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OFR Practitioner's Guide Menu
Collect Your Data
This module will assist the overdose fatality review (OFR) data manager in securely collecting and storing relevant case review data.
Confidentiality
Confidentiality is essential for successful overdose fatality reviews. It maintains the trust of participating members and of the community in the OFR process. The lead agency should check state law and consult its legal authority before starting an OFR process.
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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.
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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.
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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.
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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 Information Sharing Toolkit
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.
Better understand what OFR members can and cannot share related to federal laws (such as 42 CFR and HIPAA). Check out the OFR Information Sharing Toolkit.
OFR Data System Access
OFR Sites can access the free OFR Data System on their agency's or IIR's REDCap server.
Learn More
Self-Assessment Checklist
Collect Your Data
Check out the toolkit!
Appendix
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Overdose Fatality Review (OFR) Data System Guidance, Version 2.0
Report - 11/9/2022
The Overdose Fatality Review (OFR) Data System Version 2.0 was released in February 2022. The updated version is based on Version 1.0 pilot user feedback and was authored by Melissa Heinen and Lauren Savitskas with the Institute for Intergovernmental Research and Mallory O’Brien with the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice and Consultant, IPA Overdose Fatality Reviews, U.S. Centers for Disease Control and Prevention.
The OFR Data System REDCap instrument was developed by Tom Chelius with the Medical College of Wisconsin.
This guidance document is a companion publication to the Overdose Fatality Review (OFR) Data System Version 2.0 Codebook. -
How do I access the next-of-kin module?
Video - 10/18/2022
This video will cover how to access the next-of-kin module.
This video will cover how to access the next-of-kin module. -
How do I download a pdf form of a section in REDCap?
Video - 10/18/2022
This video will cover downloading a pdf form of a section in REDCap.
This video will cover downloading a pdf form of a section in REDCap. -
How to answer lifespan timeline questions?
Video - 10/18/2022
This video will cover how to answer lifespan timeline questions.
This video will cover how to answer lifespan timeline questions. -
How to complete toxicology section?
Video - 10/18/2022
This video will cover how to complete toxicology section.
This video will cover how to complete toxicology section. -
How to deal with unknown dates?
Video - 10/18/2022
This video will cover how to deal with unknown dates.
This video will cover how to deal with unknown dates. -
How to deal with unknown numbers?
Video - 10/18/2022
This video will cover how to deal with unknown numbers.
This video will cover how to deal with unknown numbers. -
How to determine drugs on the scene?
Video - 10/18/2022
This video will cover how to determine drugs on the scene.
This video will cover how to determine drugs on the scene. -
What are site specific variables?
Video - 10/18/2022
This video will cover site specific variables.
This video will cover site specific variables. -
What does the case recommendation include?
Video - 10/18/2022
This video will cover what the case recommendation includes.
This video will cover what the case recommendation includes. -
What does the PDMP section include?
Video - 10/18/2022
This video will cover what the PDMP section includes.
This video will cover what the PDMP section includes. -
What enhancements were made in Version 2.0?
Video - 10/18/2022
This video will cover the enhancements made from version 1.0 to version 2.0.
This video will cover the enhancements made from version 1.0 to version 2.0. -
What information is included in the case information module?
Video - 10/18/2022
This video will cover the information included in the case information module.
This video will cover the information included in the case information module. -
What is included in the NOK?
Video - 10/18/2022
This video will cover what is included in the NOK.
This video will cover what is included in the NOK. -
What is the difference between mental health condition and diagnosis?
Video - 10/18/2022
This video will cover the difference between mental health condition and diagnosis.
This video will cover the difference between mental health condition and diagnosis. -
What is the difference between referred and provided?
Video - 10/18/2022
This video will cover the difference between referred and provided.
This video will cover the difference between referred and provided. -
What to include in the narrative sections?
Video - 10/18/2022
This video will cover what to include in the narrative sections.
This video will cover what to include in the narrative sections. -
How to Enter a New Case and Learn What the Color Codes Means?
Video - 9/26/2022
This video will briefly describe how you enter a new case and how to decipher the color codes.
This video will briefly describe how you enter a new case and how to decipher the color codes. -
How to Find and Update an Existing Case?
Video - 9/26/2022
The video is part four of a 4-part series and will guide you on locating and updating an existing case.
The video will guide you on locating and updating an existing case. -
How to Find My OFR Data System Project?
Video - 9/26/2022
This video is part one of a 4-part series and will provide information on locating your OFR Data System Project.
This video will provide information on locating your OFR Data System Project. -
What Else is on the Project Home Page?
Video - 9/26/2022
This video is part two of a 4-part series and will provide information on additional items on the project home page.
This video will provide information on additional items on the project home page. -
The NEW OFR Data System: Everything You Need To Know To Get Started
Webinar - 2/16/2022
This webinar provides information on the new Overdose Fatality Review (OFR) Data System.
This webinar provides information on the new Overdose Fatality Review (OFR) Data System. -
Investigation and Certification of Drug Toxicity Deaths Training
Webinar - 2/8/2021
The goal of this course is to promote the use of current evidence-based practices for investigation, evaluation, and certification of drug toxicity deaths. This course is comprised of four modules described below:
- Module 1: Overview of Medicolegal Death Investigation
- Module 2: Introduction to Scene Investigation
- Module 3: Autopsy & Postmortem Toxicology
- Module 4: Death Certification for Drug Toxicity Deaths
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How to Get Set Up with REDCap
Video - 10/29/2020
OFR Data System was developed using REDCap. This short video explains what REDCap is and how to get REDCap installed on their local network for use.
Video with an overview of REDCap and how to get access locally. -
OFR Data System REDCap Project Overview
Video - 10/29/2020
OFR Data System was developed using REDCap. This short video demonstrates how to navigate and use the OFR Data System REDCap projects.
Video demo of the OFR Data System REDCap instruments. -
Treatment Record Privacy Laws
Online Resource - 8/15/2020
In the early 1970's, as part of its efforts to increase treatment for substance use disorder and reduce the stigma surrounding such treatment, the federal government enacted the Drug Abuse Office and Treatment Act of 1972.1. That Act included a statutory provision for the confidentiality of patient records, now codified at 42 U.S.C. § 290dd-2. This article addresses the two most recent sets of amendments concerning treatment record privacy laws created by: (1) the passage of the Coronavirus Aid, Relief, and Economic Security (CARES) Act on March 27, 2020; and (2) the adoption of revisions to 42 C.F.R. Part 2, effective August 14, 2020, by the Substance Abuse and Mental Health Services Administration (SAMHSA).
This article addresses the two most recent sets of amendments concerning treatment record privacy laws. -
Sample: Confidentiality Agreement
Sample - 7/22/2020
Sample OFR confidentiality agreement.
Sample: Confidentiality Agreement -
Sample: Confidentiality Agreement and Review Sign-In Sheet
Sample - 7/22/2020
Example of a sign-in sheet for an OFR that also is a confidentiality agreement.
Sample: Confidentiality Agreement and Review Sign-In Sheet -
Sample: Interagency Data Sharing Agreement
Sample - 7/22/2020
Example of an interagency data sharing agreement for member's agencies to sign before sharing data.
Sample: Interagency Data Sharing Agreement -
Template: OFR Data Sharing Protocol
Sample - 7/22/2020
Lists questions to guide an OFR data sharing protocol.
Template: OFR Data Sharing Protocol
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Launch your OFR
Learn more about OFR, and find resources and practical steps to start an OFR.
Resource Library
ACCESS OFR TOOLS INCLUDING VIDEOS, PODCASTS, FACT SHEETS, MANUALS, TEMPLATES, AND SAMPLE MATERIALS FROM YOUR OFR PEERS.
Training and technical assistance
REQUEST INDIVIDUALIZED ASSISTANCE, TRAINING, RESOURCES TO SUCCESSFULLY IMPLEMENT YOUR OFR AND RECOMMENDATIONS.