#121 ELR Open Forum 07SEPT23

Meeting Name:	ELR Open Call #121		Moderator:	Vanessa Holley
Date:	Thursday, September 7, 2023		Notes:	Ray Lewis
Duration:	25 minutes		Attendees:
Zoom Link:		Meeting Zoom Link Meeting ID: 940 4241 0458, Dial: (312) 626-6799
Recording Link		https://youtu.be/OWPHonsHFVo
Zoom Chat Notes:
Propose Topics		ELR Open Forum Proposed Topics
Past Meeting Recordings & Notes		ELR Open Forum Dashboard - Weekly Agenda

Agenda

Agenda
Presenter/Facilitator	Topic
Datapult	Centralized ELR Updates Adding Columns to National Flat File for Sequencing Related Data
Brooke Beaulieu, APHL Emily Augustini, JMC	Demo: New Vocab Tool
Brooke Beaulieu, APHL	VT ELR Questions
Vanessa Holley, APHL	Questions/Updates

Notes:

Notes:
Presenter/Facilitator	Topic	Discussion:	Action Items
Datapult/Doug Y.	Centralized ELR Updates Adding Columns to National Flat File for Sequencing Related Data	Encompass Health (ENCOMPASSHEALTH^00Z0000009^CLIA) Encompass Health Rehabilitation Hospital of Columbus (11D2282914) is scheduled to go live 9/12/23. Encompass Health Rehabilitation Hospital of Prosper (45D2286542) is scheduled to go live 10/24/2023. Sonic will kick off soon. We will follow up with more accurate timeline as soon as the kickoff is scheduled. New batches of Expanded ELR rules have been emailed. Please review and provide any feedback. Proposed addition to the National Flat File to accommodate ORC-2/OBR-2.
Brooke Beaulieu, APHL Emily Augustini, JMC	New Vocab Tool	The LOINC_SCT_ConditionMap script associates LOINC test codes and SNOMED CT result codes by condition. LOINC_SCT Condition Map Script: Overview & Instructions Please use and review at your convenience.
Brooke Beaulieu, APHL	VT ELR Questions	Vermont would like to get insight from other jurisdictions on the call for the following: We have recently noticed in our NBS system about 90 patient records with a generic/testing naming convention – the first name is a phonetic letter and the last name is a state name + ‘.XYZ’. For example, a patient’s name appears as ALPHA.XYZ, ALASKA. They all have come from one facility, who uses Epic for their EHR. We have been told by the facility who sent them to us that these conventions are what Epic uses for John/Jane Doe patients, and that they are in fact real patients. To that end, we are wondering if any other states have come across this and if so, how they handle them. Specifically, we are wondering: 1) How states might go about recovering/assigning the actual patient data to update these records (if such info exists) and 2) How states enforce receiving these type of results, since they don’t meet minimum data reporting standards (i.e. reportable results must include name, DOB, address, etc)?
Questions and Answers / Other Discussion
Vermont (Responses)		RJ (NC)-We have several facilities that use EPIC. They have trauma patients that present with no address. They usually are a Jane Doe but, they don’t receive on their side. Anna MN- Are well aware of several sites (that use EPIC) that use a naming convention for John and Jane Does. They are keeping a list of it. Usually during covid, a pt who didn’t speak english would be listed and registered as a john on jane doe. The lab would be tested before the registration is complete which presented problems with matching, updating, and retransmitting that result to them. Their working solution has been to keep this list (both the naming conventions by facilities). By doing this, when a program staffer encounters this, they can confirm whether it is a test patient or a “real” patient and then use the medical record number in contacting the facility (laboratory or healthcare organization) to get deidentified to update/upload in the system. Ellasion-Doug- For CA, we ask those sending WGS results to use the same accession, same specimen collection date and of course the same pt demographics and they usually match back to the original diagnostic Covid test based on those variables.