QUICK SEARCH - Texas Department of State Health Services

QUICK SEARCH - Texas Department of State Health Services
For the Record...
April 2007
A publication of
Health Plans Turning to ImmTrac for
Useful Immunization Information
Two major health plans in the State are
utilizing immunization data from the Texas
immunization registry, ImmTrac, to assess
and improve physicians’ performance in the
proper and timely vaccination of Texas
children. Driscoll Children’s Health Plan
(DCHP), a health maintenance organization
that offers coverage in fourteen counties
in the Corpus Christi and surrounding
areas, has implemented a financial
incentive program to encourage its
physicians to utilize an immunization
tracking system for documentation of
vaccines they administer to children.
Parkland Community Health Plan, Inc.
(Parkland), a managed care organization
offering service in seven Dallas area
counties, is planning to use Registry data
For the Record...is the newsletter for
users of ImmTrac, the Texas
immunization registry. ImmTrac, a
free service of the Texas Department of
State Health Services (DSHS Immunization Branch), is a secure,
confidential registry that stores
children’s immunization records
electronically, in a centralized system.
In This Issue:
Major Health Plans Relying on
Registry Data
Page 1
QUICK SEARCH allows search by
Social Security # or Medicaid #
Page 2
Narrow Your Search with “County
Page 2
“Retrieve” Records by Client ID #
Page 2
Improved, Barcoded “Client Add”
Page 3
ImmTrac Director News...Page 3
ImmTrac Contacts in Your Area
Page 4
pediatrician and Medical Director at DCHP,
is pleased with the success of their
incentive program and explained its intent
as a means to promote within each
physician’s practice, awareness of their
immunization coverage rates. By setting
attainable goals along with an incentive,
DCHP practices have been able to strive to
increase their performance rates. In terms
DCHP initially implemented its incentive
of expectations on the results for 2006
program in 2004, offering each of its 57
primary care
Dr. Buck
stated, “I
continue to
incentives for
think that a
participation in
majority of
any electronic
providers will
tracking system.
continue to
To receive the
meet the
calendar yearrequirements
based incentive,
of the
each physician
Dr. Ernest Buck
practice was
program, but a
given the option
DCHP Medical Director
few will have
of utilizing the
to stretch to
do this.”
registry, ImmTrac, the Clinic Assessment
Dr. Buck also attributed some of the
Software Application (CASA), or any other
success of their program to accessibility
electronic medical record (EMR) application.
and use of ImmTrac Registry data. Under
During 2005 DCHP offered an increased
Texas law, health plans and other payors
financial incentive to physician practices
are allowed access to ImmTrac data on
able to demonstrate that each DCHP
their clients. “ImmTrac is clearly becoming
member had received 50% of required
vaccines. To receive the incentive,
physicians were required to provide
(continued on pages 3 & 4)
evidence of their immunization coverage on
DCHP clients via physician-reported data in
To learn more about DSHS Immunization
ImmTrac or any other electronic record
Branch programs and activities, please
format. Using Registry data, DCHP was
visit www.ImmunizeTexas.com or click
able to confirm minimum performance
on the box below.
compliance on 49 (85%) of its primary care
physicians. The remaining 8 (15%)
provided confirmation via their own
electronic medical record (EMR)
applications. For the 2006 and 2007
calendar years, DCHP will award the
incentive to physicians who can
demonstrate that each DCHP member has
received 75% of required vaccines.
to perform customized reporting for
monitoring their providers’ performance.
Additionally, Parkland will be extending
assistance to its providers in the
administrative function by generating
immunization “reminders” and “recalls” to
send out to patients.
“ImmTrac is clearly becoming
the preferred tracking system in the
State and is finally populated to the
point that it is a useful first source
of vaccine data about any Texas
Dr. Ernest Buck, a Corpus Christi
(Publication #E11-11989)
April 2007
For the Record...
New “QUICK SEARCH” Offers Search Capability by
Social Security and Medicaid Numbers
ImmTrac users are now able to search
for a client’s record using the child’s
Medicaid Number or the child’s Social
Security Number (SS#) combined with
the Date of Birth (DOB). ImmTrac’s
new QUICK SEARCH function is the
default search option offered from the
“Client Search” screen, appearing after
selection of “Look-up Client” from the
“Welcome to ImmTrac” page.
QUICK SEARCH enables users to search
using any ONE of the three number
search options: ImmTrac Client ID, SS#
with DOB, and Medicaid #. If
information is entered in more than one
QUICK SEARCH area, except in the
case of the SS# – DOB combination, a
pop-up message will appear instructing
users to provide only the ImmTrac ID
#, Medicaid # or the SS# - DOB
combination. If QUICK SEARCH does
not retrieve the client’s record using
the SS# - DOB combination or Medicaid
#, please proceed to conduct a BASIC
or SMART SEARCH. It is possible that
ImmTrac does not have the Medicaid #
or SS# for that client, but the child
may still be an ImmTrac participant.
For quick maneuvering within the
“Client Search” screen, users can select
to “Jump To” the BASIC or SMART
SEARCH options from the default
QUICK SEARCH option by using the Tab
plus Enter keys or simply clicking on the
desired function. The “Jump To”
feature automatically places the cursor
at the beginning field of the selected
search function. After typing in client
search data, users may press the
Control plus Enter keys to highlight the
Perform (search type) Search button
and trigger the search process.
Pressing of the New Search key
refreshes all screens and takes the user
back up to the highlighted default
QUICK SEARCH option on the “Client
Search” screen
Client information typed into any of the
search fields, regardless of search type,
will automatically pre-fill into other
search fields requiring such information.
For example, if conducting a QUICK
SEARCH using the SS # - DOB
combination (or Medicaid #), the user
may proceed to conduct a SMART
SEARCH, and find the SS# and DOB
fields pre-filled with the search criteria
already entered in the SS# and DOB
option of QUICK SEARCH.
The capability to search for clients using
the ImmTrac ID number is still available
and has been incorporated into the
QUICK SEARCH feature. Previously, this
search option was offered as the first
field in the BASIC SEARCH option, on
the “Client Search” screen. Users are
encouraged to enter into clients’
records the corresponding SS# and
Medicaid # when available.
For more information on using
QUICK SEARCH, please review the
“What’s New” section in the
ImmTrac application, consult your
ImmTrac User Manual, or contact
ImmTrac Customer Support.
Searching by
ImmTrac Client ID
Searching the ImmTrac Registry
using the ImmTrac client
identification number (ImmTrac ID)
is the most efficient way to retrieve
a client’s immunization record from
the Texas immunization registry. By
entering the ImmTrac ID number in
the appropriate QUICK SEARCH
field, your ImmTrac search will
produce the specific client record
for which you are searching.
Because each ImmTrac client has a
unique ImmTrac ID number, the
QUICK SEARCH will produce only
that client’s record on the Client
List. To maximize record retrieval
efficiency, ImmTrac users are
encouraged to note the client’s
ImmTrac ID number in an easily
accessible area of the client’s
medical record for easy future
Client Lists “Filtered by Your Site’s County”
A BASIC SEARCH in ImmTrac now
enables users to produce a “filtered”
client list displaying only clients in the
same county as the requesting user’s
site location. The new button, Filter
by Your Site’s County, appears on the
“Client List” offering users a listing of
clients matching the search criteria
When selecting “Filter by Your Site’s
County”, ImmTrac will display only
clients with a residence county
matching the user’s site location.
The user will also have the option of
removing the county filter by simply
clicking the “Remove County Filter”
button, which is displayed when the
“filtered” function is engaged.
ImmTrac can display a maximum of 30
clients on the “Client List” screen. By
using the Filter by Your Site’s County
function, a user may be able to view
clients (with residence county
matching the user site’s county) that
would otherwise not be displayed on
the “Client List” Screen due to the 30
client limitation.
efficiently identify records for local
clients by narrowing the client list
based on matching county of
residence. If the client’s record is not
found using the County Filter, the
statewide client list may be viewed by
removing the County Filter.
For additional information on this
feature, please review the “What’s
New” section in ImmTrac or contact
ImmTrac Customer Support.
The new Filter by Your Site’s County
feature enables users to more
Page 2
For the Record...
April 2007
Advanced Consent Form Processing and
Functionality Added to ImmTrac
ImmTrac has implemented a new
improve and facilitate automated
processing of consent forms for new
clients. This new process allows
Registry users two options for
requesting addition of a new client
into ImmTrac.
When a SMART SEARCH has been
conducted and a client record is not
found, the “Client List” screen will
display a message informing the user
that no clients matched the SMART
SEARCH criteria entered, along with
the question, “Do you have a signed
ImmTrac consent form (C-7) for your
client?” Users must respond to the
question by selecting either “YES
[Request Client Add]” or “NO
[Request Consent Form]” in order to
proceed. If the parent has been
offered and completed and signed a
blank Immunization Registry
(ImmTrac) Consent Form (C-7), “YES
[Request Client Add]” should be
selected as the response. The
subsequent screen, Request Client
Add screen, will display a unique
number along with instructions to
handwrite such number in the box
labeled For Clinic/Office Use located at
the upper right of the signed consent
form. This unique number allows
ImmTrac to expedite creation of the
record upon receipt of the signed
consent form. The user should then
fax the signed consent form to
ImmTrac at the Toll Free [(866) 6240180] number indicated on the
bottom of the form. Upon receipt of
the form, the new client record will
be added to ImmTrac.
If an ImmTrac consent form has not
been completed or signed by the
parent, the user should select “NO
[Request Consent Form]” to request
a pre-filled, bar-coded, ImmTracGenerated Consent Form (IG-7). The
form is pre-filled based on the search
criteria entered into the SMART
SEARCH fields. When printed, the
user may offer the pre-filled,
ImmTrac-generated consent form to
the parent for signature, then fax the
form to ImmTrac at the number
noted on the bottom of the form.
Health Plans’ Use of Registry Data
the preferred tracking system in the State
and is finally populated to the point that it
is a useful first source of vaccine data
about any Texas child,” stated Dr. Buck.
Use of the ImmTrac Registry has been the
option primarily accepted by DCHP
providers. “They are happy (about the
incentive program),” said Dr. Buck.
In the Dallas area, Parkland is utilizing
ImmTrac data to develop a “reporting shell”
within their claims and billing system,
enabling them to further analyze ImmTrac
data and generate customized reports on
their physicians’ performance. Parkland is
planning on sending physicians reminders
on immunization reporting requirements
and encouraging them to report
immunizations to ImmTrac. Parkland also
plans to review its physicians’ performance
on immunization coverage, its clients’
immunization status, and offer physicians
assistance in some administrative functions
(continued from page 1)
such as the generation of immunization
reminders and recalls for their clients.
Dr. Barry Lachman, Medical Director at
Parkland, explained that they are applying
their analysis of Registry data to creating
improvements by offering physicians
assistance such as the generation of client
immunization reminders and recalls, as a
way to “alleviate administrative burden” for
them. “This helps maintain and reinforce
the medical home concept for their clients,
and beyond paying claims, adds value to
the way they practice,” said Dr. Lachman
regarding their future reminder and recall
initiative. He added that Parkland will seek
pilot sites to determine how much provider
time is actually saved by having the health
plan’s corporate office generate the
reminders and recalls for its physicians.
Such further analysis and use of Registry
The barcode on the ImmTracgenerated form contains the
individual client’s information, in a
secure, encrypted form, allowing
ImmTrac to create the client’s record
upon receipt of the signed consent
form, with no need for additional data
Use of the pre-filled, bar-coded,
ImmTrac-Generated Consent Form
(IG-7) is the preferred method for
requesting that a new client be
added to ImmTrac. The barcode
technology will allow for expedited
creation of a new client’s record in
ImmTrac and will reduce the potential
for data entry errors.
A Message from the
ImmTrac Director...
The ImmTrac Team is committed
to improving ease-of-use for
Registry users and increasing the
utility of Registry data. We are
pleased to introduce the recently
implemented ImmTrac
enhancements and welcome your
feedback. A future issue will
highlight our work to facilitate
electronic reporting and data
sharing through implementation
of data translation technology
and Health Level Seven (HL7) data
We are excited about the use of
Registry data by health plans to
facilitate reminder/recall
activities and promote higher
vaccine coverage levels.
Information enables innovation.
Health care providers, health
plans and public health entities,
working together to share
information and apply innovative
immunization initiatives, can
significantly improve the health
of Texas children.
- Claude Longoria
Manager, ImmTrac Group
(continued on page 4)
Page 3
April 2007
For the Record...
Health Plans’ Use of Registry Data
data will allow Parkland to also demonstrate the benefits of
Registry data to their physicians, thus encouraging them to report
immunizations to ImmTrac. Eventually, this capability would also be
made available to Parkland physicians, enabling individual
providers to perform additional analyses on their own practices.
In a recent ImmTrac Health Plan/Payor Working Group (HPPWG)
conference call, several other health plans shared similar use of
Registry data as a means for improving their Health Plan Employer
Data and Information Set (HEDIS) report rates, monitoring their
physicians’ immunization coverage rates, supplementing their own
incomplete immunization records for their clients, sending clients
reminder notices on vaccines due, and motivating physicians to
report to ImmTrac as is required by law. “We are very interested
and very grateful that ImmTrac is here,” stated one HPPWG
DSHS Health Service Region (HSR)
ImmTrac Contacts
Cindy Gonzales: (806) 744-3577
Debra Perkins: (325) 795-5873
Cheryl Millican: (817) 264-4795
Sandi Geisler: (817) 264-4811
(continued from page 3)
Claude Longoria, Manager of the ImmTrac Group, expressed
enthusiasm for the acceptance of ImmTrac by health plans. “Most
health plans in Texas, including all of the largest plans, are now
reporting immunizations to ImmTrac,” stated Mr. Longoria. “They
are also recognizing the benefits that access to Registry data can
provide for their participating physicians and members.” As for
continued collaboration with health plans, Longoria added, “We
hope to work with HPPWG members to improve data quality,
promote physician participation, and share innovative strategies
for use of Registry data.”
To continue making ImmTrac work for users, the ImmTrac Group
continues to work with Stakeholders and users to improve the
Registry. ImmTrac staff is near completion on implementing the
HL7 Protocol to enable a batch and “real time” interface with
payors, providers, and other registries. HL7 is a standard
communication platform that enables both types of interfacing.
Additionally, ImmTrac is introducing a new “data translation”
capability that allows for the acceptance of electronic data in
various file formats.
Both Drs. Lachman and Buck had positive comments regarding
their entities’ experience on working with ImmTrac staff to request
immunization histories on their clients. As for the future of
ImmTrac and continued electronic reporting from payors, Dr. Buck
responded with great optimism. “I believe that with the full
conversion to HL7 technology and the more timely and complete
‘population’ of ImmTrac, it will become THE place to get information
about the vaccination status of all Texas children.”
HSR 4/5N
Kevan Bauer: (903) 533-5378
HSR 6/5S
Nezzie Parker: (713) 767-3454
Alan Butler: (254) 778-6744 X2424
Cory Bittle: (210) 949-2126
HSR 9/10
(Midland Office)
Joyce Flores: (432) 571-4133
(contact for healthcare providers)
(El Paso Office)
Arturo Rodarte: (915) 834-7924
(contact for healthcare providers)
Beki Hammontree: (432) 571-4142
(contact for schools & daycare facilities, both offices)
HSR 11
(Harlingen Office)
Gracie Rubio: (956) 423-0130 X548
Vickie Mendoza: (956) 423-0130 X543
(Laredo Office)
Carmen Rodriguez: (956) 794-6380
Amy Montalvo: (956) 794-6382
(Corpus Christi Office)
Maria Cruz: (361) 888-7837
Contact Information
ImmTrac Customer Support:
(800) 348-9158
Monday - Friday
7:30 a.m. to 4:45 p.m. (cst)
DSHS Immunization Branch
(512) 458-7284
(800) 252-9152
ImmTrac Immunization Registry
1100 W. 49th Street, T-303
Austin, TX 78756
(512) 458-7790
We welcome your comments and
suggestions regarding this publication.
E-mail: [email protected]
Visit our website at: www.ImmTrac.com
Please click on HSR County Coverage for a map of
DSHS Health Service Region coverage by County.
Articles contributed by ImmTrac staff.
Page 4
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