NY Immunization Registries 2014

NY Immunization Registries 2014
NEW YORK STATE IMMUNIZATION INFORMATION SYSTEM
(NYSIIS) SETUP INSTRUCTIONS
The New York State Immunization Information System (NYSIIS) is a free, web-based statewide
immunization information system, also called a registry, which maintains computerized immunization data
of persons of all ages in a confidential and secure manner.
Effective January 1st, 2008 all immunizations administered to children less than 19 years of age must be
entered into the NYSIIS within 14 days of administration. This includes all vaccines administered in
accordance with the Advisory Committee on Immunization Practices (ACIP) recommended schedule, as
well as any additional vaccines administered to persons less than 19 years of age after January 1 st, 2008.
Users will access the NYSIIS through the NYSDOH Health Commerce System (HCS). All NYSIIS users
are required to have an individual HSC user account.
You can apply online at
https://hcsteamwork1.health.state.ny.us/pub/top.html by selecting the Apply for HCS Medical
Professions account link. You may designate a user to be the HCS Coordinator for the practice. The HCS
Coordinator obtains and manages the medical practice user accounts on the HCS and is the principal point
of contact concerning HCS access. It is recommended that offices designate at least two HCS
coordinators.
If you have any questions or require additional information regarding the NYSIIS you can call
(518)473-4437 or email [email protected]
CLINICAL IMMUNIZATION
The Immunization section within the Clinical system of Practice Manager allows you to maintain structured
records for a patient's immunization information. The following topics will detail how to setup the
Immunization portion of the Clinical system. When an Immunization Type and Group Procedures are
configured, the Immunization Record will display any applicable immunization entries in the Booster Series
Column. If Group Rules are configured in addition to the Immunization Type and Group Procedures, the
Immunization Record will display any applicable immunization entries that meet the specified rules for the
first sequence in the Basic Series column, all other entries will appear in the Booster column.
Configure Procedures for Immunization
This would be the minimum that you would have to do if you do not wish to create Immunization Types,
Group Procedures and Group Rules. A listing of Vaccine Codes accepted by the NYSIIS can be found in
the NYSIIS Flat File Transfer Specification which can be downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_informatio
n/docs/nysiis_specs_flatfile.pdf or can be found in the NYSIIS HL7 – 2.4 Transfer Specification which can
be downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_informatio
n/docs/nysiis_specs_hl7_24_realtime.pdf. Procedures need to be configured for Immunization so that the
system will automatically update and enter an Immunization entry for the patient whenever a charge with
an applicable procedure is entered. Use the following steps to add procedures for Immunization.
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1. Click Add-Ins  Clinical  Immunizations  Procedures.
2. In the Available Procedures column select any procedures that will be used as part of the
Immunization system. To select more than one procedure to move at one time click on the first
procedure, and then hold down the Ctrl key as you click the remainder of the desired procedures.
3. Click the Add>> button.
4. Once the applicable procedures have been selected, click the Save button.
Configure Immunization Type Information
An Immunization Type can be created for each type of vaccine administered, example Varicella, Hep A,
Hep B, DTAP, Hib, Flu, MMR, etc. It’s a category to which certain Group Procedures and/or Group Rules
will be applicable when tracking immunization records for patients. Use the following steps to configure an
Immunization Type.
1. Click Add-Ins  Clinical  Immunizations  Group Setup.
2. In the Code Table Maintenance - Immunization Type screen, click the New button.
3. Enter a Code Value for the immunization type.
4. Enter a Description for the immunization type.
5. Click the Add To List button.
6. Repeat steps 2 – 5 to add additional vaccines.
7. Click the Save All button when finished.
Configure an Immunization Group for an Immunization Type
An Immunization Group is a particular set of procedures that are classified under an Immunization Type.
Use the following steps to add procedures to an Immunization Group for an Immunization Type.
1. Click Add-Ins  Clinical  Immunizations  Group Procedure.
2. In the Select Code - Immunization Type screen, select the Immunization Type, and then click the
OK button.
3. In the Available Procedures column select any procedures that are used for this Immunization Type
which will be used as part of the Immunization Group. To select more than one procedure to move
at one time click on the first procedure, and then hold down the Ctrl key as you click the remainder
of the desired procedures.
4. Click the Add>> button.
5. Once the applicable procedures have been selected, click the Save button.
6. Repeat steps 2-5 for the remaining Immunization Types.
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Configuring Immunization Rules for an Immunization Type
An Immunization Rule allows you to set up specific guidelines to be followed for the Immunization Type as
they are added to the patient's record if desired. Use the following steps to create a new Immunization
Rule for an Immunization Type.
1. Click Add-Ins  Clinical  Immunizations  Group Rules.
2. In the Select Code - Immunization Type screen, select the Immunization Type, and then click the
OK button.
3. In the Immunization Rule screen, click the New button.
4. Select the Age Type for this immunization rule.
5. Enter the Age Start, Age End, Shots, and Seq # for this immunization rule.
6. Click the Add to List button.
7. Repeat steps 3 - 6 to add any additional rules for this Immunization Type.
8. Click the Save All button when finished.
9. Repeat steps 2-8 to add rules for the remaining Immunization Types.
Configure Manufacturer Information
The manufacturer is the company or entity that produces the vaccine for immunizations that is used in
conjunction with the NYSIIS. A list of Manufacturer codes accepted by the NYSIIS can be found in the
NYSIIS Flat File Transfer Specification which can be downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_informatio
n/docs/nysiis_specs_flatfile.pdf or can be found in the NYSIIS HL7 – 2.4 Transfer Specification which can
be downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_informatio
n/docs/nysiis_specs_hl7_24_realtime.pdf. Use the following steps to create a new Manufacturer for
Immunizations.
1. Click Add-Ins  Clinical  Immunizations  Manufacturers.
2. In the IH Code field, enter the In-House Code for the Manufacturer you are adding.
3. In the Description field, enter the Description for the Manufacturer you are adding.
4. The NJ IIS Manufacturer Code field is not applicable.
5. In the NY IIS Manufacturer Code field, enter the appropriate Manufacturer Code.
6. Click the Save button.
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Configure VFC Eligibility Information
By entering a VFC eligibility code you are specifying the patient’s eligibility to receive publicly funded
vaccines from the Vaccines for Children or VFC Program. A list of VFC Eligibility codes accepted by the
NYSIIS can be found in the NYSIIS Flat File Transfer Specification which can be downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_information
/docs/nysiis_specs_flatfile.pdf or can be found in the NYSIIS HL7 – 2.4 Transfer Specification which can be
downloaded by going to
http://www.health.ny.gov/prevention/immunization/information_system/providers/data_exchange_information
/docs/nysiis_specs_hl7_24_realtime.pdf. Use the following steps to create a new VFC Eligibility for
Immunizations.
1. Click Add-Ins  Clinical  Immunizations  Eligibility.
2. In the IH Code field, enter the In-House Code for the VFC Eligibility you are adding.
3. In the Description field, enter the Description for the VFC Eligibility you are adding.
4. Click the Save button.
Configure Immunization Information for a Procedure
In Practice Manager version 4.3 and higher you have the ability to configure immunization information for
a procedure. When this information is entered, it will be available to select when entering\editing an
immunization in both the Clinical and Practice Manager applications allowing for more efficient and
effective entry of this information. Use the following steps to configure immunization information for a
procedure.
1. Click Administration  Transaction Tables  Procedure
2. In the IH Code field, enter the In-House Code for the procedure in which you would like to
configure immunization information.
3. Click the Immunization button.
4. The Immunizations Manufacturers & Lot Numbers dialog will appear. If you want to enter a VIS
(Vaccine Information Statement) date place a checkmark in the VIS checkbox and enter the
applicable VIS date. Click the New button and configure the following applicable immunization
information:
o
Manufacturer
o
Trade Name
o
Lot Number
o
Lot Expiration
o
Funding
5. When complete click the Add To List button, click the Close button and click the Save button.
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Add an Immunization Entry for a Patient
If a particular procedure was not configured at the time of charge entry (available in version 4.3 and
higher), or if you need to enter an Immunization entry without adding a charge, you can add it manually in
the Immunization tab of the Clinical screen. Use the following steps to manually add Immunization
information for a patient.
1. Click the Clinical tab.
2. In the Account # field, enter the patient’s account number for whom you would like to add a Clinical
Data record, or search for it by clicking the Lookup button, or pressing F3.
3. Click the Immunizations tab.
4. Click the New button.
Please note: The Immunization entry screen was updated in version 4.3 and higher to
include the ability to select immunization information if entered on the procedure screen.
See below for a print screen of the Immunization entry screen from version 4.3 and higher
and another print screen from prior to version 4.3.
5. In the Immunization screen, enter the Procedure, or search for it by clicking the Lookup button, or
pressing F3.
6. Enter the Service Date for the Immunization Record.
7. If immunization information was entered for this procedure, select the applicable immunization
information for this procedure (available in version 4.3 and higher). The immunization information
will populate the corresponding fields in the Immunization section below.
If immunization information was not entered for this procedure or if you are on a version prior to 4.3,
enter at minimum the Manufacturer and Lot Number which are both required for the NYSIIS.
8. Enter any other immunization information as needed.
9. In the Immunization Consent section, enter the First Name, Last Name, Consent Date and select
the Relationship, if applicable.
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In version 4.3 and higher, the Consent for Immunization checkbox should be checked if the
person named gives permission to administer the immunization and the Permission to Share
checkbox should be checked if the person named gives permission to share the immunization with
the NYSIIS.
In versions prior to 4.3, the Permission Granted for Immunization checkbox should be checked if
the person named gives permission to administer the immunization.
Please note: Flat File (NYSIIS) - Immunizations for patients 19 yrs and older are not sent to
the NYSIIS unless Permission to Share is checked. HL7 (NYSIIS HL7) – Immunizations for
patients 19 yrs and older are sent to the NYSIIS even if Permission to Share is unchecked.
10. When finished adding the Immunization information, click the Save button.
11. Click the Next Account button when finished.
Print screen of Immunization Entry screen from version 4.3 and higher
Print screen of Immunization Entry screen from prior to version 4.3
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Edit an Immunization Entry for a Patient
Immunization information will be entered onto a patient's account whenever a configured immunization
procedure is entered as a charge. You must edit the immunization entry to enter the immunization
information, at minimum the Manufacturer and Lot Number which are required fields for the NYSIIS.
Use the following steps to edit an Immunization entry for a patient:
1. Click the Clinical tab.
2. In the Account # field, enter the patient’s account number for whom you would like to edit a
Clinical Data record, or search for it by clicking the Lookup button, or pressing F3.
3. Click the Immunizations tab.
4. Click the Edit button.
5. Enter\edit any immunization information as needed. See the section above entitled “Adding an
Immunization Entry for a Patient” for information regarding specific fields.
6. When finished editing the Immunization entry, click the Save button.
Entering the Patients Mother’s Maiden Name
The patients Mother’s Maiden Name is another required field for the NYSIIS. Use the following steps
to enter the patients Mother’s Maiden Name.
1. Click the Patient tab.
2. In the Account # field, enter the patient’s account number for whom you would like to add the
Mother’s Maiden Name, or search for it by clicking the Lookup button, or pressing F3.
3. Click the More Patient button.
4. Enter the patients Mother’s Maiden Name in the Mother’s Maiden Name field.
5. Click the Save button and the Save button again to save the patient.
Print an Immunization Record for a Patient
Use the following steps to print an Immunization Record for a patient.
1. Click the Clinical tab.
2. In the Account # field, enter the patient’s account number for whom you would like to print an
Immunization Record, or search for it by clicking the Lookup button, or pressing F3.
3. Click the Immunizations tab.
4. Click the Preview or Print button.
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Printing a Clinical Immunization Report
Use the following steps to print an Immunization Report prior to going into the PCVaccine program to
create your files that will be uploaded to the NYSIIS. This report will assist you in determining which
immunizations are missing the required, Manufacturer code, Lot Number, and Mother’s Maiden Name.
1. Go to Reports  Clinical  Clinical Immunizations  Standard
2. In Select Criteria add Service Date, Between and in the Starting and Ending Value enter the dates
for which you are going to gather immunizations. You can also add Lot Number, Is Blank or
Manufacturer, Is Blank or Mother Name, Equal to, N if you specifically want to see immunizations
with this missing information.
3. Scan this report for missing Lot Numbers and Manufacturers. If the Mother’s Maiden Last Name is
not entered appropriately an N will be reported in the Mother column.
VACCINE REGISTRY MODULE
Practice Manager has a program that permits the export of immunization information into an ASCII file, which
can be uploaded to the NYSIIS for processing, it’s called the Vaccine Registry module. In order to use this
module, your license file must contain the proper permissions. Go to Help  About Practice Manager.
Under License Information use the scroll bar to view the Licensed Add-ins. If PCVaccine doesn’t appear
as a Licensed Add-in you need to create a HDS call asking to have the PCVaccine Licensed Add-in
added to the clients license file. Also request the call be transferred back to you once the license file
has been updated. Transfer the call to the STI Division, Administration Department, Employee
Maddie Kelsey. There is no charge for the PCVaccine Licensed Add-in.
If you attempt to use this program without having the proper permissions within your license file, you will
receive a warning message indicating that your current license file does not permit access to this program.
Once you have the proper licensing permissions, use the following steps to setup the Vaccine Registry to
be accessed from within Practice Manager:
1. Go to Add-ins  Run  Configure.
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2. Configure as follows:
Application Name - Type PCVaccine Program.
Command Line - Click on the Browse button to the right of the field (button with 3 dots) and
navigate to the Application folder on the server, locate PCVaccine.exe, highlight and click the
Open button.
Starting Directory - Click the Browse button to the right of the field (button with 3 dots) and
navigate to the Application folder on the server and click the OK button.
3. Click the Add button and then click the OK button.
Once set up to access you would go to Add-ins  Run  PCVaccine Program. You will be presented
with a logon screen similar to the one shown on the next page. Select the database that you wish to log
into, enter your User ID and Password, and click the Logon button to access the program.
Once the logon procedure has been completed, the main window of the Vaccine Registry program will
appear on the screen.
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The Main screen of the Vaccine Registry program is divided into three sections. These sections allow you
to specify the file format, practice, provider, service dates, output directory and procedure information for
which you wish to gather Vaccine information.
The first of these sections contains the command buttons used to preview and/or save the output file after
all additional criteria have been specified. In addition, this section contains the format in which the Vaccine
file should be saved. You must click on the down down box and select NYSIIS if sending in the Flat File
format or NYSIIS HL7 (available in version 4.1.4 or higher) if sending in the HL7 format, version 2.4.
Please note: If office is attesting for Meaningful Use they must select NYSIIS HL7. This file will then be
uploaded to the NYSIIS as a test file.
That test may succeed or fail; either way it meets the
immunization criterion of MU Stage 1.
The second section contains the fields necessary to specify the In-House codes of the desired Practice and
Provider, a Starting and Ending Date and an Output File Path.
To specify a Practice or Provider you may type the appropriate In-House code into the fields provided, or
select from a list by clicking the lookup button or by pressing F3. You are required to specify a Practice
code; however the Provider field is optional. If you wish to gather information for all providers, the Provider
field may be left blank.
To enter a Starting and Ending Date for which information should be gathered, type the dates into the
appropriate fields or click on the drop down box and navigate through the months\years using the left and
right arrow keys on the calendar and then clicking the desired date.
The Output File Path specifies where you want the file saved and defaults to the users Desktop. If multiple
users will be using the PCVaccine program it’s suggested that you find a mutual place to save the file so
either user can access it. Click the Browse
button if you wish to change the Output File Path.
The third section of the screen contains the fields and buttons that are used to designate which procedures
are considered to be vaccinations. This section displays a list of all procedures within the system along the
left side, and the list of selected procedures along the right. Information will be gathered for all procedures
that appear within the list on the right.
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To select a procedure, highlight the desired record on the list entitled Procedures and click the button
showing a single arrow pointing to the right (i.e. ‘>’). This will move the procedure from the list on the left
and place it in the list on the right. To select more than one procedure to move at one time click on the first
procedure, and then hold down the Ctrl key as you click the remainder of the desired procedures. Once all
of the desired procedures have been highlighted, click the button showing a single arrow pointing to the
right (i.e. ‘>’).
As each procedure is designated to be a Vaccination procedure, it will appear within the Selected list on
the right side of the screen. To remove a procedure from the Selected list, highlight the desired procedure
and click the button showing a single arrow pointing to the left (i.e. ‘<’). This will remove the procedure
from the list on the right and place it back into the list on the left. To select more than one procedure to
move at one time, click on the first procedure, and then hold down the Ctrl key as you click the remainder
of the desired procedures. Once all of the desired procedures have been highlighted, click the button
showing a single arrow pointing to the left (i.e. ‘<’).
Once all information has been configured as desired the file may be saved. To save an output file using
the specified criteria, you may click the Save
menu and select Save As.
button in the upper-left of the screen, or click the File
Upon selecting either of these options, you will be prompted to enter an Organization ID in the Criteria field.
This is the ID of the provider organization that owns the client (patient) and their immunization records. This
field is optional if an organization is sending all of it’s own records. This field is required if using the NYSIIS
HL7 format or if an organization other than the organization that owns the record(s) is transmitting the file for
the NYSIIS format. Contact the NYSIIS Help Desk at (518)473-4437 for the appropriate Organization ID, if
unknown. Click OK either after leaving the Criteria blank or after entering the appropriate Organization ID.
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For the NYSIIS format, two (2) files will be created. One containing Patient Information named
VACCINEPAT.ASC and another containing the Immunization Information named VACCINEIMM.ASC.
Both will be located in the location specified in the Output File Path field. Both files would be uploaded to
NYSIIS.
For the NYSIIS HL7 format, two (2) files will be created. VACCINE.ASC and VACCINE.ZIP, either of which
can be uploaded to NYSIIS. Both will be located in the location specified in the Output File Path field.
**PLEASE NOTE**
 A file will not be rejected if an immunization is missing the Patients Mother’s Maiden Name,
Manufacturer and\or Lot Number however you will need to access the NYSIIS to manually add this
information using the user interface to complete the record.
NEW YORK STATE IMMUNIZATION INFORMATION SYSTEM (NYSIIS)
Configure Run for the New York State Immunization Information System (NYSIIS)
Use the following steps to setup the New York State Immunization Information System (NYSIIS) to be
accessed from within Practice Manager:
1. Go to Add-ins  Run  Configure.
2. Configure as follows:
Application Name - Type New York State Immunization Information System (NYSIIS)
Command
Line
–
Type
C:\Program
https://commerce.health.state.ny.us
Files\Internet
Explorer\iexpore.exe
Starting Directory – Type C:\Program Files\Internet Explorer
3. Click the Add button and then click the OK button.
We do not support the NYSIIS. The New York State Immunization Information System User Manual can
be used, by the client, to assist them in uploading the applicable file to the NYSIIS. The User Manual can
be found by going to:
http://www.health.ny.gov/prevention/immunization/information_system/docs/user_manual.pdf
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