New York State Hepatitis C Testing Program - Ordering Supplies and Data Reporting
The New York State Hepatitis C Virus Testing Program (NYS HCV TP) provides many sample program templates and documents within the online implementation guide. Additional quick guides for data submission to the NYS HCV Testing Program are provided to programs during enrollment, as part of technical assistance, and upon request. To contact the NYS HCV Testing Program 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 Testing Program application at HCVtestNY . Access to this restricted application requires NYS HCV Testing Program approval. Program staff must have individual, active accounts to access the application, and accounts and log in passwords should never be shared.
Once program staff’s access to the HCVtestNY is approved, they will be able to order testing supplies. It is recommended that programs have at least two program staff with access to the HCVtestNY to ensure adequate program coverage for ordering product.
- Access to HCVtestNY is available upon request by sending an email to firstname.lastname@example.org .
NYS HCV Testing Program staff review and approve orders every Monday, Tuesday and Wednesday (until 12pm). 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.
Data Collection and Reporting
programs are required to submit monthly data submission. Data is due
thirty days after the month ends. Participating programs will collect
ing 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 Testing Program 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 testing data into the AIDS Institute Reporting System (AIRS) using the HCV Rapid Testing module. The NYS HCV Testing Program 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 Testing Program 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 testing. These codes will be used for data analysis and data 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
- AIRS Refer HCV RNA Quick Guide
- AIRS Offer HCV RNA Quick Guide
AIDS Institute Reporting System Blank Data Reporting Forms
- AIRS Refer HCV RNA Blank Form
- AIRS Offer HCV RNA Blank Form
All AIRS Forms and Guides can be requested by sending an email to email@example.com
Data Quality Control
Enrolled programs are required to report defined variables and track referrals. The NYS HCV Testing Program staff review all reported data to ensure timely and complete data submissions and prepare and distribute regular 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 Testing Program staff are available to provide technical assistance.
A primary focus of data quality control for the NYS HCV Testing Program 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 Testing Program 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