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IMMUNIZATION REPORTING

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 Promoting Interoperability (PI)/Quality Payment Program (QPP) 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, eligible professionals, and eligible clinicians) in receiving Medicare and Medicaid incentive funds. The information below provides an overview of the immunization reporting process in West Virginia for the 2019 reporting period.

DECLARATION OF READINESS STATEMENT (posted June 22, 2018): The WVSIIS will continue accepting immunization registrations for all stages under Meaningful Use/QPP for the 2019 reporting period. It is the registrant's responsibility to know the requirements of the particular Federal Rule under which you are registering and reporting.

HELPFUL INFORMATION FOR CERTIFIED EHR REPORTING

Elligibility

Please see the immunization reporting checklist and instructions for eligibility requirements.

Certified EHR Products

Contact your EHR vendor to determine if your system is certified or will become certified for immunization reporting.

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. Download the "Registration System Instructions" to assist with registering. Call 877-408-8930 or e-mail Carol Smith, WVSIIS Information Quality Services Coordinator, at carolyn.j.smith@wv.gov if you have any questions while completing your registration. Please be aware of the following:

  • If multiple physicians in a group practice or clinic are moving through PI/QPP concurrently, one registration can be entered under the practice name. Multiple registrations are not required.
  • It is not the responsibility of the West Virginia Immunization Registry to know your certification status, your reporting period registration deadline, or whether your reporting period is the full 2019 calendar year or any 90-day period in 2019.
  • 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 2018, you do not have to register again. Your previous registration will continue in 2019.

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.

Standardized Immunization Data Specifications

The Implementation Guide for Immunization (Addendum to Guide) 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 that 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 PI website contains numerous guidance documents for EHR/EMR vendors and providers.

General Questions - Questions about PI Programs registration, attestation, eligibility, and other PI/QPP criteria should be directed to the Centers for Medicare and Medicaid PI Programs or the Quality Payment Program.