MIIS v18.1 RELEASE NOTES

Transcription

1 MIIS v18.1 RELEASE NOTES Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 1 of 1

2 Contents 1. Overview of Release Detailed changes MIIS Home Page Alerts Take Action Delivered Reports Improved look and feel Patients Module Auto Save Roster Patient Search Duplicate Immunization Alert Vaccines Vaccine Management Dashboard Vaccine Ordering Wizard Lock Inventory Auto save reconciliation Request Recommendation Shipping Hours Changes to the Approval Changes to the Storage/Handling Problem functionality My Site Help Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 2 of 2

3 1. Overview of Release This document gives a summary of the Massachusetts Immunization Information System (MIIS) upgrade installed on September 7, 2018 as part of the MIIS v18.1 release. It includes fixes, enhancements, and system features. For more information on specific functionality, please refer to the MIIS v18.1 User Manual available on the ContactMIIS Resource Center at and the online version via the Help link located in the MIIS. The following are the key changes included in the MIIS Version 18.1 release: 1. MIIS Home Page The first screen that appears after logging into the MIIS is now broken up into sections that provide important information and navigation links. 2. Improved look and feel Overall user interface update so that the pages look more modern. Larger font. Changes in navigation; modules are displayed on the top navigation bar instead of the left side of the page. Also, the names of the modules have been updated. o Immunization Registry is now Patients o Vaccine Management is Vaccines" Each module now has its own landing page that outlines the key functions for that module. "Reminder / Recalls" menu item has been renamed "Generate Reminder" and is located under the Patients module. All reports are listed in a single place, under the Reports module. 3. Patients Module Patient search has been updated to have the search criteria on one page and the results will display on another page. The last 5 patient records viewed will now appear on the patient search page, increased from the last 3. The user will now be notified if there are duplicate immunizations for a patient as they are looking at a patient record. Roster is now auto saved and will dynamically add rows as the user needs them. 4. Vaccines A Vaccine Management Dashboard now provides a quick snapshot of pending items as well as a summary of activities. Vaccine Orders functionality is now in a wizard format. Vaccine reconciliation can now be locked which will prevent it from updating as a user completes an order. Vaccine reconciliation will now be auto saved so that the user does not have to risk losing data they have entered. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 3 of 3

4 A system suggested number of vaccines to order will be displayed for each vaccine. The user is not required to order this amount; it is there as a recommendation only. Revised approval for orders will now indicate if any updates were made to the order during the approval process. Enhanced shipping hour validations so that a four (4) hour minimum block of time is now required on one or more valid days (Tuesday Friday). Storage/Handling Problem functionality so that it is now in a wizard format. 5. My Site My Site functionality includes Provider Enrollment, Admin Console, System Usage Dashboard and Data Quality Dashboard. 6. Help The Help page has been enhanced to offer more resources to the user. 2. Detailed changes 2.1. MIIS Home Page The MIIS Home Page is the first screen that appears after logging into the MIIS. The different sections of the home page are described below Alerts The Alerts section contains urgent messages from the MDPH Immunization Program. These messages can change over time and include information such as vaccine recalls or disease outbreaks. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 4 of 4

5 Take Action The Take Action section displays tasks that the user needs to complete. These tasks could include: reviewing duplicate immunization or patient records, submitting the annual immunization survey for schools, or completing annual re enrollment for providers who are part of vaccine management Delivered Reports The Delivered Reports section displays the last three (3) reports that the user requested and the system generated that are ready for review Improved look and feel With the release of MIIS version 18.1, the overall user interface has been updated so that each screen looks different from how it used to look. As part of these changes, the font size within the application has increased which should help improve the readability of the text. Each module, that the user has access to, is now displayed on the top menu bar of the screen: Patients (previously Immunization Registry) School Vaccines (previously Vaccine Management) Reports The user is able to click on any of the module names which will bring the user to a page that provides easy access to the key functions available. If the user clicks the Vaccines module, then the user is brought to a dashboard. See Section 2.4 Vaccine Management of this document for additional information. Reminder / Recalls menu item has been renamed to Generate Reminders and is now located under the Patients module. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 5 of 5

6 Additional menu options are available under each module by hovering the cursor over the name of the module: Reports from all modules have been relocated to be only under the Reports Module. The user can hover over the Reports module and select the desired module and report. Alternatively, the user can click on Reports in the top navigation bar. The MIIS will then display the Reports landing page which includes all reports available to the user. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 6 of 6

7 2.3. Patients Module Below is a list of changes related to the Patients Module Auto Save Roster The New Roster Clinic screen no longer has a Save button. The system automatically saves the Roster once the required clinic and vaccine information is entered or when a patient row is populated or changed Patient Search The user can now enter patient search criteria in an improved view to find out if the patient has an existing record within the MIIS. Required and optional fields are now clearly labeled. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 7 of 7

8 The MIIS will return all records that match the entered search criteria on a new page. If the search returned a list of results, the user can refine the search, by selecting Refine Search. The system will redirect the user to the previous search screen to enter additional search criteria. If the user selects New Search, the system will redirect the user back to the search screen and clear the previously entered search criteria. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 8 of 8

9 If no search results are found, or none of the search results match the patient record that the user is trying to find, a new record can be created by clicking the Create Patient hyperlink. The Recent Patients section at the bottom of the Search screen now displays a list of the last five (5) Patient records that the user has opened. This previously displayed the last three (3) records. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 9 of 9

10 Duplicate Immunization Alert The user will now be alerted if they are viewing a patient record where there are possible duplicate shots that have been reported. If the user clicks on the Immunizations tab of a patient record and the system identifies possible duplicate immunization records, then the MIIS will display a pop up indicating it has identified possible duplicate immunizations. The user can click on Resolve Duplicate Now to view the possible duplicate records for that patient. The MIIS will then display the Review and Resolve Duplicates page where the user can select which records should be preserved and which records should be removed from the MIIS Vaccines The sections below describe changes made to the Vaccines module. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 10 of 10

11 Vaccine Management Dashboard A new Vaccine Management dashboard was created so a user can see the key aspects of their vaccine module in one place. The sections on the VM Dashboard are: Alerts (alerts that are VM specific) Enrollment Status Pending Items Current Inventory (Routine) Current Inventory (Flu) Vaccine Ordering Wizard The system will now walk the user through ordering new vaccines in a step by step process. Please see the training material on for additional details Lock Inventory The user can lock the provider s inventory prior to reconciling the inventory by clicking the lock your inventory hyperlink so that the inventory on the reconciliation page does not continue to update as they are completing the ordering process. Please note that the provider s inventory will continue to accurately update, it just will not be reflected on the reconciliation screen. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 11 of 11

12 If the inventory is locked, then the system will display the Inventory as of date on top of the inventory table. For orders that do not have the inventory locked, the system will not display the as of date. In addition, the system will refresh the calculated inventory and doses administered with the most recent information when a user returns to the order after leaving it. This may result in the user having to redo the reconciliation, even for vaccine/lot numbers that had been reconciled under the previous calculated inventory. Locking inventory only applies to orders that are not yet reconciled. If the order is in an Order Reconciled status, then the Reconcile Inventory page is read only and the hyperlink and related text is not displayed. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 12 of 12

13 Auto save reconciliation Order reconciliations will be auto saved continuously to minimize data loss while a user completes the reconciliation. The auto save is seamless to the end user. An order that is saved AND in a status of Order Initiated will be kept for 48 hours from the time that it was created. After 48 hours has passed, the order is deleted. These orders will not be available to be viewed or accessed. The user must start the ordering process over, including reconciling inventory, when creating a new order. The Last Saved on field displays the date and time that the order was either saved by the user or autosaved in the following format: mm/dd/yyyy Request Recommendation On the Request Vaccines screen the system will provide a request recommendation. The user is not required to request this amount, but rather it serves just as a recommendation. If the user clicks on the hyperlink, then the following pop up is displayed: Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 13 of 13

14 Request Recommendation shows the following calculated value: [Doses Administered] * X [Current Inventory]. X is a value based on the NDC. For most vaccines, the value is 2. The calculated value is then rounded up based on the packaging value for the related vaccine Shipping Hours The user must enter at least one 4 hour window between Tuesday and Friday into the Shipping Hours. Monday is excluded from this validation because FedEx deliveries are not scheduled for Mondays. The validation will ensure that the From time is before the To time and at least one pair of consecutive From/To cells are populated for a window of at least 4 hours when the user attempts to submit the order. This validation will not trigger on Save. If on clicking Submit there are no valid Shipping Hours entered for Tuesday, Wednesday, Thursday or Friday that is 4 hours or more, then the user will be presented with an error pop up indicating Shipping Hours: At least one range of valid delivery times that is 4 or more hours must be entered for Tuesday, Wednesday, Thursday or Friday. Valid Business Hours are from 7:00 AM to 7:00 PM. The user will be required to click OK and make the necessary updates in order to submit the order Changes to the Approval The that is sent when an order is approved will now include any notes that the DPH vaccine unit entered on the order as part of the approval process. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 14 of 14

15 Changes to the Storage/Handling Problem functionality The system will now walk the user through reporting a storage / handling problem in a step by step process. Please see the training material on for additional details My Site A new menu option My Site is available for the user on the top right side of the screen. The following provider specific functions have been relocated under My Site: Provider Enrollment the user must enroll their provider site with the MDPH Immunization/VCF Program prior to ordering vaccines. Re enrollment is required each year. Admin Console allows the user to view the message summary screen containing HL7 messages as well as other HL7 reports and additional information. System Usage Dashboard provides a number of statistics about the Practice, Patients, and Users associated with the Provider Site. Data Quality Dashboard presents and organizes metrics that allow the user to monitor data quality within the application Help The Help page allows a user to access documents and tools that provide information on how to use the site as well as links to information about the immunization program. Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 15 of 15

16 The top left portion of the Help page has text that introduces the user to the Help and Resource Center. Below this text are two buttons one for the user to watch the intro video and one for the user to download the user manual. The top right portion of the Help page provides links to videos on key functions. Above each link is an associated image. Below both of the top sections is an area that provides links to documents that are related to six (6) different areas: Immunization Registry Vaccine Management School Additional MIIS Resources Immunization Schedules and Recommendations Vaccine Information Statements Massachusetts Immunization Information System (MIIS) v18.1 Release Notes Page 16 of 16