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Submitting Electronic Data

Data Exchange and HL7

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COVID-19 reporting requirements

For organizations that are receiving Oregon’s state-supplied COVID-19 vaccine:

  • COVID-19 vaccination data must be submitted within 24 hours of vaccine administration,
  • COVID-19 vaccination data must be submitted with data elements such as a vaccine eligibility code for every dose of vaccine administered to a patient, and adhere to current national HL7 standards.
  • Providers approved to receive and administer COVID-19 vaccine should include the following data in the HL7 data exchange submission:
    1. CVX codes: Data exchange reporting of administered COVID-19 vaccine must include a CVX code, in the same manner as other vaccines. Please check the CDC HL7 standard CVX code set webpage for updates to SARS-COV-2 (COVID-19) CVX codes.

    2. Please note: CVX 213 (COVID NOS) can be used *only* for reporting historical COVID immunizations when the actual vaccine is not known.

    3. Patient vaccine eligibility codes must be reported for every SARS-COV-2 (COVID-19) vaccine administered to a patient. The code to be used is ORA01 (S= Special Projects). Please add to the OBX segment.

    For organizations already receiving other state-supplied vaccines, please ensure this eligibility code is included in your EHR user interface as an option. (Eligibility codes must be collected for patients of all ages at the dose level.)

    (Note: ALERT IIS does not currently import information sent for funding source but including this OBX (LOINC 30963-3) will not cause the message to error.)

Getting Started with Data Exchange

If your practice uses an Electronic Health Record system (EHR) and you would like to send your data to ALERT IIS, you're in the right spot. Read on!

Onboarding for data exchange with ALERT IIS happens in three phases. A smooth and successful onboarding process is dependent on the availability of your EHR vendor technical resources, availability of clinic staff to help find resolution to data quality issues discovered in testing and the ability of your EHR system to create and send electronic data according to national standards. The onboarding process may take anywhere from 8-12 weeks. Most steps and phases of onboarding will require participation by a primary contact from the clinic and the EHR vendor and/or IT staff. Please share technical specifications and guides with your vendor and IT staff.

Below is an overview of the onboarding process. Please read each phase in full and when your organization is ready to begin the process for electronic submission of data, or is already sending but needs to make a change, please complete the registry form. Data Exchange Registry

Phase 1: Preliminary Actions
  1. Assure that all sites interested in data exchange have an established site agreement with ALERT IIS.
  2. Review data exchange documentation provided below with your EHR vendor and/or IT staff
  3. It is recommended that vendors use the NIST Testing Tool to test HL7 message format
  4. Once sample messages meet basic formatting rules, the project moves to Phase 2: Data Quality Testing
Phase 2: Data Quality Testing
  1. Schedule a kick-off call with ALERT IIS Data Exchange Analyst - Call the Help Desk to schedule: 800-980-9431
  2. Sites planning to do real time messaging via SOAP web service will be set up with web service credentials
  3. Live data can be submitted to the IIS test region in order to identify any format or data content issues.
  4. Testing continues until data format and/or data quality issues have been resolved and messages are processing error-free
Phase 3: Implementation & Go-Live
  1. Final review of data with Data Exchange Analyst requires clinic staff to confirm data sent is complete and accurate.
  2. Discuss reports available in ALERT IIS to be used by the clinic to monitor ongoing data exchange.
  3. Schedule Go-live date

Data Exchange Specifications

The following specifications will help you determine which format will work best to send data to ALERT IIS.

File Formats

Transport Method

Response File Management
Additional Data Reporting Information
  • For Pharmacists, OAR 855-019-0290 (pdf)
  • Record Keeping and Reporting For Vaccines for Children Providers (coming soon)

Submitting Data through the ALERT IIS Webpage

ALERT IIS has an intuitive user interface that can be used for entering demographic and immunization information in real time. Any updates to a patient's immunization record will immediately update the forecast of immunizations due. To access ALERT IIS, users must complete a basic training.

Register for a standard user training

Promoting Interoperability (Meaningful Use)

Eligible Providers (EP) and Eligible Hospitals (EH)

Meaningful Use EHR Incentive Programs are now called Promoting Interoperability (PI) Programs.

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