PCC EHR follows the CDC’s Meaningful Use HL7 implementation guidelines, allowing us to interface with most of the 56 immunization registries across the country. Historically, these registries have had their own set of immunization guidelines and implementation rules. However, state by state, they are now moving towards using a single national standard for immunization data.
Different registries may implement these guidelines in slightly different ways, but the instructions below are suitable for every registry. The CDC uses data from the registries to inform decisions on public health policy.
How to Get Started
Contact Your Immunization Registry and PCC
To begin this process, you will need to communicate with your immunization registry.
We Can Help: Contact PCC Support at 1-800-722-1082 or firstname.lastname@example.org. We can help you reach the appropriate registry and perform the setup and configuration steps below.
Review Your CVX and MVX Codes
CVX and MVX codes are part of the HL7 standard used by the CDC, and are required for submitting accurate immunization information. You must enter these codes in Partner before submitting your data.
Turn On Immunization Registry Communication Preferences
For each patient, your practice must collect immunization communication preferences, in the event the registry wishes to contact the family. PCC EHR stores these communication preferences in the Contact Information component.
Turn on the Immunization Communication Preference fields in the Contact Information component of the Protocol Configuration editor.
Use the Lot Manager
The HL7 standard requires lot number and expiration dates for all vaccine data.
Always use the Lot Manager in the Immunization Configuration tool to maintain up-to-date lot information. Lot numbers and expiration dates must be entered for all vaccine inventory.
Optional: Configure PCC to Automatically Add a Custodian as Personal Contact
The HL7 standard requires a Personal Contact for each patient. Your practice can add the Personal Contact in the Demographics component of a patient’s chart. You can optionally use the Practice Preferences to configure PCC to automatically add the custodian as a personal contact when a new patient record is created.
Optional: Add Demographics Components to Chart Notes
The HL7 standard requires that every patient record include an Immunization Communication Preference and a Personal Contact. Your practice can update that information during a visit on the Demographics screen in PCC EHR.
Optionally, you can use the Protocol Configuration Tool to add the Contact Information component and/or the Personal Contacts component to chart notes, particularly new patient chart notes.
Collecting The Right Data
At every encounter where immunizations are administered, your practice must collect the required information for the registry.
Read the steps below to learn how to collect all required immunization-related information for the HL7 standard.
Assign a Clinician to the Encounter
A clinician with an NPI must be assigned to every visit. If your practice schedules visits for “Nurse”, for example, then during the visit you should change the provider in the Appointment Details section of the chart note to a real clinician.
For Every Patient, Collect Race and Ethnicity
Review and update race and ethnicity information during each visit. You can enter it in Partner, during checkin:
Or in PCC EHR, in the Demographics section of the patient’s chart:
As with other components in PCC EHR, your office could add the Patient Demographics section to any chart note ribbon.
Review Immunization Registry Communication Preferences
You must review and fill out the Immunization Communication Preference for each patient.
For each patient, permission to share immunization information with the registry must be set to either “Yes” or “No”.
The “Immunization Registry Communication Preferences” question appears in the Patient Contact component, which appears by default in the Demographics section of the patient’s chart. Your practice could also use the Protocol Configuration tool to add the Patient Contact component to a chart note, the standard phone note, or the Medical Summary.
Preferred Contact Method: Some registries (such as CAIR in California) state that the secondary “Preferred Contact Method” field must be sent to the registry if it is collected, but the field may be empty. From past experience with immunization registries, PCC recommends that all practices, regardless of state, fill this field with the patient or family’s contact preferences for information related to immunization registries. For example, if the family does not wish to be contacted, select “No Reminders and No Recalls”.
Review and Update Patient’s Personal Contacts
During each visit, review and update the patient’s Personal Contact. The Personal Contact component appears in the Demographics section of the patient’s chart. A contact is required by the HL7 standard.
For Every Patient, Fill Out VFC Eligibility During Each Visit
You must state whether or not a patient was eligible for VFC for every shot administered. PCC EHR can’t determine that for you, but it can provide your clinicians with all the information they need to determine eligibility and display a tool for assigning it quickly.
Train your staff to review the information and select VFC eligibility status during each visit.
Last Answer: At the patient’s next visit, PCC EHR will remember the patient’s previous VFC eligibility status. They can click “Last Answer” to enter it for all immunization orders.
Complete the Required Fields on the Immunization Component in the Chart Note
When recording immunization administration, you must fill out the VFC, Dose, Lot #, VIS, VIS Given date, Route, and Site fields per immunization.
When you are enter historical immunizations, be sure to select a “Source” from the dropdown.