Excel Sheet Download 23913 | Sb440 Data Source Inventory Final 20160617

Partial file snippet.

Sheet 1: Summary

Feedback Received?
Total

Yes
No

OHA Databases
77
19
96

DCBS Databases
32
1
33

DHS Databases
12
7
19

Total
121
27
148

REAL+D - Race and Ethnicity

<--- Applicable Databases Only --->

Not applicable
Not entered
Applicable Databases
Race and Ethnicity
Race Only
None Collected
% Race and Ethnicity
% Race Only
% Not Collected

OHA Databases
26
6
64
55
1
9
86%
2%
14%

DCBS Databases
14
5
14
-
-
12
0%
0%
86%

DHS Databases
4
-
15
4
1
-
27%
7%
0%

Total
44
11
93
59
2
21
63%
2%
23%

REAL+D - Language

<--- Applicable Databases Only --->

Not applicable
Not entered
Applicable Databases
Yes
No
Unused
% Yes
% No
Unused

OHA Databases
26
6
64
20
44
-
31%
69%
0%

DCBS Databases
14
5
14
-
12
-
0%
86%
0%

DHS Databases
5
-
14
3
2
-
21%
14%
0%

Total
45
11
92
23
58
-
25%
63%
0%

REAL+D - Disability

<--- Applicable Databases Only --->

Not applicable
Not entered
Applicable Databases
Yes
No
Unused
% Yes
% No
Unused

OHA Databases
26
6
64
13
51
-
20%
80%
0%

DCBS Databases
14
5
14
-
12
-
0%
86%
0%

DHS Databases
-
-
19
-
-
-
0%
0%
0%

Total
40
11
97
13
63
-
13%
65%
0%

Sheet 2: OHA Data Sources

SORTED BY MAJOR DATA SOURCE

List of Major Data Sources obtained from 2016 Oregon Health Authority Data Needs Assessment

Agency / Owner
Major Data Source
Brief Description
Data Category (Claims, Survey, etc)
What value does this data provide?

Barriers to sharing data with other state agencies
Barriers to sharing data with external organizations
Similar source
Frameworks
Demographics
REAL+D
Contacts
Authority
Funding
Legal Requirement to Collect
Notes from Section staff

Accessibility
Reporting
Update Complete

Major Limitations
Data Information Source (Public Health Modernization)
Statewide Health Improvement Plan Priority
Age (open text)
Geography (smallest area)
SES (open text)
Race/Ethnicity
Language
Disability
OHA Division
Section and/or Program
Section and/or Program Manager(s)
Contact(s) (open text)
Who collects (open text)
Frequency of collection
Who maintains (open text)
Funding Mechanism (open text)
Stability of Funding
2011 Data Needs Assessment gaps
How received
How stored
How accessed (internal)
How accessed (external)
How reported (internal)
How reported (external)
Frequency of reporting
Reporting product(s)
Report(s) location(s)

OHA
Adolescent Suicide Attempt Data System
Adolescent Suicide Attempt Data System (ASADS) was established in 1987 by Oregon Revised Statute 441.750, mandating that hospitals refer youth who attempt suicide to in-patient or out- patient community resources, crisis intervention or other appropriate intervention by the patient’s attending physician, hospital social work staff or other appropriate staff, provide information to patients, and report attempt information to the Oregon Health Authority.
Special data form
Estimate the magnitude of suicide attempts among Oregon adolescents and monitor possible increases, decreases and trends.
Understand factors associated with suicide and suicide attempts among adolescents.
Increase public awareness and develop programs that support suicide prevention.
Not every suicide attempt is identified and reported. It is a challenge to differentiate between suicidal behavior and non-suicidal self harm. Only based on hospital reports.
Confidential issue.
Confidential issue.
ER data
Reportable data

0-17 years old
City
No
Race and ethnicity
No
No
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Xun Shen
Injury and Violence Prevention (IVP)
Quarterly
Injury and Violence Prevention (IVP)
Not funded
Unstable
Yes
None provided.
Only based on hospital reports
via fax, and mail.
Secure computer
Not available
Not available
Summary data report
Aggregated data
Based on the need and availability
Summary data report
website
Yes

OHA
Ahlers/ScreenWise - Breast and Cervical Cancer (BCC)
Annual assessments of clients seeking breast and cervical cancer screening services from enrolled providers. Client demographics, screening history, screening procedures, results, and progression to treatment (if needed) are recorded, and claims data are collected. Data collection is on-going. We retrieve data files from our third party vendor, Ahlers and Associates, on a monthly basis.
Provider assessments/reports and claims data
Data is used to assess the quality of breast and cervical cancer screeneing services received by underserved women. Clients are tracked over time.
Data is limited to women (and men) 21-65 years of age under 250% FPL or underinsured. Resident status is not assessed. Self-report often left blank.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
None known
Health Services data

21-65 years old
State
<250% FPL; income; family size
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Nigel Chaumeton
AGRH - ScreenWise

AGRH - ScreenWise
CDC grant; Komen grant; General Fund
Stable
Yes
Preferred language collected; language and disability are collected, but not required; legal requirement to collect from NBCCEDP; all info is self-report.

Data is received via secure email, secure fax, or mail from providers. Data entry to Ahlers Client Database takes place in the ScreenWise office.
On secure network drive with data entry capability limited to ScreenWise Program staff. Providers currently have read-only access to the Ahlers Client Database.
Logins and passwords are provided only to staff requiring access to the database for their work duties
Logins and passwords are provided only to provider staff who require access to the database to assure provide data to the program or provide care to program clients.
As needed
Progress and EOB reports are sent via secure email to providers. Progress reports are sent to funding agencies.
Monthly reports are sent to providers, semi-annual reports are sent to providers
Claims payments and denials and progress reports outlining missing data are sent to providers monthly. Minimum data elements reports, budget reports, clinical cost per woman reports, and progress reports are sent to funding agencies.
Electronic versions are maintained on secure network.
Yes

OHA
Ahlers/ScreenWise - WISEWOMAN
Annual assessments of BCC clients (female age 40-64) seeking cardiovascular disease screening and counseling services from enrolled providers. Client demographics, screening history, screening procedures, and health coaching/lifestyle counseling services (if needed) are recorded, and claims data are collected. Data collection is on-going. We retrieve data files from our third party vendor, Ahlers and Associates, on a monthly basis.
Provider assessments/reports and claims data
Data is used to assess the quality of cardiovascular disease screening and counseling services received by underserved women
Data is limited to women age 40-64 enrolled in the BCC program. Resident status is not assessed. Low participation in program; clients from limited geographical area; limited number of healthcare providers participate in program resulting in unrepresentative sample.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
None known
Health Services data

40-64 years old
State
<250% FPL; income; family size
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Nigel Chaumeton
AGRH - ScreenWise

AGRH - ScreenWise
CDC grant
Unknown
No
Collect language spoken in home, which is required by CDC; disability is collected, but not required; includes some objective measures, including blood pressure, cholesterol panel, blood glucose, and BMI.

OHA
ALERT IIS
(also referred to as Oregon Immunization Information System IIS)
ALERT IIS is a nationally recognized population-based registry of consolidated immunization records for Oregonians across their lifespan. The ALERT IIS vision is to improve the immunization status of all Oregonians and prevent vaccine preventable disease by consolidating immunization information and sharing it with authorized users, in an effort to ensure that all Oregonians are immunized appropriately and have a complete record in ALERT IIS. The primary purpose of the registry is to provide clinical support to our partners.
Data captured in ALERT IIS include demographic and immunization events at client level. ALERT IIS data sharing partners include but are not limited to: public and private clinics, non-traditional immunization providers, state and local public health agencies, schools and children’s facilities, Indian Health Services (IHS), hospitals, pharmacies, long-term care, facilities, correctional facilities, health plans and CCOs, independent practice associations (IPAs). Current OHA bi-directional data feeds include ORKids (nightly batch), WIC (weekly batch), and EDHI (monthly batch). Vital Records sends Electronic Birth Record System data to ALERT IIS weekly. Most recently, ORPHEUS/ALERT IIS real-time querying enhancements were made to enable staff access to immunization histories as warranted for applicable case reports.
ALERT IIS data are available to authorized users to support a wide variety of clinical and public health purposes. This includes clinical decision support at the point of care, evaluation, surveillance, quality improvement, and access to immunization records. ALERT IIS also supports the inventory management, ordering, accountability, and vaccination rate assessments necessary for the Vaccines for Children (VFC) Program, as well as meeting school immunization requirements. ALERT IIS supports real-time, bidirectional interfaces for exchange of immunization history and forecast between provider electronic health record systems (EHRs) and ALERT IIS. Additionally, we collaborate with Oregon’s newly formed Coordinated Care Organizations (CCOs) to supply data needed to meet the 2016 CCO Incentive Measures.
ALERT IIS data is specific to immunizations; no other medical information is collected. ALERT IIS is based on mandatory reporting from pharmacists and for state-supplied vaccine; otherwise reporting is voluntary. Data completeness is high but may vary by subpopulation, age, or region High data capture for 0-18 and increasing capture among adult population; SES, race, and ethnicity are not commonly reported by immunization providers. ALERT IIS averages 25,000 real-time queries per day, a significant growth in the past four years. Staff reductions have eliminated all but one position that is dedicated to perform record deduplication. OIP is looking for system enhancements and temporary staffing options to keep up with this critical data cleaning.
ALERT IIS contains identified, patient immunization records for the majority of Oregon's population. Records are not limited to clients of state programs. Aggregate data can be shared; individual-level data is subject to Oregon- ALERT IIS specific state law regulating access and usage. (ORS433.090 to 433.102) For clinical support purposes, individual data may also be shared. ALERT IIS includes provider information for clinics regardless of their participation in state programs or receipt of state funding. In addition to statutory requirements, reducing internal data silos has not progressed as quickly or as easily as we had hoped. OHA technical barriers and staffing issues are two reasons for this. For instance, real-time bi-directional data exchange has not been possible with batch submitting agencies due to lack of resources on all fronts (e.g., OIP, OIS, other agency). These are not new problems but have increased with staff loses and increased demand of OIP staff given incentives for Meaningful Use, Interoperability work and healthcare transformation. OIP high data quality standards for any data submitters can affect an agency’s ability to import into the ALERT IIS system. Data feeds will not go live until minimum data elements and data quality thresholds are met.
ALERT IIS contains identified, patient immunization records for the majority of Oregon's population. Records are not limited to clients of state programs. Aggregate data can be shared; individual-level data is subject to Oregon- ALERT IIS specific state law regulating access and usage. (ORS433.090 to 433.102) For clinical support purposes, individual data may also be shared. ALERT IIS includes provider information for clinics regardless of their participation in state programs or receipt of state funding. In addition to statutory requirements, reducing internal data silos has not progressed as quickly or as easily as we had hoped. OHA technical barriers and staffing issues are two reasons for this. For instance, real-time bi-directional data exchange has not been possible with batch submitting agencies due to lack of resources on all fronts (e.g., OIP, OIS, other agency). These are not new problems but have increased with staff loses and increased demand of OIP staff given incentives for Meaningful Use, Interoperability work and healthcare transformation.OIP high data quality standards for any data submitters can affect an agency’s ability to import into the ALERT IIS system. Data feeds will not go live until minimum data elements and data quality thresholds are met.
All states have at least one IIS; several also have smaller jurisdictions.
Health Services data
Improve immunization rates
All
Address
No
Race and ethnicity
No
No
Public Health Division (PHD)
Immunization
Aaron Dunn
1) Jenne McKibben (ALERT IIS Manager) 2) Deborah Richards (ALERT IIS Data Quality Coordinator) 3) Steve Robison (EPI 2)
Immunization
Data is sent to ALERT IIS at frequencies agreed upon with partners. The majority (73%) of immunization data comes in within 24 hours of vaccine administration. Less than 10% of all immunization events come in 8+ days from administration. Others submit data weekly, monthly, or quarterly.
Immunization
CDC grant, general fund, Medicaid
Unstable
Yes
Legally required to collect by OAR
0-15 solid data; adult data less complete
User Interface entry, variety of electronic formats and secure transport methods (not direct messaging). Current gold standard is HL7 2.5.1 with prefered transport real-time web services.
Externally Hosted Data Center - Orlando, FL
ALERT IIS User Interface for standard reports; data extract request for custom data pulls and analysis.
ALERT IIS User Interface for standard reports; data extract request for custom data pulls and analysis.
ALERT IIS User Interface, ALERT IIS Analysts, PST staff, School Law Staff, OIP Management.
ALERT IIS User Interface, ALERT IIS Analysts, PST staff, School Law Staff, OIP Management.
Typical frequencies include weekly reporting (e.g., weekly flu uptake during flu season for inclusion in FluBites), monthly, quarterly and annually (e.g., grant reports can be all three of these categories).
Variety of patient-level and clinic-level reports to support immunization best practices
Most patient-level and clinic-level reports are available to end-users within ALERT IIS.
Yes

OHA
All-payer all-claims database (APAC)
APAC comprises medical and pharmacy claims, information about members and provider associated with claims, premium data and, starting in September 2017, Alterntative Payment Method (APM) data as collected from health insurance payers for residents of the State of Oregon. APAC includes data from commercial health insurance carriers, licensed third party administrators, pharmacy benefit managers, CCOs, and Medicare FFS data from CMS.
Claims
Aggregated claims databases provide an unprecedented view of care across all settings. APAC provides an opportunity to develop a deeper understanding of Oregon’s health care delivery system by providing access to data essential for understanding health care coverage, cost, and utilization in Oregon.
APAC is not a complete view of health care in Oregon and does not include uninsured and self-pay individuals, dental claims, federal programs like Tricare and Indian Health Services, carriers or TPAs with fewer than 5,000 covered lives, and masks claims related to substance use, genetic testing, or HIV/AIDS; due to the way claims are processed by submitters, data is generally not mature and available for release until 2 years later; data users must be familiar with claims data and how to use it.
HIPAA Privacy Rule; claims data is complex and not intuitive
HIPAA Privacy Rule; claims data is complex and not intuitive

Health Services data
Protect population from communicable disease
All
Address
No
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Tonia Slightam

Health Analytics (HA)
quarterly
Health Analytics (HA)
General fund; matched by Medicaid
Stable
Yes
None reported. APAC collects address (column M) but generally only releases zip code level data to data users; APAC collects race, ethnicity, and language data (column O and P), but those data elements are frequently unpopulated and of poor quality because most payers do not collect this data in their claims systems.
Only data on those in care; missing data on SES & LGBTQ; behavioral health missing from all-payer all-claims database if not a medical claim (but have authority to collect.
Submitted by payers
Collected, processed and warehoused by data vendor
Via data vendor's server
APAC data sets are encrypted and sent in pipe-delimited text files over secure FTP
Leading Indicators Report
SB 900 report, Primary Care Spending reports, evaluation by contractors of OHA programs and grants, various reports from non-OHA researchers
twice a year for Leading Indicators report
Leading Indicators Report, SB 900 report, Primary Care Spending Report
OHA website
Yes

OHA
Ambulatory Surgical Centers (ASCs)
We disconintued collection on ASCs in July of 2015 and refer researchers to APAC for data. Our historic data sets are the same structure as HDD, but contain information for free standing ambulatory surgical centers
Administrative abstracted data
Administrative records for ambulatory surgical centers discharges. Diagnosis codes, procedure codes, dates of service and billed amounts
Administrative data does not have doctors notes or qualitative information about the stay. Billed amount does not related to the actual amounts paid or received for the service. ASCs do not submit institutional claims and therefore are have fewer data elements than hospital facilities. No patient identifiers Data quality inconsistent; unstable clinics - frequently go out of practice.
Few. We actively share with PHD on an ongoing basis and are willing to share with other state agencies that agree to our data use agreement.
We control access to external organization more tightly, because it is potentially identifiable. 3rd parties must have an IRB or a work contract with OHA and demonstrate the ability to keep the data secure and confidential
APAC is the current replacement source for ASC data. APAC is more limited, but the business decision was made to move to APAC due to the difficulting in collecting data from such a large and varying population of facilities
Health care quality data
Health care quality data
All
Zip
No
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Steven Ranzoni
Health Analytics contracts with the Oregon Association of Hospitals and Health Systems
Quarterly
Health Analytics (HA)
Fees-based
Stable
Yes
Collects zipcode by clinic; stopped actively collecting 7/15. All data is available through APAC now.
Data quality inconsistent; unstable clinics - frequently go out of practice
discontinued
APAC server in an SQL database
SQL database
research analyst creates data set and delivers via secure FTP transfer
ad-hoc and upon request
ad-hoc
none
none

Yes

OHA
Behavioral Risk Factor Surveillance System (BRFSS)
The BRFSS is the largest, continuously conducted, telephone health survey in the world. It enables the Center for Disease Control and Prevention (CDC), state health departments, and other health agencies to monitor modifiable risk factors for chronic diseases and other leading causes of death. Data are collected via a telephone survey (both landline and cell phones).
Telephone (both landline and cell phone) survey.
The objective of the BRFSS is to collect uniform, state-specific data on preventive health practices and risk behaviors that are linked to chronic diseases, injuries, and preventable infectious diseases in the adult population. Factors assessed by the BRFSS include access to health care, tobacco/e-cigarette, alcohol and marijuana use, physical activity, dietary practices, use of cancer screening services, prevalence of chronic conditions (diabetes, arthritis, cardiovascular disease, asthma, depression, etc.), and other health-related topics. Health departments use the data for a variety of purposes, including identification of health disparities, targeting services, addressing emergent and critical health issues, proposing legislation for health initiatives and measuring progress toward state and national health objectives.

Survey is limited to non-institutionalized adult Oregon residents with landline and/or cell phone service. Industry-wide declining responses rates for both landline and cell phones are an ongoing concern. Small numbers for specific populations - missing institutionalized, homeless, disabled, non-English/Spanish speaking. BRFSS has included those living in dorms for the past several years. Number/percentage of cell phone interviews is increasing (accounts for roughly half of completed interviews in the last year or two). Cell phone interviews can be conducted with homeless respondents.
There is a six month moratorium on Public Use datasets after the final weighted dataset is released to PHD programs. Annual BRFSS datasets are not suitable for county-level analysis. For county level results, we combine 4 years of annual BRFSS data and reweight the data to be representative at the county level and exclude zip codes to prevent inappropriate analysis.
There is a six month moratorium on Public Use datasets after the final weighted dataset is released to PHD programs. Annual BRFSS datasets are not suitable for county-level analysis. For county level results, we combine 4 years of annual BRFSS data and reweight the data to be representative at the county level and exclude zip codes to prevent inappropriate analysis. Requestors outside of publicly funded Oregon entities must pre-pay via check a fee of $75 per hour (total costs depends on the request) before we can process their data request.
NIH Survey.
National/societal data
Prevent and reduce tobacco use; slow the increase in obesity; improve oral health; reduce harms associated with alcohol and substance use
18 years old and older
Zip
Education level; household income; employment status; home ownership; education
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
Program Design and Evaluation Services (PDES)
Julie Maher
Renee K. Boyd
Program Design and Evaluation Services (PDES); CDC
Annually
Program Design and Evaluation Services (PDES); CDC
CDC grant; PHD programs
Fairly stable
No
For language, interviews are conducted in English and Spanish. Asks about language other than English spoken at home, and, if so, specify the language; Core funding (provided by CDC) was cut by 30% in 2014 and continues to decline, which is putting the stability of the survey in jeopardy; Race oversample typically conducted every 5 years to report on Black/African American, American Indian/Alaska Native and Asian/Pacific Islander sub-populations. 4-year combined county datasets are developed every 2 years for reporting at the county-level.
Mostly landlines, low response rates, small #s for specific pops., missing institutionalized, in dorms, homeless, disabled, non-English/Spanish speaking
Data received from Contractor via secure, password protected server/FPT site.
Raw data from Contractor is stored on a secure server with access restricted to the BRFSS Project Coordinator and Data Manager. Final weighted datasets are available to PHD program staff via a secure server with restricted access to the folder containing the datasets.
PHD program staff complete and submit a data use agreement form. BRFSS Project Coordinator provides access to the restricted folder containing the weighted BRFSS datasets.
Requestors complete and submit a data use agreement form. Request is reviewed by Project Coordinator and Data Manager. If needed, data request may also be reviewed by PDES Survey Principal Investigator PDES statistician/weighting consultant, BRFSS Advisory Committee and Survey Steering Committee. Depending on number and size of the dataset(s), sent either via secure email or on CD-ROM via USPS. Public use datasets are de-identified (exclude county, zip code, Industry & Occupation) and password protected.
The PDES Survey Unit provides a weighted dataset to PHD programs, who analyze and report on the data. Weighted datasets are acessible to programs via secure server with resetricted access to the folders.
Oregon's BRFSS website contains a link to web tables published by PDH's Health Promotion and Chronic Disease (HPCD) . The PDES Survey Unit publishes non-HPCD tables on the Oregon BRFSS website: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/AdultBehaviorRisk/Pages/brfsdata.aspx. County tables published on the website at: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/AdultBehaviorRisk/county/Pages/index.aspx.
Annual
Web tables (annual, 4-year combined county, race/ethnicity every 5 years).
Oregon BRFSS website: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/AdultBehaviorRisk/Pages/brfsdata.aspx. PHD's HPCDP program publishes web tables using Oregon's BRFSS at: https://public.health.oregon.gov/DiseasesConditions/ChronicDisease/DataReports/Pages/AdultData.aspx
Yes

OHA
Birth Anomalies Registry (BAR)
The Oregon birth defects surveillance systems identifies children born with one or more of 50+ birth defects defined by the Centers for Disease Control and Prevention (CDC) and The National Birth Defects Prevention Network (NBDPN).
The Oregon birth defects surveillance system identifies children born with birth defects from Medicaid claims, Hospital Discharge and Birth Certificate data. Next year Oregon will 1) begin active surveillance and review medical charts from hospitals and other providers to identify additional cases and validate current cases, but only for children with critical congenital heart disease; 2) analyze Death Certificate and Early Hearing Detection and Intervention data to identify additional cases and validare current cases.
The Oregon birth defects surveillance system shares data with CDC and NBDPN. Birth defects surveillance systems are critical to track birth defects and use the data for prevention and referral activities.

Birth defects surveillance systems are important for finding and collecting information about birth defects. Information from birth defects tracking systems is used by public health officials, policymakers, and scientists for the following activities:

Program Outcomes: To understand if the number of birth defects is increasing or decreasing over time.
To investigate possible causes of and risk factors for birth defects.
To educate the public about birth defects and how to prevent them.
To plan and evaluate activities aimed at preventing birth defects.
To refer babies and families affected by birth defects to appropriate services.
To help policymakers allocate resources and services for affected babies and their families.
Due to the small number of birth defect cases only aggregate data over five years for the state is shared. Regional and county estimates, estimates by race and ethnicity and other demographics is limited. The absence of active surveillance for case identification and validation limits data interpretation. No medical record review for case validation of cases.
Only deidentified, state wide data aggregated over five years is available due to the small number of birth defect cases and to protect confidentiality.
Only deidentified, state wide data aggregated over five years is available due to the small number of birth defect cases and to protect confidentiality. The exception is the recently approved request to provide deidentified case level data for children identified with microcephaly to the CDC & NBDPN. CDC & NBDPN agreed not to identify or share Oregon's data and to combine Oregon's case data with other state's data.
None
Vital statistics

Children birth up to six years old
State
No
None collected
No
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Claudia Bingham claudia.w.bingham@state.or.us
Maternal and Child Health (MCH)

Maternal and Child Health (MCH)
HRSA Title V Block Grant; CDC-National Center for Birth Defects and Disabilities Cooperative Agreement
Unstable
No
This population-based surveillance system links birth certificates, Medicaid claims data, and Hospital Discharge Data to idenify cases.Additional fields (i.e. SES, race/eth, etc) can be included if approved, funded and permission from each owner of primary data source.

Direct electronic access to birth certificate, Hospital Discharge and Medicaid claims data.
Data stored securely at SDC and password protected.
Data access limited to MCH research analysts.
Aggregate data accessed on CDC, NBDPN and March of Dimes websites.
BAR team meets monthly and updated regularly.
Aggregate data shared annually with CDC & NBDPN through secure data transfer.
Aggregate data shared annually with CDC & NBDPN through secure data transfer.
Data reports provided to MCH, CDC & NBDPN
Reports located in MCH folder for BAR
Yes

OHA
Birth certificate
Legal and statistical file on every birth occurring in Oregon
Surveillance and legal
Base data on health of mothers and infants at time of birth; demographic profile of mother and second parent; healthy infants/mothers primary measure for health of population
Time of event. Limited to information on U.S. standard Certificate of Birth and Oregon-specific required by law
Law; confidentiality
Law; confidentiality
medical records for some fields
Vital statistics
Prevent and reduce tobacco use
All
Address
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
None provided.
Lack information on all birth anomolies
Daily through secure web-system
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables; narrative
Quarterly and annual
Aggregated tables
Web
Yes

OHA
BRFSS of State and School Employees (BSSE)
Every two years a telephone survey is conducted among Oregon's public sector workforce to assess its overall health. Employees covered by the Public Employees Benefit Board (PEBB) include those working in State Agencies and the Oregon University System. Employees covered by teh Oregon Educators Benefit Board (OEBB) include those working in K-12 School Districts, Educational Service Districts, Community Colleges, and some charter schools.
Survey
The BSSE's results inform efforts to establish, monitor, and modify benefits and programs to fit the health needs of PEBB and OEBB members. The BSSE helps identify appropriate benefits and grpograms to support all Oreogn state and school employees and their families. BSSE results also inform Worksite Wellness strategies for public health organizations and partners working with state and local systems to create healthy work and school environments.
Data are self-reported. Results are applicable to employees who are primary subscribers, not the entire PEBB and OEBB member population. Low response rates, small numbers for specific populations. Missing those without phone number at work or home.
None
None
None
Survey data

18 years and older
County
Education; income; employment status
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
Health Promotion and Chronic Disease Prevention (HPCDP)
Karen Girard
Vicky Buelow
Rodney Garland
Health Promotion and Chronic Disease Prevention (HPCDP)
Bi-ennially
Health Promotion and Chronic Disease Prevention (HPCDP)
PEBB and OEBB (primary), and HPCDP grants
Fairly stable
No
None provided.

De-identified data received from contractor
On secure server only accessbile by HPCDP analysts
By request to HPCDP
By request to HPCDP, PEBB, or OEBB
Survey report
Survey report
Every other year
Survey report
OHA Healty Worksites website
Yes

OHA
Built environment (community design) - access to alcohol, food, tobacco. Availability of affordable/subsidized housing. Walkability. Proximity to public transit.
Built environment datasets and indicators provide information on community design.
Various data sources - employment data, ACS, Census, OLCC
Provides information on communities in regards to access to public transit, transit types used, access to alcohol, food and tobacco, walkability, affordable/subsidized housing
Dependent on other programs or agencies making data available. Dependent on ODOT for sidewalk availability and bikability.
We do not own the data and data use agreements restrict sharing some data (employment data). Data requests can be labor intensive.
We do not own the data and data use agreements restrict sharing some data (employment data). Data requests can be labor intensive.
Unknown
Community and environmental indicators

Not applicable
Census tract
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Curtis Cude
Environmental Public Health (EPH)

Environmental Public Health (EPH)
Grant
Stable
No
Data may overlap with Health Promotion and Chronic Disease Section of Oregon Public Health Division and CDC (NCEH). Funding is stable through EPHT; EPHT creates built environment indicators by combining multiple sources of data together. For instance access to retail food outlets is a combination of employment data, WIC data and DMV records to calculate proximity. EPHT does not collect this data, but manipulates several data sources and adds value to the data.
Housing, sidewalk safety, grocery store inventory not consistently collected but future apps. for these data are likely
Several data sources are used and data is received by secure file transfers and also by downloading public datasets
Datasets are stored in the EPHT data folders
Staff access datasets in the file folders
Some of this data is available on the EPHT data portal
N/A
N/A
N/A
N/A
N/A
Yes

OHA
CAREAssist
Captures activities for HIV+ Oregonians enrolled in the AIDS Drug Assistance Program. Database is used to store and track client demographic data, insurance & program eligibility, as well as expenditures related to payment of health insurance, dental insurance, prescription drugs, medical services, and state-managed client services.
Client demographics, claims, payments, eligibility reviews
Helps maintain a continuum of care for HIV+ Oregonians, thereby improving health outcomes and reducing transmission.
Reports not easily created. Paper-dependent. No ability for electronic documents. No web-based application allowing access. Aging homegrown database; not conveniently modified or adapted by programs staff; substantial ongoing OIS costs for maintenance; out of date, lacking web interface, remote entry etc.
Confidentiality of HIV related data.
HIPAA, data-sharing agreement required
CAREWare, OHOP
Health Services data

All
Address
FPL
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
HIV, STD, and TB (HST)
Veda Latin
Annick Benson Scot
HIV, STD, and TB (HST)

HIV, STD, and TB (HST)
HRSA
Stable
Yes
Collect disability on SSD/SSDI only; legally required to collect for Federal government.

Received directly by clients. Paper application.
Database. SDC.
Network
NA
NA
NA
Daily
Federal Grant Reports
NA
Yes

OHA
Cigarette Tax Receipts
Every month we receive tax receipts from the Department of Revenue which includes other tobacco products tax collected, as well as the revenue distributed within the state.
Receipts
It provides concrete indications on consumption of tobacco products and helps to inform funding sources on a fairly quick timeline
Monthly summarized data, challenging to make long term determinations from fluctuating monthly statements. Unable to get information by certain tobacco product types.
This is not data we provide. In order for agencies to receive this information they will need to contact the Department of Administrative Services.
This is not data we provide or support. In order for agencies to receive this information they will need to contact the Department of Administrative Services. For further analysis they may need to contact the Department of Revenue.
The Department of Revenue's main website should provide enough documentation for most requests. http://www.oregon.gov/DOR/programs/businesses/Pages/tobacco.aspx
Novel data sources
Prevent and reduce tobacco use
Not applicable
City
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Health Promotion and Chronic Disease Prevention (HPCDP)
Karen Girard
Rodney Garland
DAS
Quarterly
DAS
Unknown
Stable
Yes
Also includes cigarette tax receipts for Tribes; this information is collected from DAS monthly for county, city, and state. Tribal tax disbursement is collected as needed.

Via Email from DOR point of contact
Stored in an OHA secure server
Accessible by HPCDP staff
By request from DAS
Data reported externally in some documents as well as data shared to managerial staff regularly
Some summarized tax information presented in reports
Annually
Tobacco Facts, Smokefree Oregon
Online http://smokefreeoregon.com/
Yes

OHA
Clandestine Drug Lab
Database of Oregon properties that have been listed as illegal drug manufacturing labs, both past and present
Registry
Helps the CDL program manage cases; allows CDL to provide info to realtors and citizens.
Database doesn't store detailed case files or really any case information. Doesn't record which drug, level of contamination, cleanup plan info, etc. Residents' data not collected here, uncertainty and lack of awareness on the part of law enforcement regarding reporting requirements
None; this is public record.
None; public record. We do not make this publically available, but we do give specific info to anyone who asks.
No - DCBS only has current labs. Federal DEA has a database with OR info, but it is not accurate.
Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Dave Dreher; Dan Cain
Environmental Public Health (EPH); law enforcement agencies

Environmental Public Health (EPH); law enforcement agencies
Fee-based
Unstable
Yes
None provided.
Resident's data not collected here
Fax, mail, or email
Access db
MS Access
n/a
n/a
Properties reported to DCBS that require cleanup
case by case basis
List
http://www.bcd.oregon.gov/druglabs/druglabs.html
Yes

OHA
Clinical Process Monitoring System (CPMS)

Clinical database; Clinical only; these data sources give the met need; NSDUH and PSU pop estimates give total need (denominator).

Health Services data

All
County
Education level; income; employment status
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Jon Collins
Health Analytics (HA)

Health Analytics (HA)

Stable
Yes
No longer active. Collection stoped 7/2014. History maintained by Health Analytics.
Clinical database; these data sources give the met need; NSDUH and PSU pop estimates give total need (denominator)

OHA
Community Benefit Reporting
Community Benefit Reporting
To maintain their tax-exempt status, non-profit hospitals are expected to provide measurable benefits to the communities they serve. Community benefits generally are defined as programs or activities that hospitals provide despite a low or negative financial return. Examples of community benefits include providing free or discounted care to persons living in poverty, conducting education or research to promote community health, or donating funds or services to community groups.
Community benefit activities and related costs data submitted by hospitals.
Provides information on the level of involvement of hospitals in their communities in providing needed health care services; promoting preventative care; educating how to manage chronic health conditions.
The report includes information on the number of individuals served or number of visits and unreimbursed net cost of a given benefit. However, no information is included on the characteristics (name, address, age, gender, race, ethnicity, etc.) of the population it impacted.
None.
None.

Health Services data

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Paulos Sanna
Health Analytics (HA)

Health Analytics (HA)
None; hospital submits required report
Stable
Each hospital /health system has its own requirement (there is no statewide standard) to qualify for charity care and hence the inconsistence among hospitals.
None reported.
identifiedData available only once a year. Definition of charity care seems to be inconsistent among hospitals; more training needed
By e-mail to Data Submissions address
In Microsoft Access database
Secure Shared Drive
Not accessible
Published and posted at:http://www.oregon.gov/oha/OHPR/RSCH/Pages/Hospital_Reporting.aspx#AUDITED_FINANCIALS_&_FR-3
Published and posted at:http://www.oregon.gov/oha/OHPR/RSCH/Pages/Hospital_Reporting.aspx#AUDITED_FINANCIALS_&_FR-3
Yearly in November
Summary Sheet, Hghlights
Yes

OHA
Consumer Assessment of Health Plans Survey (CAHPS)

Survey of Medicaid clients only; not yearly, every 2 to 3 years

Survey data

All
Region
All low income
Race and ethnicity
Yes
Yes
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead
Health Analytics (HA)

Health Analytics (HA)
General fund; Federal fund split
Stable
Yes
Level of geography is by Medicaid health plan and fee for service
Survey of Medicaid clients only; not yearly, every 2 to 3 years

OHA
Death certificate
Legal and statistical file on every death occurring in Oregon
Surveillance and legal
Base data on cause of death and demographic profile of decedent used extensively to assess health of population and any interventions needed to prevent premature death
Time of event. Limited to U.S. standard death certificate and Oregon-specific items required by law
Law; confidentiality
Law; confidentiality
medical records for some fields
Vital statistics
Reduce harms associated with alcohol and substance use; prevent deaths from suicide
All
Address
Education level; employment status
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Vital records fees and contracts
Stable
Yes
None provided.
Lacking data on some covariates (e.g., mental health, substance use)
Daily through secure web-system
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables; narrative
Quarterly and annual
Aggregated tables
Web
Yes

OHA
Death with Dignity
File includes death information for persons who received prescription under Death with Dignity Act
Surveillance
Profile specific to persons with prescriptions under Death with Dignity who subsequently die
This is death certificate information so same limitations. Reported independently then matched to death certificate.
Law; confidentiality
Law; confidentiality
None known
Vital statistics

All
Address
Education level; employment status
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Public Health Division and Vital Records fees
Stable
Yes
Information is same as death certificate other than prescription and details of taking prescription

Mailed or faxed report on prescriptions
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Report
Annual
Aggregated tables
Web
Yes

OHA
Decision Support Surveillance & Utilization Review System (DSSURS)/Medicaid Management Information System (MMIS)
Medicaid Data system for payment and eligibility
Claims and Financial
Tracks Medicaid utilization and expenditures
Administrative data only
HIPAA/HITECH
HIPAA/HITECH
APAC
Health Services data
Improve oral health
All
Address
Medicaid beneficiaries
Race and ethnicity
Yes
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Chris Coon
HSD; Health Analytics (HA)
Weekly
HSD; Health Analytics (HA)
Federal funds
Stable
Yes
None reported.
Claims/Encounters/Eligibility Database of Medicaid/CHIP services; clinical database only Medicaid services
Direct or Manual data entry
Oracle database
Multiple database tools and reporting software
None
Multiple software tools
Static reporting
Weekly to Annually
Multiple formats and venues
Web or direct communication
Yes

OHA
Dissolution of Domestic Partnership
Legal and statistical file on dissolution of domestic partnership decreed in Oregon
Surveillance and legal
Demographic profile of persons terminating domestic partnership (established anywhere) in Oregon court
Time of event; form sometimes incomplete. This is a legal record to demonstrate legal status, so information is limited.
Law; confidentiality
Law; confidentiality
Courts
Vital statistics

All
Address
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
Collect race and Hispanic ethnicity specifically; Same form for dissolution of marriage (divorce) and dissolution of domestic partnership

Paper records keyed into secure web-system at state office
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables
Quarterly and annual
Aggregated tables
Web
Yes

OHA
Divorce
Legal and statistical file on dissolution of marriage decreed in Oregon
Surveillance and legal
Demographic profile of persons terminating marriage (established anywhere) in Oregon court
Time of event; form sometimes incomplete. This is a legal record to demonstrate legal status, so information is limited.
Law; confidentiality
Law; confidentiality
Courts
Vital statistics

Paper records keyed into secure web-system at state office
Secure web-system housed at State Data Center; mainframe managed by State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables
Quarterly and annual
Aggregated tables
Web
Yes

OHA
Domestic Partnership
Legal and statistical file on domestic partnerships filed at State level (same sex)
Surveillance and legal
Demographic profile of persons establishing a registered domestic partnership in Oregon
Time of event. This is a legal record to demonstrate legal status, so information is limited.
Law; confidentiality
Law; confidentiality
County Clerks
Vital statistics

All
Not collected
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
Collect race and Hispanic ethnicity specifically

OHA
Domestic Well Safety Program (DWSP)
Database of water quality test results received from real estate transactions under ORS 447.281
Lab results
Helps DWSP idenfitify areas with high groundwater contamination that may require additional education and resources to address water quality concerns.
Private domestic wells are tested for arsenic, bacteria and nitrates during real estate transactions and a copy of the results are provided to DWSP (ORS 448.271). There is not enforcement of the requirment; DWSP does not follow up with home sellers to ensure testing was completed and data was submitted.
None; this is public record.
None; public record. We do not make this publically available, but we do give specific info to anyone who asks.
DEQ has water quality data for private wells.
Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Curtis Cude; Tara Chetock
Drinking Water Safety Program (DWSP)

Drinking Water Safety Program (DWSP)
CDC
Unstable
Yes
Funded through year 2020

Fax, mail, or email
Online database
Through online database
Fulfill data requests received through phone and email by emailing XML or PDF file
XML file
n/a
monthly
water quality contaminants
n/a
Yes

OHA
Early Hearing Detection and Intervention (EHDI)
The Early Hearing Detection and Intervention Program collects demographic and hearing screening data on every occurrent birth in Oregon. Infants who referred (failed) on hearing screening have extensive additional data collected on audiologic diagnostic follow-up, public health nurse support, parent mentoring, early intervention eligibility and enrollment, and programmatic activity to support next steps for a known hearing status for the child.
Surveillance
Data are collected to track and monitor hearing screening, diagnostic and early intervention status to identify infants born with a hearing loss.
Under-reporting is a known limitation.
Other than required confidentiality of PHI, compliance with HIPAA, and small numbers adding risk of being identifiable, there are no limitations. Data are typically shared only de-identified, in aggregage and usually by region.
Same.
Demographics and hearing screening data are in OVERS. Otherwise, none known.
Health Services data

0-3 years old
Address
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Heather Morrow-Almeida; Meuy Swafford
Oregon Health Authority (OHA)
Quarterly
Oregon Health Authority (OHA)
CDC grant; HRSA/MCHB grant
Unstable
Yes
None reported.

Data are imported daily from Vital Statistics, and at least monthly from the OSPHL, Immunizations ALERT database, and ODE ecWeb database; data are securely entered by other system users including audiologists, staff, public health nurses, etc.
Data are stored securely in a FileMaker database, housed on the state servers.
Data are accessed via either licensed desktop versions or the secure web version of FileMaker.
External users access the database online securely using credentials.
Data are analyzed for use in program management, quality improvement and assurance purposes.
Summary data are presented quarterly to an Advisory Committee, included in federal grant reports (4x/year), reported annually in the CDC Hearing Screening and Follow-up Survey, biannually in hospital performance reports, and annually to the legislature. Other analysis is performed on an ad hoc basis and upon request.
See last question.
See last question.
Reports are available upon request, housed on the state server and on the web.
Yes

OHA
Electronic Surveillance System for the Early Notification of Community-Based Epidemics (ESSENCE)
Oregon ESSENCE is a syndromic surveillance or real-time situational awareness surveillance tool which allows users to track trends in emergency department visits over time and space. Users can generate charts and reports automatically which display expected visit counts and observed visit counts by patient symptom or syndrome, allowing for classification of health anomalies in near real-time. Other data sources, such as communicable disease records, reported death counts, poison center calls and weather information are also accessible by approved users of this tool and allow for validation of health trends in multiple sources.
Electronic health record data from emergency departments and urgent care centers
Situational awareness during emerging public health events; tool for supporting risk communications; outbreak characterization and limited case finding capacities; also routine public health surveillance of ED data.
Data are often missing or incomplete; currently there is no mandate to replace or fix these data or to update data stream with variables relevant for emerging conditions (e.g., travel history for Zika surveillance) or fields that have value for routine public health surveillance (such as billing information for chronic disease surveillance) or with more identifiers to allow for linking these data to other existing data sources housed at OPHD (such as names and date of birth for linking records with EMS). This tool is to intended for use during public health emergencies but the tool is housed at the state data center and the servers used by this project are not a high priority for restoration in the event of a public health emergency. Also, the sFTP (which is the transport method hospitals use to send data) has had significant (several day to week-long) unplanned maintenance outages which limits our ability to add or update data for the duration of the outage.
The project data use agreement (DUA) specifies that only public health agencies or participating health systems can have access to data; also, not known which other agencies would like access.
The project data use agreement (DUA) specifies that only public health agencies or participating health systems can have access to data; also, not known which other agencies would like access.
Not known
Reportable data
Improve oral health; prevent deaths from suicide
All
Zip
No
Race and ethnicity
No
No
Public Health Division (PHD)
Acute and Communicable Disease Prevention (ACDP)
Collette Young
Melissa Powell; Laurel Boyd
Acute and Communicable Disease Prevention (ACDP)
Quarterly
Acute and Communicable Disease Prevention (ACDP)
Grants (PHEP & NSSP grants)
Fairly stable
No
Use of ESSENCE supports two core public health modernization system functions: in select outbreak settings it enables users to monitor and assess infectious disease trends and it allows users to conduct disaster epidemiology. ESSENCE also serves at the repository for statewide youth suicide attemots data collection, which OPHD is legally required to collect; contact is Lisa Millet, Section Manager.
[For eSentinel] Clinical database
Daily batched HL7 message feed is sent to State Data Center (SDC/ETS) sFTP server
Data are stored in SDC servers in a SQL table
Via essence.oha.oregon.gov website or SQL table
Via essence.oha.oregon.gov website
Emails, Hazard Reports and FluBites
Emails, Hazard Reports and FluBites
Weekly and ad hoc
Seasonal Hazard Reports, FluBites, ad hoc reports, special projects
Internal communications and online (Hazard reports: https://public.health.oregon.gov/DiseasesConditions/CommunicableDisease/PreparednessSurveillanceEpidemiology/essence/Documents/HazardReports/ESSENCE_Hazards.pdf FluBites:https://public.health.oregon.gov/DiseasesConditions/CommunicableDisease/DiseaseSurveillanceData/Influenza/Documents/data/FluBites.pdf)
Yes

OHA
EMS patient encounter database
OREMSIS (Oregon EMS Information System) is an EMS electronic patient care information system that is implemented statewide. OREMSIS is a comprehensive data collection, analysis, reporting and secure health information exchange system. Approximately 70-90 percent of licensed EMS transport agencies voluntarily submit information as well as other non-transport first responders provided patient care such as police and Oregon Department of Transportation responders. OREMSIS also uses Hospital Hub allowing for registered hospital users to securely access and find needed EMS information for patients as well as participating hospitals provide secure outcome information back to EMS providers. The EMS system can report close to real time and supports national organization data standards, schematrons to improve data quality, standard compliant software vendor participation as well and health information exchange.
Electroinc Patient Care Record
OREMSIS provides critical support for:
Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services
Close to real-time information for disaster preparedness and mass casualty events.
Information for public health prevention, investigation and research/evaluation.
OREMSIS provides critical support for:
Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services
Close to real-time information for disaster preparedness and mass casualty events.
Information for public health prevention, investigation and research/evaluation.
OREMSIS provides critical support for:
Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services
Close to real-time information for disaster preparedness and mass casualty events.
Information for public health prevention, investigation and research/evaluation.
OREMSIS provides critical support for:
Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services
Close to real-time information for disaster preparedness and mass casualty events.
Information for public health prevention, investigation and research/evaluation.
OREMSIS provides critical support for:
Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services
Close to real-time information for disaster preparedness and mass casualty events.
Information for public health prevention, investigation and research/evaluation.
OREMSIS provides critical support for: 1. Evidence based practices and quality improvement for EMS services along with broader coordinated healthcare services 2. Close to real-time information for disaster preparedness and mass casualty events. 3. Information for public health prevention, investigation and research/evaluation.
OREMSIS is currently a voluntary system for reporting so agencies can choose not to report although most EMS transport agencies do report. EMS agencies have in the past chosen software vendors that do not comply with state and national standards adding a significant barrier for reporting to the state. Finally NEMSIS only will accept version 3 data as of January 1, 2017 and many agencies still use and report version 2, but many are switching to the newer standard. Fire/EMS agencies will be the last to transition to NEMSIS 3 due to additional NFIRS support needed.
Data sharing agreements and request review including IRB review are in place
Data sharing agreements and request review including IRB review are in place
None
Health Services data

All
Address
Work related event, narratives in the report
Race and ethnicity
No
Yes
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Dagan Wright
Injury and Violence Prevention (IVP)
Daily
Injury and Violence Prevention (IVP)
General funds
Unstable
Yes
Level of geography includes location of incident, residence, and destination; collect language in in-patient care note section, but not as separate variable; agencies are legally required to report within 12 hours to hospital; close to real-time reporting for many agencies and many report in short time after an incident to the state, there is a NEMSIS 2 and NEMSIS 3 dataset (NEMSIS 3 is the new standard)
Several EMS agencies still use paper forms; the system is being implemented so data are incomplete
Electronic submission
Secure off site server, data is encrypted and backed up
Secure web based queries
Secure web-based queries
Summary or request specific report
Aggregated data or approved request specific report
Based on the need and availability
Web-based reports can provide reports in varity of formats
website
Yes

OHA
Environmental Public Health Tracking
EPHT maintains a public data portal where users can query health outcomes, environmental quality and environmental justice indicators by geography.
Various data sources - adminstrative, survey, lab results, vital stats
The general public, environmental and/or public health professionals, and policy makers are able to access data on health outcomes and the built and natural environment
Dependent on other programs or agencies making data available to publish on the data portal. Major limitations of keeping this surveillance system up to date with timely data is the availability OIS resources. Current system uses out of date technology and the platform is unstable and prone to bugs. OIS resources are costly and time consuming.
Data requests by other agencies/programs can be labor intensive. There are barriers in publishing indicators to the data portal, which should be the main way data is shared.
EPHT is not the owner of these data sources and the data use agreements may not permit sharing the data. External organizations should also be able to obtain data from the EPHT public data portal, but there are significant barriers in updating or publishing new indicators on the data portal.
The National Environmental Public Health Tracking Network is a similar public data portal that hosts Oregon data.
Community and environmental indicators
Slow the increase in obesity
Age groups vary by indicator
Block group
Income; education level
Race and ethnicity
Yes
No
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Curtis Cude; Mary Dinsdale
Environmental Public Health (EPH); CDC

Environmental Public Health (EPH); CDC
CDC grant
Stable
No
Level of geography varies by indicator; not legally required, but required by grant; not sure if this is a "major data source." It is a public health surveillance system by way of an online public data portal; health or environmental data is not collected with SES or R&E. SES and R&E indicators are stand alone. The Language indicator is also stand-alone.
Hospital discharge events obtained, clinical info not reported-detected?
EPHT receives data from the data stewards in multiple electronic transfer methods
EPHT stores data files in secure folders. The data behind the public data portal are stored in a SQL database
EPHT staff does not have access to the SQL database behind the data portal.
Users can access the data via the online public data portal
N/A
EPHT sends select data files to CDC via the Secure Access Management System (SAMS)
Data sent to CDC twice a year. No schedule for reporting within the program.
Public data portal
http://epht.oregon.gov/
Yes

OHA
Environmental water monitoring: Harmful Algae Bloom Surveillance
Environmental water monitoring analyses for HABs and toxins is submitted by external partners and saved to individual waterbody folders within OHA. Excel spreadsheets are populated with this information and at the end of the year it is sent to the Environmental Public Health Tracking (EPHT) program for export into their database. Illness information associated with a bloom is tracked each year and in addition to water monitoring data is exported to the EPHT database.
Water monitoring lab reports and illness data.
Provides information used for determining if a bloom is haxardous to public health and for issuing advisories as necessary. Provides a tool for determining where problem areas exist, and for trending purposes over time. Helps external agencies to determine upstream sources of nutrients that may be causing bloom formation.
Water monitoring is not required. Designated management agencies can choose not to sample blooms or submit data to OHA. Illness data may also be biased because it is likely that many illnesses go unreported. This is because many of the symptoms of exposure can be very similar to those from food poisoning. Clinicians don't recognize illness and report
Data requests by other agencies/programs can be labor intensive because the data maintained by the HABs program is kept in individual folders by waterbody or by the year the illness was reported. There is no easy way to pull this data. In addition, since the data is entered into the EPHT tracking system at the end of each year, the barriers cited for the EPHT program would be the same barriers to sharing this data.
Data requests by other agencies/programs can be labor intensive because the data maintained by the HABs program is kept in individual folders by waterbody or by the year the illness was reported. There is no easy way to pull this data. In addition, since the data is entered into the EPHT tracking system at the end of each year, the barriers cited for the EPHT program would be the same barriers to sharing this data.
No similar source at this time.
Community and environmental indicators

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Julie Sifuentes; Rebecca Hillwig
Environmental Public Health (EPH); CDC
Annually
Environmental Public Health (EPH); CDC
No longer funded through CDC
Unstable
No
The level of geography is "water bodies"; legally required to collect shellfish poisoning
Clinicians don't recognize illness and report
Email or fax
Waterbody or illness data folders and EPHT database at year end
By pulling up electronic folders. The data in the EPHT database is accessible to staff through the online public data portal
The data in the EPHT database is accessible to the public through an online public data portal
Email or phone
Email or phone
Once per year
Health advisories
https://edit-public.health.oregon.gov/HealthyEnvironments/Recreation/HarmfulAlgaeBlooms/Pages/Blue-GreenAlgaeAdvisories.aspx; and https://edit-public.health.oregon.gov/newsadvisories/Pages/RecreationalAdvisories.aspx
Yes

OHA
Environmental water monitoring: Oregon Beach Monitoring Program (OBMP)
Dataset of recreational water quality for marine and fresh water beach locations. OBMP is funded by EPA under the BEACH Act. Data includes test results for enterococcus only.
Lab results
Helps identify if bacteria levels are higher than normal.
Beaches are only monitored during summer season and data does not identify sources of bacteria. OBMP also doesn’t receive illness reports from people who do get sick from water exposure. DEQ MOA to coordinate site monitoring, data collection. Funding available to issue advisories for high levels of bacteria in marine waters, but funding is not always available for investigational sampling to identify source(s) and OBMP cannot issue advisories for water water exceedances of bacteria.
None
none
none
Community and environmental indicators

Not applicable
City
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Curtis Cude; Tara Chetock
OBMP; DEQ; "Storet" (annually uploaded to EPA)

OBMP; DEQ; "Storet" (annually uploaded to EPA)
EPA grant
Unstable
No
Not legally required to collect, but required under EPA BEACH Act grant; funded through March 2018
DEQ MOA to coordinate site monitoring, data collection
email
Access db
access db
through EPA's BEACON website
XLS file
xml file
bimonthly during summer months
entercoccus
stations at selected monitored beaches: http://public.health.oregon.gov/HealthyEnvironments/Recreation/BeachWaterQuality/Pages/beaches.aspx
Yes

OHA
Fetal Death
Legal and statistical file on every fetal death occurring in Oregon where delivery weight of fetus is 350 grams or more or if delivery weight unknown, 20 weeks gestation or more
Surveillance and legal
Information on fetal cause of demise and demographic profile of mother and second parent used to identify needs and develop responses
Time of event. Limited to items on U.S. standard certificate of fetal death and Oregon-specific required by law
Law; confidentiality
Law; confidentiality
medical records for some fields
Vital statistics

Not live birth
Address
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
None provided.

Daily through secure web-system
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables; narrative
Quarterly and annual
Aggregated tables
Web
Yes

OHA
GENetic Information System (GENIS)
Contains genetic testing results for individuals who participated in our study, as well as survey results to give broader context to the testing results.
Health data and survey data
Provides OGP with genetic testing data and survey data so that we can analyze testing rates across the state and correlate those with various socioeconomic and demographic variables
Only covers a limited period of time, during which the study was active; also limited by small numbers, which affects any analysis of the data. Clinical information (reported by dlinicians from 2012 - 2015) and self-report information (annual participant survey from 2013 - present).
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
None
Health Services data

Not applicable
Zip
Education level; insurance status and type
Race and ethnicity
Yes
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Summer Cox; Alicia Parkman
AGRH - ScreenWise (GEN)
Quarterly
AGRH - ScreenWise (GEN)
CDC grant
Unstable
No
GenIS is the database for the BRCA Testing Study, following Oregonians who decided to receive BRCA Testing with an annual survey regarding health status, health & life decisions, and cascade screening in the family; preferred language collected.

Data is received by OGP staff who conduct surveys and enter data into the system and also by Oregon Genetics Clinic staff who enter testing data directly into the system.
Database built with Microsoft Access
Appropriate OGP staff can access the folder in which the file is stored.
External staff cannot access the file; OGP staff would need to send the file for someone external to access.
Annual Progress Report; Agency Fact Sheets, ad hoc reports
presentations, ad hoc reports
Annual
Annual Progress Report, fact sheets
Electronic versions are maintained on secure network.
Yes

OHA
Health care provider survey tracking system
Contains the results of the OGP healthcare provider surveys
survey
Analysis of healthcare provider behavior related to collection of family health history and referral of high-risk patients for genetic counseling, among other topics of interest to OGP
Often have small response rate and small numbers. Not always generalizable to the Oregon population.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
None
Health Services data

No
Zip
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Summer Cox; Alicia Parkman
AGRH - ScreenWise (GEN)
Quarterly
AGRH - ScreenWise (GEN)
CDC grant
Unstable
No
None.

Data is received by OGP staff who receive the surveys either by mail or by online survey utility (depending on survey delivery method) and enter the data into a statistical software program (SPSS).
SPSS
Appropriate OGP staff can access the folder in which the file is stored.
External staff cannot access the file; OGP staff would need to send the file for someone external to access.
Annual Progress Report; ad hoc reports
newsletter articles, ad hoc reports
Annual
Annual Progress Report, newsletter articles, ad hoc reports
newsletter articles are on the website, all other reports are maintained on secure network.
Yes

OHA
Health Care Volunteer Registry (SERV-OR)
Mass registration, credential verification and emergency alerting system for volunteer healthcare providers interested in disaster response.
Registry
Allows immediate contact with thousands of registerd healthcare providers who want to respond to disasters or public health emergencies.
COTS vendor, have to reconsider every 3-years to contract.
Volunteers register in the system and provide information only for use in the SERV-OR/MRC program. Subject to state laws and rules related to public information.
Volunteers register in the system and provide information only for use in the SERV-OR/MRC program. Subject to state laws and rules related to public information.
No similar source for Oregon. Note that most other states have a similar registration system and use the same contracted platform.
Health Services data

All
Address
No
None collected
Yes
No
Public Health Division (PHD)
Health Security and Preparedness (HSP)
Eric Gebby
DeWayne Hatcher, Akiko Saito, Nick May
Health Security and Preparedness and Response Program (HSPR)
Quarterly
Health Security and Preparedness and Response Program (HSPR)
Federal grant
Stable
Yes
Age is for registered volunteers; collects home and work address of volunteers; collects languages spoken for volunteers; no clients in system; legally required to collect for proper ID verification and risk management of these registered state volunteers

Self registration on the internet
Vendor database
web based
web based
System admin rights
System admin rights
As needed
Reports of volunteers able to respond to incident based on query
NA
Yes

OHA
Health Care Workforce Database
The data use agreement with the licensing boards permits sharing de-identified data with other state agencies.
Licensing boards want to protect the privacy of their licensees and do not want share identifiable information with the public (license number, name, practice address). De-identified data can be shared at the record level. Data should be used for purposes outlined in SB230.
None
For licensees with a 2-year license, data are refreshed every 2 years. Data are collected directly from licensees at the time of license renewal (lots of the questions have the option "don't know" or "decline to answer").
The database is a snapshot of the healthcare workforce at a given point in time. For some of the health professions it takes about 2 years of data collection to get an estimated count of active providers.
The data use agreement with the licensing boards permits sharing de-identified data with other state agencies.
Licensing boards want to protect the privacy of their licensees and do not want share identifiable information with the public (license number, name, practice address). De-identified data can be shared at the record level. Data should be used for purposes outlined in SB230.
None
Health Services data
Working health care professionals; can be as young as 18 (pharmacy technicians)
Address
No
Race and ethnicity
Yes
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Suzanne Yusem; Vanessa Wilson
Health Analytics (HA)
ongoing data collection; depending on licensing board
Health Analytics (HA)
Licensees pay a small fee for the data collection ($2 or $4 if they have a 1-year license or a 2-year license); collected by the licensing board, these funds support the Healthcare Workforce Reporting Program.
Stable
Yes
None reported.

Data are downloaded from vendor's data repository (secured with login).
Data files are stored in state's network (secured with login).
Data files are accessed in the state's network (secured with login).
Data files are not available on Program's website. Data are made available upon request.
Reports are stored in Program's work directory.
Biennial reports are available on Program website.
Biennial report and ad-hoc reports (by request)
Biennial report; Race, ethnicity and languages of the Oregon health care workforce; Projections of the demand of primary care providers

Yes

OHA
Health Insurance Payor policy coverage database & tracking system
Contains a list of all health insurance policies and their coverage related to genetic services
Payor assessment/list
Provides OGP with up-to-date information on genetic service coverage across the state
Requires contact with insurers to obtain updated data, which can be difficult and time consuming; must be updated regularly; only contains information on genetics service coverage. Some policies are not written; many policies are not publicly available and can be difficult to get access to for the annual review; many policies are vauge, potentially allowing access and coverage to change from person to person within each plan; very time intensive.
NA
NA
None
Health Services data

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Summer Cox
AGRH - ScreenWise (GEN)
Quarterly
AGRH - ScreenWise (GEN)
CDC grant
Unstable
No
None.

Data is received directly by OGP staff who research health policy coverage and contact health insurance companies; staff enter data into excel spreadsheet.
Excel spreadsheet.
Appropriate OGP staff can access the folder in which the file is stored.
External staff cannot access the file; OGP staff would need to send the file for someone external to access.
Annual Progress Report; Agency Fact Sheets, ad hoc reports
Fact sheets, ad hoc reports
Annual
Annual Progress Report, fact sheets
Electronic versions are maintained on secure network.
Yes

OHA
Health Licensing Office (14 Boards or Programs)
Licensing and diciplinary actions
Qualificaitons and licensing
If an individual is licensed and active
No, we do not have any major limitations with our database. It works very well for us and many other small agencies/board use the same system.
Investigations are confidential
Investigations are confidential

Health Services data

All
Address
No
Race and ethnicity
No
No
Public Health Division (PHD)
Health Licensing Office (HLO)
Sylvie Donaldson
Sylvie Donaldson
Health Licensing Office (HLO)

Health Licensing Office (HLO)
Other funds
Stable
Yes
Combined former data sources "Health Licensing Boards" and "Licensed Health Professionals" into "Health Licensing Office" based on feedback from Sylvie Donaldson. We only have one database (eLite) that holds all of the information for all of our licensees and information on unlicensed individuals.

on application, renewals, emails
in our data base and papers are scanned
throught the data base or imaging sysytem
website
reports
public records requests
as needed
licensing and disciplinary actions
website or public records requests
Yes

OHA
Health Professional Shortage Areas and Medically Underserved Areas

Health Services data

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins

OHA
Healthcare Associated Infections data from the National Healthcare Safety Network (NHSN)
NHSN is the designated platform for reporting healthcare-associated infection data by OHA and CMS. The Patient Safety Component allows entry of: device associated infections such as central line-associated bloodstream infections (CLABSI) and catheter-associated urinary tract infections (CAUTI); surgical site infections (e.g., joint replacements,hysterectomies, joint, and cardiac surgeries); and LabID events such as C. difficile and MRSA bloodstream infections. The Healthcare Personnel component contains a platform for reporting healthcare worker influenza vaccination.
Active infection surveillance, annual survey data
The data are valuable to hospitals in terms of tracking rates and improving practices. Additionally, OHA access to the data as part of the HAI mandatory reporting program allows the state to prioritize resources based on burden and identify facility-specific issues.
No regular external validation, variable practices by clinicians, labs, and Ips can bias data Date of birth (age), race and ethnicity are collected in NHSN, but do not have rights to view.
We publish data publicly per OR law, so few barriers to sharing data
Few barriers
None
Health care quality data
Protect population from communicable disease
All
Address
No
None collected
No
No
Public Health Division (PHD)
Acute and Communicable Disease Prevention (ACDP)
Collette Young
Zintars Beldavs
Oregon Health Authority-Healthcare Acquired Infections (HAI) Program
Annually
Oregon Health Authority-Healthcare Acquired Infections (HIA) Program
Federal funds and grants
Stable
Yes
Geography is by medical facility (mainly hospitals); used to have state funds when it was at OHPR, but no idea what happened to those; funding is stable in that we get the data every year, but rely entirely on federal funds.
Date of birth (age), race and ethnicity are collected in NHSN, but do not have rights to view.
Electronically
CDC database
Secure network
Secure network
Annual report
Annual report
Annual
National Healthcare Safety Network
National Healthcare Safety Network at CDC
Yes

OHA
Hospital Audited Financial Reporting
Oregon's hospitals are required to provide information on annual financial performance to the Oregon Health Authority. Specifically, hospitals must submit an audited financial statement and FR-3 form for each fiscal year that includes information on revenues, expenses, margins, and uncompensated care.
Audited financial data after the end of fiscal year for the same data categories as in Data Bank .
Financial information valuable to ensure that hospitals operate in a manner intended in their not-for-profit tax-exempt status and yet financially viable to continue to serve their communities.
Each hospital /health system has its own requirement ( no statewide standard) to qualify for charity care and hence the inconsistency among hospitals. Other than comparing hospitals among each other, there is no specific standard gauge for profit margins and charity care.
None.
None.
Data Bank

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Paulos Sanna
Health Analytics (HA)

Health Analytics (HA)
None; hospital submits required report
Stable
Yes
None reported.
identifiedData available only once a year. Definition of charity care seems to be inconsistent among hospitals; more training needed
By e-mail to Data Submissions address
In Microsoft Access database
Secure Shared Drive
Not accessible
Published and posted at:http://www.oregon.gov/oha/OHPR/RSCH/Pages/Hospital_Reporting.aspx#AUDITED_FINANCIALS_&_FR-3
Published and posted at:http://www.oregon.gov/oha/OHPR/RSCH/Pages/Hospital_Reporting.aspx#AUDITED_FINANCIALS_&_FR-3
Yearly in June
Summary Sheet, Highlights, Pivot Table
http://www.oregon.gov/oha/OHPR/RSCH/Pages/Hospital_Reporting.aspx#AUDITED_FINANCIALS_&_FR-3
Yes

OHA
Hospital Capacity Web System (HOSCAP)
Oregon's hospital capacity web system (HOSCAP) allows health care and emergency preparedness partners to share real time status data.
Hospital bed and facility status, survey
Allows public health, emergency management and hospitals to identify hospitals that are at capacity in an emergency or have activated their incident response plans.
Must be entered by staff at hospitals. COTS vendor, have to reconsider every 3-years to contract
Need to register with system coordinator.
Limited to appropriate partners involved in emergency response.
No similar source for Oregon. Note that most other states have a similar system.
Health Services data

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Health Security and Preparedness (HSP)
Eric Gebby
Eric Gebby, Akiko Saito, Nick May
Health Security and Preparedness and Response Program (HSPR)
Quarterly
Health Security and Preparedness and Response Program (HSPR)
Federal grant
Stable
Yes
None provided.

Submitted by facilities via web-based system
Vendor database
web based
web based
System admin rights
System admin rights
As needed
Reports of facility status, bed counts, and other data that can be requested
Hospitals
Yes

OHA
Hospital Discharge Data (HDD)
A census of hospitalizations in Oregon. Data is an abstract of the hospitalization collected from administrative data
Administrative abstracted data
Hospital discharge data provides a census of every hospitalization that happens in an acute care hospital in Oregon. Contains diagnosis and procedure codes and billed amounts which are vital to utilization tracking. HDD data is frequently used for statewide surveillance efforts by PHD.
Administrative data does not have doctors notes or qualitative information about the stay. Billed amount does not related to the actual amounts paid or received for the service. We currently lack the emergency department setting in our data. Only has patient names as identifiers, so matching must be probability based. Lacking e-codes for ~15% of injuries (lacking info on cause of injuries for 15% of those hospitalized); only covers one small aspect of patient care; no outpatient or ED patients; must learn new 3M software to analyze data. Must be able to link records with patient ID info; AHRQ software to analyze data has technical problems; not available in a timely manner. SR comments: AHRQ, 3M softwares are 3rd party applications and not required to use HDD. most analysis can be achieved via a number of methods and applications. Those are limitations of those specific software solutions, not of the HDD itself. It is not a requirement to use 3M to conduct readmission analysis.
Few. We actively share with PHD on an ongoing basis and are willing to share with other state agencies that agree to our data use agreement.
We control access to external organization more tightly, because it is potentially identifiable. 3rd parties must have an IRB or a work contract with OHA and demonstrate the ability to keep the data secure and confidential
APAC has similar information, but is collected from the insurance side. HDD is collected from the provider side and includes every hospitalization.
Health Services data

All
Zip
No
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Steven Ranzoni
Health Analytics contracts with the Oregon Association of Hospitals and Health Systems
Quarterly
Health Analytics
General fund; federal matching funds
Stable
Yes
Collects all ages, including 0-18 years for pediatric and 18+ years for prevention quality indicators; includes HDD E-codes and HDD "never events"; collects zipcode, county, and state for pediatric discharges and county for prevention quality indicators
Lacking e-codes for ~15% of injuries (lacking info on cause of injuries for 15% of those hospitalized; only covers one small aspect of patient care; no outpatient or ED data; must learn new 3M software to analyze data. Must be able to link records with patient ID info
pipe deliminated flat file via a secure FTP portal from data vendor
APAC server in an SQL database
SQL database
research analyst creates data set and delivers via secure FTP transfer
ad-hoc and upon request
none
HA has no established reporting of HDD. PHD frequently reports from HDD data
HA has no established report from HDD. PHD frequently reports HDD data

Yes

OHA
Indoor Radon
Database of Oregon properties that have been tested for indoor radon levels. Data is supplied by radon test kit manufacturerers at the request of OHA.
registry
Helps public health programs tailor outreach efforts to areas of the state where radon awareness and/or testing rates are low.
Reporting is not mandatory. The companies that manufacture and analyze the test kits can (and do) choose not to submit data or limit the data they will share. Limited surveillance sources
In requesting data from test kit companies the Radon Program indicates that it will only report aggregated results.
In requesting data from test kit companies the Radon Program indicates that it will only report aggregated results.
No - No other agency or office collects this information.
Community and environmental indicators

Environmental Public Health (EPH)
Grant (EPA)
Stable
No
None provided.
Limited surveillance sources

Yes

OHA
ITOP (Induced Terminations of Pregnancy)
Statistical report on every induced termination of pregnancy in Oregon
Surveillance
Information on pregnancy rate combines birth and ITOP; information on terminated and possibly unplanned pregnancies
This is a statistical report with no contact information for the individual.
Law; confidentiality
Law; confidentiality
None known
Vital statistics

All
Zip
Education level
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
It is Oregon law to collect these data
Incomplete data
Paper records keyed into secure web-system at state office
Secure web-system housed at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables; narrative
Quarterly and annual
Aggregated tables
Web
Yes

OHA
Laboratory Information Management System (LIMS) - Neometrics
Data generated by Newborn Screening Program from dried blood spots on all newborns in Oregon, Hawaii, Alaska, Utah, New Mexico, various territories and US Military Bases
Clinical test results for 47 newborn disorders
Identifies newborns with metabolic, endocrine and genetic disorders for follow up and treatment
Screening data, abnormal results require follow up confirmation. Dependency on clients filling out the demographics accurately. Race is self-identified.
Data is protected by HIPAA regulation. Can only share aggregate data.
Having enough staff to increase interface builds with submitters.
None
Health Services data

Newborn to 6 months old
Zip
No
Race and ethnicity
No
No
Public Health Division (PHD)
Oregon State Public Health Lab (OSPHL)
John Fontana
Chris Biggs; Shane Sevey
Oregon State Public Health Lab - Newborn Screening Program

Oregon State Public Health Lab - Newborn Screening Program
Fee for service
Stable
Yes
Legally required to collect by state law
Dependency on clients filling out the demographics accurately; race is self-identified
Through testing equipment
Internal Servers
Intstruments & Neometics Database
Some providers have electronic access
N/A
Results mailed to submitters, Webpage access, FAX and electronic (HL7) message.
Daily
Test report
To all providers
Yes

OHA
Laboratory Information Management System (LIMS) - Orchard (Copia & Harvest)
Data for the Orchard LIMS includes patient demographics, test results and billing information.
Patient test results and demographics
Data provides results to patients, population data to Epidemiologists and the CDC, and ensures the physical health of Oregonians.
Not all fields are always completed. Dependency on clients filling out the demographics accurately. Race is self-identified.
Having enough staff to conduct data sharing projects and improvements to the LIMS to improve data quality (2.5.1 conversion etc.)
Having enough staff to conduct data sharing projects and increasing interface builds.
None
Health Services data

All
Zip
No
Race and ethnicity
No
No
Public Health Division (PHD)
Oregon State Public Health Lab (OSPHL)
John Fontana
Missy Yungclas; Chris Biggs
Oregon State Public Health Lab - Communicable Disease
Quarterly
Oregon State Public Health Lab - Communicable Disease
Grants; fees; General Fund
Fairly stable
Yes
Funding is "relatively stable"; legally required to collect by state and federal law

Electronic interfaces and manually entered by OSPHL staff.
Internal servers
Webpage for Copia. Internal software for Harvest.
Webpage for external, Copia only.
N/A
Results mailed to submitters, Webpage access, FAX and electronic (HL7) message.
Daily
Test Report
State wide
Yes

OHA
Lead Poisoning database (adult and child)
Database of blood lead test results
registry
The burden of lead poisoning in OR. Helps target screening, helps OR OSHA set priorities
Reporting of all blood lead test results is mandatory. However, labs and providers may lack of awareness of reporting requirements. Non-compliance with reporting rules is also known to occur. Race/ethnicity frequently missed; blood lead test results required but not always shared
Individual blood lead results are protected health information and can not be shared.
Individual blood lead results are protected health information and can not be shared.
No - No other agency or office collects this information.
Community and environmental indicators

All
Address
Medicaid status (children only)
Race and ethnicity
Yes
No
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Dave Dreher (adults); Dan Cain (Children)
Labs report to OHA, EPH Section manages data from there

Environmental Public Health (EPH); CDC; NIOSH
CDC grant; contract/MOA with Oregon OSHA
Stable
Yes
In July of 2013, the blood lead test registry was migrated to Orpheus (the state reportable conditions database).
[For adults] Race/ethnicity frequently missed; blood lead test results required, but not always shared; [For children] consistent reporting of address for cases
Usually electronic lab records, but some fax/email
in OHA OREPHEUS
Filemaker Pro
Counties have access thru Filemaker Pro
n/a
Child data sent to CDC. Adult data sent to OR OSHA

Yes

OHA
Lead-based paint program
Database of companies and their staff that are certified to provide training for a variety of courses which are related to abatement or renovation activites involving lead-based paint. Database of individuals and companies that are certified to conduct abatement or renovation activites involving lead-based paint. Database of complaints lodged against companies who are conducting abatement or renovation activites involving lead-based paint.
registry
Helps ensure that painting and construction professionals can meet training requirements to meet federal lead-based paint rules.
Collects SSN for certified lead paint home abatement renovators
none.
none
No - No other agency or office collects this information.
Community and environmental indicators

17 years old and older
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Dave Dreher; Sarah Petras
Environmental Public Health (EPH)

Environmental Public Health (EPH)
EPA grant
Unstable
Yes
Legally required to collect SSN for certified lead paint home abatement renovators; EPH and CCB entered into a joint agreement to administer the RRP (Renovation, Repair and Painting) Rule for EPA in 2010. Data elements required for this were added to existing LBP database. Additionally a separate database for managing RRP training providers and thier courses was developed
Collects SSN for certified lead paint home abatement renovators

Yes

OHA
Licensing for EMS Providers and Ambulance Agencies (Image Trend)

None

Health Services data

All
Address
Education level; employment status
Race and ethnicity
No
Yes
Public Health Division (PHD)
Health Care Regulation and Quality Improvement (HCR&QI)
Dana Selover
Justin Hardwick; Candace Hamilton
EMS Program

EMS Program
Fees-based
Stable
No
New web-based licensing system begins in 2016, Alternate Emergency Medical Responders (approx. 2000 licensees) and all other EMS providers (approx. 10,000 licensees) in even and odd years respectively; R&E with new system in 2016

OHA
Marriage
Legal and statistical file on marriages occurring in Oregon
Surveillance and legal
Demographic profile of persons choosing marriage in Oregon
Time of event. This is a legal record to demonstrate legal status, so information is limited; fewer items keyed in future in response to resources and use of data.
Law; confidentiality
Law; confidentiality
County Clerks
Vital statistics

All
Address
Education level
Race only
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
None provided.

OHA
Matched Infant Death
Combined birth and death files for infants who die within the first 365 days of death
Surveillance
Combined birth and death data for infant death; rate of infant death is a primary measure of health of a population
Birth and death data, so same limitations. Limited to information on U.S. standard Certificate of Birth and Oregon-specific required by law.
Law; confidentiality
Law; confidentiality
None known for combined data
Vital statistics

All
Address
Education level; employment status
Race and ethnicity
No
No
Public Health Division (PHD)
Center for Health Statistics (CHS)
Jennifer Woodward
Karen Hampton
Center for Health Statistics (CHS)
Annually
Center for Health Statistics (CHS)
Center for Health Statistics funds
Stable
Yes
Death and birth certificate information linked; not an independent data set

Death and birth certificates
Sybase file stored at State Data Center
Sybase data file
Sybase data file or separate file sent to requestor
Not applicable
Aggregated tables (some multi-year) and narrative
Annual
Aggregated tables
Web
Yes

OHA
Measures and Outcomes Tracking System (MOTS)

None

Health Services data

All
County
SES
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Geralyn Brennan
HSD; Health Analytics (HA)

HSD; Health Analytics (HA)

Unknown
Yes
None reported.

OHA
Medicaid BRFSS (MBRFSS)

Survey of Medicaid clients only

Survey data

All on Medicaid
State
Education level
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead
Health Analytics

Health Analytics
General fund; federal matching funds
Stable
No
None reported.
Survey of Medicaid clients only

OHA
Medical Monitoring Project (MMP)
Supplemental HIV surveillance project using interviews and medical record abstractions to collect data on health care engagement, met and unmet needs, health status, and health behavior of adults living with HIV in Oregon.
Survey, Medical Record Abstraction
Monitor health status, engagement in care, and health behaviors. Identify unmet needs and determinants related to poor health outcoms.
Much of the information is self-reported, so not externally validated. Limited medical records reviews might miss records kept by other health care providers or older records. Some local questions allowed but instruments largely dictated by Centers for Disease Control and Prevention. Information limited to that collected by survey and chart review. The core interview instrument is standard across project areas. A local interview component allows for variation in data collection
These data can be shared if intended use justifiably related to public health practice. If human subjects research is proposed, this must be approved by institutional review board. Requires jointly negotiated data use agreement with approval by HIV/STD/TB Section overall responsible party for data security. Privacy and confidentiality assurances must be met.
If the external organization is the recognized public health authority for a state or local region or for the US (i.e., US Centers for Disease Control and Prevention) then the data can be shared if justifiably realted to public health. If proposed sharing with entity that is not official public health authority for jurisdiction then considered human subjects research and must be approved by institutional review board. Requires jointly negotiated data use agreement with approval by HIV/STD/TB Section overall responsible party for data security. Privacy and confidentiality assurances must be met.
HIV Research Network (multisite clinical research); National HIV Behavioral Surveillance (multi-state annual survey of people at risk for acquiring HIV infection; Oregon began participating in 2016); Disease reporting data for HIV.
Reportable data
Protect population from communicable disease
18+
County
FPL; income; household size; education level; employement status; housing status
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
HIV, STD, and TB (HST)
Veda Latin
Sean Schafer; Tyler Swift
Program Design & Evaluation Services (data collection and coordination); Center for Public Health Practice (PI/oversight)
Annually
Program Design & Evaluation Services (data collection and coordination); Center for Public Health Practice (PI/oversight)
CDC grant
Stable
No
Funded by CDC through a five-year grant; HIV surveillance project that interviews & conducts medical abstractions for a random sample of people living with HIV in Oregon. The sample is drawn from ORPHEUS.

SAS, encrypted
SAS, secure drive
on secure drive
N/A
fact sheets, data requests
fact sheets, data requests, presentations, reports
annual
fact sheets
https://public.health.oregon.gov/DiseasesConditions/CommunicableDisease/DiseaseSurveillanceData/HIVData/Pages/mmp.aspx
Yes

OHA
Medispan Formulary & Drug Interaction Database

Health Services data

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins

OHA
Mental Health Statistics Improvement Program (MHSIP) Survey for Adults

Survey data

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead

OHA
National Survey on Drug Use and Health (NSDUH)

In person interviews of randomly selected households; each survey represents approximately 4500 people (OR N~=650)

National/societal data

12 years old and older
State
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead
DHHS

DHHS
Federal funds
Stable
Yes
Federal government collects data, not the state; legally required to collect by Section 505 of the Public Health Services Act
In person interviews of randomly selected households; each survey represents approximately 4500 people (OR, N ~= 650)

OHA
Oral Health Surveillance System
The Oral Health Surveillance System is a compilation of 64 indicators related to oral health that are derived from multiple sources. Indicators are chosen to highlight oral health status of adults, pregnant women, children and infants. The system further tracks indicators of health care workforce and water fluoridation.
Surveillance
The Oregon Oral Health Surveillance System Report is a compilation of data designed to inform policy and program development by providing an overview of health outcomes, behaviors and capacity related to oral health.
Aggregate level data only. Limitedd to state-level metrics. Many indicators are not available for annual updates. Metrics are not broken down by indicators of race/ethnicity or SES
None
None
The Oral Health Surveillance System is a compilation of oral health related metrics found in many other internal and external data sources.
Survey data

Lifespan
State
No
None collected
No
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Kelly Hansen
Maternal and Child Health (MCH)
Annually
Maternal and Child Health (MCH)
Title V Maternal and Child Health Block Grant
Stable
No

Annual compilations and data requests made by oral health data analyst. Data sources include BRFSS, Oregon Healthy Teens, CMS data, Oregon Vital Statistics, PRAMS, Smile Survey and others.
Data is stored on state server. Aggregate level data, so no limitations from PHI
Full report available on MCH shared I drive
Full report available online
Annual report online
Same
Annual
Oral Health Surveillance System Report
http://public.health.oregon.gov/PreventionWellness/oralhealth/Pages/Oral-Health-Publications.aspx
Yes

OHA
Oregon ACCESS (OA) Case Management System
(includes web forms, NAPS, and RAIN client)

Health Services data

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins

OHA
Oregon Genetic Clinic list
Contains a list of all Oregon Genetics Clinics in Oregon (both on-site clinics and telemedicine clinics)
Clinic list
Provides OGP with up-to-date information on genetic services available across the state; can be provided to general population or providers upon request; data can be used for mapping
Only contains names, addresses and types of clinics; must be updated regularly
NA
NA
None
Health Services data

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Summer Cox
AGRH - ScreenWise (GEN)
Annually
AGRH - ScreenWise (GEN)
CDC grant
Unstable
No
Updated every 1 to 2 years by web search, calling numbers listed, and emailing genetic counselor list serve.

Data is received directly by OGP staff who maintain contact with genetics clinics; OGP staff enter data into excel spreadsheet.
Excel spreadsheet.
Appropriate OGP staff can access the folder in which the file is stored.
External staff cannot access the file; OGP staff would need to send the file for someone external to access.
Section lists, maps
List on website, map
Annual
List, map
Website, electronic versions are maintained on secure network.
Yes

OHA
Oregon Health Insurance Survey (OHIS)
The OHIS is an important source of information about health care coverage in the state. The survey provides detailed information about the impacts of health system reform efforts on health care coverage, access to care, and utilization. It also collects demographic information on race, ethnicity, education, income, age, and employment.
Survey
Data to inform discussions on social determinants of health. This is a unique source of data to combine demographic data with access, utilization, and coverage rates.
Survey data provides contextual information around health care in the state. It is not as reliable for program enrollment counts as administrative data. It is not an annual source of data, but it is conducted every two years. Another limitation is bias in the survey from the look-back period and response bias due to respondents answering for other members of their household..
staff time and nature of data sharing: are these users that want a statistic, or are they savvy data users that could analyze data.
staff time and nature of data sharing: are these users that want a statistic, or are they savvy data users that could analyze data.
American Community Survey, National Health Interview Survey
Survey data

All
Region
Education level; income; employment status
Race and ethnicity
Yes
Yes
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rebekah Gould
Health Analytics
Bi-ennially
Health Analytics
General fund; Federal fund split
Stable
No
None reported.
Data collection scheduled to start in Fall 2010 ; limitations will be more clear after data collection
survey data collected through a vendor. Modes of collection are web, phone and paper surveys. We have our data in CSV and database formats.
CSV and SAS database
SAS database and SAS server
through data requests to Office of Health Analytics Staff
Fact sheets, reports, briefs, data tables, emails with statistics
Fact sheets, reports, data tables on our website
a set of reports after fielding of each survey
Fact Sheets are most common in recent years. Previously had longer data reports.
Office of Health Analytics website - Oregon Health Insurance Coverage page
Yes

OHA
Oregon Healthy Teens (OHT)
Oregon Healthy Teens (OHT) is Oregon's effort to monitor the health and well-being of adolescents. An anonymous and voluntary research-based survey, OHT is conducted among 8th and 11th graders in public schools statewide in odd-numbered years.
Survey, both paper-and-pencil and online/web-based.
OHT data are used to help evaluate the effectiveness of a variety of projects and programs that promote healthy adolescence in Oregon. They are a key source of state and national leading health indicators, such as those included in the Oregon Benchmarks and Healthy People 2010. Survey findings serve as a valuable tool for legislators and other policy makers as they make decisions about health related policies, services, programs, and educational activities. Agencies, non-profit organizations, and community groups use the data to provide base-line and evaluation information required for grants and other funding sources, and for planning and evaluating activities and programs that promote health and ability to learn, prevent injury, and reduce high risk behaviors among youth. Many Oregon counties and local communities use OHT survey information in community health assessments. Many schools and communities use the results from this survey in the process of obtaining Safe and Drug Free Schools funding and other grants to enhance local prevention resources. Obtaining such funding relies on the proven strategy of being able to demonstrate need and provide accountability by measuring outcomes. Parents, school staff members, and community groups can use the information to identify areas where help is most needed for students to change behavior, and they can use that opportunity to develop and support activities and environments that encourage healthy behaviors.
Survey is limited to sampled 8th and 11th grade public schools. Sampling frame excludes virtual/online schools, charter schools without a public school district, those without a brick-and-mortar presence, alternative/non-traditional schools with non-standard hours (evenings, weekends), high-risk students, rehabilitation services, etc. Some districts (Beaverton, Salem-Keizer, and those in Josephine County) historically do not participate in the OHT Survey. Missing those not in school.
There is a six month moratorium on Public Use datasets after the final weighted dataset is released to PHD programs. Confidentiality is the primary goal. Datasets shared with other state agencies exclude identifiers below the county level (district ID, school ID, zip code, height, weight, and, in some cases, race and ethnicity). Those requesting district and school ID variables need to obtain written permission from district superintendents providing authorization for PDES to release the information to them.
There is a six month moratorium on Public Use datasets after the final weighted dataset is released to PHD programs. Confidentiality is the primary goal. Datasets shared with other state agencies exclude identifiers below the county level (district ID, school ID, zip code, height, weight, and, in some cases, race and ethnicity). Those requesting district and school ID variables need to obtain written permission from district superintendents providing authorization for PDES to release the information to them. Requestors outside of publicly funded Oregon entities must pre-pay via check a fee of $75 per hour (total costs depends on the request) before we can process their data request.
Student Wellness Survey (SWS), administrered by Health Analytics. CDC's Youth Risk Behavior Survey (YRBS), upon which some of the OHT questions are based (although OHT uses a methodology than YRBS, which is administered among 9th-12th graders).
Survey data
Prevent and reduce tobacco use; slow the increase in obesity; improve oral health; reduce harms associated with alcohol and substance use; prevent deaths from suicide
10-19+ years old (8th and 11th graders)
Address
Family Affluence Scale; free- or reduced-price lunch
Race and ethnicity
Yes
Yes
Public Health Division (PHD)
Program Design and Evaluation Services (PDES)
Julie Maher
Renee k. Boyd
Program Design and Evaluation Services (PDES)
Bi-ennially
Program Design and Evaluation Services (PDES)
PHD programs
Unstable
No
Majority of respondents are 13 to 17 years old; for geography, collect school; Family Affluence Scale is an index comprised of 4 questions; ask language used most often at home (English, Spanish, or another language); collect disability only among 11th graders in 2015 (not asked on 8th grade survey)
6th, 8th, and 11th graders; missing those not in school, non-English speaking; missing data on SES, LGBTQ
Dataset received from Contractor via secure, password-protected server.
Raw data from Contractor is stored on a secure server with access restricted to the BRFSS Project Coordinator and Data Manager. Final weighted datasets are available to PHD program staff via a secure server with restricted access to the folder containing the datasets.
PHD program staff complete a data use agreement form. BRFSS Project Coordinator provides access to the restricted folder containing the weighted BRFSS datasets.
Requestors complete and submit a data use agreement form. Request is reviewed by Project Coordinator and Data Manager. If needed, data request may also be reviewed by PDES Survey Principal Investigator PDES statistician/weighting consultant, BRFSS Advisory Committee and Survey Steering Committee. Depending on number and size of the dataset(s), sent either via secure email or on CD-ROM via USPS. Public use datasets are de-identified (exclude district ID, school ID, zip code, height, weight, and, depending upon request, may exclude race and ethnicity variables) and password protected.
The PDES Survey Unit provides a weighted dataset to PHD programs, who analyze and report on the data. Weighted datasets are acessible to programs via secure server with resetricted access to the folders.
State, county, and gender reports, as well as tables for specific risk factors by race and ethnicity, reports are published on the OHT website: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/OregonHealthyTeens/Pages/2015.aspx
Every other year (odd-years)
State and County-level results, as well as results by gender and race/ethnicity published on the OHT website: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/OregonHealthyTeens/Pages/index.aspx. Results for Districts and Schools that participate in the survey are considered confidential, and they receive their own results/reports via a secure, password protected site
OHT website: https://public.health.oregon.gov/BirthDeathCertificates/Surveys/OregonHealthyTeens/Pages/2015.aspx. PHD's HPCDP program publishes web tables using Oregon's OHT at: https://public.health.oregon.gov/DiseasesConditions/ChronicDisease/DataReports/Pages/YouthData.aspx
Yes

OHA
Oregon Medical Dispensary
Medical Dispensary location - Businesses not individuals
Registration
Tracking system for medical businesses selling medical marijuana
Limited Reporting capabilities, constant legislative changes
Confidentiality statutes
Confidentiality statues.
Unknown
Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Medical Marijuana Program (MMP)
Andre Ourso
Andre Ourso; Carole Yann;
Oregon Medical Marijuana Program

Oregon Medical Marijuana Program
Fees-based
Stable
Yes
Legally required to collect by state law; Program has lots of change with OLCC and Medical Dispensaries. Many changes will be coming.

Entered online
Server
URL
URL
Excel
Web
Weekly/Request
Directory Listing/Dashboard
Web/I Drive
Yes

OHA
Oregon Medical Marijuana Growsites (OMMG)
OMMP grow site information.
Registry.
Compiles information regarding OMMP partcipaiton
Limited reporting abilities, lack of available tech resources, constant legislative changes.
Confidentiality statutes.
Confidentiality statutes.
Unknown

Oregon Medical Marijuana Program
Fees-based; self-funded
Stable
Yes

Mail then entered
Server
URL
N/A
SSRS
N/A

Yes

OHA
Oregon Medical Marijuana Online System (OMMOS)
OMMP grower inventory information.
Registry.
Compiles information regarding OMMP partcipaiton
Limited reporting abilities, lack of available tech resources, constant legislative changes.
Confidentiality statutes (ORS 475B.458, 475B.460, 475B.462, and 475B.464)
Confidentiality statues.
Unknown

Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Medical Marijuana Program (MMP)
Andre Ourso
Andre Ourso; Carole Yann; Maureen Russell
Oregon Medical Marijuana Program

Oregon Medical Marijuana Program
Fees-based; self-funded
Stable
Yes

Entered online

URL
URL
Unknown/Excel
Unknown

Yes

OHA
Oregon Medical Marijuana Registry (OMMR)
OMMP patient, caregiver, grower and grow site information.
Registry.
Compiles information regarding OMMP partcipaiton
Limited reporting abilities, no online application or payment abilities, no electronic communications, lack of available tech resources, constant legislative changes.
Confidentiality statutes (ORS 475B.458, 475B.460, 475B.462, and 475B.464)
Confidentiality statues.
Unknown
Health Services data

All
Address
SNAP qualification; OHP SSI; certain Veteran's benefits
None collected
No
Yes
Public Health Division (PHD)
Medical Marijuana Program (MMP)
Andre Ourso
Andre Ourso; Carole Yann; Maureen Russell
Oregon Medical Marijuana Program

Oregon Medical Marijuana Program
Fees-based; self-funded
Stable
Yes
For disability, collects certain types of debilitating medical conditions; legally required to collect by state law. Future vision is to create an online application to collect pertinent data with a section for voluntary reporting of demographic information (esp. race/ethnicity and language). Current data project under development to register medical marijuana growers, processors and dispensaries may be able to incorporate OMMR patient data in the near future. Project depends on tech resources and possible legislative changes.

Mail then entered
Server
URL
N/A
SQL
N/A
Various
Various trend reports
OMMP I Drive
Yes

OHA
Oregon Patient Resident Care System (OPRCS)

Limited to hospitalizations for mental health

Health Services data

All
County
No
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Jon Collins
HSD; Health Analytics (HA)

HSD; Health Analytics (HA)

Stable
Yes
None reported.
Limited to hospitalizations

OHA
Oregon Public Health Epidemiology User System (ORPHEUS)
Orpheus is a public health surveillance application intended for state and local public health officials to investigate, analyze, and report on cases of Oregon’s reportable diseases for the overarching purpose of reducing morbidity and mortality.
Oregon's reportable disease surveillance system
These are mission critical data used for for surveillance of all of Oregon's reportable diseases.
Data are focused on public health epidemiologic data, including risk factors, follow up, and contact management to prevent disease transmission, including outbreak investigations. Though there is some overlap with what might be captured in an electronic medical record, e.g., demographics, electronic medical record data are typically not housed in Orpheus. [From ACDP] Some infrastructural interoperability issues, e.g., not able to create maps directly from our Geospatial servers, not able to send e-mails via Citrix, which supports many LHD users; unplanned and ad hoc infrastructure maintenance, e.g., patches, firewall changes, etc., can interrupt connectivity with other systems, e.g., Alert registry; [From HST] This is a database that serves as the collection and reporting tool for communicable disease case reports and related case investigation. Local health authorities connect by secure remote connection and enter case-related data. In turn, ACDP and STD and Immunization programs use Orpheus to generate CDC-mandated reports about these same diseases.
Governed by 433.008 - Confidentiality of disclosure; exceptions; privilege. (1)(a) Except as provided in subsection (2) of this section, information obtained by the Oregon Health Authority or a local public health administrator in the course of an investigation of a reportable disease or disease outbreak is confidential and is exempt from disclosure under ORS 192.410 to 192.505. https://www.oregonlegislature.gov/bills_laws/ors/ors433.html

Governed by 433.008 - Confidentiality of disclosure; exceptions; privilege. (1)(a) Except as provided in subsection (2) of this section, information obtained by the Oregon Health Authority or a local public health administrator in the course of an investigation of a reportable disease or disease outbreak is confidential and is exempt from disclosure under ORS 192.410 to 192.505. https://www.oregonlegislature.gov/bills_laws/ors/ors433.html

Not known
Reportable data
Protect population from communicable disease
Yes
Address
Occupation; worksite
Race and ethnicity
Yes
No
Public Health Division (PHD)
Acute and Communicable Disease Prevention (ACDP)
Collette Young
Paul Cieslak; Stephen Ladd-Wilson; Sean Schafer
Primarily Local Health Divisions
Quarterly
Public Health Division (PHD)
CDC
Stable
Yes
HIV, STD, TB (HST) Section also maintain data; section manager is Veda Latin; State Reportable Diseases Surveillance database, includes lead poisoning; legally required to collect at the state and federal levels
Clinical database
Both electronically imported and manually inputted
secure State of Oregon servers in Salem
Secure network
secure Citrix® portal using 2-factor authentication
Secure network
secure Citrix® portal using 2-factor authentication
daily
FileMaker Pro®
secure State of Oregon servers in Salem
Yes

OHA
Oregon State Cancer Registry (OSCaR)
OSCaR was established by the 1995 Legislature to collect all cancers diagnosed among Oregon residents. It includes data from 1996 to present. Currently the most complete data available is 2013.
Cancer registry data.
OSCaR data is the sole repository of complete cancer incidence data for cancer surveillance, prevention and control efforts for the State of Oregon.
It requires approximately two years to compile cancer data for a given year of diagnosis, which results in a two year delay in data reporting. OSCaR does not conduct follow-up of reported patients, which results in incomplete information for some cases. Only data on those seeking care; lack data on cancer prevalence.
Any data request including patient confidential information must be reviewed by the OSCaR Advisory Committee and Public Health IRB.
Any data request including patient confidential information must be reviewed by the OSCaR Advisory Committee and Public Health IRB.
No other data source in Oregon has complete cancer incidence data.
Reportable data

All
Address
No
Race and ethnicity
No
No
Public Health Division (PHD)
Health Promotion and Chronic Disease Prevention (HPCDP)
Karen Girard
Meena Patil
Rodney Garland
Health Promotion and Chronic Disease Prevention (HPCDP)
Annually
Health Promotion and Chronic Disease Prevention (HPCDP)
CDC grant
Stable
Yes
Legally required to collect under Oregon law
Only data on those seeking care; lack data on cancer prevalence.
Data is received in electronic, paper or fax modes from various health care facilities and health care providers in Oregon.
It is stored in a secure server maintained by OHA.
Data is accessed through the Rocky Mountain Cancer Data System (RMCDS)
NA
Data is reported through cancer reports and web tables posted on HPCDP website.
Data is reported through cancer reports and web tables posted on HPCDP website.
Annually
Annual reports, Web tables and Special reports.
Health Promotion and Chronic Disease Prevention webpage
Yes

OHA
Oregon Trauma Registry
OTR (Oregon Trauma Registry) is trauma electronic patient care record information registry implemented statewide. OTR provides data collection, limited reporting, and secure data submission. All 44 Oregon trauma hospitals are required by law to report trauma records within 60 days of discharge. As of January 1, 2017 a new Oregon Trauma Registry will replace the current trauma registry with significant user enhancements, reporting capability and allow for electronic health information exchange with other healthy information systems such as OREMSIS (EMS patient care records). The new OTR will be in line with various national reporting standards, error checks while entering information for data quality improvement, information exchange standards, as well as have specific state custom variables.
Electroinc Patient Care Record
OTR provides critical support for: 1.Evidence based practices and quality improvement for trauma services along with broader coordinated healthcare services 2. Information for trauma center site reviews, licensing and other healthcare standard certifications. 3. Information infrastructure for disaster preparedness and mass casualty events 4. Information for public health prevention, investigation and research/evaluation.
OTR in its current state has data quality issues such as completeness of reporting, especially EMS information, but has been improving. The new system implemented beginning January 1, 2016 will significantly assist with data quality and EMS information availability. In addition, 2015 was a major transition year from ICD-9 CM diagnostic coding to ICD-10 CM creating inconsistent and unreliable codes for 2015. Completeness of data, data quality, lag in both entering and pulling data from the system, limitations for sharing of data by statute
Data sharing agreements and request review including IRB review are in place
Data sharing agreements and request review including IRB review are in place
None
Health Services data

All
Address
Work related event, narratives in the report
Race and ethnicity
No
Yes
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Donald Au; Dagan Wright; Lisa Millet
Injury and Violence Prevention (IVP)
Daily
Injury and Violence Prevention (IVP)
General funds
Unstable
Yes
Level of geography includes location of incident, residence, and treatment location; not currently collecting language, but will include in updated registry; all records are by law reported within 90 days of discharge or incident.

Electronic submission
State data center server, unencrypted
Internal application and ODBC connection
None
Summary or request specific report
Aggregated data or approved request specific report
Based on the need and availability
Print, Internet pdf's, etc
website
Yes

OHA
Oregon Uniform Crime Reporting
The FBI has gathered crime statistics from law enforcement agencies across the Nation that voluntarily participate in the Uniform Crime Reporting (UCR) Program since 1930. These data have been published each year, and since 1958, have been available in the publication Crime in the United States (CIUS).
Statistical data
Estimate the magnitude of violent crime and monitor possible increases, decreases and trends.
The county/city/age group data are not available.
N/A
N/A
Oregon Police Data - Law Enforcement Data Syatem
Reportable data

No
State
No
None collected
No
No
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Xun Shen
Oregon State Police; Oregon Criminal Justice; Injury and Violence Prevention (IVP)
Annually
Oregon State Police; Oregon Criminal Justice; Injury and Violence Prevention (IVP)
Not funded
Unstable
No
None provided.
Unreported crimes are not recorded
From the internet
Saved on computer
Not available
Not available
Summary data report
Summary data report
Annuallly
Summary data report
website
Yes

OHA
Oregon Violent Death Reporting System (ORVDRS)
The Oregon Violent Death Reporting System (ORVDRS) is a statewide, active public health surveillance system that collects detailed information on all homicides, suicides, deaths of undetermined intent, deaths resulting from legal intervention, and deaths related to unintentional firearm injuries. The goals of this system are to generate public health information on violent deaths and to work with partners to develop prevention strategies.
Death certificate, Medical examiner report, Police incident report
Incident based data system: can identify multiple homicides, suicide pack, and homicide-suicide. Detailed information of violent death: demographics of victim, circumstances of the event, details of the weapon used, alcohol/drug use by the decedent, type of location where the event happened, and details about the suspect; relationship between the decedent and the suspect.
It is a challenge to capture all of the details and circumstances surrounding a violent death because of lack of standardized questionnaires and investigation protocols, limited witnesses and witness who might not recognize some mental health problems among people who died by suicide. Data are collected and abstracted from multiple agencies, making it difficult to collact all data, and taking a lot of time to abstract data.
Confidential issue.
Confidential issue.
No.
Reportable data
Reduce harms associated with alcohol and substance use
All
County
Education level; employment status
Race and ethnicity
No
No
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Xun Shen
Injury and Violence Prevention (IVP)
Quarterly
Injury and Violence Prevention (IVP)
CDC grant
Fairly stable
No
None provided.

Some data (Death certificates, Medical examiner reports) via the server; Some (Police reports) via fax, email, and mail.
The CDC web-based data system
Not available
The data set can be requested
Summary data report
Summary data report
Annually
Summary data report
website
Yes

OHA
Oregon's Children's Health Care

Time (retroactive enrollment in OHP); MMIS reliability. Data are collected at multiple points in different agencies, making it difficult to aggregate and analyze

Health Services data

0-18 years old
County
Federal Poverty Level (FPL)
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins

Health Analytics (HA)

Health Analytics
Unknown
Stable
No
None reported.
Time (retroactive enrollment in OHP); MMIS reliability. Data are collected at multiple points in different agencies, making it difficult to aggregate and analyze

OHA
PEBB/OEBB Claims

Admin assessment has a 2% cap on Premiums in Statute for both PEBB and OEBB; data are members entered during benefits enrollment or updates.

Health Services data

All
Zip
No
None collected
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Ali Hassoun (PEBB Director of Operations); Heidi Williams (Chief Operating Officer)
Contracted data warehouse

Contracted data warehouse
Administrative Fee added to core Premiums
Stable
No
Age collected is all members with claims activity;

OHA
PEBB/OEBB Enrollment Systems

Standard medical claims data

Health Services data

All
Zip
No
Race and ethnicity
No
No
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Ali Hassoun (PEBB Director of Operations); Heidi Williams (Chief Operating Officer)
PEBB/OEBB

PEBB/OEBB
Administrative Fee added to core Premiums
Stable
Yes
Age collected is all covered members; legally required to collect by ORS 243.165 Public Employees Benefit Account and ORS 243.860 Oregon Educators Benefit Account.

OHA
Pesticide Exposure Safety & Tracking (PEST)
Database of cases of acute pesticide illness & injury (APII) reported in Oregon.
Claims
Oregon's APII are included in national data sets used to inform EPA policies on pesticide products and practices. With appropriate resources, data could regularly detail the burden of APII in Oregon.
Biased; it's probable that not ALL cases of APII in Oregon are captured. MDs don't reliably report. Cases are those reported acute pesticide poisonings from specific pesticide applications/spills/releases, not chronic effects from an on-going exposure.
PII
PII
Similar SPIDER databases maintained by 11 other states who also contribute data to CDC's SENSOR-Pesticide Program
Community and environmental indicators

All
Zip
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Justin Waltz
Environmental Public Health (EPH)

Environmental Public Health (EPH)
MOA with Oregon Department of Agriculture
Unstable
Yes
Legal requirement to collect per OAR 333-0318 (clinicians required to send diagnosis of "suspected" cases to LHD or PHD)
MDs don't reliably report; cases are emergencies, so HH events missed
~25% fax from Oregon Poison Center; 70% email from Pesticide Analytical Response Center; 5% other (direct calls to OHA/PEST/other)
SPIDER (database from CDC on FoxPro platform)
via secured server
n/a
n/a
One-off reports. When resources permit, de-identified data is sent to CDC's SENSOR-Pesticides Program. In return, CDC provides T.A. & database updates.
every 12-24 months, usually
CD Summaries; one-off reports from PEST Program; data used in CDC journal articles
http://public.health.oregon.gov/HealthyEnvironments/HealthyNeighborhoods/Pesticides/Pages/index.aspx AND http://www.cdc.gov/niosh/topics/pesticides/journal.html
Yes

OHA
Phoenix Food,Pools and Lodging Database

Access Database, unsupported. We are currently under contract with Health Space to replace this system.

Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Erica Vaness
Environmental Public Health (EPH); Local Health Jurisdictions

Environmental Public Health (EPH); Local Health Jurisdictions
Fee based
Stable
Yes
None provided.
Lacks info on cases of illness

Yes

OHA
Phoenix tanning registration

We use Phoenix as our tanning registration database. It has issues with being able to compile and pull information that is critical to to efficency of the program. When running reports and asking for certain values we will get 2 or 3 different values for the same inquiry dependent upon which report format you use. The data can not be trusted to be 100% accurate.

Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Radiation Protection Services (RPS)
David Howe
David Howe
Radiation Protection Services (RPS)

Radiation Protection Services (RPS)
Fee-based
Stable
Yes
Tanning registrants required to register per ORS and OAR; We have recently undertaken a long term 2 to 4 year IT project to be completed in 4 phases. The project is to develop a web based solution that can be utilized by all 3 RPS programs. RPS submitted a "Business Change Request" packet to the PHD IT management team and the project was appoved at the January 2016 meeting.

OHA
Physician Orders for Life Sustaining Treatment (POLST) Registry
The Oregon POLST Registry (OPR) is an electronic database of POLST forms, which are actionable medical orders for end of life treatment. Submission of the forms is mandatory by the signing health care professional or their designee unless a patient opts out. The Registry provides orders to emergency health care professionals through a 24/7 call center and non-emergently (for clinics, hospitals, health systems, long term care facilities, etc.) through the Registry business office.
POLST forms (Physician Orders for Life Sustaining Treatment)
This data provides incredible value to all Oregonians with POLST orders in the Registry. Orders are made accessible to any emergency health care professionals so that patient treatment goals and wishes can be honored when they are needed most.
None
None - a data request form exists for the OPR
Qualified researchers and others can submit a data request form for research, operations, or public health activities.
None
Health Services data

Anyone with a POLST
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Health Care Regulation and Quality Improvement (HCR&QI)
Dana Selover
Dana Zive (OHSU)
OHSU POLST Registry project as vendor of OHA

OHSU POLST Registry project as vendor of OHA
General fund
Stable
No
Legislative mandate to collect POLST form data unless patient opts out. POLST is always voluntary though. This is not a survey but a registry of medical order documentation of wishes for life-sustaining medical care. They run a pretty tight ship and low quality data rarely slips through because they have clear standards and follow up before final entry. We provide monthly and annual data reports and have a very demanding QA/QI system.

eFax, fax, paper, mail, secure FTP
The backend of the database is SQL, form images are stored as blobs. Secured within OHSU data center and behind OHSU firewalls.
health care professionals access information through 24/7 call center, non-urgent requests managed by business office. OHA data request form allows research and other data utilization through a data request form (and IRB, when applicable)
health care professionals access information through 24/7 call center, non-urgent requests managed by business office. OHA data request form allows research and other data utilization through a data request form (and IRB, when applicable)
Monthly reports are generated demonstrating utilization and efficiency metrics. An annual report summarizes all metrics and provides informtion regarding educational outreach and research
Monthly reports are generated demonstrating utilization and efficiency metrics. An annual report summarizes all metrics and provides informtion regarding educational outreach and research
Monthly, annually, and ad hoc
Self-created report
held at http://www.orpolstregistry.org/oregon-polst-registry/reports/ and available from the Registry Business Office
Yes

OHA
Pregnancy Risk Assessment Monitoring System I & II (PRAMS)
Oregon PRAMS, the Pregnancy Risk Assessment Monitoring System, is a project of the Oregon Health Authority Public Health Division with support from the national Centers for Disease Control and Prevention (CDC). PRAMS collects data on maternal attitudes and experiences prior to, during, and immediately after pregnancy for a sample of Oregon women. The sample data are analyzed in a way that allows findings to be applied to all Oregon women who have recently had a baby.
In January 2006, we began re-interviewing Oregon PRAMS respondents when their baby was 2 years old. That survey is called PRAMS-2. It includes questions on such topics as well child care, child nutrition, social support, maternal physical activity and multivitamin use, childcare and screen time.

Survey
PRAMS provides data not available from other sources. These data can be used to identify groups of women and infants at high risk for health problems, to monitor changes in health status, and to measure progress towards goals in improving the health of mothers and infants. PRAMS data are used by researchers to investigate emerging issues in the field of reproductive health and by state and local governments to plan and review programs and policies aimed at reducing health problems among mothers and babies.
To be PRAMS eligible, the mothers have to be Oregon resident who gave birth in Oregon. In case of multiple births, the mother is only included in the sampling frame once. Mothers who have multiple births more than triplets are not included. If a baby has been marked for adoption then the mother is excluded from the sampling frame. Over sample by race/eth; response rates 45% - 70%.
If other state agencies want to access PRAMS data, they must fill out and submit a PRAMS data use agreement form to Oregon Maternal and Child Health and Oregon Vital Statistics. Once approved, they will receive the basic allowable data file with Vital Statistics approved variables. They can get additional variables from the birth certificate file upon request.
If external organizations want to access PRAMS data, they must fill out and submit a PRAMS data use agreement form to Oregon Maternal and Child Health and Oregon Vital Statistics. Once approved, they will receive the de-identified data file with Vital Statistics approved variables. They can get additional variables from the birth certificate file upon request.
PRAMS provides data not available from other sources.
Survey data
Reduce harms associated with alcohol and substance use
12-50 years old; 14-52 years old
Address
Income; employment status
Race and ethnicity
No
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Al Sandoval
Maternal and Child Health (MCH)

Maternal and Child Health (MCH)
CDC grant; HRSA/MCHB grant
Stable
No
Race and ethnicity collected from birth certificates.
Over sample by race/eth. Response rates 45% - 70%
by mail or phone
locked cabinets or drawers; datasets in password protected computers
data requests, approved data use agreements for individual level data

Oregon PRAMS website, specific data requestsdata requests, approved data use agreements for individual level data
Oregon PRAMS website, specific data requests
yearly, upon request for specific data runs
annual reports, specific data requests, journal articles, MPH candidates’ thesis
local health departments, state, national (CDC)
Yes

OHA
Prescription drug monitoring database (PDMP)
The Oregon Prescription Drug Monitoring Program (PDMP) is a tool to help healthcare providers and pharmacists provide patients better care in managing their prescriptions. It contains prescription information for all Schedule II, III, and IV controlled substances dispensed by Oregon-licensed retail pharmacies to Oregon residents. It also provides Public Health a database that is useful for surveillance of controlled substance prescribing.
Registry
The Oregon Prescription Drug Monitoring Program (PDMP) is a tool to help healthcare providers and pharmacists provide patients better care in managing their prescriptions. It also provides Public Health a database that is useful for surveillance of controlled substance prescribing.
Controlled substance (and pseudoephedrine) only; outpatient retail pharmacy only (not inpatient, not long term care); de-identified data only. Cannot use data to evaluate professional practice; only back to 2011; only PDMP can look at any identified information;
Can only share de-identified data with other state agencies. Data cannot be used to evaluate professional practice except by licensing boards.
Can only share de-identified data. Data cannot be used to evaluate professional practice or for commercial purposes.
All Payer All Claims (claims data), Medicaid claims (for Medicaid patients only)
Health Services data
Reduce harms associated with alcohol and substance use
All
Zip
No
None collected
No
No
Public Health Division (PHD)
Injury and Violence Prevention (IVP)
Lisa Millet
Josh Van Otterloo
Injury and Violence Prevention (IVP)
Quarterly
Injury and Violence Prevention (IVP)
Licensing fees for providers
Stable
Yes
Level of geography is 3-digit zipcode or county where county >20,000 population

Data is received by a 3rd party vendor who receives data from pharmacies at least every 3 days. Process is automated in the vast majority of pharmacies
Data stored by third party vendor. A flat file extract is available to Public Health every quarter and is stored on encrypted hard drives and the vendor's sFTP server
Data is accessed through a vendor's web tool or through the flat file provided by the vendor.
Data is accessed through the vendor's web tool or de-identified data is available to outside stakeholders who have executed a Data Use Agreement with the PDMP.
Data is reported internally using the vendor web tool, specific reports outlined in the contract (errors, uploads, etc), through regular and adhoc reports, and the data dashboard
Data is reported externally using the vendor web tool, regular and adhoc reports (quarterly, advisory commission, annual), and the data dashboard
Regular reports are available quarterly and annually. Adhoc reports are as needed
- PDMP reports
- Prescription Drug Overdose reports and grant reporting
- Grant reporting for BJA grants
- County intervention and policy evaluations
- Prescription drug overdose prevention data dashboard
- Peer reviewed publications
- http://www.orpdmp.com/reports/
- http://public.health.oregon.gov/PreventionWellness/SubstanceUse/Opioids/Pages/data.aspx
Yes

OHA
Private insurance carrier & Ore. Workers Comp Div (OWCD)
Database of occupational injuries, illnesses and fatalities for Oregon workers.
Claims
Status of occupational health in Oregon, helps stakeholders like OR OSHA set priorities
Not all workers covered by workers comp. Little demographic info, only more serious injuries. Cases must miss 3 days work to be injury, file claim & be accepted by insurance co.
Database owned by DCBS, any agency can request thru them.
Limited by data use agreement. Can share de-identified data if we are collaborating on a project. Can't give out data otherwise
unknown
Community and environmental indicators

All
Zip
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Environmental Public Health (EPH)
Brett Sherry (interim)
Dave Dreher
Environmental Public Health (EPH); OWCD

Environmental Public Health (EPH); OWCD
Cooperative agreement
Stable
No
None provided.
Cases must miss 3 days work to be injury, file claim & be accepted by insurance co.

data file
annual
indicators
http://www.cste.org/general/custom.asp?page=OHIndicators
Yes

OHA
Radioactive materials licensing,
X-ray registration,

Access 2010 is not designed to capture the data we collect, nor is it designed to act as an inspection tool. We currently experience 3 to 4 "break fixes" per day. Staff do not have the ability to sign into the database while in the field, thereby delaying the input of data until staff returns to the office.

Community and environmental indicators

Radiation Protection Services (RPS)
Fee-based
Stable
Yes
RPS collects the data and maintains it in an access 2010 database. RPS shares data for Radioactive Material Licensees to the US NRC. For x-ray and tanning registration, RPS collects and maintains the data in Access 2010; We have recently undertaken a long term 2 to 4 year IT project to be completed in 4 phases. The project is to develop a web based solution that can be utilized by all 3 RPS programs. RPS submitted a "Business Change Request" packet to the PHD IT management team and the project was appoved at the January 2016 meeting.
Inconsistent local, state, fed inspection regulations

OHA
Radiological Analysis Canberra Apex data base and SQL server

Purpose: Provide Radiological data generated from analysis of foods to be exported to other countries. Current limitation is the lack of in-house IT support. Maintance is provided under contract with Canberra for an additional fee.

Community and environmental indicators

Radiation Protection Services (RPS)-RML
Fee-based
Stable
No
None reported.

OHA
RadNet

Equipment and Data owned and maintained by the EPA. RPS provides monitoring service to acquire data. No limitations identified at this time.

Community and environmental indicators

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Radiation Protection Services (RPS)
David Howe
Daryl Leon
Radiation Protection Services (RPS)

EPA RADNET
None
Stable
No
RPS collects the data and submits to EPA RADNET program who maintains the database; This is a Federal program (EPA) but RPS does not receive any funding. Equipment provided by EPA RADNET and maintained by RPS

OHA
Reproductive Health Clinic Visit Record/encounter (CVR) data & Oregon ContraceptiveCare (Ccare) claims data (same source of data)
Encounter-level data for reproductive health visits at Title X and Oregon ContraceptiveCare clinics. Includes client demographics, medical, counseling and referral services provided, contraceptive methods used. Data are identical for Title X and CCare except that CCare data also includes a claims component - visit and supply billing and third party resources.

Frequency of data collection is encounter-level. We retrieve data files from our third party vendor, Ahlers and Associates, on a monthly basis.
Encounter-level clinical data; claims for Oregon ContraceptiveCare
Ability to track patients over time; ability to calculate estimates of unintended pregnancies averted through the provision of effective contraception (and therefore ROI for RH services); track quality of care in publicly funded family planning clinics (e.g., effective contraceptive use, Chlamydia screening).
Only have complete patient identifiers for clients with Oregon ContraceptiveCare coverage and not other coverage sources. Data can be submitted up to a year after the date of service. Data collection methods vary by clinic; data quality is inconsistent.
Contains PHI. We do share Oregon ContraceptiveCare data with Integrated Client Services on a monthly basis.
None -- we can implement data use agreements when appropriate, e.g. for IRB-approved research studies.
None that include the full range of variables we collect.
Health Services data

10-65 years old
Zip
Income; family size
Race and ethnicity
Yes
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Rachel Linz; Emily Elman
AGRH - Reproductive Health Program

AGRH - Reproductive Health Program
CMS; HHS
Stable
Yes
Field for limited English proficiency; legally required to collect through Title X and CMS funding; data are collected and processed by 3rd party vendor, Ahlers and Associates (Waco, TX) and program staff securely download encounter and claims data and store data in secure folder on shared drive. Program staff perform data analysis and claims payment.

Via secure web portal with our data processing vendor, Ahlers and Associates. Clinics transmit data to Ahlers in a variety of formats -- primarily electronic flat file that is uploaded to secure web portal, a handful of clinics still use paper forms.
On secure network drive with access limited to RH Program staff
Access limited to RH Program staff. Oregon ContraceptiveCare claims data are shared with Integrated Client Services via ftp folder
Data Use Agreement and IRB approval must be in place
Annual agency fact sheets, ad hoc reports

CCare enrollment and caseload data are reported monthly to PHD fiscal office.
Annual agency fact sheets, ad hoc reports; required annual reporting to OPA for Title X (FPAR); ongoing required reporting to CMS (for CCare).
Ad hoc; Quarterly; Annually
Annual agency fact sheets; Reports in various formats to funding agencies (OPA and CMS)
Hard copy and electronic versions distributed at annual RH Coordinators Meeting
Yes

OHA
Safe Drinking Water Information System (SDWIS)
EPA-provided database for managing public drinking water quality data
Lab test results of drinking water samples
Determination of compliance with drinking water quality standards, and required reporting to EPA as per our grant conditions.
Concentration data available for 91 currently regulated drinking water contaminants, reported by about 3400 public water suppliers
None
None
None
Community and environmental indicators

Not applicable
County
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Drinking Water Services (DWS)
Dave Leland
Dave Leland
Public water suppliers, transmitted to Drinking Water Services (DWS)
Daily
Drinking Water Services (DWS)
Environmental Protection Agency (EPA) grants (60%); fees (12%); marijuana funds (28%)
Stable
Yes
Funding is stable at the present, but future funding levels are uncertain
Need to require regulations for more low occurring contaminants
From Labs and public water suppliers
State data center
Directly
Public facing web querey application
Public facing web querey application
Public facing web querey application
Compliance data reported quarterly to EPA
EPA-required Annual Compliance Report
DWS web site
Yes

OHA
SafeNet (211 and Oregon SafeNet)
211 information and referral data center provides quarterly reports on callers such as, demographics, calls by county, referred from, etc. Each program comes up with different reporting elements.
Quarterly reports
• Contract evaluation
• Helps to identify resource needs and gaps for MCH population. Look at trends across the state, possible linkages to certain initatives or marketing.

Given limited reach of 211, does not necessarily get at population level needs. Does not give us information or stats on different services provided by MCH specialist.
Not sure if the aggregated, not-identifiable information they give us in reports is shareable
1. Due to data limitations can we stand behind what is being reported?
NO
Health Services data

All
County
Insurance status
Race and ethnicity
No
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Nhu To-Haynes
211

211
MCH (49%); WIC (28%); Immunization (11%); Reproductive Health (11%)
Stable
No
Collects all ages, but mostly 18 years old and older; no information on SES, but does collect data on insurance.

Quarterly reports are emailed to each of the funders MCH, WIC, RH & Immi
Each program is responsible for their own reports
Sent from 211 staff
Not accessible
Sent to MCH, WIC, RH & Immi
NA
Quarterly
Quarterly Reports MCH & WIC
Statewide
Yes

OHA
School Health Profiles Survey (SHPS)
The School Health Profiles Survey is an every-other year survey of school principals and lead health teachers on school health policies and health education.
Survey
Data is used to show how school health policies and health education positively impact health and academic outcomes.
Voluntary survey. Schools are not required to participate.
No barriers. Data shared with ODE.
No barriers other than employee time.
None Known
Survey data

Not applicable
Address
Not applicable
Not applicable
Not applicable
Not applicable
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Jessica Duke
AGRH - Adolescent and School Health Unit
Bi-ennially
AGRH - Adolescent and School Health Unit
Federal funds
Fairly stable
No
Address is the street address of the school; CDC has financially supported this survey for many years although not fully; Although not legally required to collect, some grants require the data

Mail
Secure Network Drive. CDC also maintains a databased with Oregon data.
Secure Network Drive accessible only to Unit staff.
Through request to CDC
As needed
on school health related material as needed
Every other year
on fact sheets/school health reports as needed
Internet, distributed by PHD & ODE as needed
Yes

OHA
School-Based Health Center Encounter Database
Encounter-level data for certified School-Based Health Center visits. Includes demographics (no names), diagnoses, procedures, payor, charges, payments, provider type. Some sites also provide additional EHR data such as problem list, lab results, Rx. Data is supplied monthly (if Epic OCHIN) or twice per year (all other data systems)
Encounter-level billing data (claims) for SBHC visits
Understanding of nature of visits that are occurring at the SBHCs that we fund; preventive services that are being delivered to patients including CCO metrics;
Since it is largely billing data, any visit that is not billed is not accurately captured (i.e., confidential visit may show as a visit but with incorrect insurance status & masked services); only captures claims-based billing, not wrap payments, capitation or other payments that occur outside of claims billing. De-identified, limited SES.
Contains PHI.
Contains PHI. We do not have a data-sharing agreement as we have never been approached for this data so we would need to quickly assemble one.
SBHC visits for OHP clients are also in the MMIS database with the procedure code modifier "UB"
Health Services data

All
Address
Insurance status
Race and ethnicity
Yes
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Sarah Knipper
School-Based Health Center Program
Annually
School-Based Health Center Program
General fund; Medicaid match
Stable
No
Collect mostly ages 5-19 years; collect address of school; collect language for about 2/3 of records; funding is stable, but contingent on general fund
De-identified, no SES, limited number of variables, some centers do not report mental health visits
Direct feed from OCHIN for 2/3 of sites that use OCHIN-Epic; otherwise, secure email with .txt or Excel files
On secure shared drive
Cleaned & exported into SPSS/Stata
n/a
We do a lot of ad hoc reporting from this for staff meetings and strategic planning, TA with sites, etc.
Always reported in annual SBHC Status Report/Status Update in tables/graphs; annual SBHC Fact Sheets use encounter data
Static tables reported annually in Status Report and Fact Sheet; other reporting happens on ad hoc basis in response to requests
Status Report, Fact Sheets, OHA publications
Status report and state-level fact sheet is at www.healthoregon.org/sbhc; local fact sheets are distributed to SBHC systems
Yes

OHA
School-Based Health Center Patient Satisfaction Survey
Client satisfaction and experience survey required of all SBHCs; mostly administered via iPad, but a few sites still use paper. Satisfies PCPCH CAHPS survey requirement; other questions adapted from OHT (health status), and also nature of and satisfaction with most recent SBHC visit. For clients 12-19 years of age; convenience sampling with target sample for each SBHC for the year.
Survey
Meets PCPCH requirement (if they complete at least 30) for PCPCH sites; provides site-level data on student experience with SBHC, and whether they received appropriate preventive guidance that can be useful for QI. Gives State Program Office snapshot of patient experience across the state
Convenience sample, so not statistically representative of SBHC 12-19 year olds (although trend data is very stable); very little demographic info collected; little control over how SBHCs administer survey. Nonrandom sample, no race/ethnicity information.
At this point, we tell SBHCs that data is not shared with others except in aggregate.
No history of doing this, would need data sharing agreement
None
Survey data

12-19 years old
Address
No
None collected
No
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Sarah Knipper
School-Based Health Center Program
Annually
School-Based Health Center Program
General fund; Medicaid match
Stable
No
Collect address of school; funding is stable, but contingent on general fund; survey is anonymous, voluntary and confidential

Sites that use iPads (about 90%) upload to Filemaker; paper sites mail in surveys which are hand-entered into Filemaker
Filemaker; data is on secure shared drive
Through filemaker, then exported into SPSS or Excel
n/a
Ad hoc reporting, and we look at aggregate trends internally
Aggregate results used for annual SBHC Status Report; also each SBHC who completes at least 10 surveys receives their data back in a report; annual SBHC Fact Sheets on 2 CCO measures derived from Sat Survey data
Static tables reported annually in Status Report and Fact Sheet; other reporting happens on ad hoc basis in response to requests
Status Report, Fact Sheets
Status report is at www.healthoregon.org/sbhc
Yes

OHA
SMILE Survey
The Smile Survey was developed as a public health data collection tool to monitor the oral health status of elementary school children. The design of the Smile Survey allows for the collection of representative population data at the state and regional level. Since 2002, the Oregon Smile Survey has collected data by performing standardized oral health screening exams for 1st through 3rd grade students in six geographic regions throughout the state. In 2012, an assessment of student body mass index (BMI) was added to the Smile Survey, and will be continued in 2017.
Surveillance
Data is collected to track oral health status of 6 to 9 year olds for the purposes of monitoring intra-state variances of dental disease among children and to compare state progress to state and national progress goals.
Lowest level of analysis is regional. Frequency is limited by budget constraints to every 5 years. Age ranges are limited to 6 to 9 year olds. 5 year cycle; Grade, age, sex, and language spoken at home largely obtained by children directly; Race/ethnicity identified by screeners.
Due to limitations on PHI and HIPAA compliance, only de-identified data is typically shared. Small sample sizes, especially in rural areas can be a barrier to sharing local - level data. Data are typically shared only de-identified, in aggregate and by region.
Same
None
Survey data
Improve oral health
6-9 years old (1st, 2nd, and 3rd grade)
Zip
Free- and reduced-priced meals (proxy)
Race and ethnicity
Yes
No
Public Health Division (PHD)
Maternal and Child Health (MCH)
Cate Wilcox
Kelly Hansen
Maternal and Child Health (MCH)
Every 5 years or more
Maternal and Child Health (MCH)
Title V Maternal and Child Health Block Grant
Stable
No
Collect language spoken at home; proxy for household income is used based on eligibility for free and reduced price meals in the National School Lunch Program. Children eligible for free and reduced price meals are characterized as being from lower income households. BMI data was collected at the same time for the Oregon Healthy Growth Survey.
4 year cycle
Trained dental hygienists screen first through third grade students in randomly selected schools. Health screening information is then matched with ODE demographic data.
Data is stored securely in excel files on state surver.
Access is limited to appointed data analysts in I drive on state surver.
External users may request access to de-identified data only. Requests granted on case by case basis.
Smile Survey Report
Smile Survey Report
Every 5 years
Smile Survey Report
http://public.health.oregon.gov/PreventionWellness/oralhealth/Pages/Oral-Health-Publications.aspx
Yes

OHA
Student Wellness Survey

6th, 8th, and 11th graders; missing those not in school, non-English speaking; missing data on SES, LGBTQ

Survey data

10-19 years old and older (6th, 8th, 11th graders)
District
No
Race and ethnicity

Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead
Health Analytics (HA)

Health Analytics (HA)
SPF SIG
Stable

Level of geography is school district.
6th, 8th, and 11th graders; missing those not in school, non-English speaking; missing data on SES, LGBTQ

OHA
Survey of Oregon Young Adults
Designed to measure binge drinking, heaving drinking, adult underage drinking, alcohol abuse and dependence, and perceptions of high risk drinking among this population.
Survey
Reaching populations not reached by current data collections methods.
Data are self-reported. The focus population is difficult to reach. Funding will only be available until 2019 possible 2020
None
None
None
Survey data

18-25 years old
County
No
Race and ethnicity
No
No
Public Health Division (PHD)
Health Promotion and Chronic Disease Prevention (HPCDP)
Karen Girard
Kerryann Bouska
Wyoming Survey and Analysis Center
bi-ennially
Wyoming Survey and Analysis Center
SPF PFS
Stable
Yes
Level of geography is funded PFS counties; legally required to collect as a SPF PFS grant product

De-identified data received from contractor
On secure server only accessbile by WYSAC.
By request to HPCDP
By request to HPCDP
Survey report
Survey report
Every other year
Survey report
Future: Health Promotion and Chronic Disease Prevention webpage
Yes

OHA
Targeted populations and general public survey tracking system
Contains the results of OGP surveys of targeted populations and the general public
surveys
Analysis of family health history collection; awareness of risk.
Often have small response rate and small numbers. Not always generalizable to the Oregon population.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
Sharing of identified information is limited to contracted providers and the program funders. Deidentified information can be shared only with completion of a data use agreement.
None
Community and environmental indicators

18 years old and older
Zip
Education level; insurance status and type
Race and ethnicity
No
No
Public Health Division (PHD)
Adolescent, Genetic, and Reproductive Health (AGRH)
Helene Rimberg
Summer Cox; Alicia Parkman
AGRH - ScreenWise (GEN)
Quarterly
AGRH - ScreenWise (GEN)
CDC grant
Unstable
No
None.

OHA
Women Infant Children (WIC) data system (TWIST)
The WIC data system (TWIST), is a real time data collection system that balances the function of being a program surveillance tool with the day-to-day needs of the 34 local agencies (30 county health departments, 2 tribal organizations, 1 FQHC (Salud), 1 Head Start) that deliver WIC services.
Program administration, electronic charting system for WIC Local Agenices
Data system is critical for local staff in terms of client tracking, risk management, appointment scheduling, benefit administration, referrals and care co-ordination. At the state level, we use it for financial planning, caseload management, compliance tracking, policy and planning, and broad surveillance of our population.
We are required to collect the mandated WIC minimum data set and our question prompts and response categories reflect those required program elements. We are not currently collecting disability data. Federal guidance places specific limitations on our data sharing.
Federal guidance has detailed and specific language as to which types of data and with what parties we are able to share data.
Federal guidance has detailed and specific language as to which types of data and with what parties we are able to share data.
We do not feel there is a similar data source.
Community and environmental indicators
Slow the increase in obesity
0-5 years old; pregnant and postpartum women
Address
Household income; education for women only
Race and ethnicity
Yes
No
Public Health Division (PHD)
Women, Infants, and Children (WIC)
Sue Woodbury
Julie Reeder
Local Women, Infants, and Children (WIC) agencies

State Women, Infants, and Children (WIC)
United States Dept. of Agriculture
Stable
Yes
Collect street address if available from participant; collect race and ethnicity in OMB-mandated format; collect preferred written language and preferred spoken language; We do not currently collect data on disability, except as related to nutrition risk. We expect transitioning to a new MMIS system in the next few years.

Participant data are collected at the local WIC agencies and financial/redemption data are collected via store purchases.
We use a program database known as TWIST, and we also access the data via a data warehouse. Some of our redemption/EBT data is stored and maintained by an external contractor.
State WIC staff can run many of the canned system reports to help with administrative and financial monitoring. More specialized data request can be fulfilled through queries of the data warehouse. Other OHA staff would need to follow the same request process as describe for the external partners unless they have an existing MOU or data sharing agreement.
External parties must have an existing data sharing agreement/ MOU or submit a data request to the state WIC program.
Hundreds of 'canned' reports are available to state and local WIC staff.
Depends on the data request.
System reports are produced on-demand by local administrators and state and local WIC staff.
In addition to the standard 'canned' reports, we produce Quarterly Performance Measures for local WIC coorindators; Annual breastfeeding rates; child weight (overweight and obese rates).
Reports are emailed directly to intended users.
Yes

OHA
Youth Services Survey

Survey data

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
Health Policy and Analytics
Health Analytics (HA)
Jon Collins
Rusha Grinstead

Sheet 3: DCBS Data Sources

SORTED BY AGENCY/OWNER AND MAJOR DATA SOURCE

Agency / Owner
Major Data Source
Brief Description
Data Category (Claims, Survey, etc)
What value does this data provide?
Major Limitations and Gaps
Are there barriers to sharing this data with other state agencies?
Are there barriers to sharing this data with external organizations?
Similar source
Demographics
REAL+D
Contacts
Ownership
Accessibility
Reporting
DCBS Staff Notes
Complete?

Age (open text)
Geography (smallest area)
SES (open text)
Race/Ethnicity
Language
Disability
Contact Name
Contact Title/Organization
Contact E-mail
Contact Phone
Who collects/submits
Frequency of collection
Who maintains (open text)
How received
How stored
How accessed (internal)
How accessed (external)
How reported (internal)
How reported (external)
Frequency of reporting
Reporting product(s)
Report(s) location(s)

NAIC
National Association of Insurance Commissioners (NAIC) Financial Data Repository
Annual financial statements, market conduct data, etc.
Financial & Market Conduct.
Myriad of uses for financial. Market Conduct data is used to review how companies are performing and to determine which companies to do exams on.
There is currently no market conduct data specific to health insurance, but NAIC is working on providing it. No granularity; lowest level is type of policy. No information on self-insured. (That is unlikely to change soon with the Supreme Court decision on Gobeille vs. Liberty Mutual.)
Need interagency agreements but can be done. (Market conduct considered confidential.)
A lot of the data is public; some of it is confidential. Once reports are published, public. Exam work papers are confidential.
Outside firms collect financial data, but not market conduct information (SNL, Rating Agencies). Company demographics (some but not wholesale approach).
Not applicable
Market conduct is state level;
some can be limited by region where business is done;
Not applicable
Not applicable
Not applicable
Not applicable
Ryan Keeling / Spencer Peacock

503-947-7271 / 503-947-7201
Health insurance companies are required to submit data to NAIC; NAIC then provides DCBS with access to data.
Dependent on data, most is quarterly or annually
NAIC
Sent to NAIC by Carriers

This is one line that includes many data points.
Yes

NAIC
System for Electronic Rate and Form Filings (SERFF)
Rate filings and related documents/spreadsheets. Captures rates, rules, forms, binders (plan), changes to business operations (e.g. everything an insurance plan needs to do business in Oregon). All communication with filers about particular filings and disposition. All HHS reporting generated through SERFF. HIOS
Rate Fillings, etc.
Reviewed for compliance. Entire decision-making process. Full plan, policy information. All transparent.
DCBS does not have direct control of the dataset. Any fields to be added must be voted in by members of the NAIC to ensure it's useful for all. DCBS has maintained a legacy wrap-around system to keep track of additional information - information is automatically uploaded to SERFF twice per day. Search function is not helpful unless you know exactly what you're looking at (e.g. company may file multiple times in a year) and documents are not easy to follow. Complicated and not easy to understand.
None
Few things on PNC side that are confidential but not on health side
outside parties gather information and sell for profit. Rating agencies.
Age bands (for specific data; dependent)
zip code or county (for specific data; dependent)
No
None collected
No
No
Eric Cutler

503-947-7270

Insurance companies
Housed in SERFF

Yes

DCBS
Consumer Complaints
Consumers & Others have the ability to submit complaints about insurance companies. Data is captured for many aspects of the complaints
Complaints
A complaints website is in the works of being made available for public use to compare companies based on complaints data. Inquiries are received and limited information regarding complaints is made available. Much of the data is confidential.
If an advocate does something incorrectly in their business practice it may lead to inaccurate/incorrect data. Confidential (highly) - what can be made public is very high level, aggregate, but not who made complaint. Sometimes people will be looking for specific data w/out adequate code/s. Not error based but rather changing interests. Could be percieved gap in what this dataset is able to produce versus what people want to know. Longer episodes of care difficult to track.
Confidentiality. Can't share details, just aggregated data. HIPAA/PHI
Confidentiality. Can't share details, just aggregated data. HIPAA/PHI
NAIC has complaints information but not the same level of data. SBS may be able to access depending on rights.
Inconsistent (Not required field)
No
No
None collected
No
No
Spencer Peacock

503-947-7201

Daily

Data is compiled as the consumer advocated in DFR do their work
Data available from extract capabilities in SBS as well as through Oracle SQL Developer

Yes

DCBS
Credit Life & Health Experience
TBD (David Ball)

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered
David Ball

503-947-7849

DCBS
Discount Medical Plans
Plan to provide medical services at a discount. Get a card to provide some percentage of prescriptions for example. Entities providing cards register.

Ensure registration and that services provided are not considered insurance
Very little data on the plans' members same as above
Prohibited from sharing personal information about the principals/owners.
Prohibited from sharing personal information about the principals/owners.
No
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable

Yes

DCBS
Exempt Public Entities
Public entitities that provide health for employees who are exempt from insurance code but required to report anyway (e.g. City of Portland, school district, city). Public entity that is self-insured. Must submit forms initially then report cost per plan per year.

Regulatory requirement to ensure exemption from the insurance code
Not required to file aggregate data. Frequency and scope of data. Nothing to follow-up with because exempt from regulatory authority. Must have complaint sufficient enough to follow-up with. no enrollment; no specific details; no info about kind of plan; no evidence that they continue to meet compliance over time (one-time process for exemption and laws change); point in time review
Some information is proprietary but some will be public record for entity filing.
Some information is proprietary but some will be public record for entity filing.
No
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable

Yes

DCBS
Exempt Third Party Administrators
Exempt TPA must report annually that they don't have license.

List of exempt TPAs.
Lacking full picture because exempt TPAs don't have to report the same information as non-exempt TPAs.
Not subject to regulatory authority therefore unclear about ability to share.
Not subject to regulatory authority therefore unclear about ability to share.
None
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable

Yes

DCBS
Expanded Practice Dental Hygienists
Claims data to indicate the usage of Expanded Practice Dental Hygienists, especially to underserved populations. A report Is submitted to the Oregon Board of Dentistry
Claims
Provides a measurement for the use of this category of practitioner
None.
No
No
No
No
No
No
None collected
No
No
Spencer Peacock

503-947-7201

Yes

DCBS
Health Benefit Plan Report
Captures specific information from Annual Statements as well as expanding some of the Annual Statement data points
Financial, Enrollment
Captures certain pieces from financial report and categorizes into large group, small group, etc.
None
Potentially because financial info. Statements submitted are public but then further detail analyzed by DCBS is proprietary information.
Potentially because financial info. Statements submitted are public but then further detail analyzed by DCBS is proprietary information.
Carriers provide information to supplement NAIC
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Spencer Peacock

503-947-7201

Annual
DFR with support of IT&R
Insurance companies offering Health Benefit Plans
Online tool used to submit. Data housed in Oracle SQL Developer

Yes

DCBS
Health Enrollment
Captures the enrollment of Oregonians in many of the health markets.
Enrollment
Provides great insight for a variety of groups in Oregon about healthcare enrollment. Used to populate an Enrollment Dashboard and other reports made available to the public.
Does not capture a full picture of the self-insured market, but does appear to come very close. Even with accuracy checks there is a chance a carrier is submitting inaccurate data. Dependent on payors submitting correctly (must be validated); does not capture full picture Medicaid/Medicare. Many would like to see demographic information added to the data.
None - All public.
None - All public
Medicaid (from OHA; NAIC); Medicare (CMS); OHSU (Peter Gravin); APAC (with limitations)
Age bands captured on individual and small groups but not for majority
Zip code level
No
None collected
No
No
Spencer Peacock

503-947-7201

Quarterly
DFR through iReg tool manage by our IT&R group in the Central Services division
Insurance companies and TPA's
Oracle SQL Developer

Yes

DCBS
Health Rescission Report
Collects any times a recission occurs on a health insurance plan. Only circumstance to recend is if company can prove fraud.

To ensure compliance with laws. Determine if there are any health plans recended by company.
All managed via email and PDF/Word. Hopes of building into an online tool.
Nothing proprietary can be shared.
Nothing proprietary can be shared.
Not applicable
No
No
No
None collected
No
No
Spencer Peacock

503-947-7201

Annual
DFR (Market Regulation Section)
Insurance companies
Basic data table sent often as part of a letter

Yes

DCBS
Independent Review Organization (IRO) Annual Report of Cases
Annual report from the IRO to the DCBS detailing the decisions of independent reviews requested by insured members.
Claims
Provides view into whether insurers are denying without proper reason.
None
Yes, this data includes PHI which cannot be shared.
Yes, this data includes PHI which cannot be shared.
No
No
No
No
None collected
No
No
Rhett Stoyer

503-947-7208

Yes

DCBS
Licensed Companies
Through SBS we can see the status of all insurance companies (Active, Inactive, Suspended) in the State of Oregon as well as a variety of information about each company.
Licensing
Many ways. Tracking companies, reports on active companies, complaints, etc.
Naming conventions in database (e.g. HCSCs field in data base is only shows as "healt"). Cannot locate producers who are appointed to certain companies. Contact information is often out of date. Can get contacts out of NAIC but would be easier to find in SBS. There may be an expense for users who want to obtain information.
Certain information (high-level) has been shared. Certain level of detail may not be shared. Background check info NOT shared.
Public access to list of producers online to show whether licensed or not.
None
Not applicable
Yes
Not applicable
Not applicable
Not applicable
Not applicable
Lynn Marshall

Daily / As needed
Data is compiled and input into SBS within DFR
Companies licensed or seeking a license in the State of Oregon
Online tool (SBS)

Yes

DCBS
Licensed Producers
Through SBS we can see the status of all Producers (Active, Inactive, Suspended) in the State of Oregon as well as a variety of information about each Producer. Producers used to be known as "agents" but no definition of "broker". TPAs considered producers.
Licensing
Many ways. Tracking companies, reports on active companies, complaints, etc.
Naming conventions in database (e.g. HCSCs field in data base is only shows as "healt"). Cannot locate producers who are appointed to certain companies. Contact information is often out of date. Can get contacts out of NAIC but would be easier to find in SBS. There may be an expense for users who want to obtain information.
Has been shared. Certain level of detail may not be shared. Background check info NOT shared.
Public access to list of producers online to show whether licensed or not.
None
Not applicable
Yes
Not applicable
Not applicable
Not applicable
Not applicable
Lynn Marshall

Daily / As needed
Data is compiled and input into SBS within DFR
Producers licensed or seeking a license in the State of Oregon
Online tool (SBS)

Yes

DCBS
Long Term Care Claim Denials
Report submitted by insurers with LTC business answering questions about Claim Denials. Claims, Rescission, Lapses and replacements to comply with NAIC.
Claims
How well company is operating. Are there an inordinate number of deniles.
Carriers self-report. Capacity for review is minimal. Method of submitting (paper). Difficult to identify the long term care entities who should be included in the data source.
All data is high-level so likely no barriers.
None
Long-term care market statement
No
No
No
None collected
No
No
Spencer Peacock

503-947-7201

Yes

DCBS
Long Term Care Lapses & Replacements Report
Report submitted by insurers with LTC business answering questions about Lapses and Replacements. When policy holder stops paying premiums. When you cancel one policy and purchase another one.
Lapses & Replacements
How well company is operating with regard to suitability.
Knowing who are the long-term care entities
All data is high-level so likely no barriers.
None
Long-term care market statement
No

Spencer Peacock

503-947-7201

Yes

DCBS
Long Term Care Rescission
Report submitted by insurers with LTC business answering questions about Recissions
Recissions
How well company is operating - indicator.
Difficult to identify the long term care entities who should be included in the data source.
All data is high-level so likely no barriers.
None
Long-term care market statement
No

Spencer Peacock

503-947-7201

Yes

DCBS
Long Term Care Suitability Report
Report submitted by insurers with LTC business answering questions about Suitability
Suitability
Make sure carrier is monitoring …ensure company is exercising adequate oversight to help client determine suitable plan
Difficult to identify the long term care entities who should be included in the data source.
All data is high-level so likely no barriers.
None
None
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Spencer Peacock

503-947-7201

Yes

DCBS
Medical loss ratio
Report received from CMS that shows the carriers who have failed to meet minimum loss ratio. By individual or small group. Indicates amount refund to consumers and number enrollees by carrier.

Helps with rate review. Determine whether rate requests are within appropriate range. Consumers receive value for plan as intended
None
None
None
None
No
No
No
None collected
No
No

Yes

DCBS
Medicare Select Grievance Report
Report is submitted containing the number of grievances filed in the past year and a summary of the subject, nature and resolution of such grievances. Reporting is specific to Medicare Select business

Reporting helps show how well each company is doing with regard to grievances.
None
Aggregate information would be available
Aggregate information would be available
No
No
No
No
None collected
No
No
Rhett Stoyer

503-947-7208

Yes

DCBS
Medicare Supplement Refund Calculation Report
Report that is federally regulated. Collected once per year by May 31. Review percentages group vs individual to make sure they're in the loss ratios. If over a certain ratio, must determin whether a refund is due. Just Med-sup plans. Done for each plan. Also in state statue

Refunds consumers who've overpaid.
All done by paper…slowly transitioning to email for electronic ease/record. Support staff time to look at each one to determine if needs actuarial review. Would be great to streamline. N/a
None; data is public.
None; data is public.
No
No
No
No
None collected
No
No
Tammy Vance

503-947-7208

Yes

DCBS
Multiple Medicare Supplement Report
Companies must report whether they find multiple Med Sup policies per person.

Helps ensure that individuals do not have multiple Med Sup policies
None
Aggregate information would be available.
Aggregate information would be available.
No
No
No
No
None collected
No
No
Rhett Stoyer

503-947-7208

Yes

DCBS
Oregon WCD, insurers
Oregon Workers' Compensation Division Employer Data System

Subject employer information
Only limited employer information available--name, FEIN, primary and mailing addresses, and some other fields.
Unknown

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered

Yes

DCBS
Oregon WCD, insurers, NCCI
Oregon Workers' Compensation Division Employer Coverage System

Subject employer workers' compensation policy information
Only carrier-insured employers are listed. No self-insured information included.
Unknown, NCCI?

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered

Yes

DCBS
Oregon WCD, insurers, self-insured employers, claims administrators
Oregon Workers' Compensation Division Claims Information System
Claims

Only accepted disabling claims and all denied claims are required to be reported and included in the database.
Unknown

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered

Yes

DCBS
Oregon WCD, insurers, self-insured employers, EDI vendors
Oregon Workers' Compensation Division EDI Medical Bill Payment Database
Medical
Medical bill payment data for workers' compensation medical bills, provider data, cost data, builds our fee schedules, etc.
Only receive medical bill payment data from required reporters (insurers and self-insured employers with an average of over 100 accepted disabling claims over the past three years).
Unknown

Not entered
Not entered
Not entered
Not entered
Not entered
Not entered

Yes

DCBS
Patient Protection - Grievances and Appeal
Report submitted by health insurers answering questions about Grievances and Appeals

Minmal value. To ensure compliance with laws. Can determine when company is "gatekeeping" if all appeals are shut-down right away for example. Red flags are follow-up with company directly.
Same as long-term care. Carriers self-report. Limited bandwidth to review fully. Must be revisited. Same as long-term care; Tracking
None; data is public.
None; data is public.
None
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Spencer Peacock

503-947-7201
Health insurance companies
Annual
DFR

Sent as PDF or Word document

Yes

DCBS
Patient Protection - Network Adequacy
Report submitted by health insurers answering questions about Network Adequacy. Will be ammended in 2017.

To ensure compliance with laws. Determine whether there are concerns with market conduct.
Same as long-term care. Carriers self-report. Limited bandwidth to review fully. Must be revisited. Regulatory ability (except new legislation will help)
None; data is public.
None; data is public.
None
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Spencer Peacock

503-947-7201
Health insurance companies
Annual
DFR

Sent as PDF or Word document

Yes

DCBS
Patient Protection - Quality Assessment
Report submitted by health insurers answering questions about Quality Assessment

To ensure compliance with laws. Determine whether there are concerns with market conduct.
Same as long-term care. Carriers self-report. Limited bandwidth to review fully. Must be revisited. Same as long-term care; Tracking
None; data is public.
None; data is public.
None
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Spencer Peacock

503-947-7201
Health insurance companies
Annual
DFR

Sent as PDF or Word document

Yes

DCBS
Patient Protection - Utilization Review
Report submitted by health insurers answering questions about their Utilization Review

503-947-7201
Health insurance companies
Annual
DFR

Sent as PDF or Word document

Yes

DCBS
Prompt Payment Report for Health Benefit Plans
A sample of claims are reviewed for compliance with Prompt Pay laws
Claims
Reviewed for compliance with Prompt Pay laws.
All managed via email and Excel documents. Hopes of building into an online tool. Sample of claims from company, not inclusive picture (not necessarily limitation because it fits the process). Clunky but necessary.
Claim-level with id can't be shared but aggregated results can be shared.
Claim-level with id can't be shared but aggregated results can be shared.
none aware of
No
No
No
None collected
No
No
Spencer Peacock

503-947-7201

Annual
DFR with support of IT&R
Insurance companies offering Health Benefit Plans
Excel

Yes

DCBS
Retainer Medical
Primary care coverage for a stated fee (boutique)

same as above
same as above same as above
Prohibited from sharing personal information about the principals/owners.
Prohibited from sharing personal information about the principals/owners.
No
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable

Yes

DCBS
TPA Annual Report
Required to send a list of insurers that they contracted with in the prior year. Not just those in Oregon. Provide Income statement and Balance sheet, NOT audited. Due (or request for extension) by March 1.

Tells us who is solvent
Capacity to review, a lot of time is taken no
Prohibited from sharing proprietary information.
Prohibited from sharing proprietary information.
No
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Not applicable
Lynn Marshall

Yes

The words contained in this file might help you see if this file matches what you are looking for:

...Sheet summary feedback received total yes no oha databases dcbs dhs reald race and ethnicity lt applicable only gt not entered none collected language unused disability data sources sorted by major source list of obtained from oregon health authority needs assessment agency owner brief description category claims survey etc what value does this provide barriers to sharing with other state agencies external organizations similar frameworks demographics contacts funding legal requirement collect notes section staff accessibility reporting update complete limitations information public modernization statewide improvement plan priority age open text geography smallest area ses raceethnicity division andor program manager s contact who collects frequency collection maintains mechanism stability gaps how stored accessed internal reported product report location adolescent suicide attempt system asads was established in revised statute mandating that hospitals refer youth inpatient or out pat...

	Feedback Received?		Total
	Yes	No	Total
OHA Databases	77	19	96
DCBS Databases	32	1	33
DHS Databases	12	7	19
Total	121	27	148


REAL+D - Race and Ethnicity							<--- Applicable Databases Only --->
	Not applicable	Not entered	Applicable Databases	Race and Ethnicity	Race Only	None Collected	% Race and Ethnicity	% Race Only	% Not Collected
OHA Databases	26	6	64	55	1	9	86%	2%	14%
DCBS Databases	14	5	14	-	-	12	0%	0%	86%
DHS Databases	4	-	15	4	1	-	27%	7%	0%
Total	44	11	93	59	2	21	63%	2%	23%

REAL+D - Language							<--- Applicable Databases Only --->
	Not applicable	Not entered	Applicable Databases	Yes	No	Unused	% Yes	% No	Unused
OHA Databases	26	6	64	20	44	-	31%	69%	0%
DCBS Databases	14	5	14	-	12	-	0%	86%	0%
DHS Databases	5	-	14	3	2	-	21%	14%	0%
Total	45	11	92	23	58	-	25%	63%	0%

REAL+D - Disability						<--- Applicable Databases Only --->
	Not applicable	Not entered	Applicable Databases	Yes	No	Unused	% Yes	% No	Unused
OHA Databases	26	6	64	13	51	-	20%	80%	0%
DCBS Databases	14	5	14	-	12	-	0%	86%	0%
DHS Databases	-	-	19	-	-	-	0%	0%	0%
Total	40	11	97	13	63	-	13%	65%	0%

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