Final Att 3c_eHARS Variables (2)

Attachment 3 (c)
National HIV Surveillance System (NHSS) OMB No. 0920-0573

eHARS Data Elements for Adult and Pediatric
HIV Confidential Case Reports and HIV Incidence Surveillance

Form Approved
OMB No. 0920-0573
Expiration Date XX/XX/20XX
Data Elements for the Enhanced HIV/AIDS Reporting System (eHARS) for the
National HIV Surveillance System (NHSS)

eHARS Data Elements for Adult and Pediatric HIV Confidential Case Reports
Public reporting burden of this collection of information is
estimated to average 20 minutes per response, including the
time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and
completing and reviewing the collection of information. An
agency may not conduct or sponsor, and a persons is not
required to respond to a collection of information unless it
displays a currently valid OMB control number. Send comments
regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing
this burden to CDC/ATSDR Information Collection Review Office
Reports Clearance Officer; 1600 Clifton Road NE, MS D-74,
Atlanta, Georgia 30333; Attn: PRA (0920-0573)

eHARS Data Elements for HIV Incidence Surveillance
Public reporting burden of this collection of information is
estimated to average 10 minutes per response, including the
time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and
completing and reviewing the collection of information. An
agency may not conduct or sponsor, and a persons is not
required to respond to a collection of information unless it
displays a currently valid OMB control number. Send comments
regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing
this burden to CDC/ATSDR Information Collection Review Office
Reports Clearance Officer; 1600 Clifton Road NE, MS D-74,
Atlanta, Georgia 30333; Attn: PRA (0920-0573)
The data elements listed below include data elements for adult/adolescent case
reports, Pediatric case reports, and supplemental data collected in some areas for
HIV incidence surveillance (HIS). eHARS variables are stored in tables. The column
“Tx” indicates whether a variable is transmitted to CDC (Y) or not (N). The column
“Required/Optional” indicates whether a variable is a program requirement for
collection (Required); some variables are required only for HIS and those have
additional notation; if collection is optional (Optional), which may include variables
that are CDC recommended for collection but collection is optional; or whether a
variable is generated by the eHARS system from the entered values of other
variables (SYSTEM).

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ADDRESS table
Address information is required for the residence at HIV diagnosis (RSH) and the
residence at AIDS diagnosis (RSA).

Column Name

Description

Valid Data Element Values

Tx

census_block_group

An optional field—the census block
group entered for the person’s
address.

N

census_congressional_district

An optional field—the
congressional district entered for
the person’s address.

N

census_group

An optional field—the census group
entered for the person’s address.

N

census_msa

An optional field—the census
metropolitan statistical area (MSA)
entered for the person’s address.

N

census_tract

An optional field—the census tract
entered for the person’s address.

N

city_fips

The city FIPS code for a person's
address.

city_name

The city name for the person's
address from the FIPS table. If
there is no match to the FIPS
table, the text is stored as entered
by the user and preceded by an
asterisk.

country_cd

The ISO country code for a
person's address.

country_usd

Required/
Optional
Optional

Optional

Optional

Optional

Optional

Y

Required if
RSH or RSA

Y

Required if
RSH or RSA

Y

Required if
RSH or RSA

The FIPS U.S. dependency country
FIPS US DEPENDENCY CODES
code for the person's address.

Y

Required if
RSH or RSA

county_fips

The FIPS county code for a
person's address.

Y

Required if
RSH or RSA

county_name

The county name for the person's
address from the FIPS table. If
there is no match to the FIPS
table, the text is stored as entered
by the user and preceded by an
asterisk.

Y

Required if
RSH or RSA

doc_belongs_to

A description that indicates who
the address data belong to,
PERSON, MOTHER, or CHILD.

Y

SYSTEM

document_uid

An identifier for a document.

Y

SYSTEM

Phone

The value indicating a person's
telephone number.

N

Required if
RSH or RSA

CITY FIPS CODES

ISO COUNTRY CODES

COUNTY FIPS CODES

Y

Required if
RSH or RSA

Primary description of a person’s
street address, such as number
and street name.

N

Required if
RSH or RSA

street_address2

Secondary description of a
person’s street address, such as
apartment, building, or unit and
number.

N

Required if
RSH or RSA

zip_cd

The zip code associated with a
person's address.

N

Required if
RSH or RSA

address_seq

Used by the system as a sequence
identifier for a person's addresses.

Y

state_cd

The state postal code for a
person's address.

street_address1

A code indicating the type of
address, such as BAD or RES
(residential).

address_type_cd

STATE_CODES

BAD – Bad Address
COR- Correctional Facility
FOS – Foster Home
HML - Homeless
POS – Postal
RAD – Residence at Death
RBI – Residence at Birth
RES – Residential
SHL – Shelter
TMP – Temporary
RSA – Residence at AIDS
diagnosis
RSH – Residence at HIV
Diagnosis

Y

SYSTEM

Required if
RSH or RSA

BIRTH_HISTORY table

Column Name

Description

Valid Data Element Values

Tx

Required/Optional

birth_defects

From PCRF, indicates the
presence of birth defects.

Y – Yes
N – No
U- Unknown

Y

Optional

Anencephaly
Spina Bifida
Congenital Heart Disease
Congenital hernia
Omphalacele
Gastroschisis
Limb reduction defect
Cleft lip
Cleft palate
Down Syndrome
Suspected chromosomal
disorder
Y
Down Syndrome (karotype
confirmed)
Suspected Chromosomal
disorder
Down Syndrome (karotype
pending)
Suspected Chromosomal
disorder (kartotype
pending)
Hypospadias
None of the above

Optional

birth_defects_cd

From PCRF and BC, birth
defect codes.

1234567891011121314151617-

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123-

Hospital
Freestanding birth center
Home birth/clinic/doctors
office
U- Unknown

birth_place

From BC, place of birth, such
as home or hospital

birth_type

From PCRF and BC, the type
of birth, such as single or
twin.

birth_wt

From PCRF and BC, the child's
birth weight in grams.

breastfed

From PCRF and BC: Was this
child breastfed?

Y – Yes
N – No
U - Unknown

delivery_method

From PCRF and BC, the
method of delivery, such as
vaginal or Cesarean.

12345678-

document_uid

An identifier for the PCRF or
BC.

Y

SYSTEM

first_pnc_visit_dt

From BC, the date of the
mother's first prenatal care
visit.

Y

Optional

infant_transfer

From BC: Was the infant
Y – Yes
transferred to another facility? N – No

Y

Optional

last_live_birth_dt

From BC, the date of the
mother's last live birth.

Y

Optional

last_normal_menses_dt

From BC, the date of the
mother's last menses.

Y

Optional

last_pnc_visit_dt

From BC, the date of the
mother's last prenatal care
visit.

Y

Optional

maternal_birth_country_cd

From PCRF, the mother's
country of birth.

ISO COUNTRY CODES

Y

Optional

From PCRF, the mother's
maternal_birth_country_usd country of birth if U.S.
dependency.

ISO COUNTRY CODES

Y

Optional

1- Single
2- Twin
3- >2
9- Unknown

Y

Optional

Optional
Y

Optional
Y

Vaginal
Elective Cesarean
Non-elective cesarean
Cesarean- unknown type
Vaginal – spontaneous
Vaginal – foreceps
Vaginal – vacuum
Cesarean

Optional
Y

Optional

Y

maternal_dob

From PCRF, the mother's date
of birth.

Y

Optional

maternal_sndx

From PCRF, the mother's last
name Soundex.

Y

Optional

maternal_stateno

From PCRF, the mother's
STATENO identifier.

Y

Optional

month_preg_pnc

From PCRF, the month of
pregnancy that mother's
prenatal care began.

Y

Optional

neonatal_status

From PCRF, the child's
neonatal status.

1 – Full term
2 – Premature
9 - Unknown

Optional
Y

neonatal_status_weeks

From PCRF and BC, the
gestational age of the child at
delivery.

Y

num_pnc_visits

From PCRF and BC, the
number of prenatal care
visits.

Y

num_prev_live_births

From BC, the number of
previous live births.

Y

other_art_labor

From PCRF: Did the mother
receive other anti-retroviral
drugs during labor/delivery?

other_art_labor_cd

From PCRF, the other antiretroviral drugs the mother
received during
labor/delivery.

other_art_preg

From PCRF: Did the mother
receive other anti-retroviral
drugs during pregnancy?

other_art_preg_cd

3-6

From PCRF, the other antiretroviral drugs the mother
received during pregnancy.

Optional

Y – Yes
N – No

01- Videx
02- Hivid
03- Epivir
04- Zerit
05- Viramune
06- Crixivan
07- Norvir
08- Saquinavir
09- Rescriptor
10- Fuzeon
11- Emtriva
12- Viread
13- Trizivir
14- Videx EC
15- Reyataz
16- Kaletra
17- Viracept
18- Invirase
19- Hepsera
20- Ziagen
21- Sustiva
22- Agenerase
23- Hydroxyurea
24- Combivir
25- Fortovase
26- Retrovir
88- Other
99- Unknown
Y – Yes
N – No

01- Videx
02- Hivid
03- Epivir
04- Zerit
05- Viramune
06- Crixivan
07- Norvir
08- Saquinavir
09- Rescriptor
10- Fuzeon
11- Emtriva
12- Viread
13- Trizivir
14- Videx EC
15- Reyataz
16- Kaletra
17- Viracept
18- Invirase
19- Hepsera
20- Ziagen
21- Sustiva
22- Agenerase
23- Hydroxyurea
24- Combivir

v3.0.0.0

Optional

Optional

Optional
Y

Optional

Y

Optional
Y

Optional

Y

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25- Fortovase
26- Retrovir
88- Other
99- Unknown
zido_labor

From PCRF: Did the mother
receive AZT during labor?

Y - Yes
N – No
R – Refused
U - Unknown

Y

zido_preg

From PCRF: Did the mother
receive AZT during
pregnancy?

Y - Yes
N – No
R – Refused
U - Unknown

Y

zido_prior_preg

From PCRF: Did the mother
receive AZT prior to this
pregnancy?

Y - Yes
N – No
R – Refused
U - Unknown

Y

zido_week

From PCRF, the week AZT
therapy started.

Optional

Optional

Optional

Optional
Y

C. Q. Retired Table

Column Name

Description

Valid Data Element Values

cconsent1

Did the person consent to
participate in STARHS when
approached the first time?

Y - Yes
N – No
UU - Unknown

Retired1-HIS variable
no longer used

cconsent2

Did the person consent to
participate in STARHS when
approached the second time?

Y - Yes
N – No
UU - Unknown

Retired- HIS variable
no longer used

The type of visit when the
person was approached for
STARHS consent the first
time.

1-Pre-test

cconsentvisit1

1-Pre-test

cconsentvisit2

The type of visit when the
person was approached for
STARHS consent the second
time.

1

cdate1

Date of first approach for
consent.

cdate2

Date of second approach for
consent.

document_uid

An identifier for a document.

Tx

Required/Optional

Retired- HIS variable
no longer used

2-Post-test
3-Other Follow-up

Retired- HIS variable
no longer used

2-Post-test
3-Other Follow-up

Retired HIS Variables: Variables not collected since 2005 but stored in eHARS

Retired- HIS variable
no longer used

Retired- HIS variable
no longer used

Y

SYSTEM

DEATH table

Column Name

Description

Valid Data Element Values

Tx

Required/Optional

autopsy

Was an autopsy performed?

Y-Yes
N-No
U-Unknown

Y

city_fips

The FIPS code for the city where the
person died.

CITY FIPS CODES

Y

city_name

The name of the city where the
person died.

country_cd

The ISO code for the country where
the person died.

country_usd

The ISO code for the U.S.
dependency where the person died.

ISO COUNTRY CODES

Y

county_fips

The FIPS code for the county where
the person died.

COUNTY FIPS CODES

Y

county_name

The name of the county where the
person died.

Y

document_uid

An identifier for the Death Document.

Y

SYSTEM

Dod

The person's date of death.

Y

Required if person’s
vital status = Dead

Optional

Optional

Optional
Y

Optional
ISO COUNTRY CODES

Y

Optional

Optional

Optional

Place

The type of place where the person
died, such as a residence or hospital.

1-Hospital, inpatient
2-Hospital, outpatient or
emergency room
3-Hospital, dead on arrival
4-Nursing home or hospice
5-Residence
6-Jail/Adult detention center
Y
7-Juvenile detention center
8-Group/Assisted living home
9-Homeless shelter
10-Homeless, on the street
11-Hospital, institution (HARS)
88-Other
99-Unknown

state_cd

The postal code for the state where
the person died.

STATE_CODES

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Y

Optional

Required

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DEATH_DX table

Column Name

Description

Descr

Valid Data Element Values

Tx

Required/Optional

A phrase or statement describing the
cause of death.

Y

Optional

document_uid

An identifier for the Death
Document.

Y

icd_cd

The ICD code assigned.

ICD9, ICD10

Y

icd_cd_type

The type of ICD code assigned,
either ICD9 (represented by 9) or
ICD10 (represented by 10).

9-ICD 9 code
10-ICD 10 code

Y

Line

Corresponds to the line of the death
certificate on which the ICD code or
description of death appears.

Y

line_number

A number indicating the sequence of
death causes (00 is first).

Y

nature_of_injury

For NCHS electronic data, the nature
of injury flag (1 represents nature of
injury codes and 0 represents all
other cause codes).

Y

Position

Corresponds to the position of the
cause of death on each line of the
death certificate (1 if the cause is
the first one listed, 2 if the cause is
the second one listed, and so forth).

Optional
Optional
Optional

Optional

Optional
Optional

Optional
Y

DOCUMENT table

Column Name

Description

Tx

Required/Optional

Author

The person who
completed the original
form.

Valid Data Element Values

N

Optional

author_phone

The phone number of the
person who completed
the original form.

N

Optional

complete_dt

Date the form or
document was completed
or populated with
information. For
example, when the chart
abstraction was
completed.

Y

Required

document_number

A field indicating the
number of the
document. For example,
the certificate number
associated with a birth
certificate.

N

Optional

document_source_cd

The source code of the
document, such as A01
for Inpatient Record or
A02 for Outpatient
Record.

Y

Required

SOURCE – Please see eHARS
TRG for list of codes.

document_type_cd

A code indicating the
type of document, such
as 001 for Adult Case
Report Form or 005 for
Birth Certificate.

document_uid

000-PersonView
001-ACRF
002-PCRF
003-HARS Adult
004-LAB
005-Birth Certificate
006-Death Certificate
009-HARS Pediatric
010-Supplemental Risk Form
011-HARS NDI
012-Incidence PreTest
013-Incidence Consent
014-Incidence PostTest
015-STARHS

Y

SYSTEM

An identifier for a
document.

Y

SYSTEM

ehars_uid

An identifier for a case or
person.

Y

SYSTEM

enter_by

The user ID of the
person who entered the
information into eHARS.

N

Optional

enter_dt

The system date when
the document was
entered into eHARS.

Y

SYSTEM

facility_uid

For case report forms
only, indicates the
facility completing the
form.

N

Optional – SYSTEM

If this document contains
follow up information,
this field captures the
document UID of the
report that initiated the
investigation.

Y

Required if follow-up
document

Y

Optional

Initinvest

Did this document
initiate a follow-up
investigation?

modify_dt

The date the document
was last modified.

Y

Optional

Notes

Notes or comments
regarding the document.

N

Optional

pv_categ

The Person View AIDS
category at the time the
document was entered
into eHARS.

Y

SYSTEM

pv_hcateg

The Person View HIV
category at the time the
document was entered
into eHARS.

Y

SYSTEM

receive_dt

The date the document
was received at the
health department.

Y

Optional

3-10

Y-Yes
N-No
U-Unknown

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rep_hlth_dept_cd

The health department
reporting this
information to the site.
The code consists of the
state abbreviation and
either the three digit
FIPS county code (state
+ fips county code), or
the five digit FIPS place
code (state + fips place
code).

Y

Optional

rep_hlth_dept_name

The name of the
reporting health
department.

Y

Required

rpt_medium

An indication of the
medium used to
transport the information
to the site, such as paper
form, faxed or diskette,
mailed.

Y

Optional

ship_flag

A value indicating if the
document/Person View
needs to be transferred
to state health
department (satellite
installations) or to CDC.

N

SYSTEM

site_cd

An identifier representing
the reporting site or
location where eHARS is
installed. Consists of four
characters: state code +
two digits.

Y

SYSTEM

status_flag

A value indicating the
status of the document
or Person View.

Y

SYSTEM

surv_method

A - Active
A field indicating whether
F - Follow-up
the report was obtained
P - Passive
via active or passive
R - Reabstraction
surveillance.
U - Unknown

Y

Required if follow-up
or reabstraction report

1 - Paper form, field visit
2 - Paper form, mailed
3 - Paper form, faxed
4 - Telephone
5 - Electronic transfer,
Internet
6 - Diskette, mailed

A-Active
W-Warning
E-Error
R-Required Fields Missing
D-Deleted
M-Moved

FACILITY_CODE table -A table that maintains information for selecting and identifying healthcare facilities and
links to the facility event.

Column Name

Description

Valid Data Element Values Tx

Required/Optional

city_fips

City FIPS code for the facility’s address.

CITY FIPS CODES

Y

Optional

city_name

City name associated with the facility’s
address.

Y

Optional

country_cd

ISO country code for the facility’s
address.

ISO COUNTRY CODE

Y

Optional

country_usd

U.S. dependency code for the facility’s
address, if applicable.

ISO COUNTRY CODE

Y

Optional

county_fips

County FIPS code for the facility’s
address.

COUNTY FIPS CODE

Y

Optional

county_name

County name associated with the facility’s

Y

Optional

address.
Email

The email address of the facility.

N

Optional

facility_type_cd

A code indicating the type of healthcare
facility.

Y

Required

facility_uid

An identifier for a healthcare facility.

Y

SYSTEM

Fax

The fax number of the facility.

N

Optional

funding_cd

A code that indicates the type of HRSA
funding a facility receives.

1
2
3
4
5
6
8
9

Y

Optional

funding_flag

Does the facility receive HRSA funding?

Y-Yes
N-No

Y

Optional

name1

Primary name of the facility.

Y

Optional

name2

Secondary or alternative name of the
facility.

Y

Optional

Phone

Phone number of the facility.

N

Optional

setting_cd

A code identifying the setting of the
facility, such as Federal, VA.

Y

Optional

ship_flag

A field used by the application to
determine if the information for this
facility needs to be transferred to CDC.

N

Optional

state_cd

State postal code of the facility’s address. STATE_CODES

Y

Optional

street_address1

Facility’s primary street address.

N

Optional

street_address2

Facility’s secondary street address.

N

Optional

zip_cd

Zip code for the facility’s address.

N

Optional

See eHARS TRG

- Title I
- Title II
- Title III
- Title IV
- SPNS
- None
- Other
– Unknown

1-Public, unspecified
2-Federal, VA
3-Federal, IHS
4-Federal, military
5-Federal, corrections
6-Federal, other/unspecified
7-State
8-County/Parish
9-City/Town/Township
10-Private
999-Unknown

FACILITY_EVENT table -A table that maintains information regarding a facility event
Column Name

Description

doc_belongs_to Indicates if the facility event data (such as facility at HIB dx
or facility at birth) belong to PERSON or CHILDn
document_uid

Identifies the document associated with a record stored on
the table; document_uid is a unique value generated by
eHARS to identify a document.

event_cd

A code that indicates the type of event that occurred.

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v3.0.0.0

Valid Data Element
Values

Tx Required
/Optional

PERSON
CHILD

Y

01 – Facility at HIV
diagnosis
02 – Facility at AIDS
diagnosis
03 – Facility of perinatal
exposure
05 – Hospital at birth

Optional

Y

Optional

Y

Optional

October 21, 2012 5:21 PM

07 – Facility where child
was transferred within 24
hours of delivery
facility_uid

The facility associated with a specific event' facility_uid is a
unique value generated by eHARS to identify a facility.

Y

Optional

provider_uid

Identifies the provider associated with an event; a unique
value generated by eHARS to identify a provider.

Y

Optional

FACILITY_PROVIDER table -A table that links provider to the facility event.

Column
Name

Description

facility_uid

Valid Data
Element
Values

Tx

Required/Optional

The facility associated with a specific provider; a unique value
generated by eHARS to identify a facility.

Y

Optional

name

A field that contains facility name and type (if available) in a
concatenated format; if the provider is linked to more than
one facility, this field is blank.

Y

Optional

provider_uid

Identifies the provider linked to a facility; a unique value
generated by eHARS to identify a provider.

Y

Optional

ID table
Stateno is required but only for the state of report. Cityno is required only for
applicable cities. Other IDs (including other state specific ID variables) are Optional.
Variable
Name

Description

Valid Data
Element
Values

Tx

008

AIDS Drug Assistance Program (ADAP) Number

NO

134

AK STATENO

YES

055

AL STATENO

YES

176

American Samoa STATENO

YES

136

AR STATENO

YES

135

AZ STATENO

YES

081

CA Non-named Code (generated)

NO

015

CA Non-named Code (reported)

NO

016

CA Non-named Code (verified)

NO

086
137

CA Non-named Code Alias (reported)
CA STATENO

NO
YES

Required/Optional
(see note above)

184

Chicago, IL CITYNO

YES

138

CO STATENO

YES

059

Counseling and Testing

NO

082

CT Coded Identifier (generated)

NO

017

CT Coded Identifier (reported)

NO

139

CT STATENO

YES

069

DC Unique Id (generated)

NO

019

DC Unique Id (reported)

NO

020

DC Unique Id (verified)

NO

090

DC Unique Id Alias (reported)

NO

070

DE Coded Identifier (generated)

NO

021

DE Coded Identifier (reported)

NO

022

DE Coded Identifier (verified)

NO

DE Coded Identifier Alias (reported)
092

NO

140

DE STATENO

YES

001

FL STATENO

YES

005

GA STATENO

YES

179

Guam STATENO

YES

141

HI STATENO

YES

HI Unnamed Test Code (generated)
071

NO

023

HI Unnamed Test Code (reported)

NO

024

HI Unnamed Test code (verified)

NO

HI Unnamed Test Code Alias (reported)
094

NO

048

HIVNO (HARS)

YES

051

Houston, TX CITYNO

YES

003

HRSA URN

NO

145

IA STATENO

YES

142

ID STATENO

YES

IL Patient Code Number (generated)
072
IL Patient Code Number (reported)

NO

026

IL Patient Code Number (verified)

NO

096

3-14

NO

025

IL Patient Code Number Alias (reported)

NO

143

IL STATENO

YES

144

IN STATENO

YES

187

INS Number

NO

146

KS STATENO

YES

188

KY Unique Code Alias (Retired)

NO

147

KY STATENO

YES

052

LA STATENO

YES

183

Los Angeles, CA CITYNO

YES

074

MA Coded Identifier (generated)

NO

029

MA Coded Identifier (reported)

NO

030

MA Coded Identifier (verified)

NO

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October 21, 2012 5:21 PM

100

MA Coded Identifier Alias (reported)

NO

150

MA STATENO

YES

177

Mariana Islands STATENO

YES

149

MD STATENO

YES

075

MD Unique Identifier (generated)

NO

031

MD Unique Identifier (reported)

NO

032

MD Unique Identifier (verified)

NO

MD Unique Identifier Alias (reported)
102

NO

076

ME Coded Identifier (generated)

NO

033

ME Coded Identifier (reported)

NO

034

ME Coded Identifier (verified)

NO

ME Coded Identifier Alias (reported)
104

NO

148

ME STATENO

YES

004

Medicaid Number

NO

Medical Record Number (MEDRECNO)
049

NO

054

MI STATENO

YES

151

MN STATENO

YES

153

MO STATENO

YES

152

MS STATENO

YES

077

MT Coded Identifier (generated)

NO

035

MT Coded Identifier (reported)

NO

036

MT Coded Identifier (verified)

NO

MT Coded Identifier Alias (reported)
106

NO

154

MT STATENO

YES

166

NC STATENO

YES

167

ND STATENO

YES

155

NE STATENO

YES

175

New York, NY CITYNO

YES

163

NH STATENO

YES

056

NJ STATENO

YES

164

NM STATENO

YES

162

NV STATENO

YES

165

NY STATENO

YES

168

OH STATENO

YES

169

OK STATENO

YES

078

OR Coded Identifier (generated)

NO

037

OR Coded Identifier (reported)

NO

038

OR Coded Identifier (verified)

NO

OR Coded Identifier Alias (reported)
108

NO

170

OR STATENO

YES

006

PA STATENO

YES

186

PATNO (ASD)

YES

047

PATNO (HARS)

YES

191

PEMS Client Unique Key

NO

193

PEMS Form ID

NO

192

PEMS Local Client Key

NO

185

Philadelphia, PA CITYNO

YES

Philadelphia, PA Unique Code (generated)
073

NO
Philadelphia, PA Unique Code (reported)

027

NO
Philadelphia, PA Unique Code (verified)

028

NO
Philadelphia, PA Unique Code Alias (reported)

098

NO

079

PR Coded Identifier (retired)

010

Prison Number

NO

180

Puerto Rico STATENO

YES

133

NO

Reporting Health Department Number (generic
cityno)

YES

083

RI Coded Identifier (generated)

NO

041

RI Coded Identifier (reported)

NO

042

RI Coded Identifier (verified)

NO

112

RI Coded Identifier Alias (reported)

NO

171

RI STATENO

YES

011

RVCT (TB) Number

YES

007

Ryan White Number

NO

182

San Francisco, CA CITYNO

YES

172

SC STATENO

YES

173

SD STATENO

YES

012

Social Security Number (SSN)

NO

013

Social Security Number Alias

NO

009

STD*MIS Number

YES

174

TN STATENO

YES

050

TX STATENO

YES

132

UCSF Patient Identifier

NO

156

UT STATENO

YES

158

VA STATENO

YES

181

Virgin Islands STATENO

YES

080

VT Non-named Code (generated)

NO

043

VT Non-named Code (reported)

NO

044

VT Non-named Code (verified)

NO

VT Non-named Code Alias (reported)
114

NO

157

VT STATENO

YES

067

WA Non-named Code (generated)

NO

WA Non-named Code Alias (reported)
084

045

3-16

NO
WA Non-named Coded Id (reported)

NO

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October 21, 2012 5:21 PM

046

WA Non-named Coded Id (verified)

NO

053

WA STATENO

YES

178

DC STATENO

YES

160

WI STATENO

YES

159

WV STATENO

YES

161

WY STATENO

YES

doc_belongs_to

A description that indicates who
the address data belong to,
PERSON, MOTHER, or CHILD.

Y

SYSTEM

LAB table
Column Name

Description

accession_number

Valid Data Element Values

Tx

Required/Optional

An identifier assigned by
the lab to a specimen
when received; acts as a
tracking mechanism for
the specimen.

N

Optional

case_cd

For application use, a
code associating a
diagnostic test with the
HIV/AIDS case definition
algorithm.

Y

SYSTEM

clia_uid

The CLIA provider
See eHARS TRG for list of CLIA Y
number of the laboratory Labs
that performed the test.

Optional

comments

Notes or comments
regarding a lab test.
These values are
transferred to CDC.

Y

Optional

document_uid

An identifier for a
document.

Y

SYSTEM

lab_seq

Sequence identifier for a
person's laboratory
results.

Y

SYSTEM

loinc_cd

The Logical Observation 14092-1 = HIV-1 IFA
Identifier Names and
18396-2 = HIV-1 P24 Antigen
Codes (LOINC) value.
21009-6 = HIV-1 Western Blot
25835-0 = HIV-1 RNA NASBA
25836-8 = HIV-1 RNA RT-PCR
29327-4 = Rapid
5017-9 = HIV-1 RNA bDNA
5018-7 = HIV-1 RNA PCR
(QUAL)
5220-9 = HIV-1 EIA
5223-3 = HIV-1/2 EIA
5224-1 = HIV-2 EIA
5225-8 = HIV-2 Western Blot
58900-2 = HIV ½ Ag/Ab

Y

Required
Tests beginning with a
L are not collected in
eHARS. They are
legacy tests from
HARS.

6429-5 = HIV-1 Culture
8127-3 = CD4 count
8128-1 = CD4 percent
9837-6 = HIV-1 Proviral DNA
(QUAL)
L-001 = WB/IFA-Legacy
L-002 = RIPA-Legacy
L-003 = Latex Ag-Legacy
L-004 = Peptide-Legacy
L-005 = Rapid-Legacy
L-006 = Iga-Legacy
L-007= IVAP-Legacy
L-008 = Oth HIV Antibody-OthLegacy
L-009 Oth HIV Antibody-UnspLegacy
L-010 = Oth Viral load-Legacy
L-011 = Unspecified Viral loadLegacy
L-012 = HIV
Det/Antigen/Viral-Oth-Legacy
L-013 = HIV Det/Antigen/ViralUnsp-Legacy
PH-002 = HIV-1 RNA Other
PH-007 = HIV-2 Culture
ST-001 = STARHS (BED)
ST-002 = STARHS (Vironostika
LS)
ST-003 = STARHS (Avidity)
ST-888 = Other
ST-999 = Unknown
manufacturer

The manufacturer of the
test (applicable to viral
load tests only).

provider_uid

Y

Optional

The identifier of the
provider who ordered the
test.

N

SYSTEM

receive_dt

The date the lab that
performed the test
received the specimen
from either a healthcare
provider or another
laboratory.

Y

Optional

result

The result value.

Numeric value or POS, NEG,
IND
For HIS; Standard Optical
Density (SOD)

Y

Required when
entering a lab test
For HIS: Required for
valid STARHS result

result_interpretation

For Viral Load tests:
An interpretation of the
lab result. For viral load
tests, values include:
within range =
below range (limit) <
above range (limit) >

For Viral Load:
within range =
below range (limit) <
above range (limit) >

Y

Recommended for
certain tests

For STARHS tests:
An interpretation of the
result for recency or
STARHS lab reason for
no result

1-Bayer
2-Organon Teknika
3-Roche

For STARHS Test:
01-Long Term
02-Recent
91-Quantity not sufficient
92-Specimen never received
93-Broken in transit
94-Other, indeterminate
95-Not sufficient antibodies
99-Undefined result

result_range

The reference range or
detection limit for viral
load, or the optical
density for STARHS.

Y

Optional

result_rpt_dt

The date the test result
was reported or
processed at the lab.

Y

Optional

3-18

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October 21, 2012 5:21 PM

result_units

The reported units.

sample_dt

CNT or PCT (for CD4 tests)

Y

Required when
entering a CD4 test

The date the specimen
was collected.

Y

Required when
entering a lab test

sample_id

An identifier used to
distinguish samples; may
be specimen number or
ID.

N

Optional

specimen

The type of specimen
collected.

Y

Optional

sreason

The reason the STARHS
specimen was not sent
for testing.

Y

Optional

BLD-Blood
OTH-Other
SAL-Saliva
UNK-Unknown
URN-Urine
1 - Quantity not sufficient

2 - Specimen never received at public lab
3 - Specimen broken in transit
4 - Other
5 - Not sufficient antibodies

starhs_sample_id

, The STARHS specimen
ID for STARHS test
specimens.

type

The type of viral load
test.

1-Nucleic Acid Sequencebased Amplification
2-NucliSens
3-Standard Assay
4-Ultrasensitive
5-Version 2
6-Version 3

Y

If loinc_cd=ST-001,
ST-002, ST-003. ST888, or ST-999. then
this variable is
REQUIRED for HIS

Y

Required

OTHER VARIABLES (OBSERVATION table)
Variable Id

Description
1

Report status

6

If HIV laboratory tests were not
documented, is HIV diagnosis
documented by a physician?

Valid Data Element
Values

Tx
Y

Y-Yes
N-No
U-Unknown

Y

7

Date patient was confirmed by a
physician as HIV infected

Y

8

Entered age at HIV diagnosis
(years)

Y

Required/Option
al
Optional

Required if
laboratory test not
documented
Required if lab test
not documented
and physician
diagnosis

Optional

9

3-20

Entered age at AIDS diagnosis
(years)
Y-Yes
N-No
U-Unknown

Y

Optional

Y

Optional

10

Clinical record reviewed

11

Date patient was diagnosed as
asymptomatic

Y

Optional

12

Date patient was diagnosed as
symptomatic

Y

Optional

13

HARS Legacy - Other facility
type at AIDS diagnosis (specify)

Y

Optional

14

Has patient been informed of
his/her HIV infection?

Y-Yes
N-No
U-Unknown

Y

Optional

15

By whom patient's partners will
be notified and counseled about
their HIV exposure

PATIENT_NOTIFIER

Y

Optional

16

Is patient receiving or has
patient been referred for
medical services?

Y-Yes
N-No
U-Unknown

Y

Optional

17

Is patient receiving or has
patient been referred for
substance abuse treatment
services?

Y-Yes
N-No
A-N/A
U-Unknown

Y

Optional

23

Patient is receiving or has been
referred for OB-GYN services

Y-Yes
N-No
U-Unknown

Y

Optional

24

Is patient currently pregnant?

Y-Yes
N-No
U-Unknown

Y

Required

25

Has patient delivered live-born
infant?

Y-Yes
N-No
U-Unknown

Y

Optional

39

Date of last medical evaluation

Y

Optional

40

Date of initial evaluation for HIV
infection

v3.0.0.0

Y

Optional

October 21, 2012 5:21 PM

41

Was reason for initial HIV
evaluation due to clinical
signs/symptoms?

Y-Yes
N-No
U-Unknown

42

Date of mother's first HIV
positive test

43

Was mother counseled about
HIV testing during this
pregnancy, labor, or delivery?

Y-Yes
N-No
U-Unknown

Y

Optional

44

Does patient have a prior
disqualifying immunodeficiency?

Y-Yes
N-No
U-Unknown

Y

Optional

45

Is patient confirmed by a
physician as not HIV infected?

Y-Yes
N-No
U-Unknown

46

Date patient confirmed by
physician as not HIV infected

Y

Y

Y

Optional

Optional

Optional

Y

Optional

Y

Optional

47

Is child's birth history available?

Y-Yes
N-No
U-Unknown

48

Entered diagnostic status at
report

DIAGNOSTIC_STATUS

Y

Optional

58

HARS Legacy - Mother's type of
coagulation disorder

1=Hemophilia A
2=Hemophilia B
8=Other disorder

Y

Optional

74

HARS Legacy - Was mother
diagnosed with HIV/AIDS?

Y-Yes
N-No
U-Unknown

Y

Optional

75

HARS Legacy - Was mother
diagnosed with HIV/AIDS prior
to child's birth?

Y-Yes
N-No
U-Unknown

Y

Optional

76

Has child received neonatal
zidovudine?

Y-Yes
N-No
U-Unknown

Y

Optional

77

Date neonatal zidovudine
started

Y

Optional

3-22

78

Has child received other
neonatal anti-retroviral therapy?

79

Date other neonatal antiretroviral therapy started

80

Type of other neonatal antiretroviral therapy (specify)

81

Has patient received antiretroviral therapy?

82

Date child's anti-retroviral
therapy started

83

Has patient received PCP
prophylaxis?

84

Date PCP prophylaxis started

86

Is patient enrolled in
government/other clinical trial?

87
89

Y-Yes
N-No
U-Unknown

Y

Optional

Y

Optional

See eHARS Drug list in TRG
or BIRTH HISTORY table

Y

Optional

Y-Yes
N-No
U-Unknown

Y

Optional

Y

Optional

Y

Optional

Y-Yes
N-No
U-Unknown

Y

Optional

PATIENT_ENROLLED_TRIAL

Y

Optional

Is patient enrolled at clinic?

PATIENT_ENROLLED_CLINIC

Y

Optional

Child's primary caretaker

CARETAKER

Y

Optional

114

Entered age at HIV diagnosis
(months)

Y

Optional

115

Entered age at AIDS diagnosis
(months)

Y

Optional

220

Primary source of
reimbursement for medical
treatment at time of AIDS
diagnosis

INSURANCE_TYPE

Y

Optional

221

Primary source of
reimbursement for medical
treatment at time of HIV
diagnosis

INSURANCE_TYPE

Y

Optional

v3.0.0.0

October 21, 2012 5:21 PM

Opportunistic Infections (OI) table

Column Name

Description

document_uid

An identifier for a document.

dx

A code indicating if the
diagnosis was presumptive or
definitive.

dx_dt

The date the AIDS defining
condition was diagnosed.

oi_cd

A code indicating a person's
AIDS defining conditions.

oi_seq

Sequence identifier for a
person's AIDS defining
conditions.

Valid Data Element Values

D-Definitive
P-Presumptive

Tx

Required/Optional

Y

SYSTEM

Y

Optional

Y

Optional

AD01-Bacterial infection, multiple or recurrent (including Salmonella septicemia)
AD02-Candidiasis, bronchi, trachea, or
lungs
AD03-Candidiasis, esophageal
AD04-Carcinoma, invasive cervical
AD05-Coccidioidomycosis,
disseminated or extrapulmonary
AD06-Cryptococcosis, extrapulmonary
AD07-Cryptosporidiosis, chronic
intestinal (>1 mo. duration)
AD08-Cytomegalovirus disease (other
than in liver, spleen, or nodes)
AD09-Cytomegalovirus retinitis (with
loss of vision)
AD10-HIV encephalopathy
AD11-Herpes simplex: chronic ulcer(s) (>1 mo. duration) or bronchitis, pneumonitis, o
AD12-Histoplasmosis, disseminated or
extrapulmonary
AD13-Isosporiasis, chronic intestinal
(>1 mo. duration)
AD14-Kaposi's sarcoma
AD15-Lymphoid interstitial pneumonia Y
Optional
and/or pulmonary lymphoid
AD16-Lymphoma, Burkitts (or
equivalent term)
AD17-Lymphoma, immunoblastic (or
equivalent term)
AD18-Lymphoma, primary in brain
AD19-Mycobacterium avium complex or M. kansasii, disseminated or extrapulmonary
AD20-Child has been diagnosed with
pulmonary tuberculosis
AD21-M. tuberculosis, disseminated or
extrapulmonary
AD22-Mycobacterium, of other species or unidentified species, disseminated or extrapu
AD23-Pneumocystis carinii pneumonia
AD24-Pneumonia, recurrent, in 12 mo.
period
AD25-Progressive multifocal
leukoencephalopathy
AD26-Salmonella septicemia, recurrent
AD27-Toxoplasmosis of brain, onset at
>1 mo. of age
AD28-Wasting syndrome due to HIV
Y

SYSTEM

PERSON table

Column Name

Description

Valid Data Element Values Tx

Required/Optional

birth_country_cd

A code indicating the person's country
of birth.

ISO Country Codes

Y

Optional

birth_country_usd

A code indicating the specific U.S.
dependency of birth.

FIPS US Dependency codes

Y

Optional

birth_sex

The person's biological sex at birth, as
noted on the birth certificate.

M-Male
F-Female
U-Unknown

Y

Required

current_gender

The person's current gender or
psychosocial construct that most
people use to classify a person as
male, female, both, or neither. When
eHARS is first installed and configured,
the state determines whether or not
this field is displayed.

M-Male
F-Female
MF-Transgender-Male to
Female
FM-Transgender-Female to
Male
AD-Additional Gender
Identity
U-Unknown

Y

Optional

current_sex

Physiological anatomy and biology that
determines if someone is male, female, F - Female
or intersexed. At installation, the state I - Intersexed
determines whether or not this field is M - Male
displayed.

Y

Optional

doc_belongs_to

A description that indicates who the
address data belong to, PERSON,
MOTHER, or CHILD.

Y

SYSTEM

dob

The first known date of birth.

Y

Required

dob_alias

The second known or alias date of
birth.

Y

Optional

document_uid

An identifier for a document.

Y

SYSTEM

N

Optional

Y

Required

1 - 8th grade or less
2 - Some high school
3 - High school graduate,
GED or equivalent
4 - Some college
5 - College degree
6 - Post-graduate work
7 - Some school, level
unknown
9 - Unknown

education

The person's educational attainment
(optional field).

ethnicity1

Indicates if the person is of Hispanic or
Latino origin. A person of Cuban,
E1-Hispanic/Latino
Mexican, Puerto Rican, South or
E2-Not Hispanic/Latino
Central American, or other Spanish
UNK-Unknown
culture or origin, regardless of race.

3-24

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October 21, 2012 5:21 PM

ethnicity2

Indicates if the person is of Hispanic or
Latino origin. A person of Cuban,
See eHARS TRG for list of
Mexican, Puerto Rican, South or
ethnicity (i.e., Cuban)
Central American, or other Spanish
culture or origin, regardless of race.

Y

Optional

hars_race

For legacy HARS data, a read-only field
indicating the person's race code
entered in HARS previous to v6.0 (prior
to implementation of Revisions to the
4- Asian/Pacific Islander
Standards for the Classification of
Federal Data on Race and Ethnicity
[http://www.whitehouse.gov/omb/fedr
eg/ombdir15.html]).

Y

LEGACY HARS

hars_xrace

HARS expanded race.

See eHARS TRG.

Y

LEGACY HARS

hcw

Is this person a healthcare worker?
(optional field)

Y-Yes
N-No
U-Unknown

N

Optional

Occupation, if healthcare worker
(optional field).

1-Physician
2-Surgeon/OBGYN
3-Dentist
4-Nurse
5-Health aide
6-Paramedic (EMT)
7-Technician - Clinical Lab
8-Technician - Dialysis
9-Technician - Surgical
10-Embalmer
11-Technician - Other
12-Respiratory Therapist
13-Acupuncturist
14-Therapist - Other
15-Pharmacist
16-Dietician
17-Maintenance Worker
18-Social Service Worker
19-Administrative Worker
20-Technician - Non-clinical
Lab
21-Law Enforcement
22-Fire Fighter
88-Other

Y

Optional

The person's marital status.

A - Married and separated
D - Divorced
M - Married
N - Not otherwise specified
O - Other
S - Single and never married
U - Unknown
W - Widowed

N

Optional

hcw_occup

marital_status

race1

Indicates the person’s race.

R1-American Indian/Alaskan
Native
R2-Asian
R3-Black
R4-Native Hawaiian/Other
Pacific Islander
R5-White
UNK- Unknown
Detailed races available in
eHARS TRG

race2

Indicates the person’s race.

R1-American Indian/Alaskan
Native
R2-Asian
R3-Black
R4-Native Hawaiian/Other
Pacific Islander
R5-White
UNK- Unknown

Y,
onl
y
the
rac
Required
e
cod
es
list
ed
Required

Y

Detailed races available in
eHARS TRG

race3

R1-American Indian/Alaskan
Native
R2-Asian
R3-Black
R4-Native Hawaiian/Other
Pacific Islander
R5-White
UNK- Unknown

Indicates the person’s race.

Required

Y

Detailed races available in
eHARS TRG

race4

R1-American Indian/Alaskan
Native
R2-Asian
R3-Black
R4-Native Hawaiian/Other
Pacific Islander
R5-White
UNK- Unknown

Indicates the person’s race.

Required

Y

Detailed races available in
eHARS TRG

race5

R1-American Indian/Alaskan
Native
R2-Asian
R3-Black
R4-Native Hawaiian/Other
Pacific Islander
R5-White
UNK- Unknown

Indicates the person’s race.

Required

Y

Detailed races available in
eHARS TRG

vital_status

Indicates the person's vital status at
A-Alive
time form was completed—alive, dead, D-Dead
or unknown.
U-Unknown

Y

Required

Tx

Required/Optional

PERSON_NAME table

Column Name

Description

document_uid

An identifier for a document.

Y

SYSTEM

doc_belongs_to

A description that indicates who
the address data belong to,
PERSON, MOTHER, or CHILD.

Y

SYSTEM

first_name

The person's first name.

N

Required

first_name_sndx

The person's first name in a
Soundex format.

N

Optional

3-26

Valid Data Element Values

v3.0.0.0

October 21, 2012 5:21 PM

last_name

The person's last name. For
hyphenated or last names
containing two words, the standard
is as follows: Smith Jones.

N

Required

last_name_sndx

The person's last name in a
Soundex format.

Y

Required

middle_name

The person's middle name.

N

Optional

name_prefix

The person's name prefix.

N

Optional

name_suffix

The person's name suffix.

N

Optional

name_use_cd

AL-Alias
BR-Birth
C-License
CL-Call Me
D-Display
A code indicating the type of name I-Indian/Tribal
being used, such as Maiden or
L-Legal
Birth. The default value is Legal.
M-Maiden
MD-Married
PR-Professional
R-Religious
RE-Record
CUR-Current

Y

Optional

Tx

Required1/Optional2

Y

SYSTEM

Y

Optional

Y

Required for HIS

Y

Optional

PRETEST_QUESTIONNAIRE table

Column Name

Description

document_uid

An identifier for a document.

qhrtnw

Are you now taking any ARVs?

Valid Data Element Values

Y-Yes
N-No
R-Refused
D-Don’t know
1-Provider Report
2-Patient Interview
3-Medical Record Review
4-NHM&E/PEMS
5-Other

ucts

Main source of testing and
treatment history information

ufposa

'Was the first positive HIV test
anonymous?

ufposd

Date of first positive HIV test

Y

Required for HIS

ufps_site

Name of facility where first tested
positive for HIV

Y

Optional

Y-Yes
N-No
R-Refused
U-Unknown

ufps_state

State of facility where first tested
positive for HIV

State Postal Code list, see
eHARS TRG

Y

Optional

ufpstyp

Type of facility where first tested
positive for HIV

See eHARS TRG

Y

Optional

uftstd

When was first time ever got
tested for HIV

Y

Optional

uhrt

In the past six months, have you
taken any medicines to prevent
HIV or hepatitis?

Y-Yes
N-No
R- Refused
D-Don’t Know

Y

Required for HIS

uhrta1

–Names of medications taken

01- Videx
02- Hivid
03- Epivir
04- Zerit
05- Viramune
06- Crixivan
07- Norvir
08- Saquinavir
09- Rescriptor
10- Fuzeon
11- Emtriva
12- Viread
13- Trizivir
14- Videx EC
15- Reyataz
16- Kaletra
17- Viracept
18- Invirase
19- Hepsera
20- Ziagen
21- Sustiva
22- Agenerase
23- Hydroxyurea
24- Combivir
25- Fortovase
26- Retrovir
27= Truvada
28= Epzicom
30= Aptivus
31= Lexiva
32= Atripla
33 = Prezista
34= Intelence
35= Selzentry
36= Isentress
88- Other
99- Unknown

Y

Required for HIS

uhrtbd

Date ARV first began

Y

Required for HIS

uhrted

Date of last ARV use

Y

Required for HIS

ulstnd

Date of las negative HIV test

Y

Required for HIS

ulstngs

Type of facility where last tested
negative for HIV

ulstngs_site

Name of facility where last tested
negative for HIV

ulstngs_state

State of facility where last tested
negative for HIV

3-28

See eHARS TRG

State Postal Code list, see
eHARS TRG

v3.0.0.0

Y

Optional

Y

Optional

Y

Optional

October 21, 2012 5:21 PM

Y-Yes
N-No
R-Refused-Don’t know

ungtst

Ever had a negative HIV test?

Y

Required for HIS

unumtsts

Number of negative HIV tests in in 0-99
24 months before first positive HIV R-Refused
test
D-Don’t know

Y

Required for HIS

upastp

Ever had a previous positive HIV
test?

Y

Required for HIS

upnumtsts

In the two years before first
positive test, how many times did
you get tested for HIV?

Y

Legacy – no longer
used

uptests

Ever been tested for HIV before
today?

Y

Optional

uqintd

Date patient reported information

Y

Required for HIS

ur3_5sp

Reason for getting today’s HIV
test: other reason (specify),
describe

Y

Optional

urs4e_5sp

Reason for getting first positive
test: other reason (specify)

Y

Optional

Y

Optional

Y

Optional

Y

Optional

Y

Optional

Y

Optional

Y

Optional

Y

Optional

Y-Yes
N-No
R-Refused
D-Don’t know

ureas3_1

ureas3_2

ureas3_3

Y-Yes
N-No
R-Refused
D-Don’t know

Y-Yes
Reason for getting today’s test:
N-No
Might have been exposed to HIV in R-Refused
the past 6 months
D-Don’t know
Y-Yes
Reason for getting today’s test:
N-No
Get tested on a regular basis and it R-Refused
is time to get tested again
D-Don’t know
Y-Yes
Reason for getting today’s test:
N-No
just checking to make sure you are R-Refused
HIV negative
D-Don’t know

ureas3_4

Reason for getting today’s test:
required by insurance, military,
court, or other agency

Y-Yes
N-No
R-Refused
D-Don’t know

ureas3_5

Reason for getting today’s test:
other reason you want to get
tested

Y-Yes
N-No
R-Refused
D-Don’t know

urs4e_1

Reason for getting first positive
test: Might have been exposed to
HIV in the 6 months before test

Y-Yes
N-No
R-Refused
D-Don’t know

urs4e_2

Y-Yes
Reason for getting first positive
N-No
test: Got tested on a regular
R-Refused
basis and it was time to get tested
D-Don’t know
again

Y-Yes
N-No
R-Refused
D-Don’t know

urs4e_3

Reason for getting first positive
test: Just checking to make sure
you were HIV negative

urs4e_4

Y-Yes
Reason for getting first positive
N-No
test: Required to get test by
R-Refused
insurance, military, court or other
D-Don’t know
agency

urs4e_5

Reason for getting first positive
test: Other reason you wanted to
get tested

Y-Yes
N-No
R-Refused
D-Don’t know

Y

Optional

Y

Optional

Y

Optional

1

Required HIS Variables: Variables necessary for HIV incidence estimation model (required by CDC)
Optional Variables: Funded areas may choose to collect these variables for data quality or tracking purposes. These
variables are included in the monthly eHARS data transfers.
2

PROVIDER_CODE table

Column Name

Description

first_name

Tx

Required/Optional

The first name of the healthcare provider.

N

Optional

last_name

The last name of the healthcare provider.

N

Optional

middle_name

The middle name of the healthcare provider.

N

Optional

name_prefix

The name prefix of the healthcare provider.

N

Optional

name_suffix

The suffix for the healthcare provider’s name.

N

Optional

phone

Phone number of a healthcare provider.

N

Optional

provider_uid

A unique value generated by eHARS to identify a
provider.

N

SYSTEM

ship_flag

A field used by the application to determine if the
information needs to be transferred to CDC.

N

SYSTEM

speciality_cd

01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
23
24
25
26
27

N

Optional

3-30

-

Valid Data
Element
Values

Allergy & Immunology
Anesthesiology
Cardiology
Dermatology
Emergency Medicine
Endocrinology, Diabetes, & Metabolism
Endovascular Surgical Neuroradiology
Family Medicine
Gastroenterology
General Practice
Geriatrics
Infectious Disease
Internal Medicine
Medical Genetics
Nephrology
Neurological Surgery
Neurology
Obstetrics & Gynecology
Oncology (Cancer)
Ophthalmology
Orthopedics
Otolaryngology
Pathology
Pediatrics
Physical Medicine & Rehabilitation
Plastic Surgery

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28
29
30
31
32
88

-

Preventive Medicine
Psychiatry
Radiology
Surgery
Urology
Other

Duplicate Review (RIDR) table
Participating in de-duplication activities is a program requirement; these data allow the
removal of duplicates from the national dataset and an evaluation of duplicate
reporting and de-duplication activities.

Column Name

Description

comments

Valid Data Element Values

Tx

Document Source

Notes or comments pertaining to
the duplicate status information
entered for this person.

N

Optional

document_uid

An identifier for the ACRF or
PCRF.

Y

SYSTEM

duplicate_status

The status of the duplicate
review, such as Pending or Same
As.

Y

Required if case
identified as potential
duplicate

ehars_uid

An identifier for a person.

Y

SYSTEM

last_verify_dt

The date when the status of the
duplicate review was last verified.

Y

Optional

state_cd

The postal code of the state.

Y

Required if case
identified as potential
duplicate

stateno

The stateno identifier.

Y

Required if case
identified as potential
duplicate

verify_by

The person who reviewed the
duplicate status entry.

Y

Optional

1-Same As
2-Different Than
3-Pending

State Postal Code list, see
eHARS TRG

RISK table
It is required to collect all risk factors a person might have.
Column
Name

Description

cophi_stat
us

Code indicating the COPHI investigation status, if
applicable.

Valid Data
Element Values
1 - Open, under
investigation
2 - Closed,
confirmed COPHI
3 - Closed,
investigated, not
confirmed
4 - Closed, not a
COPHI
9 - Unknown

T
x

Y

Required/Optionalataset

Optional

detail
document_
uid
resolution_
dt

Captures detailed information about risk factor—the type of
clotting factor a person had or his or her occupation, if
occupational exposure. Also stores NIR type information: 1
= user entered, 2 = system assigned.

Y

Optional

An identifier for a document.

Y

SYSTEM

Y

Optional

The date the COPHI investigation was resolved.

R01

Sex with male

R02

Sex with female

R03

Injected non-prescription drugs

Y-Yes
N-No
2- CDC
Confirmed
(Where
applicable)
9-Unknown
See above
(R01)
See above
(R01)

Received clotting factor for hemophilia/coagulation disorder

See above
(R01)

R04

Required
Required
Required
Required

R05

Heterosexual contact with intravenous/injection drug user

R06

Heterosexual contact with bisexual male

See above
(R01)
See above
(R01)

R07

Heterosexual contact with person with
hemophilia/coagulation disorder

See above
(R01)

Required

R08

Heterosexual contact with transfusion recipient with
documented HIV infection

See above
(R01)

Required

R09

Heterosexual contact with transplant recipient with
documented HIV infection

See above
(R01)

R10

Heterosexual contact with person with AIDS or documented
HIV infection, risk not specified

See above
(R01)

Required

R11

Received transfusion of blood/blood components (other
than clotting factor)

See above
(R01)

Required

R12

Received transplant of tissue/organs or artificial
insemination

R13

Worked in a health care or clinical laboratory setting

R14

Sexual contact with male

R15

Sexual contact with female

R16

Child's biological mother's infection status

R17

Perinatally acquired HIV infection

R18

Injected non-prescription drugs

See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)

R19

Heterosexual contact with intravenous/injection drug user

R20

Required
Required

Required

Required
Required
Required
Required
Required
Required
Required
Required

Heterosexual contact with bisexual male

See above
(R01)
See above
(R01)

Heterosexual contact with male with
hemophilia/coagulation disorder

See above
(R01)

Required

R21

Heterosexual contact with transfusion recipient with
documented HIV infection

See above
(R01)

Required

R22

Heterosexual contact with transplant recipient with
documented HIV infection

See above
(R01)

Required

R23

Heterosexual contact with male with AIDS or documented
HIV infection, risk not specified

See above
(R01)

Required

R24

Received transfusion of blood/blood components (other
than clotting factor)

See above
(R01)

Required

R25

Received transplant or tissue/organs or artificial
insemination

R27

Injected non-prescription drugs

See above
(R01)
See above
(R01)

Required

R26

3-32

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Required

Required

October 21, 2012 5:21 PM

Received clotting factor for hemophilia/coagulation disorder
(LEGACY)

See above
(R01)

Required

R30

Received clotting factor for hemophilia/coagulation disorder
(LEGACY)

See above
(R01)

Required

R32

Received clotting factor for hemophilia/coagulation disorder

See above
(R01)

Required

R33

Received transfusion of blood/blood components (other
than clotting factor)

R35

Received transplant of tissue/organs

R40

Other documented risk

R41

Other documented risk

R80

No identified risk factor (NIR)

R81

No identified risk factor (NIR)

See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)
See above
(R01)

Required

R34

trans_first_
dt

If patient received transfusion of blood/blood components,
the first date the patient received transfusion. Note: For
user entered NIR (No Identified Risk), the date entered is
stored in this field.

trans_last_
dt

If patient received transfusion of blood/blood components,
the last date the patient received transfusion. Note: When
the system identifies NIR, the system date is stored in this
field.

Required
Required
Required
Optional

Optional
Required

Y
Required

Y

SYSTEM CALCULATED VARIABLES (CALC_OBSERVATION)
These variables are calculated by the system from values entered in other variables.

Calc_Obs Uid

Description

Valid Data Element Values

Tx

Required/Optional

Y

SYSTEM

217 Old race

1 - White, not Hispanic
2 - Black, not Hispanic
3 - Hispanic
4 - Asian/Pacific Islander
5 - American Indian/Alaska
Native
9 - Unknown

218 Race

1 - Hispanic, All races
2 - Not Hispanic, American
Indian/Alaska Native
3 - Not Hispanic, Asian
4 - Not Hispanic, Black
5 - Not Hispanic, Native
Hawaiian/Pacific Islander
6 - Not Hispanic, White
7 - Not Hispanic, Legacy
Asian/Pacific Islander
8 - Not Hispanic, Multi-race
9 - Unknown

SYSTEM

Y

SYSTEM
Earliest date the first document was
219 entered into the system

Y

Earliest date the first document was
220 received at the health department

Y

SYSTEM

221 Transmission category

1-Male sexual contact with
other male (MSM)
2-Injection drug use

SYSTEM
Y

(nonprescription) (IDU)
3-Male sexual contact with
other male and injection drug
use (MSM+IDU)
4-Adult received clotting factor
for hemophilia/coagulation
disorder
5-Heterosexual contact
6-Adult received transfusion of blood/blood components, transplant of organ/
7-Perinatal exposure with HIV infection first diagnosed at age 13 years or olde
8-Adult with other confirmed
risk
9-Adult with No Identified Risk
(NIR)
10-Adult with No Reported
Risk (NRR)
11-Child received clotting
factor for
hemophilia/coagulation
disorder
12-Perinatal exposure
13-Child received transfusion of blood/blood components or transplant of orga
18-Child with other confirmed
risk
19-Child with No Identified
Risk (NIR)
20-Child with No Reported
Risk (NRR)
99-Risk factors selected with
no age at diagnosis

222 Expanded transmission category

3-34

1-Male sexual contact with
other male (MSM)
2-Injection drug use
(nonprescription) (IDU)
3-Male sexual contact with
other male and injection drug
use (MSM & IDU)
4-Adult received clotting factor
for hemophilia/coagulation
disorder
5-Heterosexual contact with
IDU
6-Heterosexual contact with
male who had sexual contact
with other male
7-Heterosexual contact with
person with hemophilia
10-Heterosexual contact with blood transfusion/transplant recipient with docu
11-Heterosexual contact with person with AIDS or documented HIV infection,
13-Adult received transfusion of blood/blood components, transplant of organ
14-Adult with undetermined
transmission category
15-Child received clotting
Y
SYSTEM
factor for
hemophilia/coagulation
disorder
16-Perinatal exposure, mother
had injection drug use
17-Perinatal exposure, mother
had heterosexual contact with
IDU
18-Perinatal exposure, mother
had heterosexual contact with
bisexual male
19-Perinatal exposure, mother had heterosexual contact with person with hem
22-Perinatal exposure, mother had heterosexual contact with blood transfusio
23-Perinatal exposure, mother had heterosexual contact with male with AIDS
24-Perinatal exposure, mother received transfusion of blood/blood component
25-Perinatal exposure, mother
with documented HIV infection
26-Child received transfusion of blood/blood components or transplant of orga
27-Child with undetermined
transmission category
28-Child with other confirmed
risk

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88-Adult with other confirmed
risk
99-Risk factors selected with
no age at diagnosis

223 Exposure category

1-MSM only
2-IDU only
3-Heterosexual contact only
4-MSM & IDU
5-IDU & Heterosexual contact
6-MSM & Heterosexual contact
Y
7-MSM & IDU & Heterosexual
contact
8-Perinatal exposure
9-Other
10-No Identified Risk (NIR)
11-No Reported Risk (NRR)

SYSTEM

SYSTEM
Y

Date of first positive HIV test result or
224 doctor diagnosis of HIV
Type of first evidence of HIV infection
(positive HIV test result or doctor
225 diagnosis of HIV)

1 - Lab test
2 - Physician diagnosis

SYSTEM
Y

SYSTEM
Y

First CD4 or viral load test result date
226 after HIV diagnosis
Type of first test after HIV diagnosis
227 (CD4 or viral load)

1 - CD4
2 - Viral load

SYSTEM
Y

SYSTEM
Y
228 Most recent test result date

SYSTEM
Y
229 Most recent test type

SYSTEM
Y
230 Most recent test result value

SYSTEM
First positive HIV screening test result
231 date

Y

Most recent HIV screening test result
232 value

Y

Most recent HIV screening test result
233 date

Y

Last negative before first positive HIV
234 screening test result date

Y

SYSTEM

SYSTEM

SYSTEM

SYSTEM
Y
235 Overall HIV screening test result value

SYSTEM
Y
236 Overall HIV screening test result date

SYSTEM
First positive HIV antibody confirmatory
237 test result date

Y

Most recent HIV antibody confirmatory
238 test result value

Y

SYSTEM

SYSTEM
Most recent HIV antibody confirmatory
239 test result date

Y

Last negative before first positive HIV
240 antibody confirmatory test result date

Y

Overall HIV antibody confirmatory test
241 result value

Y

Overall HIV antibody confirmatory test
242 result date

Y

SYSTEM

SYSTEM

SYSTEM

SYSTEM
Y
243 First detectable viral load test result date

SYSTEM
First detectable viral load test result
244 value (copies/ml)

Y

Most recent viral load test result value
245 (copies/ml)

Y

SYSTEM

SYSTEM
Y
246 Most recent viral load test result date

SYSTEM
Last non-detectable viral load test result
247 date

Y

SYSTEM
Y
248 First CD4 count test result < 200 value

SYSTEM
Y
249 First CD4 count test result < 200 date

SYSTEM
Y
250 First CD4 percent test result < 14 value

SYSTEM
Y
251 First CD4 percent test result < 14 date

SYSTEM
First CD4 count < 200 or percent < 14
252 test result date

Y

SYSTEM
Y
253 First CD4 count test result < 350 value

SYSTEM
Y
254 First CD4 count test result < 350 date

SYSTEM
Y
255 Most recent CD4 count test result value

SYSTEM
Y
256 Most recent CD4 count test result date

SYSTEM
Y
257 Most recent CD4 percent test result value

SYSTEM
Y
258 Most recent CD4 percent test result date

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SYSTEM
Most recent CD4 test result (count or
259 percent) date

Y

First CD4 test result value after HIV
260 diagnosis

Y

First CD4 test result date after HIV
261 diagnosis

Y

SYSTEM

SYSTEM

SYSTEM
Y
262 Lowest CD4 count test result value

SYSTEM
Y
263 Lowest CD4 count test result date

SYSTEM
Y
264 Lowest CD4 percent test result value

SYSTEM
Y
265 Lowest CD4 percent test result date

SYSTEM
Y
266 First positive viral DNA test result date

SYSTEM
Y
267 Most recent viral DNA test result value

SYSTEM
Y
268 Most recent viral DNA test result date

SYSTEM
Y

Last negative before first positive viral
269 DNA test result date

SYSTEM
Y
270 First positive HIV antigen test result date

SYSTEM
Y
271 First positive HIV culture test result date

272 HIV case definition category

1
2
3
4
5
8
9

-

HIV positive, definitive
HIV positive, presumptive
HIV indeterminate
HIV negative, definitive
HIV negative, presumptive
Pending confirmation
Unknown

273 AIDS case definition category

7-AIDS case defined by
immunologic (CD4 count or
percent) criteria
Y
9-Not an AIDS case
A-AIDS case defined by clinical
disease (OI) criteria

SYSTEM
Y

SYSTEM

SYSTEM
Y
274 Age at HIV diagnosis (years)

SYSTEM
Y
275 Age at HIV diagnosis (months)

SYSTEM
Y
276 Age at AIDS diagnosis (years)

SYSTEM
Y
277 Age at AIDS diagnosis (months)

SYSTEM
Y
278 Age at HIV disease diagnosis (years)

SYSTEM
Y
279 Age at HIV disease diagnosis (months)
Date of the first condition classifying as
AIDS based on the applicable AIDS case
280 definition

Y

Date of the first condition classifying as
AIDS based on the current AIDS case
281 definition

Y

Date the first disease was diagnosed
based on the 1993 expanded AIDS case
282 definition

Y

Date the first disease was diagnosed
based on the pre-1993 expanded AIDS
283 case definition

Y

SYSTEM

SYSTEM

SYSTEM

SYSTEM

SYSTEM
Y
285 HIV disease diagnosis date

SYSTEM

286 Class

A1-Asymptomatic, CD4 count
> 500 or percent > 29%
A2-Asymptomatic, CD4 count
200-499 or percent 14-28%
A3-Asymptomatic, CD4 count
< 200 or percent < 14%
A9-Asymptomatic, unknown
CD4
B1-Symptomatic, CD4 count >
500 or percent > 29%
B2-Symptomatic, CD4 count
200-499 or percent 14-28%
B3-Symptomatic, CD4 count <
200 or percent < 14%
B9-Symptomatic, unknown
CD4
C1-AIDS, CD4 count > 500 or
Y
percent > 29%
C2-AIDS, CD4 count 200-499
or percent 14-28%
C3-AIDS, CD4 count < 200 or
percent < 14%
C9-AIDS, unknown CD4
X1-Unknown clinical category,
CD4 count > 500 or percent >
29%
X2-Unknown clinical category,
CD4 count 200-499 or percent
14-28%
X3-Unknown clinical category,
CD4 count < 200 or percent <
14%
X9-Unknown clinical category,
unknown CD4

SYSTEM

287 Diagnostic status

1
2
3
4
5
6
9

-

Adult HIV
Adult AIDS
Perinatal HIV exposure
Pediatric HIV
Pediatric AIDS
Pediatric seroreverter
Unknown

Y

SYSTEM
Y
288 Date reported as HIV positive

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SYSTEM
Y

Date reported as not infected with HIV
289 (seroreverters)

SYSTEM
Y
290 Date reported as perinatal exposure

SYSTEM
Y

Date reported as AIDS (non291 immunologic)

SYSTEM
Y
292 Date reported as AIDS (immunologic)

SYSTEM
Y
293 Date reported as AIDS (earliest)

SYSTEM
Y
294 Date reported as HIV disease

SYSTEM
Disease progression category (report
295 date)

Y

Disease progression category (diagnosis
296 date)

Y

SYSTEM

Meets CDC case definition for HIV (not
297 AIDS)

298 Meets CDC case definition for AIDS
Meets CDC case definition for HIV
299 disease

300 Meets CDC eligibility for HIV (not AIDS)

301 Meets CDC eligibility for AIDS

302 Meets CDC eligibility for HIV disease

SYSTEM

Y-Yes
N-No

Y

Y-Yes
N-No

Y

Y-Yes
N-No

Y

Y-Yes
N-No

Y

Y-Yes
N-No

Y

Y-Yes
N-No

Y

SYSTEM

SYSTEM

SYSTEM

SYSTEM

SYSTEM

SYSTEM
Y
303 Age at death (years)

SYSTEM
Y
304 Age at death (months)

SYSTEM
Y
305 Date death reported