Objective
Capability to submit electronic data to state immunization registries or immunization information systems in accordance with applicable laws and practice.
Description
Successful ongoing submission of electronic immunization data from EHR to an immunization registry or immunization information system for the entire EHR reporting period. The immunization data file must be in the .hl7 format.
Exclusion
An eligible provider (EP) who administers NO immunizations during the reporting period, or where no immunization registry has the capacity to receive the information electronically, or where it is prohibited.
Note
Submission to immunization registries requires PP Connect (interface software) for Immunizations to be installed and integrated, which allows the extract of immunization data. Contact your sales representative for more information.
Currently, all states have the ability to receive .hl7 format files with immunization data.
Once the interface is installed, integrated, and configured, the data extract is a manual process.
PP Connect for Immunizations currently does not support bi-directional or real-time data extracts and transfers.
Performance metric
None. Eps are required to periodically submit immunization data to the state registry and save records of all such transactions.
Configuration
Health Maintenance names
Immunizations are tracked in the Health Maintenance section. The certified version of the EHR provides the ability to add universal immunization identifier (CVX) codes. CVX code must be entered on all immunizations that are intended to be sent to an immunization registry. A list of CVX codes can be found at http://www2a.cdc.gov/vaccines/iis/iisstandards/vaccines.asp?rpt=cvx.
Editing the Immunization report Chapter 16 - Core Objective 16 - Submit Vaccine Data to State
To add a CVX code to an immunization:
1. Select Maintenance > Templates > Health Maintenance Names. The Health Maintenance Procedure Names screen appears.
2. Select an immunization health maintenance name and click the Edit button. The Health Maintenance Procedure Name Edit screen appears.
Figure 108. Health Maintenance Procedure Name Edit screen 3. Select CVX from the Code Type drop-down list.
4. In the HM Code 1 field, enter the corresponding CVX code.
Because different CVX codes are listed for different preparations of the same vaccine, check to see which preparation is used by your practice and enter the appropriate code. Only one code can be entered in each HM Code field.
5. Although not required, McKesson recommends populating the HM Synonyms fields appropriately with other health maintenance names for the same vaccine (for example, Flu Shot and INFLUENZA VACCINE), if applicable.
6. Click the More button to enter additional default immunization-specific information such as dose and route (for example, 0.5 ml and IM for a flu shot).
7. Click the OK button to save the changes.
Editing the Immunization report
All immunizations that have to be reported electronically to the state immunization registry must be added to the Immunization form.
Chapter 16 - Core Objective 16 - Submit Vaccine Data to State Immunization Registries Note template edits
To add immunizations to the Immunization form:
1. Select Maintenance > Templates > Form Templates > Immunization Form. The Immunizations Selection screen appears.
Figure 109. Immunizations Selection screen
2. Select the appropriate name from the HM Names list and click the Add button to add it to the HM Immunizations list for it to be considered an immunization.
3. Click the OK button.
Note template edits
If workflow involves entering immunization information in visit notes, they can be loaded into the Health Maintenance section using the .H: Dot codes. Consider editing appropriate note templates with Dot code statements directly or embedded within QuickText.
Examples:
.H: <<Vaccine Name>> <<Vaccine Status>>
.H2: <<mm/dd/yyyy>> : <<Vaccine Name>> <<Vaccine Status>>
.H4: <<Vaccine name>> <<Vaccine status>> : <<dose>> : <<route...>> : <<operator ID...>> : <<location...>> : <<lot>> ; <<exp date>> : <<manufacturer>> : <<device>> :
<<vfc status>> : <<facility>>
<<Flu Shot details>>
End user training Chapter 16 - Core Objective 16 - Submit Vaccine Data to State
End user training
Entering immunization information in Health Maintenance
All immunizations administered by the EP/practice MUST be recorded in the Health Maintenance section; the .hl7 file will be generated based on the data entered in this section only.
To enter a patient’s immunization information:
1. Open a patient’s chart.
2. Select the Health Maintenance tab. The Health Maintenance Summary screen appears.
3. Click the New button. The Health Maintenance Procedure New screen appears.
Figure 110. Health Maintenance Procedure New screen 4. Enter the date of the immunization.
Chapter 16 - Core Objective 16 - Submit Vaccine Data to State Immunization Registries Entering immunization information in a note
Entering immunization information in a note
You also can load immunization information to the Health Maintenance section via a Dot code statement in a note.
Examples:
.H: Influenza vaccine X
.H2: <<mm/dd/yy>> : Influenza vaccine X
.H4: Influenza vaccine X: 0.5ml : IM : NUR : Right Deltoid : 123456 : 12/31/2014 : MERCK:
: VFC status unknown : PMSI
NOTE: The immunization information on the Health Maintenance Summary and Historical Health Maintenance Summary screens will be included for a given age range and date range when the .hl7 file is created.
Creating the .hl7 file for submission to the state registry
Once the PP Connect interface has been installed and configured per the requirements of your state registry, an operator (usually a system administrator) must manually export the data by running the interface application.
To create the .hl7 file:
1. Start the PP Connect application at P:/PPart/Interface/ImmunizationReg/Immunization Registry. The PPConnect - Immunization Registry Export screen appears.
Figure 111. PPConnect - Immunization Registry Import screen
2. Enter a value in the Maximum Patient Age field. This value determines the age range for which the vaccine data is collected. The default value is 216 months (18 years). This value must be changed if you plan to extract data for adult vaccines such as a flu shot.
When the export is done for the first time, the tool collects ALL of the vaccine data for the patients in the specified age range (for example, 0-216 months) present in the existing EHR database dating back to 12/31/1849.
3. Click the Browse button to select a destination folder for the generated .hl7 file other than the default setting (P:/PPart/Interface/ImmunizationReg/Snd/Immunization/Messages) and
Creating the .hl7 file for submission to the state registry Chapter 16 - Core Objective 16 - Submit Vaccine Data to State
enter an appropriate file name. McKesson recommends that the file names follow a standard naming convention that includes the date of export.
4. Click the Export button to run the tool and generate the data file.
The next time the export is run, the tool will collect the vaccine data dating back to the previous run.
Figure 112. PPConnect - Immunization Registry Export screen
5. Once the file is generated and saved, follow the instructions outlined by the state registry to upload the file. Consult your state health department’s website for details.
McKesson recommends that all EPs report immunization data to the state registries on a regular schedule; for example, once a month (or more frequently if required by the state registry).