New York State Immunization Information System (NYSIIS ...

New York State Immunization Information System (NYSIIS)

User Manual

Version 7.10 March 2023

Table of Contents

Introduction ................................................................................................................ 1.0

What Are Immunization Registries? .................................................................................................... 1.1 Why We Need Immunization Registries .............................................................................................. 1.1 The New York State Immunization Information System...................................................................... 1.2

System Requirements................................................................................................ 2.0

Internet Access .................................................................................................................................... 2.1 Hardware Requirements...................................................................................................................... 2.1 Software Requirements ....................................................................................................................... 2.1

Accessing NYSIIS....................................................................................................... 3.0

Opening NYSIIS .................................................................................................................................. 3.1 Post Login ............................................................................................................................................ 3.4 Exiting NYSIIS ..................................................................................................................................... 3.4 HCS and NYSIIS Security ................................................................................................................... 3.4

Optimizing NYSIIS ..................................................................................................... 4.0

Optimizing Browser Performance........................................................................................................ 4.1 Deleting Temporary Internet Files (Internet Explorer 7.0) ............................................................ 4.1

Running Reports with Adobe Reader? ............................................................................................... 4.2 Running Adobe Reader? Files .................................................................................................... 4.2 Problems Running Reports in Adobe Reader? ............................................................................ 4.2 File Transfer Protocol Server Access .......................................................................................... 4.2

Efficient Screen Navigation ................................................................................................................. 4.3 Keyboard Shortcuts in NYSIIS ...................................................................................................... 4.3 Mouse Shortcuts in NYSIIS .......................................................................................................... 4.5

Home Page ................................................................................................................. 5.0

Menu Bar ............................................................................................................................................. 5.1 Menu Panel.......................................................................................................................................... 5.2

Menu Selections............................................................................................................................ 5.2 Announcements................................................................................................................................... 5.3 Release Notes ..................................................................................................................................... 5.3 Inventory Alerts .................................................................................................................................... 5.3

Managing Users and Organizations ......................................................................... 6.0

User Roles ........................................................................................................................................... 6.1 Adding Users ....................................................................................................................................... 6.2

Modifying Access .......................................................................................................................... 6.3 Adding Multiple Users.......................................................................................................................... 6.4 Maintaining Users ................................................................................................................................ 6.4

Finding Users................................................................................................................................. 6.4 Editing Users ................................................................................................................................. 6.6 Editing Organizations .......................................................................................................................... 6.6

Managing My Account ............................................................................................... 7.0

Editing My User Account ..................................................................................................................... 7.1

Maintenance ............................................................................................................... 8.0

Managing Schools .............................................................................................................................. 8.1 Adding Schools ............................................................................................................................. 8.1 Editing School Information ............................................................................................................ 8.2 Deleting Schools ........................................................................................................................... 8.2 Listing All Schools ......................................................................................................................... 8.2

Managing Physicians........................................................................................................................... 8.3 Adding Physicians ......................................................................................................................... 8.3 Editing Physician Information........................................................................................................ 8.4 Deleting Physicians ....................................................................................................................... 8.4 Listing All Physicians..................................................................................................................... 8.5

Managing Clinicians ............................................................................................................................ 8.5 Adding Clinicians........................................................................................................................... 8.5 Editing Clinician Information ......................................................................................................... 8.6 Merging Clinicians ......................................................................................................................... 8.7 Deleting Clinicians......................................................................................................................... 8.7 Listing All Clinicians ...................................................................................................................... 8.8

Managing Temp Log Units .................................................................................................................. 8.8 Adding Units .................................................................................................................................. 8.8 Editing Units .................................................................................................................................. 8.9 Removing Units ............................................................................................................................. 8.9

Managing Fees .................................................................................................................................. 8.11

Managing Inventory ................................................................................................... 9.0

Adding New Inventory Manually .......................................................................................................... 9.1 Adding New Inventory via Barcode Scanning...................................................................................9.3 Viewing Inventory ................................................................................................................................ 9.5 Updating Inventory............................................................................................................................... 9.7

Reasons for Adding or Subtracting Inventory ............................................................................... 9.9 Modifying Quantities of Multiple Vaccines .................................................................................. 9.10 Inventory Not Deducted ..................................................................................................................... 9.11 Inventory Not Deducted Report ......................................................................................................... 9.15 Inventory Alerts .................................................................................................................................. 9.17 Updating Alert Preferences ......................................................................................................... 9.17 Printing Inventory ........................................................................................................................ 9.19 Viewing Inventory Transactions......................................................................................................... 9.20 Transaction Types....................................................................................................................... 9.20 Vaccine Transactions .................................................................................................................. 9.22 Transaction Totals....................................................................................................................... 9.22 Transaction Codes ...................................................................................................................... 9.23 Printing Inventory Transactions .................................................................................................. 9.24 Vaccine Ordering ............................................................................................................................... 9.24 Creating an Order ....................................................................................................................... 9.24 Viewing an Order ........................................................................................................................ 9.27 Accepting a Transfer ................................................................................................................... 9.29 Temperature Log Recording.............................................................................................................. 9.31 Recording a Reading .................................................................................................................. 9.31 Editing a Reading ........................................................................................................................ 9.32 Returns/Wastage Requests............................................................................................................... 9.33 Accessing Requests.................................................................................................................... 9.33 Creating a Request ..................................................................................................................... 9.34 Modifying a Request ................................................................................................................... 9.37 Viewing and Printing a Request .................................................................................................. 9.40 Vaccine Loss Report .......................................................................................................................... 9.42

Managing Patients.................................................................................................... 10.0

Finding Patients ................................................................................................................................. 10.1 Examples of NYSIIS Search Criteria .......................................................................................... 10.3

Use of Drop Down Lists in NYSIIS .................................................................................................... 10.4 Editing/Entering Patient Information .................................................................................................. 10.4

Personal Information Section ...................................................................................................... 10.5 Patient Information Section ......................................................................................................... 10.6 Insurance Information Section .................................................................................................... 10.8 Address Information Section ....................................................................................................... 10.9 Responsible Persons Section ................................................................................................... 10.10 Deleting an Existing Record...................................................................................................... 10.12 Patient Comments Section ....................................................................................................... 10.12 Deleting an Existing Comment.................................................................................................. 10.14 Patient Notes Section................................................................................................................ 10.14 Deleting an Existing Note.......................................................................................................... 10.14 Saving Patient Information .............................................................................................................. 10.15 Deduplication of Patient Records .................................................................................................... 10.16 Patient Consent .............................................................................................................................. 10.17 Manage Patient Status.................................................................................................10.18 Countermeasure and Response Administration Module................................................................. 10.21 CRA Event Information Section ................................................................................................. 10.22 Priority Groups Section on Immunization History Screen.................................................10.22

Managing Immunizations ........................................................................................ 11.0

Viewing Patient Immunization Information ........................................................................................ 11.1 Patient Information ...................................................................................................................... 11.1 Immunization History................................................................................................................... 11.2 Vaccines Recommended by Selected Tracking Schedule ......................................................... 11.4 Other Features on the Immunization History Screen.................................................................. 11.5 Risk Assessment and Lead Test Recommendations ................................................................. 11.6

Entering Immunizations ..................................................................................................................... 11.7 Immunization Detail Entry Screen............................................................................................... 11.9 Duplicate Immunizations. .......................................................................................................... 11.16 Applying a Prerequisite Override to a Patient's Immunization .................................................. 11.17

Editing Immunizations ..................................................................................................................... 11.18 Editing Historical Immunizations ............................................................................................... 11.18 Deleting Historical Immunizations ............................................................................................ 11.18 Editing Owned Immunizations From Inventory ......................................................................... 11.19 Deleting Owned Immunizations From Inventory ...................................................................... 11.19

Countermeasure and Response Administration.............................................................................. 11.20

Forms and Reports .................................................................................................. 12.0

Forms................................................................................................................................................. 12.1 New Patient Form ....................................................................................................................... 12.1 Parent Notification Letter............................................................................................................. 12.2 Parental Notification Labels ........................................................................................................ 12.3 Patient Consent Form ............................................................................................................... .12.4 Withdrawal of Consent Form ...................................................................................................... 12.5 Parent Information ? Lead .......................................................................................................... 12.7 Provider Information ? Lead........................................................................................................ 12.8

Reports .............................................................................................................................................. 12.9 Ad Hoc Reports ........................................................................................................................... 12.9 Ad Hoc List Reports .................................................................................................................... 12.9 Ad Hoc Count Reports .............................................................................................................. 12.12 Ad Hoc Report Status ............................................................................................................... 12.15 Group Reports........................................................................................................................... 12.16

Patient Reports ......................................................................................................................... 12.17 Immunization History Report..................................................................................................... 12.17 Immunizations Needed Report ................................................................................................ .12.19 Health Appraisal Form ............................................................................................................. .12.20 Childcare Report ....................................................................................................................... 12.22 Reminder/Recall....................................................................................................................... .12.23 Reminder/Recall Requests ...................................................................................................... .12.24 Summary Screen ...................................................................................................................... 12.28 Last Notice Date Options .......................................................................................................... 12.28 Reminder/Recall Output Options ............................................................................................. .12.29 Reminder Letters....................................................................................................................... 12.29 Mailing Labels .......................................................................................................................... .12.30 Patient Query Listings ............................................................................................................... 12.30 Creating Custom Letters ........................................................................................................... 12.31 Generating Custom Letters ....................................................................................................... 12.33 Vaccine for Children (VFC) Reports ......................................................................................... 12.33 Understanding the Vaccines for Children Report by Vaccine Group........................................ 12.35 Understanding the Vaccines for Children Report by Trade Name.....................................12.36 Understanding the Vaccines for Children Report by Age Group .............................................. 12.38 Vaccines for Children (VFC) Report Totals............................................................................... 12.40 Temperature Log Reports ............................................................................................................... 12.41 Standard Temp Log Report ..................................................................................................... 12.42 Out Of Range Report ................................................................................................................ 12.43 Compliance Report ................................................................................................................... 12.43 Min/Max Compliance Report.....................................................................................12.44 Billing Export Request ..................................................................................................................... 12.45 Provider Report Card....................................................................................................................... 12.47 Downloading the Provider Report Card in pdf ................................................................................. 12.53

Data Exchange......................................................................................................... 13.0

Data Exchange Through NYSIIS ....................................................................................................... 13.1 Provider Organization Data Exchange........................................................................................ 13.1 Creating a test file for Data Exchange ........................................................................................ 13.1 Setting up your organization for Data Exchange ........................................................................ 13.1 Uploading a file for Data Exchange ............................................................................................ 13.2 Data Collected via Data Exchange ............................................................................................. 13.4 Patient Information Table ............................................................................................................ 13.5 Immunization Information Table.................................................................................................. 13.6

Health Plan Data Exchange .............................................................................................................. 13.7 Provider Data Exchange Dashboard Report.......................................................................13.10

School and Camp User ............................................................................................ 14.0

School User ....................................................................................................................................... 14.1 Finding Student Screen ................................................................................................................ 14.1 Search Criteria.............................................................................................................................. 14.1 Search Results ............................................................................................................................. 14.3 Student Information and Immunization History Screen ................................................................ 14.4 Student Blood Lead Test History Screen........................................................................14.8 Manage List Screen...................................................................................................................... 14.9 Report and Student List Screen ................................................................................................. 14.11 Student List................................................................................................................................. 14.12 Check School Report Screen ..................................................................................................... 14.14

Camp User....................................................................................................................................... 14.16 Finding Camper Screen.............................................................................................................. 14.16 Search Criteria............................................................................................................................ 14.16 Search Results ........................................................................................................................... 14.18

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