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How to Report COVID-19 Test Results Using a Spreadsheet

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Reporting test results helps identify and slow the spread of COVID-19. Partner organizations help test and report COVID-19 test results to the Minnesota Department of Health (MDH).

Every test taken by people in Minnesota to detect the virus that causes COVID-19 must be reported to MDH. This includes all negative, undetermined, and positive results. All sites that test for the virus must report test results within 24 hours after the test is completed.

This document is intended to help organizations collect and report these results to MDH. It provides instructions on how to submit COVID-19 test results to MDH using spreadsheet or flat file formats (XLS, CSV, etc.) and submitting them through a secure web portal.

If you send COVID-19 samples to a reference laboratory for testing, the laboratory will do the required reporting for you. If you do COVID-19 testing inside your organization, you are acting as a laboratory and must report results to MDH within 24 hours of having them.

Introduction and overview The spreadsheet reporting method:

Is an easy way to report required COVID-19 test results to MDH using common computer programs.

May be used by organizations doing COVID-19 tests on site or at the point of care, regardless of the type of test (e.g., PCR, antigen or antibody tests).

Is used by a range of facilities, including long-term care and assisted living, hospitals, clinics, laboratories, colleges, and sports teams to report COVID-19 test results for staff, residents, patients, participants, visitors, and others.

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How to submit COVID-19 test results in a spreadsheet There are four steps to submitting COVID-19 test results using an MDH spreadsheet:

1. Using a spreadsheet to submit COVID-19 test results

2. Finding the correct MDH COVID-19 spreadsheet

3. Entering data into the MDH spreadsheet

4. Submitting your completed COVID-19 spreadsheet to MDH

Appendices A-D provide more details on how to enter data.

Appendix A: COVID-19 field key for test results spreadsheet

Appendix B: Completing the COVID-19 general spreadsheet with data from Centers for Disease Control and Prevention

Appendix C: Worksheet example

Appendix D: Blank worksheet

Using a spreadsheet to submit COVID-19 test results DO NOT email COVID-19 lab results to MDH. Email is not secure and could expose private, confidential health information. Submit COVID-19 test results using MDH’s secure web portal.

If this is your first time using the portal, you must contact health.ElectronicDiseaseReporting@state.mn.us for portal access. You may also use this email address if you have questions or need other help submitting test results.

Use the appropriate spreadsheet.

Enter data in the spreadsheets exactly as instructed. MDH uses an automated process to analyze COVID-19 test results files, and missing data or changes to the spreadsheet make it harder to process the data.

Send only new test results. Do not send new test results with previously submitted test results, because it can lead to duplication and errors.

If you submit reports with incomplete data or mistakes, MDH staff will contact you for more information and with corrections.

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Finding the correct MDH COVID-19 spreadsheet Report your COVID-19 test results using one of the MDH reporting spreadsheets (refer to MDH COVID-19 test results spreadsheets below). MDH provides two types of spreadsheets for reporting COVID-19 test results. Report your COVID-19 test results using one of the MDH reporting spreadsheets:

A general spreadsheet with all blank data fields.

Spreadsheets with some prepopulated data for four COVID-19 tests used frequently for testing at point of care.

All versions of the spreadsheet have 56 columns (fields), lettered for identification from Column A through BD. Each column is used to collect COVID-19 data, including:

The name of the organization that did the COVID-19 testing.

Demographics and contact information of the person tested.

The provider that ordered the test and related contact information.

Test results, the dates tests were ordered and administered, and the type of test and testing equipment used.

The top of each column in the reporting spreadsheet names the data you will enter in that column. For example, Column A, named “Testing_lab_name,” refers to the organization where the COVID-19 testing is conducted. This could be a conventional lab, a clinic, college or university, long term care facility, or another testing site.

Some columns may be left blank if the data is unavailable or if it does not apply. However, if data is available, it must be sent. If data is unavailable, the field can be left blank. Do not enter data like “N/A” or “unknown.” Do not delete any columns.

The data in the reporting spreadsheet is important for tracking and managing the COVID-19 pandemic. If you have the data requested, please provide it. The more complete the data, the more useful it is for helping Minnesota develop and act on strategies that decrease the spread of COVID-19.

When possible and appropriate, you can cut, copy, and paste information from a spreadsheet you have already submitted to a new one that you will be submitting. However, remove or update any information that has changed from one week to the next. Double-check that the information you are reporting is correct for the lab results you are submitting. For example, check that the new spreadsheet has the right dates and names of people tested.

Download and use the correct spreadsheet for your organization’s COVID-19 testing. Then, follow the requirements for entering data in the spreadsheet. Appendix A has details on what information is being asked for.

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MDH COVID-19 test results spreadsheets

MDH COVID-19 Test Results general spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/labantigengen.xlsx)

MDH COVID-19 spreadsheets prepopulated for the following COVID-19 testing equipment:

MDH COVID-19 Test Results QSA Spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/ltcantigenqsa.xlsx) For Quidel Sofia® antigen testing equipment.

MDH COVID-19 Test Results BVA Spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/ltcantigenbva.xlsx) For BD VeritorTM antigen testing equipment.

MDH COVID-19 Test Results ABN Spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/ltcantigenabn.xlsx) For the Abbott BinaxNowTM COVID-19 Ag Card.

MDH COVID-19 Test Results ACS Spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/labantigenacs.xlsx) For Access Bio CareStartTM antigen testing equipment.

MDH COVID-19 Test Results Cue Spreadsheet (Excel) (www.health.state.mn.us/diseases/coronavirus/hcp/labcue.xlsx) For Cue testing.

Entering data into the MDH spreadsheet Follow the requirements for entering data for each field in the spreadsheet. The requirements apply to all MDH COVID-19 Test Results Spreadsheets. A field key with data definitions is found in Appendix A: COVID-19 field key for test results spreadsheet.

MDH Reporting Requirements for COVID-19 Test Results Spreadsheet

Usage designation

Description/instructions Color code for top row of spreadsheet

R Required. Field must always be populated. Yellow

RE Required if data exists. If data is available, it must be sent. If data is unavailable or does not apply, the field can be left blank.

Blue

C(R/X) C(R/X) = Conditional (Required). Depending on the test result description (e.g., positive/detected, negative/undetected, invalid) you will enter the related number code for the test used.

Light green

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The term “patient” is used throughout the field key and refers to the individuals being tested for COVID-19, whether they are patients, residents, staff, visitors, students, or anyone else being tested.

Some fields are highlighted in light purple to identify fields that need to be completed when using the general spreadsheet. These fields are completed with data in the prepopulated spreadsheets.

Submitting your completed COVID-19 spreadsheet to MDH Save your completed COVID-19 test result spreadsheet. Submit completed test reports through MDH RePortal. Contact health.ElectronicDiseaseReporting@state.mn.us for instructions and a link to the portal. DO NOT email test results to MDH. In your message, include a contact at your organization and their contact information if any follow-up is needed.

Minnesota Department of Health | health.mn.gov | 651-201-5000 625 Robert Street North PO Box 64975, St. Paul, MN 55164-0975

Contact health.communications@state.mn.us to request an alternate format.

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Appendix A: COVID-19 field key for test results spreadsheet The table below shows all 56 fields found on all MDH test results spreadsheets and describes how to complete them.

Column letter: Each of the 56 columns is assigned a consecutive letter name, starting with the letter A and proceeding through BD.

Column header name: The name given to the type of data collected in the rows under each of the 56 columns.

Field name description and instructions: A description of what data to enter in the row under each column header and any special instructions for entering it.

HHS: This tells which fields must or should contain data, based on reporting requirements set by the U.S. Department of Health and Human Services (HHS).

Usage: This shows MDH data field requirements, and if the field may be left blank when information is unavailable. Refer to MDH Reporting Requirements for COVID-19 Test Results Spreadsheet tableabove for more detailed information about usage designations and color codes.

Column letter Column header name Field name description and instructions HHS Usage

A Testing_lab_name Name of the testing organization: Enter the name of the organization conducting the COVID-19 testing – i.e., your facility/site name. Must R

B Testing_lab_specimen_ID Specimen ID assigned by the testing lab: Some labs and COVID-19 testing equipment generate a unique specimen ID (one that identifies the specimen and the patient). Enter that unique specimen ID here.

Must RE

C Patient_ID

Patient identifier: This uniquely identifies a person over time, like a medical record number (MRN). This may be a student ID number, an employee ID or indicative of the patient’s role to an organization (e.g., STAFF or ESSENTIAL CAREGIVER). • If testing an employee and there is not an MRN, use an employee ID, or place “STAFF” in this field.• If testing visitors or essential caregivers, please place “VISITOR” or “ESSENTIAL CAREGIVER” in this field.

R

D Patient_last_name Patient last name: Enter the individual’s last name. R

E Patient_first_name Patient first name: Enter the individual’s first name. R

F Patient_middle_name Patient middle name or initial: Enter the individual’s middle name or initial. RE

G Patient_race Patient race: Click on the pull-down menu and select one of the options. Must RE

H Patient_DOB Patient date of birth: Enter patient date of birth (DOB) in the following format: MM/DD/YYYY. Must RE

I Patient_gender Patient sex: Click on the pull-down menu and select one option for gender. Must RE

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Column letter Column header name Field name description and instructions HHS Usage

J Patient_ethnicity Patient ethnicity: Click on the pull-down menu and select one option for ethnicity. Must RE

K Patient_language Patient's primary language: Enter patient’s primary language. This helps identify appropriate language services, if follow-up is needed.

RE

L Patient_street1 Patient residence street address line 1: Enter the address of the patient’s residence (e.g., house number, street); for residents of care facilities, put care facility address here. RE

M Patient_street2 Patient residence street address line 2: Enter address information like a unit number, if needed (e.g., apartment number). RE

N Patient_city Patient residence city: Enter the city where the individual lives. For residents of care facilities, put care facility address here. RE

O Patient_county Patient residence county: Enter the county of the individual’s residence. Must RE

P Patient_state Patient residence state: Enter the two-character abbreviation for the state (e.g., MN). R

Q Patient_zip_code Patient residence ZIP: enter the ZIP code as 5-digit or 9-digit notation (with dash). Expected format is nnnnn or nnnnn-nnnn For residents of care facilities, put care facility ZIP code here. Must RE

R Patient_home_phone Patient phone number: Enter a landline phone number where the individual may be reached. Expected format: nnn-NNNNNNN RE

S Patient_cell_phone Patient cell phone number: Enter a cell phone number where the individual may be reached. Expected format: nnn-NNNNNNN RE

T Ordering_provider_name Ordering provider name: Enter the first and last name of person or provider who ordered the COVID-19 test. Must RE

U Ordering_provider_street Ordering provider street address: Enter the ordering provider street address. Should RE

V Ordering_provider_city Ordering provider city: Enter the ordering provider city. Should RE

W Ordering_provider_state Ordering provider state: Enter the two-character abbreviation for the state of the ordering provider (e.g., MN). Should R

X Ordering_provider_zip_code Ordering provider ZIP: Enter the ZIP code as 5-digit or 9-digit notation (with dash). Expected format: nnnnn or nnnnn-nnnn Must RE

Y Ordering_provider_phone Ordering provider phone number: Enter the phone number for the provider who ordered the test. Expected format: nnn-NNNNNNN Should RE

Z Ordering_facility_name Ordering facility name: Enter the name of the ordering organization, which may be the same as the testing lab name in column A or the organization name. R

AA Order_test_date Date test ordered: Enter the date the test was ordered. Expected format: MM/DD/YYYY RE

AB Test_performed_description Test performed description: If using a prepopulated spreadsheet, data will be entered. Do NOT make any changes. If using the general spreadsheet, see step 3 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need. RE

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Column letter Column header name Field name description and instructions HHS Usage

AC Test_performed_code Test performed code: If using a prepopulated spreadsheet, data will be entered. Do NOT make any changes. If using the general spreadsheet, see step 4 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need. Must R

AD Test_result_coded Test result coded: If using a prepopulated spreadsheet, data will be entered. Do NOT make any changes. If using the general spreadsheet, see step 5 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need. Must C(R/X)

AE Test_result_description

What was the test result? This data field identifies whether the result is positive/detected, negative/not detected, or invalid or inconclusive, as a drop-down list for all spreadsheets. For the general spreadsheet, the associated test result code in Column AD is needed with the description and can be found on

the CDC spreadsheet, following step 5 in Appendix B.

RE

AF Test_result_number Test result number: Some COVID-19 tests may have a numeric value, which is more often found in serology or antibody tests. You will put the test number here if you have it. This field does not apply to PCR or antigen tests and would be left blank. Must C(R/X)

AG Test_date What date was the test given? Enter the date the test was performed – it may or may not be the same date/time as the result was reported. Expected format: MM/DD/YYYY Must RE

AH Date_result_released What date was the result released? Enter the date the results are being reported. Expected format: MM/DD/YYYY R

AI Specimen_collection_date When was the specimen collected? Enter the date the sample was collected. Expected format: MM/DD/YYYY Must R

AJ Specimen_received_date What date was the specimen received? Enter the date when the sample was received at the lab. Expected format: MM/DD/YYYY RE

AK Specimen_type_description How was the test collected? Provide the specimen type description. This is how you are collecting the sample (e.g., nasal swab or throat swab). If using a prepopulated spreadsheet, data will be entered. Do NOT make any changes. If using the general spreadsheet, see step 6 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need.

RE

AL Specimen_type_code This is the code for how you are collecting the sample. If using a prepopulated spreadsheet, data will be entered. Do NOT make any changes. If using the general spreadsheet, see step 6 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need.

Must R

AM Comments Use this field to provide any other information. This may include the patient being transferred to a care center, symptoms, or follow up testing. RE

AN First_test Was this the patient's first test for this disease? Click on the pull-down menu and select one of the options. Must RE

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Column letter Column header name Field name description and instructions HHS Usage

AO Employed_in_healthcare Does the patient work in a health care setting with routine access to patients? Click on the pull-down menu and select one of the options. Must RE

AP Symptomatic_for_disease Does the patient currently have symptoms consistent with suspected reportable condition/illness, as defined by the CDC’s Symptoms of Coronavirus (www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html)? Click on the pull-down menu and select one of the options.

Must RE

AQ Illness_onset_date If the patient had symptoms, what was the date when symptoms for the disease began? A response is required if the answer to Symptomatic_for_disease (Column AP) is Yes. If the answer above is No or Unknown, leave blank. Expected format: MM/DD/YYYY

Must RE

AR Hospitalized Was the individual hospitalized for COVID-19 (suspected or diagnosed)? Click on the pull-down menu and select one of the options. If the test is ordered during an ER visit, the answer would be No or “N.” Must RE

AS ICU If the individual was hospitalized, were they admitted/transferred to the ICU at any time during the encounter for the reportable illness/condition that the order has been placed for (suspected or diagnosed)? Click on the pull-down menu and select one of the options, yes, no or unknown.

Must RE

AT Resident_congregate_setting Does the individual normally reside in a congregate care setting? Click on the pull-down menu and select one of the options. Congregate care settings include nursing homes, residential care for people with intellectual and developmental disabilities, psychiatric treatment facilities, group homes, board and care homes, homeless shelters, foster care, or other settings.

Must RE

AU Pregnant Is the individual currently pregnant? Click on the pull-down menu and select one of the options. This applies to female patients only; if not applicable, leave blank. Must RE

AV Patient_died Is the individual deceased? Click on the pull-down menu and select one of the options. RE

AW Patient_death_date Date patient died: Response is required only if the answer to Patient died = Yes. If answer above is No or Unknown, leave blank. Expected format: MM/DD/YYYY. RE

AX Test_kit_EUA_ID Emergency use authorization based on test kit identification. If using a prepopulated spreadsheet, you do NOT need to enter data. If using the general spreadsheet, see step 7 in Appendix B. Also see the link to the CDC test code mapping spreadsheet you will need.

Should RE

AY Test_kit_model_name Model name-based test kit identification. Leave blank. Should

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Column letter Column header name Field name description and instructions HHS Usage

AZ Test_kit_model_ID Device identifier-based test kit identification. Leave blank. Should

BA Instrument_model_name Model name-based instrument identification. Leave blank. Should

BB Instrument_model_ID Device identifier-based instrument identification. Leave blank. Should

BC Test_kit_instance_ID Instance-based test kit identification. Leave blank. Should

BD Instrument_instance_ID Instance-based instrument identification. Leave blank. Should

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Appendix B: Completing the COVID-19 general spreadsheet with data from CDC The MDH general spreadsheet is blank and does not have any fields prepopulated. The CDC maintains a list of COVID-19 tests approved for use, which includes specific numeric codes and descriptions needed to fill in the general MDH spreadsheet data fields.

Go to CDC: LOINC In VITRO Diagnostic Test Code Mapping for SARS-CoV-2 Tests (www.cdc.gov/csels/dls/sars-cov-2-livd-codes.html) and open the Excel spreadsheet titled, LIVD SARS-CoV-2 Test Codes.xlsx. Note: CDC updates this document regularly. Be sure to always use the most recent version of the document by downloading it each time you use it.

Use the CDC spreadsheet to fill in the data fields under these columns on the MDH spreadsheet: AB, AC, AD, AE, AK, AL, and AX.

Open the CDC spreadsheet tab labeled “LOINC Mapping.”

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The table shown is an overview of the data needed from the CDC spreadsheet and where it belongs in the MDH COVID-19 general reporting spreadsheet

Data Field CDC Table MDH Table

Test Performed Column F: Test Performed LOINC Code Column AC: Test_performed_code

Test Description Column G: Test Performed LOINC Long Name

Column AB: Test_performed_description

Vendor Result Description

Column E: Vendor Result Description Column AD: Test_result_coded, (for the number code)

Column AE: test_result_description, the written description (e.g., positive, negative)

Vender Specimen Description

Column D: Vendor Specimen Description

Column AK: specimen_type_description, (e.g., alpha description)

Column AL: Specimen_type_code, (numeric code)

Test Kit Name ID Column M: Testkit Name ID Column AX: Test_kit_EUA-ID

1. Search Column A in the LOINC Mapping tab for the manufacturer of the test you are using. For example, the image below shows how to search for an Abbott test.

2. When you select the manufacturer name, go to Column B and find the model of the test you are using. The image below shows how to search for the Abbot ID NOW PCR test.

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When you select the correct manufacturer and model, you will find the data needed for the MDH reporting spreadsheet. As an example, the images below show how to enter data from the Abbott ID NOW test into the MDH spreadsheet.

3. Identify Column G (Test Performed LOINC Long Name) in the CDC spreadsheet. Copy and paste the data into Column AB (Test_performed_description) on the MDH spreadsheet, as seen below.

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4. Identify Column F (Test Performed LOINC Code) in the CDC spreadsheet. Copy and paste the data into, Column AC (Test_performed_code) in the MDH spreadsheet, as seen below.

5. Identify Column E (Vendor Result Description) in the CDC spreadsheet. Copy and paste the appropriate data into Columns AD and AE (Test_result_coded and Test_result_description) in the MDH spreadsheet, as they relate to each individual result, as seen below.

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6. Identify Column D (Vendor Specimen Description) in the CDC spreadsheet. Copy and paste the appropriate data into Columns AK and AL (Specimen_type_description and Specimen_type_coded) in the MDH spreadsheet, as they relate to each individual result, as seen in the images below. You need to enter only one type of specimen and corresponding code for each cell. The image for the MDH spreadsheet shows two different sample collection examples, each in its own cell.

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7. Identify Column M (Testkit Name ID) in the CDC spreadsheet. Copy and paste the data into Column AX (Test_kit_EUA_ID) in the MDH spreadsheet, as shown below.

Contact health.ElectronicDiseaseReporting@state.mn.us with questions or for assistance in identifying the COVID-19 test being used and the data needed in the general spreadsheet.

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Appendix C: Worksheet example The following table is an example of a worksheet used to transfer test data from the CDC LIVD SARS-CoV-2 Test Codes.xlsx spreadsheet to the MDH spreadsheet. This example is for the Abbott ID NOW test. A blank worksheet is provided for you in Appendix D to help you transfer your reportable test data between the two spreadsheets.

Manufacturer (Column A, CDC spreadsheet): Abbott Model (Column B, CDC spreadsheet): ID Now

MDH spreadsheet: column letter and name

CDC spreadsheet: column letter and header CDC LOINC Mapping Tab data

Directions: How to enter CDC LOINC Mapping Tab data in the MDH spreadsheet

MDH spreadsheet data entry

AB

Test_performed_description

G

Test Performed LOINC Long Name

SARS coronavirus 2 RdRp gene [Presence] in Respiratory specimen by NAA with probe detection

Enter the complete CDC entry. SARS coronavirus 2 RdRp gene [Presence] in Respiratory specimen by NAA with probe detection

AC

Test_performed_code

F

Test Performed LOINC Code 94534-5

Enter the number, as shown.

Format: Five-digit number; hyphen; one- digit number (as shown).

94534-5

AD

Test_result_coded

E

Vendor Result Description

Positive (260373001^Detected^SCT)

Negative (260415000^Not detected^SCT)

Invalid (455371000124106^Invalid result^SCT)

Enter the numerical value of the test result you are reporting (enter one number only).

260373001

260415000

455371000124106

AE

Test_result_description

E

Vendor Result Description

Positive (260373001^Detected^SCT)

Negative (260415000^Not detected^SCT)

Invalid (455371000124106^Invalid result^SCT)

Enter the brief descriptive text for the test result you are reporting (enter one description only).

Positive

Negative

Invalid

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AK

Specimen_type_description

D

Vendor Specimen Description

nasal swab (445297001^Swab of internal nose^SCT)

nasopharyngeal swab (258500001^Nasopharyngeal swab^SCT)

throat swabs (258529004^Throat swab^SCT)

Nasal and throat swab combination (433801000124107^Nasopharyngeal and oropharyngeal swab^SCT)

Enter the brief descriptive text for the specimen taken (enter one only).

nasal swab

nasopharyngeal swab

throat swabs

Nasal and throat swab combination

AL

Specimen_type_code

D

Vendor Specimen Description

nasal swab (445297001^Swab of internal nose^SCT)

nasopharyngeal swab (258500001^Nasopharyngeal swab^SCT)

throat swabs (258529004^Throat swab^SCT)

Nasal and throat swab combination (433801000124107^Nasopharyngeal and oropharyngeal swab^SCT)

Enter the numeric part of the specimen taken (enter one only).

445297001

258500001

258529004

433801000124107

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Appendix D: Blank worksheet Use this worksheet to help transfer test data from the CDC LIVD SARS-CoV-2 Test Codes.xlsx spreadsheet to the MDH spreadsheet. Fill in the CDC LOINC Mapping Tab entry data column, then transfer that data as directed to the MDH spreadsheet data entry column.

Manufacturer (Column A, CDC spreadsheet): Model (Column B, CDC spreadsheet):

MDH spreadsheet: column letter and name

CDC spreadsheet: column letter and header

CDC LOINC Mapping Tab entry Directions: How to enter CDC LOINC Mapping Tab data in the MDH spreadsheet

MDH spreadsheet data entry

AB

Test_performed_description

G

Test Performed LOINC Long Name

Enter the complete CDC entry

AC

Test_performed_code

F

Test Performed LOINC Code

Enter the number.

Format: Five-digit number; hyphen; one- digit number.

AD

Test_result_coded

E

Vendor Result Description

Enter the numerical value of the test result you are reporting (enter one number only).

AE

Test_result_description

E

Vendor Result Description

Enter the brief descriptive text for the test result you are reporting (enter one description only).

AK

Specimen_type_description

D

Vendor Specimen Description

Enter the brief descriptive text for the specimen taken (enter one only).

AL

Specimen_type_code

D

Vendor Specimen Description

Enter the numeric part of the specimen taken (enter one only).