FOR HEALTH PLANS

Benifits to Health Care Plans

Data Exchange Procedure

Data Exchange Training Module

Data Exchange Procedure

Instructions for DE Procedure

1. VDH will provide your organization with the required file format. There are few required fields for DE.*
2. Have the MOA (attached) signed by the appropriate persons, and fax it to VDH at 804-864-8089.
3. Your organization will need to:

1. identify an IT contact for data submission
2. decide on the two options for sending data
3. contact the data analyst for VDH/DOI to learn the procedure to follow
4. find out from the DA, the code to use for the ‘Sending Source’ of the data

4. VDH will ask the IT person to send us an encrypted test file in the VIIS format, which includes no public health information (PHI).
5.  Our Data Analyst will

5. check your test file for VIIS formatting and data compliance.
6. make contact if there are data questions/issues
7. provide instruction on how to submit the data file

6. Once your  patient data is received, VDH will place the data on our secure server that is shared with EDS (our contractor for VIIS)
7. Time for upload into VIIS is dependent on the size of your historical client and immunization files.
8. In the future, the VIIS application allows for direct uploading of your data by your organization.

8. This will occur after your initial data has been successfully uploaded several times into VIIS and you have been contacted by VDH.
9. Further instructions will be supplied at that time.

9. VDH will work with your staff on a case-by-case basis if data exchange issues should arise.
10.  For further information, contact VDH/DOI at 804-8648055.

* For parent/child organizations, it may be important for immunizations to be associated with a provider/site. Therefore, organizations such as Health Care Plans may elect to send both required and non-required fields of provider and site in the VIIS format.

** There are few required data fields for DE (marked with R), but sending preferred information (marked with P) will help with deduplication and will avoid future staff time in resolving potential duplicate clients.  Health Care Plans should submit as much of the requested information as possible.

To View a copy of the MOA please click here: MOA

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