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Electronic Case Reporting

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​Electronic Initial Case Reporting (eICR)

Electronic Initial Case Reporting (eICR) offers benefits to both healthcare providers and to public health.  KHIE has partnered once again with the Kentucky Department for Public Health (KDPH) to modernize the way healthcare organizations report cases of communicable disease.  

The electronic initial case report is termed 'initial' because the report may be the first report made to public health from the clinical provider.  The report may contains pertinent data for the public health agency to initiate investigation or conduct other appropriate public health activities, such as contact tracing​.  ​

​Leverage KHIE to fulfill state-mandated reporting requirements for communicable diseases and their associated case reports.*

Two Ways to Submit Case Reports

KHIE offers two options for reporting notifiable conditions to KDPH.  

Manual

Participants can manually enter case report details in the ePartnerViewer's Direct Data Entry ​(DDE) platform.  When utilizing KHIE's online web forms to enter certain reportable lab results, the option is available to complete the associated case report, as well.  The system will use information from the lab result just submitted to automatically populate certain fields of the electronic case report form, saving time and minimizing disruption in workflow.  

​Reportable Disease Condition Case Reports that can be submitted through DDE                                  Review the complete list of conditions here.   ​

Please check back periodically to see additional conditions that become available to report through DDE.​

​Electronic

Electronic Case Reporting is the secure, automatic creation of case reports from an electronic health record system that is transmitted through KHIE to KDPH for communicable disease investigation.  Through Direct Secure Messaging (DSM), KHIE Participants can electronically submit case reports in real time directly out of their EMR/EHR system.  It makes the process faster and more accurate, timely, and reliable.  This not only enhances the Electronic Laboratory Reporting (ELR) service KHIE already offers, it further streamlines the workflow, minimizing the burden of reporting requirements.  

To ensure the KHIE onboarding process runs efficiently, the KHIE Participant should engage in the following preliminary preparation:

1. Confirm your EMR/EHR vendor has the capability to electronically submit a case report .

2. Provide a list of all physical locations:  include the address and phone number for each, include a main contact name for each location, and include the group or individual NPI number for each location.  Please also include a contact name and email address for the EMR/EHR vendor.

3. Review the AIMS technical specifications for electronic case reporting aimsplatform.org

4. Review the Data Elements for electronic case reporting.

5. Contact ecr.cdc@gov to onboard with APHL/CDC.  ​

6.  Sign the KHIE Participation Agreement.

The Onboarding Process

The eCR Onboarding Process smaller3.PNG

1.  Review the Connectivity Guide for electronic case reporting.

2. Review the KHIE Process to Onboard for electronic case reporting.​

3. Understand the Acronyms and Terminology related to electronic case reporting.

4. Test and validate to trigger reportable response cases.  Utilize the following tools:


Benefits for Healthcare Providers:

  • provides critical information regarding outbreaks
  • improves public health reporting​
  • available for multiple reportable conditions​
  • reduces burden on healthcare staff
  • ​​minimizes disruption in the clinical workflow
  • ​fulfills reporting requirements​
  • meets CMS Promoting Interoperability Program requirements*

Benefits for Public Health Agencies:

  • provides more timely and complete data upon initial reporting
  • monitors the spread of reportable conditions 
  • enables quicker public health response 
  • improves response time during outbreaks and public health emergencies
  • improves communication with healthcare providers
  • shares critical information with healthcare providers



Partnering to Improve Health Information Technology.





​​NEWS;   Electronic Case Reporting in the ePartnerViewer

Please read if you use the ePartnerViewer platform to report communicable diseases.  

Case Report Forms for the followingcommunicable diseases ​are in development and are not available at this time to use for reporting purposes.  If you are reporting any of these diseases, please submit a paper case report form.

We will monitor the list and update it as the forms become available in the ePartnerViewer.  

User Guide for Electronic Case Reporting

Participant Connectivity Guide for eCR 


User Guides Direct Data Entry for Manual Case Reporting

Communicable Disease Lab Entry and Case Report Entry User Guide


COVID-19 Case Report DDE User Guide 

Multi-Drug Resistant Organism Case Report DDE User Guide 
Other Reportable Conditions Case Report DDE User Guide 

Sexually Transmitted Diseases Case Report DDE User Guide 

Perinatal Hepatitis Case Report DDE User Guide
COVID-19 Variant Testing+Initiate Case Report Quick Reference Guide 

Child Hepatitis Case Report DDE User Guide

Acute Hepatitis A Case Report DDE User Guide

Acute Hepatitis B Case Report DDE User GuideAcute Hepatitis C​​ Case Report DDE User ​Guide


KOG and MFA Information 

KOG Okta MFA ePartnerViewer Login User Guide

Electronic Laboratory Reporting

902 KAR 0:020

Amended Table of Reportable Diseases and Conditions in Kentucky


​​Reporting Guidance

KDPH Reporting Guidance