Section 60. Population of VIIS

A. The VDH Divisions of Immunization and Vital Records have an agreement to populate demographic information in VIIS with birth certificate data. Death certificate data are used to make the VIIS record no longer viewable. Data exchange shall be performed on a periodic basis, but at least monthly.

B. Each participant shall make every effort to ensure the accuracy of all immunization and demographic information and shall include enough identifying information to allow for de-duplication of patients.

C. Data shall be reported in VIIS either by online data entry or by data exchange of files from other information systems. The participating provider or the health plan billed for the immunization shall report. Reporting shall occur within seven days of vaccine administration for online data entry participants. For data exchange participants, reporting shall occur within seven days of receipt of the information.

D. Both demographic and immunization data shall be reported by the participant.

1. Patient demographic information shall include, but is not limited to, patient's name, date of birth, gender, telephone number, home address, birth place, and mother's maiden name. The social security number, if provided, shall be encrypted by the application, appear as asterisks, and shall not print out on reports for that patient. The application shall allow only exact matches when the social security number is used for search purposes.

2. Patient immunization information shall include, but is not limited to, the type of immunization administered using industry standards such as vaccine groups, Health Level 7 codes, or Current Procedural Terminology codes; date the immunization was administered; identity of the health care provider who administered the vaccine; manufacturer; trade name; lot number; and, if present, any contraindications or religious or medical exemptions.

E. Participants in data exchange shall provide an acceptable level of data quality, such as correct data fields, data accuracy, and enough information to correctly merge with existing patients. Upon initial data delivery, and periodically thereafter, data shall be reviewed to determine data quality. Any rejected records shall be resolved by the participant in a timely way. VDH may suspend system privileges and take additional action in accordance with § 32.1-27 of the Code of Virginia for any organization that submits inaccurate data.

F. If insufficient information is reported to allow de-duplication of patients, incoming data will be placed in a pending file and must be manually merged, if appropriate. All participants shall identify a contact to work with VDH on pending files.

G. VDH shall incorporate immunization data pursuant to subsection E of § 32.1-46 of the Code of Virginia into VIIS by data exchange from other immunization systems, patient care management billing systems, or information systems to the extent possible.

Historical Notes

Derived from Volume 31, Issue 22, eff. July 31, 2015.

Statutory Authority

§ 32.1-46.01 of the Code of Virginia.