Healthy Smiles Healthy Bodies Survey Logistics for Data Collection Health and Wellness for all Arizonans 1
Healthy Smiles Healthy Bodies Survey Logistics for Data Collection Margaret Perry, BSDH, MBA, AP HSHB Clinical Trainer Connie Baine, RDH, AP , BS HSHB Administrative Trainer Health and Wellness for all Arizonans 2
Survey Logistics for Data Collection Events, processes, procedures & policies for: • Sample Recruitment & Replacement County Contractors & Survey Teams • School Scheduling • Survey Participation / Consent • • Equipment and Supplies • Survey Screening Days at Schools Survey Forms • Invoicing • Health and Wellness for all Arizonans 3
Healthy Smiles Healthy Bodies Survey Logistics Setting up the Survey Sample Health and Wellness for all Arizonans 4
Survey Logistics Survey Sample & Replacements • Radom sample: recruit 99 schools (5 feeders) • Statistical replacement: non-participating schools • One screening day per school: up to 5.5 hours for screenings • Randomly selected K & 3rd Grade classes: ask parents to participate (consent) • Number to screen per school: at least 50 total students but may be up to 100 (will weigh data for reporting) Health and Wellness for all Arizonans 5
Survey Logistics Scheduling Schools HSHB Survey’s Field Coordinator • Connie Baine Screening Day • Schedule, remind & confirm screening day with school • Remind and promote consent/questionnaire responses School Scheduling & T eam Assignment Summary • School location • School contact • Consents • Randomly selected classes Health and Wellness for all Arizonans 6
School Scheduling & T eam Assignment Summary Provides Screening Day Information – 7
Healthy Smiles Healthy Bodies Survey Logistics Setting up Screening T eam for Data Collection Health and Wellness for all Arizonans 8
Survey Logistics Collect Survey Data Utilize national Basic Screening Survey (BSS) Model • Collect data through oral, height & weight survey screenings • Collect data through questionnaire • Determine estimates of oral health and healthy weight status • for K & 3 rd grade children in Arizona (assessment & surveillance) Report for the state, counties and FTF Regions • Health and Wellness for all Arizonans 9
Survey Logistics Screening T eams Collect Data • County Contractor collect data in <5 months, one screening day per school • Field Coordinator/OOH distributes consent packets to each school • Screening T eam collects consents/questionnaires, conducts screenings, record data, and processes survey forms (to school nurse/contact, parents/guardians, and ADHS Office of Oral Health) Health and Wellness for all Arizonans 10
Survey Logistics Preparing for Screening Day • Pack survey equipment, supplies & forms o Make sure that equipment works o Have adequate quantity of supplies & forms o Have all components for the goodie bags to assemble at the school (check # enrolled children in selected classes) • Review Training Booklets Health and Wellness for all Arizonans 11
Healthy Smiles Healthy Bodies Survey Logistics Setting Up Screening Stations Health and Wellness for all Arizonans 12
Survey Logistics Setting Up Screening Stations • Transport/unpack equipment & supplies • Set up a dental station and a height/weight station • Set up a designated student waiting area • Organize these areas: o Infection Control Area o Survey Forms Area o Goodie Bags Assembly Area Health and Wellness for all Arizonans 13
Survey Equipment & Supplies • Equipment - Dental light (with extension cord, bulb & fuse) - Dental Patient Chair - Dental Operator Chair - Stadiometer (measure height to 0.1 cm) - Digital Scale (measure weight to 0.1 kg) • Supplies - Infection control - Survey forms - Goodie bags (all components to assemble at school) - Resource materials for school nurse and parents (low cost dental clinics list & height/weight handout) Health and Wellness for all Arizonans 14
Portable Dental Light, Operator’s Chair and Dental Chair 15
Stadiometer and Digital Scale 16
Screener’s Infection Control Area 17
Recorder’s Survey Forms Area 18
Goodie Bags Assembly Area 19
Healthy Smiles Healthy Bodies Survey Logistics Screening Each Child for the Survey Health and Wellness for all Arizonans 20
HSHB Screening of Arizona Kindergarten & Third Grade Students 21
Conducting Oral/Height/Weight Screenings 1. Recorder & Screener check consent for each child 2. Set up “ Child Screening Record ” – staple white Screening Recording Form to the positive Active Consent & Questionnaire 3. Screener calls out each of the five oral screening indicators; Recorder fills in the Screening Recording Form 4. Complete purple Screening Findings Form for each child 5. Add every child needing urgent care to pink Nurse Referral List (one list for the screening day) 6. Recorder measures height and weight (do not call out measures); fill in data on Recording Form and Findings Form (use cm & kg) 7. Do counts for each class; fill in green School Summary Form 22
Survey Logistics Positive vs. Negative Consent • Each school choose: Active or Passive Consents • Active & Passive Consent Packets: Packet has Parent Letter/Consent Form + Questionnaire o Positive Consent = Screen Child o Negative Consent = Do Not Screen Child Health and Wellness for all Arizonans 23
Survey Logistics Missing Item on Active Consent 1. “Yes” or “No” box must be checked AND 2. Parent/guardian signature must be present Questionnaire does not have to be completed • • Screener/Recorder should not fill in any blanks Option: Ask if school will consider calling parent for clarification • (school caller must document/sign/date) Missing required item = Negative Consent by default • Encourage school to check for missing item and fix before screening • Health and Wellness for all Arizonans 24
Survey Logistics Missing Item on Passive Opt-Out Consent 1. “No I give consent” box must be checked AND 2. Parent/guardian signature must be present Questionnaire does not have to be completed • • Screener/Recorder should not fill in any blanks on consent form Option: Ask if school will consider calling a parent for clarification • (school caller must document/sign/date) Missing required item = Negative Consent by default • Health and Wellness for all Arizonans 25
Survey Logistics Oral, Height & Weight Screenings • Screen only assigned grades & selected classes • For a child with consent to screen, first conduct oral screening • Finish with height & weight measurements • Record screening data and check survey forms • Give the child a Goodie Bag • Track/record student & consent counts for each class • Check & organize forms for accuracy/completeness Health and Wellness for all Arizonans 26
Conduct Oral Screening 27
Conduct Height Measurement with a Stadiometer • Remove shoes, keep socks on • Stand straight • Lower headrest • Measure to nearest 0.1 centimeter (cm) 28
Conduct Weight Measurement with a Digital Scale • Remove shoes, keep socks on • Stand with both feet in the center of the scale • Record measure to nearest 0.1 kilogram (kg) 29
Healthy Smiles Healthy Bodies Survey Logistics Recording Screening Data for Each Child Health and Wellness for all Arizonans 30
Survey Logistics Screening Day’s Survey Forms • Active or Passive Consent Form (white) that may be stapled to a Questionnaire (yellow or blue) • Screening Recording Form (white) • Dental Findings Form (light purple) • Nurse Referral Form (pink) • School Summary Form/Worksheet (green) Health and Wellness for all Arizonans 31
Survey Logistics Required Tasks for Survey Forms • Confirm that Consent Form matches the child in the chair for screening (both Recorder & Screener should confirm) • Set up a Child Screening Record : Staple the Screening Recording Form to the YES Consent Form and Questionnaire o Recording Form in front, Active YES Consent Form in middle, and Questionnaire last – have the data sides of the Recording Form & Questionnaire face outward. If only have the Recording Form and Active YES Consent, then staple them back to back. • Review forms for completeness & accuracy and sign all forms before leaving the school Health and Wellness for all Arizonans 32
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Screening Recording Form - T op 2014-2015 Healthy Smiles Healthy Bodies Survey ID# ___________________ (for office use only) Screening Recording Form 1. Survey Information School Name : First Elementary School Grade : K Child Name : Adam Smith 34
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