Immunization Registry User Guide

WRS Health has partnered with Iron Bridge to offer connections to Pub Hub entities including Immunization Registries. With this integrated solution, you no longer need to log in to a separate portal to comply with the mandated reporting requirements.

In this document, you can find the new Immunization Registry workflow and the steps on how to set up the integration.

 

Setup Requirements

To access certain immunization functionalities, it is necessary to have the applicable system setup.

Supervising Permission

All immunization orders must directly come from a provider. However, for some practices, ancillary staff order and administer immunizations under the direct order and supervision of a provider. Therefore, it is necessary for the ancillary who create and administer immunizations to have a supervising permission from a provider.

A supervisor must be assigned to a non-provider staff so that the system and the registry can accept immunization orders. Orders from the staff with supervising permissions are tagged as orders from the assigned provider in Supervising Providers or orders from the assigned provider in the patient’s note. 

 

To assign a supervisor or a provider to a staff, go to Administration > EMR Setup > Supervising Providers.

In the Rendering Provider to Supervising Provider section, enter the applicable information.

 

 

Vaccine for Children (VFC) Program

Add Vaccine for Children in Insurance Claim

If your practice participates in the Vaccine for Children (VFC) Program, and your state requires you to add the vaccines that you administered to the applicable child to your claim, you must identify that the administered vaccines are added to the claim.

 

To identify added vaccines, go to Administration > Order Tracking Setup > Edit Practice OTS Settings.

 

In the OTS SETTINGS section, select YES for the Show VFC immunization on the claim? OTS setting.

 

Note: Not every state requires VFC vaccines on the claim for restocking of the practice supply. Contact your state for the exact requirements.

 

Display Status for Children in Insurance Claim

For patients 18 years of age and younger, you must indicate their individual status regarding their participation in the VFC Program. This ensures correct data capture of those VFC eligible immunizations.

 

To display the status for the children in insurance claims, go to patient’s Patient Management > Insurance > Eligibility for Vaccine for Children (VFC) Program.

 

For statuses of children in insurance claims, take note of the following: 

• Underinsured children. Underinsured means the child has health insurance, but insurance does not cover vaccines, or does not cover certain vaccines, or covers vaccines but has a fixed dollar limit or cap for vaccines. Once that fixed dollar amount is reached, a child is then eligible.

Underinsured children are eligible to receive vaccines only at Federally Qualified Health Centers (FQHC) or Rural Health Clinics (RHC). An FQHC is a type of provider that meets certain criteria under Medicare and Medicaid programs.

• Children whose health insurance covers the cost of vaccinations. Children whose health insurance covers the cost of vaccinations are not eligible for VFC vaccines, even when a claim for the cost of the vaccine and its administration would be denied for payment by the insurance carrier because the plan’s deductible had not been met.

 

Immunization Consent

Before you administer immunization shots, it is necessary that immunization consent is electronically signed in Patient Management > Directives > Consents.

 

In the Consents section, do the following steps:

1. Click the Immunization Consent link.

2. Select Accept, and then enter the full name of the patient in capital letters.

3. Click Submit.

 

 

Emergency Contact

All minors, children 18 and under,  must have a parent of guardian listed in their patient record. To register a parent or a guardian, go to Patient Management > Contact Information.

 

In the Emergency and Family Contacts page, do the following steps:

1. Click the Add Emergency Contact button. 

2. In the Add New Emergency Contact section, enter the necessary information. 

3. Click Submit.

 

Immunization History

To add past immunizations to the patient’s history and add accurate immunizations to the historical data of the Immunization Certificate, it is necessary to add them individually in Immunization.

 

To add a new immunization, go to Patient Management > Medical History > Immunization.

 

1. In the Add a New Immunization record section, click the Add New Immunization button, and then select the applicable immunization shots from the list of immunizations.

 

2. After you select the check box for the applicable immunization, enter as much details as possible such as the date of administration.

 

Note: Immunizations that do not contain detailed information are not added and will not load into the Immunization Certificate.

 

Administering Immunizations

When administering immunizations, there are necessary steps that must be taken in order for the immunization registry to record accurate immunization data.

Administering Immunization as a Procedure

When an immunization is given in your office, they must be added as a Procedure in your immunizations record. To do this, follow these steps:

1. From the Procedures page, enter the applicable vaccine details.

2. Click the A symbol to open the Administration page.

 

3. In the Administration page, enter the necessary information.

 

Note: Required information arre marked with a star symbol. Make sure to fill out all the required details. The registry does not accept vaccinations with missing information and invalid data. 

 

If the manufacturer name is not listed in the Manufacturer list, select OTHER, and then enter the manufacturer name in the box to the right of the list.

 

 

Note: The Lot number and Manufacturer information are required. If either is missing, the other will not be included in the finalized immunization message and will be rejected by the registry.

The VIS Publication Date must be for the most recent version, otherwise, it will be invalid and will be rejected by the registry. 

 

4. Click Save and Close.

 

Finalizing Immunizations

Once all the required immunization information for the patient is added as Procedures and all necessary administration information is entered, you must now finalize the immunization data.

Finalize the Immunization Data

You can finalize the immunizations only  after you entered the immunizations as Procedures and entered all the necessary administration information.

To finalize an immunization in the Procedure page, follow these steps:

1. In the Current Order section, click the Finalize Immunization(s) button.

 

After you click the Finalize Immunization(s) button, the administered immunizations are sent to the registry documentation. Depending on your state’s criteria, the immunization records are sent immediately to the registry or sent later during the day together with all other immunizations given for that day.

This also adds  the administered immunizations to the Patient’s History tab.

 

2. When the confirmation message appears, click OK.

 

Once you click OK, the message is then created and is being sent to the immunization registry.

 

Download and Print the Immunization Certificate

After you finalize the immunizations and send them to the registry, an immunization certificate is downloaded and can be printed which you can give to the patient.

 

You can view, print, or fax the immunization certificate anytime through the EMR All Notes. To do this go to EMR All Notes > DOCUMENTS.

 

 

View Immunization Record from Medical History

After you finalize the immunizations and send them to the registry, the list of administered immunizations are added and can be viewed in the Patient Management > Medical History > Immunization section.