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Emergency Contact and Other Information

Contact Us (24/7/365)

Phone:

(304) 558-5358, extension 1

(800) 423-1271, extension 1
(toll-free in West Virginia)

(304) 925-9946
(answering service)


Fax:

Confidential Disease Reports:
(304) 558-8736

Other Documents:
(304) 558-6335


350 Capitol Street
Room 125
Charleston, WV 25301

Syndromic Surveillance Reporting for Meaningful Use/QPP

West Virginia is currently accepting syndromic surveillance data from eligible hospitals and urgent care centers with three or more eligible professionals (EPs) or eligible clinicians (ECs) who wish to meet Meaningful Use/QPP requirements. West Virginia has implemented an electronic syndromic surveillance system in the state using the Centers for Disease Control's ESSENCE. The emphasis is on connecting hospital emergency departments and urgent care centers via the West Virginia Health Information Network’s (WVHIN) Health Information Exchange (HIE). The information below provides an overview of the reporting process in West Virginia for the 2018 reporting period.

IMPORTANT NOTE TO EPs and ECs: West Virginia is NOT accepting syndromic surveillance data from EPs or ECs unless the EP/EC practices in an urgent care setting. Only those EP/ECs in an urgent care setting with THREE OR MORE EP/ECs should register, and ONE registration should be entered at the facility level instead of multiple registrations for each EP/EC. Registrations for urgent care centers with fewer than three EP/ECs will be invalidated.

DECLARATION OF READINESS STATEMENT (posted June 28, 2017): West Virginia will begin accepting Stage 3 registrations January 1, 2018, for the 2018 reporting period. In 2018, EHR systems must be certified to the 2015 Edition CEHRT for syndromic surveillance reporting. SUBSEQUENT REVISION TO READINESS STATEMENT: Per Federal Rule changes after June 28, 2017, EHR systems do not necessarily need to be certified to the 2015 Edition CEHRT for the 2018 reporting period. It is the provider's responsibility to know the requirements of the particular Federal Rule under which you are reporting.

ELIGIBILITY CRITERIA

  • Is the facility an eligible hospital (EH), critical access hospital (CAH), or an urgent care center with three or more EP/ECs?
  • Does the facility have a certified Electronic Health Record (EHR) system? Contact your EHR vendor to determine if your system is or will be certified for syndromic surveillance reporting.    

REGISTRATION

If you meet all of the eligibility criteria, you must register your intent with the WVBPH using The West Virginia Bureau for Public Health online registration system. Please be aware of the following:

  • If you are an urgent care center, you must have three or more EP/ECs in order to register, and you should enter one registration for the facility. Do not enter registrations for each EP/EC.
  • If you previously registered for syndromic data reporting and your registration status was "In Review," "Registered - In Queue," "First or Second Invitation," "Testing and Validation Queue," or "Production" at the end of 2017, you do not have to register again. Your previous registration will continue in 2018.
  • It is not the responsibility of the West Virginia syndromic surveillance team to know your certification status, your reporting period registration deadline, or whether your reporting period is the full 2018 calendar year or any 90-day period in 2018.

After you submit your registration, the Registration Status will indicate "In Review" in the Meaningful Use Registration System, and your Primary Contact will receive an e-mail confirmation indicating that the registration was successfully saved.

NOTE: The facility is responsible for keeping their registration up to date and transferring login credentials in the case of staff turnover. The WVBPH is not able to alter registration or login information.

The West Virginia Bureau for Public Health encourages all providers and EHR vendors to coordinate with the West Virginia Health Information Exchange (HIE) to establish a connection to ESSENCE for secure data transmission.

If a provider does not wish to establish a connection to the HIE, the provider should contact Kirsten Oliver for instructions to connect directly to ESSENCE.

Protocol

It is VERY IMPORTANT that providers keep a record of all communications received from public health throughout the registration, onboarding, testing, and production process, as well as any other documentation that may be needed for attestation or auditing purposes. Examples may include e-mails, screen shots proving date of registration, acknowledgement letters, etc. Due to the large volume of registrants, public health programs will not have the capacity to prepare such a log on your behalf.

Meaningful Use Resources - The Centers for Disease Control's Syndromic Surveillance Meaningful Use website contains numerous guidance documents for EHR/EMR vendors and providers.

General Questions - Questions about the EHR Incentive Program registration, attestation, eligibility, and other Meaningful Use criteria should be directed to the Centers for Medicare and Medicaid EHR Incentive Program or the or the Quality Payment Program.