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Aggregate Reporting of Pandemic Influenza Vaccine

Doses Administered

Discussion of Option 1: Data Exchange Using CDC’s CRA System and State

Immunization Information (IIS) or Other Existing Systems

Joint Presentation by:

Immunization Services Division

National Center for Immunization and Respiratory Diseases and

Division of Emergency Preparedness and Response

National Center for Public Health Informatics

Webinar Presentation and Demonstration

To Public Health Project Areas

June 6, 2007

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Agenda

• Learning Objectives• Background• Aggregate Reporting Options &

Demonstration• Details on Option 1 of CRA System• CDC Resources and Contacts• Questions and Answers

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Learning Objectives

• Understand Option 1 and the various formats that may be used to report to CRA system

• Understand the operational steps and decisions to be made for Option 1

• Understand the CDC technical support available for Option 1 of CRA system for aggregate reporting

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Background

• The National Strategy for Pandemic Influenza: Implementation Plan calls for monitoring of the appropriate use of a scarce pandemic influenza vaccine

• To accomplish this, states/ project areas will track vaccine doses administered and collect and aggregate minimum data elements and transmit weekly to CDC

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Options for Aggregate Reporting to CDC

• Option 1: For states and project areas collecting data via an existing immunization information system (IIS) or other application, technical specifications were developed for three different data exchange formats: flat file (pipe-delimited), XML file, HL 7

• Option 2: For states and project areas collecting data manually, an aggregate reporting screen was added to CDC’s CRA application to allow direct data entry via a web browser

• Option 3: For states and project areas using CDC’s CRA application to collect patient level information, selected data elements will be automatically aggregated

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Basic Operational Issues For Pandemic Influenza Reporting

• Ensure the timely and complete reporting of vaccine data

• Need to know clinic sites and/or distribution sub sites • Collaborate with key staff, including Immunization

and BT Preparedness

• Ensure staff are trained and equipped• Develop data entry capacity as needed• Develop quality assurance measures and

follow up plans• For example, ‘did the clinic report its doses’

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Example of Doses Administered Provider Record (Required Data Noted)

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Option 1: Data ExchangeSummary of Option• Healthcare provider collects and maintains patient-level

information locally and submits selected data to the IIS or other application

• The state submits aggregate data to CDC’s CRA system on a weekly basis via Immunization Information System or other application using one of three data exchange formats:• Flat file (pipe-delimited) OR• Extensible Markup Language (XML) file OR• Health Level 7 (HL7) Version 2.5

Process Considerations• What level of vaccination data and by whom it will be collected

must be determined; at minimum, core data elements must be collected

• Aggregate data exchange must be consolidated at the project area prior to submission to CDC

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Option 1: Data Exchange (continued)

Technical Considerations• Local application should have capability

to collect core data elements• Core data elements should be extracted

and put into one of three formats following the Aggregate Reporting Guide

• Transport mechanism should be determined and consistent with CDC PHIN standards

• CDC SDN Digital certificates must be in place for access and transfer to CRA

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Option 1: Data Exchange (continued)

Assumptions• Each project area will be reporting one

set of counts for each weekly reporting period (Sunday through Saturday) covering the whole project area

• Reporting requirements only include information pertinent to CDC; project areas should continue to capture individual patient-level information

• Multiple reports (weeks) may be sent in a data exchange

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CDC Technical Support

• Download the Data Exchange Requirements for Pandemic Influenza Aggregate Reporting document from the CRA PHIN website (http://www.cdc.gov/phin/preparedness/cra.html)

• Get access to the CRA Demo system (http://crademo.cdc.gov) contact the PHIN Help Desk (PHINTech@cdc.gov)

• Apply for an SDN Certificate at https://ca.cdc.gov; for password contact the PHIN Help Desk (PHINTech@cdc.gov)

• Contact the CDC Team Help Desk at cdcteamsupport@cdc.gov to request access to the CRA Exchange area of CDC Team website (https://team.cdc.gov)

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Data Exchange Document Highlights

• Section 3.1 - Data picture• Section 3.2 - Minimum data set• Section 4.0 – Vocabulary values• Section 6.0 – Business rules• Appendix A1 through A3 – Format

examples and details

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Option 1: Action Items

1. Select the system that will be used to capture vaccinations

2. Select the format that your system will use: pipe-delimited, XML, or HL7 ORU R01 v2.5

3. Select the transport mechanism your system will use to transfer the information. Options are:

• ebXML including PHINMS• upload using CRA web-based application• CRA-provided transport built on JMS queue

4. Identify a technical point of contact5. Notify Sanjeeb Sapkota (ssapkota@cdc.gov) of

the format and transport mechanism decisions made

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Option 1: Action Items (continued)

If using HL7 Message for aggregate reporting:1. An Object Identifier (OID) for Sending Facility is required2. An OID for the sending system or application is highly

recommended3. CRA will facilitate obtaining an OID

If using ebXML as a transport mechanism:1. A Party ID will need to be obtained and registered with

CDC-CRA2. CRA will facilitate obtaining the Party ID

PHINMS is available for project area installation; CRA will facilitate connecting the project area with PHINMS technical assistance

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Points of Contact and Resources• Toscha Stanley, Immunization Services Division (ISD),

tstanley@cdc.gov• Submit POC information by June 30

• Sanjeeb Sapkota, CRA Team, Division of Emergency Preparedness and Response, ssapkota@cdc.gov or CRAHelp@cdc.gov • Submit option choice by June 30

• CRA Help E-mail CRAHelp@cdc.gov • General aggregate reporting questions and inquiries

• PHIN E-mail PHINTech@cdc.gov • Issuing digital certificates• Getting access to CRA Exchange, an interactive knowledge

sharing and exchange web site (http://team.cdc.gov/)• Getting access to CRA demonstration site• Problem solving

• To get a copy of this presentation: http://www.cdc.gov/phin/preparedness/cra.html

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Webinar and Meeting Schedule

• June 13 : Discuss and demonstrate options 2 and 3

• June 27 : Discuss the seasonal influenza pilot test using CRA system

• July TBD: Open Q&A on options and pilot test• August TBD: Open Q&A on options and pilot

test

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Questions?