Healthy New Jersey

HIV Services

For Providers

HIV Reporting

Below are the standards for Laboratory Clinics, Counseling and Testing Centers, and Healthcare Providers Reporting Cases of Acquired Immunodeficiency Syndrome (AIDS) and Infection with Immunodeficiency Virus (HIV).

The accurate identification of all cases with HIV diagnosis is pivotal to essential HIV prevention and surveillance activities. The primary function of HIV surveillance program is to monitor trends in HIV and to provide data for prevention programs and planning efforts. Reporting is the foundation of HIV surveillance, with health care providers, hospitals, laboratories, and facilities submitting information to state and local health departments.

Reporting Rules

New Jersey Administrative Code 8:65 (N.J.A.C 8:65) establishes the standards, procedures and forms by which:

  1. Health care facilities and health care providers report HIV infection diagnoses to the New Jersey Department of Health (hereafter called ‘Department’); and
  2. Clinical laboratories - national, state, federal, hospital, commercial, in-dependent, and public (including blood banks and plasma centers), and Department-funded HIV counseling and rapid HIV testing sites (officially called CLIA-waived limited purpose laboratories) report HIV-related laboratory test results, to the Department.

The N.J.A.C. 8:65  HIV case reporting rule serves multiple purposes, chief among them:

  • Facilitating the identification of persons at risk for HIV to whom various preventive, clinical and social support services may be offered;
  • Enabling the Department to count the persons living with HIV statewide, in local communities, and among various socioeconomic and demographic populations;
  • Permits the state to quantify and plan its resources to address needs of communities, identify emerging trends and best practices in prevention, mitigation and response, and comply with data collection and reporting responsibilities in accordance with the National HIV Surveillance System (NHSS) led by the Centers for Disease Control and Prevention (CDC).

To download a full copy of the codified regulations guiding the reporting of HIV infection in New Jersey, visit:

casetext.com/regulation/new-jersey-administrative-code/title-8-law-and-public-safety/chapter-65-hiv-infection-reporting

Regulations governing reporting of HIV and AIDS cases in New Jersey

  • N.J.S.A. 26:5C-6 : Also called the Aids Assistance Act (Act), it requires all diagnosed cases of AIDS and all diagnosed cases of HIV infection to be reported to the Departments
  • N.J.S.A. 26:5C-8: the Act permits health care providers to disclose confidential AIDS/HIV medical records to the Department, without the consent of the patient
  • The Health Insurance Portability and Accountability Act (HIPAA): it permits covered entities to disclose protected health information without individual authorization directly to public health authorities.. for public health purposes as specified in the NPRM [Notice of Proposed Rulemaking for the Privacy Rule]." (65 F. R. p. 82526)
  • N.J.A.C 8:65: requires a health care provider to not only report a patient’s HIV/AIDS diagnosis to the Department within 24 hours but also provide the Department with the patient’s medical records for its epidemiologic duties

Responsibility of the Provider

Reporting of HIV and AIDS is required by physicians and other persons authorized to order diagnostic testing for individuals screened for HIV in New Jersey. Reporting is initiated upon receipt of positive laboratory results or after diagnosis, whichever is sooner. Providers should report results on any patient (pediatric, adolescent, or adult) being tested, diagnosed, or treated by them within 24 hours to HIV Surveillance.

For persons with a positive HIV diagnosis, reporting of all HIV–related test results, including genotype, CD4+T lymphocyte (CD4) and all viral load test results is recommended.

Reports are required for residents of NJ and for cases being tested, diagnosed or treated in NJ.

Reporting Forms

The National HIV Surveillance System (NHSS) of the United States Department of Health and Human Services makes available an information collection of forms for adult and pediatric case and perinatal HIV exposure reporting.

To report cases adults (patients who were 13 years or older at the time of diagnosis), use this form: Adult Case Report Form—2023 (cdc.gov)

Mandated reporting fields by Provider:

About Patient:

  • Full name
  • Full address
  • Sex at birth
  • Date of birth
  • Alive/deceased
  • Gender Identity
  • Race/ethnicity
  • Risk
  • Previous negative test date
  • Pregnancy status
  • Algorithm meeting lab results and interpretation
  • Full provider name and address

About Provider:

  • Full name
  • Full address

To Report Pediatric cases (patients aged less than 13 at the time of diagnosis or aged less than 13 years at the time of exposure), use this form:

Pediatric HIV Confidential Case Report Form—2023 (cdc.gov)  

Pediatric Case report forms should be completed for:

  • Children born to an HIV infected mother (i.e. perinatally HIV exposed)
  • Children with confirmed HIV infection
  • Children that meet the pediatric AIDS case definition
  • Children who have seroreverted (lost maternal antibodies)

Reporting Mechanisms

  • Electronic laboratory Reporting
  • Secure eFax No.: 609-984-2455
  • Secure File Transfer Protocol: Write to EPIServices@doh.nj.gov ask for folder set-up
  • Encrypted email: EPIServices@doh.nj.gov
  • Postal mail:
     

    New Jersey Department of Health
    Division of HIV, STD and TB Services, HIV/AIDS Surveillance
    PO Box 363
    Trenton, NJ, 08625-0360

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