Immunization Registry Frequently Asked Questions (FAQ) for Providers
1. Accessing the Immunization Registry system
- How can providers access the Registry?
- Do providers need to have a computer in order to participate?
- How much time will be required of providers in order to participate?
- What reports are available from the Registry?
- How quickly can you get information and reports from the Registry?
- Will providers be required to back-enter the records of existing patients?
- Can medical office staff enter records into the Registry?
- What if a provider already enters immunization information into a computer system? Is there any way to avoid double data entry?
- Is training available for providers?
- What support staff are available to assist providers?
- What hours is the Registry available?
- Can providers give input to the Registry development process?
2. Assessment of Vaccination Status
- How is a child's immunization status calculated?
- What if a child has a special circumstance that prevents him or her from receiving the full schedule of shots?
3. How the Registry Benefits You
- What are the benefits for providers who participate in the Registry?
- How is the registry information beneficial?
- What information can providers obtain from the Registry?
Accessing the Immunization Registry System
Q: How can providers access the Registry?
A: Providers may submit records as listed below:
To access the system, providers must enter their User ID and password as well as agree to the Acceptable Use Policy and verify their provider name and name of clinic (if applicable).
To look up a record, you can use one of three methods:
- By the Client ID number or
- By entering the patient's Last Name, First Name, and Date of Birth
- By entering your clinic's medical record number (if it has been entered into the registry)
Q: Do providers need to have a computer in order to participate?
A: Yes. Since the Registry is completely web-based, providers must have a computer and access to the Internet to use it.
The recommended minimum configuration needed is:
- Windows, Linux, OS X, Android operating system
- Internet Explorer, Google Chrome, Firefox, Safari, Opera, or other Web browser supporting 128 bit SSL encryption
- Minimum 56K dial-up, Recommended broadband connection
Q: How much time will be required of providers in order to participate?
A: The initial training takes a total of 60-90 minutes. Once trained, the average user can enter data at the rate of one record every 2-3 minutes. However, the speed of entry depends on the user's level of computer literacy, type of computer equipment and type of Internet connection. All of these factors play a role in increasing or decreasing the time it takes to enter data. Registry staff will work with providers to minimize the burden of reporting and to maximize the benefits available from using the registry.
Q: What reports are available from the registry?
A: Available reports include:
- California Immunization Record (Yellow Card)
- California School Immunization Record (Blue Card)
- Standard Chart Immunization Record
- Immunization coverage
- Vaccine Inventory Overview
- Reminder labels
- Vaccine usage
Q: How quickly can you get information and reports from the Registry?
A: In general, retrieving a patient's immunization record from the Registry is fast and easy. Simply enter the first letter of the patient's first and last names and date of birth. The system will quickly look for and list matching records within seconds. Since there are many thousands of records already in the system, each query option offers varying response times. However, once the file is open, it can be immediately printed from the website.
Q: Will providers be required to back-enter the records of existing patients?
A: While not required, it is strongly recommended that providers enter the existing records of all patients. A complete immunization history can offer key benefits such as the calculation of immunization rates, generation of yellow and blue cards, performance of accurate reminder/recall function. Entry of immunization histories will also help in reducing the amount of unnecessary duplicate immunizations given to patients.
Q: Can medical office staff enter records into the Registry?
A: The provider may authorize members of his or her staff to enter the records. However, each user must be assigned his/her own User ID and password to enter the system.
Q: What if a provider already enters immunization information into a computer system? Is there any way to avoid double data entry?
A: It depends. In some areas of our region, the majority of children ages 0-5 are already in the registry. Exchanging data using HL7 and flat-file methods is possible. Please contact our Help Desk to discuss the feasibility of electronic data transfer.
Q: Is training available for providers?
A: Registry staff will conduct training sessions via telephone at a time arranged with the provider and/or staff. The Registry will also provide electronic user documentation, access to a help desk hotline during regular business hours and other self-guided training.
Q: What support staff are available to assist providers?
A: The Registry Help Desk is available for telephone training, user enrollment and to answer questions/troubleshoot problems via the help desk hotline or email at support@myhealthyfutures.org. The Help Desk representative is a liaison between you, the Registry system and the technical staff to ensure that your concerns are promptly addressed.
Q: What hours is the Registry available?
A: Standard business hours are Monday through Friday, 8:00 AM to 5:00 PM, excluding holidays. However, every effort is being made to assure the Registry will be accessible 24 hours per day, 7 days a week. The Registry system is linked to electrical and network backup systems that will continue operations should any service interruptions occur.
Q: Can providers give input to the Registry development process?
A: We welcome suggestions, comments or requests for updates on the Registry. People with a Registry user account can report problems or make suggestions using the "Report A Problem" and "Make A Suggestion" links, which are the preferred methods for communicating with the Help Desk.
Assessment of Vaccination Status
Q: How is a child's immunization status calculated?
A: The Immunization Algorithm improves the efficiency and accuracy of immunization administration. Based on the ACIP (Advisory Committee on Immunization Practices) guidelines, the algorithm provides recommendations to aid qualified clinical staff in making decisions as to which immunizations to administer to patients at Point of Service.
Please note: The Immunization Algorithm is treated as a recommendation only and not the final word by which immunizations are given. Your medical opinion should be the final determining factor in deciding which immunizations to administer to your patients.
Q: What if a child has a special circumstance that prevents him or her from receiving the full schedule of shots?
A: The Registry allows providers to document the presence of special circumstances, contraindications or precautions that prevent a child from adhering to the recommended schedule.
How the Registry Benefits You
Q: What are the benefits for providers who participate in the Registry?
A: An example of some of the benefits include the following:
- Consolidates immunization records from all providers into one record
- Print accurate, official copies of patient immunization histories at point of service (yellow and blue cards)
- Helps manage vaccine inventories
- Produce reminder and recall notification for patients
- Provide recommendations on immunizations due or overdue
- Reduce staff time spent manually retrieving and entering immunization information
Q: How is the Registry information beneficial?
A: The information in the registry will be utilized for the following purposes:
- To obtain the most complete shot record possible for individual children
- To reduce under-immunization and duplicate immunization of children
- To protect the health status of Californians
Q: What information can providers obtain from the Registry?
A: Providers can obtain the following information:
- Complete, consolidated record of immunization history on each patient
- List of patients due for immunizations
- Information for HEDIS and CASA reports
- Produces various clinical information reports such as monthly shot status counts and vaccine usage reports
- Provides current immunization recommendations
