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  • Structure and methodology for the use of a standard formatted file for electronic interchange
    Content and mapping specifications for the set of data elements used to communicate this information
    Methods for transferring the files to CRA
  • This talk is about option 1.
    Option 2 and 3 are covered in a separate session later today.
  • Healthcare provider collects and maintains patient-level information locally and submits selected data to the existing immunization information system (IIS) or other application
    Determine the level of vaccination data and by whom it will be collected; at minimum, core data elements must be collected
    Local application should have capability to collect core data elements
    Aggregate data must be consolidated at the Project Area prior to submission to CDC
    Local data collection requirements, such as clinical information about the shot, as well as the detailed data needed for jurisdictional analysis and tracking purposes is not in scope
  • In addition to the Data Exchange file structure and mapping, there are several guidelines for using CRA to report aggregate data to the CDC. These guidelines include information pertinent to public health at the federal level. Jurisdictions using IIS or other automated applications to collect person-level data will likely capture much more detail about the encounter than is required by the CDC. This detail may include clinical information about the shot, as well as data for jurisdictional analysis and tracking purposes.
    The guidelines for reporting aggregate data to the CDC using CRA are listed in the following sections.
  • Talking Point
    Fewer doses expected to be a very rare occurrence, perhaps if it was discovered that there was duplicate data entry, and the duplicate record were deleted.
  • Vaccine Type –
    The vaccine type value corresponds to the CVX code as published in the HL7 Standard Code Set CVX - Vaccines Administered (http://www.cdc.gov/vaccines/programs/iis/stds/cvx.htm). The CVX codes relevant to aggregate reporting of seasonal and avian influenza doses administered are listed here.
  • Aggregate Group Count Categories
    Priority Groups
    Dose Number
  • See the CRA User Guide for more information on notifications. The guide can be found on the CRA Exchange site (https://team.cdc.gov).
  • NOTE: Only one digital certificate is needed when using PHINMS
  • Transcript

    • 1. TM 1 Data Exchange (Option I) Pandemic Influenza Vaccine: Doses Administered And Safety Training Conference Atlanta, GA Joint Presentation August 21, 2008 by: Immunization Services Division National Center for Immunization and Respiratory Diseases and Division of Emergency Preparedness and Response National Center for Public Health Informatics
    • 2. TM 2 Purpose • Provide detailed technical information about using Data Exchange (Option 1) to upload or message a data file to CDC's CRA system for aggregate reporting of doses administered during a public health event.
    • 3. TM 3 Agenda • Overview and Description • File Structure • Mapping • File Format • File Transfer Mechanism • Implementation Information • Questions
    • 4. TM 4 Aggregate Reporting of Pandemic Vaccine Doses Administered • Data Exchange (Option 1): Project Area has own system (IIS or other CRA); may send using: pipe delimited, XML file, HL7 • Web Entry Aggregate (Option 2): Project Area collects/aggregates data manually or electronically; enters via aggregate reporting screen • Web Entry Detail (Option 3): Project Area collects individual data via CRA; minimum data set is automatically aggregated
    • 5. TM 5 Data Exchange Description Option 1 – Upload A Project Area uses its Immunization Information System (IIS) to capture clinical data for vaccine doses administered and generates a data exchange file to transmit aggregate counts of vaccine doses administered to the CDC. Data Entry Specialist at Clinic / POD Point of Contact at Partner Jurisdiction Data Submission Option 1 (Partner) • Personnel at local health departments enter vaccine administrations using the Project Area’s IIS. • The Project Area’s IIS must have the capability to generate a data exchange file containing aggregate doses administered for the entire Project Area. Upload Report Method • The Project Area POC uploads or messages partner-level aggregate file generated from IIS or other system using CRA manual upload or PHIN MS to report the aggregate doses administered for the Project Area to the CDC. • Aggregate counts are automatically confirmed when aggregate file is accepted into the CRA system.
    • 6. TM 6 Guidelines for Reporting Aggregate Data • Each Project Area sending data to the CRA system is responsible for submitting one set of counts for each reporting period that aggregates all the doses administered for all clinics in the jurisdiction • Reporting is required for each reporting period during the event, even if no doses were administered • Reporting period is based on the MMWR week; defined as Sunday through Saturday • Reporting is required by close of business on the Tuesday following the end of the reporting period
    • 7. TM 7 Full Replacement of Aggregate Reports • Full replacement of all aggregate counts already submitted along with the new aggregate counts is required for each reporting period • Each week, report the counts for the new week plus the counts for all previous weeks Aggregate counts are replaced based on a match to the partner, event, start date, end date, and vaccine type
    • 8. TM 8 Full Replacement of Aggregate Reports (continued) Aggregate Reporting Full Replacement of Doses Administered Reporting Weeks Week 1 Report Week 2 Report Week 3 Report Week n Report Week 1 Doses Administered 100 105 (week 1 data updated with 5 more doses 105 (no change from previous week) 105 (no change) Week 2 Doses Administered 250 250 (no change from previous week) 200 (week 2 data updated with 50 fewer doses) Week 3 Doses Administered 100 100 (no change) Week n Doses Administered 375
    • 9. TM 9 File Structure • Aggregate section is header which identifies the report • Repeats for each report in the data exchange file • Contains Project Area, Event, Start Date, End Date, Vaccine Type, and Total Doses Administered for the report • Count section is detail nested below Aggregate section • Exists for each count category within the report • Contains Count Category Code and Doses Administered
    • 10. TM 10 Mapping – Aggregate Section # Data Element Description Data Type Lengt h Req' d Valid Values / Data Validation 1 Partner Project Area reporting the aggregate counts. Alpha numeric 5 Yes Project Area ID 3 Start Date Start date of the reporting time period for the aggregate counts. Date 10 Yes yyyymmdd 4 End Date End date of the reporting time period for the aggregate counts. Date 10 Yes yyyymmdd 5 Vaccine Type Vaccine type for which the counts apply. Alpha numeric 20 Yes CVX code for pandemic or seasonal influenza vaccine 6 Total Count Total number of doses administered for the Partner, Event, Date Range, and Countermeasure. Integer Yes Validated against the sum of the Doses Administered for the Category Codes within each Count Category. For example, the sum of the Doses Administered for all Priority Group Category Codes reported must equal the Total Count.
    • 11. TM 11 Mapping – Counts Section # Data Element Description Data Type Lengt h Req' d Valid Values / Data Validation 1 Count Category Code Identifier for the counts being collected within a Count Category. Alpha- numeric 20 Yes If the Doses Administered for a Count Category is zero, that Count Category does not have to be reported. Pandemic Influenza •All Priority Groups •Dose # DAX 2008 (Seasonal Influenza) •General Population Priority Groups2 Doses Administer ed Total number of doses administered of the vaccine type in the partners’ jurisdiction that corresponds to the count category code. Integer 10 Yes The sum of the Doses Administered for the Category Codes within a Count Category is validated against the Total Count in the Aggregate section of the file.
    • 12. TM 12 File Format • Three data exchange file formats are supported: • Pipe-delimited ASCII flat file • Extensible Markup Language (XML) encoded file • Health Level Seven (HL7) Version 2.5 Unsolicited Result Message (ORU^R01)
    • 13. TM 13 File Format – Pipe-Delimited Example Partner Value|Event Value|Start Date|End Date|Vaccine Type Value|Total Count|Count Category Code 1^Doses Administered|Count Category Code 2^Doses Administered|Count Category Code 3^Doses Administered|Count Category Code n^Doses Administered<CR>
    • 14. TM 14 File Format – XML Example <?xml version="1.0" encoding="UTF-8" ?> <upload> <aggregate sending="Partner Value" event="Event Value" start_date="Start Date" end_date="End Date" countermeasure_name="Vaccine Type Value" total_count="Total Count"/> <count category_code="Count Category Code 1" number_treated="Doses Administered" /> <count category_code="Count Category Code 2" number_treated="Doses Administered" /> <count category_code="Count Category Code 3" number_treated="Doses Administered" /> <count category_code="Count Category Code n" number_treated="Doses Administered" /> </aggregate> </upload>
    • 15. TM 15 File Format – HL7 Example MSH|^~&||GA^2.16.840.1.114222.4.3.2^ISO||CDC^2.16.840.1.114222.4.3.2^ISO|20061008|| ORU^R01^ORU_R01|200610080045|P|2.5|||||||||^PHIN^2.16.840.1.114222.4^ISO<CR> OBR|1|||127^Influenza (TBD) Influenza virus vaccine^2.16.840.1.114222.4.3.2|||20061001| 20061007<CR> OBX|1|NM|TOTAL^Total Administrations^2.16.840.1.114222.4.3.2||150|||||F<CR> OBX|2|NM|816^GPT1^2.16.840.1.114222.4.3.2||10|||||F<CR> OBX|3|NM|823^GPT2^2.16.840.1.114222.4.3.2||15|||||F<CR> OBX|4|NM|603^GPT3^2.16.840.1.114222.4.3.2||50|||||F<CR> OBX|5|NM|995^GPT4^2.16.840.1.114222.4.3.2||25|||||F<CR> OBX|6|NM|468^GPT5^2.16.840.1.114222.4.3.2||50|||||F<CR> OBX|7|NM|721^DS1^2.16.840.1.114222.4.3.2||100|||||F<CR> OBX|8|NM|365^DS2^2.16.840.1.114222.4.3.2||25|||||F<CR> OBX|9|NM|243^DS3^2.16.840.1.114222.4.3.2||25|||||F<CR> CTI|DAX2008^2.16.840.1.114222.4.3.2^ISO<CR>
    • 16. TM 16 File Transfer Mechanism • Two file transfer mechanisms are supported • Automatic (PHINMS) • Manual (Aggregate Upload)
    • 17. TM 17 File Transfer Mechanism – PHINMS • The automatic file transfer uses the Public Health Information Network Messaging System (PHINMS) • PHINMS is available for Project Area installation; CRA will facilitate connecting the Project Area with PHINMS technical assistance • If using PHINMS as a transport mechanism: • Obtain and register a Party ID with CDC-CRA • Confirm that you have a digital certificate to send messages using PHINMS
    • 18. TM 18 File Transfer Mechanism – Manual • The manual file transfer uses an upload user interface within the CRA system • If using manual file transfer, confirm that the user who will be uploading the file: • Has an SDN digital certificate • Is assigned to the CRA Application SDN activity • Is a valid user in the CRA application having the Public Health Administrator (PHA) role for their Partner Jurisdiction
    • 19. TM 19 File Transfer Mechanism – Process • CRA will email user of success or failure of receipt of file • Upon successful receipt, the file is validated to determine if there are any errors inside the file • If the file passes validation, the data is loaded into CRA and made available for further analysis • Aggregate counts are automatically confirmed, or verified, when aggregate file is accepted into the CRA system • CRA will notify user of success of failure of validation processing • Failure notifications contain the information needed by the sender to correct the error and try again
    • 20. TM 20 File Transfer Mechanism – Manual Upload Aggregate File
    • 21. TM 21 Implementation • Select the content format your system will use (Pipe Delimited, XML, HL7) • Select the transport mechanism your system will use to transfer information (Message, Upload) • Develop any necessary code to create the selected file format and transport the file to CRA • Send a test file for evaluation after development of code
    • 22. TM 22 Technical Resources and Points of Contact • Download the Data Exchange Requirements for Pandemic Influenza Aggregate Reporting document from the CRA PHIN website ( http://www.cdc.gov/phin/activities/applications-services/cra/2008Ex ) • Get access to the CRA Demo system (http:// crademo.cdc.gov); contact the PHIN Help Desk ( PHINTech@cdc.gov) • Apply for an SDN Digital Certificate at https://ca.cdc.gov; for password contact the PHIN Help Desk ( PHINTech@cdc.gov) • Get answers to general aggregate reporting questions and inquiries (crahelp@cdc.gov)
    • 23. TM 23 Questions?