Immunizations On-Boarding Process  

Click the steps below for more information.

  • Stage 1: Complete Steps 1-3
  • Stage 2: Complete Steps 1-6

Step 1: Registration

Eligible Provider (EP) or Eligible Hospital (EH) notifies ADH of interest in submitting Immunization data for Meaningful Use (MU).
  1. Complete the MU Immunization registration process: Access the registration system through the Meaningful Use Registration System (MURCS).

Note for Eligible Professionals:

  • Each provider planning on attesting for Meaningful Use (MU) will need to complete the above registration process and enroll with the Arkansas WebIZ Immunization Information System. Note: ADH is working on a solution to auto populate information from the WebIZ registration system to the MU registration system.

  • Completion of this step assumes the data submitter has acquired and implemented a certified health IT product capable of producing an HL7 2.5.1 ELR messag

Questions? Please contact Immunization Information System: ADH.IMM.MU@arkansas.gov

  1. Go to Step 2: Pre-testing

Step 2: Pre-testing

Eligible Provider or Eligible Hospital generates and evaluates Immunization test messages.
  1. Review the Immunization Information System implementation guides:

Disclaimer - In Arkansas, the immunization record is part of the medical record and therefore covered under HIPPA. The Arkansas Department of Health (ADH) cannot directly work with any EHR vendor to approve the HL7 message unless there is a provider partner. If you are a vendor, please contact Arkansas’ Regional Exchange Center (REC) to locate a provider partner.

  1. Use the certified EHR system to create a set of test messages according to the specifications in the implementation guides. Use of HL7 2.5.1 message is required.

Please Note: ADH does not have the capacity to support the development of an HL7 message for individual health systems. Please review the above implementation guides and discuss with your Software Vendor any know barriers and determine if your vendor is able to send HL7 files.

  1. Validate the Hl7 message using the National Institute of Standards and Technology (NIST) HL7 V2.5.1 Validation Tool.

    • NIST Immunization Web Address: http://hl7v2-iz-testing.nist.gov/mu-immunization/
      • Click on “Context-free Validation” and input message into the Message Content field.
        • The tool is intended for certifying 2014 Edition Meaningful Use EHR technology. Donot submit test messages containing personally identifiable health information.
      • Save file as PDF and name the file: Immunization Message Validation Report.pdf
      • User will be asked to upload message validation report in the following step (Step 3: Testing).

    • User NIST  Immunization instructions can be found under the “Documentation” tab.

Additional testing tools below:

Please Note: ADH will require the user to upload a validation report from the above NIST validation tool in order to place the provider/facility in a holding queue.

  1. Address any errors identified by the validation tool.

Please Note: ADH does not have the capacity to support the development of an HL7 2.5.1 message for individual health systems. Please review the above implementation guides or contact your EHR/EMR/HIS vendor for support.

  1. Repeat the process until a validation report shows no errors.

  2. Save the validation report and continue to Step 3.

Step 3: Testing

Eligible Provider or Eligible Hospital submits Immunization test message to ADH.

Questions: Please contact Immunization Information System: ADH.IMM.MU@arkansas.gov

E-mail is not a secure mechanism of data transfer. Do not submit test messages containing personally identifiable health information though email.The agency reviews the messages, ensuring they meet standards specified for Meaningful Use. Once review is complete, the agency provides communication about the outcome of testing that can be used for attestation purposes.

For Stage 1 of Meaningful Use, completion of testing satisfies the requirements for attestation. Please log back into MURCS for validation or acknowledgement report.

Stage 2 will continue until production.

Step 4: In Queue

Eligible Provider or Eligible Hospital is placed on a waiting list for ongoing submission and additional validation testing.

Eligible hospitals or professionals who have successfully submitted qualifying test messages are placed into the queue. ADH Immunization Program Coordinators will notify eligible providers in order of registration.

EP and EH are responsible for ensuring that all data pertaining to immunizations is entered into the production database throughout the testing and queue times.  All information submitted to the test servers WILL NOT be transferred to production.  It is the responsibility of the PROVIDER, and NOT ADH, to ensure that all immunizations are reported in accordance with state law throughout this process.

Once an eligible hospital or professional reaches the front of the queue, they will be notified by an ADH program coordinator when it is time to move on to Step 5: Validation Testing

Step 5: Validation

Eligible Provider or Eligible Hospital establishes Immunization data feed to ADH and works directly with Immunization Program Coordinator for data validation.
  1. Review the following process to establish Interoperability:
  2. Establish transport mechanism with WebIZ. To establish a connection with ADH WebIZ Immunization Information System, please download the WebIZ Immunization Connectivity Guide or you can send an email to ADH.IMM.MU@arkansas.gov to request information on additional testing procedures for providers or vendors representing providers interested only in meeting the CMS “Meaningful Use” EHR adoption incentives.

  3. Transmit a test message via the transport mechanism.

  4. Begin ongoing submission and participate in validation activities.

  5. Go to Step 6: Production

Step 6: Production

Eligible Provider or Eligible Hospital reports via Immunization data and participates in periodic quality assurance activities.
  1. Continue ongoing submission of Immunization data to Arkansas WebIZ, the Immunization Information System for the state of Arkansas.

    • The EP and/or EH is responsible for maintaining the quality of messages sent to the IIS. 
    • All interface messages resulting in an error are expected to be fixed within five (5) business days of the error being generated.  Failure to resolve messages with errors will lead to the IIS management taking steps to ensure the data of the IIS is maintained. 
      • After five (5) business days the EP or EH will receive a phone call from the Interface Coordinator alerting of a data issue and requesting immediate compliance in bringing about a solution.
      • After seven (7) business days the EP or EH will receive a phone call from the IIS Coordinator warning that immediate action is required or the EP/EH will not be allowed to submit data electronically to the IIS
      • After ten (10) business days the interface will be discontinued and the EP/EH will be required to start at “STEP 1” if re-establishing the interface is requested.

  2. The IIS Data Quality Analysts will run periodic data quality reports on every facility submitting data electronically to the IIS.  These reports will be made available to the point of contact identified in step 2.

  3. All VFC providers must ensure that dose level accountability is for EVERY vaccine given at the practice, regardless of funding source.  Please see documentation on the Arkansas WebIZ website for more information

Do you want to know more about Meaningful Use activities at the Arkansas Department of Health? Please visit our Meaningful Use Website at www.adh.meaningfuluse.arkansas.gov

Downloads
Complete Instructions for Immunization On-boarding

Questions? Please contact Immunization Information System: ADH.IMM.MU@arkansas.gov