Registries: Immunization Information Systems For PROVIDERS
Questions & Answers for Providers

1. How is a child’s immunization record and information protected?
2. What will an IIS do for my practice?
3. How do you participate in the IIS in your state?
4. Can the IIS exchange data with Electronic Medical Records (EMR)?
5. What type of equipment do I need to electronically link with the IIS?
   

1. How is a child's immunization record and information protected?

   IIS users must be authorized to have access to data stored in an IIS. Users must sign an agreement and follow strict confidentiality and security policies. Protection of IIS data is managed through state privacy, confidentiality, and security lawas and through compliance with federal privacy rules and regulations.

   Some important factors that have helped facilitate IIS development are as follows.

   • Laws specifically authorizing the Department of Health to establish and maintain an immunization registry. Some laws require reporting to the registry; other laws allow reporting. Both types of laws may address liability concerns.
   • Statutory provisions providing immunities from civil and/or criminal liability for providers who make good faith disclosures to immunization registries or rely on information in immunization registries.
   • Other important statutory provisions include:
     • penalties for improper disclosure of information;
       o provisions defining with whom immunization information can be shared (e.g., providers, schools, health department); and
     • provisions allowing parents to opt out or limit access to immunization registry information. While opt out and consent provisions are particularly important to some religious groups, victims of domestic violence, and others, in fact only a small percentage of people exercise these options.
2. What will an IIS do for my practice?

   An IIS will:

• reduce your paperwork and save staff time;
• consolidate immunizations from all providers into one record;
• provide easy access and reliable immunization histories for any child, (new or current patients), even if immunizations were received at a public health clinic;
• provide information on immunizations, due or overdue;
• provide patient reminders and recalls for immunizations, due or overdue;
• provide your patients' immunizations directly on an official school immunization record card, so that parents can enroll their children in school;
• reduce the number of phone calls you make to schools and day care centers during registration;
• facilitate introduction of new vaccines or changes in the vaccine schedule;
• help you manage vaccine inventories;
• help you determine what proportion of children in your practice have been adequately immunized;
• help with HEDIS data collection for managed-care organizations; and
• reinforce the concept of the medical home.

The IIS simplifies immunization record keeping, provides quicker access to immunization records, and helps you keep track of a patient’s immunization status. If a parent calls you for their child’s immunization history, you can provide them with this service by a touch of a button.

3. How do I participate in the IIS in my state?

   If you are interested in participating in the IIS, contact the IIS in your state.

4. Can the IIS exchange data with Electronic Medical Records (EMR)?

   IIS have capacity to electronically exchange data with the clinical systems including electronic medical records. The capacity and direction of this exchange depends on the technical capacity of the electronic medical record system and the IIS. Many state and local IIS use the industry standard Health Level 7 (HL7) protocol to exchange this type of patient’s immunization information.

5. What type of equipment do I need to electronically link with the IIS?

   Exchanging immunization information with IIS can be done in a variety of different ways. IIS typically require some form of internet access which may involve a dial up access or high speed access. The computer application used in the practice should have the ability to create an interface file that conforms to a standard exchange format. Depending on the type of clinical application and the clinical workflow the IIS may be accessible directly from within the clinical application. Additional software requirements may be necessary for authentication, encryption and sending the file to the IIS. IIS and clinical applications are encouraged to find solutions to reduce the burden of multiple data entry.

This page last modified on August 10, 2005