WCSWeb Hearing Link
Data System and User Training
Protocol
Marcia Fort, Au.D., CCC-A
Kathy Gajan, M.A., CCC-SLP
Jason Guetgemann, M.S., CCC-SLP
Jerry Ramsey, M.Ed., CCC-A
Objectives
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Identify key components of EHDI data tracking
systems
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Outline challenges of data system development
and/or enhancement
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Understand importance of formalized training
procedures for EHDI data reporting
Key Components of Data System
System must have user-friendly mechanism for
reporting hearing results
 System must have ability to maintain up-to-date
information on children requiring follow-up care
 System must be HIPPA and FERPA compliant
 System must collect all necessary data points
 System must allow custom queries for data
reports
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“KEY” is a Moving Target
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Technology changes
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Data points change
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Definition of risk factors and other items can
change
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Privacy regulations change
So, You Want A New Data
System……
Now, WHAT??????
Decisions, Decisions!!
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Who will need to use the system?
Should the system be stand-alone or web-based?
Do we have computer programmers on staff ?
How will you maintain the system?
What other materials are needed?
How will you train people to use the system?
What kind of follow-up will be needed?
What kind of quality assurance needs to be in
place?
Challenges
Staff turnover
 Budget limitations
 Communication barriers (programmer vs.
ordinary people)
 Fragmentation of the process
 Wide range of computer skills of users
 Quality assurance (input and output)
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Features of
WCSWeb
Hearing Link
WCSWeb Hearing Link
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Web-based
Password protected and encrypted
Access based on defined “roles”
Data transfer to/from State Laboratory
Data entry for hearing results and NBS
Home queue of infants needing hearing
screen
Improved accuracy of NBS information
Label printing for NBS samples
North Carolina NBS Form
Hearing Link Training
Major Components
Preliminary planning meeting
 Initial equipment set-up
 Hands-on-training session(s)
 Post-training follow-up
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Preliminary Planning Meeting
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Key staff from each department in the hospital
involved in the NBS or hearing screening
process
Review NBS process
Identify best process for labeling NBS forms
Review hearing screening process
Identify best location for equipment
Preliminary Planning (cont.)
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Identify which staff will need user access
Identify potential training location
Identify potential training dates
Review the training requirements
Identify “Go Live” date
Review post-training follow-up plan
Training Materials
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MUST BE STANDARDIZED!!!
Comprehensive Hearing Link User Manual
Training script (used by all trainers)
Computer training room with internet access
“Test” website for use during training
Training evaluation and sign in sheets
Cheat sheet (left at hospital)
Examples of “common errors”
Training Sessions
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Always use a “test” or “training” website!
Introduction of trainers
Explanation of Hearing Link
Step by step, hands-on training of each aspect
of system (adding new patient, adding hearing
screening result, adding NBS specimen, label
printing, searching for patient, etc.)
Training sessions tailored to users being trained
(hospital staff, audiologists, etc.)
Challenges In Training
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Staff attendance
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Computer skills of trainees
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Technological “glitches”
Post Training Follow Up
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Initial follow-up visit by DPH staff within 3
days of facility “going live”
Check for accuracy of information
Check for correct label placement on NBS form
Check printer quality
Answer any questions from staff
Training Issues - Summary
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Trainers must be comfortable using data system
Standardized written materials used during
training
Formal pre-training meeting to finalize details
Standardized, comprehensive training
Training must be as simple/basic as possible
Post-training follow-up is NECESSARY
DPH staff must be available for ongoing
assistance
FUTURE DIRECTION
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Direct demographic data upload from birthing
facility admission programs
“Monitor” section for recording of serial
audiometric data
Improved data reporting
Monitoring for “potential” duplicate entries
Let the Data Collection Begin!