Immunization Registry System (VIIS)

Manager: Greg Dennis, MS

 

Why were these information systems created? | What are they? | Who endorses these systems? | What is the system in Virginia? | What are some of the benefits of such a system? | Are these confidential? | What are the security standards? | When will the VIR be available to the private sector?

Why were these information systems created?

As recently as 1993, the U.S. experienced the largest outbreak of pertussis (whooping cough) in more than 20 years. Also, in 1989 to 1991, a measles epidemic resulted in 55,000 cases and 123 deaths, principally among young children. Because of these outbreaks of vaccine-preventable disease, the Childhood Immunization Act was created in 1993 to increase the immunization rates of children in this country.

What are Immunization Registries?

One of the focus areas of this act was the development of an Immunization Information System or a Registry. Click here to learn more about these systems. Each state is required to implement a statewide registry that is guided by the registry standards developed by the Centers for Disease Control and Prevention. Click here to view the CDC minimal functional standards for immunization registries.

Who endorses these systems?

Registries are endorsed by many highly respected professional organizations, such as the American Academy of Pediatrics (AAP), the American Medical Association (AMA), the National Medical Association (NMA), American Immunization Registry Association (AIRA), Every Child by Two (ECBT), and All Kids Count (AKC).

Costs incurred should be offset by overall time savings due to readily available client immunization records and lack of duplicating immunizations to clients because of no available record. Participating in the registry may be a challenge at first, but the payoff will be savings for your practice in the long run. According to a recent AIRA survey and report, of all responding clinicians in the US that are using an immunization registry, NONE had to hire new staff to use the system. In fact, another study found that approximately 20 minutes of staff time was saved for each electronic review and updating of the immunizations vs. manually performing these tasks.

What is the system in Virginia?

The Virginia Department of Health has a web-based integrated information system for the public sector of health care in the state. It is working to make this current web system operational in the private sector. Its mission is to develop a partnership between Virginia health care providers which will allow each to share electronic immunization data.This data will then be used as a tool to assist with the accurate and timely immunizations.

What are some of the benefits of such a system?

The benefits are best defined in terms of the recipient of the benefits:

Parents

• Eliminates the need to maintain and provide new health care providers with immunization cards listing your child’s immunization record
• Prevents over-immunization (giving unnecessary shots to your child because of a lost or forgotten card)
• Consolidates all immunizations a child has received into one report
• Helps ensure that a child’s immunization schedule is up-to-date
• Provides you with reminders for immunizations that are due or missed
• Provides you with an accurate copy of your child’s immunization history for personal, day care, school or camp entry requirements

Providers

• Free web-enabled confidential immunization tracking system
• Free access to a database encompassing the entire state population.
• Provides an accurate immunization history for all patients
• Consolidates immunizations from all providers into one record
• Provides client specific ACIP/AAP algorithm of current vaccine recommendations
• Recognition of validity of past vaccines
• Recommendation of current age-specific vaccines
• Forecasting of future age-specific vaccines
• Linkage with Recall/Reminder notices
• Immediate identification of client contraindications
• Production of official immunization records that are recognized by schools, daycares, camps, etc.
• VDH maintenance of new developments affecting the system
• New ACIP/AAP recommendations
• New vaccines, manufacturers, or packaging
• Updated Vaccine Information Sheets
• Assessment of immunization rates for vaccine series completion and HEDIS reports
• Recognition of eligibility for VA Vaccines for Children program
• May decrease paperwork/office workload/administrative time
• Decreased over- or under-immunization of clients
• Assistance in inventory control by pre-loading vaccine lots
• Automatic inventory-driven system when giving immunizations
• Can be used for analysis within your practice
• A standardized, confidential report for participating physicians with their own CASA* rates
• A standardized report for participating physicians showing regional and state rates
• Aggregate vaccine information from the system
• Custom reports using the VDH Data Warehouse

Are these information systems confidential?

Yes. Registries were created with the understanding that patient and provider confidentiality is paramount.

Registries must protect the privacy of all users, including children, families and providers. To help make this possible, a CDC-led team developed minimum privacy specifications for the protection of the privacy of registry users and the confidentiality of the registry information.

What are the security standards?

CDC Security Requirements

• Confidentiality policies: All registries must have a written policy that is consistent with applicable federal, state, and local laws and regulations.
  
• Confidentiality agreements: All users or their employers must sign an agreement to comply with the written specifications.
  
• Notification: Parents must be notified of the existence of the registry, what information will be contained in it, and how the information will be used.
  
• Choice: Parents must be allowed to choose whether to participate in the registry.
  
• Use of registry information: Registry information must only be used for its intended purpose of providing health care and not be used in a punitive manner.
  
• Access to and disclosure of registry information: Policies must clearly define who has access to registry information.
  
• Penalties for unauthorized disclosure: Policies must define what constitutes a breach of confidentiality. Penalties must be enforced.
  
• Data retention: Policies must address the period of time that registry information will be held.

Virginia Department of Health Security

The Virginia Immunization Registry is designed with application security that allows for sharing immunization history across the state, while preventing access of the data maintained by a particular office, such as encounter information. This security is established at the time a provider obtains access to the system and is defined based on the user ID.

Additionally, state of the art security software (VPN) is provided to prevent unauthorized interception of users accessing the state system.

When will the Virginia Immunization Information System (VIIS) be available to the private sector?

VDH is currently working to make this system available to the private sector. For more information, contact Archer Redmond, MT (ASCP), Ph.D., the VIIS Program Manager (archer.redmond@vdh.virginia.gov) at (800) 568-1929.

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