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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 site must complete each phase before moving on to the next. A smooth and successful on boarding process is dependent on the availability of your EHR vendor technical resources, resolution of 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 remember to share technical specifications and guides with your vendor and IT staff.
Phase 1: Preliminary Testing
- Review data exchange documentation provided below with your EHR vendor and/or IT staff
- Use the HL7 Message Reviewer to test HL7 message format
- Once sample messages meet basic formatting rules, the project moves to Phase 2: Data Quality Testing
- If you are working on Stage 1 Meaningful Use measures, testing via the HL7 Message Reviewer will count towards your immunization measure
Phase 2: Data Quality Testing
- Schedule a kick-off call with ALERT IIS Data Exchange Analyst (call the Help Desk to schedule, 800-980-9431)
- Working with the Data Exchange Analyst, submit a large batch of data (2-3 weeks’ worth, or 100+ immunizations)
- Testing continues until data format and/or data quality issues have been resolved and messages are processing error-free
- ALERT IIS Data Exchange Analyst will notify vendor and clinic when testing is complete and the project will move to Phase 3: Implementation
Phase 3: Implementation & Go-Live
- Review with your Data Exchange Analyst planned data submission method, if automated via the web service, review documentation and set up an interface
- Sites planning on manual batch file upload will be set up with access to load files
- Sites planning to do real time messaging via SOAP web service will be set up server certificates and web service credentials
- Go-live date scheduled
Data Exchange Specifications
The following specifications will help you determine which format will work best to send data to ALERT IIS.
HL7 2.5.1 Specifications (pdf)
HL7 2.4 Specifications (pdf)
CSV Transfer Specifications (pdf)
Flat File Transfer Specifications (pdf)
Real Time Data Exchange Guide v1.4b (pdf)
Response File Management
HL7 Error Reference Guide v1.3 (pdf)
IIS Flat File Response File Reference v1.1 (pdf)
Additional Data Reporting Information
For Pharmacists, OAR 855-019-0290 (pdf), Record Keeping and Reporting
For Vaccines for Children Providers (coming soon)
Automated HL7 Message Review System
The Automated HL7 Message Review System is part of the ALERT IIS Enrollment Tool. The tool will ask you to first update your organization’s contact information and, if needed, sign an updated site agreement. Once those tasks are completed you, or your EHR vendor, will be able to access the HL7 Message Reviewer for testing HL7 message format.
Go to the ALERT IIS Enrollment Tool
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 basic training here.