5.1.1. Inputs: Data Reporting & collection

Updated 18 June 2026

Syndromic Reporting

  • Syndromes are to be reported based on the date the patient presents to the health facility.
  • Syndromic surveillance is conducted at all of the primary and secondary healthcare facilities on island.
  • Case definitions for Syndromic surveillance are contained in the Annexes.
  • Data on cases fitting the syndromic case definitions should be entered into the Electronic Medical Record System (EMRS) for weekly compilation and submission to the Caribbean Public Health Agency (CARPHA) by the Epidemiology Unit.
  • Facilities without an EMRS must complete and submit the weekly reporting form  before the close of business on Tuesday for data from the previous week.

Hospital Ward Notifications

  • The submission of case notifications is a mechanism for routinely monitoring hospital admissions.
  • These notifications are usually submitted by the Infection Control Nurses and consist of both syndromic and disease specific data.
  • Syndromic data must be submitted weekly on the weekly reporting form  before the close of business on Tuesday for data from the previous week.
  • The notification of cases of communicable diseases or events of public health concern is based on the date of onset of the illness.

Laboratory Surveillance

  • Although the primary role of the public health laboratory remains confirmation of etiology, their role in assisting with outbreak detection is paramount.
  • The laboratory shall provide the Epidemiology Unit with a daily line list of results for ALL specimen tested (positive and negative)
  • This information shall be shared in the most available format (electronic system, excel spreadsheet etc.)
  • Individual, case-based data (Laboratory case Notification form) must be reported, with at least the parameters described in the laboratory surveillance minimum dataset
  • A list of specimen sent to CARPHA for testing MUST also be shared with the Epidemiology Unit

Event-based Surveillance 

  • Reports of public health threats will be communicated to the Epidemiology unit by the public through a series of channels including but not limited to:
        Hotlines: using the 311 government hotline
        Direct calls to the Ministry of Health
        Feedback from collaborative civil society groups
        Healthcare facilities
        Social media monitoring