Download MIHIN Convert Syndromics UCA v7 05-29-14

MICHIGAN HEALTH INFORMATION NETWORK SHARED SERVICES
CONVERT SYNDROMICS USE CASE AGREEMENT
Approve Date: 08-20-2013
Effective Date:
Change Control
Version
Number
1
2
3
4
Revision
Date
7/3/13
7/8/13
7/10/13
8/15/13
Author(s)
Section(s)
Doty
Anderson
Gingrich
Doty
4
4, 9
5
12/26/13
Zimbelman
5.2
6
7
05/15/14
05/29/14
Fontaine
Fontaine
8.4
Intro, 8.4
footnote,
10.1.1
Summary
Initial draft
Minor change to 4.5
Add definitions
Definitions: add message &
message content. Add 9.1.5,
9.1.6 and 9.1.7
Secondary Use to Additional
Permissible Use
Updated
Updated definition of
participating organization,
added HIPAA language, and
HL7 specifications and
implementation guide
language
Approve
Date
7/3/13
7/8/13
7/10/13
12/26/13
Effective
Date
12/26/13
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 Data Sharing Organization
Agreement/Consumer Qualified Data Sharing Agreement/Sponsored Shared Organization
Agreement/State Sponsored Sharing Organization 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.”
1.
GOAL. HIN desires to assist participants of Participating Organization to meet
Meaningful Use requirements by electronically communicating Syndromic Surveillance data 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 Syndromic Surveillance data through the Michigan Department
of Community Health Data Hub (“MDCH”) to the Michigan Syndromic Surveillance System (the
“Platform”). This Use Case will require HIN to examine all ADT messages and search for
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.
1
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specific Syndromic nomenclature and will create a required Syndromic message automatically for
the Participating Organization to route to MDCH.
3.
USE CASE DIAGRAM.2
ADT
Message
Participating
Organization
Notice
Syndromic
Message
ADT
Message
HIN
Notice
Syndromic
Message
Notice
Platform
Platform
participant
participant
Source
Source System
System
4.
Notice
MDCH
Data Hub
DEFINITIONS.
4.1
Admit Discharge Transfer (ADT) means an HL7 message type used to
communicate hospital admissions and discharges as well as transfers within the hospital or outside
of the hospital to another healthcare facility. ADT messages are part of the Patient Administration
transaction set and provide for the transmission of new or updated demographic and visit
information about patients. Since virtually any system attached to the network requires
information about patients, the Patient Administration transaction set is one of the most commonly
used. Generally, information is entered into a Patient Administration system and passed to the
nursing, ancillary and financial systems either in the form of an unsolicited update or a response
to a record-oriented query.
4.2
Message means a mechanism for exchanging Message Content, as defined below,
between Participants through HIN, including query, retrieve, and publish-subscribe.
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.
2
The bidirectional communications reflected in the Use Case diagram include the transmission of Notices known as
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.
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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 Syndromic
Surveillance data.
5.2
Additional Permissible Use.
5.2.1 The Parties may make additional use of the Platform 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 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.
3
See Mich. Admin. Code R. R 325.171 et seq., available at http://www.michigan.gov/lara/0,4601,7-154-35738_5698--,00.html
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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
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
4
“Applicable Laws and Standards” is a defined term in the QDSOA, VQDSOA, CQDSOA, SSOA and SSSOA.
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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.
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.
9.1.3 Participating Organization shall transmit data to HIN only from
Participating Organization participants that have been authenticated by MDCH.
9.1.4 Participating Organization shall validate the Message Content Header
(MSH) to ensure that the message is properly addressed with both sender and receiving facility
and application (MSH-3, MSH-4, MSH-5 and MSH-6) and that there is a valid HL7 version
(MSH12).
9.1.5 Participating Organization’s shall transmit data to HIN only from
organizations that have agreed to participate in this Use Case Agreement.
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.
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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.
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 HL7
2.5.1 Specifications for Electronic Syndromic Submission to the Michigan Department of
Community Health implementation guide (the “Platform Conforming Message”) 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]
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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:
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