Download MiHIN Submit Cancer Notifications UCA v12 07-08-14

MICHIGAN HEALTH INFORMATION NETWORK SHARED SERVICES
CANCER REGISTRY USE CASE AGREEMENT
Approve Date: 05/20/14
Effective Date:
Change Control
Version
Number
1
2
3
Revision
Date
9/10/13
10/4/13
12/4/13
Author(s)
Section(s)
Doty
Taylor
T. Scott
Doc
4
12/18/13
Doty
5.2
5
2/18/14
T. Scott
10.1
6
03/05/14
Zimbelman/Doty
Doc
7
03/31/14
Doty
1.
8
4/3/14
T. Scott
9.1.5
9
4/14/14
T. Scott
8.4
10
5/01/14
Zimbelman
4.2,5.2,8.4
11
12
07/08/14
Fontaine
Approve
Date
Summary
Approve
Date
Effective
Date
Initial Draft
Fix definitions
General edits throughout,
reducing to just CDA
Cancer Case Report
message. Cancer Path Labs
will be a separate UCA.
Added Additional
Permissible Use and
eliminated Secondary Use.
All references to versions
of documents MUST be on
the web site or in Exhibits,
not in body of UCA.
General edits—responding
to comments from version
5
Removed reference to a
specialized registry
Deleted reference to HL7
MSH transactions required
which are not used in CDA.
Revision requested by State
of Michigan Legal
Formatting, using generic
language, updating
footnotes, Adding HIPAA
language
Added Approval date from
MOAC UC WG May
meeting minutes
This Use Case Agreement (“Use Case”) is one of several Use Cases and is effective and binding
upon the undersigned Participating Organization (“Participating Organization”), and subject to
the Qualified Data Sharing Organization Agreement/Virtual Qualified Organization
Agreement/Participation Agreement (the “Agreement”) between the Participating Organization
and the Michigan Health Information Network Shared Services (“HIN”), as of the last date in the
signature block hereto. HIN and Participating Organization are referred to herein collectively as
“Parties” and individually as a “Party.”
MiHIN Confidential
1.
GOAL. HIN desires to assist participants of Participating Organization to meet
Meaningful Use Stage 2 requirements for Cancer Case Reporting by electronically
communicating with a public health agency1 on a Transactional Basis, as defined below.
2.
PURPOSE. The purpose of this Use Case is to set forth the requirements for
Participating Organization to use HIN to submit Cancer data through the Michigan Department
of Community Health Data Hub (“MDCH”) to the Michigan Cancer Registry (the “Platform”).
3.
USE CASE DIAGRAM.2
Cancer
message
Participating
Organization
Notice
Cancer
message
Cancer
message
HIN
Notice
Notice
MDCH
Data Hub
Cancer
message
Notice
Platform
Platform
participant
participant
Source
Source System
System
Population-based cancer surveillance is critical in Michigan for cancer control activities aimed at
reducing the morbidity and mortality of cancer, the second leading cause of death in the United
States. Michigan has an existing Michigan Cancer Surveillance Program (MCSP, a.k.a. Cancer
Registry), and this project will enhance it to receive reporting form EHRs. The solution will use
a slightly modified Michigan implementation of the CDC’s National Program of Cancer
Registries (NPCR) Implementation Guide for Ambulatory Healthcare Provider Reporting to
Central Cancer Registries http://www.cdc.gov/cancer/npcr/meaningful_use.htm as called out in
Meaningful Use Stage 2. This calls for a Clinical Document Architecture (CDA) to be submitted
for any patient encounter that includes activities related to cancer, for example: diagnosis,
referral, treatment, and follow-up. This use case only covers Meaningful Use Stage 2 Cancer
Case Reporting messages. The solution will use a slightly modified Michigan implementation of
the North American Association of Central Cancer Registries (NAACCR) Pathology Laboratory
Electronic Reporting Implementation Guidelines
http://www.naaccr.org/StandardsandRegistryOperations/VolumeV.aspx. Both types of messages
will be received by the Data Hub and routed to the enhanced Cancer Registry.
4.
DEFINITIONS.
The Health Information Technology for Economic and Clinical Health Act (“HITECH Act”), created by the
American Recovery and Reinvestment Act of 2009, requires that eligible hospitals and eligible professionals be
“meaningful
EHR
users”
to
receive
incentive
funding.
See
generally
https://www.cms.gov/ehrincentiveprograms/30_Meaningful_Use.asp.
2
The bidirectional communications reflected in the Use Case diagram include the transmission of
acknowledgements from the State of Michigan to HIN. HIN may, depending on the capabilities of a particular
Participating Organization, further pass on such acknowledgements to such organization. The transmission of error
messages from the Participating Organization to the Source System is optional.
1
MiHIN Confidential
4.1
Cancer Registry means that the State of Michigan has established a registry to
record cases of cancer and other specified tumorous and precancerous diseases that occur in the
state, and to record information concerning these cases as the department considers necessary
and appropriate in order to conduct epidemiologic surveys of cancer and cancer-related diseases
in the state.
4.2
Message means a mechanism for exchanging Message Content, as defined below,
between Participants through HIN.
4.3
Message Content means information which is requested, received or sent by a
Participant through HIN, including PHI, de-identified data, pseudonymized data, metadata,
Digital Credentials and data schema.
4.4
Network Downtime means a Party is unable to transmit and receive data from
the Internet for any reason, including but not limited to the failure of network equipment or
software, scheduled or unscheduled maintenance, general Internet outages, and events of force
majeure.
4.5
Notice means a message transmission that is not Message Content and which may
include but not be limited to an acknowledgement of receipt or error response.
4.6
Transactional Basis means on a per transaction basis, the transmission of
Message Content or a Notice within twenty (20) seconds of delivery or receipt of Message
Content or Notice from a sending or receiving party.
4.7
Source System means the computer system, typically and electronic health record
system, at the Participating Organization, that generates the Message Content or Notice.
5.
MESSAGE CONTENT. The Platform “Message Content”, as defined below,
submitted pursuant to this Use Case may be used as follows:
5.1
Primary Use. The Message Content and related Notices will be used for
reporting to the Platform consistent with the requirements set forth by Michigan statute and the
MDCH Administrative Rules3 (collectively, the “Platform Requirements”), as may be amended
from time to time, for reporting Cancer Registry data.
5.2
Additional Permissible Use. The Parties may make additional use of the
Message Content, provided that such additional use is consistent with Applicable Laws and
Standards, as defined in Section 1.1 of the Data Sharing Agreement, including, without
limitation, the Platform Requirements, to the extent such requirements are applicable to a Party.
5.3
Additional Terms. The Parties may use the Platform Message Content
consistent with the terms herein and as otherwise permitted by the Data Sharing
Agreement, provided, however, that in no case shall Participating Organization share
Message Content in a manner inconsistent with this Use Case, as applicable. To the
3
See Mich. Admin. Code R. R 325.971et seq., available at http://www.michigan.gov/lara/0,4601,7-15435738_5698---,00.html
MiHIN Confidential
extent there is an express conflict between the terms herein and the Data Sharing
Agreements, the Data Sharing Agreements, as applicable, shall prevail.
6.
FEES.
HIN shall not charge Participating Organization fees for the initial term of the Agreement for
submitting Platform Message Content into the Platform. This Use Case does not commit
Participating Organization to pay any future fees to HIN beyond the initial term of the
Agreement for submitting Platform Message Content into the Platform and if HIN implements a
fee schedule for this Use Case, Participating Organization may opt, in its sole discretion, to
withdraw from this Use Case in accordance with the terms of the Data Sharing Agreement.
7.
SERVICE LEVEL. The Parties desire that the Message Content and Notice exchange
between Participating Organization, HIN and MDCH meet the service levels set forth below:
7.1
Timeliness of Exchange. The Parties desire that the Message Content and Notice
exchange occur on a Transactional Basis.
7.2
Network Downtime. Notwithstanding Sections 4.34.6 (Transactional Basis) and
7.1, if the Parties experience a Network Downtime, Message Content and Notices queued during
the Network Downtime shall be retransmitted as soon as practicable.
8.
AUDITING.
8.1
Abilities to Audit. The Parties shall monitor and audit all access to and use of its
system related to this Use Case, for system administration, security, and other legitimate
purposes consistent with each Party’s standard operating procedures.
8.2
Audit Logs.
8.2.1 Participating Organization. Participating Organization shall, at a
minimum, log the following information: (i) date and time Message Content was accessed and
identity (e.g., unique identifier) of individual or system, as applicable, accessing the Message
Content to the extent such information is available to the Participating Organization; (ii) date and
time Message Content was transmitted through the Participating Organization Platform and
identity of individual or system, as applicable, transmitting the Message Content; (iii) date and
time a Notice was sent or received from or to HIN; (iv) the unique message identifier for the
Message Content accessed, sent, or received; (v) the Message Content accessed to the extent
such information is available to the Participating Organization; and (vi) any Notices, failures, or
network events.
8.2.2 HIN. With respect to its obligations as a business associate, if applicable,
HIN shall, at a minimum, log the following information: (i) date and time Message Content was
transmitted through the HIE Platform, and identity of individual or system, as applicable,
transmitting Message Content; (ii) destination of Message Content; (iii) name of Participating
Organization and/or participant accessing the HIE Platform; (iv) identity (e.g., unique identifier)
of individual or system, if applicable and available, accessing the Message Content; (v) the date
and time the access occurred; (vi) if technically possible, the Message Content accessed; (vii) if
MiHIN Confidential
technically possible, a description of Message Content accessed and, if necessary to comply with
Applicable Laws and Standards and, specific Message Content fields accessed; (vii) the source
IP address of the Message Content request; (viii) designation IP address of the Message Content
request; and (ix) any Notices, failures, or network events. Except as provided in the foregoing,
HIN shall not be obligated to maintain and shall not be responsible for, either maintaining records of
the content of any Message exchange between the Parties or inspecting the content of such Messages.
8.3
Production of Audit Logs. Upon a good faith written request by a Party, the nonrequesting Party shall produce the requested audit logs within five (5) days from the date of the
request to the requesting Party or a detailed written explanation of why the requested logs cannot
be produced.
8.4
Retention of Audit Logs. The Parties shall retain audit logs in accordance with
any and all requirements set forth in Applicable Laws and Standards4, including but not limited
to the requirements under the Health Insurance Portability and Accountability Act of 1996,
Public Law 104-191, and regulations at 45 CFR Part 160, Part 162, and Part 164, the Michigan
Public Health Code, MCL 333.1101 et seq., the Data Sharing Agreement, and as otherwise
necessary to comply with this Use Case.
9.
RESPONSIBILITIES OF THE PARTIES.
9.1
Participating Organization’s Responsibilities.
9.1.1 Participating Organization shall transmit to HIN the Message Content and
Notices on a Transactional Basis.
9.1.2 Participating Organization shall retransmit, or make provisions to have
retransmitted, Notices and/or Message Content to HIN, which (i) Participating Organization
failed to deliver to HIN, or (ii) HIN failed to deliver to MDCH, upon Participating Organization
receiving a failure delivery Notice from HIN so long as HIN does not send such failure delivery
notice after having first acknowledged and accepted with no errors the message from
Participating Organization.
9.1.3 Participating Organization may, on a Transactional Basis, transmit any
Notices received from HIN to the Participating Organization participant that submitted the
Message Content, as necessary (e.g., transmitting an acknowledgment of submission received
from HIN), if such capabilities are supported by and enabled on Participating Organization’s
system as well as the Participating Organization participant’s systems. The specifications for the
Notices and/or Message Content are set forth for this Use Case on the HIN web site.
9.1.4 Participating Organization shall transmit data to HIN only from
Participating Organization participants that have been authenticated by MDCH.
9.1.5 Participating Organization’s shall transmit data to HIN only from
organizations that have agreed to participate in this Use Case Agreement.
4
“Applicable Laws and Standards” is a defined term in the QDSOA, VDQSOA, CQDSOA and SSOA.
MiHIN Confidential
9.1.6 Notice of unauthorized receipt. In the event Participating Organization
sends or receives Message Content for which Participating Organization is not authorized to send
or receive, Participating Organization will immediately inform HIN, delete such Message
Content, and require its Participant Users to do so.
9.1.7 Participating Organizations shall work with HIN to schedule and
coordinate any changes to the production systems or networks involved in Message sending,
filtering, translating, or forwarding activities so as to ensure the reliability and availability of the
production environments.
9.2
HIN’s Responsibilities.
9.2.1 HIN shall transmit to MDCH all Message Content and Notices on a
Transactional Basis.
9.2.2 HIN shall transmit to Participating Organization all Notices on a
Transactional Basis.
9.2.3
HIN shall be responsible for protecting Message Content.
9.2.4 HIN shall work with Participating Organizations to schedule and
coordinate any changes to the production systems or networks involved in Message sending,
filtering, translating, forwarding or receiving activities so as to ensure the reliability and
availability of the production environments.
10.
OTHER TERMS.
10.1
Data Format, Validation and Transmission Specifications.
10.1.1 The Message Content submitted into the HIE Platform must meet the
Specifications for Electronic Cancer Registry Submission according to the Implementation
Guide for Ambulatory Healthcare Provider Reporting to Central Cancer Registries available at
http://www.cdc.gov/ehrmeaningfuluse/cancer.html and the Michigan Ambulatory Cancer
Reporting Guide available at https://www.michiganhealthit.org/public-health/cancer-registry/ set
forth for this Use Case on the HIN web site and all Message Content submitted to HIN shall
meet these specifications.
10.1.2 Disclaimers.
(a)
Participating Organization shall bear sole responsibility for
ensuring that the Confirming Message meets the data integrity, format, security, and timeliness
standards prescribed by the MDCH as set forth in Sections 9.1 and 10.1 above.
[Signature Page Follows]
MiHIN Confidential
IN WITNESS WHEREOF, the undersigned have caused this Use Case to be accepted by
their duly authorized representatives effective on the date written below, whichever is later.
MICHIGAN HEALTH INFORMATION
NETWORK SHARED SERVICES
PARTICIPATING ORGANIZATION
Organization Name
By:
By:
Name:
Name:
Title:
Title:
Date:
Date:
MiHIN Confidential