Required Healthcare Personnel Influenza Vaccination Report

Nancy Leveille and Karen Morris in Clinical & Quality

As a follow-up to the DAL dated 8/15/2013, (please see related NYSHFA Mailing), on Friday, September 27, the NYS Department of Health sent the following reminder to providers:

"This is a message from the New York State Department of Health with important information about this November’s required Healthcare Personnel Influenza Vaccination Report. Please ensure that the person who will be responsible for completing this report and your facility’s HCS Coordinator both receive and read this message.

The first Healthcare Personnel Influenza Vaccination Report will open on the Health Emergency Response Data System (HERDS) on the Health Commerce System (HCS) on November 1, 2013, and will be due by November 15, 2013. This report is required for all Article 28, 36, and 40 facilities and agencies covered by the Regulation for Prevention of Influenza Transmission by Healthcare and Residential Facility and Agency Personnel (10 NYCRR Section 2.59).

In order to complete this required report in compliance with New York State regulations, you must ensure that the individual responsible for completing the report at your facility or agency has an HCS account and HERDS access.

The HCS now has a paperless system to apply for an HCS user account. Please see the detailed steps outlined in the attached quick reference guide, also available online at

The individual responsible for completing the report will need to be assigned the role HERDS Data Reporter in order to access HERDS. Your organizations HCS Coordinator can assign the role HERDS Data Reporter. To locate your organization's HCS Coordinator:
1. Log in to the HCS at
2. Click My Account at the top right of the screen.
3. Click Look up my Coordinator. "

NYSHFA recommends facilities take the necessary steps to ensure you are prepared to complete and submit these reports.

For updated influenza and vaccination information, please go to the NYSHFA website at:


NYSHFA Contacts: Nancy Leveille, Sr. Director Facility Operations
  Karen Morris, Director Clinical & Quality Services