The Citywide Immunization Registry Intranet

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New Yorks Citywide Immunization Registry
(CIR) An Introduction to the CIR and Online
Registry
NYC Department of Health Mental Hygiene Bureau
of Immunization September 2009
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Overview of presentation

• Immunization registries
• New York Citywide Immunization Registry (CIR)
• CIR Access
• Online Registry features

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What are Immunization Registries?

• Databases which contain patient records with
  immunizations administered by providers in a
  certain geographical area, usually
  population-based
• Aggregate immunizations given over different
  visits and often by different providers into one
  record
• Usually maintained by state or local health
  departments
• Used by providers as a clinical record aid and
  for decision support
• Used by health departments as a public health
  tool to aid surveillance and activities, such as
  emergency preparedness

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CIR profile

• NYC Health Code requires reporting to CIR by all
  immunizing providers
• 1997 children lt 8 years of age
• 2005 children and adolescents lt 19 years of age
• gt 1,800 pediatric provider facilities and offices
• 75 report regularly
• Birth certificates loaded weekly (2,400/wk)
• Integrated with Lead Registry
• 3.7 million records 42 million immunizations
• Reporting methods electronic files and/or on-line

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Electronic Reporting

• Information is extracted from your encounter,
  billing or clinical management system and sent
  via a secure electronic file transfer to the Web
  File Repository (WFR)
• https//a816-healthpsi.nyc.gov/wfr/cgi-bin/cir-wfr
  
• Contact CIR for WFR access
• The Universal Provider Interface Format (UPIF)
  guide defines the format that the information
  must be in to be accepted by the Registry
• Please contact CIR for UPIF guide
• Reporting Frequency Required Every 72 hours

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Online Registry Reporting

• www.nyc.gov/health/cir
• Contact CIR for Online Registry forms
• User name and password request form and
  confidentiality statement must be completed
• One person receives administrator rights per
  facility
• Create user accounts for staff
• Determine security access levels
• Expire accounts
• Reporting Frequency Required Daily

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CIR Information Website Homepage
nyc.gov/health/cir
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Log in
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Consent
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Patient List (MyList)

• Patient list can be sorted by
• Review Status
• Name
• Gender
• DOB
• CIR number
• Date Last
  Accessed

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Search

• Navigation
• Menu bar
• Tabs
• Instruction
• Tip
• Alert
• Set Up

Search to retrieve a patient record
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Search for patient

• Search for records in the CIR and Lead Registry
• Requires unique match on
• First Name
• Last Name
• DOB
• Gender
• Once found, patient is added to MyList

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Search Advanced Search

• Advanced Search for records in the CIR and Lead
  Registry
• Enter as much information as possible to find a
  matching record.
• Once found, patient is added to MyList
• Call 212-676-2323, if record not found,
  or Add New Patient if certain patient is not in
  CIR

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Search for patient Advanced Search

• Use Tip combinations
• Medical record No.
• Medicaid No.
• CIR No.
• Moms info
• Address/phone
• Call 212-676-2323, if record not found,
  or Add New Patient if certain patient is not in
  CIR
• Go to Set Up to customize search settings

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Add New Patient

• Required elements
• First Name
• Last Name
• DOB
• Gender
• Strongly Recommended
• Mom DOB
• Mom First Name
• Mom Maiden Name
• Full Address, or
• Telephone

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View Immunization and Lead Test Records
Immunization Recommendations
Footnotes
This immunization event occurred prior to the
recommended age or recommended interval for this
dose. This immunization event occurred less
than 30 days after the administration of another
live virus vaccine.
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Lead Test Record
Lead Recommendations based on latest test results
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Add Current Immunization Step 1

• Select vaccine(s)
• Edit date if needed
• Select patient VFC Eligibility Status

• Combination Vaccines should only be chosen in ONE
  vaccine category

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Add Current Immunization Step 2

• Edit date if needed
• Select if given by your practice or some other
  source
• Choose manufacturer and Lot from your list or Add
  a new lot and lot information (optional)

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Add Current Immunization Step 3

• Review
• Change, cancel or confirm

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Add Current Immunization Action completed
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Add to Immunization History

• For each
• Enter date
• Choose specific vaccine
• Select if given by your practice or some other
  source
• Choose lot or add lot in Set Up (optional)
• Review your entries
• Choose Change, Clear or Confirm

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Modify History

• Check the immunization event to Modify or Delete

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Modify History (Step 2)

• Enter corrections or choose Delete event, click
  Continue
• Add lot or go to Set Up (optional)
• Review your request
• Choose Change, Clear or Confirm button

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H1N1 Quick Add
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Reporting Adverse Events

• Report adverse events that occur after vaccine
  administration.
• Report is sent to directly VAERS.
• Will be separated from Tools and moved to the
  main tool bar.

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Reporting Adverse Events(2)
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Print Reports
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Print Reports for Provider

• Reports
• Filtered or
• Unfiltered

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Print Reports for Public
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Fax Reports for Provider
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Set Up Manage Vaccine Lots
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Set Up Manage Vaccine Lots - Add New Lot

• Vaccine lots entered here appear as a vaccine lot
  choice where vaccine additions and modifications
  occur.

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Set Up Change Password
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Help

• Help by Feature
• Help by FAQs
• Contact Information

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Contact Information

• Citywide Immunization Registry
• NYC Department of Health and Mental Hygiene
• General CIR contact information
• Tel [phone]
• Fax [phone]
• nyc.gov/health/cir