Standardization of OHRDP Supplies - 08-2022

Dear Harm Reduction Stakeholders,

This is a follow up communication to the May 13th notice, ONHRDB (NEO360) Data Quality Work informing you of the start of the data quality work for the Ontario Harm Reduction Database (NEO360), as per the Ministry of Health’s Upcoming Ontario Harm Reduction Database Changes. We would like to inform you that the standardization of all provincial harm reduction supplies available from the Ontario Harm Reduction Distribution Program (OHRDP) is ready to be launched.   

As of August 22, 2022:

• all provincial harm reduction supplies available from OHRDP will be displayed on all NEP transaction screens, and
• the Service Desk will re-open for all requests.

These changes have been made to improve the quality of data across all sites in PHU catchment areas and across the province.

Users will not be able to modify or remove the standardized OHRDP harm reduction supplies on the NEP transaction screens.

The standardization does not include changes to local supplies such as needles and syringes. Please refer to Appendix A (at end of document) for the standardized list of OHRDP supplies and detailed data entry instructions.

Standardization - Key Changes

1) Supply Names Including Entry Instructions and Distribution Quantities

Supply name: All the harm reduction supplies available from OHRDP have been standardized (i.e., one standard name for each supply across all users). In addition, new supplies that have recently been added to the OHRDP order form are included in this list. The new supplies are:

• Baggie – Blue, Ties
• Baggie – Green, Ties
• Baggie – Yellow, Ties
• Screens (Impact 2.0 – Orange)

Entry instructions: All supply names now include entry instructions to provide further guidance on how to record the distribution of each supply by any possible denomination, such as the difference between handing out individual units verses a box. A one-page OHRDP Supplies and Packaging Quick Reference Sheet is available on the ONHRDB Knowledge Base for easy visual reference.

Refer to Appendix A for the full list of supplies and related details.

Example:

 2) Item Category

All harm reduction supplies are now grouped within one of the following categories: Injection Equipment, Inhalation Equipment or Other Equipment.

3) Generic Supply Substitutions

Prior to the standardization, it was common practice for sites to record different OHRDP harm reduction supplies of the same type (ex. different cookers) as one generic supply. An example of this is the distribution of One-Use and spoon cookers, where both of these were previously reported in the database under the generic supply of “Cookers”. As a result of the standardization process, generic supplies have been replaced with the following:

• Cookers - all generic cooker supplies have been replaced with: Cooker – Stericup
• Screens - all screens have been replaced with: Screens (Impact 1.0 – Blue)
• Straws - all generic straws have been replaced with: Straw – Blue
• Baggies - Large Ziploc Bag and Small Ziploc Bag have been replaced with: Baggie – Clear, Resealable

Please contact the ONHRDB Service Desk to make any adjustments to the above item substitutions.

4) Supplies in Kits distributed by the OHRDP will now reflect the standardized supply names. The quantity attached to each supply in a kit remains the same. Please review the supplies in your kits and contact the ONHRDB Service Desk to make any necessary kit adjustments.

Ministry Reporting & Historical Data

The Needle Exchange Program (NEP) reporting requirements have not changed, and NEP historical data will not be impacted by the standardization.

The Harm Reduction Outreach Program (HROP) reporting requirements have not changed, and all historical data has been kept and will be reflected in reporting going forward, as applicable. The HROP SAP report, will continue to roll up the data by Item Type as required for ministry reporting. Where applicable, the Item Type will be updated to reflect the standardized supply name.

Resources

To access SAP Reports for your ministry reporting, please go to: CAMH SAP Portal

If you need to set up an account to access the SAP reports, please contact the ONHRDB Service Desk.

For questions about these changes or ministry reporting requirements, please contact:

• Needle Exchange Program: AddictionandSubstances@ontario.ca
• Harm Reduction Outreach Programs & Hep C teams: AIDSHEPCPrograms@ontario.ca

For questions about the standardization or to discuss any discrepancies or changes needed to your supplies, please contact the ONHRDB Service Desk.

For additional information, refer to the Frequently Asked Questions (FAQ) posted on the ONHRDB Knowledge Base.

For a visual reference of all standardized supplies, refer to the OHRDP Supplies and Packaging Quick Reference Sheet posted on the ONHRDB Knowledge Base.

Thank you for your patience during this process and look forward to answering your questions regarding the standardization of the provincial harm reduction supplies!  

Appendix A

List of provincial harm reduction supplies (available from OHRDP) displayed on all NEP transaction screens