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Submitting Electronic Data

Data Exchange and HL7

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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!

On boarding for data exchange with ALERT IIS happens in three phases. A smooth and successful on boarding 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 on boarding process may take anywhere from 8-12 weeks. Most steps and phases of on boarding will require participation by a primary contact from the clinic and the EHR vendor and/or IT staff. Below is an overview of the on boarding process. Please share technical specifications and guides with your vendor and IT staff.

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)

To meet the Stage 1 core objective, an eligible provider or eligible hospital must perform at least one test of the certified EHR capacity to prepare and submit electronic data to an immunization registry (ALERT IIS); ongoing submission of data is required if the test is successful.

Note: Providers engaged in ongoing submission of immunization data to ALERT IIS prior to Stage 1 may continue to submit earlier versions of HL7 during Stage 2.

Meeting Stage 1

  1. Stage 1 requires submission of a test message to ALERT IIS.
  2. Review information on Getting Started with Data Exchange webpage, share data exchange specifications and process information with EHR vendor and technical sta
  3. Visit the Public Health Meaningful Use Registration site to indicate your plans and timeline for MU attestation
  4. From the Getting Started with Data Exchange webpage, use the link to the ALERT IIS On Boarding Tool to register with ALERT IIS and submit a single test message. Once you have registered your clinic and/or updated your clinic’s contact information in ALERT IIS, you will be presented with a screen where you can upload a test file. Uploading a test message can be completed by the clinic or your EHR vendor. As long as you are accessing it using your clinic’s AL# the test message will be documented and feedback will be provided appropriately.
  5. Once the test message is submitted and results are retrieved, you have completed the Stage 1 test. The next step is to start working towards ongoing submission. See detailed information on next steps below.

Note: You may work towards ongoing submission at any time; there is no need to wait until the beginning of your Stage 2 attestation period.

Online Resources for Stage 1

To meet the Stage 2 core objective, an eligible provider or eligible hospital is required to submit ongoing production data to ALERT IIS (i.e., for the duration of the 90 day reporting period).

Successful ongoing submissions to ALERT IIS are:

  • generated by certified EHR technology,
  • follow HL7 v.2.5.1 specifications (unless ongoing submission was achieved prior to 2014 with HL7 v.2.4),
  • include CVX codes as the vocabulary standard, and
  • can be sent via manual batch file upload or in real time using SOAP web service as the transport protocol.
Meeting Stage 2
  1. Review information on Getting Started with Data Exchange, share data exchange specifications and process information with EHR vendor and technical staff
  2. Visit the Public Health Meaningful Use Registration site to indicate/update your plans and timeline for MU attestation
  3. Once you have indicated your intent, contact the ALERT IIS Help Desk and ask for a Data Exchange Analyst to assist with set up for ongoing data exchange
  4. Test and revise data format with ALERT IIS Data Exchange Analyst; receive approval for ongoing submission (see Getting Started with Data Exchange for details on testing process.)
  5. Go-live with ongoing submission<
  6. ALERT IIS returns an HL7 ACK message for every message submitted. Once ongoing submission is achieved, the ACKs will serve as documentation of ongoing submission status and will be an important tool in maintaining data quality.

Online Resources for Stage 2

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