NJIIS Immunization Registry

Transcription

1 NJIIS Immunization Registry

2 This document, as well as the software dscribed in it, is provided under a software license agreement with STI Computer Services, Inc. Use of this software and all related documentation is subject to and limited by the terms and conditions stated in such software license agreement. The content of this manual is furnished for informational use only, is subject to change without notice and should not be construed as a commitment by STI Computer Services, Inc. STI Computer Services, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose without the express permission of STI Computer Services, Inc STI Computer Services, Inc. All rights reserved. Copyright protection claimed includes all forms and matters of copyrightable material and information now or hereafter allowed by statutory or judicial law, including without limitation, material generated from the software programs which are displayed on the screen, such as icons, screen displays, graphics, user interfaces, etc. ChartMaker Medical Suite is a registered trademark of STI Computer Services, Inc. All other trademarks and registered trademarks are the properties of their respective companies or mark holders. IMPORTANT: The Meaningful Use Dashboard provides statistical information for aiding healthcare providers in meeting Meaningful Use Objectives. Healthcare providers are cautioned that the denominators shown on the Meaningful Use Dashboard are based solely on information entered into the ChartMaker Clinical Module. If a patient encounter was not entered into the Clinical Module, that encounter is not included in the denominator for the statistical calculations on the Dashboard. In order to get accurate statistical information for the percentage calculation, to determine if you meet the Meaningful Use requirements, you may need to run additional reports. Please refer to the Center for Medicare and Medicaid Services (CMS) and this user manual for more information about calculating the correct percentage for each individual Meaningful Use Objective. Guidance/Legislation/EHRIncentivePrograms/index.html?redirect=/ehrincentiveprograms Page 2 Updated 11/1/2017 Immunization Registry - NJIIS

3 Contents Overview... 4 Meaningful Use Requirements... 5 Online Interface Enrollment... 6 Configuring Immunization Information... 8 Configure Immunization Procedures... 8 Designate the Procedure as an Immunization:... 9 Update User Names... 9 Eliminate Duplicate Immunization Records Preconfigured Immunization Information Entering Consent Data (in Practice Manager or Clinical) Entering Immunization Data (in Clinical) Viewing Immunization Information in Practice Manager Preparing the Batch File Uploading a Batch File to NJIIS Glossary of Terms... Error! Bookmark not defined. Index Resources / Notes Document Change Log Page 3 Updated 11/1/2017 Immunization Registry - NJIIS

4 Overview New Jersey Immunization Information System NJIIS is the official on-line registry which collects and consolidates vaccination data for New Jersey s children and adult population. Before enrolling, please familiarize yourself with their vaccination program and requirements for providers and patients. NJIIS Main Website: TIP: To submit a question to NJIIS, click Contact Us from the bottom of their website. NJIIS FAQ link: Note: Sign up for trainings to get your userid and pw with NJIIS to submit data As per the Getting Started Document, the Providers that will be or are already Interfacing Data with NJIIS must take the Interface Webinar which will guide them through the Reports they will need to review. The Pre-Registration form can be found by clicking on this link: Scroll to the bottom of the page and select Pre-Registration next to the NJIIS Advanced Training Webinars. On next page for type of training, select Interface Webinar and answer two required questions pertaining to Interface when pre-registering. User Names and Passwords will not be given out to anyone who has not attended the Webinar, or an NJIIS Class in person. Page 4 Updated 11/1/2017 Immunization Registry - NJIIS

5 MEANINGFUL USE REQUIREMENTS The requirements for submitting immunization information to your state s registry are different from stage to stage. The current requirements are below: Stage 1 (2014 and beyond) Stage 2 Objective Requirement Exclusions Menu Core Performed at least one test of certified EHR technology s capacity to submit electronic data to immunization registries and follow up submission if the test is successful (unless none of the immunization registries to which the EP submits such information has the capacity to receive the information electronically). Successful ongoing submission of electronic immunization data from CEHRT to an immunization registry or immunization information system for the entire EHR reporting period. An EP who administers no immunizations during the EHR reporting period, where no immunization registry has the capacity to receive the information electronically, or where it is prohibited. Any EP that meets one or more of the following criteria may be excluded from this objective: (1) the EP does not administer any of the immunizations to any of the populations for which data is collected by their jurisdiction's immunization registry or immunization information system during the EHR reporting period; (2) the EP operates in a jurisdiction for which no immunization registry or immunization information system is capable of accepting the specific standards required for CEHRT at the start of their EHR reporting period; (3) the EP operates in a jurisdiction where no immunization registry or immunization information system provides information timely on capability to receive immunization data; or (4) the EP operates in a jurisdiction for which no immunization registry or immunization information system that is capable of accepting the specific standards required by CEHRT at the start of their EHR reporting period can enroll additional EPs. Accomplished in Clinical by: Registering with your state immunization registry and sending a test file. Note: Generating an immunization test file is completed from within Practice Manager. - Entering immunization information in Clinical through a Procedure Checklist in a chart note - Registering with your state immunization registry and sending immunization data on an ongoing basis - Generating immunization batch files from within Practice Manager Setup to be Completed Install PC Vaccine module (call Clinical Support for assistance). Add Procedure Checklist(s) for documenting immunization information to your template(s). Install PC Vaccine module (call Clinical Support for assistance). Add Procedure Checklist(s) for documenting immunization information to your template(s). Page 5 Updated 11/1/2017 Immunization Registry - NJIIS

6 Online Interface Enrollment Your first step is to complete the online interface enrollment with NJIIS. To do so, follow these steps: 1. Go to 2. Click NJIIS Documents (on the left) 3. Click Online next to NJIIS Interface Enrollment Request Form Page 6 Updated 11/1/2017 Immunization Registry - NJIIS

7 4. Complete the entire form and click Submit NOTE: The following fields should be filled in as follows: Field Value Reason for enrollment Meaningful Use Objective and State Reporting of Immunization Data (Stage 2 Eligible) Vendor Name STI Contact Last Name (type your STI rep s name here) Contact First Name (type your STI rep s name here) Phone Type in your rep s here Interface Type File Upload File Format HL7 HL7 Version Print the confirmation to keep a copy for your records. NOTE: Your Enrollment Form Number will be on the confirmation as well as ed to you. You will receive several confirmations back from NJIIS with the status of your submission. Keep a copy of those s for your records as well. You will be prompted to submit a Smoke Test file. Please contact your STI representative to complete this step. 6. Sign up for NJIIS Immunization Training Go to Scroll to the bottom of the page and select Pre-Registration next to the NJIIS Advanced Training Webinars. Select Interface Webinar and answer two required questions pertaining to Interface when pre-registering. NOTE: You are required by NJIIS to attend training before you will receive a username and password to use the online interface. Please notify STI once you have completed training. Page 7 Updated 11/1/2017 Immunization Registry - NJIIS

8 Configuring Immunization Information CONFIGURE IMMUNIZATION PROCEDURES 1. Go to Administration > Transaction Tables > Procedures 2. To create a new procedure, type the CPT code in the IH Code field and hit Tab NOTE: If you are not sure if the procedure exists already, click on the lookup icon ( search for it first. ) and 3. Fill out the following fields: 4. Click Save IH Code Amount CPT 4 Code TOS Description POS Unit Value NOTE: If your CPT 4 Code is a Q code, you must create a billing override as NJIIS does not recognize or accept Q codes. Follow these steps: a) Change CPT 4 field in Procedure screen (see screenshot below) to appropriate 9xxxx code b) Click Billing Codes (on the right of the Procedure dialog) c) Click New d) Click the arrow on the left for billing form NJMCR_P5 e) Type in the original Q2038 (or other Q code needed) next to 1. Billing Code override f) Click Add to List g) Click New h) Choose billing form MCRPPA (or other state Medicare paper) i) Click Add to List j) Repeat steps for any additional state Medicare you bill k) Click Close l) Click Save to close the Procedure dialog Page 8 Updated 11/1/2017 Immunization Registry - NJIIS

9 DESIGNATE THE PROCEDURE AS AN IMMUNIZATION: 1. Go to Add-Ins > Clinical > Immunizations > Procedures 2. Highlight each procedure (on the left) that is a vaccine TIP: To highlight multiple procedures, hold down the Ctrl key on your keyboard. 3. Click Add >> 4. Click Save UPDATE USER NAMES New fields have been added to the user s login configuration dialog. These new fields are necessary for the Administered By requirement of NJIIS. The user s first and last names must be documented for each user. This can be done in either ChartMaker Clinical or the Practice Manager Administration Tool. NOTE: Middle Name is not required. In ChartMaker Clinical: 1. Open Clinical 2. Click Edit > System Tables > Users 3. Double-click the user who may enter vaccine procedures 4. Enter the user s First and Last Name 5. Click OK 6. Repeat steps 3-5 for any other user who enters vaccine procedures 7. Click Cancel In Practice Manager Administration Tool: 1. Open Practice Manager Administration Tool (This can be found in the ChartMaker Suite folder under All Programs in the start menu of your computer) NOTE: Log in as an Administrator 2. Double-click on a user name (left column) 3. Click Edit > Change User Logon Information 4. Enter the user s First and Last Name 5. Click Save 6. Repeat steps 3-6 for any other user who enters vaccine procedures 7. Click Cancel Page 9 Updated 11/1/2017 Immunization Registry - NJIIS

10 ELIMINATE DUPLICATE IMMUNIZATION RECORDS Once you start using the Immunization module, to avoid sending duplicate immunization records to NJIIS, you must go into Practice Manager and deselect the immunization procedures that are inputted through Clinical. To do so, follow these instructions: 1. Go to Add-ins > Clinical > Immunizations > Procedures 2. Highlight any immunization procedures in the Selected Procedures box that are entered through Clinical and select << Remove NOTE: This list should only contain the Immunization Procedures that are NOT USED in Clinical. 3. Click Save Page 10 Updated 11/1/2017 Immunization Registry - NJIIS

11 PRECONFIGURED IMMUNIZATION INFORMATION Immunization information, such as VIS Date, Manufacturer, Lot # and Expiration, can be preconfigured for easier data entry in Practice Manager. To configure this information: 1. Go to Administration > Transaction Tables > Procedures 2. Open the appropriate immunization procedure 3. Click the Immunization button (on the right) 4. Select the VIS Date (if applicable) 5. Click New 6. Enter the Manufacturer, Trade Name, Lot Number, Lot Expiration and Funding information NOTE: For Manufacturer, click the lookup icon ( manufacturers. ) to select from a list of 7. Click Add to List 8. Repeat steps 5 7 as needed for multiple manufactures/lot #s 9. Click Close 10. Click Save 11. Repeat for next vaccine procedure codes needing manufacture/lot setup Page 11 Updated 11/1/2017 Immunization Registry - NJIIS

12 ENTERING CONSENT DATA (IN PRACTICE MANAGER OR CLINICAL) Click the following link for a copy of NJIIS s consent form that each patient must sign. This form should be retained in the patient s medical record: Once the patient (or guardian) has signed NJIIS s consent form: 1. Open patient s chart in Clinical and click the ID tab ALTERNATE METHOD: In Practice Manager, open the patient s account on the Patient Tab. 2. Click Consent If patient/guardian allows sharing with other providers, click OK NOTE: The Effective Date will always default to today s date, which is why no other intervention is necessary in this dialog. NJIIS states that patients born after 1/1/1998 have been automatically enrolled and consented unless parent completed a separate form to not share with other clinicians. If patient chooses not to share, click the checkbox for Protect the immunization data from other clinicians and change the Effective Date, if necessary 3. Click OK 4. Click Save and/or close the patient s chart/account Page 12 Updated 11/1/2017 Immunization Registry - NJIIS

13 ENTERING IMMUNIZATION DATA (IN CLINICAL) Immunization data is automatically sent from Clinical to Practice Manager after it is entered through a note. 1. Open the patient s chart and create a chart note 2. From a procedure checklist, select the immunization 3. Enter all appropriate immunization information (i.e. Order Date, Manufacturer, Lot #, Expiration Date, VIS Date) NOTE: Fields marked with a red asterisk are required by NJIIS. As of version 5.3 SP1, the Consent for Immunization and Permission to Share options are not needed here. This information will be documented through the Consent button (instructions above). VFC is only required if you participate in the Vaccine for Children program. If so, use any of the applicable codes starting with a V. 4. Click OK 5. Click Save NOTE: If the chart is not saved (note signed or chart closed), the immunization record from Clinical is not created. Page 13 Updated 11/1/2017 Immunization Registry - NJIIS

14 VIEWING IMMUNIZATION INFORMATION IN PRACTICE MANAGER To view or verify the immunization information in Practice Manager: 1. Log into Practice Manager 2. Go to the Clinical tab 3. Search for the patient 4. Click the 4. Immunizations sub-tab NOTE: The relevant immunization information should be displayed and can be printed for the patient from Practice Manager or Clinical (in the patient s chart, click Note > Print Immunizations ) Since data may have already been sent to NJIIS, there is no editing permitted. If an error is found, delete the procedure and re-enter it properly. Page 14 Updated 11/1/2017 Immunization Registry - NJIIS

15 REGISTRY CONFIGURATION FOR NJIIS The Registry Configuration dialog allows you to configure vaccine registry information for registries in and later formats. In the Registry Configuration dialog you have the ability to set up Office Location and Site ID information for each of the registries you submit to, while also setting up Bidirectional Credentials (Practice, User ID, and Password) for those registries that support bidirectional. Use the following steps to configure registry information for the NJIIS. 1. In Clinical, click Chart > Registries > Immunization > Configuration. Or, in Practice Manager, click Administration > Registries > Immunization > Configuration. Or, in the Vaccine Registry (PCVaccine) module, click Tools > Configure Site IDs. 2. In the Registry Format field, select NJIIS v In the Office Location and Site ID section, enter or search for an Office Location, and then enter the applicable Site ID. Site IDs are required for all registry formats. 4. Once the Office Location and Site ID has been entered, click the Add button. The location and ID will then appear in the list above. You have the ability to delete an Office Location and Site ID by highlighting the entry in the list and then clicking the Delete button. 5. Repeat steps 3 and 4 to add additional locations and corresponding Site IDs. 6. After the applicable locations and Site IDs have been configured, be sure to select a Default. 7. When finished configuring registry information, click the Save button. Page 15 Updated 11/1/2017 Immunization Registry - NJIIS

16 Preparing the Batch File Sending immunization information to NJIIS is done by extracting the data from your ChartMaker Medical Suite database and uploading a batch file of that information to NJIIS. 1. Create a new folder on your desktop (or wherever you want to save batch files). You can name it Immunization Batch Files. NOTE: This step only needs to be done the first time you are preparing a batch file. 2. Go to Add-ins > Run > Generate Immunization Batch File 3. Log in using your Practice Manager username and password 4. In the Format dropdown, select NJIIS 5. Select the appropriate Practice NOTE: Leave the Provider field blank 6. Enter the Start & End Dates for the appropriate time range 7. Specify the Output Directory NOTE: This is the folder you created in Step Specify the File Name (i.e Vaccine20June2014.HL7 ) NOTE: You may want to use your NJIIS Provider ID (ex ) to prefix the file name It is recommended to include the date the file is created for distinction Use a.hl7 file extension (instead of.asc) Page 16 Updated 11/1/2017 Immunization Registry - NJIIS

17 9. Click Save ( ) or go to File > Save As NOTES: You will see the following message when the file has been saved: Two files will be created in the folder: The HL7 file and a zipped version of the HL7 file. 10. Close the Vaccine Registry dialog (when you are finished with it for the day) Page 17 Updated 11/1/2017 Immunization Registry - NJIIS

18 Uploading a Batch File to NJIIS Uploading immunization data should be completed on a regular basis. Contact NJIIS to determine what the frequency should be. 1. Go to Add-ins > Run > Upload Batch File to NJIIS 2. Click NJIIS next to Membership Login and log in using your username and password provided by NJIIS 3. Click Interface Upload (in left-hand pane) 4. Click Upload Data 5. Select the appropriate Provider from the dropdown 6. In the Upload File field, click Browse 7. Browse out to the batch file you just generated (located in the folder created in Step 1 of Preparing the Batch File ) NOTE: Select the.hl7 file type 8. In the File Type dropdown, select HL7 Batch 9. Click Upload Page 18 Updated 11/1/2017 Immunization Registry - NJIIS

19 Index A Administered by (User Name) 9 C Consent 12 D duplicate immunization 10 E Editing vaccine entry 14 enrollment 6 M Meaningful Use Requirements 5 NJIIS Training 7 NJIIS Website 4 O Online Interface Enrollment 6 P Pre-setting Manufacturer, Lot#, Exp 11 Q Q CPT Code 8 R Required fields 13 U Uploading NJIIS batch 17 N NJIIS FAQs 4 Page 19 Updated 11/1/2017 Immunization Registry - NJIIS

20 Resources / Notes Trainer: Phone: STI ChartMaker Clinical Support: (Option 1, then Option 2) NOTES: Page 20 Updated 11/1/2017 Immunization Registry - NJIIS

21 Document Change Log Date Version Changes 8/30/14 5.x Reformatted x Initial Release Page 21 Updated 11/1/2017 Immunization Registry - NJIIS