Alameda County utilizes the Shared/School Portal for Outbreak Tracing (SPOT) to gather information about congregate setting COVID-19 cases. To begin submitting the required information through the SPOT platform, you will first need to submit a SPOT Intake Form for each new outbreak. (If you previously have used SPOT, use the same account information to report applicable cases).
Long-Term Care, Skilled Nursing, and Adult Day Programs
The LTCF-SPOT User Guide is available with detailed instructions on the steps below. For any questions or concerns regarding SPOT, please contact LTCFdata@acgov.org.
Step One: Complete the SPOT Intake Form using the instructions below for new users or returning users.
New Users
A. Open the link below to fill out and submit a SPOT Intake Form.
SPOT Intake Form (ENGLISH) | SPOT Intake Form (SPANISH)
Returning Users
A. Login to your SPOT account.
SPOT Login Site
B. Visit "View Locations and Exposures"
C. Select the location.
Select “No, I will provide this information later once the Health Department has confirmed the information.” at the bottom of the SPOT Intake Form
D. Select "Report New Exposure"
E. Fill out the SPOT Intake Form
Note: While the completion of the application is the first step of reporting, you will still need to submit case information via SPOT Bulk Upload once you receive access to be fully compliant.
The Alameda County COVID Long-Term Care Facility Team will review your form and email you with the next steps. A response should be expected within the same or following business day.
Step Two: Download and fill out the LTCF SPOT Bulk Upload Template (blue columns are required to be completed). Then log into your SPOT account and go to “Bulk Upload” section. Complete the fields and upload the completed document in this section as shown below.
Note: While contact tracing may be part of your outbreak response, you do not need to report close contact information to Alameda County Public Health.
Step Three: New COVID-19 case related to the outbreak should be reported via LTCF SPOT Bulk Upload Template. Do not include previously reported cases when reporting additional cases.
*For facilities reporting their first outbreak or need immediate assistance, call 510-268-2785 or email LTCFOutbreak@acgov.org Monday-Friday, 8:30 AM to 5:00 PM. On weekends, call Alameda County Fire Dispatch at 925-422-7595 and ask to speak to the Public Health Duty Officer on call.
All Other Settings (businesses, schools, acute care, etc.)
Step One: Open the link below to fill out and submit a SPOT Intake Form.
Note: While the completion of the application is the first step of reporting, you will still need to submit case information once you receive access to be fully compliant.
Step Two: Once you have submitted your request, the Alameda County COVID Investigations and Prevention Unit (CIPU) will review your form and email you with the next steps. A response should be expected within the same or following business day.
For first time users, a SPOT account registration email will be sent to you.
Using SPOT to Report COVID-19 Cases
Step One: Refer to the instructions in the email you received from the Alameda County CIPU. Please complete all required information for positive COVID-19 cases associated with the outbreak.
Step Two: Each additional COVID-19 case related to the exposure should be reported through SPOT.
ACPHD encourages all facilities to stay up to date on guidance for their specific settings. While ACPHD continues to support settings who are experiencing outbreaks, we are unable to work individually with all facilities. However, we will continue to share resources by email when we receive an outbreak report. In addition, if your setting is detecting unusual COVID illnesses such as more severe illness (e.g. hospitalizations or deaths), a more rapid spread of infections (e.g. having 1 case then 20), or cases with unusual symptoms (e.g. other than typical for COVID), please reach out to COVIDOB@acgov.org
Case Reporting for Health Care Providers
Submit Confidential Morbidity Reports (CMRs) within 24 hours on patients with SARS-CoV-2 infection that have been hospitalized or have died. Providers should continue to report Multi-System Inflammatory Syndromes in Children (MIS-C).
- Fax to 510-273-3944 or send by secure email to COVIDreport@acgov.org.
Laboratories must continue to report positive and negative results via Electronic Laboratory Reporting (ELR) or by fax within 24 hours.
Reporting Threshold for Long-Term Care Facilities
- ≥1 probable or confirmed* COVID-19 cases in a resident or healthcare provider;
- ≥3 or more cases of acute illness compatible with COVID-19 in residents with onset within a 72-hour period
*See CSTE position statement for probable and confirmed case definitions.
- Outbreak Definition: At least three suspected, probable, or confirmed COVID-19 cases within a 7-day period among epidemiologically linked residents and/or staff
- “Epidemiologically-linked cases” include persons with close contact with a confirmed or probable case of COVID-19 disease; OR a member of a risk cohort as defined by public health authorities during an outbreak.
- A "risk cohort" includes persons with potential for shared exposure with the case(s) through a shared defined physical space. Examples include but are not limited to persons in the same: dining room, activity room, visiting area, Physical Therapy room.
- CDPH Guidance for Isolation and Quarantine for definition of "close contact."
- Outbreak Definition: At least three suspected, probable, or confirmed COVID-19 cases within a 7-day period among epidemiologically linked residents and/or staff
- “Epidemiologically-linked cases” include persons with close contact with a confirmed or probable case of COVID-19 disease; OR a member of a risk cohort as defined by public health authorities during an outbreak.
- A "risk cohort" includes persons with potential for shared exposure with the case(s) through a shared defined physical space. Examples include but are not limited to persons in the same: dining room, activity room, visiting area, Physical Therapy room.
- CDPH Guidance for Isolation and Quarantine for definition of "close contact."
Reporting Threshold for Health Care Facilities
Acute care facilities are required to report the following to the Alameda County Public Health Department per CDPH AFL 23-09 :
- ≥2 cases of probable* or confirmed* COVID-19 in a patient 4 or more days after admission for a non-COVID condition, with epi-linkage†;
- ≥3 cases of suspect, probable or confirmed COVID-19 in HCP with epi-linkage in counties where the level of SARS-CoV-2 transmission in the community is low to moderate, or
- Any identified cluster of suspect, probable or confirmed COVID-19 in HCP with epi-linkage‡ in counties where the level of SARS-CoV-2 transmission in the community is substantial or high (or ≥100/100,000 for 7 days)
*See CSTE position statement for probable and confirmed case definitions.
†Epi-linkage among patients is defined as overlap on the same unit or ward, or other patient care location (e.g., radiology suite), or having the potential to have been cared for by common HCP within a 7-day time period of each other. Determining epi-linkages requires judgment and may include weighing evidence whether or not patients had a common source of exposure.
‡Epi-linkage among HCP is defined as having the potential for close contact while working in the facility during the 7 days prior to the onset of symptoms; for example, worked on the same unit during the same shift, and no more likely sources of exposure identified outside the facility. Determining epi-linkages requires judgment and may include weighing evidence whether or not transmission took place in the facility, accounting for likely sources of exposure outside the facility.
Please refer to How to Report an Outbreak: All Other Settings (businesses, schools, acute care, etc.)
Outpatient health facilities, including dialysis facilities, emergency departments, urgent care, primary care, and dental offices must report the following to Alameda County Public Health Department per local reporting thresholds based on the reporting thresholds found on page 6 of the CSTE Proposed Investigation/Reporting Thresholds for COVID-19 in Healthcare Settings::
- Ambulatory Special Settings: ≥3 confirmed COVID-19 cases in patients or HCP with epi-linkage
- Emergency Department, Urgent Care, Primary Care: ≥3 cases of suspect, probable or confirmed COVID-19 in HCP with epi-linkage
Epi-linkage among HCP is defined as having the potential to have been within 6ft for 15 minutes or longer while working in the facility during the 7 days prior to prior to the onset of symptoms; for example, worked on the same shift or proximity.
Epi-linkage among patients is defined as overlap on the same unit or ward or having the potential to have been cared for by common HCP within a 7-day time period of each other.
*See CSTE position statement for probable and confirmed case definitions.
Please refer to How to Report an Outbreak: All Other Settings (businesses, schools, acute care, etc.)
Reporting Threshold for Non-Healthcare Settings
The Isolation & Quarantine Hotel closed permanently at the end of February 2023. Facilities should have a plan to safely isolate and/or quarantine all residents on-site as needed. Please refer to our Guide for On-site Isolation & Quarantine for Unlicensed Group Living Settings. If you require assistance, please email COVIDOB@acgov.org
Congregate living facilities such as homeless shelters, residential treatment facilities, transitional housing facilities, room and board, group homes, and residential congregate living for youth must report the following to Alameda County Public Health Department per local reporting thresholds:
- 5 or more COVID-19 cases within a 7-day period in residents and/or staff.
- 3 COVID-19 cases within a 7-day period in an inmate, corrections staff and/or contracted staff.
Reporting thresholds:
Setting | Number of Cases (e.g. the number of cases that need to be reported) |
Elementary schools or schools with stable classrooms | 5 or more positive COVID-19 cases within a 7-day period in an individual classroom |
Secondary schools or schools with students that change classrooms frequently | 15 percent or more of a grade has tested positive for COVID-19 within a 7-day period |
Child care programs | 5 or more positive COVID-19 cases within a 7-day period
|
As of January 1, 2023, general workplaces are no longer required to report outbreaks (three or more COVID-19 cases among employees in an "exposed group" within a 7-day period) to their local health jurisdiction. AB 685 is no longer in effect and general workplaces should instead refer to AB 2693 and the Cal/OSHA Reporting Requirements FAQ for the most up-to-date COVID-19 case reporting and recording requirements. Reporting requirements for specific special settings are unchanged.
Covered employers must continue to comply with the COVID-19 Non-Emergency Temporary Standards, for Cal/OSHA reporting requirements. Please visit: https://www.dir.ca.gov/dosh/coronavirus/.
Workplace Steps to Controlling and Prevention COVID-19 Outbreaks (2/9/2024)
Please refer to How to Report an Outbreak: All Other Settings (businesses, schools, acute care, etc.).