QUICK SEARCH - Texas Department of State Health Services
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1. Number Searching the ImmiTrac Registry using the Immirac client identification number ImmtTrac ID Is the most efficient way to retrieve a clients immunization record from the Texas immunization registry By entering the ImmtTrac ID number in the appropriate QUICK SEARCH field your Immirac search will produce the specific client record for which you are searching Because each Immrac client has a unique Immtrac ID number the QUICK SEARCH will produce only that clients record on the Client List 70 maximize record retrieval efficiency ImmTrac users are encouraged to note the clients ImmTrac ID number in an easily accessible area of the clients medical record for easy future ACCESS Client Lists Filtered by Your Site s County A BASIC SEARCH in ImmtTrac now enables users to produce a filtered client list displaying only clients in the same county as the requesting user s site location The new button Filter by Your Sites County appears on the Client List offering users a listing of clients matching the search criteria entered When selecting Filter by Your Site s County ImmTrac will display only clients with a residence county matching the user s site location The user will also have the option of removing the county filter by simply clicking the Remove County Filter button which is displayed when the filtered function is engaged ImmtTrac can display a maximum of 30 clie2. data about any Texas child stated Dr Buck Use of the ImmTrac Registry has been the option primarily accepted by DCHP providers They are happy about the incentive program said Dr Buck In the Dallas area Parkland is utilizing ImmtTrac data to develop a reporting shell within their claims and billing system enabling them to further analyze ImmTrac data and generate customized reports on their physicians performance Parkland is planning on sending physicians reminders on immunization reporting requirements and encouraging them to report immunizations to ImmTrac Parkland also plans to review its physicians performance on immunization coverage its clients immunization status and offer physicians assistance in some administrative functions continued from page 1 such as the generation of immunization reminders and reca s for their clients Dr Barry Lachman Medical Director at Parkland explained that they are applying their analysis of Registry data to creating improvements by offering physicians assistance such as the generation of client immunization reminders and recalls as a way to alleviate administrative burden for them This helps maintain and reinforce the medical home concept for their clients and beyond paying claims adds value to the way they practice said Dr Lachman regarding their future reminder and recall initiative He added that Parkland will seek pilot sites to
3. improve the Registry ImmtTrac staff is near completion on implementing the HL7 Protocol to enable a batch and real time interface with payors providers and other registries HL7 is a standard communication platform that enables both types of interfacing Additionally ImmTrac is introducing a new data translation capability that allows for the acceptance of electronic data in various file formats Both Drs Lachman and Buck had positive comments regarding their entities experience on working with ImmtTrac staff to request immunization histories on their clients As for the future of ImmtTrac and continued electronic reporting from payors Dr Buck responded with great optimism I believe that with the full conversion to HL7 technology and the more timely and complete population of ImmtTrac it will become THE place to get information about the vaccination status of all Texas children e 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 Immunization Registry 1100 W 49th Street T 303 Austin TX 78756 FAX 512 458 7790 We welcome your comments and suggestions regarding this publication E mail Adriana Rhames dshs state tx us Visit our website at www ImmtTrac com Articles contributed by ImmtTrac staff www timmtTrac com Page 4
4. 5378 HSR 6 5S Nezzie Parker 713 767 3454 HSR 7 Alan Butler 254 778 6744 X2424 HSR 8 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 956 794 6380 Amy Montalvo 956 794 6382 Corpus Christi Office Maria Cruz 361 888 7837 Please click on HSR County Coverage for a map of DSHS Health Service Region coverage by County Claude Longoria Manager of the ImmTrac Group expressed enthusiasm for the acceptance of ImmtTrac by health plans Most health plans in Texas including all of the largest plans are now reporting immunizations to ImmtTrac stated Mr Longoria They are also recognizing the benefits that access to Registry data can provide for their participating physicians and members As for continued collaboration with health plans Longoria added We hope to work with HPPWG members to improve data quality promote physician participation and share innovative strategies for use of Registry data To continue making ImmTrac work for users the ImmTrac Group continues to work with Stakeholders and users to
5. For the Record April 2007 ETE Treca A publication of AERE PFET am exas Immunization Registry Health Plans Turning to ImmTrac for Useful Immunization Information Two major health plans in the State are utilizing immunization data from the Texas immunization registry ImmTrac to assess and improve physicians performance in the proper and timely vaccination of Texas children Driscoll Children s Health Plan DCHP a health maintenance organization that offers coverage in fourteen counties in the Corpus Christi and surrounding areas has implemented a financial incentive program to encourage its physicians to utilize an immunization tracking system for documentation of vaccines they administer to children Parkland Community Health Plan Inc Parkland a managed care organization offering service in seven Dallas area counties is planning to use Registry data 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 Major Health Plans Relying on Registry Data Page 1 QUICK SEARCH allows search by Social Security or Medicaid Page 2 Narrow Your Search with County Filter Page 2 Retrieve Records by Client ID Page 2
6. Improved Barcoded Client Add Process Page 3 ImmTrac Director News Page 3 ImmTrac Contacts in Your Area Page 4 to perform customized reporting for monitoring their providers performance Additionally Parkland will be extending assistance to its providers in the administrative function by generating immunization reminders and recalls to send out to patients DCHP initially implemented its incentive program in 2004 offering each of its 57 pediatrician and Medical Director at DCHP is pleased with the success of their incentive program and explained its intent as a means to promote within each physician s practice awareness of their immunization coverage rates By setting attainable goals along with an incentive DCHP practices have been able to strive to increase their performance rates In terms of expectations on the results for 2006 primary care performance providers Dr Buck financial i i stated I incentives for ImmTrac is clearly becoming continue to Erea in the preferred tracking system in the _ think that any electronic i majority o seh eee State and is finally populated to the PE J tracking system point that it is a useful first source providers will To receive the continue to calendar year Of vaccine data about any Texas e based incentive child requirements each physician of the practice was Dr Ernest Buck incentive given the option of utilizing the State s immunizati
7. determine how much provider time is actually saved by having the health plan s corporate office generate the reminders and recalls for its physicians Such further analysis and use of Registry continued on page 4 The barcode on the Immfrac generated form contains the individual client s information in a secure encrypted form allowing Immtrac to create the client s record upon receipt of the signed consent form with no need for additional data entry Use of the pre filled bar coded ImmtTrac Generated Consent Form IG 7 is the preferred method for requesting that a new client be added to ImmTrac The barcode technology will allow for expedited creation of a new client s record in ImmtTrac and will reduce the potential for data entry errors e A Message from the ImmTrac Director The ImmTrac Team is committed to improving ease of use for Registry users and increasing the utility of Registry data We are pleased to introduce the recently implemented ImmTrac enhancements and welcome your feedback A future issue will highlight our work to facilitate electronic reporting and data sharing through implementation of data translation technology and Health Level Seven HL7 data standards We are excited about the use of Registry data by health plans to facilitate reminder recall activities and promote higher vaccine coverage levels Information enables innovation Health care providers health plans and pub
8. eature automatically places the cursor at the beginning field of the selected search function After typing in client search data users may press the Control plus Enter keys to highlight the Perform search type Search button and trigger the search process Pressing of the Mew Search key refreshes all screens and takes the user back up to the highlighted default QUICK SEARCH option on the Client Search screen Client information typed into any of the search fields regardless of search type will automatically pre fill into other search fields requiring such information For example if conducting a QUICK SEARCH using the SS DOB combination or Medicaid the user may proceed to conduct a SMART SEARCH and find the SS and DOB fields pre filled with the search criteria already entered in the SS and DOB option of QUICK SEARCH The capability to search for clients using the ImmfTrac ID number is still available and has been incorporated into the QUICK SEARCH feature Previously this search option was offered as the first field in the BASIC SEARCH option on the Client Search screen Users are encouraged to enter into clients records the corresponding SS and Medicaid when available For more information on using QUICK SEARCH please review the What s New section in the ImmtTrac application consult your ImmTrac User Manual or contact ImmtTrac Customer Support e Searching by ImmTrac Client ID
9. h Services www lmmtTrac com Publication E11 11989 New QUICK SEARCH Offers Search Capability by Social Security and Medicaid Numbers ImmfTrac users are now able to search for a client s record using the child s Medicaid Number or the child s Social Security Number SS combined with the Date of Birth DOB ImmTrac s new QUICK SEARCH function is the default search option offered from the Client Search screen appearing after selection of Look up Client from the Welcome to ImmfTrac page QUICK SEARCH enables users to search using any ONE of the three number search options ImmTrac Client ID SS with DOB and Medicaid If information is entered in more than one QUICK SEARCH area except in the case of the SS DOB combination a pop up message will appear instructing users to provide only the ImmfTrac ID Medicaid or the SS DOB combination If QUICK SEARCH does not retrieve the client s record using the SS DOB combination or Medicaid please proceed to conduct a BASIC or SMART SEARCH It is possible that ImmTrac does not have the Medicaid or SS for that client but the child may still be an ImmTrac participant For quick maneuvering within the Client Search screen users can select to Jump To the BASIC or SMART SEARCH options from the default QUICK SEARCH option by using the 7ab plus Enter keys or simply clicking on the desired function The Jump To f
10. lic health entities working together to share information and apply innovative immunization initiatives can significantly improve the health of Texas children Claude Longoria Manager ImmTrac Group www tlmmtTrac com Page 3 Health Plans Use of Registry Data continued from page 3 data will allow Parkland to also demonstrate the benefits of Registry data to their physicians thus encouraging them to report immunizations to ImmTrac Eventually this capability would also be made available to Parkland physicians enabling individual providers to perform additional analyses on their own practices In a recent ImmtTrac Health Plan Payor Working Group HPPWG conference call several other health plans shared similar use of Registry data as a means for improving their Health Plan Employer Data and Information Set HEDIS report rates monitoring their physicians immunization coverage rates supplementing their own incomplete immunization records for their clients sending clients reminder notices on vaccines due and motivating physicians to report to ImmfTrac as is required by law We are very interested and very grateful that ImmTrac is here stated one HPPWG participant DSHS Health Service Region HSR ImmTrac Contacts HSR 1 Cindy Gonzales 806 744 3577 EE SR 2 Debra Perkins 325 795 5873 HSR 3 Cheryl Millican 817 264 4795 Sandi Geisler 817 264 4811 HSR 4 5N Kevan Bauer 903 533
11. nts on the Client List screen By using the Filter by Your Sites County function a user may be able to view clients with residence county matching the user site s county that would otherwise not be displayed on the Client List Screen due to the 30 client limitation The new Filter by Your Sites County feature enables users to more efficiently identify records for local clients by narrowing the client list based on matching county of residence If the client s record is not found using the County Filter the statewide client list may be viewed by removing the County Filter For additional information on this feature please review the What s New section in ImmtTrac or contact ImmTrac Customer Support e www lmmtTrac com Page 2 Advanced Consent Form Processing and Functionality Added to ImmTrac ImmTrac has implemented a new REQUEST CLIENT ADD process to improve and facilitate automated processing of consent forms for new clients This new process allows Registry users two options for requesting addition of a new client into ImmfTrac When a SMART SEARCH has been conducted and a client record is not found the Client List screen will display a message informing the user that no clients matched the SMART SEARCH criteria entered along with the question Do you have a signed ImmTrac consent form C 7 for your client Users must respond to the question by selecting either YES Req
12. on registry ImmTrac the Clinic Assessment Software Application CASA or any other electronic medical record EMR application During 2005 DCHP offered an increased financial incentive to physician practices able to demonstrate that each DCHP member had received 50 of required vaccines To receive the incentive physicians were required to provide evidence of their immunization coverage on DCHP clients via physician reported data in Immtrac or any other electronic record format Using Registry data DCHP was able to confirm minimum performance compliance on 49 85 of its primary care physicians The remaining 8 15 provided confirmation via their own electronic medical record EMR applications For the 2006 and 2007 calendar years DCHP will award the incentive to physicians who can demonstrate that each DCHP member has received 75 of required vaccines Dr Ernest Buck a Corpus Christi DCHP Medical Director program but a few will have to stretch to do this Dr Buck also attributed some of the success of their program to accessibility and use of ImmtTrac Registry data Under Texas law health plans and other payors are allowed access to ImmtTrac data on their clients ImmTrac is clearly becoming continued on pages 3 amp 4 To learn more about DSHS Immunization Branch programs and activities please visit www ImmunizeTexas com or click on the box below x Bx TEXAS Department of State Healt
13. uest Client Add or NO Request Consent Form in order to proceed If the parent has been offered and completed and signed a blank Jmmunization Registry ImmTrac Consent Form C 7 YES Request Client Add should be selected as the response The subsequent screen Request Client Add screen will display a unique number along with instructions to handwrite such number in the box labeled For Clinic Office Use located at the upper right of the signed consent form This unique number allows ImmtTrac to expedite creation of the record upon receipt of the signed consent form The user should then fax the signed consent form to ImmtTrac at the Toll Free 866 624 0180 number indicated on the bottom of the form Upon receipt of the form the new client record will be added to Immtrac If an ImmTrac consent form has not been completed or signed by the parent the user should select NO Request Consent Form to request a pre filled bar coded JmmTrac Generated Consent Form IG 7 The form is pre filled based on the search criteria entered into the SMART SEARCH fields When printed the user may offer the pre filled ImmtTrac generated consent form to the parent for signature then fax the form to ImmTrac at the number noted on the bottom of the form Health Plans Use of Registry Data the preferred tracking system in the State and is finally populated to the point that it is a useful first source of vaccine
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