NY Immunization Registries 2014
Contents
1. Practice Jes c Eastside Family Associates Provider iTe s Bissell _ James leave blank for all Providers Facility el PO Starting Date if 12008 gt Ending Date 173172008 Output Directory C Documents and Setings mday Desktop 00000 Ei 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 E 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 alon2. Specification which can be downloaded by going to http www health ny gov prevention immunization intormation_system providers data_exchange_intormatio 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 Last Updated on 08 30 12 Page 1 1 Click Add Ins gt Clinical gt Immunizations gt Procedures 2 Inthe 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 Cirl key as you click the remainder of the desired procedures 3 Click the Add gt gt 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 gt Clinical gt Immunizations gt Group Setup 2 Inthe Code Table Maintenance Immunization Type screen click the New but
3. button showing a single arrow pointing to the left i e lt 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 lt Selected Description Rubella 90703 90703 Mumps S070 90707 Measles Flu Shot 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 lal button in the upper left of the screen or click the File menu and select Save As 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 its 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 I
4. 3 Trade Name Abbott Laboratories Ross Products Division Lot Number Private gt Route VFC Eligibility VFC Eligibility not determined unknown p Site Ste Funding Private Historical Administered By Pcadmin P Immunization Consent First Name Relationship Sef I Consent for Immunization Last Name M Permission to Share Procedure 90715 DIPHTHERIA VACCINE IM Service Date 08 30201 2 WFC Eligibility 00 eo Eide ea Manufacturer AB gar Lot Humber Lot Humber Lot Expiration D ate a 012013 Consent First Name First Mame Last Name Last Name Consent Date 08 30 201 Relationship MTH W Permission Granted For Immunization Coresi Print screen of Immunization Entry screen from prior to version 4 3 Last Updated on 08 30 12 Page 6 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 Inthe 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 Ed
5. C HART MAKER STI COMPUTER SERVICES INC gt 2700 Van Buren Avenue Eagleville PA 19403 Medical Suite 610 650 9700 800 487 9135 Fax 610 650 9272 www sticomputer com PRACTICE MANAGER gt SCHEDULER ENTRY POINT CLINICAL 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 1 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 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 ncsteamwork1 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 concern
6. 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 gt Transaction Tables gt 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 amp 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 bution Last Updated on 08 30 12 Page 4 H Immunization Manufacturers amp Lot Numbers DIPHTHERIA VACCINE IM Y Manufacturers and Lot Numbers for this Procedure Lot Expiration Trade Name Manufacturer Lot Number Funding Trade Name Abbott Laboratories Ross Products Division Lot Number
7. D N SIIS Sending Organization x criteria Cancel Last Updated on 08 30 12 Page 11 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 gt 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 Goto Add ins gt Run gt Configure 2 Configure as follows Application Name Type New York State Immunization Information System NYSIIS Command Line Type C Program Files Internet Explorer iexpore exe https commerce health state ny us Starting Directory Type C Program
8. 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 intormation system docs user_manual pdf Last Updated on 08 30 12 Page 12
9. Manufacturer Trade Name Lot Number Add an Immunization Entry for a Patient lf 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 Inthe 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 bution 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 Inthe 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 lf 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 immunizat
10. ent Employee Maddie Kelsey There is no charge for the PCVaccine Licensed Add in bS Perfect Care for Windows Version 2 10 Schema Number 210 0 Combined Database No Last Run 12 24 2007 License Information Providers 999 Activation Date 00 00 0000 Expiration Date 00 00 0000 Licensed Add Ins PCAppt PCI mprt PCRemit Server Path C Program Files PCareWLocal2102204 Application System Information PCarew exe 2 10 2 204 C Program Files PCareWLocal2102204 PCRun dll 10 210 2204 C Program Files PCareWLocal2102204 y PCT ask dll 2 10 2 2 10 2 204 C Program Files PCareLocal2102204 PCSyRpt dll 2 10 2 2 10 2 204 C Program Files PCareWLocal2102204 z PCR pts dll 2 10 2 2 10 2 204 C Program Files PCareWLocal2102204 s T i Warning This computer program is protected by copyright laws and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Print Fax Configuration Copyright 1998 MTA Services Inc x lf 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
11. g the right Information will be gathered for all procedures that appear within the list on the right Procedures Selected Description Description _ 71030 71030 ray Chest Complete P4000 74000 ray Abdomen Kub i arf z4r FS Perneogram BO069 80059 Hepatitis Panel alod S1000 Urinalysis s a046 88456 Alergy Seres g0444 90444 Immunization DPT ee 90445 90445 Immunization HIB Vaccine Last Updated on 08 30 12 Page 10 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 gt 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 gt Procedures Description 90702 90702 Rubella 30703 90703 Mumps S070 YOFO Measles T 30710 90710 PFD Tine g rz S012 OPV IPY sy 90715 90715 Hepatitis B Ea peal lt J222 J222 nection of Medication Ls 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
12. ing 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 nysiis health state ny us 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 intormation system providers data_exchange_intormatio n docs nysiis_ specs flatfile odf or can be found in the NYSIIS HL7 2 4 Transfer
13. ion 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 Inthe Immunization Consent section enter the First Name Last Name Consent Date and select the Relationship if applicable Last Updated on 08 30 12 Page 5 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 Procedure 30719 a DIPHTHERIA VACCINE IM Manufacturers and Lot Numbers for this Procedure Click a row to fill the immunization entry fields Lot Expiration Trade Name Manufacturer Lot Number Funding 171 201
14. it button 5 Enter edit any immunization information as needed See the section above entitled Adding an Immunization Entry for a Patient for information regarding specitic 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 Inthe 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 Inthe 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 Last Updated on 08 30 12 Page 7 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 u
15. n Rule for an Immunization Type 1 Click Add Ins gt Clinical gt Immunizations gt Group Rules 2 Inthe Select Code Immunization Type screen select the Immunization Type and then click the OK button 3 Inthe 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 intormation system providers data_exchange_intormatio n docs nysiis_ specs flatfile odf 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 intormation system providers data_exchange_ informatio n docs nysiis specs _hl7 24 realtime odf Use the following steps to create a new Manufacturer for Immunizations 1 Click Add Ins gt Clinical gt Immunizations gt Manufacture
16. ploaded 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 Goto Reports gt Clinical gt Clinical Immunizations gt 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 gt 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 Departm
17. rs 2 Inthe IH Code field enter the In House Code for the Manufacturer you are adding 3 Inthe Description field enter the Description for the Manufacturer you are adding 4 The NJ IIS Manufacturer Code field is not applicable 5 Inthe NY IIS Manufacturer Code field enter the appropriate Manufacturer Code 6 Click the Save button Last Updated on 08 30 12 Page 3 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 intormation 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 htto 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 gt Clinical gt Immunizations gt Eligibility 2 Inthe IH Code field enter the In House Code for the VFC Eligibility you are adding 3 Inthe Description field enter the Description for the VFC Eligibility you are adding 4 Click the Save button
18. ton 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 gt Clinical gt Immunizations gt Group Procedure 2 Inthe Select Code Immunization Type screen select the Immunization Type and then click the OK button 3 Inthe 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 gt gt button 5 Once the applicable procedures have been selected click the Save button 6 Repeat steps 2 5 for the remaining Immunization Types Last Updated on 08 30 12 Page 2 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 Immunizatio
19. ts and Settings mndaysDesktop ee Procedures Selected Description Incision Drainage abscess Drainage of skin abscess 1 amp D Pilonidal Cyst Simple Remove Foreign Body FB Removal Complicated Drainage of Hematoma Fluid Sh Puncture Drainage of Lesion Ea Debride Infected Skin Debride Skin Partial Debride Skin Full Last Updated on 08 30 12 Page 9 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
20. within Practice Manager 1 Go to Add ins gt Run gt Configure Last Updated on 08 30 12 Page 8 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 gt Run gt 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 Welcome to Perfect Care Data Import Q Logon to thit Database PCareDb nf Please enter your User ID User ame Please enter your Password Cancel Once the logon procedure has been completed the main window of the Vaccine Registry program will appear on the screen EH Perfect Care accine Registry i ioj x File wiew Help fel a Format NETS Practice c Provider leave blank for all Providers Facility d O Starting Date iv 172008 Ending D ate 177172008 Output Directory CAD ocumen
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