Click the steps below for more information.
Step 1: Registration/Onboarding
In Step 1, facilities are required to complete the following tasks for Registration and Onboarding:
- Notify ADH of their interest in submitting Syndromic Surveillance data.
- Complete the Syndromic Surveillance registration process through the (ARCS- Arkansas Reporting and Communication System) https://arcs.adh.arkansas.gov/.
- Review the syndromic surveillance implementation guides:
- ADH Messaging guide for Syndromic Surveillance
- PHIN Messaging Guide for Syndromic Surveillance: Emergency Department, UrgentCare, Inpatient and Ambulatory Care Settings – HL7 Version 2.5.1 – Release 2.0 April 21, 2015
- Erratum to the CDC PHIN 2.0 Implementation Guide August 2015
- HL7 Version 2.5.1 Implementation Guide: Syndromic Surveillance, Release 1 – US Realm
- Use the designated EHR system to create a set of HL7 test messages that comply withthe specifications in the implementation guides. Use of HL7 version 2.5.1 is required.
- The set of test messages should include at least one of each Admit Discharge Transfer(ADT) Message Trigger Type (i.e. A01, A03, A04, A08), the facilities intend to include infuture submissions.
- Validate the HL7 message using the National Institute of Standards and Technology (NIST) Syndromic Surveillance HL7 V2.5.1 Validation Tool (NIST)
- Submit the test messages for validation using the NIST website
Profile Group Type: Profile Groups: PH_SS -Ack profiles will be used.
Do not submit test messages containing personally identifiable health information. - Address any errors identified by the validation tool.
- Upload an error-free NIST validation report to ARCS website.
- Address any errors identified by the validation tool.
- Submit the test messages for validation using the NIST website
- Select a data transport mechanism for the ongoing submission of Syndromic Surveillance data.
- ADH supports the following transport options:
- Virtual Private Network (VPN) – Preferred. A VPN creates a secure channel of communication (i.e., a “tunnel”) over a public network, such as the Internet. Security is provided through authentication, which ensures that the connecting entity is authorized. Encryption is used to protect the data during transit.
- HTTPS Web Service (SOAP). Web Services include all other public health objectives within ADH.
- Health Information Exchange and Arkansas State Health Alliance for Records Exchange (SHARE). The Arkansas HIE is implemented, which allows healthcare professionals to appropriately access and securely share a patient’s medical information electronically.
- Request to setup the transport mechanism from those listed above and notify for establishing a connection.
- Transmit a test message via connection.
- ADH supports the following transport options:
E-mail is not a secure mechanism of data transfer. Do not submit test messages containing personally identifiable health information through email. ADH reviews the messages and ensures that they meet standards specified for Arkansas, HL7 & Interoperability (where applicable).
Step 2: ADH Staging/Validation
In Step 2, facilities submit Syndromic Surveillance messages to ADH’s Staging Environment, where they are validated for accuracy, completeness, and timeliness by ADH Syndromic Surveillance onboarding team.
Facilities that have successfully generated qualifying test messages and submitted an error-free NIST validation report to the ARCS system move to Step 2.
They begin by establishing an ongoing electronic Syndromic Surveillance data feed to ADH’s Staging Environment. Facilities then work with ADH program coordinators, who provide timely validation reports. These reports serve as guides to correct errors and ensure compliance with timeliness and data quality requirements. Facilities are expected to address identified errors and improve data completeness and timeliness to meet Production standards.
Once error rates and data quality have reached the standards, facilities are ready to move on to Step 3.
Step 3: NSSP Validation/Approval
In Step 3, facilities’ Syndromic Surveillance data is validated by NSSP team to obtain approval for Production.
After completing Step 2, where the ADH onboarding team has verified the data, the NSSP team reviews it for further errors or data quality issues. Facilities are required to address all errors identified by the NSSP team before receiving approval to move to Production. An ADH coordinator will inform the facility of any errors or issues identified by the NSSP team and will provide explanations and suggestions on how to correct them.
Step 4: Production
In Step 4, facilities switch Syndromic Surveillance feeds to ADH’s Production Environment and participate in ad-hoc quality assurance reviews and other public health activities.
After completing Step 3, where data has been validated and approved by the NSSP team, facilities will be notified by an ADH program coordinator to move their feeds to the Production Environment.
Eligible facilities are required to participate in periodic quality assurance checks to ensure data accuracy. If ADH identifies data indicating a potential public health concern, program coordinators will follow up with data providers to schedule any necessary activities.