12 Va. Admin. Code § 5-115-60 - Population of VIIS
Current through Register Vol.. 38, No. 17, April 11, 2022
A. The
VDH Divisions of Immunization and Vital Records have an agreement to populate
demographic information in VIIS with birth certificate data. Death certificate
data are used to make the VIIS record no longer viewable. Data exchange shall
be performed on a periodic basis, but at least monthly.
B. Each participant shall make every effort
to ensure the accuracy of all immunization and demographic information and
shall include enough identifying information to allow for de-duplication of
patients .
C. Data shall be
reported in VIIS either by online data entry or by data exchange of files from
other information systems. The participating provider or the health plan billed
for the immunization shall report. Reporting shall occur within seven days of
vaccine administration for online data entry participants. For data exchange
participants, reporting shall occur within seven days of receipt of the
information.
D. Both demographic
and immunization data shall be reported by the participant.
1. Patient demographic information shall
include, but is not limited to, patient's name, date of birth, gender,
telephone number, home address, birth place, and mother's maiden name. The
social security number, if provided, shall be encrypted by the application,
appear as asterisks, and shall not print out on reports for that patient . The
application shall allow only exact matches when the social security number is
used for search purposes.
2.
Patient immunization information shall include, but is not limited to, the type
of immunization administered using industry standards such as vaccine groups,
Health Level 7 codes, or Current Procedural Terminology codes; date the
immunization was administered; identity of the health care provider who
administered the vaccine; manufacturer; trade name; lot number; and, if
present, any contraindications or religious or medical exemptions.
E. Participants in data exchange
shall provide an acceptable level of data quality, such as correct data fields,
data accuracy, and enough information to correctly merge with existing patients
. Upon initial data delivery, and periodically thereafter, data shall be
reviewed to determine data quality. Any rejected records shall be resolved by
the participant in a timely way. VDH may suspend system privileges and take
additional action in accordance with § 32.1-27 of the Code of Virginia for
any organization that submits inaccurate data.
F. If insufficient information is reported to
allow de-duplication of patients , incoming data will be placed in a pending
file and must be manually merged, if appropriate. All participants shall
identify a contact to work with VDH on pending files.
G. VDH shall incorporate immunization data
pursuant to subsection E of § 32.1-46 of the Code of Virginia into VIIS by
data exchange from other immunization systems, patient care management billing
systems, or information systems to the extent possible.
Notes
Statutory Authority: § 32.1-46.01 of the Code of Virginia.
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