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How to Trend and Report Like a Pro

When reporting on and trending your employee health records, does this sound like you?

“We’re using a hammer and chisel in a day and age when technology can solve it, and our RNs could be working on saving millions in workers comp instead of spending days to trend data.”

automated reportingThat’s a quote from a recent conversation Venato had with a hospital administrator for occupational health. It sums up what we hear a lot.

The issue is that most occ health departments are still managing their employee health records in paper files, while also juggling data with Microsoft Excel, Access, or some other form of electronic database.

When they need to report on hospital staff vaccination rates, pull a report on those who need vaccinations, or understand who needs which boosters, they can’t do it quickly. Occ health administrators dread calls from HR or management asking for trends by department or, even worse, to compare departments across multiple hospitals. And often, even when they submit reports, they don’t feel confident in their data because it’s entered inconsistently or the software simply isn’t robust enough to manage it easily.


Monthly Flu Vaccination Tracking Reports

At a minimum, occ health departments must submit a flu vaccination report to the Centers for Disease Control’s National Healthcare Safety Network (CDC’s NHSN) once a month, between the months of October 1 through March 31.

The CDC’s NHSN is the nation’s most widely used healthcare-associated infection tracking system. NHSN collects data around patient safety, healthcare personnel safety, and biovigilance. It provides facilities, states, regions, and the nation with data needed to identify problem areas, measure progress of prevention efforts, and ultimately eliminate healthcare-associated infections. To collect staff data, hospitals are required to submit influenza vaccination reports monthly to NHSN during flu season.

This seemingly simple immunization tracking requirement can feel like an administrative nightmare to many hospital occupational health departments. As the occ health administrator we were speaking with stated, “We always grab paper for accurate data.” This means that the double work of entering limited data into the electronic system is actually creating a multiplier of work because, when it comes time to report, the administrator has to print out the data and highlight the needed information. With all of this work, it can take an entire day to submit the required monthly flu vaccination report.  When an RN performs this task, one report can cost the hospital $3,840 when you consider 8 hours per report monthly at a $40 per hour rate!

Trend Reports

Occ health teams want to see and proactively address on-the-job injuries (OJIs). In order to provide relevant training to prevent injuries, they need to know what injuries are most frequent and in which departments the injuries are occurring. Trend reports are created only after data is entered into a spreadsheet, which can take one to three full days. For each quarterly report, the hospital is racking up a cost of $3,840 – and that’s just for one report. If there’s a desire to track and enforce standards across facilities, another report and another $3,840 would be incurred. Want another report? Same process with similar costs.

According to the administrator we talked to,

“I’m not doing the job I should be doing. I should be on the floor at the hospital looking for solutions to problems. I could be saving money reducing workers’ comp claims and solving the problems before they happen. I’m stuck in the office but I need to be doing safety/teaching rounds once a day, not once a month. This could save the hospital millions in workers comp. Instead I’m stuck processing paperwork and managing files.“


Reporting  with Less Effort

We understand this pain. In fact, Venato, a comprehensive occupational health management software solution, was created to solve this very issue. You need to compile more than just flu reports. Venato’s advanced occ health software gives you data intelligence with just a click and simplifies reporting and trending in 6 key ways:

  1. Copy-and-paste NHSN reporting means monthly reporting takes seconds. Venato keeps up with the latest CDC requirements so you don’t have to. You can rest assured that your data is always accurate and up-to-date. And your data is always secure in our HIPAA-compliant system.
  2.  Roll-up requirements lets you easily standardize, communicate and track everyone’s immunization requirements by job code and title – even across a network of hospitals – so there’s no more guesswork. The immunization requirement is tagged to each title so you know immediately what they have and what they need.
  1. At-a-glance dashboards flag gaps and upcoming requirements, while letting you drill down immunization status from the department to an individual with just a click.
  1. Automated booster reminders send the employee and their manager an email notifying them that a booster is due.
  1. Data accuracy is achieved because the system integrates with your existing HR system and automatically deactivates associates who are terminated and eliminates duplicate entries. 
  1. Employee health enterprise reporting lets you easily compare departments and hospitals for flu immunizations, respirator fit tests, TB vaccinations, OJIs, and other health events.

The Occ Health Administrator we talked to was right:  technology can solve it. Venato’s mission is to make Occ Health Manageable. Check out a 30-minute webinar so we can show you how. When you talk to our staff, be sure to ask about how the system pays for itself and our money-back satisfaction guarantee.

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