Section 840.210  Newborn Case Reporting

a)         Entities required to report newborn cases:

1)         The Department requires all hospitals licensed by the State of Illinois to report adverse pregnancy outcome information for cases identified during the newborn hospitalization.

2)         The Department requests, but does not require, hospitals outside Illinois, except the St. Louis perinatal centers, and hospitals maintained by the federal government or other governmental agencies with the United States, to report adverse pregnancy outcome information concerning present or past residents of Illinois:

3)         The Department requires clinical laboratories licensed by the State of Illinois to report newborns who have positive toxicology for controlled substances on a meconium test.

b)         Reporting newborn cases by hospitals:

1)         Hospital units providing perinatal and neonatal care are responsible for reporting adverse pregnancy outcome cases.

2)         Every hospital shall develop procedures and policies for identifying infants who meet an APORS case criterion (see Section 840.200) and report these infants to APORS.

3)         When a newborn meets a case criterion (see Section 840.200) and is transferred to another hospital for a higher level of care, the hospital providing the highest level of care shall report the case.

4)         Hospitals are required to report newborn cases on forms provided by the Department.

A)        Hospitals must use the Department's paper form (Infant Discharge Record).

B)        When the Department provides an electronic system for hospitals to report birth related data, including APORS information, hospitals shall use the electronic system rather than the form referred to in subsection (b)(4)(A).  If a hospital is technically unable to make electronic reports, it may submit case reports on a paper form provided by the Department.

C)        The Department will provide the hospitals with written instructions for completing an APORS report.

5)         Hospitals are required to fully complete all sections of the form and to send the report to the Department within seven days after the infant's discharge or death.

6)         When the Department returns incomplete forms, hospitals shall supply the missing information and return the form to the Department within 60 days.

7)         Hospitals shall distribute the original report and three copies in the following manner:

A)        The original form shall be sent to the Department's Division of Epidemiologic Studies, 605 West Jefferson, Springfield, Illinois 62761;

B)        One copy shall be sent to the local health department or health agency in the county where the infant resides so that the infant is referred for services provided by the High-risk Follow-up Program (77 Ill. Adm. Code 640.100);

C)        One copy shall be sent to the newborn's primary care physician; and

D)        One copy shall be retained by the reporting hospital.

            c)         Reporting newborn cases by clinical laboratories:

1)         Clinical laboratories are required to develop procedures and policies to report newborn cases of positive toxicology for controlled substances.  Negative results are not reported to the Department.

2)         Clinical laboratories are required to send:

A)        The infant's name (first and last);

B)        Infant's date of birth;

C)        Residential address, including street address, city, county, state and postal code;

D)        Unique identification number assigned by the submitting facility;

E)         Name of facility submitting the test;

F)         Address of the facility that submitted the test;

G)        Test results, including the type of controlled substance found in the meconium;

H)        Date of the test;

I)          Date of the laboratory results.

3)         The test results are to be sent to the Department within seven days after the laboratory results.

(Source:  Amended at 31 Ill. Reg. 12207, effective August 2, 2007)