FAD/EDI Information for FADD’s
There are several
links on the EMRS Download page and directly within EMRS to access helpful
information but for your convenience I have included some others here!
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Currently all states should be
taking steps to fully utilize EMRS for all Routine FAD/EDI investigations. The
steps necessary to accomplish this are demonstrated within this document and
the Q & A’s should answer most
questions. Anyone having additional questions dealing with passwords should
contact EMRS_Registration_Approvers@aphis.usda.gov
or other server or access issues should contact the EMRS support staff team
leader Robert T Carr @Robert.T.Carr@aphis.usda.gov
in Fort Collins @ 970-494-7297. Additional user support may be obtained by
contacting one of the following individuals, Dr. Fred Bourgeois @Fred.G.Bourgeois@aphis.usda.gov
or 318-288-4083, or Dr. Sherrilyn Wainwright @Sherrilyn.H.Wainwright@aphis.usda.gov
or 631-323-3061.
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The system has been designed so that
it can be accessed by any authorized person using Internet Explorer version 5.5
or greater from any computer having Internet access. You do not need to have
Lotus Notes installed on the computer or have a Lotus notes ID. You do not need
RLD or to be on a secure network. This is very different from the previous
version of the FAD/EDI system that required the use of Lotus Notes on your
computer to access the system through the Client side interface which is no
longer needed. THIS IS STRICKLY WEB BASED THROUGH INTERNET EXPLORER!
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USDA Lotus Notes Users
If you are a federal employee or a
State employee and you get e-mail through the USDA Lotus Notes system then you
have a short user name (usually the same user name you use when you log into
Lotus Notes) and you will utilize your short
user name and your Internet
password . If you do not know what your short user name and Internet
password please refer to the Appendix
A; Setting Internet passwords and obtaining short user names for Notes
users.
Non Lotus Notes Users
If you are not a USDA Lotus Notes
user you will need to apply for a Web
User Name and password through the web page referenced in Appendix
B.
See Appendix B; Obtaining EMRS
User names and Passwords for Non-Notes users.
Start Internet Explorer by double
clicking the Internet Explorer icon on your computer that looks like the one
below:
Navigate to
page below; select the link to the Routine FAD/EDI Reporting system; this
currently resides on EMRS 03 and EMRS 02 and links will be added for EMRS 04
which is a faster server. I have placed a direct link in this web page for your
convenience which can be used and then added to your favorites in Internet
explorer so you may quickly return to the Access page for Routine FAD database
in the future.
http://www.aphis.usda.gov/vs/ep/emrslogin.html
When you click the link for the Routine FAD/EDI Reporting you will be
prompted to enter your user name and password as below:
If you would like to try creating forms and looking
at views without worrying about what you create you may want to try the Training Version of EMRS as it
appears essentially the same as the FAD/EDI.
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When you click the link you will be prompted to enter
your user name and password as below:
For user name:
USDA Lotus Notes Users - you will use your short user
name; for more info refer to Appendix A.
Non-Notes Users- use the user name you selected when
you registered for Web Access; for more info refer to Appendix
B.
For password:
USDA Lotus Notes Users- your Internet Password which
you initially set in your USDA Address Book profile; for more info refer to Appendix
A.
Non-Notes Users- the password you set when you
registered for Web Access; for more info refer to Appendix
B
Once you have entered your short user name and your
Internet password and single click the 
button you should arrive at the Main Menu page
for the Routine FAD/EDI database.
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The person actually creating new Investigation
Summaries in each state may vary but the AVIC or their designee will be the
responsible party for creation of the Investigation Summary, when they are
notified of a request for a New Investigation. To be able to create new
Investigation Summaries you will need to have at least author access. This will
generally be granted to most users. In truth an Area Office secretary that has
been properly trained may be the best person for initiating new investigations
with oversight from the Area Epi or the AVIC.
Responsible Party in VS 580.4: AVIC or their
designee.
If you have a good address for the producer for which
this investigation will be conducted you should first create a Premises ID or
retrieve an existing Premises ID for this producer. This would be accomplished
by selecting the button 
on the Welcome page. This will bring you to
the Prem ID allocation system. If you are unfamiliar with how this system
operates then you may find detailed instructions in Appendix
C: Using the EMRS Premises ID
System.
If you are successful in creating or retrieving an
existing Premises ID then you will be able to create a New Investigation from
the screen where you have received the Premises ID, by clicking 
which
will populate the address and Prem ID fields automatically for you from the
information obtained for the Prem ID.
The FAD Referral Control number tracking system that
has been used in the past will continue but the number generated should be
placed in the Referral Control Number field. This system is explained in Veterinary
Services Memorandum 580.4 attachment
II.
If you do not have a accurate address for the producer
then follow the alternate Step 1 below:
Alternate Step 1
If you have limited information or have had to
request a Prem ID exception, then you will be allowed to create a New
Investigation Summary directly from the Welcome Page by clicking 
although
this should be the exception since the Prem ID will be important for all
Investigations. You will need to enter the address and other information
manually and should use the FAD tracking number in both the Referral Control
number field and the Prem ID field until you obtain a Prem ID.
Responsible Party in VS 580.4: AVIC or their
designee.
With either method you will have to complete a number
of fields on the Investigation Summary.
Incident Group: this should be your State- this field
limits documents you create to be viewed by only those in your state group or
at the regional level. If you are not a member of the EMRS group for your state
and you save a document with the group entered you may not be able to see the
investigation.
Referral Control Number: this
would be the number assigned with the FAD numbering system using the
Year/State/number format.
Local Control Number – may be
used for alternate Premises numbering systems.
Prem ID – if the summary was created using the
Prem ID system this will be filled in for you if using the alternate method
then repeat the local control number entry.
Routine FAD –this will almost always be “Yes”.
Incident Name – Should be “Routine FAD/EDI”.
Incident Site – should be your home state.
Initiation Reason – self explanatory, follow-up fields
will vary depending on selection but most are self-explanatory.
Reason Details - explain
Animal Location Section is the Premises where the
animals are actually located.
Operation Type- best describes what activities occur on premises.
Prem Owner Last, First and contact information – this
should be collected at the time of the report and entered into the
Investigation summary before it is assigned to an Investigator.
Address, City, State & Zip – will be
entered automatically if Investigation Summary was created from Prem ID system.
Lat & Long Fields
– will
usually be collected and filled in by the Investigator after a visit to the
premises but may be pulled from street atlas in advance. The Lat/Long geocoding
field will default to “Needed” but is usually only applicable in outbreaks
where geocoding error checking is performed. If you have confirmed coordinates
on site and wish you may change this to “Not needed- Field Verified”. These
coordinates must be entered in Decimal Degrees format.
Referring Contact
If it is a practitioner or county agent then the name
and contact information would need to be entered. If the referring contact was
the premises owner then the click the button “Copy from Animal Location “and
the information will be copied from that already entered above. These fields
should be completed at the time the investigation is initiated if known.
Animal Owner Information
Many times this is the same as the Premises owner and
you can use the button “Copy from Animal Location”.
Once all of this information is complete you can 
and then review if all data entered is
correct.
Once all of this information is complete you have
saved, review if all data entered is correct. If all data is correct then you
should assign a Case Coordinator.
How to assign a Case Coordinator:
A Case Coordinator is the person that will be
responsible to be sure that all parts of the FAD Investigation are completed.
This is not necessarily the FADD but will usually be someone at the Area Office
level such as the Area Epidemiologist. The FADD assigned to do the
Investigation is assigned to the Herd Exam.
The person doing the data entry would click the 
button to
place the summary in edit mode then select the tab 
.
Place your cursor in the field Assignment officer and begin typing the first
few letters of the last name until you are able to locate the person you want
to assign. At any combination of letters then you may need to drop down the
list box by clicking the box at the right side of the field as shown below to
choose the persons name from the list. When you select the investigator all of
his contact information will be filled in if they have a completed profile in
Administrative module of EMRS.
Once you have selected the person you want to assign
as Case Coordinator then click the button.
Note:
If you cannot find the person you are looking for
then they do not have a completed profile in the FAD database and one needs to
be entered before they can be assigned the case. See comments below about
profiles:
How do you get profiles for the Investigators into
the Routine FAD/EDI database?
The system should have already been loaded with the
profiles of all of the VS employees within each state. Profiles of all the
state VMO’s that will be utilizing the system should be created by the person
designated in each Area Office to maintain the profiles. This person will need
to be assigned the Admin role to have the ability to create profiles.
Instructions on creating profiles can be found in the following document
EMRS Administrative Module Instructions
Responsible Party in VS 580.4: AVIC or their designee.
Once you have created an Investigation Summary and
assigned a case coordinator to oversee the investigation at the area level you
should create a herd exam with the clinical history and any other information
collected from the referring party and assign the herd exam to an investigator
to make a visit to the premises.
To create a new Herd Exam:
Herd Exam
The herd exam form is completed for every premises
visit to status the visit and to record any and all findings associated with
animals that were examined or to record reasons animals were not examined. The
Area Office will create the initial herd exam but follow-up exams will usually
be created by the person scheduling the re-visit.
Fields
to be completed include:
Exam Reason
– entered when created.
-usually Sick Call
Assigned
Investigator-entered when created.
-enter name of FADD or VMO to
actually make the farm visit.
Date
Assigned- entered when created, defaults to today’s date.
-the
date you notify the investigator about assignment
Exam Date- by Investigator
-date
investigator visited premise
Clinical
History- on creation this is where any and all history taken over the phone
from the referring party should be filled in by the person creating the herd exam.
The Investigator can add any additional Clinical history taken during the visit
to this field after making the visit. Each commenter should include their
initials at the end of their comments to denote who entered the comments.
All of the remaining fields should be completed by
the Investigator so you would now click .
Once you have assigned an Investigator to the Herd
Exam, entered the clinical history and you Save it you can send a link to this
Investigation directly to the investigator and any other parties you wish by
selecting the 
button while you are in the herd exam.
Emergency Programs, Ames &
FADDL, and the Regional Offices will be notified by an automatic agent that
looks for any new Investigation Summaries every 15 minutes so it will not be
necessary for you to notify anyone outside of your state.
This will bring up a new memo in Lotus Notes if your
Internet Explorer has Lotus notes as the default e-mail program and you will
need to address it to the proper investigator. Other e-mail programs can be
used if you choose. If you want to use Lotus Notes for e-mail you can get
further details on setting the default e-mail of Internet Explorer in Appendix D;
You can add further comments and then choose send. When
the investigator receives the message they only need to click on the link and
Internet Explorer will start automatically and prompt them for their user name
and password then take them directly to this investigation.
A phone call to the assigned Investigator is still
required to notify them that you have assigned them a new investigation since
they may not have a chance to view their e-mail.
Responsible Party in VS 580.4: FADD.
The assigned Investigator will proceed to investigate
the case and will apply appropriate diagnostic techniques. The FADD is
responsible to collect and submit any samples to the appropriate laboratory
along with a properly prepared lab submission that is shipped with the samples.
The FADD should also notify the appropriate lab by phone that the samples are
shipped.. The appropriate groups to notify are identified in VS Memo 580.4.
Responsible Party in VS 580.4: FADD.
The FADD is responsible for completing any assigned Herd
Exam, and will need to create a Lab submission in EMRS for any samples
submitted, also quarantine status forms if the premises received a quarantine.
We eventually have the capability to replicate the Investigation Summary to a
tablet PC and complete all of these follow-up forms in the field, to print the
Lab submission form specific to whatever lab you are using, complete with bar
coding for premises ID. Then any findings would be replicated back up to the
master FAD database. Until an FADD has the equipment and software to make this
possible they must take written findings and complete the following follow-up
forms.
The following is a complete list of follow-up forms
to the Investigation Summary. These forms are created by clicking the
button 
at the top of the Investigation Summary, then
selecting the type of follow-up form from the list. Most of these forms will
only apply in special circumstances or during an outbreak. The statuses for
Diagnosis would be available only to those with the DRO ( Disease Reporting
Officer) role which would generally be the Area Epidemiologist or other
designated persons.
The follow-up forms that would usually be completed by
the FADD would be:
Herd Exam
The herd exam form is completed for every premises visit
to status the visit and to record any and all findings associated with animals
that were examined or to record reasons animals were not examined. The Area
Office will usually create the initial herd exam but follow-up exams will
usually be created by the person scheduling the re-visit.
A herd exam that had been assigned to you would be
located by following the link sent to you or by using one of the views or the
search features to locate the Investigation Summary for this case. The link is
just for Viewing the document quickly, if you wish to make edits to the
document you should open the FAD/EDI database and search for the case so that
all parts of the Look-up database are operational. Once you have the Investigation Summary open
you would click the 
tab and scroll to the bottom to find any
existing herd exams, then click on 
to open
it.
The Herd Exam will open in the view mode and must be
placed in the edit mode to make changes by clicking the button
Fields to
be completed include:
Exam Reason – when created.
Assigned Investigator- when created.
Date Assigned- when created.
Exam Date-
by Investigator
Clinical
History- on creation this is where any and all history taken over the phone
from the referring party should be filled in by the person creating the herd
exam. The FADD will include any additional history he obtains and label those
comments with their initials to differentiate between comments entered at the
time of creation of the document.
Date of
Onset – when did owner think the first signs appeared.
Date of
First Death –if any animals died, when.
Primary
Species Affected
#sick,
dead, unaffected
Breed
Secondary
Species
Same as above
Other Species
Physical
Exam Findings
Multiple fields by system
Differential
Diagnosis –both domestic and foreign, THIS IS NEW!
Probable
Diagnosis-both domestic and foreign, Refresh Choices
for pick
list. Button to be added.
Confidence
of Diagnosis-both domestic and foreign
Sample
Collection- yes or no
Comments-comments
about samples
When all fields are complete then you will click the
button
Laboratory Submission
A lab submission
needs to be filled in for each day that lab samples are submitted. Several
samples collected the same day going to the same lab may be included on one
submission but detailed on several follow-up Lab Sample/report forms.
Fields to be completed:
Purpose of Submission-
usually FAD/EP Diagnostic
Submitter-investigator
Priority of Submission- NVSL Priority
Explanation Link – field added
Animal Owner Information
-will be
inherited from Investigation Summary, edit if needed.
Specimen Herd/Flock
Information
Herd Size
–total animals
Number
Affected
Number Dead
Type of
Testing Requested
Diseases to test for -should be same as
Herd Exam but is a combined list of Foreign and Domestic.
Sample
Preservation Method-no dry ice
Submitters
Name
Date
Submitted
After Saving this
form you can use the link to Open the Electronic 10-4 and fill the 10-4 by
using Cut and Paste. We are working on a procedure to accomplish this with an
Agent that will extract the information needed from this form and populate the
10-4.
Statuses
This would be used to
set a Quarantine status in place if the Investigation resulted in an individual
premises quarantine which would be the responsibility of the FADD.
To create a Quarantine
Status you would click the button labeled 
then select statuses
from the pop-up menu 
and once the document
below opens select
Status type -Quarantine
Start Date –date quarantined
End Date-leave empty until released
Reasons & Comments-
Details, Quarantine #, etc
Responsible Party in VS 580.4: AVIC or their designee.
The results of any
lab submissions would be entered on the Lab Sample/Lab report usually at the
Area level by the Area Epidemiologist or his designee. The FADD would be
consulted for any further input. This is done by first locating the existing
Investigation Summary using one of several methods.
Search by Prem ID
List All Investigation Summaries and pick
from list
Or using Views that sort by person or
location
Then open the Lab
Submission that was created by the FADD at the time the samples were submitted.
Then you will need to create a Lab Sample/Report and enter the results.
To create a Lab Sample/Report Form.
Lab Sample Report – every Lab
Submission which is created is required to have at least one Sample/Lab report
which is created by clicking the button at the top of the lab submission.
A separate lab/sample
report is to be completed for each different sample type.
Eg (blood, swabs, etc)
or set of samples
(different species or specific individuals).
Each set of the same
type samples may be tested by up to 5 different test types and recorded on one
sample/lab report.
Eg- whole blood for culture,
CBC, smear, etc can be reported on one sample if it is from an individual
animal or to be included as a group. Blood for culture and tissue swabs for
culture from the same animals should be on two separate samples because they
are different types of samples. When results are received they may be entered
usually by the Area Epidemiologist to have consistent entry.
The sample
information must be completed and saved before you will see the fields that
will pertain to the lab report.
In order to enter
results you would Edit the form and be presented with the fields shown below
You would complete
the fields necessary to detail what diseases were tested for and by which tests
and what the results were.
When all of the
results were completed for that type sample you would click the SAVE button.
The same procedure would be repeated for each sample type.
Responsible Party in VS 580.4: AVIC or their designee.
In consultation with
the FADD and the AVIC or any other interested parties the Area Epidemiologist
would make a case diagnosis.
This would be done by
opening the Investigation Summary,
To create a Diagnosis Status you would click the button labeled
then select statuses
from the pop-up menu
and once the document
below opens select
Status type – Diagnosis –Negative or Positive
Start Date –date Diagnosis made
End Date -leave empty until case closed
Reasons &
Comments- Details
Then select the 
button
and a pop-up will give you the choices to define the Diagnosis.
and when you select the definition it will
appear in the status document which you will then save to complete the
diagnosis.
Responsible Party in VS 580.4: AVIC or their designee.
Are any further
examinations needed or any further action to be taken is decided by the Area
Epidemiologist, AVIC and FADD in consultation with state Veterinarian.
Responsible Party in VS 580.4: AVIC or their designee.
First make sure all
follow-up forms and statuses have been closed with the exception of the
diagnosis status which will remain open.
Edit the
Investigation Summary and enter a date in the field Investigation Close Date.
and this will
complete the case and will place a red banner across top of Investigation
Summary stating that case has been
closed. 
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