PH+Reporting+User+Story+-+South+Dakota+Communicable+Disease+Reporting

include component="page" wikiName="siframework" page="PHRI Header" =User Story: South Dakota Communicable Disease Reporting=

Contact Info:
Christy Hockett (christine.hockett@state.sd.us, phone: 605.773.6894) -- Office of Disease Prevention, South Dakota Department of Health

Nick Hill (nick.hill@state.sd.us, phone: 605.773.6528) -- Office of Disease Prevention, South Dakota Department of Health

Date Received:
11/18/2011

The South Dakota Department of Health has made considerable progress in advancing the South Dakota Electronic Disease Surveillance System (SDEDSS) and supporting systems in the areas of data exchange with private partners. Many rural healthcare providers do not have a well-establish EMR, or a mechanism for extraction of structured data out of an EMR. A need has been identified to enable (especially rural) healthcare providers to meet State statutes for providing mandatory reports of communicable disease conditions in an efficient manner. To help healthcare providers meet this need, a Provider Disease Reporting System (PDRS) was developed for manual entry from an EMR, provider information system or medical chart. The data is received electronically in SDEDSS which is capable of furnishing a standardized HL7 2.5.1 message in an outbound interface.
 * 1.1 **** Introduction **

Communicable disease reporting is often a responsibility for the Infection Control Nurse in the respective healthcare system or facility. However, there are also clinics throughout rural South Dakota that report communicable diseases. The load and frequency of communicable disease reports vary greatly on the size of the population served by the facility. There are many facilities in South Dakota that report infrequently (less than 10 cases per year); whereas others report over a thousand cases to SDDOH each year. Prior to the rollout of PDRS, the majority of reportable diseases were reported by phone or fax, and manually entered into SDEDSS. The PDRS allows providers and laboratories that do not currently have the capability of sending HL7 messages to SDDOH, to meet South Dakota State statute of disease reporting, while making the process of receiving structured data more efficient. Communicable disease reporting includes basic information about the patient (demographics and contact information), attending healthcare provider (name, phone number and facility), laboratory (facility name and phone number and organism information), treatment information (antibiotic resistance and dosage and duration) and reporter information (contact information). Patient and reporter contact information is essential in the completion of disease investigations because an interview with the patient or his/her guardian is required, in many of the disease investigations.
 * 1.2 **** ‍ **** User Story Narrative **

The goal of this project is to enable Providers and Laboratories statewide to meet the statutes for providing mandatory reports of communicable disease conditions in an efficient manner, regardless of their geographical location or ability to produce a standardized HL7 message, and to provide a secure transmission of the data into SDEDSS.
 * 1.2.1 **** Goal **

The providers of South Dakota have 24/7 access to the Provider Disease Reporting System (PDRS), which is an open, public facing web-based program ( [] ), where communicable disease data can be entered and submitted electronically. This data is electronically sent to the South Dakota Electronic Disease Surveillance System (SDEDSS) where the reportable disease event is extracted and exported in an HL7 2.5 formatted message, to the necessary endpoint (i.e. CDC, Interstate Notification, etc…).
 * ‍ **** 1.2.2 Description of Data Reporting Events, Actors and Triggers **

The PDRS is accessible to providers, infectious control nurses, daycare operators, long-term care facility administrators and concerned members of the public, 24 hours a day, seven days a week. The data collected contains the Meaningful Use core data set of demographics, treatment, hospital care, antibiotic sensitivity and physician and reporter information. Upon submission of a Category I diseases and regardless of time of submission, email alerts are sent to all central staff assigned Blackberry communication devices. The frequency of use for the PDRS of reporting Category I and II diseases is daily, with approximately 3,000 reports submitted annually.

Once the disease case is submitted via the PDRS, availability of the data is immediate. Reported cases are imported into SDEDSS several times daily, via a structured .csv import interface. SDEDSS is robust management software system that preforms various data mapping, cleansings, and enrichments and is equipped with full de-duplication and master person index functions. SDEDSS ensures data integrity, data management and data validation, along with data analysis of reportable diseases. SDEDSS is used by the staff in the Office of Disease Prevention, including program managers and local disease intervention specialists statewide. After the case report has been completed and validated, SDEDSS then has the capability of exporting the data into multiple formats (i.e. csv, HL7 2.5) depending on the relative endpoint.

If a reported case belongs to an out of state/jurisdiction, the case is identified for extraction. SDEDSS pulls the respective case and laboratory data (Table 1) and creates a semi-structured format, based on the PHIN generic implementation mapping guide 2.0 and ELR, in the 2.5.1 standard message format. (Please see the Appendix B for sample HL7 message)

// Table 1. Data elements included in the Provider Disease Reporting System //
 * 1.2.2 **** Data **
 * **PDRS Variables** || **Comments** ||
 * First Name ||  ||
 * Last Name ||  ||
 * Gender ||  ||
 * Date of Birth ||  ||
 * Street Address ||  ||
 * Mailing Address ||  ||
 * City ||  ||
 * County ||  ||
 * State ||  ||
 * Zip Code || auto populates City and County ||
 * Home Phone ||  ||
 * Other Phone || must select Work, Cell, Pager ||
 * Race ||  ||
 * Ethnicity ||  ||
 * Occupation ||  ||
 * Disease or Condition ||  ||
 * Date of Onset ||  ||
 * Diagnosis Confirmed by Lab Test ||  ||
 * Name of Laboratory ||  ||
 * Lab Test Name ||  ||
 * Lab Report Date ||  ||
 * Specimen Source ||  ||
 * Date Collected ||  ||
 * Lab Test Result ||  ||
 * Facility Ordering Test ||  ||
 * Was Patient Hospitalized ||  ||
 * Name of Hospital ||  ||
 * Hospital Address ||  ||
 * Hospital Phone ||  ||
 * Date Admitted ||  ||
 * Date Discharged ||  ||
 * Outcome || select Survived, Expired ||
 * Date of Death ||  ||
 * Patient Treated ||  ||
 * Treatment Provided ||  ||
 * Treatment Dosage ||  ||
 * Treatment Duration ||  ||
 * Treatment Date Initiated ||  ||
 * Specimen Submitted || select Original material, Serum, Pure Isolate ||
 * Specific Agent Identified ||  ||
 * Resistance to Antimicrobial Agent || select Yes, No, Not Done ||
 * Type of Antimicrobial || select from list ||
 * Attending Healthcare Provider First Name ||  ||
 * Attending Healthcare Provider Last Name ||  ||
 * Attending Healthcare Provider Suffix ||  ||
 * Attending Healthcare Provider Phone ||  ||
 * Attending Healthcare Provider Extension ||  ||
 * Attending Healthcare Provider Comments ||  ||
 * Person Reporting First Name ||  ||
 * Person Reporting Last Name ||  ||
 * Person Reporting Suffix ||  ||
 * Person Reporting Phone ||  ||
 * Person Reporting Extension ||  ||
 * Person Reporting Email ||  ||
 * Person Reporting Facility Name || select from list ||

Please see Appendix A for a visual of the Provider Disease Reporting System. Current health information exchange standards for the South Dakota Department of Health are based on currently accepted format for ELR and Immunization reporting. These are based on the HL7 2.3.1 format, although a project to accept an HL7 2.5 message is underway. Currently, the SDEDSS can receive files in HL7 2.3.1 and XML, but it has also been extended to receive data in a structured roster CSV format from the Provider Disease Reporting System (PDRS). Once SDEDSS has received the data, it then can provide structured data exports in a HL7 2.5.1 format containing both case patient information and the respective ELR, if available (Appendix B). This export is a combination of the PHIN Generic Case Mapping guide and an ELR with patient identifying information (which can be removed, depending on the endpoint of the message); this specific HL7 2.5.1 message will be used by South Dakota for interstate notification data exchange. The use of the PDRS will therefore assist reporting from the South Dakota healthcare providers to surrounding states through a CSV to HL7 2.5.1 translation channel.
 * 1.2.4 Other information **
 * 1.2.4 Other information **

This initiative has been entirely carried out by DOH staff committed to the Department goal to promote health exchange in a tangible way that promotes greater connectivity and efficiency statewide, for interstate notification exchange and CDC reporting
 * 1.3 Stakeholder Commitment **


 * ‍ **** 1.4 Contact Information **

Christy Hockett Office of Disease Prevention South Dakota Department of Health christine.hockett@state.sd.us (w) 605-773-6894

Nick Hill Office of Disease Prevention South Dakota Department of Health nick.hill@state.sd.us (w) 605-773-6528

Supporting Files:

 * **Description** || **File** ||
 * This document contains the initial draft user story submission. || [[file:Initial Draft Submission - SD Communicable Disease Reporting - November 18 2011.docx]] ||  ||
 * Appendix A - Visual of Provider Disease Reporting System || [[file:Appendix A - SD Communicable Disease Reporting - PDRS.docx]] ||  ||
 * Appendix B - South Dakota Interstate Notification (HL7 2.5.1) || [[file:Appendix B - SD Communicable Disease Reporting - SD Interstate Notification HL7 2_5_1.docx]] ||  ||
 * Appendix C - Generic Case Report Specification || [[file:Appendix C - SD Communicable Disease Reporting - Generic Case Report Specification.docx]] ||  ||

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