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Interjurisdictional Exchange

Interjurisdictional Exchange. Update, Workshop, and Discussion: We’ve done the work … so why are you not exchanging the data? (just kidding – sort of). Presenters : IJE C’tee Members. Jane McKendry, California Joyce Grant-Worley, Oregon Mark Miller, Nebraska David Johnson, NCHS

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Interjurisdictional Exchange

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  1. Interjurisdictional Exchange Update, Workshop, and Discussion: We’ve done the work … so why are you not exchanging the data? (just kidding – sort of)

  2. 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

  3. 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

  4. Overview • What? • Why? • Who? • How?

  5. WHAT? • Send 3 data files out • Receive 4 files from each participant • Honor the Inter-Jurisdictional Exchange Agreement

  6. 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

  7. 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

  8. Printed document exchange

  9. Goal: Electronic Exchange

  10. Currently: Mixed Mode

  11. WHY? Incoming • Get complete data for statistics and fraud prevention • Receive data in consistent formats • Save manual recoding time • Save manual keying

  12. WHY? Outgoing • Send a single file for all states • Save paper, printing, postage • Help other IJE states – and so they’ll help you!

  13. Get Complete Resident Data CA % of out-of-state events lost Births Deaths 74.1% 55.3% 2000 55.4% 52.7% 2001 14.5% 58.8% 2002 California % of out-of-state occurrences not received compared with NCHS data. 2002 deaths are estimated.

  14. WHO? • Start with currently active states • Expand to nearby partner states • Most volume to share • Most benefit to sharing • Eventually - EVERYBODY

  15. HOW? Outgoing • Format your data into IJE format • Run the VRX software to build the exchange package • Upload file to the NCHS Exchange Server, via the CDC SDN • Opt: send receiving states a group email to say they’ve “got mail”

  16. HOW? Incoming • Download exchange files via the SDN. • Run the VRX software to decrypt and parse the file into separate units • Recode files to local layout • Combine with your permanent files

  17. Tools via NAPHSIS Website • Standard record formats • VRX request form • Instructions • Other helpful tools • Access programs for printing files • SAS program to print rosters

  18. Resources from NCHS • VRX software and documentation • Current State encryption keys • Exchange format (FMT) files from participating IJE states

  19. Suggestion for EDRS While electronic systems are being developed is the best time to integrate file output and input utilities to accommodate these processes.

  20. 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

  21. VRX; Prototype of changes Dave Johnson – take it away!

  22. 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

  23. 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

  24. Barriers • Unfamiliar with SDN/VRX? • Need an incentive? – Partner states! • Programming the file conversions? • Changing your internal processes? • Others??? Discussion …

  25. 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!

  26. Where to get help • Exchange Agreements: Teresa • Mortality layouts: Joyce, Mark • Natality layouts: Karen, Jane • VRX/SDN: Dave • Exchange toolkit: www.naphsis.org

  27. 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

  28. 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

  29. 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

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