5. Organization, Functions & Responsibility Level

Updated 22 October 2025

5.1. Organization and Functions

The organization and functioning of the surveillance system in Saint Lucia has a general structure and two levels: local and national. The system has a structure and functioning based on human resources with technical capacity for developing the activities, funds, material resources and equipment, different processes, and a flow of information from the local level to the national one and feedback.

As with any system, this system has 3 steps:

  1. Inputs, where data collection and transmission are essential.

  2. Processing and analysis, starting in quality control of data and databases or manual reports, producing descriptive results, and integrating different sub-systems, and the application of statistical analysis, conclusions, and recommendations.

  3. Outputs, dissemination of the information in different presentations to different publics, from the top to the bottom of the public health system, other institutions, and the Government. 

(See Annex for the mechanisms of data (and information) reporting)

5.1.1    Inputs: Data Reporting & collection

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
5.1.2    Processing and analysis
  • Data on both CD and NCD will be processed and analyzed by the Epidemiology Unit
  • Weekly time, place and person analysis and interpretation of communicable diseases and syndromic surveillance data by the National Epidemiology Unit is done systematically on Wednesdays.
5.1.3    Outputs: dissemination of the information
  • A Weekly Syndromic Surveillance Report is produced and distributed to the Heads of Departments within the Ministry of Health every Wednesday, for data collected the previous week. The contents entail selected information on the situation of communicable diseases in St. Lucia.    Each of the Departments is responsible for the dissemination of the report to their staff at levels.
  • Whenever the health/epidemiological situation warrants (e.g., in the case of an outbreak), the Epidemiology Unit immediately communicates with relevant stakeholders and decision-makers on the matter and actions to be taken. Such situations and related interventions are also systematically reviewed and updated during the meetings of the National Surveillance and Response Team.
  • On a monthly basis information on tuberculosis, leprosy, HIV and other STIs is also exchanged and disseminated, verbally mostly, at the occasion of the “Contact Tracing Meeting”. This meeting gathers “Contact tracing” nurses, the physician in charge of the STI clinic, members the National Epidemiology Unit and members of the National AIDS/HIV Programme.
  • On a monthly basis, the National Surveillance and Response Team will meet to review data and exchange information communicable diseases in St. Lucia.
  • It is important to note that data dissemination is not the sole responsibility of the Epidemiology unit and that Heads of Departments/Units are responsible for disseminating the data to their staff at all levels.
  • Ultimately, the Bureau of Health Promotion, and/or the National Epidemiology Unit are responsible for information dissemination to the media and public.
  • An annual Epidemiological Report will be produced by the Epidemiology Unit.
5.1.4 Monitoring and Evaluation
  • The National Surveillance System is to be reviewed internally every two years and externally evaluated every 4-5 years.