Cheryl Oliver-Knight Delaware Immunization Program Information Systems Support Specialist Fred Bailey Delaware Immunization Program Health Program Coordinator History of Delaware’s Immunization Registry (Immunization Information System – IIS) First state to establish an IIS (early 1980’s) Created a new IIS in 1995 that corresponded with the creation of the Vaccines for Children (VFC) program Implemented the current IIS in December of 2011 Required participation in the IIS (patients cannot choose to opt out and patient permission is not required to establish an IIS record) IIS Reporting Requirements Delaware Regulation 4202 – Control of Communicable and other Disease Conditions provides the legal ground for the Division of Public Health to establish an immunization registry (IIS) Regulation requires “All physicians and other health care providers . . .” to report the immunizations they administer to patients in Delaware Regulation requires that all immunizations administered be reported – childhood, adult, travel, rabies (pre and post exposure), etc. IIS Reporting Requirements cont. What information must be reported: Facility/Practice name, address and phone number Responsible health care provider (physician, nurse practitioner, pharmacist, etc) Patient Demographics Name Date of Birth Gender Race Ethnicity Address IIS Reporting Requirements cont. Vaccine Information Vaccine administration date Vaccine name (by antigen – i.e. Dtap vs. Adacel) Vaccine manufacturer Vaccine lot number VFC category for children under 19 years IIS Reporting Methods Submission of the Division of Public Health Immunization Reporting form Direct data entry from the facility into the IIS Electronic reporting: Flat file – not accepting any new facilities and will be phasing out current users HL7 messaging – standard format for transmitting health information World wide standard HIPAA compliant Meets hospital and provider requirements for meaningful use dollars Delaware Health Information Network (DHIN) DHIN is the state-sanctioned provider of health information exchange services. The Division of Public Health (DPH) and DHIN have created a partnership with the intent for DHIN to be the vehicle for all health data that must be transmitted or reported to DPH. DHIN and the DPH have agreed upon the tools and methods that will be used to feed required immunization data from the hospitals and practices to the state. Process for Submitting HL7 messages Provider/EHR vendor is introduced to the DHIN. A contract is established between DHIN and the provider/EHR vendor. Provider/EHR vendor requests a facility code from the state that will identify each medical practice in the HL7 message A “kick-off” meeting with the EHR vendor/practice that includes: HL7 message version – 2.3.1 or 2.5.1 Message type – update and/or query Process for Submitting HL7 messages cont. Connectivity options – web services (preferred) or SFTP Web services must complete DelVAX Vendor IP Information form. (This is used to allow access through the State of Delaware firewall.) If practice is a VFC Provider, the practice VFC coordinator must be aware of additional requirements for administrative fee claims. Establish EHR vendor test plan and training of practice personnel Vendor test web service connection Vendor submits test messages (not real data) DPH validates message technical format Process for Submitting HL7 messages cont. Vendor sends practice production data (real data) DPH validates the content for required fields DPH initiates a “move to production” meeting with Provider, EHR and DPH. EHR vendor completes the State of Delaware security forms Supply the production URL, login and password Schedule “go live” date Practice continues to report via paper forms for two weeks while DPH conducts quality assurance. http://www.dhss.delaware.gov/dph/dpc/immunize-providers.html Immunization Reporting Contacts Immunization Program: Cheryl Oliver-Knight [email protected] Fred Bailey – [email protected] DHIN: Richard Wadman – [email protected] Questions?