Who, What, When, Where, Why & How?

Who?: Local Health Department (LHD) nurses. What?: Function code to identify time used by nurses related to time for

reportable diseases. When?: When providing reportable diseases servicesWhere?: Local Health Departments that utilize CDP as a billing service

provider, etc.Why?: For the purpose of gathering informational data about time usage a

nurse provides. Also to include time spent for documentation of reportable/communicable diseases into the DSM.

How?: By placing function code in appropriate place on time sheet. Example: cost center code to also include function code when doing reportable disease cases.

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Introduction The use of a function code is a means by which the Reportable

Diseases section of the Infectious Diseases Branch will be able to collect data and monitor how much time is used by LHD nurses when providing services related to reportable /communicable diseases.

There presently is no funding mechanism and often reportable disease issues are not addressed in a timely manner or as the emergency they might become if not addressed immediately. For example nurse has other clinic responsibilities.

With the use of a function code there would be a way to review data regarding time given and provide a means for justifying the need for an increase in dollars provided to the LHD for the purpose of hiring nursing staff specifically for prevention and investigation of reportable/communicable diseases.

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Objectives1. Reinforce and establish the importance of the role nurses play in the

investigation and prevention of the spread of reportable diseases.

2. Provide a means for tracking and identifying clinical time utilized by LHD nurses when providing services and investigation specific to reportable diseases/conditions.

3. To establish a base for identifying and collecting data regarding the hours used by nurses during clinic times to investigate reportable disease issues.

4. To possibly afford the LHD another means for funding nursing staff time used specifically for reportable diseases. A periodic report of data collected will be reviewed by the Reportable Diseases section manager to determine if there is a need to seek funding.

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Definitions• Epidemiology: the branch of medicine dealing with the incidence

and prevalence of disease in large populations and with detection of the source and cause of epidemics of infectious disease.

Types of Reportable Diseases services:• Surveillance: - is the systematic collection, reviewing, analysis,

interpretation and dissemination of data regarding health conditions and events, for the purpose of promoting action to prevent diseases and injuries and to promote public health.

• Outbreak: is the occurrence of cases of a reportable/communicable disease in a particular area and period of time, which is in excess of the expected number of cases.

• Case: An illness or condition determined to be a reportable disease or condition on the basis of clinical or laboratory criteria or both, often required to meet the Centers for Disease Control and Prevention (CDC) case definitions for public health surveillance.

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Definitions (cont’d)

•NEDSS: National Electronic Disease Surveillance System aka NBS. The Kentucky web-based system used for entering data electronically related to the surveillance and reporting of diseases for public health safety and investigation. Part of the CDC – NBS (NEDSS Based System) for reporting cases to CDC•Kentucky Reportable Disease Form *(EPID 200 reviewed 10/2012) - is the form provided by the Department for Public Health for the purpose of obtaining reportable disease information from health care providers, hospital infection preventionists to the local or state health department. The form is referred to as a “report form” or “case report” form or *“EPID 200”.

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Logistics

How can we track nurses' time spent in disease surveillance?

• Add a function code for "investigating and reporting reportable diseases". For example, function code number is 152 and the nurse in the health department spent 3 hours following a reported case of mumps in a adult, the time coded would be to 810-152.

• Reports should be available by function (code 152), employee category (nurses), employee name, adult or child investigation, health department, date of the investigation and amount of time spent that day in investigation (indicate on time sheet).

• Time spent by local health department employees in reportable disease surveillance and investigation is coded to the cost centers listed below (Administrative Reference, Financial Management).

• If the activities aren’t related to 806 TB or 807 STD, then the time is coded to 800 Pediatric/Adolescent if the reportable disease (s) involved concern the less than 21 age group.

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Logistics (cont’d)

• Time is coded to 810 Adult if the reportable disease (s) concern the 21 and older age group.

• Reportable disease surveillance and investigation will be recognizable by the 152 function code added to the appropriate cost center.

• Please note that the 152 function code for the time being will be used only by nurses involved in outbreak investigation, surveillance and data entry into the DSM electronic reporting system and using 800 and 810 cost centers (see the Reportable Diseases list below for those diseases/conditions where this function code would be used).

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Cost Centers Samples (DO’s)

• 800 PEDIATRIC/ADOLESCENT SERVICES (UNDER AGE 21) - Expenditures made for group activities reported in the Patient Services Supplemental Reporting System; reportable disease activities; identification, prevention and control of outbreaks and epidemics including rapid response activities; school fluoride; training and assistance; and management of these activities are directly charged to this Cost Center.

• 810 ADULT SERVICES (AGE 21 AND OVER) - Expenditures made for Adult group activities reported in the Patient Services Supplemental Reporting System; reportable disease activities; identification, prevention and control of outbreaks; training and assistance; and management of these activities will be directly charged to this Cost Center.

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Cost Centers Samples (Don’ts)

• 801: CHILDHOOD IMMUNIZATION – Expenditures made to provide non-personal health Community Immunization Services as required in the annual Immunization grant application to the Federal Centers for Disease Control and Prevention.

• 806: TUBERCULOSIS SERVICES - Expenditures for Tuberculosis reportable disease activities; identification, prevention and control of outbreaks and epidemics; TB group activities reported in the Patient Services Supplemental Reporting System; training and assistance; and management of these activities will be directly charged to this Cost Center.

• 807: SEXUALLY TRANSMITTED DISEASE (SERVICES - Expenditures for STD reportable disease activities; identification, prevention and control of outbreaks and epidemics; STD group activities reported in the Patient Services Supplemental Reporting System; training and assistance; and management of these activities will be directly charged to this Cost Center.

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Reportable Diseases List in KentuckyReport Within Twenty Four (24) Hours

• Anthrax• Arboviral Disease*• Neuroinvasive• Non-Neuroinvasive• Botulism• Brucellosis• Campylobacteriosis• Cholera• Cryptosporidiosis• Diphtheria• E. coli shiga toxin positive (STEC)• Haemophilus influenzae invasive disease• Hansen’s disease• Hantavirus infection• Hepatitis A• Listeriosis• Measles• Meningococcal infections• Pertussis

• Plague• Poliomyelitis• Psittacosis• Q Fever• Rabies, animal• Rabies, human• Rubella• Rubella syndrome, congenital• Salmonellosis• Shigellosis• **Syphilis, primary, secondary, early

latent or congenital• Tetanus• Tularemia• Typhoid Fever• Vibrio parahaemolyticus• Vibrio vulnificus• Yellow Fever

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Reportable Diseases List in Kentucky (cont’d)Report in one business day

• Foodborne outbreak• Hepatitis B infection in a pregnant woman or child born in or after 1992• Hepatitis B, acute• Mumps• Streptococcal Toxic Shock Syndrome (STSS)• Toxic Shock Syndrome• **Tuberculosis• Waterborne outbreak

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Reportable Diseases List in Kentucky (cont’d)Report within five (5) business days.

• **AIDS• **Chancroid• **Chlamydia trachomatis infection• Ehrlichiosis• **Gonorrhea• **Granuloma inguinale• Hepatitis C, acute• Histoplasmosis• **HIV infection• Lead poisoning• Legionellosis• Lyme disease• **Lymphogranuloma venereum• Malaria

• Rabies, post exposure prophylaxis• Rocky Mountain spotted fever• Streptococcal Pneumoniae

Invasive( IPD, Streptococcal Pneumoniae)

• **Syphilis, other than primary, secondary, early latent or congenital

• Toxoplasmosis

** Has own cost center

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SAMPLEName:

daily

DATE Annual Sick Comp Other Reg Reg Reg Reg Reg Reg Reg Reg Reg Reg Reg OT Reg OT Reg OT Paid OT Paid OT Paid OT totals

17 0.00

18 0.00

19 0.00

20 0.00

21 0.00

22 0.00

23 0.00

24 0.00

25 0.00

26 0.00

27 0.00

28 0.00

29 0.00

30 0.00

Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

CC 895 895 895 872 898 872 872

MO/FC 175 175 175 160 160 160 160

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INITIAL OF APPROVING AUDITOR:__________________________________________

I certify that attendance, overtime, absences, cost centers and functions are correct and that this information is used for preparation of payroll, financial reports and may be posted to the employee's time and attendance.

0.00

0.00

SIGNATURE OF APPROVING SUPERVISOR:___________________________________

EMPLOYEE SIGNATURE:___________________________________________________

Total Leave Without Pay Hours:

WORKED HOURS - UP TO 37.5 PER WEEK LEAVE HOURS

0.00

UP TO 2.5/WEEK

EMPLOYEE SHALL BE PAID FOR: 0.00

Franklin County Health Department Employee Time Sheet

Payroll Number:

OVER 40/WEEK

hours

05/30/09

Location:

Employee Class ID: Pay Period Ending:

total comp time:

CC = Cost Center

MO/FC = Minor Object/Function code

total leave hours:

total regular hours:

total regular OT:

total time & half OT:

0.00

0.00

Print Time Sheet

EMPLOYEE TIME DISTRIBUTION

EMPLOYEE NAME LOCATION Frankfort

PAYROLL NUMBER

EMPLOYEE CLASS ID

SAMPLEPAY PERIOD ENDING

STAND OVERTIME LEAVE HOURS ALLOCATE TIME WORKED ON A DAILY BASIS, SUM COLUMN AND CODE

HOURS P AID 1.0 P AID 1.5 ANNL SICK COMP OTHR CALL REG REG REG REG REG REG REG REG REG REG

01/25/09 7.50

01/26/09 OK01/27/09 OK01/28/09 OK01/29/09 OK01/30/09 OK01/31/09 OK02/01/09 OK02/02/09 OK02/03/09 OK02/04/09 OK02/05/09 OK02/06/09 OK02/07/09 OKTOTAL OK

COST CENTER CODES 895 895 895 895 861 800 599

MINOR OBJECT/FUNCTION CODES 175 175 175 175 152 599

TOTAL HOURS TO BE PAID

12Employee's Signature Date

I certify that attendance, overtime, absences, cost centers and functions are correct and that this information may

be used for preparation of payroll, f inancial reports and may be posted to the employee's time and attendance record.

Signature of Approving Officer

M.O. COSTM.O. M.O. M.O. M.O.

02/07/09

Print Time Sheet

COST COST COST COST COST COST COST COST COST

EMPLOYEE TIME DISTRIBUTION

EMPLOYEE NAME LOCATION Frankfort

PAYROLL NUMBER

EMPLOYEE CLASS ID

SAMPLEPAY PERIOD ENDING

STAND OVERTIME LEAVE HOURS ALLOCATE TIME WORKED ON A DAILY BASIS, SUM COLUMN AND CODE

HOURS P AID 1.0 P AID 1.5 ANNL SICK COMP OTHR CALL REG REG REG REG REG REG REG REG REG REG

01/25/09 7.50

01/26/09 OK01/27/09 OK01/28/09 OK01/29/09 OK01/30/09 OK01/31/09 OK02/01/09 OK02/02/09 OK02/03/09 OK02/04/09 OK02/05/09 OK02/06/09 OK02/07/09 OKTOTAL OK

COST CENTER CODES 895 895 895 895 861 800 599

MINOR OBJECT/FUNCTION CODES 175 175 175 175 152 599

TOTAL HOURS TO BE PAID

15Employee's Signature Date

I certify that attendance, overtime, absences, cost centers and functions are correct and that this information may

be used for preparation of payroll, f inancial reports and may be posted to the employee's time and attendance record.

Signature of Approving Officer

M.O. COSTM.O. M.O. M.O. M.O.

02/07/09

Print Time Sheet

COST COST COST COST COST COST COST COST COST

Questions

Any questions ?

Reviewed 10/26/12

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