Syndromic Surveillance On-Boarding Process Arkansas Department of Health

Syndromic Surveillance On-Boarding Process

Click the steps below for more information.

Stage 1: Steps 1-3 - Click the steps below for more information.
Stage 2: Steps 1-6 - Click the steps below for more information.

Step 1: Registration
Eligible Provider or Eligible Hospital notifies ADH of interest in submitting Syndromic Surveillance data for Meaningful Use.
1. Complete the Syndromic Surveillance registration process through the Meaningful Use Registration and Communications System (MURCS).
Note: Completion of this step assumes the data submitter has acquired and implemented a certified health IT product capable of producing an HL7 2.3.1 or 2.5.1 syndromic surveillance message. HL7 2.5.1 is preferred for Meaningful Use Stage 1, and it is required for Stage 2, Modified Stage 2 (2015-2017), and Stage 3.

2. Proceed to Step 2: Pre-testing.
Step 2: Pre-testing
Eligible Provider or Eligible Hospital generates and evaluates Syndromic Surveillance electronic reporting test messages.
1. Review the syndromic surveillance implementation guides:
Note: These implementation guides serve as a reference for emergency departments and urgent care centers. The International Society for Disease Surveillance Meaningful Use Workgroup has developed recommendations for inpatient and ambulatory care data, but these recommendations have not yet been translated into a formal messaging guide. Until that time, eligible hospitals and professionals may use the existing guides to develop syndromic surveillance messages for inpatient or ambulatory settings.

2. Use the certified EHR system to create a set of test messages according to the 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 eligible hospital or professional intends to include in future submissions.

3. Validate the HL7 message using the National Institute of Standards and Technology (NIST) Syndromic Surveillance HL7 V2.5.1 Validation Tool.

Note: ADH requires the user to upload a validation report from NIST in order to place the provider/facility in a holding queue.

4. Address any errors identified by the validation tool.

5. Proceed to Step 3: Testing.

Additional testing tools below:
- CDC Public Health Information Network Message Quality Framework (PHIN MQF)
Note: The PHIN MQF tool is hosted on a public website.

ADH requires the user to upload a validation report from NIST in order to place the provider/facility in a holding queue. Do not submit test messages containing personally identifiable health information.
Step 3: Testing
Eligible Provider or Eligible Hospital submits Syndromic Surveillance test message to ADH.
- Stage 1: Upload a successful or unsuccessful test message validation report into MURCS.
- Stage 2: Upload a successful test message into MURCS, and include Syndromic Surveillance validation reports that indicate the test message is error-free.
- Modified Stage 2 (2015 – 2017): Upload successful test messages into MURCS, and include Syndromic validation reports that indicate the test message is error-free.
- Stage 3 MU (2018, optional 2017): Upload successful test messages into MURCS, and include Syndromic validation reports that indicate the test message is error-free.
  - Uploading an HL7 2.5.1 Validation Report into MURCS.
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 Meaningful Use. Once the review is complete, ADH provides communication about the outcome of testing that can be used for attestation purposes.

For Stage 1 of Meaningful Use, completion of testing satisfies the requirements for attestation. Log into MURCS for validation or acknowledgment reports.

Stage 2 continues until production.

Proceed to Step 4: In Queue.
Step 4: In Queue

Eligible Provider or Eligible Hospital is placed on a waiting list for ongoing submission and additional validation.

Eligible hospitals or professionals who successfully submit qualifying test messages are placed into the queue. ADH Program Coordinators will notify eligible providers in order of registration.

We anticipate that the queue will grow as Meaningful Use progresses. To improve timeliness, provide ADH with Syndromic Surveillance validation reports and test messages (Step 3: Testing) as early as possible in the attestation process. Once an eligible hospital or professional reaches the front of the queue, they will be notified by an ADH program coordinator when it is time to move on to Step 5: Validation.

Once an eligible hospital or professional reaches the front of the queue, the provider is notified by an ADH Program Coordinator when it is time to proceed to Step 5: Validation.
Step 5: Validation
Eligible Provider or Eligible Hospital establishes an ongoing electronic Syndromic Surveillance data feed to ADH, and works with a Program Coordinator for data validation.
1. Select a data transport mechanism for the ongoing submission of Syndromic Surveillance data.
ADH supports the following transport options:
- HTTPS Web Service (preferred).
- Virtual Private Network (VPN).
- Secure File Transport Protocol (SFTP).
- Public Health Information Network Messaging System (PHIN MS).
- Health Information Exchange and Arkansas State Health Alliance for Records Exchange (SHARE).
HTTPS Web Service

Web Services include all other public health objectives within ADH.

VPN

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.

SFTP

SFTP is a network protocol designed to offer encrypted file management, encrypted file transfer, and encrypted file access functionality over a secure channel.

PHIN MS

PHIN MS is the public health standard for reporting to the Centers for Disease Control and Prevention (CDC) and is a standard for national laboratories reporting to states. The software is freely available from the CDC.

HIE/SHARE

The Arkansas HIE is implemented, which allows health care professionals to appropriately access and securely share a patient’s medical information electronically.

2. Set up a transport mechanism. Request WSDL and a client certificate from your interface coordinator, or send an email to ADH.ELR.MU@arkansas.gov.

3. Transmit a test message via the web service.

4. Begin ongoing submission and participate in validation activities.

5. Proceed to Step 6: Production.

Eligible Provider or Eligible Hospital reports via Syndromic Surveillance electronic feed, and participates in periodic quality assurance activities.

Continue ongoing submission of Syndromic Surveillance data to public health.

If the community identifies a need to follow up on data that indicates an event of potential public health concern, it will contact data providers. Eligible hospitals and professionals will be required to participate in periodic quality assurance checks to ensure accuracy of reporting. Arkansas Department of Health program coordinators will contact data providers to schedule these activities.

If ADH identifies a need to follow up on data that indicates an event of potential public health concern, it will contact data providers.

Eligible hospitals and professionals are required to participate in periodic quality assurance checks to ensure accuracy of reporting. ADH Program Coordinators will contact data providers to schedule these activities.

Learn more about Meaningful Use activities at the Arkansas Department of Health by visiting the Meaningful Use page.

Downloads

Meaningful Use Syndromic Surveillance On-Boarding Instructions

Arkansas Department of Health Meaningful Use Syndromic Surveillance On-Boarding Checklist

Questions? Contact the Syndromic Surveillance Registry at ADH.SYNDROMIC.MU@arkansas.gov.