MIIS v5.5 RELEASE NOTES

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1 MIIS v5.5 RELEASE NOTES Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 1 of 27

2 Contents Overview of Release... 4 Add / Edit Immunizations... 6 Validate and map NDC codes... 6 Custom Coverage Reports... 7 Update age parameters to be inclusive... 7 Immunization Deduplication... 7 Update instructional text... 7 Invalid Dose Report... 8 Update age parameters to be inclusive... 8 Add delivered report logic... 8 Patient Deduplication... 9 Only show active patients associated to the logged in provider site in the patient dedup queue... 9 Update logic for Not a Match... 9 Patient Reports Allow Reminder / Recall to be generated at the patient level Patients Vaccinated Report Update age parameters to be inclusive Add delivered report logic Allow a user to add / edit department information for previously reported shots Practice Population Report Update age parameters to be inclusive Add delivered report logic Reminder / Recall Update age parameters to be inclusive Roster Validate and map NDC codes School Search Update age parameters to be inclusive Site PIN Lookup (applies to Reports and Roster) No longer display all Available Site PINs if the user is logged into a site that has >100 children sites.. 21 VM Enrollment Add fields Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 2 of 27

3 Rename Active Units to be Active Vaccine Storage Units Add Provider Type to Provider List tab VM Inventory by Provider Report Add City as an input parameter Display City on the output VM Inventory Decrementing Tool Add patient birthdate and NDC to the output Remove MIIS ID from the output Add an Excel output Show confirmation message when updates are made VM Orders No longer split orders into direct and regular VM Storage / Handling Problems Update process so that the return step is no longer a separate step Re-format notifications Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 3 of 27

4 Overview of Release This document gives a summary of the Massachusetts Immunization Information System (MIIS) upgrade installed on December 8 th, 2017 as part of the MIIS v5.5 release. It includes fixes, enhancements, and new features of the system. For more information on specific functionality, please refer to the MIIS v5.5 User Manual available in the Training section of the ContactMIIS Resource Center ( and via the Help link located in the MIIS application. The following are the key changes included in the MIIS Version 5.5 release: Add / Edit Immunizations Validate and map NDC codes Coverage Reports Update age parameters to be inclusive Immunization Deduplication Update instructional text Invalid Dose Report Update age parameters to be inclusive Add delivered report logic Patient Deduplication Only show active patients associated to the logged in provider site in the patient dedup queue Update logic for Not a Match Patient Reports Allow Reminder / Recall to be generated at the patient level Patients Vaccinated Report Update age parameters to be inclusive Add delivered report logic Allow a user to add / edit department information for previously reported shots Practice Population Report Update age parameters to be inclusive Add delivered report logic Reminder / Recall Update age parameters to be inclusive Roster Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 4 of 27

5 Validate and map NDC codes School Search Update age parameters to be inclusive Site PIN Lookup (applies to Reports and Roster) No longer display all Available Site PINs if the user is logged into a site that has >100 children sites VM Enrollment Add fields Rename Active Units to be Active Vaccine Storage Units Add Provider Type to Provider List tab VM Inventory by Provider Report Add City as an input parameter Display City on the output VM Inventory Decrementing Tool Add patient birthdate and NDC to the output Remove MIIS ID from the output Add an Excel output Show confirmation message when updates are made VM Orders No longer split orders into direct and regular VM Storage / Handling Problems Update process so that the return step is no longer a separate step Re-format notifications Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 5 of 27

6 Add / Edit Immunizations Validate and map NDC codes The NDC field allows the user to select the related National Drug Code for the vaccine. If Enter from Inventory is selected, then the NDC field is a dropdown that includes the NDCs the provider has in their inventory based on the Vaccine, Vaccine Group, and Trade Name selected. The user can choose to select the NDC value first which will automatically populate the Vaccine Group, Vaccine, and Trade Name. If Enter from Inventory is not selected, then the NDC field is a text box with a look-up option. The user can choose to enter a value in the NDC box without clicking on the Look-up NDC button. If this occurs, then the application does not complete a look-up which means that Vaccine Group, Vaccine, Trade Name, and Manufacturer are not driven by the NDC value. The value entered should be one of the following formats: XXXXX-XXXX-XX OR XXXXX-XXX-XX. Alternatively, the user can choose to use the look-up NDC feature. If the user has not entered any value in the NDC field prior to clicking Look-up NDC, then a pop-up is displayed that shows all of the available NDC s based on the type of vaccine, vaccine group, and trade name selected. The list includes both Unit of Use and Unit of Sale values. If the user has entered a value in the NDC field prior to clicking Look-up Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 6 of 27

NDC, then the system looks for NDCs (Unit of Use and Unit of Sale) that map to any selections made in the type of vaccine, vaccine group, and trade name fields AND Starts with the numbers entered by

7 NDC, then the system looks for NDCs (Unit of Use and Unit of Sale) that map to any selections made in the type of vaccine, vaccine group, and trade name fields AND Starts with the numbers entered by the user OR Starts with the first five (5) numbers entered by the user, has a zero, and then has the remaining numbers entered by the user. (This is to account for leading zeros in the NDC format accepted by the CDC which may not be printed on the box.) For example: The user enters The system shall search for NDCs that start with OR start with The user can select any value in the NDC pop-up box which will then populate the Vaccine Group, Vaccine, and Trade Name fields. Custom Coverage Reports Update age parameters to be inclusive The Custom Coverage Report allows the user to specify the age range of patients and select the vaccines to use to generate a coverage report. The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2. Immunization Deduplication Update instructional text The instructional text on the Review and Resolve Duplicate Immunizations screen has been updated. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 7 of 27

If all immunizations within the same group are selected to be deleted and the user clicks save, the system will display the following error message: Invalid Dose Report Update age

The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2.

Prior to being processed, the user receives a pop-up indicating that the report will be delivered and it prompts the user to confirm whether or not they want to proceed with

8 If all immunizations within the same group are selected to be deleted and the user clicks save, the system will display the following error message: Invalid Dose Report Update age parameters to be inclusive The Invalid Report allows the user the option, in the Limit Report By Patient Information section, to specify the age range of patients. The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2. Add delivered report logic Reports that evaluate 25,000 or more immunizations will be processed within 24 hours and available via Delivered Reports once generated. Prior to being processed, the user receives a pop-up indicating that the report will be delivered and it prompts the user to confirm whether or not they want to proceed with processing the report with the parameters entered. The delivered report will be ed from no-reply@state.ma.us to the user s on file in the MIIS. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 8 of 27

9 The MIIS will only allow the user to have one Delivered Report processing at a time. If the user tries to initiate a second report that qualifies as a delivered report while the first one is processing, the MIIS will display the following error message at the top of the screen: Patient Deduplication Only show active patients associated to the logged in provider site in the patient dedup queue The MIIS will display patient records that are active at the user s logged in site and have been flagged as being Possible Matches in the Patient Deduplication Queue for manual review. The queue will not include any patient records that are no longer active at the user s logged in site. Update logic for Not a Match If the patient record is not a duplicate patient, the user can click the Not a Match button. This will keep the records separate and remove them from the Duplicate Patient Queue. The records will only reappear in the provider s duplicate patient queue if: The patient record is merged with another patient record and is still identified as a possible match OR It is one year after the patients were marked as not a match and the system still determines the records could potentially be a match Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 9 of 27

10 If the user erroneously selects Not a Match or decides at a later time that the patient records are in fact duplicates, then the user can merge the records by going into the Patient Record and clicking on the Resolve Duplicate Patient link. Patient Reports Allow Reminder / Recall to be generated at the patient level The user is able to generate a Reminder / Recall for an individual by opening the patient record and navigating to the Immunizations tab and clicking on Immunization Reports. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 10 of 27

11 The Reminder / Recall Letter allows the user to generate a letter that includes the recommended vaccines that the patient is due, overdue, or soon to be due for as of TODAY. The letter should be printed on standard 8½ x 11 paper. The letter will print with the sender and recipient information in a format so that it will be visible on a #10 Double-Window Envelope (4 1/8" x 9 1/2 ). The user can click the associated English or Spanish hyperlink to generate the letter in the appropriate language. The following screenshot shows what a Reminder Letter will look like when printed from the MIIS: Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 11 of 27

12 The Reminder / Recall Postcard allows the user to generate a postcard that includes the recommended vaccines that the patient is due, overdue, or soon to be due for as of TODAY. These can be printed and mailed to patients. The user can click the associated English or Spanish hyperlink to generate the postcard in the appropriate language. The MIIS formats the postcards to be printed on specific custom paper that is perforated to contain four 5½ x 4¼ postcards on one 8½ x 11 sheet. The postcards can be printed on any of the following Avery products (or equivalent from a different brand): Avery 3256, 3263, 33380, 3377, 3380, 3381, 5689, 8383, 8387, The following screenshot shows what is printed. The light gray, dotted lines show where a single sheet would be split into four individual postcards and are not actually printed onto the sheet. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 12 of 27

Patients Vaccinated Report Update age parameters to be inclusive The Patients Vaccinated Report allows the user the option, in the Limit Report By Patient Information section, to specify the age

13 Patients Vaccinated Report Update age parameters to be inclusive The Patients Vaccinated Report allows the user the option, in the Limit Report By Patient Information section, to specify the age range of patients to generate a report for. The age range that is included is inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 13 of 27

Add delivered report logic Reports that evaluate 25,000 or more shots will be generated in the background and available via Delivered Reports once processed.

14 Add delivered report logic Reports that evaluate 25,000 or more shots will be generated in the background and available via Delivered Reports once processed. Prior to being processed, the user receives a pop-up indicating that the report will be delivered and prompting the user to confirm whether or not they want to proceed with processing it. The delivered report will be ed from no-reply@state.ma.us to the user s on file in the MIIS. The MIIS will only allow the user to have one Delivered Report processing at a time. If the user tries to initiate a second report that qualifies as a delivered report while another one is processing, the MIIS will display the following message at the top of the screen: Allow a user to add / edit department information for previously reported shots The user can click Update Department Information on the output of the Patients Vaccinated Report to add or edit the department that the shot is associated to. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 14 of 27

The following screenshot shows what the Update Department Information page looks like: The user can make updates to individual immunizations by checking the appropriate checkboxes under the Select

15 The following screenshot shows what the Update Department Information page looks like: The user can make updates to individual immunizations by checking the appropriate checkboxes under the Select column, or select all of the immunizations (or de-select all) by checking the Select/Deselect All checkbox. Once the user selects the immunizations they wish to update, they select a department that has been configured for their provider. This drop-down also allows users to edit any existing department information. The user can click the Submit button once they have specified which departments to apply to the selected immunization(s). The MIIS will display the following confirmation pop-up, indicating the number of shots that were selected to be updated: Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 15 of 27

16 Once the user clicks OK, the MIIS will refresh the page to reflect the updated immunizations. The immunizations that are included on the page will be only those immunizations that still meet the report criteria based on the updated information. If the immunization(s) no longer meet the report criteria after the updates, then the immunization(s) will no longer be displayed. Practice Population Report Update age parameters to be inclusive The Practice Population Report requires the user to specify the age range of patients to generate a report for. The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2. Add delivered report logic Reports that evaluate 5,000 or more patients will be generated in the background and available via Delivered Reports once processed. Prior to being processed, the user receives a pop-up indicating that the report will be delivered and prompting the user to confirm whether or not they want to proceed with the parameters entered. The delivered report will be ed from no-reply@state.ma.us to the user s on file in the MIIS. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 16 of 27

17 The MIIS will only allow the user to process one Delivered Report at a time. If the user tries to initiate a second report that qualifies as a delivered report while another one is processing, the MIIS will display the following message at the top of the screen: Reminder / Recall Update age parameters to be inclusive The Reminder / Recall requires the user to specify the age range of patients to generate a report for. The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and th e To age range values should be 2. Roster Validate and map NDC codes The NDC allows the user to select the related National Drug Code for the vaccine. If Enter from Inventory is selected, then the NDC field is a dropdown field and includes the NDCs that the provider has in their inventory based on the Vaccine, Vaccine Group, and Trade Name selected. The user can choose to select the NDC value first which will automatically populate the Vaccine Group, Vaccine, and Trade Name. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 17 of 27

18 If Enter from Inventory is not selected, then the NDC field is a text box with a look-up option. The user can choose to enter a value in the NDC box without clicking on the Look-up NDC button. If this occurs, the application does not complete a look-up which means that Vaccine Group, Vaccine, Trade Name, and Manufacturer are not driven by the NDC value. The value entered should be one of the following formats: XXXXX-XXXX-XX OR XXXXX-XXX-XX. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 18 of 27

19 Alternatively, the user can choose to use the look-up NDC function. If the user has not entered any value in the NDC field prior to clicking Look-up NDC, then a pop-up is displayed that shows all of the available NDC s based on the type of vaccine, vaccine group, and trade name selected. The list includes both Unit of Use and Unit of Sale values. If the user has entered a value in the NDC field prior to clicking Look-up NDC, then the system looks for NDCs (Unit of Use and Unit of Sale) that map to any selections made in the type of vaccine, vaccine group, trade name fields AND Starts with the numbers entered by the user OR Starts with the first five (5) numbers entered by the user, has a zero, and then has the remaining numbers entered by the user. (This is to account for leading zeros in the NDC format accepted by the CDC which may not be printed on the box.) For example: The user enters The system shall search for NDCs that start with OR start with The user can select any value in the NDC pop-up box which will then populate the Vaccine Group, Vaccine, and Trade Name fields. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 19 of 27

For example, if the report is run for all two year olds, then both the From and the To age range

20 School Search Update age parameters to be inclusive The School Search allows the user to specify the age range of patients to search for. The age range that is included is now inclusive. For example, if the report is run for all two year olds, then both the From and the To age range values should be 2. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 20 of 27

21 Site PIN Lookup (applies to Reports and Roster) No longer display all Available Site PINs if the user is logged into a site that has >100 children sites For the Available Site PINs list, If the user has access to 100 Site PINs or less, then the screen will default to having a list of Active Site PINs that the user has access to in that box. If the user has access to more than 100 Site PINs, then no providers will show by default in the Available Site PINs box. The user can enter data into the Filter by PIN or Provider Site PIN field and PINs will appear based on the value entered. Instructional text appears above the Available Site PINs box stating: Enter PIN or Provider Site Name in Filter by PIN or Provider Site field to see available values. VM Enrollment Add fields A title field was added to both the Vaccine Coordinator and the Backup Vaccine Coordinator fields on the Enrollment form. The existing Medical Director field is now required. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 21 of 27

22 Rename Active Units to be Active Vaccine Storage Units The Active Units label is now named Active Vaccine Storage Units on the Enrollment form. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 22 of 27

This field allows the user to filter the data that is returned in the report based on the city that the vaccines were shipped to.

23 Add Provider Type to Provider List tab A Provider Type field has been added to the Provider List tab on the Enrollment form. VM Inventory by Provider Report Add City as an input parameter A City field has been added to the input parameters field for the Inventory by Provider Report. This field allows the user to filter the data that is returned in the report based on the city that the vaccines were shipped to. Display City on the output The city that that vaccines were shipped to is now displayed on the output of the Inventory by Provider Report. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 23 of 27

VM Inventory Decrementing Tool Add patient birthdate and NDC to the output The NDC of the reported vaccine and the patient s Date of Birth have both been added to the output of the Inventory

24 VM Inventory Decrementing Tool Add patient birthdate and NDC to the output The NDC of the reported vaccine and the patient s Date of Birth have both been added to the output of the Inventory Decrementing Tool. Remove MIIS ID from the output The MIIS ID of the patient that the immunization was reported for is no longer displayed on the output of the Inventory Decrementing Tool. Add an Excel output The user is able to export the immunizations that are displayed in the Inventory Decrementing Tool output to Excel. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 24 of 27

25 There are two tabs in the Excel worksheet. The default tab is the Details tab which displays the shots as they were on the screen. The second tab is the Input Parameters. This tab outlines the criteria that was used to generate the report. Show confirmation message when updates are made If the user clicks on Update Immunizations, the system will show a message to the user indicating how many immunizations were updated as well as how many immunizations were deducted from inventory. VM Orders No longer split orders into direct and regular Vaccine Management Orders will no longer be automatically split into direct and regular orders. All orders that are placed are now considered to be regular. The funding source and purchase order are now completed at the individual line items of an order. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 25 of 27

VM Storage / Handling Problems Update process so that the return step is no longer a separate step If the reason selected for the Storage / Handling problem requires that the impacted vaccines are

26 VM Storage / Handling Problems Update process so that the return step is no longer a separate step If the reason selected for the Storage / Handling problem requires that the impacted vaccines are returned, then additional fields related to the Shipping Details are displayed. The user must indicate the Number of Boxes that the impacted vaccines will be returned in. The user must also indicate if they have a regular UPS pickup (Pickup) or if a pickup needs to be scheduled ( ). If the reason code does not require that the vaccines be returned, then these fields are not displayed. Re-format notifications Once the Storage / Handling Problem has been submitted, it will be displayed on the Recall & Storage / Handling Problem Worklist. If the vaccines do not need to be returned based on the reason code, then the user will immediately receive an confirmation. If the vaccines do need to be returned, then the user will receive an once the Vaccine Unit has processed the storage / handling problem. This will contain the return form and the instructions on the steps to follow to return the vaccine. The return form needs to be printed and placed in the box with the vaccines that are shipped back. Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 26 of 27

27 Massachusetts Immunization Information System (MIIS) v5.5 Release Notes Page 27 of 27

MIIS v18.1 RELEASE NOTES

MIIS v18.1 RELEASE NOTES Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 1 of 1 Contents 1. Overview of Release... 3 2. Detailed changes... 4 2.1. MIIS Home Page... 4 2.1.1.