BACKGROUND: Electronic case reporting (eCR) is part of Meaningful Use Stage 3, which begins in 2018. In July 2017, healthcare providers can participate under “specialized registries.” The Virginia Department of Health (VDH) will use this period to “pilot test” with two facilities to create a uniform technical and business infrastructure for receiving initial case reports (eICR). VDH is establishing criteria to work with providers in receiving eICRs. This is a collaborative effort with internal and external stakeholders, including national support and guidance.
METHODS: In July 2017, VDH will begin pilot testing with one provider. An Informatics Fellow is serving as project coordinator and business analyst to liaison, monitor, and collaborate with internal/external stakeholders to facilitate progress and perform requirements gathering. A “kick-off” meeting was conducted in June 2016, informing internal stakeholders of eCR requirements. In August 2016, a “strategic planning day” was facilitated by the National Association of City and Council Health Officials (NACCHO), serving as a catalyst for launching eCR efforts. Bi-weekly internal stakeholder meetings are conducted for effective progress monitoring. As a requirement of the Commonwealth of Virginia, all health data must be exchanged through the state’s Health Information Exchange (HIE); bi-directional infrastructure must be established, whether or not the Applied Public Health Laboratories Informatics Messaging System (AIMS) Platform is employed. Technical infrastructure will be complete by June 2017. Health Level 7 International (HL7) will conduct Clinical Document Architecture (CDA) training at VDH to help technical staff understand the eICR format for message validation. Guidance from the Centers for Disease Control and Prevention (CDC) and CSTE will be incorporated regarding Reportable Conditions Knowledge Management System (RCKMS) EHR decision-support triggers and minimum data elements for eICR reporting.
RESULTS:
VDH created a strategic action plan, including goals, objectives, and deliverables for stakeholders leading up to pilot testing in 2017. This plan defines technology and business deliverables for implementation. Internal staff was identified to work on technical aspects such as message validation. Workflow analysis and design was developed to guide providers and VDH. Pilot provider is identified for initial testing in July 2017.CONCLUSIONS: A defined, strategic plan is necessary to determine efficient step-wise processes for successful agency eCR implementation. Incorporation of ELR business practices is also being employed, as appropriate. Internal and external stakeholder engagement is essential for requirements gathering, assurance of VDH technical infrastructure and avoidance of redundancies. National standards will be employed to ensure consistency, whenever feasible.