overview

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Proprietary and Confidential — Not for distribution.

Program Overview

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● EOHHS / Color partnership with congregate care providers● Test kits, shipping, processing and software● Simple, centralized ordering, pre-authorized volumes

○ Staff tested every 2 weeks; ○ Residents can be tested monthly

● Phased rollout○ Phase 1 now (state-run test sites), ○ Phase 2 January (state- and vendor-run)

● Thanks for Phase 1 feedback!!


Color Onsite Tool Admin Overview

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1. Visit home.color.com/create-account to set up your administrative account

2. On testing day, login to admin portal: home.color.com/covid-admin 3. Check-in staff and residents

a. Consent from minors / Confirm DOB / Scan or type in barcode4. Collect completed samples5. Package and send to lab6. Repeat every 1-2 weeks


Staff Experience

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1. Pre-register at [UNIQUE SITE URL] a. Ex. https://home.color.com/covid/sign-up/start?partner=[unique name here ]

2. Receive kit from admin on testing day3. Self-swab and return sample4. View results via Color portal5. Repeat steps 2-4 every 2 weeks


Resident Experience

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1. Get checked and registered in by site admin2. Self-swab and return sample OR administered collection3. View results4. Repeat as instructed by site admin, no more than once per month


Site Set Up

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Site Requirements and Recommendations

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● Please note, this section refers to the set of resources that are needed for collection sites to successfully use Color’s software platform only. This list is not comprehensive of all materials needed to successfully run a COVID-19 testing site (e.g., PPE, signage, traffic cones, tents, portable restrooms, cleaning supplies, etc.).

● Technology:

○ Reliable internet connection - digital intake tool is internet based○ Electricity - to charge or power devices used to do intake○ Tablets and/or laptops - We recommend three devices for every 250 participants you plan to

test per day○ Scanners or scanning app on tablet - highly recommend using scanners to automatically

capture barcodes to ensure samples are matched to the correct participants


Workflow set up

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● Workflow setup will be dependent on several factors: ○ Space constraints○ Number of people being tested at the site○ Number of people available to run the site○ Outside vs. Inside○ Walk-ups vs. drive up vs. both

● In general it seems to work when the tasks are divided into two stations: ○ Station One: check-in or registration where patient checks in if they registered ahead of time

or gets added to the system if they did not register ahead of time○ Station Two: Double checking patient information, confirming they consent to testing,

assigning a collection kit to the patient, and watching them do their sample collection (or administering the swab if they are unable), directing them where to put their collected sample, and reminding them to take their card with the barcode sticker on it.


Creating your Account and Logging in

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Digital Onsite Tool - How It Works

● Our tool will work on any computer or tablet

● Each staff member will get login access

● The tool utilizes a scanner to pick up the set of numbers on a barcode that ties an individual’s sample to their account so they can review their results when ready

Colors Digital Onsite Tool is used to confirm a participant's information and obtain consent

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Creating an account

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To obtain an account, please follow these instructions:1) Go to https://home.color.com/create-account 2) Enter your first and last name3) Enter your email address. 4) Set and confirm a password5) Click “Create Account”


Creating an account

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6) Go back to your email and confirm your email address. Once you have confirmed your email, you will have access to the digital tool. You can log in at home.color.com/covid-admin. We recommend that you try logging in a day or two before you are scheduled to be onsite.

The app should look like this image when you log in. Your site name should be at the top right.


Logging In and Setting Up

● Go to: home.color.com/covid-admin and login with your email and password that you created

● If you are using a scanner, make sure it is plugged in and working (some sites may be using a scanner app or intending to type in barcodes by hand)

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Choose Your Collection Site

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Registering a Patient for Testing

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Adding a New Patient: Click "Add Patient"


Check in the patient

Patient will now show up under the ‘Checked In’ tab


Adding a New Patient: Click “Add patient”

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When you add a new patient you need to select the patient’s age group (population)

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For adults (over 18 years): Enter patient information and click continue.


Complete survey questions. Patient is now checked in.

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Survey Questions:

1. Are you currently experiencing any symptoms associated with COVID-19? 2. IF YES: Please specify all symptoms associated with COVID-19 you’re currently experiencing3. IF YES: When did you start experiencing symptoms associated with COVID-19? 4. Are you currently pregnant? (Females only)

Last step: signing the HIPAA Authorization

After this is completed, patient moves to the “checked in” queue


For minors age 13-17: Click the Hello Sign link that you were provided and document consent for this patient.

● At this time, the way we need to document consent for this age group lives outside of the digital intake tool

● You will go to Hello Sign via a provided link (we recommend having this specific link bookmarked on the devices used for this program)

● You will enter the patient information and barcode and document consent

● Once you have submitted the Hello Sign document you can go back to Color’s Digital Tool and add the patient to the system


For minors age 13-17: Enter patient information and click continue.



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Survey Questions:

1. Is the patient currently experiencing any symptoms associated with COVID-19? 2. IF YES: Please specify all symptoms associated with COVID-19 the patient is currently experiencing3. IF YES: When did the patient start experiencing symptoms associated with COVID-19? 4. Does the patient have chronic medical conditions that increase the risk of severe COVID-19 illness?


For minors under age 13: Enter patient information. Parent/guardian information and attestation is collected with the patient information. Click Continue.



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Survey Questions:

1. Is the patient currently experiencing any symptoms associated with COVID-19? 2. IF YES: Please specify all symptoms associated with COVID-19 the patient is currently experiencing3. IF YES: When did the patient start experiencing symptoms associated with COVID-19? 4. Does the patient have chronic medical conditions that increase the risk of severe COVID-19 illness?


Adding a Patient: Video Guide

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Confirming patient information, collecting consent, and registering a sample

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Find the patient under checked in tab and click on their name; you can also find by name in the search bar. This will open the patient record.

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A. Please ensure DOB is correct as the DOB is one of the 2 identifiers they need to retrieve their results online.

B. Can edit/update patient info here

Review the patient information with them to ensure accuracy - click continue

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A

B


Edit participant information if necessary - save changes

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Collect verbal consent from the patient.

Check the consent box and click continue.

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Tap into the barcode field and scan the barcode with the scanner app or attached scanner. If anterior nares (AN) isn’t automatically selected, pick that sample type.

Click complete. You will know it was successful if you are routed back to the ‘checked in’ screen.

You can now collect the sample.

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● To prevent sample swaps, you should only have 1 (one) collection kit out at a time!

● Ensure sticker on tube matches sticker on take-away card!

● Examine the tube for imperfections — e.g. broken tube


Collection Kits

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Sample Collection

● Make sure the cap is on TIGHT!

● Then place the sample into the plastic bio bag and/or into the sample box

● Make sure the patient takes their card with their barcode sticker


Most common question? “When will my results be ready?”

● The goal is for results to be ready within 48 hours after test samples have been received by the lab

● Notification that results are ready will be sent to the patient via text and email.

● Results uploaded to MAVEN by Color

● Authorized admins at the organization level access Color Aggregate or PHI Dashboard


Troubleshooting

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Troubleshooting

● Barcode not scanning ○ Type barcode into Onsite Tool manually○ Can also restart the tablet or log out and back into the app

● Sample is damaged or you think you scanned the wrong barcode and patient is still there and can be redrawn○ Re-draw sample and cancel existing order

● You think there was an error with a sample but the patient has left the testing site○ Cancel the existing order and someone will follow up with the patient to have them come back to recollect

● You should also review the troubleshooting guide that was shared with you

Potential Issues and Resolutions:

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Training Video

Cancelling a Test


Cancelling a Test - Click on collected and find the patient you need to correct

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Cancelling a Test - click ‘fix a problem’

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Cancelling a Test - select the type of problem you would like to correct; this is for someone who is still onsite and can provide a new sample.

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Cancelling a Test - confirm the cancellation

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Cancelling a Test - you are now back at step one and can re-confirm, re-consent and re-collect.

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Cancelling a Test - you will now see the patient as recollected. Discard the previous sample and takeaway card.

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Cancelling a Test - this option is for someone who has left the site but an error is noticed.

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Cancelling a Test - confirm cancellation and select reason for cancellation.

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Cancelling a Test - you will now see the patient marked as canceled and someone will follow up with them.

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Returning Samples

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Testing schedule recommendations

1. Samples must be returned to the lab within 56 hours of collection. If you are using FedEx, weekend dropbox collection times may not be available, so it is highly recommended that you test Sunday evening through Friday early afternoon.

2. For staff working on different days, choose two testing days within a 2-week testing period.

3. Resident and staff testing should be completed on the same day to return samples in bulk.

4. Each site is initially provided with an eight-week supply of tests. Your site is responsible for using that supply appropriately.

5. Return shipping materials are provided to accommodate two shipments for every two-week period. If you need to return additional shipments, sites are responsible for procuring the materials (box, biohazard bags, etc.) for any extra shipments.


Post-Collection - Sample Manifest

A sample manifest is required for every shipment

Once a batch of samples is ready for shipment, a sample manifest must be completed and included with the samples. Please fill out a paper manifest. Every field must be completed and include it in the box used for transporting samples. Blank manifests were included with your ship-back materials.


Packing


Packing >10 samples for Shipping

Shipments that include more than 10 sample tubes must be racked in a sample tube box .

1. Make sure the caps are tightly sealed on each tube.2. Use the cardboard tube box lined with a biohazard bag. Ensure UN3373 and FedEx labels are

affixed to the outside of the box.3. Open the biohazard bag that includes the divider insert and remove the white absorbent pad.4. Place individual sample tubes in dividers, ensuring the cap is secured on the tube.5. Place the white absorbent pad inside the bag on top of the tubes, seal the bag.6. Place a manifest document inside the box.

○ The total number of samples written on the manifest should match the exact number of samples in the return box.

7. Close and seal the biohazard bag tightly. 8. Place the biohazard bag inside the return shipping box. 9. Set up your package pickup or drop of


Next Steps

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Next Steps 1. Create your account and Sign in to Color Admin

https://home.color.com/admin/sign-in

2. Review Process Checklisthttps://www.color.com/ma-eohhs-color-new-site-onboarding

● Plan physical space● Confirm kits● Plan collection times and how to return samples

3. Plan for upcoming holiday sample collection● Inform staff so they can pre-register for the test (saves time on collection day). Unique URL for

each site will be provided. ● Be aware of Broad lab holiday schedule:

○ Closed 4pm 12/23 through 6am 12/26 - must receive samples by 4pm on 12/23○ Closed 4pm 12/30 through 6am 1 /2 - must receive samples by 4pm on 12/30○ Non-holidays: open 24/7


If you have questions please contact us at: [email protected]

onsite covid-19 testing december 2020 digital onsite tools ... eohhs...2020/12/16 · color’s...

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