For Parents

Should your child be in an immunization registry? 

1. Background
2. What is the Virginia Immunization Information System (VIIS)?
3. What are the benefits of VIIS?
4. How Can I assure my child's record is in VIIS?
5. What information is collected?
6. Is my child's Social Security Number used?
7. How is my child’s immunization record and information protected?
8. What if I don’t want my child to participate in VIIS?
9. What are the outcomes of not having my child enrolled in VIIS?
10. What if my child participates in VIIS, but I do not want to be bothered with future reminders?

HIPAA statement

Obtaining child’s record

 Should your child be in an immunization registry?

Background:
By two years of age, over 20 percent of children in the U.S. have seen more than one medical provider.  Many children lead to having scattered and incomplete immunization records.  Some other facts include:

• Nearly 1 in 5 children receives at least one unnecessary dose of vaccine by 2 years of age
• By age two, children will need up to twenty vaccines
• 2.1 million children are under-immunized and are at risk for disease
• 21% of children are over-immunized
• Few providers send reminder/recall notices to remind parents of when their child is due for his/her next set of vaccines

As parents we want our children to grow up healthy and strong.  One of the simplest ways of doing so is by ensuring that your child receives all of his/her immunizations and in a timely fashion.  By doing so you can protect your child from the many vaccine preventable diseases such as measles and pertussis (whooping cough). 

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What is the Virginia Immunization Information System (VIIS)?
VIIS is a confidential, computerized medical records system for immunization data that your doctor will use to keep track of your child’s shots.

What are the benefits of VIIS?

• Helpful Source- 
• Because your child’s shot record is maintained in the registry, you will no longer have to remember to locate and take a record of your child’s shots to the doctor’s office
• Gives providers all the immunization information instantly
• The immunization schedule is constantly changing, VIIS keeps providers informed about new vaccines and changes to the recommended schedule
• Provides you with a timely reminder sent by your child’s doctor when your child is due or past-due for a shot

• Decision Support-
• Helps providers determine when and which immunizations are due.  This feature is important in keeping children up-to-date
• Helps ensure your child receives only the vaccines he/she needs
• Easier Accessibility-
• Makes it easier for you to retrieve a copy of your child’s immunization records from your provider for day care, school, or camp
• Also helps to make sure your child has all of the shots needed to begin child care or school
• If you move within the state or to surrounding states, your child’s shot record will be maintained and available to your new health care provider
• If your child goes to a hospital emergency room, the physician can immediately check VIIS to see what shots have been given
• Record Consolidation-
• Switching providers or using different clinics can make it difficult to keep track of your child’s immunizations.  VIIS combines immunization information from different sources in order to create a single record. 
• Identifying High Risk Areas-
• Helps us to identify high risk areas for children susceptible to vaccine preventable disease
• Virginia Department of Health can create a healthier community by promoting efforts in areas with low immunization rates. 
• Helps identify children at risk in the event of an outbreak or other emergency 
• If your child has received an immunization that the manufacturer recalls (ex.  Because of not providing protection against the disease), you WILL receive a notice

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How Can I assure my child's record is in VIIS?

• In order to assure your child's records are in VIIS and up to date you can do the following:
  1. Contact your child's current provider to check whether he/she is an active VIIS user. IF so, they will be able to assist you in adding or updating your child's immunization record in VIIS.
  2. If your provider has elected to not be an active VIIS user at the time, contact your local health department and they can assist you in putting your child's record into the immunization registry.
  3. For further inforamtion contact a VIIS consultant by:
     Phone: 804.864.8055
     Fax: 804.864.8190
     or by email: viisinfo@vdh.virginia.gov

What information is collected?

• Name, sex, date of birth, current address, phone, state or country of birth
• Names of parents/guardians & mother’s maiden name (this aids in correctly identifying common names)
• Types of vaccine and date given, manufacturer and lot number
• Any  contraindication, allergic or serious reactions that your child has to shots

Is my child's Social Security Number used?

• Yes but this is an optional field. It is not required for your child's Social Security Number to be entered into the field.
• If entered, the Social Security Number will only show up with astricks.
• Social Security Numbers are used in the following ways:
• A physician may search for your child via their Social Security Number.
• The VIIS program uses the field to confirm no dupicate entries have been made for your child.

How is my child’s immunization record and information protected?

• All children born in Virginia are automatically enrolled in VIIS
• State law to keep information confidential
• Follows privacy specifications developed by the Center for Disease Control and Prevention (CDC)
• Code of Virginia allows access only to be given to a licensed health care provider
• These authorized users must sign an agreement and follow strict confidentiality and security policies
• VIIS users must use an ID and Password (that must be changed periodically)
• All data is stored in a safe and secure location
• Information for statistical studies have individual identifying information removed

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What if I don’t want my child to participate in VIIS?

•  “Opt-out” feature: 
• This feature allows parents to keep from having their child’s immunization records shared with other VIIS providers.  It flags the record so that only his/her provider is able to view and update the child’s records, allowing only his/her provider to ensure that your child is being immunized with the correct vaccines and in a timely fashion. 
• Your provider will still be able to notify you of when your child is due for an immunization(s). 
• You may contact VIIS Consultants by calling 804.864.8055 if you want your child to opt-out of VIIS

What are the outcomes of not having my child enrolled in VIIS?

• There are constant changes in vaccines and its schedule, causing it to be difficult for even providers to keep track of. 
• Putting your child at a higher risk of being under or over- immunized
• Putting your child at risk for vaccine preventable diseases
• Unable to have access to a readily available record
• Moving/Switching providers can lead to partial and incomplete records.  Consequences of this can lead to:
• Your child becoming unnecessarily over-immunized
• Difficulty in meeting minimal requirements for entry into day care, school, and/or camp.

As the health department, it is our responsibility to keep our community healthy and safe.  As a parent, it is your responsibility to be educated and to provide your child with the most current and correct healthcare.   

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What if my child participates in VIIS, but I do not want to be bothered with future reminders?

• You also may elect not to receive Reminder notices but still share your child’s immunization data with all providers
• You need to tell your provider that you do not wish to receive reminders
• Your provider will indicate in VIIS that you do not want to receive notices of future immunizations that are due for your child
• If your child has received an immunization that the manufacturer recalls (ex. Because of not providing protection against the disease), you WILL receive a notice

HIPAA Statement

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) governs the use and disclosure of protected health information.

• Covered Entities of HIPAA are
• Health care providers who conduct certain financial and administrative transactions electronically
• Health care clearinghouses; and
• Health Plans
• HIPAA Section 164.512 (b) permits a covered entity to disclose protected health information for public health activities.
• The Virginia Department of Health operates the Virginia Immunization Information System
• The Code of Virginia allow for sharing of immunization data by health care providers without parental authority (§ 32.1-46)
• The Code of Virginia allow for sharing of VIIS information with authorized users (§32.1-46.01)
• Under HIPAA, VIIS can receive protected health information without patient authorization
• In summary, immunization information can be shared as specified by the Code of Virginia through VIIS

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Obtaining Child’s Record

If you would like help in obtaining your child’s immunization record from VIIS, please contact one of our VIIS consultants by calling us at :

Phone: 804.864.8055
Fax: 804.864.8190

or by email:
viisinfo@vdh.virginia.gov