(to Sector Services and Ministry Portfolio Manager) / Summary Progress Report at six months (due 31 January), Whole-of-year Report at 12 months (due 31 July) and ‘Vital Few’ RBA Reporting at 6 and 12 months(due 31 January and 31 July) for services delivered as per agreed Annual Plan. Please refer to Appendices 5A, 5B and 5C for the reporting templates.
Reporting for services that are not part of the core contract goes to individual personnel/teams looking after these non-core contracts. / √ / √
Appendix 4: All reporting requirements to the Ministry of Health as per PHU Core Public Health Services Contract
Reporting requirements / On Incident/Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Six-monthly core contract reporting (including six-monthly financial reporting)
Emergency Reporting
(to Sally Gilbert, Manager Environmental & Border Health, or 0800 GETMOH) / Immediately, or within 24 hours of occurrence of a public health event or emergency with inter-district, national or potentially international implications, submit a report to Environmental and Border Health, Clinical Leadership, Protection and Regulation (CLPR), with a copy to your Portfolio Manager in Public Health, National Services Purchasing, National Health Board. / Immediately, or at least within 24 hours
Investigation Reports
(to Sally Gilbert, Manager Environmental & Border Health, or 0800 GETMOH) / As soon as practicable and not later than 14 days after the occurrence of any emergent issue, unusual event or public health investigation which has potential inter-district, national or international implications, submit a report to Environmental and Border Health, CLPR, with a copy to your Portfolio Manager in Public Health, National Services Purchasing, National Health Board. / As soon as practicable and not later than 14 days
Reports Verifying Ongoing Competence of Statutory Officers
(to Sally Gilbert, Manager Environmental & Border Health) / By 31 July each year, provide a written report to the Environmental & Border Health Team which identifies all statutory officers in the PHU (including employees and contractors) and provide the information for each officer, as outlined in the Criteria for Appointment as a Public Health Statutory Officer (Ministry of Health, July 2012). / By 31 July each year / √
Reporting requirements / On Incident/
Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Specific regulatory reporting in addition to standard core contract reporting
Reporting requirements / On Incident/
Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Specific regulatory reporting in addition to standard core contract reporting (Cont)
Border Health Protection and Vector Surveillance
(to Sally
Gilbert, Manager Environmental and Border Health) / By February each year, provide Environmental and Border Health, Ministry of Health (in the form outlined in the Quarantine and Biosecurity sections of the Environmental Health Protection Manual) with:
- a summary for the previous calendar year of activities undertaken, including issuing pratique, undertaking sanitation inspections of ships, seaports and airports, ensuring points of entry are maintained in a sanitary condition and free from sources of infection and contamination (including vectors and reservoirs); supervision of any de-ratting, disinfection, disinsection or decontamination as appropriate; application of control measures to any conveyance, interception responses, and maintenance of effective contingency arrangements
- a report on designated airports’ and ports’ ability to meet core capacities as outlined in Annex 1B of the International Health Regulations 2005
- a forecast of your border health protection surveillance programme for the forthcoming financial year.
Border Health Protection and Vector Surveillance (to John Gardner, Senior Advisor Biosecurity and Sally Gilbert, Manager Environmental & Border Health or 0800 GETMOH) / Within two hoursof identification of exotic mosquitoes of public health significance, notify the Senior Advisor (Border Health Protection) and provide situation reports (in the form outlined in the Quarantine and Biosecurity sections of the Environmental Health Protection Manual) on activities undertaken during interception responses, as required by the Senior Advisor (Border Health Protection). / Within two hours of identification
Immediately notify the Senior Advisor (Border Health Protection) of any control measures applied to any conveyance that are other than routine. / Immediately
Drinking Water
(to Scott Rostron, Senior Advisor Environmental & Border Health or 0800GETMOH) / Report serious drinking water incidents to the Ministry of Health within 24 hours.
Report suspected or confirmed waterborne disease outbreaks to the Ministry of Health within 24 hours. / Within 24 hours
Hazardous Substances
(to Sally Gilbert, Manager Environmental & Border Health) / By 30 June each year, report to Environmental and Border Health, Ministry of Health, using the format specified by the Ministry with summaries for the past year (to 30 June) and estimates for the coming year (1 July to 30 June) of the nature and level of hazardous substances activities.
Report to the Ministry of Polychlorinated Biphenyls (PCB) use, and storage exemptions and risk management plans at least two months prior to the expiry and as required. / By 30 June each year / √
Solaria
(to Sally Gilbert, Manager Environmental & Border Health) / Provide six-monthly reports to Environmental and Border Health, Ministry of Health by 31 January and 31 July each year on the results of solaria visits. These reports should be in the form provided by the Environmental & Border Health Team. / By 31 January and 31 July / √ / √
Communicable Disease Control
(to Dr Lisa Oakley, Manager Communicable Diseases) / Communicable disease events, in particular those involving diseases specified in the two lists contained in Annex 2 of the IHR (2005), must be reported to the Communicable Diseases (CD) Team, Clinical Leadership, Protection and Regulation (CLPR) within 24 hours. These reports should be made directly to the CD Team during business hours. If events occur during the weekend or public holidays, the report should be made via 0800 GET MOH. / Within 24 hours
Communicable disease events of national significance should be reported immediately via 0800 GET MOH. / Immediately
Reporting requirements / On Incident/
Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Specific regulatory reporting in addition to standard core contract reporting (Cont)
Summary of required reporting to other agencies
Regulatory and reporting requirements / On Incident/Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Communicable Diseases / Cases of notifiable diseases must be entered and updated in EpiSurv in a timely manner and all fields in the case report form must be completed accurately. / When required
Cases of AIDS must be reported to the AIDS Epidemiology Group, Department of Preventive and Social Medicine, University of Otago, Medical School, PO Box 913, Dunedin. This report must be on form H773/1A as prescribed under Section 74 of the Health Act 1956. Further information is outlined in the Communicable Disease Control Manual issued by the Ministry of Health.
Report adverse effects of vaccination to the Centre for Adverse Reactions Monitoring Unit (PO Box 913, Dunedin).
The occurrence and investigation of outbreaks must be reported to Environmental Science and Research Limited (ESR).
Outbreaks that may be associated with food must be reported to the Ministry for Primary Industries.
Suspected cases of Creutzfeld-Jakob disease must be reported on suspicion of diagnosis to the CJD Register, Department of Preventive and Social Medicine, Otago Medical School, PO Box 913, Dunedin (forms for this notification will be provided by the registrar).
Regulatory and annual reporting requirements / On Incident/
Occurrence / Jul / Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun
Environmental Health / By 08 August each year, provide to the science service provider (in a form specified by the science service provider) data for the year 1 July to 30 June on microbiological and chemical sampling, the status of water safety risk management plans, and compliance with drinking-water provisions of the Health Act 1956 for incorporation in the Annual Report on the Quality of Drinking-water Supplies. / By 08 August each year / √
Provide copies of VTA permits to the Environmental Protection Authority every time they are issued. / When required
Report as soon as practicable to the Environmental Protection Authority (copied to the Environmental & Border Health Team) on all hazardous substances incident or emergency responses, using the form specified by the Environmental Protection Authority. / As soon as practicable
Provide to the Centre for Public Health Research, Massey University, (in a form specified by the Centre for Public Health Research on behalf of the Ministry of Health), information on hazardous substances injuries notified by general practitioners, hospitals and other medical practitioners. / When required
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (Final version December 2015)