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LOCAL HEALTH DEPARTMENTS

​​​​​​​​​​​HIV/AIDS Reporting

Diagnoses, laboratory reports, initial care events, and perinatal exposure of HIV infection and AIDS are reportable conditions in accordance with the Bureau for Public Health’s rule, Reportable Diseases, Events, and Conditions 64CSR7 and pursuant to WV Legislative Rule 64 CSR 64.

Reporting Forms

Instructions and Guidance for Completing the HIV Test Form

What is Reportable?

All diagnostic and prognostic test results are reportable for HIV-positive persons.

  • New diagnoses of HIV infection.
  • Persons new to a provider/facility.
  • Any and all CD4+ T-lymphocyte counts and percentages, and viral load test results.
  • Perinatal exposures of HIV (child born to HIV-infected mother).

Who is Responsible for Reporting

  • Healthcare Providers/Facilities:
    • New diagnoses of HIV infection: All positive/reactive diagnostic test results for persons newly diagnosed with HIV are to be reported accompanied by an Adult Case Report Form (for persons at least ​13 years old). The Pediatric Case Report Form should be used for persons less than 13 years old.
    • Patients new to a facility/provider: An Adult Case Report Form (for persons at least 13 years old) should be completed for any person being seen by a provider/facility for the first time, regardless of when or where the person was initially diagnosed with HIV (i.e., in another state, or at a different facility). The Pediatric Case Report Form should be used for persons less than 13 years old​.
    • Subsequent follow-up test results of persons living with HIV: Any and all lab results for HIV tests (e.g., CD4 counts and percentages and viral loads) performed on HIV-positive persons to monitor the progression of HIV disease or efficacy of HIV treatment.
      • Subsequent follow-up test results may be reported by the performing laboratory, provided the provider/facility has ensured the performing laboratory is reporting results and case report forms are completed and reported by the provider/f​acility for persons newly diagnosed with HIV and any person initiating care with the provider/facility, regardless of when or where the person was initially diagnosed with HIV.
    • Perinatal exposures: Every instance of perinatal exposure and ​any and all subsequent test results on the exposed child until either HIV infection or negative serostatus is confirmed, must be submitted using the Pediatric HIV Exposure Reporting Form.
  • CDC-Funded Organizations: Health Departments (HDs) and Community-Based Organizations (CBOs) funded by the Centers for Disease Control and Prevention (CDC) to provide HIV counseling, testing, and referral (CTR) services are required to collect data about ​HIV prevention activities. ALL HIV test results, including negative/non-reactive test results, must be submitted using the HIV Test Form.
    • HIV Test Form Completion:HIV Test Forms must be completed entirely. Do not leave fields blank or unanswered. Please do not mark “Declined to Answer”. If unsure of the correct response, mark “Unknown/Client does not know/I don’t know.”​
  • Laboratories:
    • The initial positive/reactive HIV antibody (e.g., HIV-1/2 EIA) and/or combination HIV antibody/antigen test result (e.g., HIV-1/2 Ag/Ab Combo) and the corresponding supplemental test results used as part of a multi-test algorithm to verify HIV infection, unless the overall final result interpretation of the multitest diagnostic algorithm resolves to negative/nonreactive;
    • A positive/reactive result on an HIV antigen test (e.g., HIV-1 p24 antigen);
    • A positive/reactive qualitative HIV nucleic acid amplification test (NAAT or NAT) (e.g., HIV-1 RNA or DNA, HIV-2 RNA or DNA, HIV polymerase chain reaction [PCR]);
    • A quantitative HIV nucleic acid amplification test (i.e., viral load), including resulting copies/ML and log values for both detectable and undetectable results;
    • A nucleotide sequence from an HIV genotype test;
    • CD4+ T-lymphocyte counts and percentages of all values unless the patient is not known to have HIV infection.

Laboratories are encouraged to report electronically. More information can be found here. Please note that even if laboratories report electronically, the provider/facility must complete and report the case report form for individuals newly diagnosed with HIV and any individuals new to a provider/facility, regardless of when or where the person was initially diagnosed with HIV.

Supervisors of all laboratories in West Virginia that perform serologic or other tests for or related to HIV/AIDS shall make a report on the first and fifteenth days of each month of all laboratory tests that are indicative of HIV infection using the Laboratory Reporting of Positive Tests for Human Immunodeficiency Virus (HIV) form (also known as the "purple form").

Reporting Time Frames:

  • Health care providers (e.g. physicians, in- and outpatient facilities, medical clinics, community-based organizations): are to report no later than 7 days from the date of diagnosis or specimen collection date, whichever is later.
  • For instances of perinatal exposure to HIV, reports are to be made no later than 7 days from the date of the infant’s birth.
  • HIV Test Forms should be completed and reported within 7 days from the test date for all positive results, and within 30 days from the test date for negative results.
  • Laboratory supervisory report ("purple form") is due monthly on the 1st and 15th days of the following month.

How Do I Report?

  • To report by confidential fax line:
      HIV (secure): (304) 957-7753
      STD: (304) 558-6478
      Hepatitis: (304) 558-6478

  • To report by mail, please place report forms (available above) inside a sealed envelope marked Confidential and addressed to:
      Office of Epidemiology and Prevention Services
      Attn: DSHHT Surveillance
      350 Capitol Street, Rm 125
      Charleston, WV 25301

Contact

For more information, call the West Virginia HIV/AIDs & STD Hotline:

1-800-642-8244

Trained professionals are available to speak with you on weekdays (except holidays) from 8:00 a.m. to 4:00 p.m. to answer questions about HIV/AIDS and other STDs in West Virginia, how to protect yourself, how to be tested, and how to get treatment.​

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