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Immunizations

1. 2005 The law also requires that healthcare providers report such vaccines within 30 days of administration to the child ImmTrac offers providers three ways to report such information to DSHS and comply with Texas law Direct entry into the ImmTrac application available via the Internet Electronic data transfer into ImmTrac from electronic medical records EMR software or client encounter software and For providers without I nternet or computer access the ImmTrac Paper Reporting Form What constitutes Reporting of immunizations as is required by law Compliance with Texas immunization reporting requirements for providers entails actual entry_of immunization data into the ImmTrac Registry by the provider or Importing of immunization data submitted through electronic data extract from a provider s EMR or written submittal of immunization data by the provider on the mmtTrac provided Paper Reporting Form Texas law also prohibits entry of a child s information into lmmTrac unless the parent has consented in writing to the child s participation in the Registry If the provider finds the child s record in mmtTrac consent has previously been granted and the provider may edit or update the record If the provider does not find the child s record in mmtTrac the provider should offer the parent the opportunity to grant consent by generating a consent form from the ImmTrac application Obtaining pare
2. For the Record AUSUSt 2006 eee ee F oe aA A publication Of mm aw me exas Immunization Registry Recent Enhancements to Imm Trac The ImmTrac team continues to improve the Registry application offering you a more user friendly system and improved system utility Recent enhancements to the ImmTrac application include Vaccine Codes amp Descriptions Listing Availability of a listing of ImmTrac Vaccine Codes and their descriptions accessible from three sections within the Registry application The list displays in a window that may be accessed by clicking the Click here for a list of ImmTrac vaccine codes and their descriptions link on the Add Client Immunizations page The list may 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 Recent Enhancements to mmTrac Application Page 1 What Constitutes Reporting of Immunizations Page 2 ImmTrac Director News Page 2 Effective Use of ImmTrac Page 3 Near Future Search Feature QUICK SEARCH Page 3 ImmTrac Contacts in Your Area Page 4 also be viewed from the Client Detail screen by clicking on the Click Vaccine to view the vaccine tabl
3. amp R Letters The Reminder and Recallfeature in mmtTrac now offers you bilingual English and Spanish Reminder and Recall letters Both letter templates have been reformatted to also offer you a Spanish translation of the standard English Reminder and Recall text on the right half of the letter The letters are centered vertically to simplify readability and in most cases do not require additional paper for printing Changes to mmunization History Report Based on suggestions from users the format of the client s Immunization History Report has been changed The following formatting changes have been made to improve utility and ease of use of the Immunization History Report m Client Name now appears as LAST FIRST MIDDLE m Date of Birth now appears directly below the client s name continued on page 4 To learn more about DSHS Immunization Branch programs and activities please visit www mmunizeTexas com or Click on the box below The Upshot Ey TEXAS Department of State Health Services www lmmtTrac com Publication E11 11989 Reporting Immunizations amp Submitting Consent Forms Not the Same Thing State Law Texas Health and Safety Code 161 001 161 009 requiring all health care providers to report all vaccines administered to a child under 18 years of age to the Texas Department of State Health Services DSHS went in to effect on January 1
4. application www tlmmtTrac com New QUICK SEARCH Screen ianzlag Fra EE m mE E m m ie Cw Texas Immunization Registry Client Search Helpful ImmTrac Tips Tabbing Jump To Perform Quick Search button Quick Search Criteria SSN Date of Birth ly Medicaid Number Perform Quick Search Clear Quick Search Criteria Search Help What s New System Support Quick Search Basic Search Smart Search Monday August 7 2006 Quick Search Enter ImmTrac ID or the Date of Birth with the SSN or Medicaid Number C RA fo m Q c S ImmTrac ID i Basic Search Enter the Last Name First Name Date of Birth and Sex asic Search button Click on Perform Ba Basic Search Criteria lact Mama Page 3 ImmTrac Enhancements continued from page 1 m Report Date and Client Age now appear on the right hand side of the client information header m Vaccine Family column has been added to the immunization detail m Immunizations are sorted chronologically within each Vaccine Family m EI VAR Evidence of Immunity to Varicella will now appear as Had Chickenpox on the Immunization History Report MMRV amp HEPA Vaccines I ncorporated into Scheduler Incorporation of the new MMRV Measles Mumps Rubella Varicella and HEPA Hepatitis A vaccines into the DSHS Health Service Region HSR ImmTrac Contacts HSR 1 Cindy Gonzales 806 744 3577 HSR 2 Debra Pe
5. e or the Vaccine heading in the Immunizations table The list may also be viewed from the Edit Client Immunizations screen by clicking on the Click Vaccine to view the vaccine table link Users may toggle between the list window and ImmTrac by pressing Alt Tab Barcoded mmTrac Consent Form Implementation of a revised barcoded mmTrac Consent Form C 7 allowing for improvements to the consent verification process and response time This revised C 7 version is available when the option to generate a blank consent form from the Registry is selected PFS Number Autofill To facilitate data entry the PFS Number field is now automatically populated with your PFS Number when the Current Dose flag Is set to Y The user site PFS Number is required when adding current client immunizations You may manually change the PFS Number if the vaccine was administered at another facility Partial Display of SS Number To enhance data security and protect sensitive client information a client s Social Security Number SSN will only be partially displayed to authorized ImmTrac users Although the complete client SSN will be securely retained in the ImmTrac database if reported to ImmTrac and will be used for client matching during electronic import of immunization data only the last four digits of the client s SSN will be visible to ImmTrac users e g xx 6789 Bilingual R
6. nization Registry ImmTrac Consent Forms Print an mmunization History Report when requested by the child s parent legal guardian or managing conservator m Use the Reminder Recall feature to generate bilingual Reminder or Recall letters labels for your own letters or reports on your clients m Ensure that mmtTrac records are complete current and accurate at each client encounter Compare immunizations documented in validated parent held records to those in ImmTrac or TWICES and enter any information not already in ImmtTrac Update all demographic information in child s record For additional information on use of the ImmTrac application please refer to the mmTrac User Manual available via the Registry application or contact mmTrac Customer Support at 800 343 9158 Capability to Search by Social Security and Medicaid Numbers Coming Soon Authorized ImmtTrac users will soon be able to more conveniently search for a client s record using the child s Medicaid Number or the child s Social Security Number combined with the Date of Birth ImmTrac s new QUICK SEARCH function will be offered on the Client Search screen after selecting Look up Client from the Welcome to ImmtTrac page The BASIC and SMART SEARCH functions will still be available More information on this feature will be provided via the For The Record publication and What s New section of the Registry
7. ntal consent is only necessary if the health care provider has been unsuccessful in locating the child s record in ImmtTrac after performing a Basic Search and a Smart Search a more comprehensive search feature The mmtTrac generated consent form will print pre filled with the child s information that was used in the search process The signed consent forms should be faxed to ImmTrac to the Registry s Toll Free line 866 624 0180 or to 512 458 7290 if in Austin ImmTrac Staff will verify the parental consent and establish the new client s record in the Registry The provider is responsible for reporting the immunization data to mmTrac once Registry staff establishes the record in ImmTrac typically within one week from receipt of the mmTrac generated consent form Providers obtaining and submitting parental consent for Registry participation but not reporting immunizations to I mmTrac ARE NOT in compliance with Texas law Texas law requires all healthcare providers to report all immunizations to ImmTrac within 30 days of administration of the vaccine The consent collection process facilitates immunization reporting When parental consent has been verified and the client record has been created in mmtTrac a provider may update and add immunization information at any time without submitting an additional consent form Parental consent once granted is valid until the child turns 18 years of age For mo
8. re information on reporting immunizations to mmtTrac or accessing the Registry application please contact mmTrac Customer Support at 800 348 9158 A Message from the ImmTrac Director Welcome to the New Immtrac ImmTrac has undergone significant change over the past 2 years and more change is on the way Legislation implemented in 2005 required extensive changes to parental consent requirements and Registry business processes Participation and reporting by providers and health plans has increased dramatically resulting in more complete client immunization records The ImmTrac team has worked hard to streamline business processes enhance privacy and security and improve customer Service We are devoting significant resources to improving ease of use and enhancing functionality to make ImmTrac a better resource for users We are listening to and working with ImmTrac users and Stakeholders to identify and prioritize enhancements The ImmTrac team is working to develop electronic interfaces to facilitate reporting and improve data exchange capability Several Improvements are introduced in this newsletter and you will see more enhancements in the months to come Please let us know how we can make ImmTrac work better for you Claude Longoria Mr Longoria is Manager of the ImmTrac Group and Director of the Texas Immunization Registry www lmmtTrac com Page 2 Pd Using ImmTrac Effectively P
9. rkins 325 795 5873 HSR 3 Cheryl Millican 817 264 4795 Hope Burns 817 264 4811 HSR 4 5N Kevan Bauer 903 533 5378 HSR 6 5S Nezzie Parker 713 767 3454 HSR 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 amp daycare facilities both offices HSR 11 Harlingen Office Gracie Rubio 956 423 0130 X548 Vickie Mendoza 956 423 0130 X543 Laredo Office Carmen Rodriguez 956 791 3907 Amy Montalvo 956 794 6382 Corpus Christi Office Maria Cruz 361 888 7766 Please click on HSR County Coverage for a map of DSHS Health Service Region coverage by County ImmTrac Scheduler Note The ImmTrac immunization scheduler will recognize the administration of combination vaccines for evaluation purposes but will not make recommendations for administration of a combination vaccine The provider should review the immunization history and evaluate ImmTrac recommendations to determine if administration of a combination vaccine is appropriate Documenting Evidence of I mmunity Addition of a new vaccine code VAR HadVAR to record a client s history of chickenpox disease The code El VAR Evidence of Immunity VAR previously used to record histo
10. rotecting the health of Texas children is one of the primary benefits of effective use of mmtTrac the State s immunization registry ImmTrac was designed to consolidate immunization records for participating Texas children enabling providers to review and assess the child s immunization needs prior to administering any vaccines Proper assessment helps prevent over and under immunization of children while ensuring timely and age appropriate vaccination and contributing positively to the child s well being As an authorized mmtTrac user you too can achieve maximum benefit from everything ImmTrac has to offer The following simple steps are highly recommended to ensure your effective use of mmTrac m Search mmtrac for a child s immunization history at every client encounter and review the client s record for vaccines that may be due or overdue m Promptly report to ImmTrac all immunizations administered either m Directly into the ImmTrac web application m Through an Electronic Medical Record EMR or Electronic Health Record EHR system or the Texas Wide Client Encounter System TWICES or m Using the mmTrac Paper Reporting Form If the child s record is found in ImmTrac simply update the record by reporting any newly administered vaccines via one of the three reporting methods If the child s record is not found in ImmTrac follow the recommended guidelines for obtaining and submitting Immu
11. ry of chickenpox disease will no longer be available The new vaccine code VAR HadVAR should now be used and will be reflected on the client s Immunization History Report as Had Chickenpox For quick reference during Registry use each enhancement is described in more detail in the What s New tab of the ImmTrac application Please contact ImmTrac Customer Support 800 348 9158 if you have questions or comments about any of these new features 4 eee ae I oe ae Texas Immunization Registry 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 I mmunization Registry 1100 W 49th Street T 303 Austin TX 78756 FAX 512 458 7790 We welcome your comments and suggestions regarding this publication Please contact Adriana Rhames via E mail Visit our website at www lmmTrac com Articles contributed by ImmtTrac staff www tlmmtTrac com Page 4

Immunizations

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