Report The Case (Mandatory)
- Notify the patient that, by law, the case must be reported to the New York State Department of Health and the New York City Department of Health and Mental Hygiene.
- Complete the Medical Provider HIV/AIDS and Partner/Contact Report Form (DOH-4189). For copies, call 518-474-4284.
- Submit a copy of the Partner/Contract Report Form to the New York City Health Department and keep a copy for the patient’s record.
- A field representative from our office will pick up the completed Partner Report Form from you or your designee at regular, agreed-upon intervals.
- Call the HIV Epidemiology Program at 212-442-3388 to arrange
for pick up. To protect confidentiality, faxing or mailing of reports is
Discuss Partner Notification
- Emphasize the importance of partner notification: the patient can help their partners stay healthy by encouraging them to get tested.
- Describe partner notification options. (See Partner Notification Options)
- Explain your responsibility to report the names of known partners to the New York City Health Department and reassure the patient that his or her identity will never be disclosed.
- Ask for partner contact information.
- Screen for risk of domestic violence related to HIV partner notification for each named partners.
- For more information, visit nyc.gov and search for intimate partner violence.
Domestic Violence Assessment
Have you ever been emotionally or physically abused by a partner? Yes/No
If so, by whom? ____________________________
Within the past year, have you been hit, slapped or otherwise physically hurt? Yes/No
If so, by whom? ___________________________
Within the past year, have you been forced to have sex against your will? Yes/No
If so, by whom? ___________________________
Are you afraid of your partner? Yes/No
If patient answers ‘Yes’ to one or more questions, conduct clinical assessment and offer referrals.
Source: nyc.gov, search for Intimate Partner Violence
Partner Notification Options:
- Provider Referral: The provider confidentially notifies partners of possible exposure or refers the names/contact information of partners to the New York City Health Department’s free Contact Notification Assistance Program
- Self (Patient)-Referral: The patient notifies partners after working out a notification plan with the provider.
- Contract Referral: The provider negotiates a timeframe for the patient to notify partners of possible exposure to HIV. If the patient is unable to notify within that timeframe, the provider may notify partners directly or ask the Health Department to do so.
- Internet notification: inspot.org notifies partners anonymously.
- Partner notification is voluntary, but is highly encouraged.
- For help notifying partners, call the Contact Notification Assistance Program (CNAP) at 212-693-1419.
- If outside New York City, call the Partner Notification Assistance Program at
- Physicians are required by law to ask for and notify sexual and injection use partners of their HIV exposures. See above for possible methods or partner notification.
- Report partners of newly diagnosed patients using the Partner Report Form (DOH-4189). Include names and contact information of known partners, including spouses.
Beginning June 1, 2000, New York City laboratories conducting CD4 and viral load tests are required to report positive results electronically to the NYC Health Department. Providers don’t need to complete a separate report form for this laboratory data.
The following tests should be ordered for all newly diagnosed persons:
- Confirmatory test - Western Blot, IFA and other approved tests; if you suspect acute HIV, order a viral load or Aptima HIV-1 RNA Qualitative Assay.
- Viral Load
The following tests are recommended for individuals newly diagnosed with HIV:
- Syphilis (RPR)
- Gonorrhea (Culture, PCR/NAAT)
- Chlamydia (PCR/NAAT)
- Hepatitis A (IgM)
- Hepatitis B (HBsAg, anti-HBc, IgM and HBeAg)
- Hepatitis C (Anti-HCV)
- TB (QuantiFERON, preferred over PPD. Treatment if latent TB)
For more details, visit hivguidelines.org.
Resources in this section
- Provider Resources
- Protocol for HIV Results (PDF of information above)
- Guide to Designated AIDS Centers in New York City
- NYC HIV Care Coordination Programs Referral Resource Guide
- Materials for Patients
- Information on Negative HIV Test
- If your HIV test is positive
Five Things to Know About HIV/AIDS Reporting
1. What is Reportable?
In 1998, New York State expanded existing AIDS case reporting regulations, Public Health Law (PHL) Article 21 (Chapter 163 of the Laws of 1998). The new law took effect on June 1, 2000 and requires the reporting of persons with HIV as well as AIDS to local health departments. The law also requires that reports contain the names of sexual or needle-sharing partners known to the medical provider or whom the infected person wishes to have notified. A state reporting form, the Medical Provider Report Form (PRF) (DOH-4189 revised 8/05), must be completed for persons with the following diagnoses:
- Initial/New HIV diagnosis – First report of HIV antibody positive test results.
- Previously diagnosed HIV infection (non-AIDS) – Infection previously diagnosed (including repeat/confirmatory test) but patient has not met criteria for AIDS. (Applies to a medical provider who is seeing the patient for the first time.)
- Initial/New diagnosis of AIDS – Including CD4<200 cells/μ or opportunistic infection (AIDS-defining illness).
- Previously diagnosed AIDS. (Applies to a medical provider who is seeing the patient for the first time.)
2. How Do Laboratories Report?
- In addition to positive Western Blot results, laboratories are required to report all viral loads, CD4 counts and genetic resistance profiles of HIV-positive persons to the New York State Department of Health.
- HIV Epidemiology Program staff are authorized to investigate reports of persons diagnosed in New York City.
- Since laboratory reports do not include demographic, partner/contact, risk factor and testing history information, medical providers are required to submit a Medical Provider Report Form (PRF) (DOH-4189 revised 8/05) for all reportable cases (see section (1) above).
3. How Do Providers Report?
- Medical providers must complete a New York State form, the Medical Provider HIV/AIDS and Partner/Contact Report Form (PRF) (DOH-4189 revised 8/05), for all reportable cases and submit it to the New York City Department of Health and Mental Hygiene, HIV Epidemiology Program.
- Forms are available from the New York State Department of Health and Mental Hygiene HIV Epidemiology Program at, (518) 474-4284.
- PRFs are not downloadable. Providers must call the New York State Health Department to receive them.
- A field representative from the New York City Health Department will pick-up the completed Provider Report Forms (PRF) (DOH-4189 revised 8/05) from you or your designee at regular, agreed upon intervals.
- Call the HIV Epidemiology Program at (212) 442-3388 to arrange for pickup. In order to protect patient confidentiality, faxing or mailing of reports is not permitted.
4. What Guidance is Available for Notifying Partners of HIV-infected Persons?
- New York State Public Health Law Article 21 (Chapter 163 of the Laws of 1998) requires that medical providers talk with HIV-infected individuals about their options for informing sexual and needle-sharing partners that they may have been exposed to HIV.
- The Contact Notification Assistance Program (CNAP) of the New York City Department of Health and Mental Hygiene provides assistance to medical providers and to HIV-positive individuals who would like help notifying partners.
- Call CNAP at (212) 693-1419 for assistance. CNAP staff can also come to your facility to provide training on partner notification at your request. Please also contact CNAP for provider brochures and patient palm cards that explain the program and can be distributed at your site.
5. What About HIPAA and Confidentiality?
Under the federal HIPAA Privacy Rule, public health authorities have the right to collect or receive information “for the purpose of preventing or controlling disease” and in the “conduct of public health surveillance…” without further authorization. This exception to HIPAA regulations authorizes medical providers to report HIV/AIDS cases to the New York City Department of Health and Mental Hygiene, HIV Epidemiology Program without obtaining patient permission.