Presented by: Matthew Swenny, I-CARE Illinois Department of Public Health

Transcription

1 Presented by: Matthew Swenny, I-CARE Illinois Department of Public Health

2 If you have any questions for our speaker during the presentation, please enter them into the question box on your control panel for the webinar, located on the right hand of your screen Participant phone lines are muted This webinar is being recorded

3 I have no relevant financial relationships with the manufacturer(s) of any commercial products(s) and/or provider(s) of commercial services discussed within this CME activity. I do NOT intend to discuss an unapproved or investigative use of a commercial product/device in my presentation.

4 1.0 contact hours will be awarded to nurses. Criteria for successful completion include attendance at the entire event and submission of a completed evaluation form. Partial credit will not be awarded. i-net (OH-350, 1/1/17) is an approved provider of continuing nursing education by the Ohio Nurses Association (OBN ), an accredited approver by the American Nurses Credentialing Center s Commission on Accreditation.

5 Then Until late 2010 I-CARE and EMR were not compatible Required data entry into both I-CARE and EMR Now Health Level 7 (HL7) interface built Heavy use of one-way exchange in production Limited use of two-way exchange in production Perceived data entry barrier eliminated

6 For Current EMR/EHR users: I-Care supports HL7 versions and Check with your vendor to verify compatibility with I-CARE An immunization interface will need to be developed/purchased for your current EMR system to provide HL7 data exchange with I- CARE IDPH welcomes the opportunity for practices that have the HL7 interface in place, to send to IDPH data for testing If you EMR/EHR is unable to create an HL7 message or if the provider cannot afford the upgrades needed, they can contact ILHIE at

7 IDPH accepts/receives HL7 data exchange by three methods One-way data transfer of unsolicited vaccine record updates in a batch mode using Secure File Transfer Protocol (SFTP) Real-time, bi-directional data exchange of vaccine record updates, queries and responses using HTTPS and web services Providers send a non-hl7 batch file to ILHIE, where they transform the data into an HL7 message and send that directly to I-CARE If you have questions in-regards to HL7 data transfers contact IDPH at DPH.HL7ICARE@illinois.gov

8 1. Download and Review HL7 Procedure Guide 2. Contact your EMR Vendor: Ask if your EMR system is HL7 compatible Provide them with the HL7 File Transfer Guide Ask them to assist in interfacing with state registry 3. Complete Meaningful Use Document and fax to IDPH: Request for a Secure File Transfer Protocol (SFTP)/Web Services username and password from IDPH DPH.ICARE@illinois.gov 5. Contact the appropriate IDPH staff member to receive assistance. Questions regarding the I-CARE User Agreement you may contact I-CARE Registration by dph.icare@illinois.gov Questions regarding the HL7 data exchange process contact DPH.HL7ICARE@illinois.gov. Technical questions regarding HL7 contact Igor Slobodyanyuk, HL7 Development Support at DPH.HL7ICARE@illinois.gov. HL7 Process documents located online at

9 Eligible professionals registered for Medicaid EHR Incentive program: Required to complete 15 core objectives, 5 menu objectives Can qualify for up to $63,750 financial incentives over 6 year period Requirements are different depending on type of provider Hospital, AHC, individual provider Cost of interfacing EMR/EHR will vary but long-term benefits may outweigh the cost If you are eligible to receive Medicaid financial incentives PLAN AHEAD, START NOW! For more information on Medicaid Meaningful Use and how it can be achieved through using I-CARE: To register for MURS Instructions to register for MURS

10 Components required for data transfers 1. Brand Name of the Vaccine (no generics) 2. VFC eligibility of patient (V codes) 3. CVX code (vaccine group) 4. MVX code (manufacture) 5. Administration (Current not Historical) 6. Lot # that is in ICARE, packing list, and outside of the box (not the vial) MUST USE THE INFORMATION IN ICARE AND IT MUST BE AN EXACT MATCH!

11 ICARE and the CDC only recognize Brand Names of Vaccines: Gardasil instead of HPV unspecified Pentacel instead of DTaP-HBV-IPV Even if the packaging or vial say HPV unspecified, you would still use Gardasil in your EMR transmissions

12 These are represented by a V V00 Unknown eligibility V01 Not VFC eligible V02 Medicaid eligible These are the most common V codes used, all VFC codes must be coded as V02- V07 for the shot to deduct from your inventory

13 The combination of these codes identifies the Brand Name of the vaccine These codes are created and updated by the CDC If the codes sent by your EMR does not match our codes the shots will not deduct Codes are available and updated in ICARE nerstone_brandnames.pdf

14 All VFC vaccines that you want to deduct from your Inventory should be coded with Current or 00 Historical/non-inventory only apply for shots administered in the past that you do not want to deduct from your inventory Make sure your EMR is send all shots that you want to deduct as 00 or Current

15 Lot Numbers are assigned by McKesson or the Flu Manufactures You must use the Lot Numbers that are in ICARE, on the packing list, or on the outside of the box Do not rely on the lot number on the vial, it may be different than what is in ICARE

16 On your Clinic page there is an IMPORT tab if your clinic is set up to transmit data to us electronically Check here first to make sure your EMR is sending data to ICARE If there is no information in this tab, your EMR is not sending data to ICARE and you will need to contact them If there is data there, how much data did you expect and how much was transfered

17 Under the Report section of ICARE You can find report tab on your clinic page, vaccines page, or Reports on the side of each page After checking the imports tab, you will want to run the VFC Inventory Analysis Helper If patients show up on this report, the data that your EMR was sent us was incomplete or incorrect The report will tell you why that shot did not deduct from Inventory Follow the directions under each section on how to correct the issues

18 If you Inventory is still not correct Run the Clinic Immunization Activity Report This report will tell you every patient who has received vaccines from your clinic during a identified time period You will want to compare this report to your EMR data to determine patients whom were not transmitted by your EMR

19 There are 3 videos currently in ICARE that can help with Inventory Issues: Working with VFC vaccines with%20vfc%20vaccines/working%20with%20vf C%20vaccines.html Using the Clinic Immunization Activity Report munization%20activity%20report/clinic%20immu nization%20activity%20report.html VFC Vaccine Inventory Analysis Report cine%20inventory%20analysis%20report/vfc%20 Vaccine%20Inventory%20Analysis%20report.html

20 ICARE All questions regarding ICARE (logging in, new employees, new clinics, vaccine inventory issues) VFC All questions regarding VFC (orders, waste, returning vaccines) HL7 All questions regarding importing data from an EMR to ICARE ICARE Password support or HL7 Password support