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1. webinar training During the live webinar sessions participants will be able to communicate with the webinar trainer as they would in classroom training via teleconference For additional flexibility a recorded version of the Standard User Administrative User and Combined Standard Administrative User trainings will be available for viewing at any time that is convenient gt Requirements e The following training sessions are available o Standard User Training approx 2 5 hours available in live or recorded sessions o Combined Standard Administrative User Training approx 3 hours available in live or recorded sessions o Administrative User approx 45 minutes recorded session only e Registration required for both live and recorded webinars e For live webinars a computer with internet access and an available telephone line to dial in are required e Offices with access to space with a computer and conference phone could have multiple staff participate using a single connection e For recorded webinars only a computer with internet and speakers or headphones are required e Recorded webinar sessions can be viewed at any time gt Access See below for information regarding the webinar training schedule and registration User Manual The user manual is a thorough review of the entire functionality of NYSIIS It provides easy to follow step by step instructions on how to use the system The manual will cover activities for2. Training Schedule October December 2009 Register for classroom sessions at http www zoomerang com Survey p WEB229MQAB 7S7 Yonkers October 27 Ronkonkoma October 28 Location The Royal Regency Hotel Location Hilton Garden Inn 165 Tuckahoe Road 3485 Veterans Memorial Highway Yonkers NY 10710 Ronkonkoma NY 11779 Standard User Sessions Standard User Sessions October 28 Wednesday October 27 Tuesday gt 9 00 am Noon gt 9 00 am Noon gt 1 00 pm 4 00 pm gt 1 00 pm 4 00 pm Westbury October 29 Location Hilton Garden Inn Westbury 1575 Privado Road Westbury NY 11590 Standard User Sessions October 29 Thursday gt 9 00 am Noon gt 1 00 pm 4 00 pm Page 2 of 4 NYSIIS Statewide Training Schedule October December 2009 Register for classroom sessions at http www zoomerang com Survey p WEB229MQAB 7S7 Tarrytown Melville November 17 18 December 2 3 Location Doubletree Hotel Tarrytown Location Four Points by Sheraton 455 S Broadway 333 South Service Road Tarrytown NY 10591 Plainview NY 11803 Standard User Sessions Standard User Sessions November 17 Tuesday December 2 Wednesday gt 9 00 am Noon gt 9 00 Noon gt 1 00 pm 4 00 pm gt 1 00 pm 4 00 pm December 3 Thursday November 18 Wednesday gt 9 00 am Noon gt 9 00 am Noon gt 1 00 pm 4 00 pm Page 3 of 4 NYSIIS Statewide Training Schedule October Decemb
3. both Standard Users and Administrative Users The manual is available on the NYSDOH public gt Requirements HCS and NYSIIS User accounts if the user manual will be the only source of training users must obtain an HCS account refer to HCS account instructions on page 1 and then be added to the NYSHS system prior to gaining access Contact your organization s NYSIIS administrator or Help Desk staff at 1 866 389 0371 or nysiishelpdesk eds com gt Access The user manual will be available to all attendees of classroom sessions and upon request via email to nysiis health state ny us The manual can also be downloaded from the NYSIIS application under the Forms tab the HCS website at https commerce health state ny us HCS bcdc immunization nysiis html or the public NYSDOH website at http www nyhealth gov prevention immunization information_system providers Self Guided Online Tutorials This method allows staff to explore the application at their own pace Training can be completed in one session or over the course of multiple sessions Modules will cover activities for both Standard Users and Administrative Users The tutorial offers the ability to revisit topics as needed gt Requirements HCS account Internet access computer gt Access The online tutorials can be accessed through the NYSDOH Health Commerce System NYSIIS Training Page at the following address https commerce health state ny us HCS bcdc immuniza
4. on the left side of your screen under Attend a Session Click on the selected topic and press View Once you complete the registration form the webinar will begin 5 Pre and Post Training Checklist The following list is provided to assist you with tracking the activities to be completed before and after training Before NYSIIS Training O O O OO Ensure all staff have their own HCS Account Verify HCS Account is active by successfully logging into the HCS home page at https commerce health state ny us HCS Assign NYSIIS user roles for your office O Administrative User O Standard User Designate staff to attend interactive training Complete appropriate online registration for interactive training O Classroom OR UO Live Webinar Opt to utilize self training methods user manual recorded webinar or online tutorial After NYSIIS Training OO OOO Complete NYSUS User Agreement for each staff member accessing NYSIS NYSIIS Administrative User adds all other NYSIIS users to the system Training participant disseminates NYSIS information and provides training for other office staff Begin reporting to NYSHS Begin distributing NYSIIS parental notification when immunizations are administered 6 Where to Get Additional Information For more details on the legislation and NYSIIS please visit our websites e NYSDOH Health Commerce System https commerce health state ny us HCS bcdc immunizati
5. 9 8 00am Advanced Reports Thursday October 29 9 30am Standard User Monday November 2 Noon Advanced Reports Thursday November 12 9 00am Combined Standard Administrative User Wednesday November 18 1 00pm Standard User Tuesday December 1 9 30am Standard User Tuesday December 8 8 30am Advanced Reports Thursday December 10 1 00pm Combined Standard Administrative User Tuesday December 15 8 30am Standard User Page 4 of 4 Got a Question Need Help Running a Report Ask the Trainer NYSIIS Noon Time Webinar The NYSIIS training staff will be conducting Ask the Trainer webinars twice a month on Fridays from October through December A NYSIIS trainer will be available from 11 30AM to 12 30PM to answer any questions Ask the Trainer Webinar Dates October 2 11 30AM 12 30PM October 23 11 30AM 12 30PM November 6 11 30AM 12 30PM November 20 11 30AM 12 30PM December 4 11 30AM 12 30PM December 18 11 30AM 12 30PM NYSIIS users are welcome to log in to the webinar and dial in by phone anytime during the one hour session The trainer will assist with user specific questions and may provide a demonstration of the NYSIIS functions related to the questions These open forum webinars are designed to allow users to bring their questions to our experts for one on one resolutions No registration is required On the day of the webinar go to http nysdoh webex com Click on Training Center Select Ask the Trainer NYSIIS Noo
6. STATE OF NEW YORK DEPARTMENT OF HEALTH Corning Tower The Governor Nelson A Rockefeller Empire State Plaza Albany New York 12237 Richard F Daines M D Wendy E Saunders Commissioner Chief of Staff September 2009 Dear Provider The purpose of this letter is to supply all health care providers who administer immunizations with information regarding training opportunities for the New York State Immunization Information System NYSIIS NYSIIS is the web based statewide immunization information system for New York State providers outside of the five boroughs of New York City NYSIIS was developed as required under Article 21 Title 6 Section 2168 of the Public Health Law This law which took effect January 1 2008 mandates health care providers to report all immunizations administered to persons less than 19 years of age to the New York State Department of Health NYSDOH The law also requires that immunization histories of all persons less than 19 years of age who receive vaccines after January 1 2008 also be recorded in NYSIIS if those histories have not already been reported The initial NYSHS roll out provided training opportunities in each region of the state throughout 2008 In 2009 the focus remains on providing training opportunities and user support to health care provider organizations Classroom trainings will be available regionally Classroom training sessions as well as live webinar trainings have been scheduled for Oct
7. aining and determines they now need Administrative User training a recorded Administrative User webinar is available This is a brief webinar highlighting only the Administrative User functions Classroom Training Provider organizations are encouraged to send any staff that will be routinely utilizing NYSIIS However if registrations for classroom sessions exceed capacity organizations with multiple registrants maybe asked to defer some staff to another classroom session or a webinar Instructor led classroom training will provide hands on practice with the NYSIIS application This will include classroom presentations and demonstrations In addition the classroom training offers participants the opportunity to practice using the system on a training computer gt Requirements e Classroom training sessions will focus on NYSIIS Standard Users functions only e Training sessions are approximately 3 hours in duration includes 2 hands on practice breaks e Classroom trainings are limited to 15 participants per session gt Access See below for information regarding the classroom training schedule and registration Webinar Training Webinar training will be similar to the classroom training except it will be accessed via the internet on each participant s computer The same classroom training content will be provided using presentations and demonstrations However participants will not have the opportunity for hands on practice during the
8. al computer skills necessary to operate and navigate Windows based applications e Computer related terminology and acronyms e g icon desktop search toolbars menus e Use of the internet including accessing navigating and using search engines browsers e General knowledge of immunizations e General knowledge of their organizational processes and procedures particularly for those users who will be functioning as a NYSIIS Administrator Classroom vs Webinar Training When selecting either Classroom or Webinar training it is important to first determine the designated role Standard User or Administrative User for each staff person to be trained Training Topics Training Options Standard User Classroom and Webinar Administrative User Webinar Only Live and Recorded Sessions Combined Standard Admin User Webinar Only Live and Recorded Sessions Prerequisite Standard User Training e Classroom and Webinar trainings are both live instructor led formats with similar material outlines e Classroom training focuses specifically on Standard User functions with hands on practice e Webinars provide training in both Standard and Administrative User functions without the hands on practice It is recommended that Administrative Users receive both Standard User and Administrative User training This can be done in one session by selecting a Combined Standard Administrative User webinar If a person has already taken Standard User tr
9. alth related data and information between health care providers and NYSDOH Providers will be accessing the new web based immunization information system through the HCS Internet access is required to log on to the Health Commerce System HCS or HIN A prescribing medical professional within a practice can request an HCS account at the following Department of Health web site https hcsteamwork1 health state ny us pub top html Any prescribing medical professional who obtains an HCS account is automatically given Director and HCS Coordinator roles o The HCS Coordinator role is authorized to manage the medical practice user accounts on the HCS and be the principal point of contact concerning HCS access The Coordinator will be given access to the online request forms for obtaining additional user accounts for other staff which include non medical office staff This can be done through the Health Commerce web site by logging on https commerce health state ny us hpn accessing the HCS Coordinator s Page and selecting Document 2 P The Coordinator can then request accounts for non medical office staff Document 2 or non prescribing practitioners Document P The prescribing medical professional may delegate the Coordinator role to one or more medical or non medical staff members It is recommended that an office designate at least two staff as Coordinators Every HCS Coordinator must have an active HCS account This can be done thr
10. anization In addition if your organization chooses to utilize the vaccine inventory functions available within NYSIIS only the Administrative User will have access to add and manage vaccine inventory Please Note Administrative User training is available by webinar only It is recommended that Administrative Users receive both Standard User and Administrative User training A combined Standard Administrative User webinar is available Refer to the attached training schedule e NYSIIS Standard User This is the most common user role for NYSIIS The standard user adds edits and finds patients manages immunization information and can run and print various immunization reports e x Patient Specific Doses Administered Reminder Recall etc This type of user should seek NYSIIS Standard User training 3 Training Options There are four free NYSHS training options available e Classroom Training Standard User Only e Webinar Training Both User Roles Live and Recorded Sessions e User Manual Available in Hardcopy and Online e Self guided Online Tutorials Available on the NYSIIS website https commerce health state ny us HCS bcdc immunization instantdemo tutorials html For participants to receive the maximum benefit of training and to ensure training remains focused on the training related content attendees at instructor led classroom or webinar sessions are expected to have the following basic knowledge e Gener
11. er 2009 Register for live and recorded webinars at http nysdoh webex com Open Training Center Recorded Webinars For Recorded Webinars select Recorded Sessions on the left side of your screen under NYSIIS Standard User Training Attend a Session In the Search box type NYSIIS Combined Standard Administrative User NYSIIS to sort all NYSIIS related training NYSIIS Administrative User Training to the top Click on the selected topic and press View Once you complete the registration form the webinar will begin E For Live Webinars click on the tab labeled Live Webinars Upcoming Note that additional webinars may be listed on page 2 Select a training session and click on the registration icon to the far right Available Webinars Additional webinars may be added based on demand gt Combined Standard Administrative User or Standard User Only Designed for a new user These trainings provide a new user with the basic functionality along with patient specific reports that will be necessary for utilizing NYSIIS gt Advanced Reports This 90 minute training is for current NYSIIS Users that are looking for more in depth information and guidance on utilizing customized Ad Hoc list and count reports as well as benchmark and assessment reporting Day Date Time Session Topic Tuesday October 6 9 30am Combined Standard Administrative User Tuesday October 13 1 00pm Standard User Monday October 1
12. n Time Webinar Enter your name and email address Enter the session password train09 Click Join Now Follow the instructions that appear on your screen For audio connect via phone by dialing 1 866 917 9556 passcode 5900258 SASSA Page 5 of 4
13. ober through December 2009 In addition recorded webinar trainings and self guided online tutorials are continuously available for use at your convenience Please see the attached training schedule for the specific details in your region Please note the reporting mandate also pertains to the novel H1N1 influenza monovalent vaccine Therefore providers who are interested in receiving this vaccine for use in pediatric patients less than 19 years of age must participate in NYSHS If you have not yet become compliant with the reporting mandate it is imperative that you take immediate steps to do so The following information is included in this letter 1 Health Commerce System HCS Account Instructions formerly known as Health Provider Network HPN NYSIIS User Roles Training Options Training Schedule and Registration Pre and Post Training Checklist Where to Get Additional Information DUL Nt 1 Health Commerce System HCS Account Instructions Individual HCS accounts are required for accessing NYSIIS All NYSIIS users will need to have their own personal active HCS account prior to attending training HCS accounts cannot be shared Without an HCS account users will not be able to access the NYSIIS application in the training environment or in their office The process to obtain an HCS account can take up to two weeks NYSDOH Health Commerce System is a secure intranet designed by NYSDOH specifically for electronically exchanging he
14. on nysiis html e NYSDOH Public Web Site http www nyhealth gov prevention immunization information_system We are very appreciative of your support as we implement this important public health initiative Your participation is invaluable to the project s success You may also contact NYSIS staff at 518 473 2839 or email nysiis health state ny us with additional questions Enclosures Sincerely Loretta A Santilli M P H NYSIIS Program Manager Bureau of Immunization NYSIIS Statewide Training Schedule October December 2009 NYSIIS Statewide Training Schedule October December 2009 Register for classroom sessions at http www zoomerang com Survey p WEB229MOQABJ7S7 Syracuse Troy October 7 October 14 Location Comfort Inn amp Suites Location Frear Building 6701 Buckley road 1 Fulton Street Syracuse NY 13212 Troy NY 12180 Standard User Sessions Standard User Sessions October 7 Wednesday October 14 Wednesday gt 9 00 am Noon gt 9 00 am Noon gt 1 00 pm 4 00 pm gt 1 00 pm 4 00 pm Amherst Rochester October 15 October 16 Location Hotel Indigo Buffalo Location Rochester Marriott Airport Hotel 10 Flint Road 1890 Ridge Road West Amherst NY 14226 Rochester NY 14615 Standard User Sessions Standard User Sessions October 15 Thursday October 16 Friday gt 9 00 am Noon gt 9 00 am Noon gt 1 00 pm 4 00 pm gt 1 00 pm 4 00 pm Page 1 of 4 NYSIIS Statewide
15. ough the Health Commerce web site by logging on https commerce health state ny us HPN accessing the HCS Coordinator s Page and selecting Document 1 P All staff from providers practices that will be responsible for accessing NYSIS will need HCS accounts Each user needs to have their own PERSONAL unique login id and password Users can apply for access by submitting a signed and notarized account request form through their Coordinator If you are not sure if your work site has previously applied for access to the HCS or who your HCS Coordinator is you can contact the Commerce Account Management Unit CAMU Help Desk at 1 866 529 1890 or hinhpn health state ny us 2 NYSIIS User Roles NYSIIS is set up to accommodate a variety of user types Each user will have access to certain features of the application based on the role assigned to them Distinct training opportunities will be provided targeting either the NYSIIS Administrative User or the NYSIIS Standard User NYSIIS Administrative User This is the main contact for NYSIIS within the health care organization The administrative user can access all features of the application Only the administrative user will be authorized to provide access to NYSIIS for all appropriate staff by adding them as NYSIIS users to the system Other responsibilities include maintaining all organization specific information and adding and maintaining physician and school information for their org
16. tion instantdemo tutorials html 4 Training Schedule and Registration The classroom trainings will be delivered statewide in a regional approach between October and December 2009 Webinar training sessions are ongoing The attached training schedule will provide you with the specific dates times and locations of classroom trainings in your region as well as scheduled webinars Independent learning opportunities such as the user manual recorded webinars and online tutorial and will be continually available Independent learning provides a more immediate and flexible training option for providers Registration is required only for classroom and webinar trainings Users MUST obtain an HCS account prior to training which may take up to 2 weeks You may register for training while your HCS account request is pending Please indicate Pending in the HCS ID field on the registration form Classroom Registration Registration for classroom training in all regions is available online at http www zoomerang com Survey p WEB229MQABJ7S7 Webinar Registration Registration for live and recorded webinars is available online at http nysdoh webex com Open Training Center To register for a live webinar click on the tab labeled Upcoming Note that additional webinars may be listed on page 2 Select a training session and click on the registration icon tol the far right For recorded webinars select Recorded Sessions
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