Collect

Overdose Fatality Review Data System

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

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.

Get Started

Confidentiality

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

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).

Have a question regarding the OFR Data System? Check out these demo videos!

OFR Resources

From The Field

Collect your data

Overdose Fatality Review Data System

OFR DATA SYSTEM ACCESS

Confidentiality

Relevant Federal Laws that Affect Data Protections

Relevant State Privacy Laws

Interagency Data Sharing Agreement

Confidentiality Agreement

OFR Data System

OFR Resources

Demonstration for OFR Data System: How to Enter a New Case and Learn What the Color Codes Means?

Demonstration for OFR Data System: How to Find and Update an Existing Case?

Demonstration for OFR Data System: How to Find My OFR Data System Project?

Demonstration for OFR Data System: What Else is on the Project Home Page?

From the Field: Indiana’s OFR Statute Language

From the Field: Investigation and Certification of Drug Toxicity Deaths Training

From the Field: Utah’s OFR Statute Language

How do I access the next-of-kin module?

How do I download a pdf form of a section in REDCap?

How to answer lifespan timeline questions?

How to complete toxicology section?

How to deal with unknown dates?

How to deal with unknown numbers?

How to determine drugs on the scene?

How to Get Set Up with REDCap

New to OFRs Affinity Group: Collect Your OFR Data

OFR Data System REDCap Project Overview

Overdose Fatality Review (OFR) Data System Guidance, Version 2.0

Sample: Confidentiality Agreement

Sample: Confidentiality Agreement and Review Sign-In Sheet

Sample: Interagency Data Sharing Agreement

Template: OFR Data Sharing Protocol

The NEW OFR Data System: Everything You Need To Know To Get Started

Treatment Record Privacy Laws

What are site specific variables?

What does the case recommendation include?

What does the PDMP section include?

What enhancements were made in Version 2.0?

What information is included in the case information module?

What is included in the NOK?

What is the difference between mental health condition and diagnosis?

What is the difference between referred and provided?

What to include in the narrative sections?