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EHARS TO CAREWARE PILOT PROJECT UPDATE AND TRAINING6/9/2015
Agenda and Objectives
• Review background information (purpose, benefits)• Review pilot project timeline• Check-in with Providers• Training:
• Where to access the data • Limitations• Reports• Examples
• Feedback, Questions, Discussion• Next Steps
Background: Purpose
Share Limited Surveillance Data for Clients Who Give Consent: • HIV diagnosis date/AIDS diagnosis date/HIV status
• will be viewed by all staff in provider domains that serve the client
• All CD4 labs (date, type of test, result)/All viral load labs (date, type of test, result)• will only be viewed by case managers and clinical staff in provider
domains that serve the client
• Vital status and date of death • will be viewed by all staff in provider domains that serve the client
• Note: HIV/AIDS Surveillance System = eHARS (enhanced HIV/AIDS Reporting System)
Background: Benefits• More efficient information management
• Case managers won’t have to spend time calling clinics for lab results• Clinic staff won’t have to spend time calling case managers back with lab results• Providers will have easy access to diagnosis dates
• Improved Client Care• Easy availability of CD4 and viral load values will strengthen case managers’
ability to coordinate HIV medical care and monitor clients’ health status and
quality of care• Case manager access to clinical indicators will benefit client health by improving
retention in care and treatment adherence support
• Increased Understanding• Availability of diagnosis dates, CD4 and VL data will strengthen grantees’ ability
to evaluate linkage and retention in care, community viral load, and missing data
for those clients served by Ryan White/state funding. This could eventually
impact funding for the TGA.
TimelineDate Activity
November 2014 Pilot sites begin collecting ROIs from MCM clients
Nov/Dec 2014 MDH does match between eHARS and CAREWare
January 2015 MDH tests importing data on test site
January 2015 First check-in conference call with pilot sites
February 2015 June 2015
Training with pilot sites on how to interpret and use the data
March 2015June 2015
MDH does first import of data into MN CAREWare
June 2015 Second check-in conference call with pilot sites
TBD MDH does second import of data into MN CAREWare
TBD In-person debrief with pilot sites
July 2015 Rollout of project with all MCM sites
Check-In with Providers
How is the pilot going?
Struggles, successes, ideas?
SURVEILLANCE DATA IN CAREWARECorelle Nakamura
HIV/AIDS Surveillance Student Worker
Minnesota Department of Health
Training Overview• HIV/AIDS Surveillance
• What is it?• Why do we do it?• Who is included?
• Interpreting eHARS data• Limitations
• eHARS data in CAREWare• Where to find it?• What it looks like?
• Generating Reports in CAREWare
Training Overview• HIV/AIDS Surveillance
• What is it?• Who is included?• Why do we do it?
• Interpreting eHARS data• Limitations
• eHARS data in CAREWare• Where to find it?• What it looks like?
• Generating Reports in CAREWare
What is Epidemiology?• Study of health and disease in populations• Describe the patterns of disease occurrence
•Person (e.g. gender, age, race/ethnicity, etc.)•Place (e.g. Minneapolis, Greater MN)•Time (e.g. trends between 1990 and 2000)
• Analyze data to understand the causes of these disease patterns.
What is HIV/AIDS Surveillance?
The on-going and systematic collection, analysis, interpretation, dissemination and evaluation of population-based information about persons infected with HIV or diagnosed with AIDS.
HIV/AIDS Surveillance System
AIDS reportable since 1982 (U.S.)
HIV infection reportable since 1985 (MN)
Active and Passive data collection
Attempt to interview all new cases
Continuously updated
Who is included in the HIV/AIDS Surveillance System?
All HIV- infected Persons Living in
Minnesota
Surveillance
All tested and reported HIV-
infected Persons
The Surveillance Process
Continuous data
collection
Pool of data available for
analysis
Analysis
Decisions
Why should we care about statistics?
• The number of people living with HIV/AIDS (prevalence) impacts prevention.
• Higher “pool of infection” among certain communities makes it more likely that transmission will occur.
• Looking at new cases (incidence) helps us identify emerging trends in the epidemic.
Why do HIV/AIDS Surveillance?
• Monitor the incidence and prevalence of HIV/AIDS
• Identify changes in trends of HIV occurrence
• Target prevention interventions
• Allocate funds for health and social services
How is the data used?
• Surveillance data is used to create the Epi profile, a yearly update that describes new HIV infections and those living with HIV/AIDS in MN.
• The Epi Profile helps to identify who is in need of prevention and care services, and is thus used by both the CCCHAP and the Minnesota HIV Services Planning Council in their consideration of which prevention and care services are needed.
Overview• HIV/AIDS Surveillance
• What is it?• Why do we do it?• Who is included?
• Interpreting eHARS data• Limitations
• eHARS data in CAREWare• Where to find it?• What it looks like?
• Generating Reports in CAREWare
Limitations of Surveillance Data• Incomplete data
• Differences in reporting among providers
• Delays of up to 3 months• Reported to surveillance and entered into eHARS
• Potential inaccuracies in diagnosis and laboratory dates• Prior to 2007
• Outside of MN
• Manual entry• Key stroke errors
How to interpret eHARS data• There is a ROI, but no labs
• Haven’t had labs• Labs have not been entered yet• Labs were not reported to surveillance• ROI was not processed before the quarterly match
• Slight discrepancies • Name and birth date• Lab date and Diagnosis date
Training Overview• HIV/AIDS Surveillance
• What is it?• Why do we do it?• Who is included?
• Interpreting eHARS data• Limitations
• eHARS data in CAREWare• Where to find it?• What it looks like?
• Generating Reports in CAREWare
Where to find eHARS lab data in CAREWare?
What it looks like when there is eHARS data in CAREWare?
Training Overview• HIV/AIDS Surveillance
• What is it?• Why do we do it?• Who is included?
• Interpreting eHARS data• Limitations
• eHARS data in CAREWare• Where to find it?• What it looks like?
• Generating Reports in CAREWare
Generating an Active ROI report
Generating an Active ROI report
Generating an Active ROI report
Generating an Active ROI report
Generating an Active ROI report
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Generating a “No Clinical Encounter Report” for those with Active ROIs
Summary• HIV Surveillance is the ongoing, systematic collection,
analysis, interpretation and dissemination of HIV related data.
• It is important to inform public health action to reduce HIV related morbidity and mortality and to improve health.
• HIV Surveillance data needs to be interpreted carefully based on limitations.
For more information…• Surveillance
• Corelle Nakamura: [email protected]• Jessica Brehmer: [email protected]• Allison LaPointe: [email protected]
• CAREWare:• Dennis London: [email protected]
Thank you
Feedback, Questions, Discussion
Questions about the training or demonstration?
Overall feedback, questions?
Next Steps• In order to move ahead, goal: 90% of clients to sign ROI• How can we reach 90%? What strategies will increase
participation?