WELCOME TO THE
WVSIIS
USER GROUP MEETING
OCTOBER 2014
AGENDA
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REPORTING TO THE REGISTRY
COVERAGE RATES
REMINDER RECALL
DATA QUALITY REPORTS
OTHER USEFUL REPORTS
VFC RECONCILIATION/ORDERING/ACCEPTING ORDERS
ENTERING ADMINISTERED VACCINATIONS
REPORTING DUPLICATE PATIENTS
MEANINGFUL USE REGISTRATION AND ONBOARDING PROCEDURE
NEW CONSUMER ACCESS MODULE: MyIR
MEDICAL EXEMPTION MODULE
IMPORTANT REMINDERS
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WHY REPORT TO THE REGISTRY?
• Vaccinations for children ages 0-18 must be reported to the
registry within 2 weeks of administration.
• The registry 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.
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COVERAGE RATES
 West Virginia has the 10th lowest infant immunization rate in
the U.S.
Percentage of 2 year olds who are fully immunized:
• West Virginia
65.5%
• United States
70.4%
• US Department of Health and Human Services
goal to ensure herd immunity
95%
*Source: 2013 National Immunization Survey
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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.
• AFIX and VFC rely on WVSIIS data to monitor immunization
coverage when performing provider assessments.
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Improving Coverage Rates
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.
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REMINDER RECALL
Important tool for targeting patients in need of specific
vaccinations. This report can generate a patient list, mailing
labels, or form letters. VFC providers are asked during AFIX visits
if it is being utilized.
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CREATING REMINDER RECALL REPORT
 Choose IRMS/facility
 Click on Reminder Recall menu and then Reminder Recall
 Select the following options:
A. Increment recall count
B. Due now
C. All patients
D. Enter an age or range of birthdates.
E. Select at least one vaccination family
F. Leave other fields blank
 Click Run Reminder Recall at bottom of page.
 A message will pop up showing the number of patients selected.
Click OK.
 Enter facility return address.
 Select an output type: patient listing, mailing labels, postcards, or
letters.
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REMINDER RECALL
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DATA QUALITY REPORTS
 Patient Data Quality Detail Report
 Vaccination Data Quality Detail Report
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PATIENT DATA QUALITY DETAIL REPORT
This report is used to enable identification of patient records
with incomplete information. It is limited to variables selected
by the user such as VFC status, patient address, guardian
information, etc.
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PRINTING PATIENT DATA QUALITY DETAIL REPORT
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Choose IRMS/facility.
Click on Reports menu and then on Report Module.
Click on Patient Data Quality Detail report under Quality group.
Select the following option:
A. Birth date range (mm/dd/yyyy).
B. Do not select any specific variable so the report will run for all missing
variables.
Click the Create Report button and the report will open in a new screen.
Utilize the report by entering the missing demographic information for
the patients listed.
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PATIENT DATA QUALITY DETAIL REPORT
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VACCINATION DATA QUALITY DETAIL REPORT
This report is used to enable identification of the patient and
vaccination records which were outside of the administration
age or administered vaccinations that were given from
unspecified vaccine types. Revising incorrect information will
ensure an accurate vaccination record and avoid the possibility
of duplicate vaccination.
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PRINTING VACCINATION DATA QUALITY DETAIL REPORT
 Choose IRMS/facility.
 Click on Reports menu and then on Report Module.
 Click on Vaccination Data Quality Detail report listing under the Quality
group.
 Select the following options:
A. Enter birth date range (mm/dd/yyyy).
 Click the Create Report button and the report will open in a new screen.
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Utilize the report by researching the information returned by the report
for the patients listed.
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VACCINATION DATA QUALITY DETAIL REPORT
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OTHER USEFUL REPORTS
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Patient Detail Report
Patient Vaccination Forecast
Vaccination Breakdown
Vaccine Need
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PATIENT DETAIL REPORT
This report can show:
• Patient name
• Vaccine
• Vaccination date
• VFC status
• Lot number
• Vaccinator
• Date VIS given
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PRINTING PATIENT DETAIL REPORT
• Go to reports, report module, and under patients, choose
patient detail.
• You may specify the date or birthdate range.
• Choose the vaccinations you wish to see.
• Create report.
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PATIENT DETAIL REPORT
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PATIENT VACCINATION FORECAST
This report is a tool utilized to show when the patient should be
vaccinated according to the ACIP schedule and is helpful in
scheduling future patient visit dates to ensure timely
vaccination.
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PRINTING PATIENT VACCINATION FORECAST
 Click on the Patient menu, Search/add, and select the patient
as usual.
 Go to Reports, Patient Record, and under Vaccination Record
Choices, select the Forecast bubble.
 Click on Create Report.
 If the patient’s recorded vaccinations are up to date, the
report shown will be an accurate example of the future
vaccination dates that would be valid for the selected
patient.
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PATIENT VACCINATION FORECAST
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VACCINATIONS BREAKDOWN
This report will enable the user to view a list of the
vaccination types and quantities given during a
specific time range. There are many uses for this
report. One in particular would be to look at the
previous year to see the quantities of vaccine used
during a specific timeframe in order to determine
what the practice should order for the upcoming
month.
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PRINTING VACCINATIONS BREAKDOWN REPORT
 Click on the Reports Menu item, then on Report Module.
 Click on Vaccinations Breakdown listing under the
Vaccinations group.
 Select the following options:
A. Include inactive patients
B. Select the specific vaccination or leave all unselected to
run for all.
C. Leave the other selections blank.
 Click the Create Report button and the report will open in a
new screen.
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VACCINATIONS BREAKDOWN
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VACCINE NEED REPORT
The Vaccine Need Report may be ran to assess VFC vaccine
ordered for the previous year. This information can assist you in
completing the annual VFC report and can be found under the
Reports menu - State Reports.
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VACCINE NEED REPORT
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VFC RECONCILIATION/ORDERING/ACCEPTING ORDERS
 Reconciliation
 Placing order
 Accepting order upon receipt
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RECONCILIATION
 Enter your on-hand inventory in the Physical Inventory box for each vaccine
even if no change as occurred.
 If there is discrepancy, select the category and reason for the adjustment.
 If any of your physical inventory is ‘0’, make that lot number inactive. Check the
Inactive box and select Save.
 Note yellow and red highlighted lot numbers:
• Red = expired
• Yellow = soon to expire
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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.
Note: Inventory must be reconciled before order is placed.
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RECEIVING VACCINE INTO INVENTORY
When shipment arrives, you MUST receive order for lot numbers to be available in your
inventory.
Select 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.
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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.
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ENTERING ADMINISTERED VACCINATIONS
Choose lot number:
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REPORTING DUPLICATE PATIENTS
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When you have determined that one of your patients has a
duplicate record, verify they are actually duplicates, and then
report the duplication.
At the bottom of the search/add patient screen, select Report
Duplicates.
The “Report Duplicate Patients” window appears.
Select Reason for Deduplication from the drop-down
box. Check the Select box beside each duplicate record
and click Report Duplicates.
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REPORTING DUPLICATE PATIENTS
The Patient Set Merge window appears. Identify which patient is to
be the Master Patient record by selecting the bubble above the
applicable patient, add any comments if needed, then click Merge.
SIIS staff will verify and approve merge.
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MEANINGFUL USE
What is “Meaningful Use”?
The American Recovery and Reinvestment Act of 2009 specifies
three main components of Meaningful Use:
 The use of a certified EHR 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 measure.
Simply put, "meaningful use" means providers need to show
they're using certified EHR technology in ways that can be
measured significantly in quality and in quantity.
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MEANINGFUL USE
Meaningful use in a health information technology context,
defines the use of electronic health records and related
technology within a healthcare organization. This involves the
ability for provider’s EHR to be able to send immunization files
to WVSIIS in HL7 (health level seven) 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.
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MEANINGFUL USE = INTEROPERABILITY
Steps for achieving Meaningful Use:
• Register on the WV Meaningful Use Website.
• Specify EHR information and if you are registering for MU
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’.
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MEANINGFUL USE
Ultimately, it is hoped that the meaningful use compliance will
result in:
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Better clinical outcomes
Improved population health outcomes
Increased transparency and efficiency
Empowered individuals
More robust research data on health systems
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MEANINGFUL USE REGISTRATION
The Meaningful Use Website:
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.
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COMING SOON TO WVSIIS!
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CONSUMER ACCESS MODULE - MY IR
MyIR stands for ‘My Immunization Registry’. It is a secure online
access module that allows consumers or parents easy access to
their child’s immunization records.
Benefits of MyIR:
• Official Shot Record for school or camp registration.
• Convenience for the parent.
• Less burden on the provider.
We are currently in the Pilot Phase of the program. We will be
rolling it out soon to all providers.
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MEDICAL EXEMPTION MODULE
 WV will be adopting the Medical Exemption Module in 2015
in order to better track medical exemptions. Although we
have a process in place, many are difficult to track.
 The new module replaces the old ‘paper’ system for providers
submitting approval for medical exemptions.
 Some schools are accepting medical exemption statements
directly from physicians instead of following the proper
procedure.
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MEDICAL EXEMPTION MODULE
 The decision to purchase the Medical Exemption Module was
based on the need to create a formalized process for more
accurate tracking of medical exemptions.
 Fulfills WV Interpretive Rule.
 Easier for providers to request exemption.
 Streamlined approval process.
 Tracking mechanism for persons exempt from a specific
antigen in case there is an outbreak.
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MEDICAL EXEMPTION MODULE
 The medical exemption request form will become part
of WVSIIS and be required to be utilized by
practitioners requesting medical exemption through
the I-WEB version of WVSIIS.
 Practitioners with WVSIIS and internet access would
enter the request through an online version of this
request form.
 The local health officer would approve or deny the
medical exemption online through WVSIIS I-WEB.
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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 us when a user needs to be inactivated.
• When entering Hep B and Hib historically, select
unspecified unless you can identify type given.
• VFC providers-Make sure to select a lot number for all
VFC vaccinations.
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VFC SITE VISIT REMINDERS
The VFC staff is finding that many electronic records do not
contain the name and title of the person administering the
vaccination, VIS publication date, and date given (these
must be documented separately). The CDC requires that
screening take place at every immunization visit and those
screening results MUST be documented in their EHR during
each visit.
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VFC Vaccine Administration Documentation Requirements
Every time an immunization is administered the following information must be documented
in the patient’s record:
• Patients name
• Date of birth
• Vaccine type *
• Vaccine manufacture *
• 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 Vaccine Information Statement (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
to the Vaccine Adverse Event Reporting System (VAERS).
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POINTS OF CONTACT
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Pam Reynolds – Information Quality Services Coordinator………………
Carol Smith – Information Quality Services Specialist………………………
Brittany Richo– Information Quality Services Specialist…………………..
Becky Pierson – Help Desk Analyst………………………………………………….
304-356-4048
304-356-4945
304-356-4942
877-408-8930
304-356-4047
 Christopher Precht – Programmer Analyst……………………………………….. 304-356-4057
 WVSIIS Fax Number……………………………………………………………….………….877-408-8927
304-558-1899
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QUESTIONS?
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