Public Service Message

Better Information Means Better Care: Health Information Technology

Syndromic Surveillance Reporting for New York State Providers (excluding New York City)

Syndromic surveillance reporting is given as a public health reporting option for Meaningful Use. Providers should perform at least one test of data submission and follow-up submission to qualify for this option.

Currently, hospitals located in New York State (excluding New York City) submit emergency department Chief Complaint data daily via the Department's Electronic Clinical Laboratory Reporting System (ECLRS). Each report includes 7 required data elements: Medical chart #, Age or DOB, Gender, Zip code, Chief complaint, Discharge disposition, and Date of visit.

Syndromic Surveillance- Meaningful Use Requirements

Objective:

  • Eligible Professionals - Capability to submit electronic syndromic surveillance data to public health agencies and actual submission in accordance with applicable law and practice
  • Eligible Hospitals and CAHs - Capability to submit electronic syndromic surveillance data to public health agencies and actual submission in accordance with applicable law and practice
  • At this time, New York is only accepting Syndromic Surveillance data from Eligible Hospitals

Measure: Performed at least one test of certified EHR technology's capacity to provide electronic syndromic surveillance data to public health agencies and follow-up submission if the test is successful

  • Final Rule Certification Language:
    • Final Rule Text - Public health surveillance. Electronically record, modify, retrieve, and submit syndrome-based public health surveillance information in accordance with the standard (and applicable implementation specifications)
  • Content Exchange Standards and Implementation Specifications
    • HL7 2.3, or HL7 2.5.1, and Implementation Specifications Public Health Information Network HL7 2.5 Message.
      • CMS and ONC Final Rules do not elaborate on the type of "syndrome-based public health surveillance information" to be retrieved, modified, recorded or submitted. However, the CMS Final Rule states: "This test must include the transfer of either actual or 'dummy' data to the chosen public health agency." (75 FR Page 44368)
  • Exclusions:
    • Eligible Professionals qualify for exclusion if:
      • They do not collect any reportable syndromic information on their patients during the EHR reporting period OR
      • No public health agency has the capacity to receive the information electronically
    • Eligible Hospitals and Critical Access Hospitals (CAH) qualify for exclusion if no public health agency to which the eligible hospital or CAH submits such information has the capacity to receive the information electronically
      • New York State does have the capability to receive electronically, so the exclusion does not apply to New York State Eligible Hospitals (excluding New York City)

Syndromic Surveillance - Meaningful Use Testing Process

  1. Eligible Hospitals must have their information system software certified by an ONC-Authorized Testing and Certification Body. Certified systems can include, but are not limited to complete electronic health records, laboratory information systems, health information exchange, or any other system certified by a designated body as a complete system, module, or component of a certified system.
  2. Eligible Hospitals will contact NYSDOH eclrs@health.state.ny.us or by phone at 1-866-325-7743 to set up a time to test.
  3. Eligible Hospitals will then submit the following basic information and a test message to ECLRS:
    • Eligible Hospital Information: Name, Address, Organizational NPI (NPI of the testing business unit), and Eligible Hospital Phone Number. NOTE: See the eligibility information.
    • Submitter Name and Email: The submitter will be the individual who is sending the test message on behalf of the Eligible Hospital. This individual will receive all correspondence regarding the syndromic surveillance test message.
    • EHR Software Package and Version: EHR technologies that meet the certification requirements for the Medicare and Medicaid EHR Incentive Programs are listed on the ONC Web site ) (NOTE: meaningful use certification does NOT imply that the product meets all meaningful use requirements). If your software is not listed, it may not qualify for meaningful use. For additional questions regarding ONC approved software, please contact CMS.
    • Test message: In the following link, you will find the ECRLS page regarding syndromic surveillance reporting for New York State excluding New York City.
  4. NYSDOH will validate that the test message meets all of the specifications, based on the existing criteria.
  5. NYSDOH will then create a report, including the hospital information listed in number 3, above, the date and time of submission, and pass/fail information. NYSDOH will also maintain an audit trail with testing information.

An additional testing option will be accepted, hospitals submitting data through New York State RHIOs via the Universal Public Health Node. Detailed guidance regarding reporting through New York State RHIOs will be released shortly.

Please Note

At present, NYSDOH will require the data fields listed above. When the national standards for syndrome reporting are established and released, NYSDOH reserves the right to adopt those standards. If NYSDOH does adopt national standards for syndromic reporting, providers wishing to continue to attest to this objective will need to report syndromic surveillance data from their EHRs according to the new reporting guidance that NYSDOH will issue.

Contact

  • For Eligible Hospitals:
    • Electronic Clinical Laboratory Reporting System (ECLRS) Help Desk
    • Email: eclrs@health.state.ny.us
    • Phone: 1-866-325-7743
  • At this time, New York is only accepting Syndromic Surveillance data from Eligible Hospitals

Other Public Health Stage 1 Meaningful Use Criteria