LA County Fire Department

1. LA County Fire Department Wellness Fitness Data Collection

2. Purpose • Automate collection of yearly fire fighter fitness exams • Standardize clinic fitness evaluation forms and reporting requirements • Increase scheduling efficiency • Forward data to IAFF/IAFC for analysis

3. Overview

4. Data Collection Software Capabilities • Capture all medical data specific to LA County Fire and IAFF/IAFC request. • Mail merge the following documents: • Medical Questionnaire • Medical Release • Medical Evaluation • Standard medical forms • Standard medical summary report • Recruit data

5. Medical Clinics: Data Entry Software • After each exam, the clinic will enter results into the data collection software. • Standard reports will be printed and mailed to fire fighter • A transmission file will be created for upload to LACOFD

6. Web Site Capabilities • Secure all Web pages • Schedule all employees, during their birth month, for medical exams at one of the six contracting clinics. • Collect transmission data from clinics • Distribute standard forms and schedules to clinics • Display standard aggregated reports

7. Medical Clinics: Web Site • Medical Clinics will log into the LACOFD Web server with a unique ID and password • Once logged on they may: • Upload periodic files containing medical and physical fire fighter data • Download exam schedules • Download Standard forms • Download ICD-9 data (Yearly)

8. ICD-9 Codes • LACOFD obtains subscription to ICD-9 database • Post database on Website for download by clinics

9. Web Site Users • Clinics • Upload unidentifiable data • LACOFD Wellness/Fitness Personnel • Create schedules • Review aggregated data • IAFF • Review aggregated data • Fire Fighters? • Fill out IAFF questionnaire (Already built)

10. Fire Fighter Confidentiality • Where is the Fire Fighter data? • Current situation: Demographic and Medical Data stays at the clinic on paper and is mailed or couriered to OHP. • New: All data stays at the clinic in a database for standard data entry methods and report generation. • What data? • All data specified in the Fire Services Joint Labor Management Wellness-Fitness Initiative (Identifiable)

11. Fire Fighter Confidentiality • What data is transmitted to the county? • Non-identifiable summaries of medical and fitness data (Subset of data held at clinic to be chosen by LACOFD) • Medical • Blood Pressure/Pulse, Immunizations, Cholesterol, etc • Physical • Max VO2, push ups, Curl ups, etc • Identification • Age group (20-29, 30-39, 40-49, etc) • Clinic • Battalion

12. HIPPA Chain • Fire Fighter will sign a release form before each exam. • Only non-identifiable medical data will be transmitted to LACOFD. • Identifiable data will be under protection of medical clinics – They are already HIPPA compliant. • All searches into summarized medical data by LACOFD will be logged

13. Employee’s Role • Fill out IAFF Questionnaire on-line • Fill out Medical Questionnaire. • Fill out Medical Release at clinic. • Fill out Medical Evaluation form of clinic.

14. Clinic’s Role • Utilize standard forms • Capture all medical data in data collection software • Provide all employee’s a standard summary report • Utilize a standard check list for all medical reports • Export non-identified medical data to LACOFD Web host

15. Fire Department Role • Schedule medical appointment for employees • Provide via e-mail a medical Questionnaire • Provide via e-mail the IAFF Questionnaire • Provide Medical Exam Evaluation form

16. Health Program Coordinator • Capture information of the following • Tetanus • Hep-B titer • Hep-C screening • TB • Export quantitative data

17. Overview

18. Benefits of Capturing Data • Identify groups that need additional training or programs: “Where does the money need to be spent?” and “ Is the money well spent” • Over the years – reinforce validity of programs.