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July 18, 2013
Hospital Reporting Obligations Pursuant to Ohio Statutes and Regulations
Hospitals are required by Ohio statutes and regulations to make certain reports to Ohio government authorities. This bulletin summarizes the reporting obligations and directs the reader to controlling statutory or regulatory provisions. To: Chief Executive Officers Legal Counsel Risk Managers Chief Medical Officer Chief Nurse Executive OHA Contact: Rick Sites, Regulatory Counsel, [email protected] Ohio statutes and regulations require hospitals to report certain events to Ohio government agencies. This bulletin summarizes these reporting obligations and cites the corresponding statutes and regulations. The list is current through the date of this bulletin, which updates a previous bulletin issued in December 2010. The summary in the table is cursory and readers should consult the cited statute or regulation to determine if revisions have been made by legislative or agency action. The function of this bulletin is to alert readers to reporting requirements but not to fully describe the substance of the reporting obligation. The cited statutes and regulations are available in detail at http://codes.ohio.gov, a provided by the State of Ohio for use by the public. To find a statute, open and search the Ohio Revised Code (ORC); to find a regulation, open and search the Ohio Administrative Code (OAC). The OHA attorneys express their appreciation for the significant assistance of Capital Law School extern Ryan Stillion in reviewing and updating the bulletin.
Index to 2013 Bulletin Hospital Ohio Reporting Obligations
Topic Page in Reporting Obligations Spreadsheet
Abandoned Newborn p. 1
Abortion
Individual Report p. 1
Monthly and annual reports p. 2
Post abortion complications p. 2
Abuse
Abuse, neglect, exploitation of adult p. 2
Abuse, neglect of child p. 2
Abuse of nursing home resident p. 3
Abuse or neglect of mentally retarded adult p. 3
Accreditation/Certification
Accreditation/certification of hospital p. 4
Accreditation of psychiatric service p. 4
AIDS or HIV
Report to ODH of diagnosis or lab findings p. 4
Infected physician, physician assistant,
anesthesiologist assistant, acupuncturist
p. 5
Perinatal exposure p. 5
Animal bite p. 13
Audited hospital financial statement p. 5
Bioterrorism/pandemic
Pharmacist/pharmacy report p. 6
Poison control center report p. 7
Birth
AIDS/HIV exposure p. 5
Birth p. 7
Birth certificate p. 8
Birth defects p. 8
Birth en route to hospital p. 9
Birth outside of hospital p. 9
Fetal death pp. 7-8
Gonorrheal opthalmia or inflammation of
eye in newborn
p. 23
Newborn death p. 24
Paternity acknowledgement p. 29
Screening (cardiac, endocrine, genetic,
hearing, metabolic)
pp. 27-28
Burn injury p. 10
Cancer p. 11
Closed medical liability claims p. 24
Communicable disease p. 11
Cost list (common hospital procedures) p. 23
Cost report (hospital) p. 17
County hospitals budget/audit p. 12
Death
By violent, suspicious, sudden, unusual
means
p. 12
Death certificate p. 12
Death of mentally retarded or
developmentally disabled person
p. 13
Fetal death pp. 7-8
Maternal p. 24
Newborn p. 24
Unclaimed/unidentified body p. 35
Dialysis tech misconduct p. 28
Dog or animal bite p. 13
Domestic violence p. 13
DRG
Inpatient data p. 14
Outpatient data p. 14
Gonorrheal opthalmia in newborn p. 23
Gunshot wound p. 35
Hazardous chemical
Inventory p. 15
Release reporting p. 15
HCAP disproportionate share p. 16
Hepatitis (HBV) pp. 5, 11
Hospice services p. 17
Hospital cost report p. 18
Hospital performance measures (HB 197 [2006]) p. 18
Hospital registration
Employees and patient care services p. 18
General information, births, safety p. 19
Identification and classification of hospital p. 19
Medical staff specialization p. 20
Services and satellite units p. 21
Report of beds and inpatient care p. 21
Report of inpatient discharges p. 22
Tax-exempt registration/reporting p. 33
Inflammation of eyes of newborn p. 23
List of costs (hospital common procedures) p. 23
Maternal or Newborn Deaths p. 24
Medical liability
Closed claims p. 24
Liability payments p. 25
Medicare certification (hospital) p. 4
Mental health reportable incident p. 26
Mentally ill
Death, escape, discharge, trial visit or
return
p. 26
Involuntary admission p. 27
Municipal hospital report to local authority p. 27
Newborn
Critical congenital heart disease screening p. 28
Death p. 24
Hearing screening p. 27
Genetic, endocrine, metabolic screening p. 26
Inflammation of eyes or gonorrheal
opthalmia
p. 23
Paternity acknowledgement p. 29
Perinatal HIV exposure p. 5
Nurse misconduct p. 28
Occupational disease p. 28
Paternity acknowledgement p. 29
Physician assistants
AIDS/HIV infected p. 5
Disciplinary actions p. 30
Suspected violations p. 30
Physicians
AIDS/HIV infected p. 5
Disciplinary actions p. 30
Prescriptions (controlled substance) p. 31
Suspected violations p. 30
Prescriptions (controlled substance) p. 31
Rabid animal p. 31
Radiation mishaps (x-ray or radioactive material) p. 32
Sexually transmitted diseases
AIDS/HIV pp. 4-5
Perinatal exposure p. 5
Physician infected p. 5
STD infection p. 32
Stabbing wound p. 35
Tax-exempt registration p. 33
Trauma
Designation by American College of
Surgeons
p. 33
Patient data from trauma centers p. 34
Tuberculosis
County reporting p. 34
State reporting p. 35
Unclaimed or unidentified body p. 35
Vital statistics
Birth certificate p. 8
Death certificate p. 12
Fetal death certificate p. 7
Wounds from gunshot, stabbing, violence; burn p. 35
2013 Hospital State of Ohio Reportable Events
General
Reporting
Topic
Reporting Summary:
Who reports
Where report is sent
When report is made
What information is reported
Statute (ORC)
and/or Rule
(OAC)
Page(s) in
Hospital Law
Handbook
ABANDONED
NEWBORN
Who must report: Hospitals or emergency medical service
organization
Report sent to: Public children’s service agency of the
county in which the hospital or organization is located
Timing: Immediately
Information included: That an infant has been abandoned
at the hospital
ORC § 2151.3516,
§ 2151.3517
414
ABORTION:
INDIVIDUAL REPORT
Who must report: Physician who performs or induces or
attempts to perform or induce an abortion
Report sent to: Ohio Department of Health
Timing: Within 15 days after discharge of the woman
Information included: See information listed at OAC §
3701-47-03
ORC
§ 3701.79(C) – (D),
OAC § 3701-47-03
371, 375
ABORTION
MONTHLY AND
ANNUAL REPORTS
Who must report: Hospital
Report sent to: Ohio Department of Health
Timing: Monthly and annually, within 30 days following
the end of the applicable reporting period
Information included: Total number of women who had
undergone a post 12-week gestation abortion and received
post-abortion care, as described in ORC § 3701.79
ORC § 3701.79(G)
371
1
ABORTION:
POST ABORTION
COMPLICATION
REPORTS
Who must report: Attending physician
Report sent to: Ohio Department of Health
Timing: Not specified
Information Included: Report shall be made upon a form
prescribed by the Ohio Department of Health and signed by
the attending physician
ORC § 3701.79(H)
371
ABUSE, NEGLECT,
EXPLOITATION OF
ADULT (60 and over)
Who must report: Any employee of a hospital
Report sent to: County Department of Job and Family
Services
Timing: Immediately
Information included: (1) Name, address, and age of the
adult; (2) Name and address of individual responsible for
adult’s care; 3) Nature and extent of alleged abuse, neglect,
or exploitation; (4) Basis of the reporter’s belief that the
adult has been abused, neglected, or exploited
ORC § 5101.61,
§ 5101.60(B)
(definition of
“adult”)
687, 686
ABUSE, NEGLECT OF
CHILD
Who must report: All health care professionals, including
respite care and home health agency employees
Report sent to: Public children services agency or a
municipal or county peace officer in the county in which
the child resides or in which the abuse or neglect is
occurring or has occurred, unless that person is an inmate
in a state correctional facility, in which case the report shall
be directed to the state highway patrol
Timing: Whenever a person has knowledge or reasonable
cause to suspect that a child under 18 or a mentally
retarded, developmentally disabled, or physically impaired
child under 21 has suffered or faces a threat of suffering
any physical or mental wound, injury, disability, or
condition of a nature that indicates abuse or neglect of the
child
ORC § 2151.421
661
2
Information included: (1) Names and addresses of the child
and the child’s parent(s) or the person(s) having custody of
the child; (2) child’s age, the nature and extent of injuries,
abuse, neglect, or threat thereof, and any evidence of
previous injuries, abuse, or neglect; (3) any other
information that might be helpful in establishing the cause
of the injury, abuse, neglect, or threat thereof
ABUSE, NEGLECT,
MISAPPROPRIATION
OF PROPERTY IN
NURSING HOME OR
REST HOMES
Who must report: Licensed health professional
Report sent to: Ohio Department of Health
Timing: Whenever a person has knowledge that or suspects
that a resident has been abused or neglected, or that a
resident’s property has been misappropriated by any
individual used by a long-term care facility or residential
care facility to provide services to residents
Information included: suspicion of abuse, neglect or
misappropriation of resident’s property
ORC § 3721.22
679
ABUSE OR NEGLECT
OF MENTALLY
RETARDED ADULT
Who must report: Any hospital employee Report sent to:
Ohio Department of Health
Report sent to: Law enforcement agency or to the county
board of mental retardation and developmental disabilities.
If the report concerns a resident of a facility operated by
the department of mental retardation and developmental
disabilities, the report shall be made to either a law
enforcement agency or the department
Timing: Immediately
Information included: (1) Names and addresses of the
person with mental retardation or a developmental
disability and the person’s custodian, if known; (2) Age of
the person with mental retardation or a developmental
disability; (3) Any other information that would assist in
the investigation of the report
ORC § 5123.61
689
3
ACCREDITATION AND
CERTIFICATION
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: On or before March 1
Information included: Each hospital shall annually report
its accreditation and certification status on a form or in a
format prescribed by the director. This requirement
appears to be met as part of the annual registration
requirement.
OAC § 3701-59-03,
§ 3701-59-05
24, 25
ACCREDITATION OF
INPATIENT
PSYCHIATRIC
SERVICE
Who must report: Each inpatient psychiatric service
provider
Report sent to: Ohio Department of Mental Health
Timing: Prior to occupancy and provision of services and
at license renewal
Information included: proof of accreditation
OAC
§ 5122-14-02(E),
§ 5122-14-03(D)
629, 630
AIDS/HIV
Who must report: Attending health care provider or person
in charge of laboratory performing the test
Report sent to: Department of Health
Timing: Promptly
Information included: Every case of AIDS, every ARC,
and every confirmed positive HIV test, every HIV
infection, and every CD4 + T lymphocyte count below 200
cells per micro liter or a CD4 + T lymphocyte percentage
of less than 14 when an HIV infection has not been ruled
out as the cause; every case of perinatal exposure to HIV
and subsequent test results on every such exposed newborn
infant or child until such time that either an HIV infection
or a seroeversion status that is negative is confirmed
ORC § 3701.24,
OAC § 3701-3-12
808, 818
4
AIDS/HIV or HBV
INFECTED MEDICAL
BOARD LICENSEES
Who must report: Physician, physician assistant,
anesthesiologist assistant, acupuncturist
Report sent to: Ohio Department of Health or institutional
review panel or State Medical Board
Timing: within 48 hours
Information included: Licensee shall report that he or she
is infected with HIV or HBV, or that he or she believes
another licensee is infected with HIV or HBV and has not
reported
OAC § 4731-19-02
1071
AIDS/HIV:
PERINATAL
EXPOSURE TO HIV
Who must report: Any healthcare provider attending a
newborn; in an institutional setting, designated agent may
report
Report sent to: Ohio Department of Health
Timing: promptly
Information included: perinatal exposure to HIV and any
subsequent test results until such time that either an HIV
infection or a seroeversion status that is negative is
confirmed
OAC
§ 3701-3-12(D)
818
AUDITED FINANCIAL
STATEMENTS
Who must report: Each hospital
Report sent to: Ohio Department of Job and Family
Services
Timing: On or before July 1st
or later date okayed by
ODJFS
Information included: A financial statement for the
preceding year prepared by an independent CPA. The
hospital shall also provide a cost report within 180 days
after the hospital’s cost reporting period
ORC § 5112.04
Repealed effective
10/16/2013
59
5
BIOTERRORISM OR
PANDEMIC:
PHARMACISTS AND
PHARMACIES
Who must report: Pharmacists and Pharmacies
Report sent to: Health Commissioner of the district having
jurisdiction
Timing: Upon observing changes in medication usage that
based on professional experience and judgment are too
closely correlated to be attributed to chance and may have
been caused by bioterrorism, epidemic or pandemic
disease, or established or novel infectious agents or
biological toxins posing a risk of human fatality or
disability
Information included: The following sent electronically or
by telephone: name of any prescription for medication used
to treat a disease that is relatively uncommon and may have
been caused by bioterrorism, or significant changes in
medication usage that may be caused by bioterrorism,
epidemic or pandemic disease, or established or novel
infectious agents or biological toxins posing a risk of
human fatality or disability, or an unexpected increase in:
(a) number of prescriptions issued for antibiotics; (b)
number of prescriptions issued for medications to treat
fever or respiratory or gastrointestinal complaints; (c) sales
of or number of requests for over-the-counter medication to
treat fever, respiratory, or gastrointestinal complaints.
Submit reports using forms and formats approved by the
director or using an electronic reporting system to the
extent approved by the director until such use is no longer
considered active by the director
ORC § 3701.232,
OAC § 3701-3-15
797, 844
6
BIOTERRORISM OR
PANDEMIC:
POISON CONTROL
CENTERS
Who must report: Poison control prevention and treatment
centers, other health-related entities
Report sent to: The health commissioner of the health
district having jurisdiction
Timing: Upon observing events that may be caused by
bioterrorism, epidemic or pandemic disease, or established
or novel infectious agents or biological or chemical toxins
posing a risk of human fatality or disability, including
unexpected pattern or increase in requests for information
about poison prevention and treatment and available
services
Information included: Unexpected pattern or increase in
number of telephone inquiries/requests to provide
information about poison prevention, treatment and
available services, or unexpected pattern or increase in
number of requests to provide treatment, consultation,
information, and educational programs to health care
professionals and the public, or unexpected pattern or
increase in number of requests for information on
infectious agents or biological or chemical toxins posing a
risk of human fatality or disability that is relatively
uncommon and may have been caused by bioterrorism
ORC § 3701.201,
OAC § 3701-3-14
807, 808
BIRTH AND FETAL
DEATH
REPORTS/TESTING
Who must report: Physicians and “others required to make
the report” for births and fetal deaths
Report sent to: Ohio Department of Health
Timing: Reported with the birth or fetal death certificate
Information included: Whether the mother has had
approved tests for syphilis and gonorrhea performed in an
ORC § 3701.46
through § 3701.50
379, 380
7
approved laboratory and the approximate date when the
specimens were taken from the mothers. If the tests were
not made, the physicians or other person shall state the
reasons why the tests were not made. Labs must report any
reactive or positive test results to the ODH. In no event
shall the results of the tests be stated on the birth or fetal
death certificate
BIRTH
CERTIFICATE
Who must report: Person in charge of the hospital or a
designated representative
Report sent to: Local registrar of vital statistics
Timing: Within 10 days after birth
Information included: Personal data, signatures, and
medical information required by the certificate including
type of prophylactic used in eyes of newborn
ORC § 3701.55,
§ 3705.09
407, 495
BIRTH DEFECTS OR
FETAL DEATHS
Who must report: Any physician, hospital, and
freestanding birthing center
Report sent to: (a) Birth defect information system; or (b)
Ohio Department of Health or authorized employee of the
Department on request
Timing: Reports shall be made monthly and shall list all
new cases within 60 days of diagnosis unless there is
evidence the case has already been reported. Reports shall
also be made upon request of the director of the Ohio
Department of Health or upon request of authorized
employees of the Department of Health
Information included: The following information
concerning all patients under 5 with a primary diagnosis of
a listed congenital anomaly, birth defect or abnormal
condition (see OAC § 3701-57-02 for list): (1) Child’s
name (first, middle, last, suffix); (2) Child’s county of
ORC § 3705.30,
OAC § 3701-57-02
407, 410
8
residence; (3) Child’s address (street, city, state, zip code);
(4) Phone number of child’s guardian (area code and
number); (5) Guardian name if different than child’s
mother; (6) Child’s date of birth; (7) Child’s gender; (8)
Child’s race; (9) Child’s Hispanic ethnicity; (10) Date of
diagnosis of birth defect(s), syndrome, or disorder; (11)
Text description of birth defect(s), syndrome, or disorder;
(12) Child’s birth plurality, birth order; (13) “ICD-9_CM”
code, if applicable; (14) Child’s date of death, if applicable;
(15) Child’s underlying cause of death, if applicable;
(16) Mother’s name (first, maiden, last); (17) Mother’s date
of birth; (18) Mother’s race; (19) Mother’s Hispanic
ethnicity; (20) Reporter contact information (name, facility,
phone number); and (21) Date of report
BIRTH EN ROUTE TO
AN INSTITUTION
Who must report: Person in charge of the institution or
designated representative
Report sent to: Local registrar of vital statistics
Timing: Within ten days
Information included: The personal data, the certificate, the
signatures required, and additional information as specified
in section 3705.09 depending on the circumstances of birth.
The physician in attendance shall provide the medical
information required by the certificate and certify to the
facts of birth within seventy-two hours after the birth. See
section 3705.09(E) if a child is born in a moving
conveyance, whether within the United States or not, and
first removed from that conveyance in Ohio
ORC § 3705.09
495
BIRTH OUTSIDE OF
AN INSTITUTION
Who must report: The following, in the indicated order of
priority: (1) The physician in attendance at or immediately
after the birth; (2) Any other person in attendance at or
immediately after the birth; (3) The father; (4) The mother;
ORC § 3705.09,
OAC § 3701-5-16
495, 502
9
(5) The person in charge of the premises where the birth
occurred
Report sent to: Board of health of the city health district or
general health district in which the hospital is located
Timing: Within ten days
Information included: Not specified
BURN INJURY Who must report: Any manager, superintendent, or other
person in charge of a hospital, sanitarium, or other medical
facility in which a person is attended or treated for any
burn injury
Report sent to: a) Local arson, or fire and investigation
bureau, if there is a bureau of this type in the jurisdiction in
which the person is attended or treated, or otherwise to
local law enforcement authorities; b) State Fire Marshal
Timing: a) Immediately; b) Within 3 working days of
attending or treating the burn victim
Information included: Information regarding a burn injury
that is inflicted by any explosion or other incendiary device
or that shows evidence of having been inflicted in a violent,
malicious, or criminal manner (same for both a and b)
ORC § 2921.22
677
CANCER Who must report: Every physician, dentist, hospital, and
other person providing diagnostic services to patients with
cancer
Report sent to: Ohio Department of Health
Timing: Diagnosis shall be reported within 6 months of
date of diagnosis. Facilities or persons providing treatment
to patients with cancer shall report within 6 months of date
of first contact with the patient
Information included: (1) Patient’s name (first, last, middle
initial) and social security number; (2) County, city, and
state of residence at diagnosis; (3) Street address at
ORC § 3701.262,
OAC § 3701-4-02
819, 822
10
diagnosis; (4) Zip code at diagnosis; (5) Birth date; (6) Sex;
(7) Race; (8) Hispanic origin; (9) Age at diagnosis; (10)
Date of diagnosis; (11) Date of first contact with this
cancer office; (12) Source of information; (13) Anatomical
site of cancer; (14) Laterality of diagnosis; (15) Sequence;
(16) Histology; (17) Grade; (18) O.C.I.S.S source reporting
code number; (19) American joint committee on cancer
edition number; (20) Diagnostic confirmation; (21) First
course of treatment; (22) Date treatment began; (23) Class
of case; (24) Occupation and industry; (25) Tobacco use;
(26) Date of death; Underlying cause of death; (27)
Physician’s name; (28) State at diagnosis per American
Joint Committee on Cancer; (29) Stage at diagnosis per
surveillance, epidemiology, and end results; (30) Primary
site text; (31) Histology text; (32) Staging text; (33)
Treatment text
COMMUNICABLE
DISEASE
Who must report: Health care providers–including
hospitals, medical clinics, medical laboratories, physicians,
pharmacists, physician assistants, nurses, lab technicians,
and EMS and ambulance personnel–must report specified
communicable diseases to the health commissioner within
which the sick person is found
Report sent to: The board of health of the health district in
which the patient resides and the board of health of the
health district in which the case occurs; state Director of
Health
Timing: Diseases listed in the rule as class “A” must be
reported immediately via telephone; certain diseases listed
in the rule as class “B” must be reported by the end of the
next business day after the case or suspected case presents,
but other listed class “B” disease must be reported by end
of the business week in which the case or suspected case
presents; diseases listed as class “C” must be reported by
ORC § 3707.06,
§ 3701.23,
OAC §§ 3701-3-01,
3701-3-02, 3701-3-
03 through 3701-3-
05
827, 825, 834,
835, 839, 840
11
the end of the next business day, although an “outbreak,
unusual incidence, or epidemic” must be reported
immediately by telephone
Information included for report to local health districts:
Name, age, sex, and color of the patient, and the house and
place in which the sick person may be found; owner or
agent of the owner of a building in which a person resides
or where the person died, and the head of the family
Information included for report to state Director of Health:
(1) Patient name; (2) diagnosis or suspected diagnosis; (3)
date of birth; (4) sex; (5) telephone number; (6) and street
address, including city, state, and zip code
COUNTY HOSPITALS
BUDGET AND AUDIT
Who must report: County hospital board of trustees
Report sent to: Board of county commissioners
Timing: Annually, not later than 60 days before the end of
the fiscal year used by the county hospital
Information included: Proposed budget for the next fiscal
year. The Board must also provide for the conduct of an
annual financial audit of the county hospital and, not later
than 30 days after it receives the final report of an annual
financial audit, the Board must file a copy of the report
with the Board of county commissioners
ORC § 339.06
35
DEATH BY VIOLENT,
SUSPICIOUS, SUDDEN
OR UNUSUAL MEANS
Who must report: Physician or member of ambulance
service or emergency squad
Report sent to: County coroner
Timing: Immediately
Information included: Facts concerning time, place,
manner, and circumstances of the death
ORC § 313.12
421
DEATH
CERTIFICATE
Who must report: Hospital (or person in charge of the final
disposition of the remains)
Report sent to: Local registrar of vital statistics of the
district in which the death occurred
Timing: Within 48 hours after death or fetal death
ORC § 3705.16
496
12
Information included: Certification of the cause of death
completed and signed by the physician who attended the
deceased or by the coroner; the social security number of
the decedent, if available; any applicable information if
death is of the type described in section 313.12 of the Ohio
Revised Code (violent deaths, casualty, suicide, suicide or
unusual manner of death etc.)
DEATH OF MENTALLY
RETARDED OR
DEVELOPMENTALLY
DISABLED PERSON
Who must report: The physician called in attendance, or
any member of an ambulance service or emergency squad
Report sent to: County coroner
Timing: Immediately
Information included: the known facts concerning the time,
place, manner, and circumstances of the death plus any
other information that is required pursuant to sections
313.01 to 313.22 of the Revised Code
ORC § 313.12,
§ 5123.01
421,
Not in Handbook:
§ 5123.01
DOG BITE OR OTHER
ANIMAL BITE
Who must report: Attending physician, a person in charge
of the hospital, clinic, or other institution providing care or
treatment, having knowledge of a reportable disease case or
suspected case, unless the case has already been reported
Report sent to: Health commissioner of the district in
which the bite occurred
Timing: Within 24 hours
Information included: The fact that a person has been
bitten by a dog or other animal
OAC § 3701-3-28
804
DOMESTIC VIOLENCE
Who must report: Doctor of medicine or osteopathic
medicine, hospital intern or resident, social worker,
registered nurse, licensed practical nurse, psychologist,
social work assistant, counselor
ORC § 2921.22,
§ 3727.08
677, 679
13
Report sent to: Must be noted in patient’s or client’s
records
Timing: Not specified
Information included: The basis for the knowledge or
belief; hospital must adopt protocol to interview and
photograph
DRG INPATIENT DATA
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: On or before May 1st each year
Information included: The following information on
patients in each of the sixty diagnosis related groups most
frequently treated on an inpatient basis in the hospital as
represented by inpatient discharges during the previous
calendar year: (1) total number of patients discharged; (2)
mean, median, and range or length of stay; (3) mean,
median, and range of total hospital charges; (4) number of
admissions from the emergency room, transfers from
another hospital, and other sources of admission; and (5)
number of patients falling within diagnosis related group
numbers 468, 469, and 470. Hospitals shall report as
described in OAC § 3701-14-01
ORC § 3727.34,
OAC § 3701-14-01
145, 148
DRG OUTPATIENT
DATA
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: On or before May 1st each year
Information included: The following information on
patients in each of the sixty categories of outpatient
services most frequently provided by the hospital as
represented by outpatient discharges during the previous
ORC § 3727.34,
OAC § 3701-14-01
145, 148
14
calendar year: (1) The mean and median of total hospital
charges for the services; (2) For each of the sixty categories
of services, the number of patients for whom the hospital
provided the services. Hospitals shall report as described
in OAC § 3701-14-01
HAZARDOUS
CHEMICAL
INVENTORY
Who must report: Any person who owns or operates a
facility at which no more than 10 hazardous chemicals are
produced, used, or stored in an amount that exceeds the
threshold quantity under division (B)(1)(b) or (C)(5) of
section 3750.02 of the Revised Code, and that is required to
prepare or have available a material safety data sheet for a
hazardous chemical under the Occupational Safety and
Health Act
Report sent to: The local emergency planning committee of
the emergency planning district in which the facility is
located, the emergency response commission, and the fire
department having jurisdiction over the facility
Timing: Immediately, upon request as specified in section
3750.07 of the Revised Code, and within three months of
discovery of new information on a hazardous chemical
Information included: A list of any hazardous chemicals
that are produced, used, or stored at the facility, grouped
together by the categories of health and physical hazards,
including the information listed in section 3750.07 of the
Revised Code
ORC § 3750.07,
§ 3750.08
889, 891
HAZARDOUS
CHEMICAL
RELEASE REPORTING
Who must report: The owner or operator of a facility
where a hazardous chemical is produced, used, or stored
and from which a release of an extremely hazardous
substance or hazardous substance occurs or from which a
release of oil occurs, both as specified in section 3750.02 of
the Revised Code
ORC § 3750.06
887
15
Report sent to: the community emergency coordinator of
each emergency planning district that contains an area
likely to be affected by the release, the fire department
having jurisdiction where the release occurred, and the
director of environmental protection or his designated
representative
Timing: Within 30 minutes after a person at the facility has
knowledge of the release
Information included: The following, provided verbally, by
telephone, radio, or in person: (1) location of the release:
(2) chemical name/identity of any substance involved in the
release and whether the substance is an extremely
hazardous substance; (3) an estimate of the quantity of any
substance released into the environment; (4) time and
duration of the release; (5) environmental medium/media
into which the substance was released; (6) any known or
anticipated acute or chronic health risks associated with the
release and, if known to the informant, advice regarding
medical attention necessary for individuals exposed to the
substance; (7) proper precautions to take as a result of the
release, including evacuation and other proposed response
actions, unless that information is readily available to the
community emergency coordinator pursuant to the plan of
the district; (8) name and telephone number of the
person(s) to be contacted for further information; (9) other
information as required by rules adopted under section
3750.02 of the Revised Code; (10) a follow-up emergency
notice, as described in section 3750.06(D) of Revised Code
HCAP
DISPROPORTIONATE
SHARE
Who must report: Each hospital receiving HCAP funds
Report sent to: Ohio Department of Job and Family
Services
OAC
§ 5101:3-2-07.17
60
16
Timing: Annually
Information included: The number and identity of patients
served who are at or below the poverty guideline
HOSPICE SERVICES Who must report: Hospices
Report sent to: Data entered into Department of Family
and Job Services Interactive Voice Response System
Timing: Within 30 days after beginning date of service,
and again within 30 days after ending service
Information included: Varies for hospice and physician,
but includes provider number, Medicaid consumer’s I.D.
number, beginning and ending dates of service, physician
certification dates; terminal diagnoses, and date of death
OAC
§ 5101:3-56-03.3
440
HOSPITAL COST
REPORT
Who must report: Every Hospital
Report sent to: Department of Jobs and Family Services
Timing: On or before first day of July or within 180 days
of end of hospital’s fiscal year
Information Included: financial statement for the
preceding calendar year that accurately reflects the income,
expenses, assets, liability, and net worth of the hospital,
and accompanying notes, prepared by an independent CPA
and reflect an official audit report prepared in a manner
consistent with generally accepted accounting principles
ORC § 5112.04
Repealed effective
10/16/2013
59
HOSPITAL
PERFORMANCE
MEASURES
Who must report: Every Hospital
Report sent to: Department of Health
Timing: Before the 1st of April, and before the 1
st of
October
Information included: Information that shows the hospital’s
performance in meeting each of the inpatient and outpatient
service measures specified in rules adopted under section
3727.41 of the Revised Code. In submitting information
ORC § 3727.33,
OAC § 3701-14-02
144, 151
17
under this section, each hospital shall do all of the
following: (A) Submit the information for the hospital’s
inpatient and outpatient services regardless of who pays the
charges incurred for the services; (B) For each measure for
which the information is submitted, use the form and
specifications for the measure that the entity that developed
or endorsed the measure recommends be used for the
measure; (C) Adjust for risk, as needed, the information for
a particular measure in accordance with the risk adjustment
methodology that the entity that developed or endorsed the
measure recommends be used for the measure; (D) Provide
for the information to reflect the hospital’s performance in
meeting the measures over a twelve-month period
HOSPITAL
REGISTRATION:
EMPLOYEES AND
PATIENT CARE
SERVICES
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: Number of employees, including
contract employees, and number providing patient care
services of these types (report total number of employees
and total full-time equivalents): (a) Physician services such
as interns, residents, salaried physicians, contracted
physicians; (b) Dental services such as dentists, dental
residents; (c) Nursing services such as RNs, CNPs, clinical
nurse specialists, certified nurse-midwifes, CPNAs, LPNs,
nursing assistants; (d) Pharmacy services such as
pharmacists, pharmacy technicians; (e) Clinical laboratory
such as medical technologists or technicians, other
licensed/certified lab personnel; (f) Dietary services such as
registered or licensed dietitians, dietetic technicians; (g)
Radiological services such as technologists, technicians,
other licensed/certified radiological personnel; (h)
Therapeutic services such as occupational therapists,
physical therapists, physician assistants, respiratory
therapists, speech/audiology therapists, medical social
ORC § 3701.07,
OAC § 3701-59-05
15, 25
18
workers; (i) Mental health services such as psychologists,
psychiatric social workers; (j) All other services including
certified/licensed health professional and technical
personnel
HOSPITAL
REGISTRATION:
GENERAL
INFORMATION,
BIRTHS, AND SAFETY
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: Reports should include information
needed to identify and classify the institution (see below);
information on facilities and type and volume of services
provided (see below); number of beds by category of care
(see below); number of licensed or certified professional
employees by classification (see below); the number of
births that occurred at the hospital the previous calendar
year; and any other information that the council considers
relevant to the safety of patients; country (or state if other
than Ohio) of residence of patients at the time of
admission, reported in the aggregate
ORC § 3701.07,
OAC § 3701-59-05
15, 25
HOSPITAL
REGISTRATION:
IDENTIFICATION AND
CLASSIFICATION OF
HOSPITAL
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: (1) Hospital identifying information,
including name, address, mailing address if different than
address, county, telephone number, e-mail address, hospital
number assigned by the department, and corporate name, if
different than hospital name; Name and title of
president/CEO; Name, title, and telephone number of
individual responsible for submitting hospital registration
information to the department; Accreditation/certification
status; Name, address, county, and zip code of satellite
units; Type of entity that controls operation of the hospital,
ORC § 3701.07,
OAC § 3701-59-05
15, 25
19
such as not-for-profit, for profit, government, or other;
Name of multi-hospital system of which the hospital is a
part, if applicable; (2) Primary hospital classification from
one of the following categories: (a) General hospital; or (b)
Special hospital, including: (i) Alcohol and drug hospital;
(ii) Burn care hospital; (iii) Children’s hospital; (iv) Long
term acute care hospital; (v) Maternity hospital; (vi)
Physical rehabilitation hospital; (vii) Psychiatric hospital;
or (viii) Other special hospital
HOSPITAL
REGISTRATION:
MEDICAL STAFF
SPECIALIZATION
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: Numbers of medical staff delineated
by primary area of specialization and category as follows:
(1) Area of specialization: (a) Medical:
Allergy/immunology, anesthesiology, cardiology, dentistry,
dermatology, emergency medicine, family practice,
gastroenterology, internal medicine, general practice,
hematology, neonatology neurology, nuclear medicine,
obstetrics and gynecology, oncology, ophthalmology,
otorhinolaryngology, pathology, pediatrics, physical
medicine, podiatry, psychiatry, radiology, rheumatology,
urology, general medicine rotation program, and any other
medical specialty; or (b) Surgical: Cardiovascular, colon
and rectal, general neurological, orthopedic, plastic,
thoracic, surgery rotation program, and any other surgical
specialty; (2) Categories: (a) Active and associate medical
staff; (b) Active and associate medical staff who are board
certified; (c) House staff; (d) House staff who are in
ORC § 3701.07,
OAC § 3701-59-05
15, 25
20
training positions approved by the accreditation council of
graduate medical education or the American osteopathic
association; and (e) House staff who are in training
positions approved by the American dental association
HOSPITAL
REGISTRATION
REPORT: SERVICES
AND SATELLITE
UNITS
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: (1) Information on the type and
volume of services provided by the hospital, including but
not limited to the following: Number of inpatient surgical
cases; Number of outpatient surgical cases; Number of
surgical operating rooms in the following categories; (a)
Inpatient; (b) Outpatient; and (c) Dual purpose (inpatient
and outpatient); Number of patients treated in the
emergency room and released; Number of patients treated
in the emergency room who were admitted to the hospital;
Level designation, if institution is a trauma center verified
by the American college of surgeons; Level designation, if
institution is a pediatric trauma center verified by the
American college of surgeons; (2) Information on the type
and volume of services provided by the satellite units,
including the following: (a) Types of services provided; (b)
Total number of patients treated (on an outpatient basis) for
each type of service provided; Name, address, county, and
zip code of satellite units
ORC § 3701.07,
OAC § 3701-59-05
15, 25
HOSPITAL
REGISTRATION:
REPORT OF BEDS AND
INPATIENT CARE
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: The total number of beds, by
category, of inpatient care provided; Number of admissions
(including individuals transferred from another unit within
the hospital), number of patient days of care, and number
ORC § 3701.07,
OAC § 3701-59-05
15, 25
21
of beds in use for: (1) Alcohol or drug abuse rehabilitation;
(2) Burn care; (3) Hospice; (4) Level I newborn care
service nursery; (5) Level II newborn care service
intermediate care nursery; (6) Level III newborn care
service intensive care nursery; (7) Level I obstetric care
service; (8) Level II obstetric care service; (9) Level III
obstetric care service; (10) Long term acute care; (11) Long
term nursing facility beds (as defined in OAC 3701-59-
05(11)(a)-(g)); (12) Medical/surgical – General; (13) beds
in a pediatric intensive care unit; (14) Pediatric – General
(services for patients less than 22 years of age); (15)
Physical rehabilitation; (16) Psychiatric care; (17) Special
care; (18) Special skilled nursing (as defined in OAC 3701-
59-05(18)); or (19) Swing bed (hospital beds with an
average length of stay of 30 days or less than may also be
used for long term care as certified under the Social
Security Act)
HOSPITAL
REGISTRATION:
REPORT OF
INPATIENT
DISCHARGES
Who must report: Every hospital
Report sent to: Ohio Department of Health
Timing: By the 1st of March
Information included: Number of inpatient discharges for
each of the following: (1) Discharges to home, without
referral to home care or hospice services; (2) Discharges to
home, with a referral to home care services; (3) Discharges
to home, with a referral to hospice care program; (4)
Transfers to inpatient service of a hospice care program;
(5) Transfers to other hospitals; (6) Transfers to a home
licensed as a nursing home under Chapter 3721 of the
Revised Code or facility certified under Title XVIII of the
Social Security Act; (7) Total patients expired in the
hospital; and (8) Total patients discharged
ORC § 3701.07,
OAC § 3701-59-05
15, 25
22
INFLAMMATION OF
THE EYES OF A
NEWBORN AND
GONORRHEAL
OPTHALMIA
Who must report: Every physician, surgeon, obstetrician,
certified nurse-midwife, nurse, maternity home or hospital
of any nature, or any other attendant on any person with
inflammation of the eyes
Report sent to: The health commissioner of the city or
general health district within which such person may
reside.
Timing: Within 6 hours of knowing condition
Information included: The Ohio Department of Health
shall direct what facts to include
ORC § 3701.51,
§ 3701.52
406, 407
LIST OF COSTS Who must report: Every hospital
Report sent to: Made available to the public in hardcopy
and on the hospital’s web site
Timing: Make available at the time of admission or as
soon as practical thereafter
Information included: (1) usual room and board charges
for each level of care within the hospital; (2) rate charged
for nursing care; (3) usual charges, stated separately for
inpatients and outpatients, for the 30 most common x-ray
procedures; the 30 most common lab procedures;
emergency room services; operating room services;
delivery room services; physical, occupational and
pulmonary therapy services; and any other services
designated as high volume services; (4) The hospital’s
billing policies, including whether the hospital charges
interest on an amount not paid in full by any person or
government entity and the interest rate charged; (5)
Whether or not the charges listed include fees for the
services of hospital-based anesthesiologists, radiologists,
pathologists, and emergency room physicians and, if a
charge does not include such fees, how such fee
information can be obtained.
ORC § 3727.42
147
23
MATERNAL OR
NEWBORN DEATHS
Who must report: Maternity and newborn care units
Report sent to: Department of Health
Timing: Not specified
Information included: (1) Death of fetus 20 weeks or
greater showing life through delivery; (2) death of live
neonates before 28 days of age from delivery or admission;
(3) infant death through one year of age form delivery or
admission; (4) maternal death; (5) neonatal or infant
abduction; and (6) discharge of neonate or infant to wrong
family or organization
OAC
§ 3701-7-15(E)
195
MEDICAL LIABILITY
CLOSED CLAIMS
Who must report: All authorized insurers, surplus lines
insurers, risk retention groups, self-insurers, the medical
liability underwriting association (if any), or any other
entity that offers medical malpractice insurance to, or that
otherwise assumes liability to pay medical, dental,
optometric or chiropractic claims for, risks located in this
state
Report sent to: The superintendent of insurance or the
superintendent’s designee
Timing: On or before May 1st each year
Information included: Information regarding any medical,
dental, optometric, or chiropractic claim asserted against a
risk located in this state, if the claim resulted in a final
judgment or settlement in any amount, or a final disposition
of the claim resulting in no indemnity payment on behalf of
the covered person(s). The report shall include for each
claim the information specified in section 3901-1-64 of the
Ohio Administrative Code
OAC § 3901-1-64
157
24
MEDICAL LIABILITY
PAYMENTS
Who must report: Any insurer providing professional
liability insurance to an individual authorized to practice
under chapter 4731, or any other entity that seeks to
indemnify the professional liability of such an individual
which has a final disposition of any written claim for
damages which results in a payment exceeding $25,000
Report sent to: The state medical board
Timing: Within 30 days of the final disposition of the
written claim
Information included: The name and address of the person
submitting the notification; name and address of insured
who is the subject of the claim; name of person filing the
written claim; date of final disposition; identity of court in
which final disposition of claim took place
ORC
§ 4731.224(D)
1040
MENTAL HEALTH
INPATIENT
REPORTABLE
INCIDENTS
Who must report: Inpatient psychiatric service provider
Report sent to: Department of Mental Health
Timing: Within 24 hours of discovery, exclusive of
weekends and holidays; a six month data report must be
submitted for the period of January first to June thirtieth of
each year and shall be submitted no later than July thirty-
first of the same year; a six-month data report for the
period of July first to December thirty-first of each year
shall be submitted no later than January thirty-first of the
following year
Information included: Any event that poses a danger to the
health and safety of patients and/or staff and visitors of the
hospital, and is not consistent with routine care of persons
served or routine operation of the hospital must be reported
on form DMH-LIC-013;
OAC
§ 5122-14-
01(C)(56),
§ 5122-14-10(H),
§ 5122-14-14(F)
625, 635, 653
25
MENTAL HEALTH
INPATIENT
REPORTABLE
INCIDENT:
RESTRAINT-RELATED
INCIDENTS
Who must report: Hospital or inpatient psychiatric service
provider
Report sent to: Ohio Department of Mental Health
Timing: Within 24 hours of discovery, exclusive of
weekends and holidays when any of the following incidents
occur: (1) Instance of physical injury to a patient that is
restraint-related, e.g. injuries incurred when being placed in
seclusion and/or restraint or while in seclusion or restraint ,
with the exception of injury that is self-inflicted, i.e. a
patient banging his/her own head; (2) death that occurs
while a person is restrained or in seclusion; (3) death
occurring within twenty-four hours after the person has
been removed from restraint or seclusion, and (4) death
where it is reasonable to assume that a perosn’s death may
be related to or is a result of such seclusion or restraint
Information included: Information shall be reported on
form DMH-LIC-013
OAC
§ 5122-14-
01(C)(56),
§ 5122-14-10(H),
§ 5122-14-14(F)
625, 635, 653
MENTALLY ILL:
DEATH, ESCAPE,
DISCHARGE, TRIAL
VISIT OR RETURN
Who must report: Chief clinical officer of a public hospital
Report sent to: The department of mental health and the
board of alcohol, drug addiction, and mental health services
serving the patient’s county of residence
Timing: Immediately
Information included: Notification of the removal, death,
escape, discharge, or trial visit of any patient hospitalized
under section 5122.15 of the Revised Code, or the return of
such an escaped or visiting patient to the department, the
probate judge of the county from which such patient was
hospitalized, and the probate judge of the county of
residence of such patient. In case of death, the chief clinical
officer also shall notify one or more of the nearest relatives
of the deceased patient, if known to him, by letter,
telegram, or telephone
ORC § 5122.23
612
26
MENTALLY ILL:
INVOLUNTARY
ADMISSION
Who must report: The chief clinical officer of the hospital,
agency, or facility in which the person is an involuntary
patient
Report sent to: The Bureau of Criminal Identification and
Investigation
Timing: Within 7 days of the commitment or adjudication
of involuntary commitment
Information included: The identity of an individual found
by a court to be a mentally ill person subject to
hospitalization by court order or that becomes an
involuntary patient other than one who is a patient only for
purposes of observation, according to the form described in
division (c) of section 5122.311 of the Revised Code
ORC § 5122.311
618
MUNICIPAL
HOSPITAL REPORT
TO LEGISLATIVE
AUTHORITY
Who must report: Municipal hospital board of trustees
Report sent to: The Bureau of Criminal Identification and
Investigation
Timing: On the first Monday of January
Information included: Statement of receipts and
expenditures for the year and an estimate of the amount
necessary to maintain and improve the hospital for the
ensuing year
ORC § 749.34
85
NEWBORN HEARING
SCREENING
Who must report: Hospitals and freestanding birth centers
Report sent to: Attending physician or designee,
parent/guardian, and director of Ohio Department of Health
Timing: Notify pursuant to hospital protocol; notify Ohio
Department of Health within 10 calendar days
Information includes: The name of each infant identified
as being hearing impaired and the name and address of the
infant’s parent, guardian, or custodian. Results must be
sent to the primary physician even if child not hearing
impaired
OAC § 3701-40-02,
ORC § 3701.505,
§ 3701.508
391, 387, 388,
27
NEWBORN
SCREENING FOR
CRITICAL
CONGENITAL HEART
DISEASE
Who must report: Hospitals and freestanding birthing
centers
Report sent to: Ohio Department of Health
Timing: to be determined in regulations
Information includes: results of CCHD screening and other
information to be specified in regulations
ORC § 3701.5010
Effective 9/29/13
Rules to be issued
in/by early 2014
Not in Handbook
NEWBORN
SCREENING FOR
GENETIC,
ENDOCRINE, OR
METABOLIC
DISORDERS
Who must report: The person who submitted the specimen,
and the physician to whom a child is referred
Report sent to: Ohio Department of Health
Timing: Not specified except the physician to whom the
child is referred must report within 30 days of the referral
Information included: Test results, child disposition
ORC
§ 3701.501(D),
OAC § 3701-55-08
385, 405
NURSE OR DIALYSIS
TECH MISCONDUCT
Who must report: Every employer of registered nurses,
licensed practical nurses, or dialysis technicians
Report sent to: The Board of Nursing
Timing: Not specified
Information included: The name of any current or former
employee who holds a nursing license or dialysis
technician certificate issued under this chapter who has
engaged in conduct that would be grounds for disciplinary
action by the board under section 4723.28 of the Revised
Code using forms provided by the Board of Nursing
ORC § 4723.28,
§ 4723.34
947, 956
OCCUPATIONAL
DISEASE
Who must report: Every physician attending on or called
in to visit a patient whom the physician believes to be
suffering from an occupational disease
Report sent to: Ohio Department of Health
Timing: Within 48 hours from the time of first attending
such patient
Information included: The name, address, telephone
number, date of birth, race, gender and occupation of the
patient; the name, address, telephone number, and business
of the patient’s employers; the nature of the disease or
ORC § 3701.25,
OAC § 3701-3-02.1
825, 838
28
ailment; and the name, address and telephone number of
the physician. The following occupational diseases are
required to be reported: (1) Poisoning from phosphorous,
brass, arsenic, mercury, wood alcohol or their compounds;
(2) Compressed air illness; (3) Silicosis; (4) Occupational
asthma; (5) Pesticide poisoning; (6) Cumulative trauma
disorders including, but not limited to, carpal tunnel
syndrome and persistent and recurring tendonitis; (7)
Poisoning from heavy metals including, but not limited to,
nickel and cadmium; (8) Asbestosis; (9) Mesothelioma;
(10) Amputation of limb or digit; and (11) Burns resulting
from exposure to chemical, flame, or heat and of such
severity as to cause admission into a hospital burn unit, or
other health care facility
PATERNITY
ACKNOWLEDGEMENT
&
UNMARRIED
MOTHERS
Who must report: Each hospital
Report sent to: Office of child support in the Department
of Job and Family Services
Timing: Within 10 days of completion of the form
Information included: Completed acknowledgment of
paternity form that has been provided to an unmarried
mother, and father if possible, after birth has been given in
the hospital
ORC § 3727.17
380
PHYSICIAN
ASSISTANTS:
DISCIPLINARY
ACTIONS
Who must report: The chief administrator or executive
officer of any health care facility
Report sent to: State Medical Board
Timing: Within 60 days after imposition of formal
disciplinary action
Information included: The name of the physician assistant,
the action taken, and a summary of the underlying facts.
ORC § 4730.32(A)
1008
29
Upon request, the Board shall also be provided with copies
of the patient records involved. Prior to release to the
Board, the summary shall be approved by the peer review
committee that reviewed the case or by the governing
board of the facility
PHYSICIAN
ASSISTANTS:
SUSPECTED
VIOLATIONS
Who must report: A physician assistant, physician,
professional association or society of physician assistants
or physicians
Report sent to: State Medical Board
Timing: Not specified
Information included: The information leading the
individual to suspect a violation has occurred
ORC § 4730.32(B)
1008
PHYSICIANS, LIMITED
PRACTITIONERS:
DISCIPLINARY
ACTIONS
Who must report: The chief administrator or executive
officer of any health care facility
Report sent to: State Medical Board
Timing: Within 60 days after disciplinary action has been
taken
Information included: The name of the individual, the
action taken, and a summary of the underlying facts. Upon
request, the Board shall be provided certified copies of the
patient records involved. Prior to release to the Board, the
summary shall be approved by the peer review committee
that reviewed the case or by the governing board of the
facility
ORC §
4731.224(A)
1040
PHYSICIANS, LIMITED
PRACTITIONERS:
SUSPECTED
VIOLATIONS
Who must report: Any individual authorized to practice
under this chapter or any professional association or society
of such individuals
ORC § 4731.224(B)
1040
30
Report sent to: State Medical Board
Timing: Not specified
Information included: The information leading the
individual to suspect a violation has occurred
PRESCRIPTIONS
Who must report: Each licensed health professional
authorized to prescribed drugs who personally furnishes to
a patient a controlled substance or other dangerous drug
Report sent to: The state board of pharmacy drug data
base, Ohio Automated Rx Reporting System (OARRS)
Timing: The information shall be submitted in accordance
with any time limits specified by the board
Information included: (1) Prescriber identification; (2)
patient information; (3) date drug was furnished by the
prescriber; (4) indication of whether the drug furnished is
new or a refill; (5) name, strength, and national drug code
of drug furnished; (6) Quantity of drug furnished; (7)
number of days’ supply of drug furnished; (8) source of
payment for the drug furnished; and (9) identification of
the owner of the drug furnished
ORC § 4729.79
108, 109
RABID ANIMAL
Who must report: Any veterinarian or other person who
examines, treats, owns, harbors or cares for any animal
with symptoms or behavior of rabies
Report sent to: Local health district
Timing: Within 24 hours
Information included: The fact that such mammal is
confined and isolated in suitable quarters. Animal shall be
OAC § 3701-3-30
805
31
confined until it has been determined that it is not afflicted
with rabies. If determined to be rabies, health
commissioner shall take act to prevent the occurrence of
rabies in persons or mammals known or presumed to have
been exposed
RADIATION-
GENERATING
EQUIPMENT OR
MATERIAL
MISHAPS
Who must report: A licensee of radioactive material or
facility that handles radiation-generating equipment must
report certain misadministrations of radiation.
Report sent to: Ohio Department of Health
Timing: No later than next calendar day after handler
ascertains a misadministration occurred, and file written
report within 15 days after initial report
Information includes: Licensee’s name, name of
prescribing physician, description of event, why event
occurred, effect on individual receiving misadministration,
actions taken to prevent recurrence, and certification that
handler notified individual or responsible relative or
guardian (or why not)
OAC
§§ 3701-83-47,
3701-84-71,
3701:1-67-12,
3701:1-58-101
238, 288, 926,
927
RADIOACTIVE WASTE
Who must report: Any generator of radioactive waste
Report sent to: Director of Health
Timing: Generators of low level radioactive waste
(LLRW) must submit an annual report by April 30th
containing specified LLRW information
Information includes: Please see information found at
OAC § 3701:1-54-02
OAC
§ 3701:1-54-02
924
SEXUALLY
TRANSMITTED
DISEASES
Who must report: A health care provider or any person
with knowledge of a case or suspected case of a sexually
transmitted disease listed at OAC § 3701-3-03
OAC § 3701-3-02,
§ 3701-3-03
through 3701-3-05
835, 839, 840
32
Report sent to: Director of Health or his or her designee
Timing: Varies by disease; see OAC § 3701-3-03 for list
of diseases and appropriate timing
Information included: Reports shall be made to the board
of health on forms included
TAX-EXEMPT
REGISTRATION AND
REPORTING
Who must report: Non-profit hospitals and certain other
charities
Report sent to: Ohio Attorney General
Timing: Annually after registering
Information included: All information required on the
provided registration forms, as specified under OAC §
109:1-1-02 or (for group or consolidated registration) under
OAC § 109:1-1-03. All charitable trusts with gross receipts
of more than $25,000 for any taxable year or gross assets of
more than $25,000 shall report annually the information
specified in OAC § 109:1-1-04 by the 15th day of the 5th
month following the close of the trust's taxable year
OAC § 109:1-1-01
to § 109:1-1-04
141-144
TRAUMA
DESIGNATION
BY
AMERICAN COLLEGE
OF SURGEONS
Who must report: Each hospital
Report sent to: Ohio Department of Health and Emergency
Medical Services Division of the Department of Public
Service and the appropriate regional directors and regional
advisory boards under the Revised Code
Timing: Promptly upon change in its American College of
Surgeons Designation
Information included: Whether the hospital ceases to be an
adult or pediatric trauma center verified by the American
college of surgeons; whether the hospital changes its level
of verification as an adult or pediatric trauma center;
whether the hospital commences to operate as an adult or
pediatric trauma center under provisional status; whether
the hospital changes the level of verification or
ORC § 3727.102
309
33
reverification it is seeking under its provisional status;
whether the hospital ceases to operate under its provisional
status; whether the hospital receives verification or
reverification in place of its provisional status. This
notification must be in writing
TRAUMA:
PATIENT DATA
Who must report: All emergency medical service
organizations
Report sent to: Ohio Board of Emergency Medical
Services
Timing: Annually
Information included: Information as specified in section
4765.06 and any information the board determines is
necessary for maintaining the incidence reporting system
ORC § 4765.06
315
TUBERCULOSIS
(COUNTY
REPORTING)
Who must report: A physician
Report sent to: The county or district tuberculosis control
unit
Timing: When a physician completes diagnostic studies
confirming that an individual has tuberculosis; any time
prior to completion of diagnostic studies if the signs and
symptoms demonstrated by an individual are sufficient for
the physician to suspect that the individual has
tuberculosis; or at any time it is determined that an
individual's tuberculosis is resistant to one or more drugs
Information included: Confirmed and suspected cases of
tuberculosis; resistance of an individual's tuberculosis to
one or more drugs; the individual's adherence to the
treatment regimen prescribed if the individual does not
adhere to the regimen. Plus, all information that the
tuberculosis control unit requests
ORC § 339.78
OAC § 3701-3-02,
§ 3701-3-03,
through § 3701-3-
05
794, 835, 839,
840
34
TUBERCULOSIS
(STATE REPORTING)
Who must report: Health care providers with knowledge of
a case or suspect case, including the person in charge of
any laboratory that examines specimens of human origin
for evidence of diseases
Report sent to: Board of Health
Timing: By the end of the next business day after the case
or suspected case presents
Information included: Reports shall be made on forms as
prescribed and provided by the director, and shall include
the following information: (1) patient name; (2) diagnosis
or suspected diagnosis; (3) date of birth; (4) sex; (5)
telephone number; (6) street address, including city, state,
and zip code.
OAC §§ 3701-3-02
through
§ 3701-3-05
835 - 840
UNCLAIMED OR
UNIDENTIFIED BODY
Who must report: Superintendents of city hospitals
founded and supported in whole or in part at public
expense
Report sent to: Secretary of the Board of Embalmers and
Funeral Directors of this state, or the professor of anatomy
in a college which by its charter is empowered to teach
anatomy
Timing: Before burial
Information included: The fact that you are in possession
of bodies not claimed or identified, or which must be
buried at the expense of the state, county, or township
ORC § 1713.34
422
WOUNDS FROM
GUNSHOT, STABBING,
OR OTHER
VIOLENCE; DEATH,
BURN INJURY
Who must report: Physician, limited practitioner, nurse,
person giving aid to sick or injured person; other person
Report sent to: Law enforcement authorities
Timing: Various; immediately if death; within 3 days for
2nd or 3rd degree burn injury
ORC § 2921.22
677
35
Information included: That a gunshot or stab wound has
been treated or observed, or any serious physical harm to
persons that is reasonably believed to have resulted from an
offense of violence; dead body or death; certain burn
injuries
Revised July 2013