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Reporting Forms & Data Requests

When should HIV results be reported?


Georgia statute identifies HIV and AIDS as disease of public health importance and requires both health care providers and laboratories to report new cases and subsequent lab tests of HIV and AIDS within 7 days.


Who reports and What is reported?


Reporting as a provider


You should report anyone new to you with in seven (7) days. This includes anyone you think may have been reported by another state or facility. In other words, unless you have previously reported a patient, and their health status has not changed, you should complete a report form. An Adult Case Report Form - CDC 4pg or Adult Case Report Form - GA 2pg should be filled out for individuals age 13+ and mailed (and electronic ACRF will be available on SENDSS in 2014). Please use the CDC for if detailed information is known about a case. For ages <13, please use the Pediatric Case Report Form. All confirmatory tests should be reported by the physician as well as the lab.


To update clinical status or condition, you may simply call the HIV/STD Epidemiology Section at 1-800-827-9769. You do not need to report routine lab work such as CD4+ lymphocyte counts or viral load tests performed on a patient you have already reported. The laboratory will submit those test results to the surveillance office. However, you should report any AIDS-defining illnesses.


Reporting as a laboratory


All HIV related CD4 counts, percentages, viral loads and confirmatory tests should be reported with in seven (7) days. All confirmatory tests should be reported by the physician as well as the lab.


Nurses


HIV/AIDS Standard Protocol


How and Where can results be reported?


Electronic Laboratory Reporting (ELR)


Core HIV/AIVDS Surveillance prefers to process electronic lab reports. Files in HL7 (versions 2.3.1 and 2.5.1) and Excel file formats are accepted. These files can be uploaded to Georgia's Department of Public Health secure FTP disease reporting system called SENDSS (State Electronic Notifiable Disease Surveillance System). A user login and password can be assigned by our SENDSS Coordinator and HL7 assistance can also be provided (see below in Related Files for the SENDSS Registration and Login Manual).


For assistance with the HL7 standard for electronic lab reporting please contact Kim Dial, HL7 specialist, kodial@dhr.state.ga.us or 404-463-0412.


To create a SENDSS authorized user account please contact Angela Alexander, SENDSS Administrator, asalexander@dhr.state.ga.us or 404-657-6450.


Mail


Snail mail is the second option. Please do NOT write HIV or AIDS on the envelope. Results must be double enveloped and addressed to:


Georgia Division of Public Health, Epi Section
P.O. Box 2107
Atlanta, GA 30301


(Please Do NOT Write HIV or AIDS on Envelope)


Why is HIV reported?


Georgia Law


All medical providers or other organizations offering confidential HIV testing or providing care to HIV-positive patients should report positive cases to the Georgia Department of Public Health. Laboratories are also required to report tests indicative of HIV infection (O.C.G.A. § 24-9-47, § 31-22-9.2, and Rules and Regulations of the State of Georgia Chapter 290-5-48.11).


The HIV/AIDS Epidemiology Section is authorized under Georgia Surveillance Law (O.C.G.A. §31-12-1) to conduct notifiable disease surveillance of HIV and AIDS. Public health surveillance activities are not subject to HIPPA restrictions.

Georgia has a dual reporting system that legally requires HIV/AIDS reporting by both health care providers and laboratories (O.C.G.A. §31-12-2(b)). All health care providers diagnosing and/or providing care to a patient with HIV have the obligation to report them using a CDC or Georgia HIV/AIDS Case Report Form (i.e. Adult Case Report Form/ACRF - CDC 4pg , Adult Case Report Form -GA 2pg , or Pediatric Case Report Form/PCRF). Case report forms have to be completed within seven (7) days of diagnosing a patient with HIV and/or AIDS or within seven (7) days of assuming care of an HIV positive patient who is new to the provider, regardless of whether the patient has previously received care elsewhere. All laboratories certified and licensed by the State of Georgia are required to report laboratory test results indicative of HIV infection, such as positive Western Blot results, all detectable and undetectable viral loads, all CD4 counts, and all viral nucleotide sequence results.


See below in the Related Files section for ACRFs and PCRFs files.


Confidentiality and HIPAA


All state HIV/AIDS surveillance programs are required to meet security standards set forth by the federal Department of Health and Human Services and the Centers for Disease Control and Prevention (CDC). Access to confidential information is limited to authorized staff. All employees sign a confidentiality statement with criminal penalties for breaches. Individuals' names are not shared with anyone including federal agencies, immigration, insurance companies, employers, school officials, or family members of the person with HIV.


HIV/AIDS reports to DPH are exempt from HIPAA's privacy rule. The rule states that disclosure of patient health information without the authorization of the individual is permitted for purposes including but not limited to disclosures required by law (45 CFR § 164.512(a)) or for "public health activities and purposes." Additional information on the HIPAA Privacy Rule can be found at: http://www.cdc.gov/mmwr/preview/mmwrhtml/m2e411a1.htm and http://www.hhs.gov/ocr/privacy/hipaa/understanding/summary/index.html.


Names and other identifying information are required for all reportable diseases. This method provides the most complete and accurate data by minimizing duplicate reports and facilitating follow-up with health care providers for additional information. Additionally, CDC only accepts data from surveillance systems that utilize names as an identifier.


Anonymous testing is available throughout Georgia at publicly funded HIV Counseling and Testing sites, which include your local health department.


For more information, please click this Security and Confidentiality Brochure link to be directed to the brochure (or see below in Related Files).



Data Requests


Students and other public health programs, please click this Data Request Form link to be directed to the HIV Request Form (or see below in Related Files). Fill out all fields and submit by email (Deepali.Rane@dph.ga.gov or Delmar.Little@dph.ga.gov) or fax (404-657-4141). We will return you request within two weeks.


All others, please visit http://dph.georgia.gov/phip-data-request to create a PHIP data request account and login.