Instructions for Reporting to NYC Health

These instructions are provided for your convenience. HC Info does not guarantee that following these instructions and using the report generator will result in passed inspections and no fines. You are responsible for ensuring your procedures and documentation satisfy applicable regulations.

 

1. Update your WMP pertaining to the sections required by NYC Health

1.1. Team Members: In LAMPS Configure/Edit WMP Step 1-3, do the Team Member roles and descriptions include all that is necessary to comply with the regulations (see the instructions in that section)?

1.2. Flow Diagrams: Are the flow diagrams uploaded in LAMPS Configure/Edit Step 1-4 accurate and complete? Is a schematic of the cooling towers included per the instructions in Step 1-4?

1.3. Cooling tower information: In LAMPS Configure/Edit Step 2-7 (CT), are all the cooling tower fields filled in correctly? Does the comments box include all the information required to comply with regulations (see the instructions in that section)?

1.4. Communication and Notification: Is LAMPS Configure/Edit Step 2-8 up to date? Check both sections of Step 2-8 against the default text and update as necessary.

1.5. Validation (Legionella testing procedures): In LAMPS Configure/Edit Step 2-10, are your validation procedures up to date? Check yours against the default text and update as necessary.

1.6. Cooling tower control measures

1.6.1 In LAMPS WMP Reports, click on “Status Report for Control Measure Verification” and then the “Not Entered” radio button: Are there any cooling tower control measures for which an initial verification date has not been entered? If so, then complete the set-up of those control measures before proceeding to the next steps.

1.6.2 In LAMPS Configure/Edit Step 3, for the cooling tower control measure category (CT):

  • Click the “Control Measures Added Since You Set-up Your Plan” radio button to see what HC Info has added to LAMPS since your WMP was set up. Activate any new control measures applicable to the facility.
  • Click the “Hidden” radio button. Expand and review each hidden cooling tower control measure. Unhide and set up any control measures that should be implemented.
  • For each active control measure: Click on “+” to expand the control measure and then click “Default” to review the default text for the control measure, monitoring, control measure frequency, verification frequency, limits, and corrective action fields. In brackets is the date of our last update. If the bracketed date in the default is later than the date in your WMP, then update the control measure field with the default text as applicable.
  • Review the documentation box. Make sure your documentation is entered. The box serves as the hub for your documentation of this control measure. Entered in this box should be your documentation or a note about where to find it. If you refer to a log or other file in the documentation box, note the file name. If you document the control measure with a Cooling Tower Log, then enter the file name or title of the log with the date (e.g., "See CoolingTowerLog-2017-08").

 

2. Gather your performance documentation

Include everything required by regulations—nothing more, nothing less.

2.1 Legionella test results for cooling towers

Include the test results for cooling tower start-up as well as routine 90-day testing.

If you entered your Legionella test results into the LAMPS database:

  • Click on "Enter and View Legionella Test Results" under "Validation Test Results" in the LAMPS WMP Documentation section.
  • Enter dates for the applicable time period and click "Search."
  • Click on "Export."
  • In the Excel file exported, delete rows for test results other than cooling towers, so you can provide to NYC Health only the cooling tower results required.
  • Delete unnecessary Excel columns and adjust columns so you can convert the Excel report of results to a PDF that is 8.5 x 11 landscape.

If your test results are not recorded in LAMPS, then gather the applicable lab reports.

2.2 Documentation for cooling tower control measures performed

For easy access and organization, you can upload your logs (PDFs) to LAMPS under "Cooling Tower Documents" in the WMP Documentation section.

  • Cooling Tower Logs (Use your own form or click on "Download Cooling Tower Inspection Log" in the LAMPS WMP Documentation section under “Cooling Tower Documents.”)
  • Qualified person’s startup inspection report and 90-day compliance inspection reports (Use your own form or click on "Download NYC Health 90 Day Compliance Inspection Form" in the LAMPS WMP Documentation section under “Cooling Tower Documents.”)
  • Cooling tower cleaning reports
  • Report(s) pertaining to shutdown/startup procedures performed
  • Water treatment vendor reports pertaining to information required by regulations
  • Records pertaining to hyperhalogenation performed
  • Completed “Cooling Tower System Risk Assessment" form (Use your own form or click on "Download Cooling Tower System Risk Assessment" in the LAMPS WMP Documentation section under “Cooling Tower Documents.”)
  • Bacteriological Indicator Sampling records. If these test results are not kept in your Cooling Tower Log, then include them in separately. For example, if microbial test results were recorded on a vendor's report instead of the Cooling Tower Log, then include the vendor’s report.
  • MSDS sheets for cooling tower chemicals

 

3. Generate a report to submit to NYC Health

Click on "Report for NYC Health-Generate a PDF" under "WMP Auditing and Regulatory Reporting" in the WMP documentation section.

After you generate the PDF, add cover page, signature page, table of contents, Appendix B, and Appendix C per #4, next.

 

4. Assemble your report to NYC Health

Assemble your report in the following order:

(1) Cover page, Signature page, Table of Contents. Go to the WMP Documentation section of your WMP in LAMPS and click on “Report for NYC Health-Cover pages,” which is available in both Word and PDF. 

  • Enter your information on pages 1 and 2
  • Sign page 2
  • Fill in page numbers in the Table of Contents (after you assemble the documents below).

(2) The report to NYC Health that you generated in #3 above.

(3) Appendix B: Legionella test results for cooling towers that you gathered per 2.1 above

(4) Appendix C: Cooling tower control measure performance documentation that you gathered per 2.2 above

 

5. Know Your plan and documentation

For example, be ready to immediately show an inspector the control measures in Appendix A that are referred to in Sections 3 and 4 of the report to NYC Health. Also, stay familiar with your logs in Appendix C and your Legionella test results in Appendix B so you can immediately find documentation needed to answer questions.

 

6. Stay Ready

  • Ensure the DOB Registration number is posted as required on your cooling tower(s).
  • Update Appendix B as you receive new cooling tower Legionella test results and Appendix C with new logs and reports.
  • Keep your documents for the current reporting period in an easy-to-find place. If you maintain PDFs rather than paper, you can upload the documents pertaining to the current inspection period in the LAMPS WMP Documentation section under “WMP Auditing and Regulatory Reporting.” That will give everyone on your team access to them, in one place. We suggest you begin each file name with “AppB” or “AppC” and include a date code that sorts them in order, e.g., “AppC-CoolingTowerLog170531”.

 

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