Appendix 4: All reporting requirements to the Ministry of Health as per PHU Core Public Health Services Contract
Reporting requirements
On Incident/
Occurrence
Six-monthly core contract reporting (including six-monthly financial reporting)
Core Contract
Six-Monthly
Reporting (plus
six-monthly
financial
reporting)
(to Sector
Services and
Ministry Portfolio
Manager)
Summary Progress Report at six months (due 31
January), Whole-of-year Report at 12 months (due
31 July) and ‘Vital Few’ RBA Reporting at 6 and 12
months (due 31 January and 31 July) for services
delivered as per agreed Annual Plan. Please refer to
Appendix 5A, 5B and 5C for the reporting templates.
Reporting for services that are not part of the core
contract goes to individual personnel/teams looking
after these non-core contracts.
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Reporting requirements
On Incident/
Occurrence
Specific regulatory reporting in addition to standard core contract reporting
Emergency
Reporting
(to Sally Gilbert,
Manager
Environmental &
Border Health, or
0800 GETMOH)
Immediately, or within 24 hours of occurrence of a
public health event or emergency with inter-district,
national or potentially international implications,
submit a report to Environmental and Border Health,
Clinical Leadership, Protection and Regulation
(CLPR), with a copy to your Portfolio Manager in
Public Health, National Services Purchasing,
National Health Board.
Immediately, or
at least within
24 hours
Investigation
Reports
(to Sally Gilbert,
Manager
Environmental &
Border Health, or
0800 GETMOH)
As soon as practicable and not later than 14
days after the occurrence of any emergent issue,
unusual event or public health investigation which
has potential inter-district, national or international
implications, submit a report to Environmental and
Border Health, CLPR, with a copy to your Portfolio
Manager in Public Health, National Services
Purchasing, National Health Board.
As soon as
practicable and
not later than
14 days
Reports Verifying
Ongoing
Competence of
Statutory Officers
(to Sally Gilbert,
Manager
Environmental &
Border Health)
By 31 July each year, provide a written report to
the Environmental & Border Health Team which
identifies all statutory officers in the PHU (including
employees and contractors) and provide the
information for each officer, as outlined in the
Criteria for Appointment as a Public Health Statutory
Officer (Ministry of Health, July 2012).
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
By 31 July
each year
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Reporting requirements
On Incident/
Occurrence
Specific regulatory reporting in addition to standard core contract reporting (Cont)
Border Health
Protection and
Vector
Surveillance
(to Sally
Gilbert, Manager
Environmental
and Border
Health)
Border Health
Protection and
Vector
Surveillance (to
John Gardner,
Senior Advisor
Biosecurity and
Sally Gilbert,
Manager
Environmental &
Border Health or
0800 GETMOH)
By February each year, provide Environmental and
Border Health, Ministry of Health (in the form outlined in
the Quarantine and Biosecurity sections of the
Environmental Health Protection Manual) with:
 a summary for the previous calendar year of activities
undertaken, including issuing pratique, undertaking
sanitation inspections of ships, seaports and airports,
ensuring points of entry are maintained in a sanitary
condition and free from sources of infection and
contamination (including vectors and reservoirs);
supervision of any de-ratting, disinfection, disinsection
or decontamination as appropriate; application of
control measures to any conveyance, interception
responses, and maintenance of effective contingency
arrangements
 a report on designated airports’ and ports’ ability to
meet core capacities as outlined in Annex 1B of the
International Health Regulations 2005
 a forecast of your border health protection
surveillance programme for the forthcoming financial
year.
Within two hours of identification of exotic mosquitoes
of public health significance, notify the Senior Advisor
(Border Health Protection) and provide situation reports
(in the form outlined in the Quarantine and Biosecurity
sections of the Environmental Health Protection Manual)
on activities undertaken during interception responses, as
required by the Senior Advisor (Border Health Protection).
By 31
January each
year
Within two
hours of
identification
Immediately
Immediately notify the Senior Advisor (Border Health
Protection) of any control measures applied to any
conveyance that are other than routine.
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Reporting requirements
On Incident/
Occurrence
Specific regulatory reporting in addition to standard core contract reporting (Cont)
Drinking Water
(to Scott
Rostron, Senior
Advisor
Environmental &
Border Health or
0800 GET MOH)
Hazardous
Substances
(to Sally Gilbert,
Manager
Environmental &
Border Health)
Report serious drinking water incidents to the Ministry of
Health within 24 hours.
Within 24
hours
Report suspected or confirmed waterborne disease
outbreaks to the Ministry of Health within 24 hours.
By 30 June each year, report to Environmental and
Border Health, Ministry of Health, using the format
specified by the Ministry with summaries for the past
year (to 30 June) and estimates for the coming year (1
July to 30 June) of the nature and level of hazardous
substances activities.
By 30 June
each year
Report to the Ministry of Polychlorinated Biphenyls
(PCB) use, and storage exemptions and risk
management plans at least two months prior to the
expiry and as required.
Solaria
(to Sally Gilbert,
Manager
Environmental &
Border Health)
Provide six-monthly reports to Environmental and Border
Health, Ministry of Health by 31 January and 31 July
each year on the results of solaria visits. These reports
should be in the form provided by the Environmental &
Border Health Team.
By 31 January
and 31 July
Communicable
Disease Control
(to Dr Lisa
Oakley, Manager
Communicable
Diseases)
Communicable disease events, in particular those
involving diseases specified in the two lists contained in
Annex 2 of the IHR (2005), must be reported to the
Communicable Diseases (CD) Team, Clinical
Leadership, Protection and Regulation (CLPR) within 24
hours. These reports should be made directly to the CD
Team during business hours. If events occur during the
weekend or public holidays, the report should be made
via 0800 GET MOH.
Communicable disease events of national significance
should be reported immediately via 0800 GET MOH.
Within 24
hours
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
Immediately
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Summary of required reporting to other agencies
Regulatory and reporting requirements
Communicable
Diseases
On Incident/
Occurrence
Cases of notifiable diseases must be entered and
updated in EpiSurv in a timely manner and all fields in
the case report form must be completed accurately.
Cases of AIDS must be reported to the AIDS
Epidemiology Group, Department of Preventive and
Social Medicine, University of Otago, Medical School,
PO Box 913, Dunedin. This report must be on form
H773/1A as prescribed under Section 74 of the Health
Act 1956. Further information is outlined in the
Communicable Disease Control Manual issued by the
Ministry of Health.
Report adverse effects of vaccination to the Centre for
Adverse Reactions Monitoring Unit (PO Box 913,
Dunedin).
The occurrence and investigation of outbreaks must be
reported to Environmental Science and Research
Limited (ESR).
Outbreaks that may be associated with food must be
reported to the Ministry for Primary Industries.
Suspected cases of Creutzfeld-Jakob disease must be
reported on suspicion of diagnosis to the CJD Register,
Department of Preventive and Social Medicine, Otago
Medical School, PO Box 913, Dunedin (forms for this
notification will be provided by the registrar).
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
When required
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Regulatory and annual reporting requirements
Environmental
Health
By 08 August each year, provide to the science service
provider (in a form specified by the science service
provider) data for the year 1 July to 30 June on
microbiological and chemical sampling, the status of
water safety risk management plans, and compliance
with drinking-water provisions of the Health Act 1956 for
incorporation in the Annual Report on the Quality of
Drinking-water Supplies.
On Incident/
Occurrence
By 08 August
each year
When required
Provide copies of VTA permits to the Environmental
Protection Authority every time they are issued.
Report as soon as practicable to the Environmental
Protection Authority (copied to the Environmental &
Border Health Team) on all hazardous substances
incident or emergency responses, using the form
specified by the Environmental Protection Authority.
As soon as
practicable
When required
Provide to the Centre for Public Health Research,
Massey University, (in a form specified by the Centre for
Public Health Research on behalf of the Ministry of
Health), information on hazardous substances injuries
notified by general practitioners, hospitals and other
medical practitioners.
2016/17 Annual Plan Guidance for PHUs: Appendix 4 (version October 2015)
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun