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Virginia Syndromic surveillance Advisory Group discussion

Second Meeting June 15, 2017. Virginia Syndromic surveillance Advisory Group discussion. Access to Syndromic Surveillance Data. Propose offering appropriate VDH staff and partners external to VDH access to NSSP ESSENCE The following documents need to be developed to support data access:

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Virginia Syndromic surveillance Advisory Group discussion

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  1. Second Meeting June 15, 2017 Virginia Syndromic surveillance Advisory Groupdiscussion

  2. Access to Syndromic Surveillance Data • Propose offering appropriate VDH staff and partners external to VDH access to NSSP ESSENCE • The following documents need to be developed to support data access: • Confidentiality policy and agreement • Procedure to request and remove access • Defining user roles, associated access for each role • Requesting input from VSSAG members today

  3. Data Access • Data access in NSSP ESSENCE is controlled by 2 factors: • Geography - Patient location versus facility location • Data view - Aggregate versus line level • Some other access options in development stage by NSSP • Access to Virginia residents that sought ED/urgent care services in other states

  4. User Roles • Depending on work responsibilities and organization, users will be assigned a role • Role determines access to data • For example, IPs at Hospital A, Hospital B, and Urgent Care C would be grouped into the same user role • Healthcare Epidemiologist/Infection Preventionist • User role would define access as line level for the user’s facility and aggregate for the surrounding health planning region

  5. Draft User Roles • VDH Central Office Epidemiologist • Aggregate and data detail access by patient location – Entire state • Aggregate and data detail access by facility location – Entire state • VDH Regional Epidemiologist • Aggregate access by patient location – Entire state • Aggregate access by facility location – Entire state • Aggregate and data detail access by patient location – Region • Aggregate and data detail access by facility location – Region • VDH Health District Epidemiologist • Aggregate access by patient location – Region • Aggregate access by facility location – Region • Aggregate and data detail access by patient location – District • Aggregate and data detail access by facility location – District • Hospital Infection Preventionist • Aggregate access by patient location – Region • Aggregate access by facility location – Region • Aggregate and data detail access by facility location – Specific facility/facilities • VDH Central Office Emergency Preparedness • Aggregate and data detail access by patient location – Entire state • Aggregate and data detail access by facility location – Entire state • Regional/Hospital Emergency Preparedness • Aggregate access by patient location – Entire state • Aggregate access by facility location – Entire state • Aggregate and data detail access by patient location – Region • Aggregate and data detail access by facility location – Region • Researcher • Aggregate access by patient location – Entire state • Aggregate access by facility location – Entire state • More detailed access as allowed by Institutional Review Board (IRB) • Public Safety/Law Enforcement • Aggregate access by patient location – Entire state • Aggregate access by facility location – Entire state • More detailed access by approved special access request • Department of Defense/Federal Agency • Aggregate access by patient location – Entire state • Aggregate access by facility location – Entire state • More detailed access by approved special access request

  6. Moving Forward • Requesting initial feedback from VSSAG today • VDH will then draft the following: • User roles and associated access based on feedback • Protocol for approving/removing access • Confidentiality policy agreement • VDH will request review of draft by VSSAG in August via email/survey • VDH will present finalized protocol and documents in September • VDH will discuss changes to documentation with VSSAG as need arises (e.g. new user role defined, new access option available in NSSP ESSENCE)

  7. Considerations for Discussion • Additional user roles? • Level of data access appropriate? • Minimum level of access necessary • PHI included in NSSP ESSENCE • Visibility of facility name? • Need for a ‘facility administrator’ role? • Access approval at external partner sites?

  8. Questions? • Requests for travel reimbursement should be addressed to Lindsey Lambert at lindsey.lambert@vdh.virginia.govby June 30th • Any further questions can be addressed to Em Stephens at emily.stephens@vdh.virginia.gov or 804-864-7254

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