HERDS Critical Asset Survey – shutdown coming on 12/23/22

This message is to inform all Health Care Facilities (HCFs) – hospitals, nursing homes (NHs) and adult care facilities (ACFs) – that the Critical Asset Survey (CAS) within the Health Electronic Response Data System (HERDS) will be temporarily shut down – starting at 5:00pm Thursday December 21, 2023 and continuing through January 1, 2024.

The Critical Asset Survey will be reactivated on January 1, 2024 – in conjunction with the 2024 compliance period for the Facility Evacuation Planning Application (FEPA) in New York City. A Dear Administrator Letter (DAL) regarding the Facility Evacuation Planning Application will be forthcoming to HCFs in NYC.

Reminder
Beginning January 1, 2024, the CAS within HERDS will be shifting to a Save and Submit only format. Facilities will no longer be able to keep the survey in a draft status. This will ensure that all data is current and available when needed for review or during an event. Facilities may need to adjust how they are updating the CAS so any updates are complete and seamless.

Recommendations:

•  Print the PDF version of the survey data for review prior to entering updates. Please pay special attention to areas with multiple save & add areas (e.g. generators)
•  Ensure that ALL required fields are updated prior to submitting, this will limit potential errors on the form
• When reviewing and updating, there may be a need to reach out to MULTIPLE departments or individuals for information. Please plan appropriately for this to ensure a timely submission of data
•  ALWAYS ensure that the attestation/confirmation of data accuracy reflects the date the survey was updated

Additionally, for Hospitals ONLY, the collective bargaining questions will be removed from the CAS. This information will be captured in Section 2805-t General Hospital Clinical Staffing Plan Template submissions. Hospitals are strongly encouraged to pull any data previously submitted within the CAS prior to the CAS closure 12/21/23.

If there are any questions regarding any of this process, please contact the Office of Health Emergency Preparedness via email at ohep@health.ny.gov or by phone at (518) 408-5163.