Liaison with Hospital Staff

Because your work as a NEISS coordinator depends on input from ED staff, nurses, and physicians, it is important to develop and maintain a good working relationship with them. Here are a few things you can do :

• Work with the ED staff handling ED records to assure timely access to the records.
• Conduct training sessions with admitting staff, nurses, and physicians to educate them on the purpose and function of NEISS.
• Post CPSC and NEISS flyers and bulletins in staff lounges.
• Participate in ED staff meetings.
• Provide product injury statistics.

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Manage Equipment

From time to time you will be asked to provide CPSC with the 8-digit CPSC property tag numbers found on the NEISS computer and monitor. The CPSC property tags are labeled "U.S. GOVERNMENT PROPERTY" and have a bar code and the CPSC number on them. The tags are generally placed on the front of the display monitor above the screen and on the front of the computer below the power switch.

If you experience any problem with the equipment, please contact CPSC first and provide the service tag number. If it is necessary to contact Dell for technical support, you will also need to provide them with the service tag number. The Dell service tag is located on the front of the computer below the power switch.

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CPSC Evaluation Visits

As a coordinator you will be required to do the following in preparation for the CPSC representative's visit:

• Provide ER records for the consecutive days agreed upon with your representative, including "admit" records.
• Provide the ER log for comparison to ER record count.
• Provide a working space for your representative. Preferably a conference or small meeting room with an electrical outlet and space to review records.
• Schedule meetings with ED staff; coordinate time w/CPSC representative.
• Be available within the hospital for assisting the CPSC representative. You will not need to stay with the evaluator the entire time as they review records, but they may need your assistance with questions involving the records. Therefore, plan to be available primarily at the beginning and end of the review to discuss findings.
• You may be invited to attend meetings with CPSC representative and other hospital personnel on the day of the visit. This will be discussed with you to arrange your time.

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Confidentiality & Patient Identification

CPSC abides by all applicable privacy and confidentiality laws, and treats NEISS reported cases accordingly. Patient identification is not reported as part of a NEISS case. Under the Consumer Product Safety Act, the hospital is protected against civil liability for providing data on patient injuries. Nonetheless, you and CPSC are bound to adhere to the hospital's policies regarding patient privacy and confidentiality, and thus, you must safeguard the ED records at all times. Unless permission has been obtained from hospital management to do otherwise, NEISS coding must be done on ED records while in the hospital.

In some cases of interest, less than 1% of the cases reported, CPSC will request the patient's ID so they may be contacted by a CPSC interviewer for a follow-up study. CPSC is authorized to access patient ED records for this purpose. Agreement to provide patient ID on such cases is included in the contract between CPSC and the hospital. The patient's cooperation in the phone interview is voluntary and after the interview is completed, the patient's ID is purged.

Note: NEISS reporting is exempt from HIPAA regulations. If the hospital has concerns about HIPAA, contact your CPSC representative who can provide appropriate references for the exemption.

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Community & Hospital Education

As a NEISS Coordinator, you have the opportunity to provide important outreach efforts to the hospital and the community. CPSC can provide a vast array of brochures and publications on many different products and hazard areas. This information can be used in many ways:

• Display brochures/publications and recall notices in the ER/Hospital waiting rooms and employee lounges.
• Meet with Community Outreach/Social Services professionals within the hospital to make them aware of the NEISS program and the product safety information available through NEISS.
• With advance notice, bulk publications may be provided that can be used in health fairs put on by your hospital within the community.

In addition, CPSC can provide you by mail, fax, and email with current press releases on product recalls for distribution to hospital staff. This information is also available through the CPSC web site.

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Vouchers

You will submit a voucher for payment at the beginning of each month for the NEISS cases submitted the previous month. You can obtain the number of cases submitted by clicking the “Accounting” icon or button on your computer. The accounting option in PC-NEISS provides the number of cases and studies entered during the previous month. You will submit the voucher for payment on form SF1034 (furnished by CPSC upon request) or any other acceptable form of the hospital’s choosing. Vouchers are submitted with an original and three (3) copies. The voucher must include:

• The name of the business concern.
• The voucher/invoice number and date.
• The contract number.
• CPSC accounting and appropriation data.
• Description of data transmitted, e.g., number of reports, etc.
• Unit price for each item.
• Other substantiating documentation or information as specified in the contract.
• Name, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.

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