Richard F. Daines, M.D. Wendy E. Saunders

Commissioner

2009

Chief of Staff

September

Dear Provider:

The purpose of this letter is to supply all health care providers who administer immunizations with information regarding training opportunities for the New York State Immunization Information

System (NYSIIS). NYSIIS is the web-based statewide immunization information system for New

York State providers outside of the five boroughs of New York City.

NYSIIS was developed as required under Article 21, Title 6, Section 2168 of the Public Health

Law. This law, which took effect January 1, 2008, mandates health care providers to report all immunizations administered to persons less than 19 years of age to the New York State Department of

Health (NYSDOH). The law also requires that immunization histories of all persons less than 19 years of age who receive vaccines after January 1, 2008 also be recorded in NYSIIS, if those histories have not already been reported.

The initial NYSIIS roll out provided training opportunities in each region of the state throughout 2008. In 2009, the focus remains on providing training opportunities and user support to health care provider organizations. Classroom trainings will be available regionally. Classroom training sessions as well as live webinar trainings have been scheduled for October through December

2009. In addition, recorded webinar trainings and self-guided online tutorials are continuously available for use at your convenience. Please see the attached training schedule for the specific details in your region.

Please note, the reporting mandate also pertains to the novel H1N1 influenza monovalent vaccine. Therefore, providers who are interested in receiving this vaccine for use in pediatric patients (less than 19 years of age) must participate in NYSIIS. If you have not yet become

compliant with the reporting mandate, it is imperative that you take immediate steps to do so.

The following information is included in this letter:

1. Health Commerce System (HCS) Account Instructions

(formerly known as Health Provider Network (HPN))

2. NYSIIS User Roles

3. Training Options

4. Training Schedule and Registration

5. Pre and Post Training Checklist

6. Where to Get Additional Information

1.

Health Commerce System (HCS) Account Instructions

Individual HCS accounts are required for accessing NYSIIS. All NYSIIS users will need to have their own personal active HCS account prior to attending training. HCS accounts cannot be shared. Without an HCS account, users will not be able to access the NYSIIS application in the training environment or in their office. The process to obtain an HCS account can take up to two weeks.

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• NYSDOH Health Commerce System is a secure intranet designed by NYSDOH specifically for electronically exchanging health related data and information between health care providers and NYSDOH.

• Providers will be accessing the new web-based immunization information system through the

HCS. Internet access is required to log on to the Health Commerce System (HCS or HIN).

• A prescribing medical professional within a practice can request an HCS account at the following

Department of Health web site: https://hcsteamwork1.health.state.ny.us/pub/top.html

• Any prescribing medical professional who obtains an HCS account is automatically given

“Director” and “HCS Coordinator” roles. o

The HCS Coordinator role is authorized to manage the medical practice user accounts on the HCS and be the principal point of contact concerning HCS access. The Coordinator will be given access to the online request forms for obtaining additional user accounts for other staff, which include non-medical office staff. This can be done through the Health

Commerce web site by logging on: https://commerce.health.state.ny.us/hpn/ , accessing the

HCS Coordinator’s Page, and selecting Document 2/P. The Coordinator can then request accounts for non medical office staff (Document 2) or non-prescribing practitioners

(Document P).

• The prescribing medical professional may delegate the Coordinator role to one or more medical or non-medical staff members. It is recommended that an office designate at least two staff as

Coordinators. Every HCS Coordinator must have an active HCS account. This can be done through the Health Commerce web site by logging on: https://commerce.health.state.ny.us/HPN , accessing the HCS Coordinator’s Page, and selecting Document 1/P.

• All staff from providers’ practices that will be responsible for accessing NYSIIS will need HCS accounts. Each user needs to have their own PERSONAL, unique login id and password.

• Users can apply for access by submitting a signed and notarized account request form through their

Coordinator.

If you are not sure if your work site has previously applied for access to the HCS, or who your HCS

Coordinator is, you can contact the Commerce Account Management Unit (CAMU) Help Desk at

1-866-529-1890 or [email protected]

2. NYSIIS User Roles

NYSIIS is set up to accommodate a variety of user types. Each user will have access to certain features of the application based on the role assigned to them. Distinct training opportunities will be provided targeting either the NYSIIS Administrative User or the NYSIIS Standard User.

• NYSIIS Administrative User - This is the main contact for NYSIIS within the health care organization. The administrative user can access all features of the application. Only the

administrative user will be authorized to provide access to NYSIIS for all appropriate staff

by adding them as NYSIIS users to the system. Other responsibilities include maintaining all organization specific information and adding and maintaining physician and school information for their organization. In addition, if your organization chooses to utilize the vaccine inventory functions available within NYSIIS, only the Administrative User will have access to add and manage vaccine inventory.

Please Note: Administrative User training is available by webinar only.

It is recommended that Administrative Users receive both Standard User and Administrative User training. A combined Standard/Administrative User webinar is available. Refer to the attached training schedule.

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• NYSIIS Standard User - This is the most common user role for NYSIIS. The standard user adds, edits, and finds patients, manages immunization information, and can run and print various immunization reports (e.x., Patient Specific, Doses Administered, Reminder Recall, etc.). This type of user should seek NYSIIS Standard User training.

3. Training Options

There are four free NYSIIS training options available:

• Classroom Training – Standard User Only

• Webinar Training – Both User Roles (Live and Recorded Sessions)

• User Manual – Available in Hardcopy and Online

• Self-guided Online Tutorials – Available on the NYSIIS website: https://commerce.health.state.ny.us/HCS/bcdc/immunization/instantdemo/tutorials.html

For participants to receive the maximum benefit of training and to ensure training remains focused on the training-related content, attendees at instructor led classroom or webinar sessions are expected to have the following basic knowledge:

• General computer skills necessary to operate and navigate Windows based applications.

• Computer related terminology and acronyms (e.g., icon, desktop, search, toolbars, menus).

• Use of the internet, including accessing, navigating and using search engines (browsers).

• General knowledge of immunizations.

• General knowledge of their organizational processes and procedures, particularly for those users who will be functioning as a NYSIIS Administrator.

Classroom vs. Webinar Training:

When selecting either Classroom or Webinar training it is important to first determine the designated role (Standard User or Administrative User) for each staff person to be trained.

Training Topics Training Options

Classroom and Webinar

Administrative User* Webinar Only - Live and Recorded Sessions

Combined Standard/Admin User Webinar Only – Live and Recorded Sessions

*Prerequisite: Standard User Training

• Classroom and Webinar trainings are both live, instructor-led formats with similar material outlines.

• Classroom training focuses specifically on Standard User functions with hands on practice

• Webinars provide training in both Standard and Administrative User functions without the hands on practice.

It is recommended that Administrative Users receive both Standard User and Administrative User training. This can be done in one session by selecting a Combined Standard/Administrative User webinar. If a person has already taken Standard User training and determines they now need

Administrative User training, a recorded Administrative User webinar is available. This is a brief webinar highlighting only the Administrative User functions.

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Classroom Training:

Provider organizations are encouraged to send any staff that will be routinely utilizing NYSIIS.

However, if registrations for classroom sessions exceed capacity, organizations with multiple registrants maybe asked to defer some staff to another classroom session or a webinar.

Instructor led classroom training will provide hands on practice with the NYSIIS application. This will include classroom presentations and demonstrations. In addition, the classroom training offers participants the opportunity to practice using the system on a training computer.

¾ Requirements:

• Classroom training sessions will focus on NYSIIS Standard Users functions only.

• Training sessions are approximately 3 hours in duration (includes 2 hands on practice breaks)

• Classroom trainings are limited to 15 participants per session.

¾ Access:

See below for information regarding the classroom training schedule and registration.

Webinar Training:

Webinar training will be similar to the classroom training except it will be accessed via the internet on each participant’s computer. The same classroom training content will be provided using presentations and demonstrations. However, participants will not have the opportunity for hands on practice during the webinar training. During the live webinar sessions, participants will be able to communicate with the webinar trainer as they would in classroom training via teleconference. For additional flexibility, a recorded version of the Standard User, Administrative User, and Combined Standard/Administrative User trainings will be available for viewing at any time that is convenient.

¾ Requirements:

• The following training sessions are available: o

Standard User Training – approx. 2.5 hours (available in live or recorded sessions) o

Combined Standard/Administrative User Training – approx. 3 hours (available in live or recorded sessions) o

Administrative User – approx. 45 minutes (recorded session only)

• Registration required for both live and recorded webinars.

• For live webinars a computer with internet access and an available telephone line (to dial in) are required.

• Offices with access to space with a computer and conference phone could have multiple staff participate using a single connection.

• For recorded webinars only a computer with internet and speakers or headphones are required.

• Recorded webinar sessions can be viewed at any time.

¾ Access:

See below for information regarding the webinar training schedule and registration.

User Manual:

The user manual is a thorough review of the entire functionality of NYSIIS. It provides easy to follow, step-by-step instructions on how to use the system. The manual will cover activities for both Standard

Users and Administrative Users. The manual is available on the NYSDOH public

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¾ Requirements: HCS and NYSIIS User accounts – if the user manual will be the only source of training, users must obtain an HCS account (refer to HCS account instructions on page 1) and then be added to the NYSIIS system prior to gaining access. Contact your organization’s NYSIIS administrator or Help Desk staff at 1-866-389-0371 or [email protected]

.

¾ Access:

The user manual will be available to all attendees of classroom sessions and upon request via email to [email protected]

. The manual can also be downloaded from the NYSIIS application under the

Forms tab, the HCS website at: https://commerce.health.state.ny.us/HCS/bcdc/immunization/nysiis.html

or the public NYSDOH website at: http://www.nyhealth.gov/prevention/immunization/information_system/providers/

Self Guided Online Tutorials:

This method allows staff to explore the application at their own pace. Training can be completed in one session or over the course of multiple sessions. Modules will cover activities for both Standard Users and

Administrative Users. The tutorial offers the ability to revisit topics as needed.

¾ Requirements: HCS account, Internet access, computer

¾ Access:

The online tutorials can be accessed through the NYSDOH Health Commerce System– NYSIIS Training

Page at the following address: https://commerce.health.state.ny.us/HCS/bcdc/immunization/instantdemo/tutorials.html

4. Training Schedule and Registration

The classroom trainings will be delivered statewide in a regional approach between October and

December 2009. Webinar training sessions are ongoing. The attached training schedule will provide you with the specific dates, times and locations of classroom trainings in your region as well as scheduled webinars. Independent learning opportunities such as the user manual, recorded webinars and online tutorial and will be continually available. Independent learning provides a more immediate and flexible training option for providers.

Registration is required only for classroom and webinar trainings. Users MUST obtain an HCS account prior to training, which may take up to 2 weeks. You may register for training while your HCS account request is pending. Please indicate “Pending” in the HCS ID field on the registration form.

Classroom Registration - Registration for classroom training in all regions is available online at:

http://www.zoomerang.com/Survey/?p=WEB229MQABJ7S7

Webinar Registration – Registration for live and recorded webinars is available online at http://nysdoh.webex.com

. Open “Training Center”.

To register for a live webinar, click on the tab labeled “Upcoming.” Note that additional webinars may be listed on page 2. Select a training session and click on the registration icon to the far right.

For recorded webinars select “Recorded Sessions” on the left side of your screen under

“Attend a Session”. Click on the selected topic and press “View”. Once you complete the registration form the webinar will begin.

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5. Pre and Post Training Checklist

The following list is provided to assist you with tracking the activities to be completed before and after training.

Before NYSIIS Training:

†

Ensure all staff have their own HCS Account.

†

Verify HCS Account is active by successfully logging into the HCS home page

at:

†

Assign NYSIIS user roles for your office:

† Administrative User

† Standard User

†

Designate staff to attend interactive training.

†

Complete appropriate online registration for interactive training:

† Classroom OR † Live Webinar

†

Opt to utilize self-training methods (user manual, recorded webinar or online tutorial).

After NYSIIS Training:

†

Complete NYSIIS User Agreement for each staff member accessing NYSIIS

†

NYSIIS Administrative User adds all other NYSIIS users to the system.

†

Training participant disseminates NYSIIS information and provides training for other office staff.

†

Begin reporting to NYSIIS.

†

Begin distributing NYSIIS parental notification when immunizations are administered.

6. Where to Get Additional Information

For more details on the legislation and NYSIIS, please visit our websites:

• NYSDOH Health Commerce System: https://commerce.health.state.ny.us/HCS/bcdc/immunization/nysiis.html

• NYSDOH Public Web Site: http://www.nyhealth.gov/prevention/immunization/information_system/

We are very appreciative of your support as we implement this important public health initiative. Your participation is invaluable to the project’s success. You may also contact NYSIIS staff at (518) 473-2839 or email [email protected]

with additional questions.

Sincerely,

Loretta A. Santilli, M.P.H.

NYSIIS Program Manager

Bureau of Immunization

Enclosures

NYSIIS Statewide Training Schedule: October – December 2009

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NYSIIS Statewide Training Schedule

(October - December 2009)

Register for classroom sessions at: http://www.zoomerang.com/Survey/?p=WEB229MQABJ7S7

Syracuse

October 7

Troy

October 14

Comfort Suites

6701 Buckley road

Syracuse, NY 13212

1 Fulton Street

Troy, NY 12180

Standard User Sessions

Standard User Sessions

October 7 (Wednesday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

October 14 (Wednesday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

Amherst

October 15

Location: Hotel Indigo Buffalo

10 Flint Road

Amherst, NY 14226

Standard User Sessions

October 15 (Thursday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

Rochester

October 16

Location: Rochester Marriott Airport Hotel

1890 Ridge Road West

Rochester, NY 14615

Standard User Sessions

October 16 (Friday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

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NYSIIS Statewide Training Schedule

(October – December 2009)

Register for classroom sessions at:

http://www.zoomerang.com/Survey/?p=WEB229MQABJ7S7

Yonkers

October 27

Location: Royal

165 Tuckahoe Road

Yonkers, NY 10710

Location:

Ronkonkoma

October 28

Hilton Garden Inn

3485 Veterans Memorial Highway

Ronkonkoma, NY 11779

Standard User Sessions

Standard User Sessions

October 27 (Tuesday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

October 28 (Wednesday)

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

Westbury

October 29

Location: Hilton Garden Inn Westbury

1575 Privado Road

Westbury, NY 11590

Standard User Sessions

October 29 (Thursday)

¾

9:00 am – Noon

¾

1:00 pm – 4:00 pm

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NYSIIS Statewide Training Schedule

(October - December 2009)

Register for classroom sessions at: http://www.zoomerang.com/Survey/?p=WEB229MQABJ7S7

Tarrytown

November 17-18

Melville

December 2-3

Location: Doubletree Hotel Tarrytown

455 S. Broadway

Tarrytown, NY 10591

Standard User Sessions

November 17 (Tuesday)

¾

9:00 am – Noon

¾

1:00 pm – 4:00 pm

November 18 (Wednesday)

¾

9:00 am – Noon

Location: Four Points by Sheraton

333 South Service Road

Plainview, NY 11803

Standard User Sessions

¾ 9:00 – Noon

¾ 1:00 pm – 4:00 pm

¾ 9:00 am – Noon

¾ 1:00 pm – 4:00 pm

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NYSIIS Statewide Training Schedule

(October - December 2009)

Register for live and recorded webinars at: http://nysdoh.webex.com

Open “Training Center”

Recorded Webinars

For Recorded Webinars - select “Recorded

Sessions” on the left side of your screen under

NYSIIS Combined Standard/Administrative User

NYSIIS Administrative User Training

“NYSIIS” to sort all NYSIIS related training to the top. Click on the selected topic and press “View”. Once you complete the registration form the webinar will begin.

Live Webinars

For Live Webinars - click on the tab labeled

“Upcoming.” Note that additional webinars may be listed on page 2. Select a training session and click on the registration icon to the far right.

Available Webinars:

Additional webinars may be added based on demand.

¾

Combined Standard/Administrative User or Standard User Only: Designed for a new user. These trainings provide a new user with the basic functionality along with patient specific reports that will be necessary for utilizing NYSIIS.

¾

Advanced Reports: This 90 minute training is for current NYSIIS Users that are looking for more in depth information and guidance on utilizing customized Ad Hoc list and count reports, as well as benchmark and assessment reporting.

Day

Date Time Session Topic

Tuesday October 13 1:00pm Standard User

Wednesday November 18 1:00pm Standard User

Thursday

Tuesday

December 10

December 15

1:00pm

8:30am

Combined Standard/Administrative User

Standard User

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Got a Question? Need Help Running a Report?

Ask the Trainer: NYSIIS Noon Time Webinar

The NYSIIS training staff will be conducting "Ask the Trainer" webinars twice a month on

Fridays from October through December. A NYSIIS trainer will be available from

11:30AM to 12:30PM to answer any questions.

Ask the Trainer Webinar Dates:

October 2

October 23

11:30AM - 12:30PM

11:30AM - 12:30PM

November 6

November 20

11:30AM - 12:30PM

11:30AM - 12:30PM

December 4

December 18

11:30AM - 12:30PM

11:30AM - 12:30PM

NYSIIS users are welcome to log in to the webinar and dial in by phone anytime during the one hour session. The trainer will assist with user specific questions and may provide a demonstration of the NYSIIS functions related to the questions.

These open forum webinars are designed to allow users to bring their questions to our experts for one on one resolutions!

No registration is required. On the day of the webinar go to http://nysdoh.webex.com

3 Click on “Training Center”

3 Select “Ask the Trainer: NYSIIS Noon Time Webinar”

3 Enter your name and email address

3 Enter the session password: train09

3 Click "Join Now"

3 Follow the instructions that appear on your screen.

3 For audio connect via phone by dialing 1-866-917-9556, passcode 5900258

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