BioSense Onboarding Workgroup Meeting
Date: Wednesday, January 7, 2015, 3:00 PM – 4:00 PM EDT (1:00 PM – 2:00 PM MDT)
Attendees:
State/Local Public Health:
Federal:
Anne Burke (Utah)
Matthew Dollacker (CDC contractor)
Laurel Boyd (Oregon)
Travis Mayo (CDC contractor)
Jeff Johnson (San Diego)
Corey Cooper (CDC contractor)
Anil Nair (West Virginia)
Melissa Landa (CDC contractor)
Promise Nkwocha (New York City)
Margaret Marshburn (CDC contractor)
Peggy Cobey (Alaska)
Terence Merritt (CDC contractor)
Dave Swenson (New Hampshire)
Jianhua Chen (New York City)
Associations:
Rosa Ergas (Massachusetts)
Mark Sum (ASTHO)
Karen Felicetta (Nevada)
Scott Gordon (ASTHO)
Farah Naz (Kansas)
Laura Streichert (ISDS)
Brian Farris (Nevada)
Brooke Evans (ISDS)
Dave Heinbaugh (Tarrant County)
Natasha Close (Washington)
Other:
Tonya McKennley (Tennessee)
Kathy Moore (WVHIN)
Paulina Osinska (Washington)
Sarah Kerr (New York City)
Traci Townsen (TruvenHealth)
Stacey Hoferka (Illinois)
Onboarding Workgroup Announcements
BUG Roundtable
Onboarding is an ongoing issue
Promise Nkwocha from NYC will be presenting in February
Travis Mayo, lead/manager BioSense onboarding contractor – plan for future for
onboarding in BioSense
Want to know how the workgroup can support ICF and vice versa - partner
BioSense Onboarding Overview
Presented by Travis Mayo, Onboarding Manager – InductiveHealth Informatics
ICF is prime contractor, InductiveHealth Informatics is a subcontractor
Started BioSense onboarding in October
Team Members
Travis Mayo – Onboarding and Support Manager
Corey Cooper – Onboarding and Support
Thom Clay - Onboarding and Support
Matthew Dollacker - Onboarding Subject Matter Expert
Agenda
1. Brief Introduction
2. Overview of Current Onboarding Process
3. Onboarding Roadmap (2015 Goals)
4. Illustration of Support Levels
5. Key Issues
Brief Introduction
1. Expertise – new to syndromic surveillance and reaching out for help from the
community
2. Experience with surveillance in general
Onboarding Process
1. Engage
1. Make introduction
2. Send documentation (using SSTP)
2. Connect
1. Establish connection
2. “Hello world” test
3. Validate
1. Send HL7 messages
2. Assess data quality
3. Validate readiness
4. Operate
1. Move to production
2. Provide support – low-level (keep app running)
Improvements to all of these phases that they’d like to make
Report the numbers to CDC to represent overall health of BioSense program
Onboarding Roadmap
Started in Sept, full operations in Oct.
1. Publish Documentation
2. Implement New Ticketing System
3. Improve Data Validation Process
4. Improve Reporting
Documentation
Providing good documentation for onboarding – make process and self-sufficient as
possible – could make it automated
Provide updates about what is happening with data
Slow down on onboarding to make it automated
Dual mandate: increase amount of data and improve data quality
1. Web Based Documentation
2. Technical Guide for Onboarding
3. Data Validation Requirements
1. Roadmap
2. Explanations
3. Categories (Must Have, Expect to Have, Good to Have)
4. Guide to performing “Data Quality” assessments
5. Data Mapping
6. Tools and External Resources
Ticketing
Goals:
1. Improve Issue Tracking
2. Improve Reporting
3. Faster Issue Resolution
Ticketing – making a big improvement this year
JIRA Service ticket – users will be able to create and monitor tickets
Data Validation
Goals:
1. Faster Response to Validation Requests
2. Improve Understanding of Validation
3. Prepare for Increased Onboarding Activity
4. Provide Better Tools
Soliciting help for data quality and validation – what are the roles and guidelines?
Find a spot for onboarding on CDC website – not duplicate, but to point to new
documentation (web-based) (portal)
Data validation is time-consuming – resource-intensive
Reporting
Goals:
1. Improve CDC Program Governance
2. Assess Tools for Jurisdictional Reporting
1. Validation / Quality
2. Volume / Aggregate Counts
3. Issue Alerting
Reporting – are my facilities sending data? MU requirements?
Taking guidance from CDC to help identify the important tools and helpfulness to
community
Jurisdictional Support Levels
1. Self support – do the same work but send validation ID, new account to view data –
“low maintenance”
1. Provides full onboarding support
2. Provides full data validation support
3. Performs raw data checks on HL7
4. Often forwards all data through existing feed or uses HIE
5. Requires “Facility Table” updates
6. Requires occasional new account
2. Full support – require everything to bring on whole new hospitals – process-intensive
1. Requires CDC BioSense team to perform Engagement calls and Validation tests
2. Sends data directly from Hospital to BioSense
3. Requires “Facility Table” updates
4. Requires many new accounts
3. Blended support (majority) – require engagement and data validation
1. Generally performs Engagement tasks
2. Performs data quality checks via phpMyAdmin
3. Requires Validation tests
4. Requires CDC assessment of raw HL7 files
5. Requires “Facility Table” updates
6. May require many new accounts
Key Items Needing Work
-Locker to HL7 mapping – all-over mapping of data as it lands, is processed, and churned
out
-Validation and quality – many sites not able to perform validation for individual
facilities – automate and improve
-Facility Type is not standardized (coding)
-BioSense 1.0 migration – migrate off and use EHR vendor and move to BioSense 2.0
How we want to balance jurisdictional profiles moving forward – put more jurisdictions
in blended support/self-support – distribute knowledge effectively
Knowing what to do and knowing not how to do it - peers
BioSense doing all onboarding for your jurisdiction? – identifying who’s in this category
and involving them directly – understanding limitations etc. – lack of resources?
Improving toolsets and documentation – easier to become that middle tier
Validate phase – biggest backlog – improve so facilities are sending the right information
in the first place
Request for Input/Discussion
1. Best way to do onboarding work is through groups – multiple facilities in one go
2. Feel free to communicate with this team
3. Support and internal updates that need to happen – opportunities for more
4. Separate activities – onboarding enhancements and features to make it possible
5. Demo and go through the onboarding process – provide transparency
6. Feel for how to process data – what is going on from a process and data quality
standards – topic for greater BUG
7. Waiting for green light in terms of ticketing
8. How binning happens,
9. Get everyone on same page for validation – problem is jurisdiction doesn’t see
the data (raw HL& message)/matter of resources (haven’t read documentation
or documentation is unclear)
10. Good for community if they understood best practices
11. HIEs work well
12. Process documents online but no idea of what works best – these presentations
via onboarding workgroup are intended to drive at that
13. CDC NSSP is working on communications
Email: BioSenseProgram@cdc.gov with any questions
Next meeting: February 4, 1-2pm MDT, 3-4pm EDT