FOLLOW-UP / System Preferences: C&T Agencies -Request for 'HIV/AIDS Epidemiology Extract' from AIRS

[Laurence S Spiegel]

Hi.  I've received the following question from a couple of users when they attempted to run the Epi Extract.  

"When I ran the extract, the following message popped up:  The folder used to create the AIDS Institute Extract was not found.  Please have an administrator define this System Preference.  How can I fix this?"

BACKGROUND:  By default, the EPI Extract will be placed in the same specified location as where the "AIDS Institute Extract" is created but it must be identified.

SOLUTION:  In "General System Preferences", the Default Folder Location for the AIDS Institute Extract must have a valid folder (and path) identified. The problem message above indicates that the "Default Folder Location" is empty or contains an invalid folder (or path).   Therefore,

1. Go the SYSTEM menu
2. Select SYSTEM OPTIONS & SECURITY SETUP
3. Select OPTIONS
4. Select GENERAL SYSTEM PREFERENCES to review what the "Default Folder Location" is for the "AIDS Institute Extract".
5. Click on EDIT
6. Select the \AIRS\Extracts folder for the "AIDS Institute Extract".  This is where the EPI Extract will be found when next created.  

(Example below has AIRS on the C:\ drive)

Larry Spiegel
NYSDOH-AIDS Institute
Office Of Systems Development
Ls...@health.state.ny.us
212-417-4469

----- Forwarded by Laurence S Spiegel/AIDS/OPH/DOH on 01/18/2013 09:53 AM -----

From: Laurence S Spiegel/AIDS/OPH/DOH
To: air...@googlegroups.com
Date: 01/17/2013 11:09 AM
Subject: C&T Agencies:  Request for 'HIV/AIDS Epidemiology Extract' from AIRS

---

Hello Counseling and Testing agencies.  Surveillance is the word today.  And no, I don't mean the next episode of "Homeland".  I'm referring to Statewide HIV/AIDS Surveillance under Public Health Law that requires named case reporting of new HIV infected clients.

In AIRS V8.9, we have added the “HIV/AIDS Epidemiology Extract”.  Located in the 'Extracts' menu under the 'Extracts' option (please refer to the attached instructions), the HIV/AIDS Epidemiology Extract (fondly known as the 'Epi Extract') gathers information formatted to meet case reporting requirements for newly diagnosed HIV clients.  Specifically, if the client has a Confirmed Positive Test for HIV entered in the CTR (Counseling, Testing, & Referral) section of AIRS, the client is included in the Epi Extract.

Because you are in the select company of agencies who perform HIV Testing, the AIDS Institute requests that you run and submit the "HIV/AIDS Epidemiology Extract" via the HCS.  This will ensure that the named data is transmitted securely.   Attached below is the HOW2-Create-EpidemiologyExtract.pdf which contains the Instructions for creating and submitting the Extract.  These instructions can also be found at any time in the FAQ section of www.airsny.org.

(See attached file: HOW2-Create-EpidemiologyExtract.pdf)

FYI:  Please note the following.

• Confidentiality & Security: Since client names and PHI (Protected Health Information) are included in the “HIV/AIDS Epidemiology Extract”, it is extremely important to have the information protected. To accomplish this, the extract from AIRS is packaged into a secure password protected zip file. You will not be provided the password, so you will not be able to review the content of this extract. This zipped and password protected file must be submitted using the NYSDOH Secure Health Commerce System (HCS). This will automatically be relayed to the NYSDOH - AIDS Institute - Bureau of HIV/AIDS Epidemiology.  
• The first Epi Extract will include all the Confirmed HIV Positive Clients entered in CTR since January 1, 2011.
• Subsequent Epi Extracts (we will inform you of the frequency in follow up communications) will include only new entries of CTR Confirmed HIV Positive Clients plus any client information that changed.

AIDS Institute Epidemiology staff are eagerly awaiting this information, so please help us out.  Please contact Vida or Larry if you have any questions or concerns.  Thanks.
 
Note:  You may receive more than one copy of this message if you are signed up for multiple email notification lists.  Better to receive two than not to receive at all.  

Larry Spiegel
NYSDOH-AIDS Institute, Office Of Systems Development
Ls...@health.state.ny.us
212-417-4469

Vida Behn Chernoff
NYSDOH AIDS Institute, Office of Systems Development
phone 518-402-6790