4th Quarter PHEP 2024-2025 Progress Report

Please Read Completely and Fully Understand These Instructions

1.  Complete this progress report for your quarterly PHEP deliverables. Report ONLY on this quarter's progress. Deliverables not due this quarter are not displayed except for those that may be completed at any point during the budget period.

2.  Refer to the written guidance provided to you at the beginning of the grant year (Attachment A) for instruction on completing each of the deliverable elements. A copy of this guidance is available on the PHEP Deliverables Resource (PDR) webpage. PHEP will inform you of any changes or adjustments in deliverable requirements or guidance during the year.  Please contact the subject matter expert for the appropriate section If you have questions. 

3.  If a field asks for a number, please use the numerical form. Do not use text.

4.  Required fields have a red asterisk.  Attempting to submit the form with an invalid field entry or a blank required field will take you to the top of the form and display an error message. You will have to scroll back to the entry to correct it.

5.  You do not need to complete the form in one session, but rather work on it throughout the quarter or year. To save your work and come back to it later, scroll to the bottom and click "Save and Resume Later." If you do not, you will lose your information. DO NOT close your browser without performing this step. The form will display a unique link that will take you to your saved form. You may also choose to have it emailed to you. This link is the ONLY way to retrieve your form.

6.  You MUST log in to your saved report with your unique link EVERY 30 DAYS at a minimum to keep it active. Your form will be deleted from the server if you do not and you will have to start over.

Uploading Documents:  

NOTE:  Documents added to the form are not saved when you use the "Save and Resume Later" feature. You must upload required documents for deliverables as the last task before submitting the progress report. The documents will upload at that time.  

PLEASE start any file name for documents you submit with your jurisdiction’s name.

Attention: Combine files into one if there is only one upload field. We prefer PDF files, but can accept several types.

You will receive an email response to your submission with all of the information you provided.  However, we recommend saving the progress report to your computer as a PDF file before submitting it as a backup. 

Please begin by providing the following information:

Deliverable Requirements - Any Quarter

 

Jurisdictions may complete these deliverable requirements at any point during the budget period and report their completion for the quarter in which they occurred.

P1: Pandemic Influenza and Communicable Disease Response Plans Review            

Review and update your jurisdiction's Pandemic Influenza Plan and Communicable Disease Response Protocol/Plan.  

CR2: Participation in Regional Healthcare Coalitions

Participate in a Regional Healthcare Coalition (RHCC) exercise or training.

CM1: Off-Site Point-of-Dispensing (POD) Vaccination Clinic

Conduct an off-site vaccination clinic as a POD exercise following your emergency medical countermeasures plan.

EH1: Sanitarian Participation in LEPC 

A registered sanitarian (RS) from your jurisdiction's environmental health office must attend at least one LEPC, TERC, or another meeting type approved by DPHHS during the budget period.

EH2: Review Truck and Train Wreck Protocol

The Registered Sanitarian (RS) works with your jurisdiction's local Board of Health to maintain an approved truck wreck response procedure under MCA50-2-118.  The Health Officer and Sanitarian must be aware of this protocol.  A signature page must be added to the protocol for both to sign.  The signature page does not need to be presented to the Board of Health.

EH6: Review Written Procedures for Foodborne Illness & Food Related Injury

Local sanitarians are vital to foodborne illness investigation as they are often the first line of response to foodborne illness. They have the authority through the health officer to inspect retail food establishments per 50-50-301 MCA. It is important that local sanitarians are familiar with this protocol. A signature page should be added to the protocol for both the sanitarian and health officer to sign off on. The signature page does not need to be presented to the Board of Health. 

L1: Laboratory Transport Plan Checklist

Review and revise, if necessary, the jurisdiction's All Hazard Laboratory Specimen Transport plan with first responders/HAZMAT to ensure all components are understood and agreed upon.

T1: IS/ICS Training

Ensure tribal and public health staff have knowledge of the Incident Command System in relation to their positions

Deliverable Requirements - Every Quarter
These requirements, in addition to those listed for each quarter, are due 15 days after the end of every quarter of the budget period.

B1: Line Item Expenses

Provide the actual expenses in the listed line item categories from Attachment A.

E5: Reconcile Communicable Disease Cases with DPHHS Staff

Reconcile communicable disease investigations in the Montana Infectious Disease Information System (MIDIS) that were performed in the previous quarter to meet the timeliness and completeness standards set forth by DPHHS and the Administrative Rules of Montana (ARM 37.114.204 and 37.114.205).

EH3: Confirm Backup Sanitarian for Emergency Situations

Jurisdictions should have a backup sanitarian to fill in for emergency events where the primary sanitarian is unavailable.

IM1: Maintain the Montana Public Health Directory

Maintain and update contact information for all staff listed in the public health directory.

IM2: HAN Response

Test your DPHHS HAN response once each quarter.

IM3: 24/7 Communication System Implementation

Participate in quarterly testing of the 24/7 notification system initiated by DPHHS.

IZ1: Off-Site Vaccination Clinics

Report the total number of off-site vaccination clinics and the total number of vaccine doses administered at the off-site clinics.

IZ2: Vaccination Partners & Communication

Report vaccination planning with your jurisdiction's response partner agencies or groups, and types of media outreach used to advertise vaccine-preventable disease prevention messaging and your vaccination clinics.

Deliverable Requirements - Fourth Quarter
These requirements, in addition to those listed for every quarter, are due 15 days after the end of the 1st quarter - July 15th.

EX1: Regional PHEP Highly Infectious Disease Tabletop Exercise (TTX)  

Participate in the PHEP TTX. Q3 is Southern Region: Bighorn, Carbon, CMHD, Crow, Fergus, Gallatin, Madison, Park, Stillwater, Sweet Grass, Yellowstone. (and any other jurisdictions unable to attend their region's TTX).