Lead-Safe Wisconsin: Healthy Homes and Lead Poisoning Surveillance System FAQs

Welcome!

First, watch our Lead 101 video:

Next, make sure you have a Wisconsin Logon Management System (WILMS) account. If you don’t, follow the instructions in Job Aid 1.2: Getting a WILMS Account, P-02299-1.2 (PDF) to set up your account.

Once you have a WILMS account, you can set up an HHLPSS account. To do this, email the following information (including answers to the questions) to DHSLeadPoisoningPrevention@dhs.wisconsin.gov:

• WILMS username
• Phone number
• Email address
• Security question and answer
• Would you like to be set up as a patient case manager, environmental investigator, or both?
• Would you like to receive email alerts?

The HHLPSS login process is two steps for most users. The F5 error generally occurs when you put in the wrong WILMS login information by mistake, or if you didn’t log out of a previous session. (For example, if you closed the browser rather than selected Logout.)

At the bottom of the error message, click the link to start a new session. You can go to the Department of Administration's website and select Profile Management to test your WILMS password. Select Logon ID/Password Recovery to recover a forgotten WILMS username or password.

Once you’ve confirmed your WILMS password, try logging in again at the HLPSS website. The first login screen is where you enter your WILMS login information. Once you’re logged in to WILMS, you’ll be taken to the HHLPSS login screen.

If you’re still having trouble after taking these steps, email DHSLeadPoisoningPrevention@dhs.wisconsin.gov.

What’s this talk about job aids? We don’t have an HHLPSS training manual, but we do have job aids. These documents can help you navigate the system. They’re separated by module.

If you have questions about a job aid or would like to suggest a new one, email DHSLeadPoisoningPrevention@dhs.wisconsin.gov.

You can contact the Wisconsin Childhood Lead Poisoning Prevention Program at DHSLeadPoisoningPrevention@dhs.wisconsin.gov or call 608-266-5817.

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.

Patient alerts are generated by HHLPSS when a new case is opened—and when test results of any value are received for a child with an existing open case.

You can be notified automatically by alerts. They’re displayed on the homepage of HHLPSS and sent to you by email.

If you’d like to start receiving patient alerts, email DHSLeadPoisoningPrevention@dhs.wisconsin.gov.

HHLPSS jurisdictions align with the local public health department jurisdictions listed on our Local Public Health page.

HHLPSS assigns children (and associated cases and investigations) to jurisdictions based on the child’s address at the time of the blood lead test. The assigned jurisdiction determines which HHLPSS users receive alerts and can access a child’s records.

As cases are automatically created, primary case managers are assigned to them by default. Any case manager within the case jurisdiction can reassign the case to the appropriate user, if necessary.

The primary case manager will receive both system and email alerts for new cases. They’ll also receive alerts for new tests that come in for existing cases. Other users can opt in to receive alerts without being listed as the primary case manager.

To reassign a case to another case manager:

1. Open the child’s record and select 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. Select the Edit Case Manager Assignment link.
3. Select the appropriate manager from the list of available managers in the drop-down menu.
4. After making your selection, the link below the drop-down menu will change. Select Assign Case Manager to complete the reassignment of the case.

For complete instructions, view Job Aid 3.6: Case Details: Initiation and Information, P-02299-3.6 (PDF).

Case Events should be used to document:

• ASQ (Ages and Stages Questionnaires) or other developmental screenings.
• Developmental delays.
• Home visit(s).
• Referrals.
• Services the child is already receiving.

They can:

• Be edited.
• Have the date referred.
• Have the due date and date completed.
• Have a spot for comments.

They’re located in a child’s record under Case Information. The Childhood Lead Poisoning Prevention Program can get this data from HHLPSS for tracking or program evaluation purposes.

For complete instructions, view Job Aid 3.6: Case Details: Initiation and Information, P-02299-3.6 (PDF).

With Case Notes, you can enter a date, subject, and text. You can document letters sent or contact attempts with case notes. Unlike Case Events, you can’t edit them once they’re saved, and program staff can’t pull data from cases notes.

For complete instructions, view Job Aid 3.13: Patient Notes, 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-lead tests, such as zinc protoporphyrin, hemoglobin, ferritin, etc.

For complete instructions, view Job Aid 3.10: Other Blood Tests, P-02299-3.10 (PDF).

For elevated blood lead level cases, as defined in Wis. Admin Code § DHS 163.04(40), agencies contracting with the Division of Public Health (DPH) for program funding must complete these forms:

• Nursing Case Management Report, F-44771a (PDF)
• Nursing Case Closure Report, F-44771b (PDF)

These forms must be uploaded as attachments in the patient’s record.

Users are unable to delete attachments from patient and property records. You must email DHSLeadPoisoningPrevention@dhs.wisconsin.gov. 

We’ll remove the incorrect file(s) for you. Include the HHLPSS child or property ID number and the name of the file to be deleted in your email.

Forward the alert or email the Wisconsin Childhood Lead Poisoning Prevention program at DHSLeadPoisoningPrevention@dhs.wisconsin.gov with the child’s HHLPSS ID number. Include the jurisdiction where the case should be moved.

If you know a child is moving or has moved out of your jurisdiction:

1. Complete any charting for the child. (You will lose access to the record when the jurisdiction is updated.)
2. Document the child's new address in a case event or case note.
3. Email the Childhood Lead Poisoning Prevention Program at DHSLeadPoisoningPrevention@dhs.wisconsin.gov with the child’s HHLPSS ID number and the location in HHLPSS where you documented their new address (case event or case note).

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

Other than the Racine jurisdiction, all blood lead tests are entered by state CLPPP staff. Depending on when the child was tested, there may be a reporting delay. Providers and labs are required to use the following timeframes when reporting blood lead results:

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

If you aren’t seeing a result that you believe should be there, email DHSLeadPoisoningPrevention@dhs.wisconsin.gov.

You can email Kimberly Schneider at Kimberly.Schneider@dhs.wisconsin.gov.

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 one will not be generated when a new venous result of 5 µg/dL or more comes into HHLPSS for the address.

Alerts are only generated on the environmental side 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, a primary investigator is assigned by default. The investigation can be reassigned to a different primary investigator by any investigator within the jurisdiction.

The primary investigator receives system and email alerts for new investigations. Other users can opt in to receive alerts without being listed as the primary.

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

For complete instructions, view Job Aid 4:4: Adding a Supplemental Address, P-02299-4.4 (PDF).

Go to the Environmental tab, then select your jurisdiction and set investigation status as Open and select Search. You’ll see a list of all properties in your jurisdiction with an open investigation. 

New investigations and alerts aren’t generated for new elevated results when an existing investigation on the property is already open, so be sure to close investigations for blood lead levels that do not meet your jurisdiction’s response criteria.

If you need more information, email Maeve.Pell@dhs.wisconsin.gov. Often, we can filter and export data for you.

You can email Jeffrey Raiche at Jeffrey.RaicheGill@dhs.wisconsin.gov.