TM1

Data Exchange (Option I)

Pandemic Influenza Vaccine:Doses Administered And Safety Training Conference

Atlanta, GA

Joint Presentation August 21, 2008 by:Immunization Services Division

National Center for Immunization and Respiratory Diseases

andDivision of Emergency Preparedness and Response

National Center for Public Health Informatics

TM2

Purpose

• Provide detailed technical information about using Data Exchange (Option 1) to upload or message a data file to CDC's CRA system for aggregate reporting of doses administered during a public health event.

TM3

Agenda

• Overview and Description• File Structure• Mapping• File Format• File Transfer Mechanism• Implementation Information• Questions

TM4

Aggregate Reporting of Pandemic Vaccine Doses

Administered• Data Exchange (Option 1): Project Area

has own system (IIS or other CRA); may send using: pipe delimited, XML file, HL7

• Web Entry Aggregate (Option 2): Project Area collects/aggregates data manually or electronically; enters via aggregate reporting screen

• Web Entry Detail (Option 3): Project Area collects individual data via CRA; minimum data set is automatically aggregated

TM5

Data Exchange Description

Option 1 – Upload

A Project Area uses its Immunization Information System (IIS) to capture clinical data for vaccine doses administered and generates a data exchange file to transmit aggregate counts of vaccine doses administered to the CDC.

Data Entry Specialist at Clinic / POD

Point of Contact at Partner Jurisdiction

Data Submission Option 1 (Partner) Personnel at local health

departments enter vaccine administrations using the Project Area’s IIS.

The Project Area’s IIS must have the capability to generate a data exchange file containing aggregate doses administered for the entire Project Area.

Upload Report Method The Project Area POC uploads or

messages partner-level aggregate file generated from IIS or other system using CRA manual upload or PHIN MS to report the aggregate doses administered for the Project Area to the CDC.

Aggregate counts are automatically confirmed when aggregate file is accepted into the CRA system.

TM6

Guidelines for Reporting Aggregate Data

• Each Project Area sending data to the CRA system is responsible for submitting one set of counts for each reporting period that aggregates all the doses administered for all clinics in the jurisdiction

• Reporting is required for each reporting period during the event, even if no doses were administered

• Reporting period is based on the MMWR week; defined as Sunday through Saturday

• Reporting is required by close of business on the Tuesday following the end of the reporting period

TM7

Full Replacement of Aggregate Reports

• Full replacement of all aggregate counts already submitted along with the new aggregate counts is required for each reporting period

• Each week, report the counts for the new week plus the counts for all previous weeks Aggregate counts are replaced based on a match to the partner, event, start date, end date, and vaccine type

TM8

Full Replacement of Aggregate Reports (continued)

Aggregate Reporting

Full Replacement

of Doses Administered

Reporting Weeks

Week 1 Report Week 2 Report Week 3 Report Week n Report

Week 1 Doses Administered 100

105(week 1 data

updated with 5 more doses

105(no change from previous week)

105(no change)

Week 2 Doses Administered 250

250(no change from previous week)

200(week 2 data

updated with 50 fewer doses)

Week 3 Doses Administered 100 100

(no change)

Week n Doses Administered 375

TM9

File Structure

Aggregate

Count1 to many per fileCount

Count

• Aggregate section is header which identifies the report• Repeats for each report in the data exchange file• Contains Project Area, Event, Start Date, End Date,

Vaccine Type, and Total Doses Administered for the report• Count section is detail nested below Aggregate section

• Exists for each count category within the report• Contains Count Category Code and Doses Administered

TM10

Mapping – Aggregate Section

#

Data Elemen

t DescriptionData Type

Length

Req'd

Valid Values /Data Validation

1 Partner Project Area reporting the aggregate counts.

Alpha numeric

5 Yes Project Area ID

3 Start Date

Start date of the reporting time period for the aggregate counts.

Date 10 Yes yyyymmdd

4 End Date

End date of the reporting time period for the aggregate counts.

Date 10 Yes yyyymmdd

5 Vaccine Type

Vaccine type for which the counts apply.

Alpha numeric

20 Yes CVX code for pandemic or seasonal influenza vaccine

6 Total Count

Total number of doses administered for the Partner, Event, Date Range, and Countermeasure.

Integer Yes Validated against the sum of the Doses Administered for the Category Codes within each Count Category. For example, the sum of the Doses Administered for all Priority Group Category Codes reported must equal the Total Count.

TM11

Mapping – Counts Section

#Data

Element DescriptionData Type

Length

Req'd

Valid Values /Data Validation

1 Count Category Code

Identifier for the counts being collected within a Count Category.

Alpha-numeric

20 Yes If the Doses Administered for a Count Category is zero, that Count Category does not have to be reported.

Pandemic Influenza•All Priority Groups•Dose #

DAX 2008 (Seasonal Influenza)•General Population Priority Groups

2 Doses Administered

Total number of doses administered of the vaccine type in the partners’ jurisdiction that corresponds to the count category code.

Integer 10 Yes The sum of the Doses Administered for the Category Codes within a Count Category is validated against the Total Count in the Aggregate section of the file.

TM12

File Format

• Three data exchange file formats are supported:• Pipe-delimited ASCII flat file• Extensible Markup Language (XML)

encoded file• Health Level Seven (HL7) Version

2.5 Unsolicited Result Message (ORU^R01)

TM13

File Format – Pipe-Delimited Example

Partner Value|Event Value|Start Date|End Date|Vaccine Type Value|Total Count|Count Category Code 1^Doses Administered|Count Category Code 2^Doses Administered|Count Category Code 3^Doses Administered|Count Category Code n^Doses Administered<CR>

TM14

File Format – XML Example

<?xml version="1.0" encoding="UTF-8" ?> <upload><aggregate sending="Partner Value" event="Event Value" start_date="Start Date" end_date="End Date" countermeasure_name="Vaccine Type Value" total_count="Total Count"/><count category_code="Count Category Code 1" number_treated="Doses Administered" /> <count category_code="Count Category Code 2" number_treated="Doses Administered" /> <count category_code="Count Category Code 3" number_treated="Doses Administered" /> <count category_code="Count Category Code n" number_treated="Doses Administered" /> </aggregate></upload>

TM15

File Format – HL7 Example

MSH|^~\&||GA^2.16.840.1.114222.4.3.2^ISO||CDC^2.16.840.1.114222.4.3.2^ISO|20061008||ORU^R01^ORU_R01|200610080045|P|2.5|||||||||^PHIN^2.16.840.1.114222.4^ISO<CR>

OBR|1|||127^Influenza (TBD) Influenza virus vaccine^2.16.840.1.114222.4.3.2|||20061001|20061007<CR>

OBX|1|NM|TOTAL^Total Administrations^2.16.840.1.114222.4.3.2||150|||||F<CR>

OBX|2|NM|816^GPT1^2.16.840.1.114222.4.3.2||10|||||F<CR>

OBX|3|NM|823^GPT2^2.16.840.1.114222.4.3.2||15|||||F<CR>

OBX|4|NM|603^GPT3^2.16.840.1.114222.4.3.2||50|||||F<CR>

OBX|5|NM|995^GPT4^2.16.840.1.114222.4.3.2||25|||||F<CR>

OBX|6|NM|468^GPT5^2.16.840.1.114222.4.3.2||50|||||F<CR>

OBX|7|NM|721^DS1^2.16.840.1.114222.4.3.2||100|||||F<CR>

OBX|8|NM|365^DS2^2.16.840.1.114222.4.3.2||25|||||F<CR>

OBX|9|NM|243^DS3^2.16.840.1.114222.4.3.2||25|||||F<CR>

CTI|DAX2008^2.16.840.1.114222.4.3.2^ISO<CR>

TM16

File Transfer Mechanism

• Two file transfer mechanisms are supported• Automatic (PHINMS)• Manual (Aggregate Upload)

TM17

File Transfer Mechanism – PHINMS

• The automatic file transfer uses the Public Health Information Network Messaging System (PHINMS)

• PHINMS is available for Project Area installation; CRA will facilitate connecting the Project Area with PHINMS technical assistance

• If using PHINMS as a transport mechanism: • Obtain and register a Party ID with CDC-CRA• Confirm that you have a digital certificate to send

messages using PHINMS

TM18

File Transfer Mechanism – Manual

• The manual file transfer uses an upload user interface within the CRA system

• If using manual file transfer, confirm that the user who will be uploading the file:• Has an SDN digital certificate• Is assigned to the CRA Application SDN

activity• Is a valid user in the CRA application having

the Public Health Administrator (PHA) role for their Partner Jurisdiction

TM19

File Transfer Mechanism – Process

• CRA will email user of success or failure of receipt of file

• Upon successful receipt, the file is validated to determine if there are any errors inside the file

• If the file passes validation, the data is loaded into CRA and made available for further analysis

• Aggregate counts are automatically confirmed, or verified, when aggregate file is accepted into the CRA system

• CRA will notify user of success of failure of validation processing

• Failure notifications contain the information needed by the sender to correct the error and try again

TM20

File Transfer Mechanism – Manual Upload Aggregate File

TM21

Implementation

• Select the content format your system will use (Pipe Delimited, XML, HL7)

• Select the transport mechanism your system will use to transfer information (Message, Upload)

• Develop any necessary code to create the selected file format and transport the file to CRA

• Send a test file for evaluation after development of code

TM22

Technical Resources and Points of Contact

• Download the Data Exchange Requirements for Pandemic Influenza Aggregate Reporting document from the CRA PHIN website (http://www.cdc.gov/phin/activities/applications-services/cra/2008Exercise.html)

• Get access to the CRA Demo system (http://crademo.cdc.gov); contact the PHIN Help Desk (PHINTech@cdc.gov)

• Apply for an SDN Digital Certificate at https://ca.cdc.gov; for password contact the PHIN Help Desk (PHINTech@cdc.gov)

• Get answers to general aggregate reporting questions and inquiries (crahelp@cdc.gov)

TM23

Questions?