ARIAS USER GUIDE - Oregon User Guide.pdf · 1.1 Simple version distributed for EPI pilot Heather Owens 5/18/2020 1.2 Outline distributed for OHA pilot Heather Owens 5/22/2020 1.3

ARIAS USER GUIDE

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Document History:

Version Description Author Date

1.0 Starting draft document Heather Owens 5/15/2020

1.1 Simple version distributed for EPI pilot Heather Owens 5/18/2020

1.2 Outline distributed for OHA pilot Heather Owens 5/22/2020

1.3 Updated to align with training video additions Heather Owens 6/1/2020

2.0 Changed format, updated content Heather Owens 6/8/2020

2.1 Renamed document, completed content Shaun Parkman 6/12/2020

2.2 Changed format Philip Lerud 6/18/2020

2.3 Removed typos Philip Lerud 6/24/2020

2.4 Updated content for 7/1/2020 software release Philip Lerud 7/1/2020





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CONTENTS

Introduction .......................................................................................................................................................... 4

Logistics ................................................................................................................................................................ 4

Support ............................................................................................................................................................. 4

Phones and Computers ..................................................................................................................................... 4

Database Access ............................................................................................................................................... 5

Data Security ..................................................................................................................................................... 5

Contact Tracing Scenarios – High-level Overview ............................................................................................. 5

Considerations for Marginalized Communities ................................................................................................. 6

ARIAS .................................................................................................................................................................... 6

Default Screen .................................................................................................................................................. 6

Contacts ............................................................................................................................................................ 8

Contacts Menu Bar ....................................................................................................................................... 8

Contact Information ...................................................................................................................................... 8

Automated Monitoring for a Contact ........................................................................................................... 9

Contacts in Shared Households ................................................................................................................... 10

Views for Managing Contact List ......................................................................................................................... 11

Default System Views ..................................................................................................................................... 11

How to Create a New Custom View ................................................................................................................ 12

Assessments System View .............................................................................................................................. 17

Tasks in ARIAS ..................................................................................................................................................... 18

Assigning an Owner to a Contact .................................................................................................................... 18

Assigning Multiple Contacts ............................................................................................................................ 20

Identifying Contacts who Develop Symptoms ................................................................................................ 21

Identifying Contacts who Stop Responding to Automated Monitoring .......................................................... 22

Identifying Contacts who Have Completed Monitoring .................................................................................. 22

Example Scenarios .............................................................................................................................................. 24

Initial Interview – No Symptoms ..................................................................................................................... 24

Initial Interview – With Symptoms .................................................................................................................. 28

Initial Interview – REAL-D ................................................................................................................................ 31

Best Practices ...................................................................................................................................................... 32

Appendix ............................................................................................................................................................. 33

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List of Data Fields in ARIAS .............................................................................................................................. 33

Automated Monitoring Messages .................................................................................................................. 43

Tips for Power Users ....................................................................................................................................... 45

Relation Between ARIAS and OPERA ........................................................................................................... 45

Duplicate Contact Records .......................................................................................................................... 46

Jurisdictions ................................................................................................................................................ 48

OPERA Contact fields to complete, if known, for export to ARIAS .............................................................. 49

INTRODUCTION

This user guide to the At Risk Identification Alerting System (ARIAS) is intended as an accompaniment to COVID-19 Contact Tracer Training videos and ARIAS Frequently Asked Questions. Space is provided throughout the guide for you to capture notes. We intend to update this guide periodically to include changes due to system updates and additional information specific to your contact tracing activities.

LOGISTICS

SUPPORT

• Contact [email protected] for ARIAS-related problems. • Attend an ARIAS user group call. We hope to provide these regularly, more details to come. • The Oregon Health Authority will be sending frequent emails with important information about

changes to ARIAS and other contact tracing news. Please review these emails carefully. This may take several minutes as there will be a lot of information.

PHONES AND COMPUTERS

In order to complete contact tracing tasks, you’ll need a few key pieces of equipment:

A phone, headphones are optional but recommended to make it easier to enter data at the same time as talking with your contact.

A computer with a reliable internet connection. Contact tracer training materials for reference. Scratch paper and pen or pencil for note taking.*

*HANDWRITTEN NOTES MUST BE DISPOSED OF SECURELY.

If have not already been assigned these pieces of equipment, talk with your supervisor either at your Local Public Health Authority (LPHA) or the Oregon Health Authority (OHA). Work with your site to determine which phone number to give to contacts when leaving a voicemail. In most cases, you will be leaving your work issued phone number.

mailto:[email protected]

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Phone number to leave on voicemails: _________________________

If you are about to rotate off or are taking a weekend, talk with your site supervisor about which number to leave with your contacts. This might be a colleague who you will be reassigning your cases to, or another generic phone line.

DATABASE ACCESS

• Getting access to the ARIAS database is facilitated by your local LPHA or a Tribe. • You must have been assigned an OR# or P# and a Microsoft ID to access the ARIAS database. • It is recommended to use the latest version of Google Chrome or Microsoft Edge browser on a

Windows 10 computer. Other browsers including Microsoft Internet Explorer 11, Mozilla Firefox, and Apple Safari are supported, but not recommended. iOS and Android devices are supported, but not recommended.

DATA SECURITY

ALWAYS REMEMBER TO:

Lock your computer screen before stepping away. Log-off when you are done for the day. Store information only in the data base. Keep your log-in information confidential.

CONTACT TRACING SCENARIOS – HIGH-LEVEL OVERVIEW

Once initial contact has been made, you will identify next steps in your monitoring based on two scenarios:

1) The person contacted reports symptoms during the first interview, or

2) The person contacted does not have symptoms.

Scenario 1: Scenario 2:

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CONSIDERATIONS FOR MARGINALIZED COMMUNITIES

There are some identified disparities in the burden of COVID-19 and associated software challenges. The purpose of sharing this information here is to recognize shortcomings in our response up to this point and to highlight the need for culturally responsive and linguistically appropriate contact tracing efforts.

See the section in the video titled ‘Considerations for Marginalized Communities’ for more information.

If you have suggestions to help make ARIAS more culturally responsive, please send an email to this address: [email protected].

ARIAS

DEFAULT SCREEN

Once you have logged in to ARIAS, this is your default view:

❶ My Active Contacts – Your default system view of ARIAS upon login will show your list of active contacts. Click the arrow to open a drop-down menu and select alternate contact lists, called system views.

❷ ARIAS main toolbar (purple bar) – These are meta controls for admin tasks. Other than sign-in/out and adjusting settings, contact tracers will not be using these functions regularly.

❸ Sign-in/out – The only exception to the previous statement, by selecting you will find the log out option. Remember to log out after each work-session.

❹ Admin toolbar (white bar) – You may find the ‘refresh’ and ‘create view’ functions on this toolbar useful. Do not use the ‘new’ function. If you add a contact using this function, it will not allow you to save. All contacts must be imported by a state admin.

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❺ Search bar– Searches for contacts in the active system view. Use the asterisks symbol (*) as a wildcard to search by a partial name, for example when a contact may have two last names.

Grey left nav bar – This is where you’ll find what you need.

❻ Home – Returns to your contact list. The default is ‘My Active Contacts’.

❼ Recent – Shows the 10 most recent pages, helpful to quickly get back to a specific page.

❽ Pinned – Quick access links. Add pages here by clicking the thumbtack icon in the recent menu.

❾ Contacts – Returns to your contact list, same as the home button.

❿ Assessments – List of recent assessments.

Remember to update the time zone the first time you log in. It will be incorrect until you do so.

1. Click the gear symbol at the top right of the purple tool bar. 2. Select personalization settings. 3. This screen will open:

4. Under the General tab, scroll down to ‘Set the time zone you are in’ and select the appropriate time

zone to Pacific Time from the drop-down menu. There is an exception for some areas in Malheur county in which case you would select Mountain Time.

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CONTACTS

CONTACTS MENU BAR

Once you select a contact from your list you will see a different set of tools for use in the menu bar.

❶ List of views – To open list of system views, select the arrow next to ‘My Active Contacts’. Once selected, a drop down will open where you are able to see and select the various system views available to you. These are helpful for use in managing the status of your contacts.

❷ Activate – Activating a contact is used to reactive a contact that has been deactivated.

❸ Deactivate – Don’t use this button. Instead, update the monitoring status to inactivate a contact. If accidentally deactivated, you can reactivate by searching for the contact in the ‘All Contacts’ view.

❹ Merge – This merge function does not work.

❺ Assign – Make someone else the owner of this contact or multiple contacts.

CONTACT INFORMATION

Some of the Contact Information will be pre-populated, but most of the information will need to be confirmed. How you interact with each section will be similar from contact to contact but will have specific nuances. If basic information like a name or phone number is incomplete or missing, work with your contact tracing supervisor to either obtain more information or reassign the contact to some designated person.

• Basic Info - Name, date of birth, contact info and contact attempt tracking. Confirm information with contact and update as needed. Track all contact attempts in the provided fields, both successful and unsuccessful attempts. Update preferred method of contact for monitoring.

• Details - Automated monitoring selection, monitoring status and last assessment date. Update automated monitoring status. Last assessment date is generated each time a new assessment is completed.

• Address – Self explanatory. Update as needed.

• Additional Notes – This is where you will leave important details regarding this contact. Please add the date and your name when you use this field. Some things you should use this field for are: The contact will be unavailable to report at a certain time of day or for a period of time.

• Reference Fields – These are for case investigators and will not be updated by contact tracers. You will find last date of exposure and quarantine end date in this section.

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AUTOMATED MONITORING FOR A CONTACT

Contacts can opt-in to receive daily monitoring through automated emails or texts, instead of a daily phone call from a contact tracer. To enable automated monitoring, update the following fields.

❶ Automated Monitoring - Change to ‘Yes’.

❷ Email/Text Language – Enter the preferred language.

❸ Monitoring Status - Change to ‘Monitoring’.

❹ Email - If email is preferred for automated monitoring, verify the email address is correct.

❺ Mobile Phone - If text is preferred for automated monitoring, verify the phone number is correct.

❻ Preferred Method of Contact - Change to ‘Text’ or ‘Email’.

When enabled, automated monitoring will send an initial text or email, immediately, while you’re on the phone with the contact. If it is not received, verify the contact information is correct. The initial text or email can be resent by turning automated monitoring off and then back on. Change ‘Automated Monitoring’ to ‘No’ and ‘Monitoring Status’ to ‘--Select—’ then save the contact record. Update the ‘Email’, Mobile Phone’, or ‘Preferred Method of Contact’, as needed, then save again. Finally, change ‘Automated Monitoring’ to ‘Yes’ and ‘Monitoring Status’ to ‘Monitoring’, then save the contact record. This will immediately send a new text or email.

Automated monitoring emails or texts will generate a new assessment daily. By default, the symptom answers will be ‘No’, even if the survey assessment is never opened by the contact. The assessment will not be complete until the contact responds to the survey and indicates either ‘None’ or a symptom. You should review if contacts have responded to their survey and if they have reported symptoms.

Automated monitoring is only offered in a limited number of languages, including English, Spanish, Korean, Russian, Vietnamese, Chinese (Cantonese), and Chinese (Mandarin). If an unsupported language is chosen, the system will default to the English version until more languages are added. A small lightbulb icon will alert you

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if an unsupported language is selected. Clicking on the lightbulb icon wil reveal a recommendation to set the language to English.

The Email/Text Language field is a clickable link. The link will show the actual text of the automated monitoring emails and texts. Screen shots of the text, email, and survey are in the appendix of this guide.

A phone number shared between multiple contacts will receive several texts, one for each contact. For example, a parent with young children all under automated monitoring will receive multiple text messages. The texts are labeled for each contact so the parent can now tell which text is for themselves or for each child.

Automated monitoring will continue to send daily text or email surveys until is turned off. You should review if contacts have completed their quaratine period without developing symptoms and are ready to end automated monitoring.

CONTACTS IN SHARED HOUSEHOLDS

ARIAS does not reference or notify you when multiple contacts live in a shared household. For example, ARIAS will not notify you if a parent with young children who were all exposed and are all under monitoring. In this example, the contacts should be monitored together and discussed in one daily phone call to the parent. To find household contacts, sort each of the ‘Address’, ‘Phone’, and ‘Email’ columns on your ‘My Contacts’ view. If two contacts share any one of these fields, they may be household contacts. If confirmed, record their household status in the notes field of each contact record for future reference.

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VIEWS FOR MANAGING CONTACT LIST

DEFAULT SYSTEM VIEWS

To assist in management of your assigned contacts, there are a variety of system views built into the database. Below is an explanation of the most helpful views. View the full list by selecting the ‘My Active Contacts’ drop down. Note, to change your home screen to another system view, click the thumbtack icon to the right.

❶ My Active Contacts - Use this to view all contacts assigned to you. You can sort the ‘End of Quarantine’ column to find any active contacts who have completed their quarantine period.

❷ Active Contacts - Use this view to see all active contacts within your jurisdiction. You can filter based on jurisdiction or county of residence to see all contacts in your jurisdiction or county. You can filter based on a group of ‘owners’ to see all contacts belonging to your team.

❸ All Contacts - Use this view to see all active and inactive contacts within your jurisdiction. You can search this view to find inactive contacts that you would like to reactivate.

❹ My Active Contacts Without Recent Assessments - Use this to identify contacts who have stopped responding to automated monitoring assessments. This includes contacts with a ‘Last Assessment Date’ older than yesterday.

❺ My Contacts Not Contacted - Use this to identify contacts that you have not yet reached. This includes newly assigned contacts or and those that need additional call attempts. You may need to sort by the ‘3rd contact attempt’ column to separate out those who have been lost to follow up.

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❻ My Recently (48h) Symptomatic Contacts - Use this to identify contacts who have developed or maintained symptoms in the last two days. It is different from ‘My active contacts with symptoms’ because it shows only those who are recently symptomatic and may require follow up, and not those who may have had a cough early on that resolved and has not re-occurred.

HOW TO CREATE A NEW CUSTOM VIEW

You can add new custom views to the database. The newly created views will be added to the ‘My Active Contacts’ drop down.

1. From your Contacts homepage, click on ‘Create view’.

2. This should take you to the ‘Advanced Find’ screen, click on ‘Select’.

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3. Select the field(s) you want to filter by.

4. Select the criteria you want to filter by.

5. Click on ‘Edit Columns’.

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6. This should take you to the ‘Edit Columns’ screen, click on ‘Add Columns’.

7. This should take you to the ‘Add Columns’ screen, select all the column(s) you want in your custom list view, click on ‘OK’.

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8. This should take you back to the ‘Edit Columns’ screen, click on ‘OK’ again.

9. This should take you back to the ‘Advanced Find’ screen, click on ‘Results’.

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10. If the results you are seeing on your screen are the correct results you were wanting, click on ‘Advanced Find’.

11. Click on ‘Save’

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12. Enter in a Name and Description for your custom list view, click on ‘Save’.

13. Go back to your Contacts homepage. Click on your List View selection button, and your custom list view should now appear under ‘My Views’, click on your custom list view.

ASSESSMENTS SYSTEM VIEW

From the grey navigation menu on the left of your screen, you can open the ‘Assessments’ view. This view will allow you to review symptom responses for your contacts throughout their monitoring period. Use this view to check if contacts

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Just like the contacts view, you can click on the arrow next to ‘My Active Assessments’ to view the list of assessment system views. Below is an explanation of the most helpful views.

❶ My Active Assessments - Use this to view all assessments for active contacts assigned to you, whether they have reported symptoms or none.

❷ My Active Assessments with Symptoms - Use this view to see all assessments with one or more symptoms reported by active contacts assigned to you. This is helpful to review if a contact has reported two or more symptoms and may qualify as a presumptive case. (see instructions for Identifying Contacts who Develop Symptoms).

TASKS IN ARIAS

ASSIGNING AN OWNER TO A CONTACT

You might do this when:

• You are rotating off duty, or • When a contact develops symptoms. Notify and reassign to a case investigator or the LPHA.

1. Select the contact of which you wish to change ownership and select ‘Assign’.

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If you are already working on a contact, do the same from within the contact screen.

2. In the Assign Contact window, click ‘Me’ to change option to ‘User or Team’.

3. You will now be able to find to search users and teams. Once you’ve found and selected the desired entity, click ‘Assign’ to save.

4. To confirm, you will notice this contact no longer shows up in your ‘My Active Contacts’ list.

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ASSIGNING MULTIPLE CONTACTS

1. You can assign multiple contacts at once. Start by selecting desired contacts in the list, then select assign.

2. In the Assign Contact window, click ‘Me’ to change option to ‘User or Team’.

3. You will now be able to find to search users and teams. Once you’ve found and selected the desired entity, click ‘Assign’ to save.

4. To confirm, you will notice these contacts no longer shows up in your ‘My Active Contacts’ list.

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IDENTIFYING CONTACTS WHO DEVELOP SYMPTOMS

ARIAS will not notify you if a contact under automated monitoring indicates that they have developed a symptom or symptoms. To check if contacts have developed one or more symptoms, click on ‘Assessments’ in the Apps section of the grey navigation bar at the left of your window. Navigate to the ‘My Active Assessments with Symptoms’ system view.

The ‘My Active Assessments with Symptoms’ system view will show each assessment with symptoms for every contact that is assigned to you. This includes assessments completed by other contact tracers, if the contact was monitored by a previous contact tracer and then assigned to you.

Sort the ‘Contact’ column ‘From A to Z’ to bundle the assesments for each contact together. Review the columns for ‘Cough’, ‘Fever’, ‘Loss of Smell’, ‘Shortness of Breath’, and ‘Other Symptoms’.

If a contact has a ‘Yes’ in two or more symptom columns, even from separate assessments, then they may qualify as a presumptive case. Assign your multi-symptomatic contact to the person/team identified by your

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LPHA. (See instructions for assigning an owner). They will create a case record in OPERA for case investigation and update monitoring status to ‘Transferred to OPERA’.

IDENTIFYING CONTACTS WHO STOP RESPONDING TO AUTOMATED MONITORING

ARIAS will not notify you if a contact fails to respond to an automated monitoring text or email survey. To verify, review the ‘Last Assessment Date’ for that contact. This date shows the last time your contacts filled out a survey assessment. If this date is older than today or yesterday, you should reach out to the contact for follow up.

From your ‘My Active Contacts’ view, sort the ‘Last Assessment Date’ column ‘From Oldest to Newest’. This will show the oldest dates on top.

IDENTIFYING CONTACTS WHO HAVE COMPLETED MONITORING

ARIAS will not notify you when a contact has completed their monitoring period. To identify those contacts, review the ‘End of Quarantine Period’ field of your contacts.

From your ‘My Contacts’ view, sort the ‘End of Quarantine Period’ column. Sorting ‘From Oldest to Newest’ will show the oldest dates on top.

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If a contact has reached their end of quarantine period, open their contact record. Open the ‘Assessments’ page and review if two or more symptoms were reported at any time during their monitoring period.

If a contact has a ‘Yes’ in two or more symptom columns, even from separate assessments, then they may be a presumptive case. Assign your multi-symptomatic contact to the person/team identified by your LPHA. (See instructions for assigning an owner). They will create a case record in OPERA for case investigation and update monitoring status to ‘Transferred to OPERA’.

If they have not development symptoms, then update their update their ‘Automated Monitoring’ to ‘No’ and their ‘Monitoring Status’ to ‘Completed Monitoring’. This will end automated monitoring and inactivate the contact record.

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EXAMPLE SCENARIOS

INITIAL INTERVIEW – NO SYMPTOMS

1. Select the person you are contacting from the list of active contacts to open the contact log.

2. Prepare for the call by reviewing the contact record. Get familiar with contact’s name. Look for missing information you may be able to fill-in during your call. Review notes – this is where other important information to know during the call will be.

3. Once you feel comfortable, attempt to make contact.

a. If you are unable to make contact, record the attempt in the basic info section and move on.

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b. If you make contact, using the information in the contact log, confirm the name and date of birth with the person you are contacting for security purposes.

2. Use the script provided by your LPHA or organization to guide the collection of information for your interview. You may also refer to the contact information section for more info about contact fields.

3. Move over into the ‘Assessments’ section and create a new assessment.

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4. In Basic Info, the assessment date will default to today’s date, if left blank. This field allows for entry of past dates.

5. In Details, select ‘Initial’ for the assessment type.

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6. Select ‘none’ if the contact says they are not experiencing any symptoms by clicking the checkbox.

7. Save and return to the contact record. Update monitoring status to ‘Monitoring’. Note that the Last Assessment Date has been updated automatically.

8. Complete the rest of the script and move on to your next task.

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INITIAL INTERVIEW – WITH SYMPTOMS

1. Select the person you are contacting from the list of active contacts to open the contact log.

2. Prepare for the call by reviewing the contact record. Get familiar with contact’s name. Look for missing information you may be able to fill-in during your call. Review notes for details that are important.

3. Once you feel comfortable, attempt to make contact.

a. If you are unable to make contact, record attempt in the basic info section and move on.

4. Use the script provided by your LPHA or organization to guide the collection of information for your interview. You may also refer to the contact information section for more info about contact fields.

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5. Move over into the ‘Assessments’ section and create a new assessment.

6. In Basic Info, the assessment date will default to today’s date, if left blank. This field allows for entry of past dates.

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7. In Details, select ‘Initial’ for the assessment type.

8. Select the symptoms the contact says they are experiencing by clicking the checkboxes.

9. Save and return to the contact record. Complete the rest of the script for those with symptoms.

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10. Assign to the person/team identified by your LPHA. (See instructions for assigning an owner in the Tasks in ARIAS section). They will create a case record in OPERA for case investigation and update monitoring status to ‘Transferred to OPERA’.

INITIAL INTERVIEW – REAL-D

During your initial interview, you will collect Race, Ethnicity, Language and Disability (REAL-D) information. REAL-D is an effort to increase and standardize data collection of demographic information. This information is used to address health inequities between diverse communities, to ensure that we reach those who are most at risk. Additional training and reference materials are available in the REAL-D Response Matrix and the REAL-D Data Collection Toolkit. In general, you should:

Think of your REAL-D interaction more as a conversation than an interview. Be respectful and honor their wishes. Let them respond by self-identifying. Remember it is perfectly acceptable if they decline to answer.

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le7721b.pdf

https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Pages/REAL-D-Collection-Toolkit.aspx

https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Pages/REAL-D-Collection-Toolkit.aspx

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1. Move over into the ‘REAL-D’ section to record this information.

2. Save and return to the contact record. Complete the rest of the script and move on to your next task.

BEST PRACTICES

Best Practices:

• Be sure to check notes field to see if this is an ongoing exposure.

In this case, determining the last date of exposure and quarantine period requires knowledge of the original case and the circumstances of ongoing exposure. If you haven't been given this information, someone with more knowledge and access to OPERA will have to help with updating the ‘last date of exposure’.

• Most fields are open text – you can make typos so be careful.

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• When creating a new assessment – be careful not to try to create a new record – you are doing an assessment. This won’t cause a problem in ARIAS; it will just waste your time.

ARIAS does have some quirks with what it allows, remember to check and double check.

• Birthdates are single digit month/day/4-digit year. Please be aware when you are confirming birthdate, not all cultures report dates in this order. Many report day/month/year among other combinations. You may need to ask for clarification.

• Phone numbers can have any number of digits, be careful to enter phone numbers correctly.

APPENDIX

LIST OF DATA FIELDS IN ARIAS

ARIAS Field Name Purpose of Field Functionality/Notes ARIAS Table Where the Field Resides

First Name Confirm contact's first name.

Imported from OPERA. Can be edited to use nickname or preferred name.

ARIAS Contact

Last Name Confirm contact's last name.

Imported from OPERA. ARIAS Contact

Date of Birth (DOB)

Confirm contact's DOB.

Imported from OPERA. Used to verify identity in automated text/email process. Must be accurate for that purpose.

ARIAS Contact

Age Calculated Age of Contact

This is automatically calculated based on the ‘Date of Birth’. Populates after the contact record is saved.

ARIAS Contact

Email Email address for COVID-19 communication.

Imported from OPERA. Required to send automated email.

ARIAS Contact

Mobile Phone Preferred phone number for COVID-19 communication.

Imported from OPERA. Required to send automated texts.

ARIAS Contact

Preferred Method of Contact

Indicates how individual would like to receive future symptom monitoring calls/emails/texts.

Required to send automated text/email. Default is phone.

ARIAS Contact

In What Language Do You Want Us to Speak with You?

Contact’s preferred language for phone communication.

Noted here for REAL-D. ARIAS Contact

In What Language Do You Want Us to Write to You?

Contact’s preferred language for text and email communication.

Noted here for REAL-D. This language choice is not tied to the language selection for automated monitoring messages.

ARIAS Contact

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Do You Need an Interpreter for Us to Communicate with You?

Contact’s preference for interpretation.

Noted here for REAL-D. ARIAS Contact

1st Contact Attempt

Date and time of first call or contact attempt.

This field records the date and time of the initial contact attempt, including both successful and unsuccessful attempts. This field can be manually backdated, if needed (e.g., to document contact attempts before the record was imported into ARIAS)

ARIAS Contact

2nd Contact Attempt

Date and time of second call or contact attempt.

Only appears once ‘1st Contact Attempt’ is filled. Only needs to be filled out if 1st contact attempt was unsuccessful.

ARIAS Contact

3rd Contact Attempt

Date and time of third call or contact attempt.

Only appears once ‘2nd Contact Attempt’ is filled. Only needs to be filled out if 2nd contact attempt was unsuccessful.

ARIAS Contact

Contact Attempt Successful

Indicate if the most recent contact attempt was successful.

Yes or No. ARIAS Contact

Contact Attempt Within 24 Hrs.

Auto-populated field. Indicates whether a ‘1st Contact Attempt’ was initiated within 24 hours of the contact being created.

Auto-populated & locked. Calculated from ‘1st Contact Attempt’ and ‘Created On’ (the date the contact was imported to ARIAS from OPERA)

ARIAS Contact

Place of Employment

Contact’s place of employment.

ARIAS Contact

Occupation Contact’s occupation or job title.


Emergency Contact Name

Contact’s preferred emergency contact.

Optionally used if LPHA cannot reach contact. ARIAS Contact

Emergency Contact Phone

Contact’s preferred emergency contact phone number.

Optionally used if LPHA cannot reach contact. ARIAS Contact

Has Thermometer Whether contact has thermometer.

Can be used by jurisdictions if they have ability to mail thermometers to folks who need them.

ARIAS Contact

Automated Monitoring

Whether or not the contact will receive automated text or automated emails for symptom monitoring.

‘Yes’ option will enable send automatic monitoring via text or email.

ARIAS Contact

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Email/Text Language

Contact choice of language for automated monitoring

Preferred language imported from OPERA. Selects language to be used for automated monitoring via email or text. Automated monitoring is only offered in a limited number of languages, including English, Spanish, Korean, Russian, Vietnamese, Chinese (Cantonese), and Chinese (Mandarin). If an unsupported language is chosen and automated monitoring is enabled, the system will default to the English version. This field is a clickable link. The link will show the actual text of the automated monitoring emails and texts.

ARIAS Contact

Monitoring Status Current monitoring status.

Drop down options: (1) Monitoring – This person is an active contact and is receiving automatic or manual texts/emails/phone calls. Required for automatic texts/emails to be sent. (2) Completed Monitoring – This person has finished symptom monitoring and quarantine. Their ‘end of quarantine’ period has passed. (3) Opted Out – This individual has declined to participate in daily symptom monitoring. (4) Lost to Follow-up – Contact tracer attempted to call or contact this person 3 times and was unable to reach them. (5) Transferred to OPERA – This person has become a case (i.e. developed two symptoms) and an OPERA user has transferred their information back into OPERA. (6) Marked for Deduplication – This contact record is a duplicate and is marked as inactive. (7) Identified Not to be a Contact – This contact was never exposed. (8) Out of State – This contact lives outside of Oregon and an OPERA user has updated the contact’s address in OPERA.

ARIAS Contact

Last Assessment Date

Auto-populated field. Indicates date of most recent completed assessment.

Locked. Auto-calculated ARIAS Contact

Address 1: Street 1

Contact’s street address.


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Address 1: Street 2

Optional second field for contact's street address.


Address 1: City Contact's city of residence.


Address 1: County Contact's count of residence.

Imported from OPERA. May be used to verify responsible LPHA.

ARIAS Contact

Address 1: State/Province

Contact's state of residence.


Address 1: ZIP/Postal Code

Contact's zip code. Imported from OPERA. ARIAS Contact

Additional Notes Open field where contact tracers can make important notes about the contact.

Imported from OPERA for Contacts, not for Persons Under Monitoring (PUMs). When adding additional notes, please indicate the contact tracer's name and date.

ARIAS Contact

Case ID Unique number from OPERA associated with the COVID-19 case.

Imported from OPERA. Locked. Unique identifier for the case record. Only used for data transfer, and possibly by OPERA users.

ARIAS Contact

Person ID Unique number from OPERA associated with the contact.

Imported from OPERA. Locked. Unique identifier for the person who has a case of COVID-19. Only used for data transfer, and possibly by OPERA users.

ARIAS Contact

Contact ID Unique number from OPERA associated with the contact.

Imported from OPERA. Locked. Unique identifier of the contact record. Only used for data transfer, and possibly by OPERA users.

ARIAS Contact

Contact Person ID Unique number from OPERA associated with the contact.

Imported from OPERA. Locked. Unique identifier of the person exposed to COVID-19 and thus identified as a contact. The Contact Person ID would be the best ID field to give back to the county when a contact becomes symptomatic.

ARIAS Contact

Outbreak Related Auto-populated from OPERA.

Calculated from OPERA values: If the case epilink is ‘OB’ or if there's an Outbreak ID, then Outbreak Related is ‘Y’; otherwise it is ‘N’. ‘Outbreak Related’ (Y/N) is visible but not editable by all ARIAS users. Users on the Outbreak ID team can edit this field.

ARIAS Contact

Outbreak ID Unique number from OPERA associated with the outbreak.

The Outbreak ID number is masked for all ARIAS users by default. Users on the Outbreak ID team can view and edit this field.

ARIAS Contact

Case Status Auto-populated from OPERA.

Notes if the contact was exposed by a confirmed or presumptive case.

ARIAS Contact

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Initial Owner Incoming owner when transferred from OPERA.

Contact Tracer listed on the contact record or LHD Epi on the PUM record, imported from OPERA. Locked. Only used for data transfer.

ARIAS Contact

End of Quarantine Period

Last day of symptom monitoring and last day contact is recommended to stay home.

Auto-calculated to be 14 days after date of last exposure.

ARIAS Contact

Date of Last Exposure

Last day contact was exposed to COVID-19 positive case.

Auto-populated from OPERA. Can be updated if a new exposure occurs. For contacts with no Date of Last Exposure (i.e., ongoing exposure such as a household), the Date of Last Exposure is calculated as the case Onset Date + 10 days (communicability period)

ARIAS Contact

Jurisdiction Lead Jurisdiction. Determined by the Contact Tracer or PUM LHD Epi's jurisdiction as listed in OPERA, otherwise set by the Owner field.

ARIAS Contact

Contact Auto-populated with name of ARIAS contact.

Assessment

Assessment Date Date that the contact tracer completed this assessment.

Can be entered as a past date. Assessment

Assessment Type Indicates whether assessment is from the first initial call, or a subsequent daily monitoring call/email/text.

Assessment

Completion Status Indicated whether contact has completed the assessment.

A new assessment created by a contact tracer will default to ‘Attempted’ until symptoms are entered or none is checked. It will then update to ‘Completed’. New assessments generated through automated monitoring will default to ‘System Created’ until the contact responds to the survey. It will then update to ‘Completed’.

Assessment

Agreement Indicates contact's continuing agreement to participate in daily symptom check-ins.

Allows contact to opt-out of the monitoring process.

Assessment

Symptoms: None Checkbox. If checked, contact has no symptoms that day.

Cannot be checked at the same time symptoms are checked.

Assessment

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Symptoms: shortness of breath

Checkbox. If checked, contact has shortness of breath on that day.

Cannot be checked at the same time ‘none’ is checked.

Assessment

Symptoms: Cough Checkbox. If checked, contact has cough.


Assessment

Symptoms: Loss of smell or taste)

Checkbox. If checked, contact has loss of smell or taste that day.


Assessment

Symptoms: Fever Checkbox. If checked, contact has fever on that day.


Assessment

Temperature Record the temperature of the fever.

Entering a temperature will automatically check the fever symptom.

Assessment

Symptoms: When did you first start noticing symptoms?

Date of symptom onset if any symptom checkboxes are checked.

Assessment

Symptoms: if other symptoms, please explain

Open field for symptoms not represented by checkboxes.

Assessment

Assessment Notes Open field for notes about the assessment.

This notes field is unrelated to the additional notes field on the contact records page. It is only tied to the current assessment.

Assessment

Created On Autogenerated date when the contact was imported from OPERA.

System Information

Created By User who imported contact from OPERA.

System Information

Current Date Current date. System Information

Owner Current contact tracer or team who has been ‘assigned’ the record.

Determined by the contact or PUM's county of residence (if known), otherwise the case's county. Owner can be changed through the ‘assign’ button at the top of the page.

System Information

Modified On Date of last change. System Information

Modified By User who last change contact.

System Information

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Status Shows whether the contact is active or inactive.

Inactive contacts are read-only and can't be edited unless they are re-activated.

System Information

Status Reason Shows whether the contact is active or inactive.

Inactive contacts are read-only and can't be edited unless they are re-activated.

System Information

Do you need written materials in alternate format? (Braille, large print, audio recordings, etc.)?

General REAL-D Drop down options: (1) Yes (2) No (3) Don’t know (4) Don’t want to answer

REAL-D

If yes, which format?

General REAL-D Only appears if ‘Yes’ is selected. REAL-D

Are you deaf or do you have serious difficulty hearing?

Disability Drop down options: (1) Yes (2) No (3) Don’t know (4) Don’t want to answer

REAL-D

If yes, at what age did this condition begin?

Disability Only appears if ‘Yes’ is selected. REAL-D

Are you blind or do you have serious difficulty seeing, even when wearing glasses?


REAL-D



Does a physical, mental or emotional condition limit your activities in any way?


REAL-D

Do you have serious difficulty walking or climbing stairs?


REAL-D

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Do you have serious difficulty walking or climbing stairs?


REAL-D



Due to physical, mental or emotional condition, difficulty concentrating or making decisions?


REAL-D



How well do you speak English?

Language and Race/Ethnicity

Drop down options: (1) Very well (2) Well (3) Not at all (4) Don’t know (5) Don’t want to answer

REAL-D

How do you identify your race, ethnicity, tribal affiliation, country of origin, or ancestry?

Language and Race/Ethnicity

Text field to record any answer provided. REAL-D

American Indian and Alaska Native

Which of the following describes your racial or ethnic identity? Please check ALL that apply

Search or select from drop down options: (1) Select all (2) American Indian (3) Alaska Native (4) Canadian Inuit, Metis, or First Nation (5) Indigenous Mexican, Central American, or South American Note: Multiple identities can be selected or none.

REAL-D

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Asian Which of the following describes your racial or ethnic identity? Please check ALL that apply

Search or select from drop down options: (1) Select all (2) Asian Indian (3) Chinese (4) Filipino/a (5) Hmong Note: Multiple identities can be selected or none.

REAL-D

Black or African American


Search or select from drop down options: (1) Select all (2) African American (3) African (Black) (4) Caribbean (Black) (5) Other Black Note: Multiple identities can be selected or none.

REAL-D

Hispanic or Latino/a/x


Search or select from drop down options: (1) Select all (2) Central American (3) Mexican (4) South American (5) Other Hispanic or Latino/a/x Note: Multiple identities can be selected or none.

REAL-D

Middle Eastern/North African


Search or select from drop down options: (1) Select all (2) Middle Eastern (3) North African Note: Multiple identities can be selected or none.

REAL-D

Native Hawaiian and Pacific Islander


Search or select from drop down options: (1) Select all (2) Chamorro (3) Guamanian (4) Micronesian/Marshallese/Palauan (5) Native Hawaiian Note: Multiple identities can be selected or none.

REAL-D

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White Which of the following describes your racial or ethnic identity? Please check ALL that apply

Search or select from drop down options: (1) Select all (2) Eastern European (3) Slavic (4) Western European (5) Other White Note: Multiple identities can be selected or none.

REAL-D

Other Categories Which of the following describes your racial or ethnic identity? Please check ALL that apply

Search or select from drop down options: (1) Select all (2) Other (3) Don’t know (4) Don’t want to answer Note: Multiple identities can be selected or none.

REAL-D

Other (please list)


Text field to record any answer provided. REAL-D

Primary Race or Ethnic Background

(If more than one category is checked) Is there one that is your primary racial or ethnic background?

Search or select from drop down options: (1) Yes, I consider my primary racial or ethnic background (list below). (2) No, I have multiple primary racial or ethnic identities. (3) No, I identify as Biracial or Multiracial (4) Don’t know (5) Don’t want to answer Note: Multiple identities can be selected or none.

REAL-D

If yes, at what primary race or ethnic background?

(If more than one category is checked) Is there one that is your primary racial or ethnic background?

Only appears if ‘Yes, I consider my primary racial or ethnic background (list below)’ is selected.

REAL-D

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AUTOMATED MONITORING MESSAGES

Below are screen captures of the English version of the automated monitoring messages as of July 2020.

1. This is the automated monitoring text message in English

2. This is the automated monitoring email in English.

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3. Clinking on the survey link will lead the contact to their daily survey. The first survey question asks if they agree to participate. It is the same survey through either text message or email.

4. Next, the contact is asked for their date of birth. The date of birth is used to confirm their identity.

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5. Last, the contact is asked about their symptoms.

TIPS FOR POWER USERS

RELATION BETWEEN ARIAS AND OPERA

Where ARIAS is used for contact tracing in Oregon, OPERA is used for COVID-19 case investigation. OPERA and ARIAS work together to help Oregon track, trace and isolate new cases to mitigate the spread of COVID-19. The following are exported from OPERA once and uploaded to ARIAS daily for follow-up and symptom monitoring:

• Persons Under Monitoring record (PUMs) created in the last two weeks (e.g., from Department of Corrections or Division of Global Migration and Quarantine notifications, or an Oregon resident that is a contact to out of state case) and that had the ‘Keep Active’ box checked

• Contact records created in the last two weeks, except when: o The contact is checked as ‘Done’ in OPERA, indicating they do not require further follow-up; o The COVID-19 case that exposed the contact was not classified as confirmed, presumptive, or

suspect-indeterminate; o The contact person also has a confirmed or presumptive case of COVID-19; or o The contact record does not have a first or last name listed in OPERA.

If you expected a contact or PUM record to export to ARIAS and it did not, please verify that:

o The record was created in the last 2 weeks; o The ‘Done’ box is not checked on a contact record, or the ‘Keep Active’ box is checked on a

PUM record; and

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o The green Jurisdiction box lists your jurisdiction and that any jurisdictional transfers have been resolved.

If the contact later meets the criteria to become a case, they are manually transferred back into OPERA for case investigation. These manual data transfers are completed by case investigators or contact tracing supervisors, not by contact tracers.

DUPLICATE CONTACT RECORDS

Each contact record in ARIAS is associated with an exposure; a person can have multiple exposures, each generating a record in ARIAS. In terms of tracking and data quality, this is a feature not a bug. However, the ARIAS system is not able to merge records for the same person. Instead, a case investigator or contact tracing supervisor must inactivate the ‘duplicate’ contact record(s) to prevent duplicative follow-up. Note that there may be additional or conflicting information in the records. For example, one case may know the contact’s email, and another case may know the contact’s phone number. If basic information, like a name or phone number, is incomplete or missing, a contact tracing supervisor or case investigator should work to obtain more information. Additional information could come either from Opera or by combining all available information from duplicate records into a single complete contact record. When reviewing potential duplicates, review all records to ensure you have the most complete picture of the contact’s information and exposures. This process is manual.

Some considerations during your review:

• Copy over any notes to make sure the notes field of the active contact record is the most complete. • When exposures are contiguous, you can:

o Keep the oldest record active and manually extend the monitoring period for new exposures during the current monitoring period by updating the date of last exposure, or

o Keep the record with the latest end of quarantine date active to ensure the contact is monitored for the appropriate amount of time.

• If the contact had finished monitoring and then was exposed again, you should use the new contact record for symptom monitoring and follow-up rather than reopen the completed one.

ARIAS will notify you if you are viewing a contact record that has the same first and last name and county (or same contact ID) as another contact record. This is possibly a duplicate. After a delay of about one minute, an

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alert will appear at the top of the contact record. Click on ‘View Duplicates’ to see the other contact record with the same name.

This will open a menu listing the other contact records with the same first and last name and county.

The duplicate contact records in ARIAS should be inactivated. First, choose which contact record to keep and which to inactivate. In general, you should keep the record with the most recent exposure date and the furthest end of quarantine date. However, an earlier exposure may be kept instead if it has more complete information. Use your best judgement.

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When you have identified a duplicate contact record, change the automated monitoring to ‘no’ and change the monitoring status to ‘marked for deduplication’. This will inactivate the duplicate contact record.

JURISDICTIONS

Jurisdictions can request additional Teams from ARIAS.Support email address to support local workflows. Please note that the original Team must contain the ARIAS administrators or Power Users assigning contacts locally and the Team name cannot be modified as it is used for in the import process.

Users cannot export data from ARIAS. We’re working on building Tableau dashboards into ARIAS, and welcome input as to the kind of analysis and reporting we can help support.

To transfer a contact to a different jurisdiction:

• In ARIAS: o Change the address, county, jurisdiction o Assign the contact to the new jurisdiction’s Team

• In OPERA: o Change the contact or PUM address information o Initiate the contact or PUM transfer (important step in order to notify the receiving LPHA/tribe

of contact transfer)


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OPERA CONTACT FIELDS TO COMPLETE, IF KNOWN, FOR EXPORT TO ARIAS

❶ Contact’s name (Last, First)

❷ Date of birth

❸ Address pop-up with Street 1 and 2, Zip Code, City, State and County fields

❹ Phone number and Email address

❺ Additional notes

❻ Preferred Language pop-up

❼ Contact Tracer

❽ Jurisdiction

❾ Exposure and monitoring dates

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2

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7

3

4

5

6

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Documents

ARIAS USER GUIDE - Oregon User Guide.pdf · 1.1 Simple version distributed for EPI pilot Heather Owens 5/18/2020 1.2 Outline distributed for OHA pilot Heather Owens 5/22/2020 1.3