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Public Health Registries: Electronic Case Reporting

Currently, the Division of Public Health (DPH) is only onboarding health care organizations for reporting of COVID-19, mpox (Monkeypox) and Orthopoxvirus cases.

This is the onboarding page for electronic case reporting (eCR). Onboarding refers to the testing and validation process that providers and public health programs engage in prior to ongoing submission of production data from certified electronic health record (EHR) technology (CEHRT). This page contains information on the DPH electronic submission of case reports, including:

  • Technical capacity to receive data.
  • Resource/administrative capacity and queue prioritization.
  • Required to registration materials.

Technical capacity and specifications

DPH has declared readiness to collect eCR for COVID-19 only. DPH has the technical capacity to receive eCR from eligible professionals and eligible hospitals that treat or diagnose COVID-19. All other conditions will be available by the end of 2022.

DPH asks providers and hospitals intending to submit eCRs to follow the HL7 CDA® R2 Implementation Guide: Public Health Case Report - the Electronic Initial Case Report (eICR) Release 2, STU Release 3.0 - US Realm published in December 2021. DPH uses the HL7 electronic initial case report (eICR) standards (R1.1 and R3) for electronic case reporting (eCR) and to support the new CMS Promoting Interoperability regulations for eCR. DPH uses the Association of Public Health Laboratories (APHL) Informatics Messaging System (AIMS) and the Reportable Condition Knowledge Management System (RCKMS) to ensure appropriate receipt of electronic case reporting.

Resource Capacity and Prioritization

DPH has limited resource capacity to test with and onboard providers. DPH will prioritize electronic case reporting onboarding in the order listed below:

  1. Organizations ready to submit COVID-19 electronic case reports. DHS is only accepting COVID-19 eCRs at this time.

  2. Organizations using CEHRT with the capability of sending eCR messages per the HL7 CDA® R2 Implementation Guide: Public Health Case Report - the Electronic Initial Case Report (eICR) Release 2, STU Release 3.0 - US Realm

Providers are still expected to maintain current state-mandated disease reporting requirements described in Wis. Stat. ch. 252, Communicable Diseases, regardless of their registration or onboarding status. Registration of intent to submit electronic case reports is not a replacement for reporting of communicable diseases, nor is it a substitute for reportable lab result reporting (also known as ELR).

Providers can satisfy the Stage 3 Public Health and Clinical Data Registry Reporting Objective’s Measure 3 – Electronic Case Reporting, even if they do not begin testing during their EHR reporting period as long as they register with DPH no later than 60 days after the start of their reporting period, are responsive to DPH communications, and have a federally certified 2015 Edition EHR technology.

How to register for eCR in PHREDS

To register for eCR, use the following steps:

  • First check to see if your organization already has an existing registration for public health registries (Immunization, syndromic, etc).
    • If you cannot see a registration, it is likely because you do not have access to it. Please email the WI eHealth Team (dhsehealth@dhs.wisconsin.gov) to see if your organization has a registration and who is the primary contact. If that primary contact has left the organization, the eHealth team can give access to the existing registration to a new business contact.
  • If your organization already has a PHREDS registration, update the existing registration to register for eCR, more information below.
  • If your organization has never registered for any public health registry, follow the directions below to create a new registration.

Information required to register

To register, the following information is needed:

  • Organization name
  • Primary business contact information (phone number and email address)
  • Primary technical contact information (phone number and email address)
  • Primary address
  • Estimated quantity of reportable case results identified or suspected each month
  • Current submission of organization's disease results data (and transport type, if applicable)
  • EHR vendor name, product name, and version of product
  • Capability of EHR system to generate an electronic initial case report
  • Organization’s intended submission method (automated, manual, or initially manual and then automated)
  • Organization’s preferred transport mechanism for eICR submission (if applicable)
  • Organization’s definition of eICR trigger codes within their workflow

Providers wishing to register their intent to submit electronic case reports using CEHRT can visit the PHREDS Enrollment and Registration of Intent webpage.

Onboarding materials

The Wisconsin Implementation Guide for Electronic Case Reporting, P-03354 is a comprehensive document for administrators submitting electronic case reports to Wisconsin.

Questions?

For more information, visit:

If you have questions concerning the technical onboarding process for electronic case reporting, email the Electronic Case Reporting team.

If you have questions concerning the registration process, email the Wisconsin eHealth Program.

Last revised January 4, 2023