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ELECTRONIC CASE REPORTING (eCR)

ABOUT

Electronic Case Reporting (eCR) is the automated generation and transmission of case reports from an electronic health record (EHR) to the public health agency’s disease surveillance system. The West Virginia Electronic Disease Surveillance System (WVEDSS) is now accepting HL7 messages from certified EHR systems for eCR and Promoting Interoperability (PI) attestation. eCR reporting is designed to be secure, automated, and unobtrusive to facility operations with the aim to reduce administrative burden in reporting to public health. Successful ongoing submission to WVEDSS using the eCR reporting method will assist eligible hospitals in receiving Medicare and Medicaid incentive funds.

The information below provides an overview of the eCR reporting process in West Virginia for the 2021 reporting period.

ELIGIBILITY CRITERIA

  • Is the facility an eligible hospital (EH) or critical access hospital (CAH)?
  • Does the facility have an Electronic Health Record (EHR) system that is certified for electronic laboratory reporting? Contact your EHR vendor to determine if your system is certified or will become certified for electronic laboratory reporting.

REGISTRATION

  • If you meet all of the eligibility criteria, you must register your intent with the West Virginia Department of Health and Human Resources, Bureau for Public Health (BPH) using the Meaningful Use Registration System. Please be aware of the following:
  • It is not the responsibility of the West Virginia ELR team to know your certification status, your reporting period registration deadline, or whether your reporting period is the full 2021 calendar year or any 90-day period in 2021.
  • After you submit your registration, the registration status will indicate "In Review" in the Meaningful Use Registration System, and your primary contact will receive an e-mail confirmation indicating that the registration was successfully saved. BPH staff will review the registration information, contact your primary contact if more information is needed, and will change the registration status to "Registered - In Queue."
  • NOTE: The facility is responsible for keeping their registration up to date and transferring login credentials in the case of staff turnover. The BPH is not able to alter registration or login information.

TESTING AND VALIDATION

Upon registration, facilities should immediately begin “active engagement”. The basic steps of “active engagement” are:

  • Set up a transmission interface.
    • Work with the WV BPH’s technology vendor, InductiveHealth Informatics, to set up a transmission interface to route eCRs to WVEDSS.
    • Providers must submit eCR data via the West Virginia Health Information Exchange (HIE), a connection directly to the state via SFTP, or the APHL Informatics Messaging Service (AIMS) Platform.
  • Generate and send 5-10 compliant HL7 CDA© R2 messages to the WVEDSS from your EHR system via your transmission interface.
  • Continue validation of message samples with WV BPH and InductiveHealth Informatics until receiving approval for a live feed.
  • Initiate an ongoing live data feed from your EHR system. This feed will be sent to the WV BPH test system until the feed is ready for production.
  • Send all vocabulary value sets that are in use and sent in your ongoing feed.
  • Address all structural and vocabulary data quality challenges with the messages received via feedback from WV BPH and InductiveHealth Informatics

For further details on the onboarding process, please review the InductiveHealth eCR Implementation Guide.

ONGOING SUBMISSION OF DATA

  • Once WV BPH have determined that your eCR messages are correct in structure and content, you will be moved from testing to production, and WV BPH will change the Registration Status in the Meaningful Use Registration System to "Production."
  • After achieving ongoing data submission, WV BPH will request that you complete a "Provider Site Responsibilities and Contact Information Form" in the event that your ongoing Primary and Technical Contacts are different than those specified during testing and production.

HELPFUL INFORMATION FOR CERTIFIED eCR

ADDITIONAL QUESTIONS REGARDING PI?