How to Report

The preferred method of reporting non-COVID-19 diseases or conditions to the OSDH is through the secure, web-based Public Health Investigation and Disease Detection of Oklahoma (PHIDDO) system. Health care providers interested in learning more information about the PHIDDO system or becoming a user may contact the Infectious Disease Prevention and Response Service.

The Infectious Disease Prevention and Response Service Epidemiologist-on-Call is available 24 hours/7 days a week at (405) 426-8710 for communicable disease consultations and reporting of diseases or outbreaks.

Oklahoma is ready to facilitate electronic transmission due to the benefits described below and as mandated in state reportable conditions rules OAC 310:515. The objective of the Oklahoma Electronic Laboratory Reporting (ELR) project is to convert Oklahoma laboratories to report lab results for reportable diseases/organisms to the OSDH via secure electronic transmission, replacing manual reporting methods and greatly enhancing the online/web-based data entry process utilized by practitioners.

Advantages of ELR

• Meets mandates in public health reporting rules
• Lab technicians no longer have to enter data manually or complete forms by hand
• Centralization of reporting to one data repository vs. reporting specified diseases to designated program areas (Communicable Disease Div, Tuberculosis Div, HIV/STD Service, etc.)
• Increased data security
• Fast transformation of data
• Transmission consistency
• Increased timeliness of reporting
• Increased sensitivity of reporting system
• Increase in providing public health with pertinent data
• Meets Electronic Reportable Laboratory Result Reporting requirement for the Medicaid Promoting Interoperability Program
  

Laboratories may report using either CSV or HL7 v2 file format but note that HL7 v2.5.1 is required if participating in the CMS Promoting Interoperability Program. File transmission can be automated via REST API. All laboratories are required to report data using standardized LOINC and SNOMED CT codes.

HL7 Version 2.5.1 Implementation Guide: Electronic Laboratory Reporting to Public Health, Release 1 (US Realm)

If you would like more information about the ELR or would like to onboard as part of the Medicaid Promoting Interoperability Program, please contact the Informatics team at electronicreporting@health.ok.gov.

The companion of ELR, electronic case reporting (eCR) is the automated, real-time exchange of case report information between health care organizations’ electronic health records (EHRs) and public health agencies (PHAs). In addition to allowing EHRs to automatically send reportable cases to PHAs, eCR also allows PHAs to provide information back to health care professionals regarding appropriate next steps and resources regarding the case.

Advantages of eCR

• Provides real-time reports to public health officials to guide the state, tribal, local, and territorial response to public health threats
• Facilitates communication and collaboration between health care and public health
• Reduces burden for health care providers without disrupting the clinical workflow
• Saves time by eliminating manual data entry and reporting
• Streamlines reporting to multiple jurisdictions
• Receives information from public health associated with the reportable condition
• Can fulfill legal reporting requirements
• Meets Electronic Case Reporting requirement for the Medicaid Promoting Interoperability Program.

The OSDH uses HL7 Electronic Initial Case Report (eICR) and Reportability Response (RR) standards for electronic case reporting (eCR). We also require the use of APHL AIMS and the Reportable Condition Knowledge Management System (RCKMS) to ensure appropriate reporting. Please ensure that your Electronic Health Record (EHR) or Health IT product can support at least one of the HL7 implementation guides shown below:

• HL7 Clinical Document Architecture (CDA) Implementation Guides
  • eICR R3.1.1 (HL7 CDA* R2 Implementation Guide: Public Health Case Report – the Electronic Initial Case Report (eICR) Release2, STU Release 3.1.1 – US Realm)
  • RR R1.1 (HL7 CDA* R2 Implementation Guide: Reportability Response, release 1, STU Release 1.1 – US Realm)
• HL7 Fast Healthcare Interoperability Resources (FHIR) Implementation Guide
  • FHIR eCR R2.1.2 (HL7 FHIR* Implementation Guide: Electronic Case Reporting (eCR), Release 2.1.2 – US Realm)

Other Requirements

• Any senders utilizing the eCR Now FHIR App must update to the latest version at least annually. Release information can be found here: Releases · drajer-health/eCRNow.
• Senders must conduct full triggering of eICRs (i.e., triggering for all conditions) by implementing Electronic Reporting and Surveillance Distribution (eRSD) version 3 or higher. Senders should plan to implement new eRSD versions within three months of the new release.

Important

• All existing eICR R1.1 senders should update to eICR R3.1.1 by December 31, 2026.
• Any new EHR product eCR implementation after January 1, 2026, must use eICR R3.1.1.

If you would like more information about eCR or would like to onboard as part of the Medicaid Promoting Interoperability Program, please contact the Informatics team at electronicreporting@health.ok.gov.