Submitting Electronic Data

Data Exchange and HL7

On this page:

• Getting Started with Data Exchange
• Data Exchange Specifications
• Automated HL7 Message Review System
• Submitting Data through the ALERT IIS Webpage
• Promoting Interoperability (Meaningful Use)

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

• HL7 2.5.1 Specifications
• CSV Transfer Specifications (pdf)
• Flat File Transfer Specifications (pdf)

Transport Method

• Real Time Data Exchange Guide v3.0 (pdf)

• AIRA Guidance for HL7 Ack Messages (pdf)
• IIS Flat File Response File Reference v1.02 (pdf)

• 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.