AHRQ Releases Resources to Help Nursing Homes Track and Trend COVID-19 Vaccinations for both Residents and Staff

The Agency for Healthcare Research and Quality (AHRQ) has released resources that enable nursing home staff to track and trend COVID-19 vaccine administration data for both residents and staff. The tools can aid in data compilation for required reporting to the National Healthcare Safety Network.

When COVID-19 vaccine data is in one location, it allows for efficient collection of information on vaccine rates and supports the coordination of next doses and identification of vaccine hesitancy. The following tools are available from the AHRQ resource page:

• • COVID-19 Vaccination Tracking Tool for use in Nursing Homes:
    • The tracking tool is a pre-programmed Excel workbook that compiles resident and staff COVID-19 vaccination information, allowing staff to regularly identify trends, rates, and coverage gaps in the nursing home’s COVID-19 vaccination program. The tracking tool can be accessed at: https://www.ahrq.gov/sites/default/files/wysiwyg/nursing-home/materials/vaccination-tracking-tool.xlsx.
  • User Guide: COVID-19 Vaccination Tracking Tool for use in Skilled Nursing Facilities:
    • The guide provides detailed, step-by-step instructions and visuals to record, analyze, and review resident and staff COVID-19 vaccination data using the COVID-19 Tracking Tool. The User Guide can be accessed here.
  • Resident Vaccine Administration Record for COVID-19:
  • A one-page record-keeping tool allows nursing home staff to collect information on every resident who is offered the COVID-19 vaccine, including the vaccine manufacturer, dates each shot is administered, adverse reactions, and whether the resident declined the vaccine. The Resident Vaccine Administration Record for COVID-19 can be accessed here. The instruction guide for Staff Vaccine Administration Record can be accessed here.

AHRQ resource page can be accessed here.

Compliance Perspective

Issue

The Centers for Medicare & Medicaid Services (CMS) requires that all nursing homes report COVID-10 data. The tools that AHRQ has developed can assist the healthcare team to efficiently collect, track, and trend COVID-19 vaccination data for the mandatory reporting to CMS. A facility that does not report their COVID-19 vaccination data to CMS could be in violation of state and federal regulations which may result in fines and other sanctions, including potential exclusion from Medicare and Medicaid programs.

Discussion Points

• • Review your policy and procedure on the COVID-19 vaccination. Ensure that the most up-to-date information from the CDC and the reporting of vaccine data is included in your requirements. Update as necessary.
  • Train all staff on your COVID-19 vaccination policy. Provide education to residents, resident representatives, and staff prior to offering the COVID-19 vaccine. Train appropriate staff on recording and reporting COVID-19 vaccination status for residents and staff. Document that these trainings occurred and file each signed document in the individual employee’s education file.
  • Periodically audit to ensure that staff and residents are aware of the benefits and risks associated with the COVID-19 vaccine. Additionally, audit for compliance with the required record keeping and reporting of the COVID-19 vaccine administration to CMS.