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Immunization Reporting for Meaningful Use

The West Virginia Statewide Immunization Information System (WVSIIS) is now accepting electronic HL7 messages from certified electronic health record (EHR) systems for immunization reporting and Meaningful Use attestation. EHR reporting is designed to be secure, automated, and unobtrusive to practice operations. Successful ongoing submission to WVSIIS using the EHR reporting method will assist providers (eligible hospitals and eligible professionals) in receiving Medicare and Medicaid incentive funds. The information below provides an overview of the Modified Stage 2 MU immunization reporting process in West Virginia for the 2016 reporting period.

Please be advised that the WVSIIS will NOT accept Stage 3 registrations during 2017. West Virginia anticipates being ready for Stage 3 beginning with the 2018 reporting period and will continue to receive Modified Stage 2 registrations for the 2017 reporting period.

HELPFUL INFORMATION FOR CERTIFIED EHR REPORTING

Eligibility - Please see the attestation checklist and instructions for modified stage 2.

Registration

If you meet the eligibility criteria, you must register your intent to report immunization data to the WVSIIS using the Meaningful Use Registration System within 60 days after the start of your 2016 reporting period. Download the "Registration System Instructions" to assist with registering. Call 877-408-8930 or e-mail Pam Reynolds, WVSIIS Information Quality Services Coordinator, at pamela.s.reynolds@wv.gov if you have any questions while completing your registration. Please be aware of the following:

  • If you previously registered for immunization reporting and your registration status was "In Review," "Registered - In Queue," "First or Second Invitation," "Testing and Validation Queue," or "Production" at the end of 2015, you do not have to register again. Your previous registration will continue in 2016.
  • If you successfully demonstrated MU in a prior year but did not register for immunization reporting, your 2016 reporting period is the full 2016 calendar year and you must register by February 29, 2016. If you have not successfully demonstrated MU in a prior year, you may choose any continuous 90-day period between January 1 and December 31, and you must register within 60 days after the start of your reporting period.

After you submit your registration, the Registration Status will indicate "In Review" in the Meaningful Use Registration System, and your Primary Contact will receive an e-mail confirmation indicating that the registration was successfully saved. WVSIIS staff will review the registration information, contact your Primary Contact if more information is needed, and will change the Registration Status to "Registered - In Queue." Your Primary Contact will receive an e-mail confirming that you have been placed in the immunization reporting queue.

NOTE: Providers are responsible for keeping their registration up to date and transferring login credentials in the case of staff turnover. The WVBPH is not able to alter registration or login information.

Certified EHR Products - For a list of EHR products certified for immunization reporting, visit the Certified Health IT Product List. Once in the website:

  1. Select “View all products”.
  2. In the list of certification criteria, scroll down and check “170.314(f)(1) and 170.314(f)(2)
  3. Under the ‘Certification Edition’ on the left side check 2014
  4. Click ‘Search’.
If your EHR system is not listed, contact your EHR vendor to determine if and when the immunization reporting option will be added to the software.

 

Standardized Immunization Data Specifications - The Implementation Guide for Immunization assists EHR vendors in the implementation of standardized electronic reporting. It includes both business rules and standardized specifications for HL7 2.5.1. Here is a listing of required fields for immunization.

Immunization Data Transport Options - The West Virginia Bureau for Public Health encourages all providers and EHR vendors to coordinate with the West Virginia Health Information Exchange (HIE) to establish a connection for secure data transmission of HL7 2.5.1 immunization data. If a provider does not wish to establish a connection to the HIE, the EHR vendor may contact our office for instructions to connect directly to the State via HTTPS/SOAP and using the gateway client.

It is VERY IMPORTANT - Providers keep a record of all communications received from public health throughout the registration, onboarding, testing, and production process, as well as any other documentation that may be needed for attestation or auditing purposes. Examples may include e-mails, screen shots proving date of registration, acknowledgement letters, etc. Due to the large volume of registrants, public health programs will not have the capacity to prepare such a log on your behalf.

Meaningful Use Resources - The Centers for Disease Control's Immunization Meaningful Use website contains numerous guidance documents for EHR/EMR vendors and providers.

General Questions - - Questions about the EHR Incentive Program registration, attestation, eligibility, and other Meaningful Use criteria should be directed to the Centers for Medicare and Medicaid EHR Incentive Program.

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