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Chronic Disease Electronic Management System (CDEMS)

CDEMS is the Chronic Disease Electronic Management System, a software application developed by the Washington State Diabetes Prevention and Control Program in 2002. CDEMS is a Microsoft Access database application designed to assist medical providers and management in tracking the care of patients with chronic health conditions. CDEMS is pre-coded to track diabetes and adult preventive health but is customizable to change those tracking measures or define measures for monitoring other chronic conditions. Printed progress notes, patient lists, and summary reports generated from the registry database can alter the way services are delivered and measure quality improvement efforts. In addition, lab data can be automatically imported from LabCorp and other lab providers. The version of CDEMS available here has been extensively modified by the WVU Office of Health Services Research to provide additional features and reporting capabilities. In addition to diabetes, it has been set up to track cardiovascular disease, asthma, adult preventative health, and black lung.

CDEMS is public domain software and users may freely make changes to the program. It is provided free to interested health care providers. Support to users in West Virginia is provided by OHSR, which began supporting CDEMS in 2005, upgrading from CVDEMS which had been supported since 2003. OHSR provides technical support for the Patient Electronic Care System (PECS), as well as support in transitioning from PECS to CDEMS. Our office also supports primary care sites implementing electronic medical records, and provides guidance in using/adapting these systems for quality improvement and reporting requirements. The CDEMS zip file includes the following: [download]

  1. The CDEMS App, used to manage the patient registry, print progress notes, and edit patient information
  2. The CDEMS Reporting App, use to query information on both a patient-level and population-level
  3. A sample CDEMS data file which you can use to evaluate the registry
  4. A blank CDEMS data file, to use used when beginning a new patient registry
  5. Instructions on installing and setting-up the registry

The CDEMS user materials sip file includes the following:

  1. CDEMS User Manual
  2. CDEMS Data Dictionary and Relationships documentation: [download]

The CDEMS update zip file is for users who have installed a previous version of CDEMS but want to update to the newest version of the Apps. This includes:

  1. The latest version of the registry Apps
  2. Instructions on updating the programs: [download]

Note: If you need the PDF reader for the documentation or a program to unzip the files, please see the "Resource Software Downloads" in the Services tab.
For video tutorial on common questions in using CDEMS, please visit the CDEMS Channel.

Health Improvement Consultants

West Virginia is troubled by continuing high levels of chronic diseases, including the highest prevalence of diabetes in the US at 12.1% (2006 BRFSS). People with chronic disease living in the rural areas of West Virginia have limited access to healthcare professionals. The Centers for Disease Control and Prevention fund the West Virginia Department of Health and Human Resources Bureau for Public Health (WV BPH). The WV BPH, home to the WV Diabetes Prevention and Control Program and the WV Asthma Education and Prevention Program, works to improve the care of people with chronic health conditions. As a part of this work, the Health Improvement Consultant (HIC) position was created in 2007 to help bring the expertise of chronic disease educators to the rural areas of our state. The HIC team promotes the use of data from registries/electronic medical records, founded on evidenced-based guidelines, as a quality-improvement tool. Using summary level data, the HICs assist health centers in identifying areas of needed improvement and in developing and implementing evidence-based practice plans. These plans culminate in improved clinic efficiency, increased productivity, and enhanced quality of care and patient outcomes. The HIC team is working in over 30 sites throughout the state and strives to uniformly provide performance feedback, provider and staff education, social marketing tools, Stanford Chronic Disease Self-management Training and community outreach assistance. To date, the care of more than 20,000 West Virginia patients with diabetes, obesity, cardiovascular disease, hypertension, hyperlipidemia and asthma is being followed via clinical information systems.

Physician Licensure Project

Due to the volume and complexity of the data requests it receives, the West Virginia Board of Medicine has given the job of handling requests for Physician Licensure data to the Office of Health Services Research since 1992.

OHSR has licensure files containing all active and inactive Medical Doctors, Doctors of Podiatric Medicine, and Physician Assistants who are licensed to practice in West Virginia. Requests for these data are received from credentialing services, hospitals, physicians, businesses, nonprofit organizations, government agencies, and private individuals. Because several steady clients (including the American Medical Association and several credentialing services) have requested it, OHSR has arranged to receive updated files from the Board of Medicine quarterly.

OHSR is able to provide electronic data files in various formats or printed mailing labels. Data requests may include any or all of 96 variables from the physician licensure file, including information as basic as primary and secondary specialties and county of practice, to the number of hours each week devoted to direct patient care, form and setting of practice, and Medical School attended. In addition, data can be limited to certain specialties, or to certain counties of practice. The Physician Licensure Data Request Form can be downloaded here.

During 2006 OHSR was remunerated for 47 requests for licensure data. Other requests were filled gratis for nonprofit organizations and individuals seeking specialists close to home.

Other Unfunded Data Services

Through a cooperative research agreement with the Health Statistics Center, West Virginia Bureau for Public Health, OHSR also has access to confidential vital statistics files that include data on births, deaths, and infant deaths. Also available at OHSR are physician supply files. These databases, coupled with Census Bureau databases, are useful to OHSR in its own applied research as well as assisting the University community, the business community, planners and policy makers in their work.


In addition to the above funded projects OHSR makes considerable contributions to the University and the Health Sciences Center. Mr. Pollard serves on several committees in the School of Medicine and the Department. Mr. Pollard and Trisha Petitte work with faculty to develop grants and other projects. OHSR also does consultations in the in the areas of: demographics, data management and analysis, study design, research methods, and survey design. Several members of OHSR are associated with the State Health Education Council of West Virginia.