Provider Responsibilities and Guidance

NOTE: Please visit SCCStayHome.org for the County’s updated isolation and quarantine guidance.
 
Update 1/12/2022: From January 8, 2022 until February 1, 2022, AFL 21-08.7 supersedes AFL 21-08.06 allowing all asymptomatic staff, regardless of exposure or positive test, to return to work immediately if crisis staffing requires; otherwise please follow guidance outlined in AFL 21-08.06.
 
Update 1/14/22: Case report form submission is required only for COVID-19 cases who are (1) hospitalized or (2) deceased. Case report form submission is no longer required for post-vaccination cases OR cases that occur in congregate settings, unless case meets one or more of the criteria above.

Healthcare provider reporting is an essential part of the public health response to COVID-19. Not only is reporting COVID-19 required by law, it helps shape our response as the information is used to detect outbreaks, identify exposures in high risk settings, and inform the allocation of local resources. Timely and complete reporting of fatalities is necessary to characterize and communicate who is at highest risk of dying at home and in the hospital. See below reporting forms and guidance for providers managing COVID-19 cases, outbreaks, deaths, and other COVID-19 related situations.   

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Table of Contents

 

Forms

NEW: As of January 3, 2022, the County of Santa Clara has aligned its isolation and quarantine guidance for the general public with California Department of Public Health’s guidelines. See SCCStayHome.org for more information. The above guidance does NOT apply to those living or working in congregate settings such as jails and shelters, nor to healthcare providers in any kind of healthcare facility. For information on isolation and quarantine guidance for congregate settings, consult AFL-21-08.7.

 

Isolation and Quarantine Protocols for the General Public

For isolation and quarantine guidance for members of the general public, see California Department of Public Health’s guidelines

See the Home Isolation and Quarantine Guidelines handout for patients with detailed instructions.
(PDF): | English | Chinese | Spanish | Vietnamese | Tagalog

For isolation and quarantine guidance for healthcare workers, see AFL-21-08.7
 

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Isolation and Quarantine Protocols For Healthcare Workers (HCWs)

Healthcare Workers (HCWs) should follow AFL 21-08.7 for healthcare settings, as well as their employer’s guidance. The guidance is summarized in the image below.

vaccination status

 

Isolation and Quarantine Protocols for residents in Skilled Nursing Facilities

Consult AFL 20-53.6 for guidance on testing and quarantine for residents of skilled nursing facilities (SNFs).

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Guidance for a Suspected COVID-19 Case

What to do if you suspect that your patient may have COVID-19:

  1. Provide the patient with appropriate information about isolation and quarantine:
    1. Information can be found in the Home Isolation and Quarantine Guidelines and at the Home Isolation and Quarantine – Contact Tracing webpage.

    Call the Public Health Department (408-885-4214, ext. 3; ask for Provider Response Branch) by the next business day to report a confirmed case in any

  2. Long-Term Care Facility (LTCF), including a skilled nursing facility (SNF), and report the case through the Shared Portal for Outbreak Tracking (SPOT)*.
  3. Report cases and contacts through the Shared Portal for Outbreak Tracking (SPOT)* and complete the Case Report Form if required. See reporting instructions for when submission of Case Report Form is required.

    *Note: Not all cases need to be reported through the SPOT portal. Only those which occur in workplace, school, or congregate residential settings are required to be reported through SPOT.  

New - Training Materials:

  • SPOT Video: This video provides an overview and demonstration of the SPOT (Shared Portal for Outbreak Tracking) reporting process for healthcare facilities.
  • Bulk Upload Video: This video provides a demonstration of the process to complete and upload the bulk upload template in SPOT.

 

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Reporting COVID-19 Cases:

Providers must report to PHD in compliance with the chart below.

Provider Responsibilities to Report COVID-19 Cases

Class of Cases

Who Must be Reported

How to Report

Patients with a positive COVID-19 test received by ordering healthcare provider

NEW - Please note, as of 1/14/2022, case report form submission is required only for COVID-19 cases who are (1) hospitalized or (2) deceased.

Case report form submission is no longer required for post-vaccination cases OR cases that occur in congregate settings, unless case meets one or more of the criteria above. All required questions must be completed for CRF submission to be considered compliant with Title 17 requirements.

Complete an online COVID-19 Case Report Form (version 1.13.2022). Providers who wish to may still report using the PDF form and submit by email or fax. Form now includes option to report post-vaccinated cases.

Case Report Form (CRF) requirement must be met within 1 business day instead of within 24 hours.

See section below on how to submit a Case Report Form to PHD.

Healthcare facility outbreaks*

Providers must report all employee or patient cases and contacts associated with a healthcare facility outbreak (defined as confirmed and epidemiologically linked* cases of COVID-19 meeting at least one of the following criteria: (1) 2 or more cases in a patient 7 or more days after admission for a non-COVID condition, (2) 2 or more cases in healthcare workers who are not close contacts outside of the workplace when county case rates are <4 daily new cases per 100k population or test positivity was <5% in the county in the past week, OR (3) 3 or more cases in healthcare workers who are not close contacts outside of the workplace when county case rates are ≥4 daily new cases per 100k population or test positivity was ≥5% in the county in the past week).

Providers are no longer required to report individual healthcare employee or patient/visitor healthcare associated cases in non-SNF/LTCF healthcare facilities.

Call PHD at 408-885-4214, ext. 3 within one business day

(8:00 a.m. – 5:00 p.m.; 7 days a week)

AND, 

Complete an online report for case(s) via the Shared Portal for Outbreak Tracking (SPOT) within one business day.

Congregate setting–cases and outbreaks*

†Settings include workplace, school, or congregate residential settings.

NEW - Please note, as of 1/14/2022, case report form submission is no longer required for COVID-19 cases that occur in congregate settings, unless case was (1) hospitalized, or (2) deceased. However, providers must still report (via call to PHD AND online report for case(s) via SPOT portal) any suspected congregate setting outbreak (defined as confirmed and epidemiologically linked* cases of COVID-19 meeting at least one of the following criteria: (1) 2 or more cases in patients 7 or more days after admission for a non-COVID condition, (2) 2 or more cases in healthcare workers who are not close contacts outside of the workplace when county case rates are <4 daily new cases per 100k population or test positivity was <5% in the county in the past week, OR (3) 3 or more cases in healthcare workers who are not close contacts outside of the workplace when county case rates are ≥4 daily new cases per 100k population or test positivity was ≥5% in the county in the past week).

LTCF & SNF Settings: A single case which occurs in long-term care facility or skilled nursing facility (LTCF/SNF) settings constitutes a congregate setting outbreak.

Call PHD at 408-885-4214, ext. 3 within one business day

(8:00 a.m. – 5:00 p.m.; 7 days a week)

AND, 

Complete an online report for case(s) via the Shared Portal for Outbreak Tracking (SPOT) within one business day.

Children

Children with MIS-C (Multi-Inflammatory Syndrome in Children)

Complete the MIS-C Form.

Call PHD at 408-885-4214, ext. 3 

(8:00 a.m. – 5:00 p.m.; 7 days a week)

AND,  

Complete an online COVID-19 Case Report Form (version 1.13.2022). As of 1/14/2022, case report form submission is required only for COVID-19 cases who are (1) hospitalized or (2) deceased. Providers who wish to may still report using the PDF form and submit by email or fax.

*For definitions of “outbreak” and “epidemiological linkage,” please click here.

 

How to submit a Case Report Form to the Public Health Department:

Please note, as of 1/14/2022, case report form submission is required only for COVID-19 cases who are (1) hospitalized or (2) deceased. Case report form submission is no longer required for post-vaccination cases OR cases that occur in congregate settings, unless case meets one or more of the criteria above. In addition, a required question has been added to this form to ascertain if the patient was hospitalized for  COVID-19 illness. All required questions must be completed for CRF submission to be considered compliant with Title 17 requirements.

There are two options to report a case to Public Health. Providers are encouraged to use the online reporting method but may use the old PDF fillable form method if they choose. Case Report Form (CRF) requirement must be met within 1 business day instead of within 24 hours.

Online Reporting Method 

  1. Open the online form (version 1.13.2022)1,2 and complete all fields 3,4
  2. Attach supporting labs in form and submit.   

PDF Fillable Form Method

  1. Download the fillable form here (updated 1/13/22)1,2
  2. Complete all fields3,4
  3. Scan
  4. Attach form and supporting labs to email
  5. Using a secure email account, send documents to [email protected]
  6. If you cannot send via secure email, please fax documents to (408) 224-7046

Do NOT submit a Confidential Morbidity Report (CMR). Please use the Case Report Form instead.

2 Do NOT submit a report to the Public Health Department if the patient’s residence is outside of Santa Clara County – refer to instructions from the patient’s respective county of residence.

3 We recommend prioritizing the following fields if unable to complete the entire form: Contact for next of kin, Resident of congregate setting, Symptom onset date, and Date of admission. If time allows, symptom and comorbidity information should also be completed.

Providers are also asked to provide close contact information on the case report form whenever possible. If close contacts cannot be elicited from the patient, please ensure that contact information of next of kin is included.

 

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Reporting COVID-19 Deaths

Healthcare providers are required to report all deaths of anyone who has ever tested positive for COVID-19, including out of hospital deaths and deaths among residents of congregate residential facilities. Reporting to Santa Clara County is required only for residents of the County. Death Report Form (DRF) requirement must be met within 1 business day instead of within 24 hours. This can be done by doing the following:

  1. Immediately call the Medical Examiner at (408) 793-1900, ext. 2.
  2. NEW - complete the online Death Report Form (version 1.28.2021)
  • Providers who do not wish to use the online form may still report using the PDF fillable form and submit via 1) secure email to [email protected] or 2) secure fax to (408) 224-7046.
    1. If the decedent tested positive for COVID-19, please include their PCR or antigen test result with their Death Report Form. Do not report antibody test results because they are not adequate for diagnosing COVID-19.
    2. If you have additional questions, call the Public Health Department at (408) 885-4214, ext. 3 and ask for Provider Intake.

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Guidance for Congregate Care Settings

Congregate Settings include but are not limited to long-term care facilities, jails/prisons, retirement communities, dormitories, and shelters/encampments.

Additional guidance specific to Long-Term Care Facilities (LTCFs) is located here

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Guidance on Movement of Patients between Hospitals and Long-Term Care Facilities

Hospitals do NOT need approval from the Public Health Department before discharging or releasing a suspected or confirmed COVID-19 patient to a Long-Term Care Facility.

Consult AFL 20-53.6 for testing and quarantine guidance when receiving patients from an LTCF or when proposing to discharge patients to an LTCF.

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Request of Healthcare Facility Resources and Conservation of PPE

PE and other Healthcare Facility Resources Requests

Healthcare providers* who need PPE, antigen tests, or other resources to continue delivering healthcare services during this time can make a request through the County Emergency Operations Center (EOC).

Please fill out the 213 Resource Request (213RR) form​, save and send as an attachment to: [email protected].

 

 

 

Tips on filling out the 213RR

  • Please read "How to use the EOC Form 213RR" on page 1 of the request form:
  • Page 1 contains required information for all requests and must include signatures for "Approved By" (box 7).
  • Last page is completed by the OA EOC.​
  • Please see this sample 213 RR form​ for additional guidance.​

*The Santa Clara County Dental Society (SCCDS) will manage all PPE requests from dental providers in Santa Clara County. Please email the SCCDS at [email protected].

 

PPE Use and Conservation Strategies

You are encouraged to procure PPEs from your vendors if possible. For urgent needs, the County may be able to provide you with PPEs. Please refer to SCC PHD Resource Request Process. Submit a 213RR to [email protected].

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