Submitting Electronic Data

ALERT IIS Data Exchange

On this page:

• Contact the Oregon Immunization Program Data Exchange Team
• Data Exchange Report
• Getting Started with Real Time Data Exchange (HL7)
• State Supplied Vaccine Reporting Requirements
• Other Options for Data Exchange
  

Contacting the OIP Data Exchange Team

If you have questions or need assistance with anything related to data exchange for the Oregon ALERT Immunization Information System (IIS) please email: ALERT_DataExchange@odhsoha.oregon.gov

Data Exchange Report

If you work for an immunizing organization that has a data exchange connection with ALERT IIS, a new Data Exchange report is now available for Super and Standard Users. The Data Exchange Report enables clinics to monitor errors returned by ALERT IIS to the EHR (electronic health record).

To learn more about accessing and using the report, training and support resources are available through the OIP training portal.

Getting Started with Real Time Data Exchange (HL7)

If you are an immunizing organization in Oregon that would like to send your data to ALERT IIS using an Electronic Health Record system (EHR) or a similar system, the information below will provide everything you need to get started.

If you are an Oregon school, childcare, preschool or other educational facility that wishes to receive student immunization histories through a data exchange connection between your Student Information System and ALERT IIS, you’ll find information specific to your interests on the school system data exchange page.

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. 

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 registration form as the first step in the process:

Data Exchange Registration Form

Phase 1: Planning & Discovery

1. Assure that all sites interested in data exchange are enrolled in ALERT IIS and have an established site agreement with ALERT IIS.
2. Review data exchange documentation provided below with your EHR vendor and/or IT staff
1. ALERT IIS Readiness Checklist
   
2. ALERT IIS DX Questionnaire
3. Oregon Onboarding Process Guide
4. Real Time Data Exchange Guide v3.0 (pdf)
5. Oregon Specific HL7 Implementation Guide (IG)
   
6. CDC National HL7 Implementation Guide (IG)
   
3. Complete dx registration form (link above) to be added to project queue and be assigned an ALERT onboarding analyst.

Phase 2: Development & Testing

1. Sites planning to do real time messaging via SOAP web service will be set up with web service credentials
2. Live data should be submitted to the IIS test region in order to identify any format or data content issues.
3. Testing continues for a minimum of two consecutive weeks of messages with nominal critical errors, failures, or significant issues, or until data format and/or data quality issues have been resolved and messages are processing error-free
• Two-week testing is a flexible timeline, but is at the discretion of the ALERT IIS Onboarding Data Exchange Analyst.
4. Review the AIRA Guidance for HL7 Ack Messages (pdf) to understand the response message that is received from ALERT IIS.
5. If testing cannot be completed in the ALERT IIS test region, it is recommended vendors use the NIST Testing Tool to test HL7 message format and send report of results to ALERT Onboarding Analyst.

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

State Supplied Vaccine Reporting Requirements

For organizations that are receiving Oregon’s state-supplied vaccines:

• State supplied vaccination data must be submitted within 14 days of vaccine administration.
• CVX codes: All vaccinations to ALERT IIS via data exchange must include a CVX code. Please check the CDC HL7 standard CVX code set webpage for updates.
  
• Patient vaccine eligibility codes must be reported for every state-supplied vaccine administered to a patient.
• Oregon has two state-specific eligibility codes. Eligibility codes must be collected for patients of all ages at the vaccine level:

Other Options for Data Exchange

There are a variety of different option for submitting data to the ALERT Immunization System (IIS). The following specifications will help you determine which format will work best to send data to ALERT IIS.

User Interface

• 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. Access standard user training here
  

• HL7 2.5.1 Specifications (Batch Uploading)
  
• CSV Transfer Specifications (pdf)
  
• Flat File Transfer Specifications (pdf)
• IIS Flat File Response File Reference v1.02 (pdf)