WELCOME TO THE 2015 WEST VIRGINIA STATEWIDE IMMUNIZATION INFORMATION SYSTEM (WVSIIS) USER GROUP MEETING Pam Reynolds, WVSIIS Information Quality Services Coordinator October 7, 2015
AGENDA Reporting to the registry Coverage rates Reminder Recall Data quality reports Other useful reports Vaccines for Children (VFC) reconciliation/ordering/accepting orders Entering administered vaccinations Reporting duplicate patients Meaningful use registration and onboarding procedure New consumer access module: My Immunization Record (MyIR) Medical exemption module Important reminders 1
WHY REPORT TO THE REGISTRY? Vaccinations for children ages 0 18 must be reported to the registry within 2 weeks of administration Provides easy access to patient immunization records Helps ensure that a child s immunizations are up to date Enables timely immunization for children whose families move or switch healthcare providers Prevents unnecessary (duplicate) immunizations 2
REPORTABLE DISEASE RULE 64 7 6. Other Reportable Events: Administration of Immunizations. 6.1. The commissioner shall establish and maintain a centralized registry for tracking compliance with nationally recommended immunization schedules and for monitoring vaccine use. 6.2. Health care providers, health care facilities, local health officers, and any other provider or facility administering immunizations shall report immunizations administered to the centralized immunization registry as required by this rule. Administration of immunization against the following diseases are reportable: diphtheria, whooping cough, tetanus, polio, measles, mumps, rubella, hepatitis B, Haemophilus influenzae type b disease, chickenpox, peumococcal diseases, meningococcal diseases and any additional immunizations required by the commissioner for public health purposes as published by an order filed with the secretary of state. 6.3. All immunizations administered to persons eighteen years of age and under shall be reported to the immunization registry within two weeks of the administration of the immunization. Immunizations of adults may also be reported to maintain an accurate and useful database of all immunization information. 6.4. Immunization reports shall contain the name of the person receiving the immunization, his or her address, date of birth, mother's maiden name, information on the immunization administered, and any other information required by the commissioner for development, maintenance, and use of the immunization registry and vaccine tracking system. 6.5. Immunization data that must be reported to the department is confidential, except it may be shared with other health care providers, or other entities with a legally defined access to the data, who are enrolled in the system, without the specific consent of the parent or patient. The data shall only be used for the ongoing care of the patient to assess immunization status, to determine immunization coverage rates, to assist in outbreak investigations or for other purposes determined by the commissioner. 6.6. Local health officers and other health care providers identified by the state health officer as smallpox vaccination clinics and charged with the responsibility of providing and administering smallpox vaccinations shall report smallpox vaccine administration information to the state health officer through the first responder immunization tracking system within twentyfour hours. 6.7. In the event of an influenza or other pandemic or a bioterroist event or intentional exposure to an infectious agent, local health departments or other health care providers charged with administering prophylactic medication or vaccinations shall report administration to the commissioner via an electronic database within 24 hours of the administration of the prophylactic medication or vaccination. 3
COVERAGE RATES West Virginia has the lowest infant immunization rate in the United States Percentage of 2 year olds who are fully immunized: West Virginia 63.4% United States 71.6% US Department of Health and Human Services goal to ensure herd immunity 95% *Source: 2014 National Immunization Survey 4
IMPROVING COVERAGE RATES Review patient record in the registry prior to visit to ensure there are no missed vaccinations Utilize Reminder Recall report in WVSIIS to identify children who are missing vaccinations (inactivate patient after 3 attempts to contact) Report historical vaccinations for your patients to complete their record in WVSIIS The Assessment, Feedback, Incentives, and Exchange (AFIX) and VFC Programs rely on WVSIIS data to monitor immunization coverage when performing provider assessments Please visit: http://www.cdc.gov/mmwr/pdf/rr/rr4205.pdf to review the Standards of Pediatric Immunization Practices and learn how you can improve immunization rates for your patients, your child, or your community 5
REMINDER RECALL REPORT Important tool for targeting patients in need of specific vaccinations Ability to generate a patient list, mailing labels, postcards, or form letters VFC providers are asked during AFIX visits if it is being utilized 6
REMINDER RECALL REPORT (continued) Click on Reminder Recall and specify parameters: 7
REMINDER RECALL REPORT (continued) Select patients to add to recall group: 8
REMINDER RECALL REPORT (continued) Click Generate a Patient List or other recall method and follow instructions: 9
DATA QUALITY REPORTS Patient Data Quality Detail Report Vaccination Data Quality Detail Report 10
PATIENT DATA QUALITY DETAIL REPORT Used to enable identification of patient records with incomplete information Limited to variables selected by the user such as: VFC status Patient address Guardian information Patient race 11
PATIENT DATA QUALITY DETAIL REPORT (continued) To create report: Click on Reports menu and then Report Module Click on Patient Data Quality Detail Report under Quality group Select birth date range (mm/dd/yyyy) or update range Select missing variables Click on Create Report Utilize report by entering the missing demographic information for the patients listed 12
PATIENT DATA QUALITY DETAIL REPORT (continued) 13
VACCINATION DATA QUALITY DETAIL REPORT Used to enable identification of the patient and vaccination records which were: Administered outside of the administration age Administered from unspecified vaccine types Revising incorrect information will: Ensure an accurate vaccination record Avoid the possibility of duplicate vaccination 14
VACCINATION DATA QUALITY DETAIL REPORT (continued) To create report: Click on Reports menu and then Report Module Click on Vaccination Data Quality Detail Report listing under the Quality group Enter birth date range (mm/dd/yyyy) Click on Create Report and the report will open in a new screen Utilize the report by researching the information returned by the report for the patients listed 15
VACCINATION DATA QUALITY DETAIL REPORT (continued) 16
OTHER USEFUL REPORTS Patient Detail Report Patient Vaccination Forecast Vaccination Breakdown Vaccine Need 17
PATIENT DETAIL REPORT Report information: Patient name Birth date Phone number Vaccine Vaccination date VFC status Lot number Vaccinator Date Vaccine Information Statement (VIS) given 18
PATIENT DETAIL REPORT (continued) To create report: Go to Reports, Report Module, and under Patients, choose Patient Detail Specify the date or birth date range Choose the vaccinations you wish to see Click on Create Report and the report will open in a new screen 19
PATIENT DETAIL REPORT (continued) 20
PATIENT VACCINATION FORECAST Tool utilized to show when the patient should be vaccinated according to the Advisory Committee on Immunization Practices (ACIP) schedule Helpful in scheduling future patient visit dates to ensure timely vaccination 21
PATIENT VACCINATION FORECAST (continued) To create report: Click on the Patient menu, Search/add, and select the patient Go to Reports, Patient Record, and under Vaccination Record Choices, select the Forecast bubble Click on Create Report and the report will open in a new screen If the patient s recorded vaccinations are up to date, the report shown will be an accurate report of when future vaccinations are due for the selected patient 22
PATIENT VACCINATION FORECAST (continued) 23
VACCINATIONS BREAKDOWN REPORT Will enable the user to view a list of the vaccination types and quantities given during a specific time range Users can view previous year to see quantity of vaccines used in order to determine what the practice should order for the upcoming month 24
VACCINATIONS BREAKDOWN REPORT (continued) To create report: Click on the Reports Menu item, then on Report Module Click on Vaccinations Breakdown listing under the Vaccinations group Select the following options: Include inactive patients Select the specific vaccination or leave all unselected to run for all Leave the other selections blank Click on Create Report and the report will open in a new screen 25
VACCINATIONS BREAKDOWN REPORT (continued) 26
VACCINE NEED REPORT May be ran to assess VFC vaccine ordered for the previous year Information can assist provider in completing the annual VFC report 27
VACCINE NEED REPORT (continued) To create report: Go to Reports, State Reports Click on Vaccine Need Specify the Period Begin Date Click on Create Report and the report will open in a new screen 28
VACCINE NEED REPORT (continued) 29
VACCINE NEED REPORT (continued) 30
VFC ORDERING PROCESS Three step process: Reconciliation Placing order Accepting order upon receipt Reminder: Temperature log must be faxed to VFC Manager at: (304) 558 1941 or 1 (888) 558 1941. 31
RECONCILIATION Enter your on hand inventory in the Physical Inventory box for each vaccine even if no change has occurred If there is discrepancy, select the category and reason for the adjustment If any of your Physical Inventory is 0 you can make lot number inactive by clicking on the Inactive box Select Submit Monthly Inventory Note yellow and red highlighted lot numbers: Red = expired Yellow = soon to expire 32
PLACING VACCINE ORDER From the menu on the left side of the screen, select Orders/Transfers Select Create/View Orders Enter Order Quantity and select Submit Reminder: Inventory must be reconciled before order is placed 33
RECEIVING VACCINE INTO INVENTORY When shipment arrives, you MUST receive order for lot numbers to be available in your inventory. Go to Create/View orders and select hyperlink beside the order that you want to receive Confirm the Receipt Quantity, Manufacturer, Lot Number, and Expiration Date for all vaccines received If the order was incomplete, enter the Rejected Quantity and Reason for rejecting Select Receive The vaccine that was not received will be placed back in your Inbound Orders list 34
ENTERING ADMINISTERED VACCINATIONS When entering a VFC vaccination, always make sure lot number is chosen If lot number is not selected, it will not decrement from inventory. 35
REPORTING DUPLICATE PATIENTS If you have determined that one of your patients has a duplicate record, report the duplication At the bottom of the search/add patient screen, select Report Duplicates Select Reason for deduplication from the drop down box Check the Select box beside each duplicate record and click Report Duplicates 36
REPORTING DUPLICATE PATIENTS (continued) The Patient Set Merge window appears Identify which patient is to be the Master Patient record by selecting the bubble above the applicable patient and add comments if necessary Click on Merge WVSIIS staff will verify and approve merge 37
MEANINGFUL USE/ELECTRONIC REPORTING What is Meaningful Use? The American Recovery and Reinvestment Act of 2009 specifies three main components of meaningful use: The use of a certified Electronic Health Record (EHR) system in a meaningful manner The electronic exchange of health information to improve quality of health care The use of certified EHR technology to submit clinical quality and other measures Meaningful use in a health information technology context, defines the use of EHRs and related technology within a health care organization. This involves the ability for provider s EHR to be able to send immunization files to WVSIIS in Health Level Seven (HL7) format. Achieving meaningful use helps determine whether an organization will be eligible to receive payments from either the Medicare EHR Incentive Program or the Medicaid EHR Incentive Program. 38
MEANINGFUL USE/ELECTRONIC REPORTING (continued) Meaningful use compliance will result in: Better clinical outcomes Improved population health outcomes Increased transparency and efficiency Empowered individuals More robust research data on health systems 39
MEANINGFUL USE/ELECTRONIC REPORTING (continued) Steps for achieving meaningful use: Register on the WV Meaningful Use website Specify EHR information and if you are registering for Meaningful Use Stage 1 or 2 You will be placed in queue and contacted to begin onboarding process When contacted, you will be asked to begin sending test files Test files must be at least 95% error free before going Live To register for meaningful use onboarding, go to: http://www.wvdhhr.org/bph/oeps/murs/login.cfm Website can also be accessed from the WVSIIS homepage by clicking on West Virginia Immunization Program under Valuable Links and then clicking on the Epidemiologic Informatics and Evaluation tab 40
CONSUMER ACCESS MODULE MyIR A web based, provider and patient driven tool that allows consumers access to free copies of their immunization records originating from WVSIIS West Virginia is one of the first states in the country to allow patients to have direct access to their own and their family s immunization records Made possible through a technology grant from the U.S. Department of Health and Human Services, Office of the National Coordinator for Health Information Technology 41
CONSUMER ACCESS MODULE MyIR (continued) Goals: Improve overall health by increasing immunization rates Reduce administrative burden for providers Empower consumers to take greater control of their own health and that of their family members Increase immunization reporting to WVSIIS 42
MyIR BENEFITS TO THE PROVIDER Reduction in immunization record requests received Saves staff and patient time Assists medical providers in keeping their patients up to date with vaccinations Provides easy access for provider approval of consumers 43
MyIR BENEFITS TO THE CONSUMER Convenient and secure access to immunization records on an as needed basis Ability to obtain records for: School enrollment Camp attendance International travel College enrollment Forecast enables parents to take a proactive approach in scheduling upcoming vaccinations for their child Track immunizations for the entire family with one account In case of errors or omissions in their immunization record, consumers can follow up with their provider for correction 44
OTHER MyIR BENEFITS Tracking boosters and yearly immunizations such as the flu shot Managing immunization records for an elderly parent Preparing for foreign travel or moving to another country Proof of immunization for employment Being prepared in case of emergency 45
REGISTRATION METHODS Consumer initiated registration: Consumer registers on MyIR website Provider authenticates and approves consumer/patient registration Provider initiated registration: Provider office enters consumer/patient information Consumer is provided with PIN number Consumer receives activation email and completes registration using PIN number Preferred method for better control of registration process 46
ADDITIONAL MyIR INFORMATION Additional information can also be found at https://wv.myir.net/ 47
MEDICAL EXEMPTION MODULE What is the Medical Exemption Module? Formalized process for tracking medical exemptions All medical exemptions must now be requested through WVSIIS Ability to track patients exempt from a specific antigen in case there is an outbreak Fulfills WV Interpretive Rule The State Immunization Officer approves/denies the medical exemption online through WVSIIS 48
MEDICAL EXEMPTION MODULE (continued) To enter the exemption request: Log into WVSIIS Go to Physicians and Vaccinators and then click on Search/Add Type in the last name of the physician requesting the exemption and click Search If the physician is not listed, click on the Add button to enter the first name and suffix for the physician At the bottom choose Type (Physician or Physician and Vaccinator) and click Save 49
MEDICAL EXEMPTION MODULE (continued) Go to Patient View/Add and choose patient Click on Edit 50
MEDICAL EXEMPTION MODULE (continued) Add or update the required information below, if not already populated, and click Save: Patient first name Patient last name Patient birth date Patient sex VFC status Address City Zip code Phone number Guardian first and last name School name Physician name Physician email address 51
MEDICAL EXEMPTION MODULE (continued) Go into Vaccinations View/Add Scroll to bottom of page and click on Medical Exemption Request 52
MEDICAL EXEMPTION MODULE (continued) Enter the vaccine, contraindication, and explanation of exemption. If selected vaccine limits choice, select Other for additional options If you are requesting a temporary exemption, enter date of re evaluation Choose physician name, enter physician email address, and click Add Vaccine Once all vaccine exemption requests have been entered, click Submit 53
MEDICAL EXEMPTION MODULE (continued) Confirm that the request was submitted successfully. Request will be evaluated by the State Immunization Officer and the guardian and provider will be notified of determination 54
REMINDERS All immunizations given to anyone 18 years of age and younger must be reported (NOT just VFC eligible patients) Adult immunization reporting is strongly encouraged Notify WVSIIS when a user needs to be inactivated VFC providers Select lot number for all VFC vaccinations Medical exemptions must now be entered in WVSIIS 55
VFC SITE VISIT REMINDERS Vaccinator information must be entered in WVSIIS or EHR if reporting electronically and include: Name and title of vaccinator VIS publication date Date VIS is given Conduct CDC required screening at every immunization visit Document screening results in EHR during each visit 56
VFC DOCUMENTATION REQUIREMENTS Every time an immunization is administered the following information must be documented in the patient s record: Patient name Date of birth Vaccine type * Vaccine manufacturer * Date the vaccination was given * Vaccine lot number * Name and address of the clinic * Signature and title of the person administering the vaccine * Publication date of the VIS* Date the VIS was given to the parent/guardian* Site of vaccination Immunization adverse reaction indicator *Federal Documentation Requirements required by statute 42 US Code 300aa 25 Adverse events following vaccinations should be reported to the Vaccine Adverse Event Reporting System (VAERS) 57
CONTACTS West Virginia Department of Health and Human Resources Bureau for Public Health Office of Epidemiology and Prevention Services 350 Capitol Street, Room 125 Charleston, WV 25301 Pam Reynolds Information Quality Services Coordinator (304) 356 4048 Email pamela.s.reynolds@wv.gov Carol Smith Information Quality Services Specialist (304) 356 4945 Email carolyn.j.smith@wv.gov Brittany Richo Information Quality Services Specialist.. (304) 356 4942 Email brittany.f.richo@wv.gov Becky Pierson Help Desk Analyst. (304) 356 4047 Email becky.l.pierson@wv.gov WVSIIS Main Number.. (877) 408 8930 WVSIIS Fax Number..(877) 408 8927 or (304) 558 1899 https://www.wvimm.org/wvsiis/ 58