Detailed instructions on how to complete the tool 27 form

Updated October 2, 2025

Section A: Entry/unit/facility information

1. Enter the full name of the unit and care community. Do not use abbreviations (e.g. 2 West vs 2W)
2. Complete a separate tool 27 for each area with residents who have tested positive for a respiratory illness
3. Fill in all “grey” mandatory sections with your care community details
4. The “Date Public Health Contact Notified” is the date and time you first submit the tool 27 for your unit

Section B: Immunization information

1. Fill in the fields based on information for your care community

Section C: Entry information

1. If this is the first-time reporting: Enter today’s date beside “FIRST REPORT”
2. For subsequent daily updates for a specific unit, see Daily update process below
   a. Enter the date into the appropriate update # box each time new updates/edits are added

Section D: Resident information

1. Enter details for all confirmed positive resident(s)
   a. Full name (first and last name - do not use nicknames)
   b. Care card number/personal health number (PHN) (critical to ensure we have the right person)
   c. Date of birth
   d. Sex
2. Date of onset of first symptom(s) - this is vital information for Public Health needs to determine how long monitoring will last
   There is a list of symptoms at the bottom of the form, it includes:
   
   • VIRAL RESPIRATORY ILLNESS SYMPTOMS: Cough, fever, shortness of breath, runny or stuffy nose (i.e. congestion) or sneezing, sore throat or hoarseness or difficulty swallowing, tiredness, malaise, muscle aches (i.e. myalgia), headache, nausea, vomiting, and/or diarrhea.
3. Collection date of PCR Test
   Date specimen (PCR) was collected from a resident to rest for a respiratory virus - this is vital information for Public Health
4. If Swab taken, Identify Positive PCR Test Results
   
   • Select all viruses detected by the PCR:
     • Tick "Flu A" or "Flue B" or "COVID-19" or "RSV" or "Other": write in the name of the other virus
   • If a result came back as “indeterminate”:
     
     • Tick “Indeterminate”
   • If NP swab collected after a positive COVID-19 RAT test result and NP swab results are pending, no selection is required
     
     • Once results available, enter updated NP swab PCR test results for the resident
5. If a positive COVID-19 rapid antigen test (RAT) (if not a RAT leave field blank)
   Add collection date of the first positive COVID-19 RAT - this is vital information for Public Health
   Note: Collect an NP swab for PCR testing after a positive RAT test
6. Repeat steps with new rows for all other confirmed positive residents in the site
7. If you run out of rows to enter all residents:
   a. Start another sheet
   b. Fill out “SECTION A: ENTRY/UNIT/FACILITY INFORMATION” with your site information
   c. Update the page numbers at the bottom for each form you complete

Daily update process for tool 27

Continue documenting on the tool 27 form(s) you already started for each unit, if you run out of rows to enter all residents:

a. Start another sheet
b. Fill out “SECTION A: ENTRY/UNIT/FACILITY INFORMATION” with your site information
c. Update the page numbers at the bottom for each form you complete

Section C: Entry information

1. Enter the date into the appropriate update # box each day
   • Use email template to identify pending swabs, new symptomatic residents, or no updates.

Section D: Resident section

1. For new confirmed positive resident(s), add a new row and fill out information as detailed above.
2. For residents added on any previous days, keep using the same original row unless they previously had an “indeterminate” result, then they will require a new row to enter new PCR collection date and result.
3. Update any new information received:
   a. Date resident isolated
   b. If applicable, date of hospitalization or death
   c. If death, clearly specify if the death occurred in hospital or care community in the body of the email.
   d. For influenza only – complete Date Influenza Antiviral Treatment Started

Email password protected tool 27s to Public Health by 12 p.m. so Fraser Health Public Health will not have to follow up with you regarding this reporting.