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Emergency Contact and Other Information

Contact Us (24/7/365)

Phone:

(304) 558-5358, extension 1

(800) 423-1271, extension 1
(toll-free in West Virginia)

(304) 925-9946
(answering service)


Fax:

Confidential Disease Reports:
(304) 558-8736

Other Documents:
(304) 558-6335


350 Capitol Street
Room 125
Charleston, WV 25301

Syndromic Surveillance Reporting for Meaningful Use

West Virginia is currently accepting syndromic surveillance data from eligible hospitals and urgent care centers with three or more eligible professionals (EPs) who wish to meet meaningful use requirements. West Virginia has implemented an electronic syndromic surveillance system in the state using the Centers for Disease Control's ESSENCE. The emphasis is on connecting hospital emergency departments and urgent care centers via the West Virginia Health Information Network’s (WVHIN) Health Information Exchange (HIE). The information below provides an overview of the Modified Stage 2 MU reporting process in West Virginia for the 2017 reporting period.

IMPORTANT NOTE TO EPs: West Virginia is NOT accepting syndromic surveillance data from EPs unless the EP practices in an urgent care setting. Only those EPs in an urgent care setting with THREE OR MORE EPs should register, and ONE registration should be entered at the facility level instead of multiple registrations for each EP. Registrations for urgent care centers with fewer than three EPs will be invalidated.

DECLARATION OF READINESS STATEMENT (posted June 28, 2017): West Virginia will begin accepting Stage 3 registrations January 1, 2018, for the 2018 reporting period. In 2018, EHR systems must be certified to the 2015 Edition CEHRT for syndromic surveillance reporting.

ELIGIBILITY CRITERIA

  • Is the facility an eligible hospital (EH), critical access hospital (CAH), or an urgent care center with three or more EPs?
  • Does the facility have a certified Electronic Health Record (EHR) system? For a list of EHR products certified for syndromic surveillance reporting, visit the Certified Health IT Product List.
    1. Once on the website, enter your product or vendor name and select your product from the list.
    2. Select “Details&rdquo to the right of your product version.
    3. Scroll down the Certification Criteria list and choose “(f)(3) Transmission to Public Health Agencies - Syndromic Surveillance”.
    4. Under the ‘Certification Edition’ on the left side check 2014
    5. Click ‘Search’.
    The list of EHR products certified for syndromic surveillance reporting is displayed. If your EHR system is not listed, contact your EHR vendor to determine if and when the syndromic surveillance reporting option will be added to the software.

REGISTRATION

If you meet all of the eligibility criteria, you must register your intent with the WVBPH using The West Virginia Bureau for Public Health online registration system within 60 days after the start of your 2017 reporting period.

  • If you previously registered for syndromic data reporting and your registration status was "In Review," "Registered - In Queue," "First or Second Invitation," "Testing and Validation Queue," or "Production" at the end of 2017, you do not have to register again. Your previous registration will continue in 2017.
  • It is not the responsibility of the West Virginia syndromic surveillance team to know whether your reporting period is the full 2017 calendar year or any 90-day period in 2017. Once you determine your reporting period, please remember that you must register within 60 days after the start of your reporting period.

After you submit your registration, the Registration Status will indicate "In Review" in the Meaningful Use Registration System, and your Primary Contact will receive an e-mail confirmation indicating that the registration was successfully saved.

NOTE: The facility is responsible for keeping their registration up to date and transferring login credentials in the case of staff turnover. The WVBPH is not able to alter registration or login information.

The West Virginia Bureau for Public Health encourages all providers and EHR vendors to coordinate with the West Virginia Health Information Exchange (HIE) to establish a connection to ESSENCE for secure data transmission.

If a provider does not wish to establish a connection to the HIE, the provider should contact Kirsten Oliver for instructions to connect directly to ESSENCE.

Protocol

It is VERY IMPORTANT that providers keep a record of all communications received from public health throughout the registration, onboarding, testing, and production process, as well as any other documentation that may be needed for attestation or auditing purposes. Examples may include e-mails, screen shots proving date of registration, acknowledgement letters, etc. Due to the large volume of registrants, public health programs will not have the capacity to prepare such a log on your behalf.

Meaningful Use Resources - The Centers for Disease Control's Syndromic Surveillance Meaningful Use website contains numerous guidance documents for EHR/EMR vendors and providers.

General Questions - Questions about the EHR Incentive Program registration, attestation, eligibility, and other Meaningful Use criteria should be directed to the Centers for Medicare and Medicaid EHR Incentive Program.

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