Implementation of a Data System to Assure Effective STD/HIV/HCV Surveillance and Patient Care

Background: The Lake County Health Department & Community Health Center has become a sizable agency with Community Health, Environmental Health, Behavioral Health and Primary Care services. STD/HIV/HCV surveillance data collection was unsecured, inefficient and inaccessible because records were maintained in spreadsheets, data systems and paper medical records. This lack of integration forced duplication of effort and missed opportunities. Implementation of an electronic health system was eminent, but could not be used for county-wide surveillance activity.

Objectives: Implement a single, electronic data system to share surveillance information in an accessible, secure format that maintained HIPAA compliance Eliminate waste, duplication and patient inconvenience Implement a graphic-based system that was easy to navigate to overcome staff insecurities and lack of computer competency

Methods: Assessed current data collection for similarities, differences and overlap Assessed security related to end-user needs and developed policies to address the various levels Developed disease specific templates/schematics allowing data integrity and data sharing Transcribed templates into a working outline Designed graphical interface allowing navigation with minimal end-user effort Piloted for one month before implementation

Results: After 30 months, the system holds over 127,000 data points and over 6,000 patients specific to STD/HIV/HCV. It is accessible regardless of location yet maintains a security structure assuring HIPAA compliance. An overall reduction in time spent on surveillance. System integrity has been maintained throughout with no interruption or loss of data.

Conclusions: By integrating the data collection process across service areas into one electronic, multi-user system duplication of effort has stopped and has streamlined comprehensive patient care, treatment and notification.

Implications for Programs, Policy, and/or Research: As the CDC pushes forward with the PCSI model of services, this should be one of the first steps any agency takes. Without this information being accessible, PCSI will not work and efforts will be lost.