EHARS TO CAREWARE
PILOT PROJECT
UPDATE AND TRAINING
6/9/2015
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
•
•
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
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.
Timeline
Date
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 2015
June 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 CAREWARE
Corelle 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 populationbased 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 HIVinfected
Persons
Living in
Minnesota
All tested and
reported HIVinfected
Persons
Surveillance
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: corelle.nakamura@state.mn.us
• Jessica Brehmer: jessica.brehmer@state.mn.us
• Allison LaPointe: allison.lapointe@state.mn.us
• CAREWare:
• Dennis London: dennis.london@state.mn.us
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?