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HHLPSS: Frequently Asked Questions

The Healthy Homes and Lead Poisoning Surveillance System (HHLPSS) is a robust system, but every system has its quirks and questions are bound to come up. Below are some of the questions the Childhood Lead Poisoning Prevention Program (CLPPP) frequently gets asked.


HHLPSS Access

Welcome, we're glad to have you! First, be sure to check out the Lead 101 video below.

Next, ensure you have a Wisconsin Logon Management System (WILMS) account set up. If not, please follow the instructions in Job Aid 1.2, P-02299-1.2 (PDF).

Once you have a WILMS ID, you're ready to set up a HHLPSS account. Please send the following information to the CLPPP team:

  • WILMS username
  • Phone number
  • Email address
  • Would you like to be setup as a Patient Case Manager or Environmental Investigator? 
  • Would you like to receive email alerts?
  • Please provide a security question and answer

HHLPSS has a two-step login process for most users. The F5 error generally occurs when the WILMS credentials are incorrect or a previous session wasn't logged out of (i.e., browser closed rather than "Logout" clicked).

At the bottom of the error message, click the link to start a new session. You can go to https://register.wisconsin.gov and select Profile Management to test and/or recover your WILMS password.

Once you've confirmed your WILMS password, try logging in again at https://hhlpss.wisconsin.gov. The first login screen is where you enter your WILMS credentials. Once you are logged into WILMS you will be directed to the HHLPSS login screen.

If you still encounter problems, please reach out to the CLPPP team.

While we don't have a single HHLPSS training manual, we have developed job aids! These documents will assist you with navigating the HHLPSS web-based system and are separated by module.

If you have questions about a job aid or would like to suggest a new one, please contact the CLPPP team.

If you have any questions or need any assistance, please reach out to the CLPPP team or call our office at 608-266-5817.

 

Clinical

Cases are automatically opened when a blood lead test record is entered or received into HHLPSS with a venous or capillary result of 3.5 µg/dL or more.

Alerts are generated as events occur and are recognized by the system specifically when a new case is opened and when test results (of any value) are received for a child with an existing open case. Users can be notified automatically to the occurrence of these events through alerts. Alerts are displayed on the homepage of HHLPSS and also sent via email.

If you would like to start receiving patient alerts, please contact the CLPPP team.

When cases are automatically created during system operation, the Primary Case Manager for a jurisdiction will be assigned to the case by default, after which any case manager within the jurisdiction can re-assign the case to the appropriate user as necessary.

The Primary Case Manager will also receive both system and email alerts for new cases, as well as for new tests that come in for existing open cases. Other users may opt in to receive alerts without being listed as the Primary.

To edit the case manager:

  1. Open the child's record and click on Case Details and then Case Information from the left-hand menu. The case manager and status will be shown at the top of the page.
  2. Click on the Edit Case Manager Assignment hyperlink.
  3. Select the appropriate manager from the list of available managers in the dropdown menu. It may be useful to keep a collective list of usernames for your jurisdiction.
  4. After making your selection, the hyperlink below the dropdown will change. Click on Assign Case Manager to complete the reassignment of the case.

For complete instructions, please refer to Job Aid 3.6, P-02299-3.6 (PDF)

Case Events should be used to document home visit(s), ASQ or developmental screening, developmental delays, referrals, or services the child is already receiving. They can be edited, have the date referred, due date and date completed, and have a spot for comments. Case Events are located in a child's record under Case Information. CLPPP is able to extract these data from HHLPSS for tracking or program evaluation.

For complete instructions, please refer to Job Aid 3.6, P-02299-3.6 (PDF)

With Case Notes, you can enter a date, subject, and free text. Notes cannot be edited once they are saved and CLPPP is not able to pull data from case notes for tracking and program evaluation. Letters that were sent or contact attempts made can be documented here. For complete instructions on adding patient notes, please refer to Job Aid 3.13, P-02299-3.13 (PDF).

Use the Other Blood Tests page to view and enter details related to a patient's test result history for non-blood lead tests, such as zinc protoporphyrin (ZPP), hemoglobin, ferritin, etc.

For complete instructions, please refer to Job Aid 3.10, P-02299-3.10 (PDF).

For EBLL cases, completion of the following forms is mandatory for agencies contracting with the Division of Public Health for program funding:

These forms must be uploaded as attachments in a patient's record.

Users are unable to delete attachments from patient and property records. Please reach out to the CLPPP team and we will remove the incorrect file. Please include the HHLPSS child or property ID number and the name of the file to be deleted.

If you receive an alert, or notice a child with an address that does not belong in your jurisdiction, please forward the alert or send us an email with the child's HHLPSS ID number, the city where the child actually resides, and the jurisdiction to be moved to.

If you know a child is moving or has moved outside of your jurisdiction, please send us an email with the child's HHLPSS ID number, their new address, and the new jurisdiction or state they will be moving to.

Be sure to complete any charting before we update the address. Once the address is changed in HHLPSS, you will lose access to the record if it is no longer in your jurisdiction.

Keep the case open when transferring it to a new local health department within Wisconsin so the case remains open to the new jurisdiction.

Other than the Racine jurisdiction, all blood lead tests are entered by state CLPPP staff. Depending on the date of the test, there may be some delay in reporting. Providers and laboratories are to report blood lead results within the following timeframes:

  • Results of 45 µg/dL or more report within 24 hours
  • Results of 5-44 µg/dL report within 48 hours
  • Results less than 5 µg/dL report within 10 days

There could be other reasons tests are delayed getting into HHLPSS depending on when and how results are received, such as reporting errors or delays due to the nature of data entry. If you are not seeing a result please reach out to the CLPPP team and we can look into the situation further.

If you have additional questions or would like clarification on anything regarding nursing or patient case management, please contact the CLPPP's public health nurse.

 

Environmental

Investigations are automatically opened when a blood lead test record is entered or received into HHLPSS with a venous result of 5 µg/dL or more.

Note: If the property already has an open investigation, a new investigation will not be generated when a new venous result of 5 µg/dL or more comes into HHLPSS for the address.

On the environmental side, alerts are generated only when a new investigation is opened.

Note: If the property already has an open investigation, neither a new investigation nor a new alert will be generated when a new venous result of 5 µg/dL or more comes into HHLPSS for the address.

When investigations are automatically created during system operation, the Primary Investigator for a jurisdiction will be assigned to the investigation by default, after which any investigator within the jurisdiction can re-assign the investigation to the appropriate user as necessary.

The Primary Investigator will also receive both system and email alerts for new investigations. Other users may opt in to receive alerts without being listed as the Primary.

A supplemental address is a house or building the child regularly visits or spends time at, such as child care or homes of friends, grandparents, or other relatives.

Please refer to Job Aid 4.4, P-02299-4.4 (PDF) for complete instructions for adding a supplemental address to a child's record.

To view open investigations within your jurisdiction, go to the Environmental tab, select your jurisdiction and investigation status as "Open" and click Search. A list will then be displayed of all properties in your jurisdiction that have an open investigation. Remember, new investigations/alerts are not generated for new elevated results when there is an existing open investigation on the property, so be sure to close investigations for lower blood lead levels that you do not respond to.

If this is not a sufficient option for your program, please contact the CLPPP's epidemiologist with details of what you are looking for. Oftentimes we are able to filter and export data that you may need.

If you have additional questions or would like clarification on anything regarding property investigations, please contact the CLPPP's environmental health specialist.

 

If you have a question that is not addressed or want anything clarified further, please reach out to the HHLPSS Coordinator.

Last revised August 24, 2022