Generate Output List from HIV Surveillance Database with Key Inclusion Data for NIC List
The analytic program discussed in Step 1 should extract key data for refining and prioritizing a jurisdiction’s “not in care” (NIC) list based upon the operational definition and criteria for “not in care.” In addition to basic demographic information for identification purposes, other important data include facility and provider information, laboratory results, and other patient identifiers that might be helpful in investigating whether someone is in care or no longer receiving care.
Because the NIC list contains personally identifying and confidential information reported through surveillance, health departments must keep it in a secure location accessible only to authorized individuals. They also should consider keeping the data file and any back-up copies of the data file encrypted when not using it, as well as limiting any hard copies of these data, securing them when not in use, and destroying them when they are no longer needed. Health departments should develop specific security and confidentiality policies and procedures detailing proper storage and use of these data.
The NIC line listing generated by HICSB’s SAS program includes:
- HIV surveillance number (state number)
- Name, including all available names and associated name type (e.g., legal, alias, maiden)
- Date of birth
- Age on the date the line list is generated
- Sex at birth
- Race/ethnicity
- Social Security Number, including alias number(s)
- STD*MIS identification number(s)
- ADAP identification number(s)
- Ryan White identification number(s)
- Medical Monitoring Project participant identification number(s)
- All available address information
- All available telephone numbers
- Date of HIV diagnosis
- Time since initial diagnosis of HIV infection
- State (or country) of residence at initial HIV diagnosis
- County of residence at initial HIV diagnosis
- Date of last care event
- Type(s) of test(s) performed at last care event (if applicable)
- Result(s) of test(s) performed at last care event (if applicable)
- Facility/provider for last care event (if applicable)
- All available facility/provider information (i.e., name, address, telephone number, and whether the facility/provider was a diagnosing, care, or reporting facility/provider)
- All available duplicate review information