Detailed instructions on how to complete the tool 27 form

Updated October 16, 2024

Section A: Entry/unit/facility information

1. Enter the full name of the unit and care community. Do not use abbreviations (e.g. 2 West vs 2W)
2. Complete a separate tool 27 for each area with residents who have tested positive for a respiratory illness
3. Fill in all “grey” mandatory section with your care community details
4. The “Date Public Health Contact Notified” is the date and time you first submit the tool 27 for your unit

Section B: Immunization information

1. Fill in the fields based on information for your care community

Section C: Entry information

1. If this is the first-time reporting: Enter today’s date beside “FIRST REPORT”
2. For subsequent daily updates for a specific unit:
   a. Enter the date into the appropriate update # box each time new updates/edits are added

Section D: Resident information

1. Enter details for all confirmed positive resident(s)
   a. Full name (first and last name - do not use nicknames)
   b. Public health number (PHN) (critical to ensure we have the right person)
   c. Sex
   d. Age
2. Symptomatic (Y/N) - answer Y=yes or N=no
   a There is a list of symptoms at the bottom of the form, it includes:
   i. VIRAL RESPIRATORY ILLNESS SYMPTOMS: Fever, cough (new or worse), sore throat or painful swallowing, body aches, extreme fatigue, diarrhea, difficulty breathing, nausea, vomiting, headache, loss of appetite, chills and/or runny nose. SYMPTOMS MORE SPECIFIC TO COVID-19: loss of sense of smell or taste
3. Date of onset of first symptom(s) - this is vital information for Public Health needs to determine how long monitoring will last
4. Swab taken (Y/N)
   a. Was a specimen (PCR or RAT) collected from a resident to test for a respiratory virus?
5. If Swab taken, Any Positive Test Results?
   a. Leave blank if results are still pending when form is completed
   b. If all results were negative, tick “no”
   c. If a result came back as “indeterminate”:
   i. Tick “Indeterminate”
   ii. Once tested again, provide updated test results for the resident in a new row
   d. If there is at least one positive test result:
   i. Tick “Yes”
   ii. If a positive PCR test (if not a PCR test leave field blank)
   - Add the collection date of the first positive PCR test – this is vital information for Public Health
   - Select all viruses detected by the PCR test
   iii. If a positive COVID-19 RAT (if not a RAT leave field blank)
   - Add collection date of the first positive COVID-19 RAT - this is vital information for Public Health
6. Repeat steps with new rows for all other confirmed positive residents in the site
7. If you run out of rows to enter all residents:
   a. Start another sheet
   b. Fill out “SECTION A: ENTRY/UNIT/FACILITY INFORMATION” with your site information
   c. Update the page numbers at the bottom for each form you complete

Daily update process for tool 27

Continue documenting on the tool 27 form(s) you already started for each unit, if you run out of rows to enter all residents:

a. Start another sheet
b. Fill out “SECTION A: ENTRY/UNIT/FACILITY INFORMATION” with your site information
c. Update the page numbers at the bottom for each form you complete

Section C: Entry information

1. Enter the date into the appropriate update # box each time new updates/edits are added
2. If there are no updates for the current day:
   a. Note the date and that there is no update (e.g., “Apr 17 – no change”) on the existing pages of tool 27s
   b. Send tool 27s to Public Health by email so Fraser Health Public Health is aware there is no changes and do not have to follow up with you regarding this reporting

Section D: Resident section

1. For new confirmed positive resident(s), add a new row and fill out information as detailed above.
2. For residents added on any previous days, keep using the same original row unless they previously had an “indeterminate” result, then they will require a new row
3. Update any new information received:
   a. Date resident isolated
   b. If applicable, date of hospitalization or death
   i. If death, clearly specify if the death occurred in hospital or care community
   c. For Influenza only – complete Date Influenza Antiviral Treatment Started