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Veterans Health Information Exchange (VHIE)

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Veterans Health Information Exchange for Community Care Partners and Providers

What is the criteria for your organization to get connected with VA Exchange?

To begin on-boarding as an eHealth Exchange partner with the VA, your organization must meet the following criteria:

  • Be an eHealth Exchange participant
  • Certified on 2010 eHealth Exchange Specifications
  • Ability to exchange Summary of Care Document (C32) data and/or Consolidated Clinical Document Architecture (C-CDA) Continuity of Care Document (CCD)

In addition, the below capabilities help support successful Veteran Health Information Exchange:

  • Ability to send available identity traits in the patient discovery message, such as full legal name, date of birth, gender, Social Security Number (SSN), address, and phone number to improve patient matching.
  • Populated Summary of Care Document (C32) data domains
    • Allergy/drug sensitivity
    • Conditions (problem list)
    • Patient information
    • Immunizations
    • Information source
    • Lab results – hematology/chemistry
    • Medications
    • Vital signs
  • Populated Unstructured Document Component (C62) data domains, if applicable
    • Consults/referrals
    • Discharge summaries
    • History and physical
    • Procedure notes
    • Results of diagnostic studies (notes)
  • Populated C-CDA CCD
  • Plan to train your health care providers on how to access VA data
  • Capability for Electronic Health Record (EHR) alerts informing clinicians that VA health data is available for viewing
  • Single sign-on functionality between the clinician EHR interface and web portal, if applicable, where VA health data will be available
  • Ability for EHR to “pre-fetch” Veteran health data prior to patient encounter

What are the on-boarding milestones for your organization to connect with VA Exchange?

  • The community health partner completes the eHealth Exchange on-boarding process
  • The community health partner submits the VLER Health Exchange Business Questionnaire to VA for review
  • The community health partner and VA conduct VA testing
  • The community health partner and VA move software capability to production
  • The community health partner and VA perform production software and data validation
  • The community partner and VA monitor performance while sustaining and maturing capabilities between the organizations
  • The community health partner and VA leadership meet with local VA medical center leadership to introduce the community health partner
  • The community health partner and VA implement training, education and support programs

Is your organization eligible for VA (VLER Health) Exchange FAST TRACK on-boarding?

VA (VLER Health) Exchange FAST TRACK on-boarding leverages a community partner’s testing with eHealth Exchange to bypass VA testing and move directly into production. FAST TRACK eliminates on-boarding milestones 3 and 4- saving time and valuable resources. You must meet the above on-boarding criteria and use an eligible Health Information Exchange (HIE) Gateway product.

With the FAST TRACK on-boarding process, many of our community health partners report saving two to three months of valuable time and associated resources giving their providers access to Veteran health data sooner.

Start the process to become a community health partner with VA (VLER Health) Exchange today!
Please contact the VLER Health Exchange team at vaexchangeinformation@va.gov for more information.

Want to learn more?

VA Exchange Resources supporting Veteran Authorizations

Veterans authorize the release of their VA medical records to their community health providers through VA Exchange by signing a Veteran Authorization form (Form 10-0485). Veteran authorizations are required for the general sharing of health data as well as when disclosing the following health information pertaining to Title 38 U.S. Code 7332-protected conditions:

  • Drug and alcohol abuse
  • HIV testing or infection
  • Sickle cell anemia

Many of our current community health partners have shared with us that educating their clinicians, staff and Veteran patients on VA Exchange has increased Veteran authorizations. Below are potential resources and artifacts that you are welcome, but not required to use. We encourage you to share your lessons learned, recommendations for improvement, and materials your facility develops, so we can work together to improve the quality of care for Veterans.

Having Technical Issues?

Partners, if you are having a technical issue with the VA query based exchange connection during weekday business hours please reach out to your Partner Sustainment point of contact (poc). During weekends and weekdays outside of business hours please contact the VA Enterprise Service Desk at 1-855-673-4357 and report trouble with the eHealth Exchange System, and enter system "eHealth Exchange" and "Assignment Group: VLER NHI Sustainment T2". When the help desk asks for a va.gov email, respond with your Partner Sustainment poc’s email address.

Once you have submitted your issue please email your VA VHIE Exchange Partner Sustainment poc and let him know that you submitted an issue ticket and provide the ticket number.

ResourcesIdeas for useNotes
VA Exchange Partner Quick Reference Guide This document provides ways in which Health Care Partners can inform Veterans on how to authorize the VA to share their health records electronically.  
Veteran Health Information Exchange Brochure Tri-Fold Make hardcopies of artifact available to patients in your facility’s administrative, registration, and clinic areas.  
VHIE Event Flyer Make hardcopies of artifact available to patients in your facility’s administrative, registration, and clinic areas.  
Authorization Form 10-0485

Make hardcopies of the authorization form available to patients in your facility’s administrative, registration, and clinic areas.

 

Sample e-mail content to Veterans about VA Exchange and the Authorization process

 

Utilize the contents to create an e-mail campaign encouraging patients confirmed as Veterans to sign the Authorization form. Other community health partners have identified potential Veteran patients by querying on the insurance and/or payer being VA.
Video: "Connect Your Docs" Use the video to explain how the VA (VLER Health) Exchange Program works, how it benefits Veteran patients and community health clinicians, and how Veterans can authorize sharing their health data with your medical facility.  

Video: How to sign up to "Connect Your Docs"

 

Provides step-by-step instructions on how Veterans can provide authorization to share their health data with your medical facility electronically, by mail, or in person.