Collect your data


This module with assist OFR data manager with securely collecting and storing relevant case review data.

Overdose Fatality Review Data System

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To assist local communities in capturing key information from the overdose fatality reviews and monitor recommendations to develop a framework of accountability, the Bureau of Justice Assistance and the Centers for Disease Control and Prevention, in partnership with the Institute for Intergovernmental Research, epidemiologists, researchers, and local OFR practice professionals began working in August 2019 to develop an OFR Data System.

Learn more about how to use the OFR Data System.

OFR DATA SYSTEM ACCESS

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OFR sites can access the OFR Data System, Version 1.0 by registering as an OFR Data Pilot Site. Once registered, a site will be provided the three OFR data REDCap projects to download and install on its secure network. The site can then begin entering data.

Confidentiality

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Relevant Federal Laws that Affect Data Protections

OFR teams must understand and adhere to the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA; and 42 CFR) in addition to the confidentiality policies of other government-private institutions that serve children and other vulnerable populations to protect decedent information. Refer to the agency’s record retention policy—what types of documents need to be retained and for what length of time.

Relevant State Privacy Laws

Many states have statutes and legislation supporting and guiding the OFR process and confidentiality, and every year more states introduce legislation to support and guide the review process. Some states may have additional privacy laws for medical, substance use, and mental health records.

Interagency Data Sharing Agreement

An interagency data sharing agreement is signed by the senior leadership of each participating agency/members (including any one-time members) that outlines the responsibilities of each party. In an interagency data sharing agreement, all parties agree to share certain information on an established timeline, adhere to certain data protection standards, and identify communication expectations. A sample interagency data sharing agreement is included in Module 4 Resources. Interagency data sharing agreements should be updated annually and amended as new members are added to the OFR team.

Confidentiality Agreement

A confidentiality agreement needs to be signed by members at the beginning of each review. This agreement is at the person/participant level and includes the objectives of the OFR. It prohibits dissemination of information beyond the purpose of the review. A sample confidentiality agreement is included in Module 4 Resources.

In addition to understanding federal and state laws around OFR and signing data sharing and confidentiality agreements, there are other steps needed to maintain confidentiality. It is recommended that you create a data sharing protocol for the distribution of case information and record-keeping expectations.

When sharing any sensitive case-specific information outside of the meetings with any members, encrypt the emails or protect them with passwords. Hand delivery also maintains confidentiality.

OFR Data System

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The OFR Data System consists of three linked OFR data REDCap projects:

OFR Case Information

OFR County Profile

OFR Recommendations Monitoring

An OFR Data System Guidance, Version 1.0 was created to assist OFR teams in utilizing the OFR Data System. The OFR Data System Guidance has two sections, one for the individual inputting the data into the OFR Data project (Data Reporter) and one for the individual analyzing the data (Data Analyst).

OFR Resources

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