Provider Responsibilities and Guidance

Last content update: 5/10/2022

Update 2/9/2022: The Case Report Form for COVID-19 has been revised. We no longer request that healthcare providers supply names of contacts exposed to a case. Please provide the case patient with recommendation for isolation and quarantine of close contacts SCCStayHome.org.

      Updated 4/22/22 – The California Department of Public Health’s (CDPH) guidelines for general public isolation and quarantine has been updated. See SCCStayHome.org for more information.

      See the Guidelines for COVID-19 Cases, Contacts, and People with Symptoms handout for patients with detailed instructions. (PDF): | English | Chinese | Spanish | Vietnamese | Tagalog

      The above “Guidelines for COVID-19 Cases, Contacts, and People with Symptoms” does NOT apply to high-risk congregate settings, which include:

      • Emergency shelters
      • Cooling and heating centers
      • Healthcare settings (including all healthcare settings not covered by AFL-21-08.8)
      • Local correctional facilities and detention centers
      • Homeless shelters
      • Long-term care settings and adult/senior care facilities.

      Updated 4/15/22 – Healthcare workers in acute care hospitals or skilled nursing facilities (SNFs) should follow the isolation, testing, and work restriction guidance in AFL 21-08.8. Staff in all other healthcare settings should consult  COVID-19 Guidelines for Staff and Residents in High-Risk Settings for isolation, testing, and work exclusion guidelines.

      Consult AFL 20-53.6 and COVID-19 Guidelines for Staff and Residents in High-Risk Settings for guidance on testing and quarantine for residents of skilled nursing facilities (SNFs).

      Healthcare provider reporting is an essential part of the public health response to COVID-19. Not only is reporting COVID-19 required by law, but it also 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.

        What to do:

        1. Provide the patient with appropriate information about isolation and quarantine:
          Information can be found in the Guidelines for COVID-19 Cases, Contacts, and People with Symptoms handout and at the COVID-19 Guidelines for the General Public webpage. If patient is a resident of a high-risk setting, please consult COVID-19 Guidelines for Staff and Residents in High-Risk Settings.
        2. 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
          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 (updated 2/9/22) 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.  

        Shared Portal for Outbreak Tracking (SPOT) Training Materials:

        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

        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 (updated 2/15/22). Providers who wish to may still report using the PDF form (updated 2/15/22) 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

        1. 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.

        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

        1. 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(updated 2/15/22). 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(updated 2/15/22) 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 (updated 2/15/22)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 2/9/22)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 (updated 2/15/22) 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.

        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. 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.

        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).

        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.

        PPE 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 applicable 213 Resource Request (213RR) form​ below, 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 213 RR to [email protected].

          After ordering a PCR diagnostic test for your patient, please print and hand out the  Guidelines for COVID-19 Cases, Contacts, and People with Symptoms handout ​for your patient.

          (PDF): | English | Chinese | Spanish | Vietnamese | Tagalog |

          The County of Santa Clara Public Health Department continues to expand strategies to effectively prevent and control COVID-19 in our communities. Expansion of testing is essential, as it helps us identify individuals who are infected, protect vulnerable populations, and better understand the spread of disease in our communities. Additional resources on who should get tested, where to get tested, and types of tests can be found on covid19.sccgov.org/covid-19-testing.

          The County of Santa Clara Public Health Laboratory is able to offer PCR-based testing for the virus that causes COVID-19 when approved by the Public Health Department. See below for further information about the test and its characteristics.

          To learn how to reduce the risk to yourself, your partners, and our community, please review the handout Safer Sex and COVID-19.

          (PDF): | English​ | Chinese | Spanish | Vietnamese | Tagalog |

          If your patient is experiencing food insecurity, have them call 1-800-984-3663 to be screened and confirm the need for food delivery. After the need for food delivery has been determined, a one-week supply of groceries will be delivered at the front door of the patient’s address. 

          If your patient is experiencing distress or anxiety, the following resources are available to help: 

          • 24/7 Behavioral Health Services Department (BHSD) Call Center: 1 (800) 704-0900 *All languages are available 

          • Crisis Text Line: Text RENEW to 741741 

          • Suicide and Crisis Hotline 24/7: (855) 278-4204 

          • Mobile Crisis Response Teams (MCRT) 

          The Behavioral Health Services Department (BHSD) is also collaborating with Bill Wilson Center's (BWC) – Center for Living with Dying to form a Grief Response Team.  This team will respond to those families and individuals who have lost a loved one to COVID-19. Licensed clinical volunteers and supervised interns from Center for Living with Dying and from BHSD are available to provide grief counseling to any community member within Santa Clara County.

          The primary service provider for grief counseling will be the Center for Living with Dying:  408-243-0222. Grief counseling is available in all languages during regular business hours, Monday - Friday, 8:00 a.m. to 5:00 p.m.  After business hours and weekend grief counseling is provided as needed and requested.

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