Title: 'Closer Look into Loss to Documentation'
Track: 6 - Follow-up, Tracking and Data Management
Keyword(s): loss to documentation, loss to follow-up, education, collaboration
Learning Objectives:
  1. Identify ways to reduce loss to documentation
  2. Identify ways to educate providers about reporting all state mandated hearing results
  3. Identify partners within county health departments that can assist families in obtaining needed hearing follow-up services


How does a state EHDI program know that information is not reported if it has never been documented? The Oklahoma EHDI Program took a deeper look into Loss to Follow-up (LTF) and found that some of the issues lie within the category of Loss to Documentation (LTD). Oklahoma EHDI complete a two-year trial of individualized patient charts needing appropriate closure to determine follow-up received/not received to confirm or negate loss to documentation activities occurring within county health departments completing hearing screenings. The program reviewed over 1600 patient charts ready to be closed as Loss to Follow-up. There are approximately 800 hearing screening devices at county health departments to serve children between the ages of birth to twelve years of age. All appointments are entered in the Public Health Oklahoma Client Information System (PHOCIS) which is linked with the Oklahoma State Immunization Information System (OSIIS). All charts were compared to the PHOCIS and OSIIS system to determine if additional screenings were completed or to determine if updated addresses were available to reduce loss to documentation. It was also noted if children were seen at the county health department for services such as Women, Infants, and Children (WIC), Immunizations, Part C Early Intervention, etc. Through this process, it was determined that many infants were receiving follow-up hearing screenings but were not reported in accordance to state law. The process allowed OK EHDI to educate providers about reporting loss to documentation as well as develop new partnerships and collaborations to assist with reducing loss to follow-up.
Presentation: 1320PatriciaBurk.pdf

Handouts: Handout_1320PatriciaBurk.pdf
Patricia Burk - Primary Presenter
Oklahoma State Department of Health
     Credentials: M.S., CCC-SLP, Cert AVT LSLS
      Patricia Burk is the Program Coordinator for Oklahoma's Newborn Hearing Screening Program and the facilitator of the Oklahoma Audiology Taskforce

Financial - No relevant financial relationship exist.

Nonfinancial - No relevant nonfinancial relationship exist.
Deborah Earley - Co-Presenter
     Credentials: Au.D., CCC/A
      Deborah Earley, M.S., CCC-A has practiced audiology in Oklahoma for 29 years. She is the Follow-up/Audiology Coordinator for Oklahoma's Newborn Hearing Screening Program. She co-facilitates the Oklahoma Audiology Taskforce (OKAT) and facilitates the Protocols subcommittee of OKAT

Financial - No relevant financial relationship exist.

Nonfinancial - No relevant nonfinancial relationship exist.