EHARS TO CAREWARE PILOT PROJECT UPDATE AND TRAINING 6/9/2015

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


• What is it?• Who is included?• Why do we do it?




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





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






Where to find eHARS lab data in CAREWare?

What it looks like when there is eHARS data in CAREWare?






Generating an Active ROI report





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?

Documents

EHARS TO CAREWARE PILOT PROJECT UPDATE AND TRAINING 6/9/2015