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Reporting

Diagnoses of HIV infection and AIDS are reportable conditions pursuant to Ohio Revised Code 3701.24(B) and Ohio Administrative Code 3701-3-12.


Reporting Forms

 

Guidance for Reporting HIV Cases and Test Results

Click here to view the Guidance for Reporting HIV Cases and Test Results in PDF format.

What is reportable?
All diagnostic and prognostic test results are reportable for HIV-positive persons.

  • New diagnoses of HIV infection.
  • Any and all CD4+ T-lymphocyte counts and percentages, and viral load test results.
  • Perinatal exposures of HIV (child born to HIV-infected mother).

Who is responsible for reporting?

  • Healthcare Providers/Facilities:
    • New diagnoses of HIV infection: All positive/reactive diagnostic test results for persons newly diagnosed with HIV are to be reported accompanied by an Adult Case Report Form (for persons ≥13 years). Pediatric Case Report Forms should be used for persons <13 years.
    • Patients initiating care: An Adult Case Report Form (for persons ≥13 years) should be completed for any person initiating care with the Provider/Facility, regardless of when or where the person was initially diagnosed with HIV (i.e., in another state, or at a different facility).  Pediatric Case Report Forms should be used for persons <13 years.
    • Subsequent follow-up test results of persons living with HIV: Any and all lab results for HIV tests (e.g., CD4 counts and percentages and viral loads) performed on HIV-positive persons to monitor the progression of HIV disease or efficacy of HIV treatment.
      • Subsequent follow-up test results may be reported by the performing laboratory, provided the Provider/Facility has ensured the performing laboratory is reporting results and case report forms are completed and reported by the Provider/Facility for persons newly diagnosed with HIV and any person initiating care with the Provider/Facility, regardless of when or where the person was initially diagnosed with HIV.
    • Perinatal exposures: Every instance of perinatal exposure AND any and all subsequent test results on the exposed child until either HIV infection or negative serostatus is confirmed.
  • Laboratories:
    • The initial positive/reactive HIV antibody (e.g., HIV-1/2 EIA) and/or combination HIV antibody/antigen test result (e.g., HIV-1/2 Ag/Ab Combo) and the corresponding supplemental test results used as part of a multi-test algorithm to verify HIV infection, unless the overall final result interpretation of the multi-test diagnostic algorithm resolves to negative/nonreactive;
    • A positive/reactive result on an HIV antigen test (e.g., HIV-1 p24 antigen);
    • A positive/reactive qualitative HIV nucleic acid amplification test (NAAT or NAT) (e.g., HIV-1 RNA or DNA, HIV-2 RNA or DNA, HIV polymerase chain reaction [PCR]);
    • A quantitative HIV nucleic acid amplification test (i.e., viral load), including resulting copies/ML and log values for both detectable and undetectable results;
    • A positive/reactive result on an HIV isolation test (e.g., HIV-1 viral culture, HIV-2 viral culture);
    • A nucleotide sequence from an HIV genotype test;
    • CD4+ T-lymphocyte counts and percentages of all values unless the patient is not known to have HIV infection.

Laboratories are encouraged to report electronically.  More information can be found here.  Please note that even if laboratories report electronically, the Provider/Facility must complete and report case report form for persons      
newly diagnosed with HIV and any person initiating care with the Provider/Facility, regardless of when or where the person was initially diagnosed with HIV.

How to report:
Reports should be directed to the designated Local Health Department for HIV Reporting based upon the patients’ county of residence (see table below). In the absence of patient residence, reports should be sent to the Ohio Department of Health.
 

Where to report:

County Designated Local Health Department
Region 1: Defiance, Fulton, Henry, Lucas, Ottawa, Sandusky, Williams, Wood Toledo-Lucas County Health Department
Region 2: Ashland, Crawford, Erie, Huron, Knox, Marion, Richland, Seneca, Wyandot Galion City Health Department
Region 3: Ashtabula, Cuyahoga, Geauga, Lake, Lorain, Medina Cuyahoga County Board of Health
Region 4: Columbiana, Mahoning, Portage, Summit, Trumbull Summit County Public Health
Region 5: Carroll, Coshocton, Harrison, Holmes, Jefferson, Stark, Tuscarawas, Wayne Canton City Health Department
Region 6: Athens, Belmont, Guernsey, Meigs, Monroe, Morgan, Muskingum, Noble, Perry, Washington Portsmouth City Health Department
Region 7: Adams, Fayette, Gallia, Hocking, Jackson, Lawrence, Pike, Ross, Scioto, Vinton Portsmouth City Health Department
Region 8: Brown, Butler, Clermont, Clinton, Hamilton, Highland, Warren Hamilton County Public Health
(includes Cincinnati)
Region 9: Clark, Darke, Greene, Miami, Montgomery, Preble Public Health Dayton and Montgomery County
Region 10: Allen, Auglaize, Champaign, Hancock, Hardin, Logan, Mercer, Paulding, Putnam, Shelby, Van Wert Allen County Combined Health District
Region 11: Delaware, Fairfield, Franklin, Licking, Madison, Morrow, Pickaway, Union Columbus Public Health


Contact Information:

Mailing Address:

 

Ohio Department of Health
246 N. High St.
Columbus, OH 43215

Phone: (614) 387-2722
Email: HIVSurveillance@odh.ohio.gov