Site Checklist

Sites must follow a standard procedure to join the BioSense Platform, or to onboard facilities to the BioSense Platform. The following checklist will help you identify, learn about and track the site activities that are required.

Site Planning Checklist

Action Item Responsible Party Onboarding Guide Additional Resources
Planning Complete site-level data use agreement (DUA) with the Association for State and Territorial Health Officials (ASTHO) and consider the CDC DUA Site administrator Link BioSense Platform Service Desk
Planning Complete BioSense Onboarding Process Acknowledgment (BOPA) Site administrator
Site onboarding coordinator
Link
Planning Define site roles and responsibilities Site administrator
Site onboarding coordinator
Link
Planning Review training and resources Site administrator
Site onboarding coordinator
Link
Planning Determine site onboarding support model Site administrator
Site onboarding coordinator
Link
Planning / Operate Plan for data sharing and intra-site access Site administrator Link
Planning Develop facility recruitment plan Site administrator
Site onboarding coordinator
Link
Planning / Engage Prioritize facilities Site administrator
Site onboarding coordinator
Link
Planning / Continuous Submit Master Facility Table (Excel spreadsheet template) to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link BioSense Platform Service Desk
Planning / Continuous Submit Quarterly Facility Readiness Updates to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link: Quarterly Facility Readiness
Link: Master Facility Table
BioSense Platform Service Desk

The following steps must be done for every new facility onboarding to the BioSense Platform: Site onboarding procedures for facilities may differ from the BioSense Platform's onboarding process, but should align to work in conjunction.

Onboarding Checklist

Onboarding Phase Activity Responsibility Onboarding Guide Additional Resources
Engage Manage site onboarding priority list Site administrator
Site onboarding coordinator
Link
Engage Manage/submit updated site Master Facility Table Excel template to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link
Planning / Engage Complete downstream DUA with facilities Site administrator
Site onboarding coordinator
Link
Engage Review facility's NIST HL7 validation results Site administrator
Site onboarding coordinator
Link NIST Compliance Tool
Engage Engage site and facility for onboarding Site administrator
Site onboarding coordinator
Engage Create target dates for milestones Site administrator
Site onboarding coordinator
Engage Submit Master Facility Table template with planned facility onboarding dates to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link BioSense Platform Service Desk
Engage Review grant-based deadlines (if site is a grantee) Site administrator
Site onboarding coordinator
Connect Create SSH key pair Site or facility technical engineer
EHR data manager
Link: Create SSH Key Pair
Link: Submit Public Key and Valid Test Message
WinSCP: http://winscp.net
FileZilla: https://filezilla-project.org/
Connect Create site administrator user account Site administrator
Site onboarding coordinator
Onboarding team
Connect Configure processing Onboarding team
Connect Upload valid production HL7 message Site or facility technical engineer
EHR data manager
Link: Submit Public Key and Valid Test Message
Link: Data Integration
Connect Choose between SFTP and PHINMS for data exchange Site administrator
Site onbording coordinator
Site or facility technical engineer
EHR data manager
Connect Develop appropriate filename convention Site or facility technical engineer
EHR data manager
Link
Validate Request data validation through BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link
Link: Data Compliance Report
BioSense Platform Service Desk
Validate Create data validation results for site administrator Onboarding team Link
Link: Data Compliance Report
Validate Assess facility data compliance results to meet NSSP-required minimums Onboarding team Link
Link: Data Compliance Report
Validate Assess facility data compliance results to meet site-specified minimums (See Note) Site administrator
Site onboarding coordinator
Link: Data Integration
Link: Data Compliance Report
Validate Ensure data does not have personally identifiable information (PII) and data elements are mapped correctly Site administrator
Site onboarding coordinator
Facility technical engineer
EHR data manager
Link: Excluding PII
Operate Monitor facility connections Site or facility technical engineer
EHR data manager
Operate Provide support for connection issues Site or facility technical engineer
EHR data manager
Operate Review data timeliness and quality Site administrator
Operate Respond to data quality investigations and data quality improvement requests Facility administrator
Facility leadership
Facility technical engineer

Note: A site may have additional data compliance or quality standards yet choose to accept the minimum data compliance guidelines administered by the NSSP. A site's level of involvement during the Validate Phase will vary by whatever onboarding support model was specified during site planning.