| Attachment 1: Surveillance Case Definitions |
Appendix 2a-1.2 (1993)
|
*.PDF
|
1993 Expansion of 1987 CDC Surveillance AIDS case definition. |
| Attachment 2: Surveillance Case Definitions |
| All positive results of any test approved by the FDA to establish the presence of HIV (including a serologic, virologic, nucleic acid (DNA or RNA) or any other types of tests the FDA approves to establish the presence of HIV). [The Department will receive all positive test results and match the confirmed test results to determine accurate counts of HIV cases based on the CDC case definition of 1999(see below)]. Unconfirmed test results are not kept in the master registry by the Department, if confirmatory information results are not received within a year. |
| Appendix 2a-1.1.pdf (1999) |
*.PDF |
Current (1999) CDC surveillance case definition for HIV, AIDS, low CD4 and perinatal exposure to HIV (i.e. Expansion of 1993 Case Definition). The two case definitions must be read in continuity. |
| Appendix 2a-1.2 (1993) |
*.PDF |
| Attachment 3: Case Report Forms |
| Appendix 2a-8.1. |
*.PDF |
Current CDC Adult Case Report Form |
| Appendix 2a-8.2. |
*.PDF |
Current CDC Pediatric Case Report Form |
| Appendix 2a-8.3.
Appendix 2a-8.3.Peds
|
*.PDF |
Current Department/LMRO Supplemental Case Report Form. |
| Attachment 3.1: How to Do Chart Reviews & Complete Case Report Forms |
Appendix 2a-7
|
*.PDF |
A “How to” on doing an accurate initial rapid review of a medical chart and ascertaining diagnosis status to determine if cases meet case definition;
|
| Appendix 2a-5.1 (1999)
Appendix 2a-5.2 (1993)
|
*.PDF |
Current (1999) CDC case definition for HIV, AIDS, low CD4 and perinatal exposure to HIV (i.e. Expansion of 1993 Case Definition). The two case definitions must be read in continuity.
|
|
Appendix 2a-6.1. |
*.PDF |
How to accurately abstract case report information on diagnosed cases from medical charts, complete case report forms (adult & pediatric) and review for completeness and accuracy. |
| Appendix 2a-7
Appendix 2a-7.1 |
*.PDF |
How to accurately transcribe and enter data from completed case report forms onto the database supplied to the provider by the Department [EPI-INFO 2000 HIV/AIDS Reporting System - Provider Database (HARS-PD)]
|
|
HOW TO HANDLE BACKLOGGED REPORTING: Auditing Incomplete Reporting
If you are behind on your case reporting, you can use the guidance below to quickly find/identify backlogged cases within your facility. When you have identified these backlogged potential cases based ICD-9 codes or lab results in your facility, you may contact the State Department of Health and request assistance with matching to identify those reports that have already been made - this will enable your facility to expedite work on backlogged reporting. |
Appendix 2a-3.2.
|
*.PDF
|
This appendix presents a facility survey form for ensuring uniform and complete reporting and identifying ALL the various types of comprehensive lists/ databases that may be available from providers, which contain data such as discharge summaries, ICD-9/10 codes, HIV treatment lists, etc, suggestive of recently diagnosed cases of HIV/AIDS, CD4 and perinatal exposure to HIV.
|
Appendix 2a-4
|
*.PDF
|
This appendix is the Department’s list of ICD-9/10 codes that are suggestive of HIV/AIDS diagnoses: i.e. ICD codes for HIV, AIDS or for illnesses that are AIDS-defining in HIV cases. |
Appendix 2a-5
|
*.PDF
|
This appendix outlines the specific types of laboratory results of HIV and low CD4 counts that are reportable.
|
Appendix 2a-6
|
*.PDF
|
This appendix outlines the specific types of routinely available data and provider’s comprehensive databases/lists that may be useful for identifying potential reportable cases of perinatal exposure to HIV among mothers/infants pairs.
|
| Attachment 4: Required Data & Formats for Electronic Provider Reporting |
| Attachment 4 |
*.xls
(Excel)
|
EPR: Electronic Provider Reporting - The detailed list of data fields/ variables and their required formats are outlined in the data layout file/codebook for electronic provider reporting. |
| Attachment 5: Optional Database for Electronic Provider Reporting |
EPI-INFO 2000 HIV/AIDS Reporting System:
Free Provider Database (HARS-PD) provided to providers by the Department for use in provider-initiated case reporting when the provider does not have a database to facilitate reporting. |
Attachments 5.1.
Appendix 2a-9A
Appendix 2a-9C
Appendix 2a-9D
|
*.PDF |
Instructions for installing Epi Info Software & ...
Instructions for entering data onto database from hard copy of case report form. (see most current Epi Info)
|
| Attachment 5.2. |
*.PDF |
Instructions for transferring data from provider database to send to LMRO/State. |
| Attachment 5.3. |
*.htm |
Instructions for encrypting files to be sent to LMRO/State. |
| Attachment 5.4. |
*.htm |
Instructions for submitting electronic files to LMRO/State. |
| Attachment 6 & 7: Data Encryption for All Data Transmissions |
| Appendix 2a-10
Appendix 2a-10A
Appendix 2a-10B
Appendix 2a-10C
Appendix 2a-10D |
*.PDF |
The PDF files on the left contain easy instructions for installing PGP, setup your double encryption keys, encrypt and secure a file using PGP in order to attach the encrypted file to an e-mail message or transmit the encrypted file through other means. To download the PGP software click here.
How to encrypt and secure data to be transferred from provider to Local Morbidity Reporting Office, LMRO. |
| Attachment 8: Local Morbidity Reporting Offices |
| Attachment 8 |
.htm |
Phone numbers for Local Morbidity Reporting Offices (LMROs) |
| Attachment 9: Required Data & Formats for Electronic Lab Reporting |
| Attachment 9 |
*.xls |
ELR data layout file/codebook - The detailed list of data fields/ variables and their required formats are outlined in the data layout file/codebook for electronic laboratory reporting. |
| Attachment 10: Required Data to be Submitted to Labs by Providers with Specimen Test Requests |
| Attachment 10 |
*PDF |
The recommended form for provider submission of specimens to laboratories. This form is a guide to what data must be sent to laboratories by providers. |
| Attachment 11a |
*PDF |
Instructions for Completing the PA DOH HIV/AIDS. Confidential Lab Report Form. |
| Attachment 11b |
*.PDF |
The EpiInfo 2000 electronic database for capturing specimen submission data to be sent to laboratories AND for capturing test results. |
| Attachment 11c |
*PDF |
Instructions for transferring data from laboratory test request & results database to send lab results data to the State
(the Department-provided database and this transfer procedure can also be used by providers to transfer lab test request data to the lab - and the lab can add the results and forward the file to the State).
|
| Attachment 7 |
*.htm |
Instructions for encrypting files to be sent to LMRO. |
| Attachment 11d |
*.htm |
Instructions for submitting electronic files to LMRO/State. |
| Attachment 11: Required Data to be Submitted to Labs by Providers with Specimen Test Requests |
| Attachment 11a |
*PDF |
The recommended form for provider submission of specimens to laboratories. This form is a guide to what data must be sent to laboratories by providers. |
| Attachment 11b |
*PDF |
Instructions for Completing the PA DOH HIV/AIDS. Confidential Lab Report Form. |
| Attachment 11 |
*.htm |
The EpiInfo 2000 electronic database for capturing specimen submission data to be sent to laboratories AND for capturing test results. |
| Attachment 11c |
*PDF |
Instructions for transferring data from laboratory test request & results database to send lab results data to the State
(the Department-provided database and this transfer procedure can also be used by providers to transfer lab test request data to the lab - and the lab can add the results and forward the file to the State).
|
| Attachment 7 |
*.htm |
Instructions for encrypting files to be sent to LMRO. |
| Attachment 11d |
*.htm |
Instructions for submitting electronic files to LMRO/State. |
| Attachment 12: Requesting Department Assistance with Partner Counseling & Refferal |
| Attachment 12 (not available) |
*.PDF |
Form for submitting a request for Department assistance with partner counseling & referrals for case management or other Services. |
| Attachment 13: Local Morbidity Reporting Offices |
| Attachment 13 |
*.htm |
Phone numbers for Local Morbidity Reporting Offices (LMROs) |
| Attachment 14: State-Initiated Audits of Provider or Laboratory Reporting |
| To ensure complete, accurate and timely reporting, the regulations clarify the Department’s authority to conduct ongoing reporting audits (retrospectively to 1/2000) in a manner specified by the Department, i.e. access and review patient records of physicians, hospitals, and other persons and entities providing HIV services, who make diagnoses of AIDS or who receive or provide HIV and CD4 T-lymphocyte test results. The guidance and protocol outlining how the audits are to be conducted will be sent to providers/laboratories upon audit. |
