New York State Hepatitis C Rapid Testing Program - Ordering Supplies and Data Reporting
The New York State Hepatitis C Virus Rapid Testing Program (NYS HCV RTP) provides many sample program templates and documents within the online implementation guide. Additional quick guides for data submission to the NYS HCV RTP are provided to programs during enrollment, as part of technical assistance, and upon request. To contact the NYS HCV RTP staff or to request additional data guides, email email@example.com.
Once a program completes the enrollment process, they will be instructed on how to gain access to the NYS HCV RTP application on the Health Commerce System (HCS). Access to this restricted application requires NYS HCV RTP approval. Program staff must have individual, active HCS accounts to access the application. HCS accounts and log in passwords should never be shared. Sharing HCS account information can result in termination of user accounts and access to the HCS. If program staff do not have an HCS account or are unsure, they should contact their program’s HCS Coordinator or the Commerce Accounts Management Unit (CAMU) at 866-529-1890, option #1 or by e-mail to firstname.lastname@example.org for assistance.
Once program staffs’ access to the HCV Rapid Testing Program (RTP) application is approved, they will be able to order testing supplies (kits and controls). It is recommended that programs have at least two program staff with access to the HCV RTP application to ensure adequate program coverage for ordering product and reporting data. NYS HCV RTP Staff will deactivate access for staff no longer working within the testing program.
Steps to Accessing the HCV Rapid Testing Program (RTP) Online Application
- Health Commerce System (HCS) HCV Rapid Application Guide. Available upon request from NYS HCV RTP Staff. To request this information, send an email to email@example.com .
New York State HCV Rapid Test Program Application and Order Form
The online application serves as the initial order form for HCV rapid test kits and controls. Program information (e.g. address, contact names and telephone numbers, etc.) entered on the initial order screen will auto-populate subsequent order screens. This information should be checked for accuracy with each order and edited as appropriate. NYS HCV RTP staff routinely review data submissions to ensure that testing volume supports the quantity of product requested.
NYS HCV RTP staff review and approve orders every Tuesday and Thursday. Programs should have a system in place to track supplies and review inventory for both kits and controls before placing an order, as ordering these products together helps minimize shipping costs. When ordering supplies, please plan ahead at least 2 weeks to accommodate processing and shipping time from the manufacturer.
Note: When placing control orders, the program should notify essential staff that receive mail and/or package deliveries, as control kits are temperature sensitive and will need to be refrigerated upon delivery.
Steps to Place Initial Order through the Health Commerce System HCV Rapid Testing Program Application
- Health Commerce System (HCS) Initial Order Guide Available Upon Request from NYS HCV RTP Staff. To request this information, send an email to firstname.lastname@example.org
Risk Based Screening
The OraQuick® HCV Rapid Antibody Test is Food and Drug Administration (FDA) approved for use in populations with signs, symptoms, or those at risk for hepatitis C infection. Programs enrolled in the NYS HCV RTP should be targeting testing to clients at highest risk for HCV. NYS HCV RTP staff will be reviewing reported data to ensure that programs are targeting their screening to those identifying specific risk(s) for HCV infection and ordering product in quantities that support high-risk testing. Clients offered a rapid test should report at least one primary risk factor (see list below). Additional risk factors (listed below) may be reported, however, they should rarely serve as the only identified risk for HCV rapid testing. The NYS HCV RTP does provide discretion to testers on whether to offer screening to a client who does not report a primary risk factor, if they assess that the client would benefit from receiving a HCV rapid antibody test (i.e., client unwilling to disclose known risk or client known to the program, etc.). The expectation is that there would be minimal screening of individuals without clearly defined risk.
Primary Risk Factors (Must have at least one risk):
- IDU (Injection Drug Use, even if just once)
- Born between 1945 - 1965 (Baby Boomer)
- Snorting Drugs
- Tattoo (unlicensed setting)
- Body Piercing (unlicensed setting)
- Blood transfusion/transplant before 1992
- Clotting factor before 1987
- Long term dialysis
- Occupational exposure
Additional Risk Factors (Must also have a risk factor from primary section):
- MSM (Men who have Sex with Men)
- Sex with HCV infected person
- Household contact
- Sex with multiple partners
Data Collection and Reporting
Enrolled programs are required to submit monthly data reports. Data is due thirty days after the month ends. Participating programs will collect and report data with the AIDS Institute Reporting System (AIRS). System-specific training on required data entry fields and routine data quality assurance reports will be provided.
Note: NYS HCV RTP staff reserve the right to suspend approval of additional testing supplies for agencies that are not current with data reporting and/or referral updates. It is essential that program staff maintain timely reporting and respond promptly to program staff data requests.
Submitting Data - AIDS Institute Reporting System
Programs are required to enter HCV rapid testing data into the AIDS Institute Reporting System (AIRS) using the HCV rapid testing module. The NYS HCV RTP will provide the program structure and mapping file(s) to enable appropriate AIRS data reporting. It is important that the AIRS system be maintained in the most recent version and that any patches or mapping files are uploaded as soon as possible.
NYS HCV RTP Staff will ensure that programs are provided with data reporting guidance. The program will be trained on the required data entry fields and provided with routine data quality assurance reports. Providers will be expected to develop a list of “Program ID’s” and “Site” codes, which indicate where the program is conducting HCV rapid testing. These codes will be used for data analysis and data edit reporting purposes.
AIRS video tutorials, training information, implementation strategies, and contact information can be found on the AIRSNY website at http://www.airsny.org/.
AIDS Institute Reporting System Reporting Guides
NYS HCV RTP staff can provide technical assistance and will distribute monthly referral reports to assist with data quality and oversight.
- AIRS Refer HCV RNA Quick Guide. Available upon request from NYS HCV RTP Staff. To request this information, send an email to email@example.com.
- AIRS Offer HCV RNA Quick Guide. Available upon request from NYS HCV RTP Staff. To request this information, send an email to firstname.lastname@example.org.
AIDS Institute Reporting System Blank Data Reporting Forms
- AIRS Refer HCV RNA Blank Form. Available upon request from NYS HCV RTP Staff. To request this information, send an email to email@example.com.
- AIRS Offer HCV RNA Blank Form. Available upon request from NYS HCV RTP Staff. To request this information, send an email to firstname.lastname@example.org.
Data Quality Control
Enrolled programs are required to report defined variables and track referrals. The NYS HCV RTP staff review all reported data to ensure timely and complete data submissions and prepare and distribute monthly referral reports to assist programs with identifying and reviewing pending or missing variables. Timely review and updates to these reports are required and essential for producing accurate program-level data reports. NYS HCV RTP staff are available to provide technical assistance.
A primary focus of data quality control for the NYS HCV RTP is monitoring accurate and timely reporting of referral outcomes. It is important that clients complete the two-step testing process to determine if they are currently infected with HCV. Since referral services are often dependent on provider schedules and available appointments, the following should be used as a guide for tracking and reporting HCV RNA and medical referrals.
All enrolled programs are expected to make at least one attempt to determine if the client received referral services. Expectations for reporting referral outcomes are as follows:
- 30 days after referral made to healthcare provider for diagnostic testing (HCV RNA); and
- 90 days after referral made to healthcare provider for medical care (required for clients who, 1) had a positive HCV RNA test result, and 2) received the result from program staff).
Note: NYS HCV RTP staff reserve the right to suspend approval of additional testing supplies for programs that are not current with data reporting or referral updates. It is essential that program staff maintain timely reporting and respond promptly to program staff data requests.
Unlike positive anti-HCV test results, HCV rapid antibody reactive test results are currently not reportable in New York State (NYS). Additional information regarding reportable laboratory markers for hepatitis C can be found in the most recent NYS Department of Health (DOH) and New York City (NYC) Department of Health and Mental Hygiene (DOHMH) Communicable Disease Reporting Guidelines (2016).
The NYSDOH and NYC DOHMH, Communicable Diseases Reporting Guidelines 2016 can be found at https://www.wadsworth.org/programs/id.
Upstate Programs (excluding NYC):
Programs providing services within the 57 upstate counties must follow the NYS Communicable Disease Reporting Requirements.
For more information, please refer to the Communicable Disease Reporting webpage.
Downstate Programs (Bronx, Brooklyn, Manhattan, Queens and Richmond):
Programs providing services within the 5 boroughs must follow the New York City Department of Health and Mental Hygiene reporting requirements.
For more information, please refer to New York City's Reporting Diseases and Conditions webpage.