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Interjurisdictional

Exchange
Update, Workshop, and
Discussion: We’ve done
the work … so why are you
not exchanging the data?
(just kidding – sort of)
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Presenters: IJE C’tee Members
 Jane McKendry, California
 Joyce Grant-Worley, Oregon
 Mark Miller, Nebraska
 David Johnson, NCHS
 ALSO: Teresa Jennings (WA), Karen
Lathrop (WA), Other IJE Members
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Outline
 Overview of electronic exchange
(What? Why? Who? How?)
 Exchange record layouts
 Prototype of new VRX
 Barriers to exchange – discussion
 Rotate among 3 small breakout
groups for consultation
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Overview
 What?
 Why?
 Who?
 How?
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
WHAT?
 Send 3 data files out
 Receive 4 files from each participant
 Honor the Inter-Jurisdictional
Exchange Agreement
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Types of files exchanged
 Natality: convert to one of two
layouts that fits your certificate
revision status
 Mortality: combine demo, medical,
additional items for exchange
 Roster: short death record for
crossmatch to birth for fraud
prevention
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Standard formats
 Formats are expanded from NCHS
transmission formats
 Add extra fields (e.g. names) as you
are able
 Process all states’ records in a single
file for uploading
 More detail later in this program
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Printed document exchange
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Goal: Electronic Exchange
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Currently: Mixed Mode
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
WHY? Incoming
 Get complete data for statistics and
fraud prevention
 Receive data in consistent formats
 Save manual recoding time
 Save manual keying
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
WHY? Outgoing
 Send a single file for all states
 Save paper, printing, postage
 Help other IJE states – and so they’ll
help you!
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Get Complete Resident Data
California % of out-of-state occurrences not received compared with NCHS data.
2002 deaths are estimated.
Births Deaths
2000
74.1% 55.3%
2001
55.4% 52.7%
2002
14.5% 58.8%
CA % of out-of-state events lost
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
WHO?
 Start with currently active states
 Expand to nearby partner states
 Most volume to share
 Most benefit to sharing
 Eventually - EVERYBODY
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
HOW? Outgoing
1. Format your data into IJE format
2. Run the VRX software to build the
exchange package
3. Upload file to the NCHS Exchange
Server, via the CDC SDN
4. Opt: send receiving states a group
email to say they’ve “got mail”
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
HOW? Incoming
1. Download exchange files via the
SDN.
2. Run the VRX software to decrypt
and parse the file into separate
units
3. Recode files to local layout
4. Combine with your permanent files
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Tools via NAPHSIS Website
 Standard record formats
 VRX request form
 Instructions
 Other helpful tools
 Access programs for printing files
 SAS program to print rosters
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Resources from NCHS
 VRX software and documentation
 Current State encryption keys
 Exchange format (FMT) files from
participating IJE states
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Suggestion for EDRS
While electronic systems are being
developed is the best time to
integrate file output and input
utilities to accommodate these
processes.
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Exchange record layouts
 Newly revised by IJE Committee
 Expanded from NCHS transmission
layouts
 We think they’re final drafts 
 Distributed prior to NAPHSIS
 Discuss in detail in small groups
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
VRX; Prototype of changes
Dave Johnson – take it away!
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
What VRX does
 Security: encryption, keys,
passwords
 Accepts standard formats
 Breaks your single upload file into
files for each receiving state
 Encrypts each file with receiving
state’s key
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Lessons learned
 In-house file management tips
 Keep a log of file names and dates
 Use same layout to print for paper
states
 Tips on VRX and SDN passwords
 Discuss in small groups
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Barriers
 Unfamiliar with SDN/VRX?
 Need an incentive? – Partner states!
 Programming the file conversions?
 Changing your internal processes?
 Others??? Discussion …
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
We’ve prepared the way
 Developed VRX (Dave/NCHS)
 Developed exchange layouts (all)
 Pilot tested the system (Joyce et. al.)
 Worked with partner jurisdictions
and other IJE Committee members
So now, it’s up to you!
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Where to get help
 Exchange Agreements: Teresa
 Mortality layouts: Joyce, Mark
 Natality layouts: Karen, Jane
 VRX/SDN: Dave
 Exchange toolkit: www.naphsis.org
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Where to get help (con’t.)
 Dave: dpj1@cdc.gov
 Jane: jmckendr@dhs.ca.gov
 Joyce: joyce.a.grant-worley@state.or.us
 Karen: karen.lathrop@doh.wa.gov
 Mark: mark.miller@hhss.state.ne.us
 Teresa: teresa.jennings@doh.wa.gov
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Discussion topics
 Barriers and solutions
 Lessons learned
 General comments or ideas about
the layouts, perhaps from tech staff
 Bring ideas and concerns to group
discussions
PixelPatriot.blogspot.com
Strengthening Partnerships: Shaping the Future
Portland, OR
June 6
th
– 10
th
, 2004
Rotate 2X among groups
 Exporting issues w/ focus on death –
Joyce (SPSS & Access printing) and
Mark (SAS)
 Importing data w/ focus on birth
layout – Karen and Jane
 VRX: help from the expert - Dave
PixelPatriot.blogspot.com