HIV and MDSS Updated 7/27/2011

Introduction Security  Features  Training Entering Cases, Case Flow and Closing Cases De-duplication Data

Introduction Reporting HIV via MDSS is optional. Paper case report forms (CRFs) will still be accepted The CRF in MDSS is almost identical to the paper case report form – very few changes For new MDSS users, please contact your regional epidemiologist to schedule a training

Introduction Understanding the data flow:  Completed MDSS CRFs (and paper CRFs) will be entered (manually) or imported into the eHARS state registry  We are required to maintain data in the state registry and therefore, all data requests (including case counts) should still come through your HIV state contact, or by accessing the available HIV stats on-line:

Security To secure HIV data within MDSS, we have created additional program areas  All programs that were in MDSS originally, now have the option of HIV as well  For example, if the user had an ‘STD-TB’ program role and they will require HIV program access, then please have the MDSS admin contact Erin Crandell-Alden ( ) and the program change can be made to ‘STD-TB- HIV’

Security  CDC guidelines recommend annual confidentiality and security training for individuals handling HIV data. HIV MDSS users are strongly encouraged to participate in any trainings held by their institution  If training is not available at your facility, MDSS HIV Users are encouraged to complete the ‘MDSS Security and Confidentiality Training’ powerpoint and read the ‘HIV/AIDS MDSS Policy’ on an annual basis  These can be found by visiting  Click on ‘Data Security and Confidentiality’  MDSS-HIV/AIDS Confidentiality Policy MDSS-HIV/AIDS Confidentiality Policy  MDSS Security and Confidentiality Training and Guidelines MDSS Security and Confidentiality Training and Guidelines

Entering Cases Detailed instructions on filling out the CRF in MDSS can be found at the following link:   Click on ‘HIV/AIDS’  Click on ‘Forms’  Click on ‘Surveillance: Case Reporting and Projects’Surveillance: Case Reporting and Projects  Here you will find ‘MDSS HIV/AIDS Adult Case Report Form-ADULT INSTRUCTIONS’ and ‘MDSS HIV/AIDS Pediatric Case Report Form - PEDIATRIC INSTRUCTIONS’MDSS HIV/AIDS Adult Case Report Form-ADULT INSTRUCTIONSMDSS HIV/AIDS Pediatric Case Report Form - PEDIATRIC INSTRUCTIONS

Entering Cases General tips:  To enter a new HIV CRF in MDSS, please activate the pdf by selecting the ‘Detail’ button (rather than entering information through the HTML/tab form)  MDSS requires month, day and year in the format mm/dd/yyyy. Therefore, if a date is missing the ‘day’, enter ‘1’ for the day. If a date is missing the ‘month’, enter ‘7’ for the month. For example, for dates without complete date information, only month and year available (i.e., 03/2010), please enter date as 03/01/2010. For dates with only year available (i.e.,../../2010), please enter date as 07/01/2010

Entering Cases  General Tips (cont)…  Complete all data elements for ALL address sections on the CRF. At minimum, ensure that city, zip, county and state are entered.  Facility of Diagnosis : First, select the Facility County where the patient was first diagnosed. This will populate the available facilities in the next field. It is important to select the facility from ‘Select Facility’ drop-down list if possible. If the facility is not found in the list only then enter the complete facility information.

Entering Cases As mentioned previously, please review the MDSS CRF instructions for filling out the CRF. These instructions cover each section in detail

MDSS HIV CASE FLOW AND ALERTING PS STAFF When a case is entered in MDSS, the Investigation Status is ‘NEW’ The LHD who is investigating the case will change the Investigation Status to ‘ACTIVE’ If a referral needs to be made for Partner Services to Central Michigan District Health Department (CMDHD), the LHD will change the Investigation Status to ‘REVIEW’. This will alert CMDHD PS staff that the case report form is complete and they may begin partner services Once the LHD investigation/PS is complete, the Investigation Status will be changed to ‘COMPLETE’

MDSS HIV CASE FLOW AND ALERTING PS STAFF MDSS USER ENTERS CASE: Inv Status = NEW LHD FOLLOWS-UP: LHD IS DONE WITH FOLLOW- UP Is Partner Services (PS) Requested from CMDHD? YES PS STAFF COMPLETE FOLLOW-UP DONE NO DONE

Deduplication Deduplication: Users are asked to merge the patient, however, do not proceed through the case deduplication portion. Simply click ‘Place in Queue’ and the case will be deduplicated from the queue. This will ensure that case information is not erased by new information

Data As stated previously, Michigan is required to maintain the eHARS HIV state registry As opposed to other diseases in MDSS, we are using MDSS as an alternative way of reporting HIV rather than managing the case in MDSS The implications of this method: data in MDSS will be incomplete and LHDs requesting data will want to continue to contact their HIV state contact for all data requests or by accessing the available HIV stats on-line:

If you have any questions, please feel free to contact  Erin Crandell-Alden at –or-  Your Regional Epidemiologist