REALD Technical Workgroup Meeting Summary - November 5, 2020
The REALD Technical Workgroup Meeting held on November 5, 2020, included discussions on various topics like operational questions for OHA, EHR implementation/reporting status, technical coordination review for new members, REALD reporting for providers, and more. Representatives from different hospitals, health systems, FQHCs, and other organizations participated in the meeting to align on coordinated REALD implementation approaches. Emphasis was placed on ensuring compliance with REALD data requirements for COVID-19 encounters. The meeting also highlighted the need for consistent data collection and reporting practices, with a focus on self-reporting and standardization of question templates.
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REALD Technical Workgroup Meeting November 5, 2020 Susan Otter, Director of Health IT, OHA Karen Hale, Oregon Provider Directory Program Manager and Certified EHR Technologystandards lead, Office of Health IT Marjorie McGee, Ph.D., OHA Equity and Inclusion Division Michelle Barber, Interoperability Director, Acute & Communicable Disease Prevention
Agenda Welcome and Introductions Review for new members Operational questions for OHA Report out from you - Workflows EHR Implementation/Reporting status Next Steps
Welcome and Introductions Hospitals/Health Systems: Hospitals/Health Systems: Asante Kaiser Legacy OHSU PeaceHealth Providence Salem Health* Samaritan Sky Lakes Southern Coos Hospital & Health Center St. Charles Health Care FQHC: FQHC: Other Guests: Other Guests: Apprise Health Insights* CareOregon Epic HIT Commons OHA: OHA: Staff Health Tech Solutions (OHA'stechnical SME) Multnomah County (FQHC)* Neighborhood Health Center (FQHC) Northwest Human Services (FQHC) Yakima Valley Farm Workers OPCA OCHIN *New Workgroup Member
Technical coordination review for new members OHA Technical Workgroup to develop coordinated REALD implementation approaches EHR implementation - system updates to incorporate REALD Reporting to OHA/Public Health options for electronic reporting OHA Tiger team (subgroup) to crosswalk REALD race, ethnicity data to existing data reporting requirements (e.g., CEHRT, HRSA and NIH) and structures Epic coordination supported through single Epic technical coordinator, AJ Ankenbauer
REALD Reporting for Providers review for new members Requirements: All REALD questions need to be collected for COVID-19 encounters and reported with COVIDdiseasereporting, unless collected/reported in prior year REALD standards require asking all questions on the template, without changing the questions themselves Providers subject to REALD data requirements can design their workflows to use clinic staff or others to collect and submit the REALD data to OHA Workflows should honor the principles of self-report and one set of questions are not treated differently than another
REALD Reporting for Providers review for new members Report to OHA via COVID-19Portal or establish CSV file with OHA. Daily submission is preferred, although weekly is acceptable Data for the preceding week must be received by OHA/Public Health Division not later than 10 pm each Sunday These data will be included in OHA s Weekly COVID report, which is published at noon on Wednesdays. Resources: CSV File Specifications are available at the Electronic Case Reporting page. To establish CSV reporting: ELR.project@dhsoha.state.or.us
REALD Reporting for Providers Review for new members
Reporting Tools/Template Updates REALDstandards changes effective 11/1 English versions of REALD template are updated to add language question, Spanish shouldbe available next, other translations to follow Tribalconsultation ongoing may add questions in future CSV update - current is Version 1.3 New language question added Reviewing response categories may need to update to include "not answered" COVID-19 Reporting Portalupdated to make REALD questions conditional (e.g., when REALD has previously been reported for a patient)
11/10 Webinar Implementing REALD for Providers: Updates and FAQs Join OHA on Tues. November 10 from 1-2:30 p.m. Nuts and bolts webinar on provider requirements for reporting REAL Nuts and bolts webinar on provider requirements for reporting REAL- -D information sending COVID reportable data to OHA, including: an update to the 10/14 learning session (View the slides and watch the recording), requirements and options for reporting, updates on new REALD standards in effect 11/1/2020, updates to the temporary rules related to health systems, laboratories, and more, and answers to the most frequently asked questions. D information when Have a question you d like addressed? Please email: Susan.Otter@dhsoha.state.or.us Register here: https://www.eventbrite.com/e/implementing-reald-for-providers- updates-and-faqs-tickets-127367352179
Can REALD Patient Data Be De- identified? Identification of the patient for disease reporting and REALD is required Patients may decline to answer any field in the REALD questionnaire Submitting unidentified REALD information that the Oregon Health Authority cannot link to a reportable disease report may result in a health care provider being out of compliance with the disease and REALD reporting requirements OHA is in the process of creating materialsfor patients thatexplains why REALD is important, why we ask,and how their data are protected/shared.
Can an organization submit data on behalf of another? Yes! Organizations may submit REALD data on behalf of their connected partners. Files must comply with the CSV specification, which includes the facility IDs and Provider IDs
Report out from Workgroup Members
REALD Workflows Providers subject to REALD data requirements can design theirworkflows to use clinic staff or others to collect and submit the REALDdata to OHA Workflows should honor the principles: Gold- standard is self self- -report report even when it seems odd or wrong. Do not correct or change their response Avoid mining medical records to impute answers to the disability questions Ask all REALD questions in the same way same way, at the same time same time Registration (front desk staff) Any time using MyChart Other times during an encounter Pre- E- Rooming Registration Registration
EHR Implementation approaches in Epic Approaches: Demographics section, Flowsheet - Legacy SmartForm- OCHIN MyChart Both Considerations: Including full REALD questions in SmartForm Mapping responses to existing fields in Epic Forcing workflow vs relying on training Prompting re-asking questions annually Self-report by patient, asking all questions at the same time
Phase 1 Workgroup Member Phase 1 Workgroup Member Asante Kaiser Legacy OCHIN OHSU Neighborhood Health Multnomah County Northwest Human Services PeaceHealth Providence Salem Health Samaritan Sky Lakes SouthernCoos St. Charles Health Care Yakima Valley Farm Workers EHR Implementation EHR Implementation Reporting type/status Reporting type/status CSV CSV CSV - Submitted Oct. CSV CSV - Onboarding CSV CSV CSV CSV CSV CSV CSV CSV CSV CSV CSV Demographics and Flowsheet in process, adding MyChart SmartForm for registration or rooming, adding MyChart
Optional OHA Review Process OHA could review paper prototypes, walk-throughsof"sandbox" orother testing environments, screen shares, etc. Please reach out to Susan or Karen Hale if interested
Questions for the Group What needs more clarity from OHA? What questions do you need to resolve within your organization or with your EHR vendor? What technical resources will be most helpful?
Next steps OHA Workgroup 11/10 Webinar Tribal Consulton REALD New FAQs ELR,eCR, CDC standards CSV onboarding Additional communication and outreach Workflow and EHR Implementation remaining issues Tiger Team on race/ethnicity crosswalk to federal standards Future: ELR/eCRinput Future: Interoperability Technical Workgroup Contacts: Susan Otter, Director of HIT, susan.otter@dhsoha.state.or.us Karen Hale, karen.hale@dhsoha.state.or.us
REALD Resources HB4212/REALD Provider Page: https://www.oregon.gov/oha/OEI/Pages/REALD-Providers.aspx COVID-19 Reporting Portal at healthoregon.org/howtoreport List of REALD data crosswalk to CEHRT standards: REALD/CDC Crosswalk CSV specifications are available at the Electronic Case Reporting page. To establish CSV reporting, reach out to ELR.project@dhsoha.state.or.us REALD learning sessions, including 10/14 webinar on reporting
