Introduction - the San Diego Immunization Program Website!
Contents
1. City State Zip code Email HESA IZ325 10 08 Page xi 12 092. Desk at 619 692 5656 How Does a Registry Help You e Helps to make sure that a person doesn t miss any shots or get too many shots Reminds you by mail or telephone when you or your child needs shots Allows you to get a new copy of the shot record from the doctor quickly Makes sure your child has all of the shots needed to start child care or school How Does a Registry Help Your Health Care Team Doctors nurses health plans and public health agencies may use the registry to See which shots you or your child needs Remind you about the shots you or your child needs Help protect you your child and the public from diseases Schools child care centers family child care homes WIC programs foster care agencies and welfare departments may use the registry to See which shots are needed for children in their programs Make sure that these children have all of the shots needed to start child care or school What Information Can Be Shared in a Registry Registry shot records include Aperson s name sex and place of birth parents or guardians names for child under 18 years of age other information allowed by law to help identify a person details about shots given to you or your child Only doctors nurses health plans and public health departments may see a person s address or phone number in the registry Other programs cannot see a person s address or phone number The information in the registry is protec
3. en el registro Otros programas no pueden ver a la direcci n de domicilio o tel fono La informaci n en el registro est protegida como otra informaci n m dica privada Sus derechos de Paciente Padre de Familia Es su derecho legal para permitir o rehusar en cualquier momento el compartir el record de vacunas en el registro Si QUIERE COMPARTIR el record de vacunas de Ud o su hijo en el registro no tiene hacer nada Ud tiene el derecho legal para ver a su record saber quienes lo hayan visto y pedir a su m dico cambiar cualquier error en el record Si NO QUIERE COMPARTIR el record de vacunas de Ud o su hijo en el favor de la forma SDIR Solicitud de Detener E a Compartir del equipo de la clinica B n m Caljornia Department of Public Health Jeweuntzation Branch 12225 S 12 08 Statewide Immunization Information System Page vii 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION MICA Rit Recisry Decline or Start Sharing Information Request Form PLEASE CHECK THE STATEMENT S BELOW THAT APPLY MY FULL NAME RELATIONSHIP TO PATIENT self O parent guardian Name of Patient Patient s Address Patient s Date of Birth City Zip Code DECLINE SHARING O DECLINE to allow my my child s immunization record to be shared with other health care providers agencies or schools in the California Immunization Registry Note The immunization record may still be recorded in the registry for use by your phys
4. the user level that represents your level Vaccine Information VIS Statements You may print amp download the most current Vaccine Information Statements Pink Book Epidemiology amp Prevention of Vaccine Preventable Diseases If you would like more detailed information about a particular vaccine or vaccine preventable diseases you may download the most up to date information available Ordering Immunization Related Materials Online Go to www sdiz org On the left side column under Resource Areas click on the Materials Catalog link On the Online Materials Ordering page select the appropriate link e g Clinic amp Pro vider Materials School Childcare WIC etc Put in the number of materials you wish to order in quantities of tens Scroll down to the bottom of the page and fill in your ordering information Des ignate if this is a pick up or shipping order then click submit Call 619 692 8661 with any questions or more information Page iii 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION What is a Limited Clinical Provider LCP SDIR user trainings are based on the level of access to different features and functions of the registry appli cation There are three main types of user access Full user for providers administering vaccines and manag ing their vaccine inventory Limited Clinical Provider LCP users which allows these users to enter histori cally documented also known as transcribed
5. vaccines and Read Only which is for viewing or read only access Note This manual is for LCP users only and does not contain information on vaccine management Who are Limited Clinical Providers LCPs and what can they do The types of organizations that are able to have LCP access to SDIR include Women Infant and Chil dren WIC program the HHSA CalWORKS welfare program staff as well as some school districts private schools Also included in the LCP user designation are any other non clinical programs that do not administer immunizations such as schools child care facilities and family child care homes Lim ited Clinical Providers will have a customized user s manual that reflects all of the previously stated conditions These users will only be able to enter the individual s immunization history and disease history as Transcribed from the person s California Immunization Record CIR In addition following state law governing immunization registries California Health and Safety Code Section 120440 Limited Clini cal Provider users will not be able to see or have print outs from the registry that include the patient s parent s guardian s address phone number SSN and Medi Cal number Since LCP users deal with checking the up to date immunization status for a child in order to qualify or be enrolled in a program LCP users have an abbreviated list of vaccines to choose from when they are entering or upd
6. Your Guide to SDIR gt LCP Version INTRODUCTION Introduction What is the San Diego Regional Immunization Registry The San Diego Regional Immunization Registry SDIR part of the California Immunization Registry CAIR is an internet based electronic immunization information system that includes patient data from authorized health care and human services providers in the San Diego County area Operated by the County of San Diego Health and Human Services Agency s Immunization Branch SDIR is a tool that facilities the sharing of an individual s immunization history via the internet This enables the person s health care provider child care facility and or school to identify what shots that individual has received and those that are needed The information in the San Diego Regional Immunization Registry is confidential that is only authorized users can view it and securely protected from outside intrusion The San Diego Regional Immunization Registry is a tool helps health care providers schools child care centers and human services programs effectively and efficiently manage their immunization management and delivery activities What Services does the SDIR Offer Providers At no charge SDIR will Y Assess the practice office flow and technological readiness for the registry Y Provide staff training and support resources Y Show staff how to run vaccine and patient management reports Y Provide data quality review to
7. ailed and or summary reports through established system procedures based on user role amp pemmissions In addition information residing in the application must not be disclosed except as permitted by Califomma Health and Safety Code 120440 and HIPAA guidelines In accordance with privacy and security legislations that impact the California Immunization Registry the system must be as secure as is reasonable to support the confidentiality integrity and availability of the information The San Diego Regional Immunization Registry SDIR is committed to protecting the information fom unauthorized access use or disclosure and has established requirements for handling and protecting information obtained from the immunization registry By inittalimg each section and signing the guideline form you acknowledge and understand the following are your responsibilities l I will only access the CAIR SDIR for which I have a legitimate business purpose to accomplish the responsibilities of my employment L All information is confidential and my access is restricted to my legitimate need to know for business purposes 3 Iam obligated to hold confidential information in the smctest confidence and not to disclose the information to any unauthorized person 4 Twill prior las only when necessary for a legitimate business purpose ____ 5 Iunderstand that printed information must be stored m secured locations established by the County or
8. assure the accuracy completeness timeliness and validity of the data your practice is adding to the SDIR Registry Provider Liaison The Registry Provider Liaison RPL coordinates presentations to prospective providers offering details and documentation of the many benefits of participating in the Registry When you choose to participate with SDIR you will be assigned an RPL The RPL will assess your site s physical layout and operational procedures equipment patient flow paper stream etc to ensure that your practice gets the most out of the Registry Your RPL will work with SDIR technical staff to implement the program within your practice and will provide detailed training to all staff who will be involved in its use When the Registry is fully functional in your practice the RPL will continue to provide support and training to you and your staff Page i 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION SDIR Help Desk The SDIR Help Desk is available from 8 00 a m to 5 00 p m Monday through Friday to answer questions about SDIR and assist with problems you may experience You can access our website at www sdiz org cair sdir index html or refer to the FAQ section of this manual If these don t adequately address your problem please phone us at 619 692 5656 Please provide the SDIR with your feedback There is a If You Have A Bug form available for users to send to report issues and problems that they may h
9. ating immunization information in the SDIR The types of reports that included in this manual and that LCP users may be interested in running are e Assessment Report Patient Record Activity and User Activity reports e Report Batch a method to select the criteria and run a number of reports for one site including the two types of assessment reports Note The LCP User s manual does not contain instructions on the Screening Tab entering and track ing of height weight BMI measurements TB and lead tests To find this information please go to http www sdiz org CAIR SDIR User Manuals html and review the Screening Section Page iv 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION Disclosure The California Health and Safety Code Section 120440 authorizes the local health officer to operate an immunization information system registry and allows authorized health care providers and other approved agencies to exchange immunization information electronically unless a patient or patients parent or guardian declines participation in the system It is the responsibility of the San Diego Regional Immunization Registry SDIR as well as each provider and each user to ensure that confidentiality is maintained throughout the system Parents legal guardians and patients must be informed that their child s or their own immunization record will be shared and that they have rights as outlined in the San Diego Regional Immunization Regi
10. ave with the SDIR The Help Desk also invites users to suggest ways to improve the registry Suggestions for improvement can be submitted by sending User Suggestion Form Both forms are found on the SDIR section of the San Diego County Immunization Coalition s website at http www sdiz org cair sdir forms amp statements html lt Cut out the information below and have near your phone or computer SDIR Help Desk 619 692 5656 Hours Monday Friday 8 00 am to 5 00 pm Page ii 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION SDIR 4 Immunization Online Resources Accessing the SDIR San Diego Immunization Branch Website Click on the link SDIR San Diego Immu nization Branch Website on the left hand side of the main SDIR log in screen SDIR Home Page Navigate this page using the links on the left hand side of the screen Registry Support Help Desk The Registry Help Desk contact information Registry Provider Liaison Your RPL s contact information Registry User Update Any new information about the Registry will be posted here SDIR Release Information Any new release information will be posted here SDIR Forms amp Statements You may download and print the Disclosure Statement amp the Start Stop Sharing forms directly from the web SDIR User Manual amp Demos The entire user manual is available on line we also have a Flash animated version right at your finger tips Just choose
11. cesitan vacunas Permite recibir una nueva copia de record de vacunas de la clinica r pidamente Asegura que su hijo tenga todas las vacunas que necesita para inscribirse en la guarderia o la escuela C mo un registro puede ayudar a su personal de salud Los m dicos las enfermeras los planes de salud y el departamento de salud p blica pueden utilizar el registro para Ver cuales vacunas Ud o su hijo necesitan Recordarie sobre las vacunas que Ud o su hijo necesitan Ayudar proteger a Ud a su hijo y al p bico de enfermedades Las escuelas guarderias los que cudan de ni os en su domicilio los programas de WIC las agencies de cuidado de crianza y los programas de ayuda financiera pueden utilizar el registro para Ver cuales vacunas necesitan los ni os para ingresar en sus programas Asegurarse que estos ni os tengan todas las vacunas que necesitan para inscribirse en la guarder a o escuela Cu l informaci n estar compartida en el Registro El record del registro de vacunas incluye El nombre de la persona su sexo y lugar de nacimiento Los nombres de los padres de familia o los tutores legales para ni os menores de 18 a os de edad otra informaci n permitida por ley para ayudar a identificar a la persona los detalles sobre las vacunas que Ud o su hijo hayan recibido Solamente los doctores las enfermeras los planes de salud y los departamentos de salud p blica pueden ver la direcci n de domicilio o tel fono
12. datos de vacunacion de mi hijo se comparta con otros profesionales de la salud entidades o escuelas en el Registro de Vacunaci n de California Nota Los datos de vacunaci n a n se pueden documentar en el registro para el uso del consultorio de su m dico Por ley los funcionarios de salud p blica tambi n pueden tener acceso a los datos de vacunaci n en caso de una emergencia de salud p blica Empezar a compartir rechac antes ahora cambio de opini n y deseo compartir O PERMITO que mis datos de vacunaci n los datos de vacunaci n de mi hijo se compartan con otros profesionales de la salud entidades o escuelas en el Registro de Vacunaci n de California Solicitar informaci n O SOLICITO una lista de las entidades que vieron mis datos de vacunaci n los datos de vacunaci n de mi hijo conservados en el registro O SOLICITO ver o corregir mis datos de vacunaci n los datos de vacunaci n de mi hijo conservados en el registro Entiendo que cualquier cambio que se haga a estos datos tiene que ser verificado con la documentaci n apropiada de mi profesional de la salud For office use only S lo para uso de la oficina File this form in the patient medical record Questions Call SDIR 619 692 5656 California Department af Public Health Immunization Branch IMM 892 E S 700008 Page 1x 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION Confidentiality and Patient Privacy Access to SDIR is limited to train
13. ed authorized users only Those individuals as defined in Health and Safety Code section 3396 and 120440 with a legitimate need for immunization infor mation on a patient are eligible to become authorized users of the SDIR Only providers with pro vider identification user identification and passwords will be able to obtain data electronically Authorized users should never share their log in information with anyone else even within their own organization SDIR offers regular training for new users so if new staff needs to be trained they or the lead contact for the provider group should contact SDIR to schedule a training Authorized users of the system will be trained on the issue of confidentiality and security of medi cal records All authorized users must sign a statement affirming that they recognize and will pro tect the confidentiality of immunization related information Health care providers SDIR and the State Department of Health Services shall maintain the confidentiality of information held in SDIR in the same manner as other medical record information with patient identification that they pos sess and shall use the information only for the following purposes i To provide immunization services to the patient including issuing reminder notifica tions to patients or their parents guardians when immunizations are due ii To compile and disseminate statistical information of immunization status on groups of patients or population
14. ician s office By law public health officials can also access immunization records in the case of a public health emergency START SHARING Declined earlier now have changed mind and wish to share O ALLOW my my child s immunization record to be shared with other health care providers agencies or schools in the California Immunization Registry REQUEST INFORMATION O REQUEST a list of agencies who have viewed my my child s immunization registry record O REQUEST to review or correct my my child s immunization registry record understand that any changes made to this record must be verified by appropriate documentation from my health care provider For office use only File this form in the patient medical record Questions Call SDIR 619 692 5656 California Department of Publie Health Immunization Branch IMM 892 E S 7302008 Page viii 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION Iimmainirctior E 2 Registry e Registro de Vacunaci n de California Formulario para rechazar empezar a compartir o solicitar informaci n sobre los datos de vacunaci n Marque la las declaracion es a continuaci n que corresponda n Mi nombre completo Relaci n con el paciente O l mismo O padre o tutor Caltornic Nombre del paciente Direcci n del paciente Fecha de nacimiento del paciente Ciudad y c digo postal o Rechazar compartir O Rechazo permitir que mis datos de vacunaci n los
15. provider coutractor ___6 Al patient client identifiable information must be shredded or disposed of in a designated locked confidential disposal bin when no longer needed ____ 7 My access and use of the CAIR SDIR is subject to routine random and undisclosed monitoring audit for compliance purposes ___ 8s Failure to comply with my responsibilities will result m immediate termination of my CAIR SDIR access ___ 9 Upon receipt of my user name for this application I agree to create a unique user password I acknowledge it is my responsibility to maintain this password in a confidential manner and it is not to be shared with anyone The password is my signature for accessing the CAIR SDIR system The password will ensure that the data for which I am responsible will not be available to anyone else therefore it is mandatory that my password and the data accessed be kept strictly confidential ___ 10 I will not access or use mformation from the CAIR SDIR for personal use ll I will promptly notify my marazer supervisor or the Inumunization Branch SDIR of any indication of misuse or unauthonzed disclosure of information obtained from the CAIR SDIR I HAVE READ AND UNDERSTAND THIS CONFIDENTIALITY AGREEMENT FOR THE USE OF THE CAIR SDIR SYSTEM I HAVE HAD MY QUESTIONS FULLY ADDRESSED AND HAVE RECEIVED A COPY FOR MY PERSONAL RECORDS Signature Date PRINT Your Name SS Witness Date Provider Agency name User Site Street Address
16. s in California without information that identifies individual patients included in these groups or populations All providers have access to all information on their own patients Within each provider office group access is restricted to specific elements of patient information according to an individual s role in providing care or other services and according to the individuals need to know The registry maintains an audit trail of all inquires made to each individual record and other record transactions A breech of confidentiality or unauthorized access attempt is grounds for termination of access to SDIR and referral for civil penalties pursuant to Sections 56 35 36 and 1798 5 of the California Civil Code Patients shall have access to review their SDIR immunization record by applying in person or in writing to their provider Immunization related information may be provided to non providers of immunization services such as schools WIC day care centers upon disclosure to the parent guardian Page x 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION ICAR Connected 8 Protected California Immunization Registry CAIR San Diego Regional Immunization Registry SDIR User Access Guidelines Form The CAIR SDIR is designed to store and track imnmwmnmization records for individuals of all ages Authorized users submit demographic and immunization data and other health screening test dates and results as well as mm det
17. stry Disclosure Statement refer to the Disclosure Statement in this section Health care providers that administer vaccines and participate in the SDIR shall have a written policy and procedure as well as train and monitor their staff to assure disclosure compliance State law requires that all parents legal guardians or adult patients be given the SDIR Disclosure form available in English and Spanish at the time of a clinical visit to review and keep with their health records at home Provider offices can also post the SDIR poster available in English and Spanish in the waiting or exam rooms to complement but not supplant the disclosure form given to the parent legal guardian or adult patient The provider or designated staff should also verbally tell parents patients their right to review their child s or their own immunization record and correct or update the demographic or immunization information if needed Providers should also inform parents patients that they have a right to decline to have their child s or their own immunization record shared with other doctors and users of SDIR Their record will still be entered in the SDIR however it will be locked so that only their current health care provider can see the demographic and immunization information The decision to unlock the electronic immunization record can be made at any time by having the parent legal guardian or adult patient sign the SDIR Stop Start Decline to Recei
18. ted like other private medical information Your Rights as a Patient Parent It s your legal right to agree or refuse at any time share your or your child s shot records in a registry lf you DO want your or child s records in the regis don t have to do anything You have the legal right to look at your shot records to know who has seen the records and to have your doctor change any mistakes in the records DO NOT want your or your child s immunization information shared in the registry please request a SDIR Stop Start Sharina Request from the clinic staff 12225 12 08 Page vi 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION Cuomo H ICAI Rig p Informacion sobre un SR Record Electronico de Vacunas Las vacunas son muy importantes para la salud pero asegurarse que est n al dia es dificil especialmente si se ha visitado a m s de un doctor Un registro de vacunas guarda el record de vacunas electr nicamente y Ud tiene el derecho de decidir si desee que su record de vacunas o el record de vacunas de su hijo estar compartido en el registro de vacunas del Estado de California Favor de leer esta hoja para ayudarle a decidir Si tiene preguntas favor de llamar a la Oficina de Ayuda del Registro al 619 692 5656 C mo la ayudar un registro de vacunas Ayuda a asegurar que Ud recibe vacunas necesarias o si Ud no recibe vacunas innecesarias Envia recordatorios por correo o por tel fono cuando Ud o su hyo ne
19. ve Reminders form available in English and Spanish The SDIR Stop Start Decline to Receive Reminders form shall be retained in the patient s medical record In addition the parents patients can decline to receive reminder notices informing them when they or their child is due for an immunization This request to decline or reverse a prior decision to decline reminders can be made at any time by having the parent legal guardian or adult patient sign the SDIR Stop Start Decline to Receive Reminders form available in English and Spanish Parents patients also have the right to review which authorized users have seen their child s or their own immunization record Important Note Only SDIR Read Only users such as most schools and child care providers do not need to disclose to patients parents since they are not entering immunization information into the registry Page v 12 09 Your Guide to SDIR gt LCP Version INTRODUCTION ICAIRZS ip Connected Protected Information on a Computer Record of Vaccines i Vaccines are very important for health but keeping track of them can be difficult especially f a person has seen more than one doctor An immunization registry stores vaccine or shot records electronically You have the right to choose if you want your or your child s shot record shared in a California Immunization registry Please read this form to help you decide lf you have questions please call the Help
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