Electronic Data Exchange - Meaningful Use

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ImmTrac2 Data Exchange 

Registered medical providers and payors authorized to access ImmTrac2 may participate in data exchange with the Texas Immunization Registry. Data exchange with the registry grants registered entities the ability to electronically import immunization data into ImmTrac2 without the burden of manual data entry into both an electronic health records (EHR) system and ImmTrac2.

File Configuration & Transmission

To exchange data with ImmTrac2, your organization’s IT staff and/or your electronic health records vendor must develop a process that retrieves immunization data from your EHR system, converts the data to an HL7 formatted batch file, and define a process to submit that data to ImmTrac2. HL7-formatted immunization files must be developed in accordance with specifications defined in the ImmTrac2 HL7 Implementation Guide . Formatted data files must be transferred to ImmTrac2 via secure File Transfer Protocol (SFTP).

Registration & Onboarding

Organizations wishing to exchange data with the registry must be registered with ImmTrac2. If your organization is not currently registered with ImmTrac2, you must first complete an ImmTrac2 Site Agreement . Please allow 7-14 business days for new site agreements to be processed. You will receive notification (via email) when your ImmTrac2 Site Agreement has been processed.

Once your site agreement has been approved (or if you already have access to ImmTrac2), click on the “registration/renewal” link in the top navigation menu and select the “Registration of Intent” link to register your intent to exchange data with ImmTrac2. Organizations with multiple facilities/clinics/sites must complete an ImmTrac2 Site Agreement for each reporting site and associate the registration with the parent organization. Only the parent organization will need to complete a Registration of Intent for data exchange with ImmTrac2.

Testing and Production Requirements

Within 2-5 business days of submitting a Registration of Intent, your organization will receive an Invitation to Onboard (via email) with instructions for establishing connectivity and testing with ImmTrac2. You will also receive a separate, secure email containing your SFTP login credentials, TXIIS ID, and assigned import code. Please share this information with your IT/EHR vendor, as they will need this to begin data exchange with ImmTrac2. 

Organizations registered to exchange data with ImmTrac2 are required to submit at least one batch HL7 VXU file every 30 days until they are promoted to production. Organizations who have not submitted files within the 30-day time frame will be subject to removal from the data exchange onboarding process. If removed, the organization will be notified and will be required to complete a new Registration of Intent to pursue data exchange with ImmTrac2. 

During the test period there are no restrictions on the number of test files submitted or the frequency of file submissions (please refer to the HL7 Implementation for file size requirements/limitations). To be promoted from test to production, data exchange submitters must submit (at least) three to five error-free HL7 VXU batch files (in series) that are compliant with the specifications defined in the ImmTrac2 HL7 Implementation Guide . Once your organization has successfully met testing requirements, you will receive email notification of your promotion to production, with instructions and requirements for ongoing data submission to ImmTrac2.

The ImmTrac Interoperability Team is responsible for supporting data exchange with ImmTrac2, and available to assist with any questions regarding onboarding, testing, and ongoing submissions (including understanding/correcting errors). 


Meaningful Use (MU) Overview

One of the goals of the American Reinvestment & Recovery Act (ARRA), is to increase the "meaningful" use of Electronic Health Record (EHR) systems among medical providers. The Centers for Medicare and Medicaid Services (CMS) launched an incentive program using ARRA funds to encourage Eligible Providers (EPs), Eligible Hospitals (EHs), and Critical Access Hospitals (CAHs) to transition to Electronic Health Record (EHR) systems.

The Medicare and Medicaid EHR Incentive Programs provide financial incentives to EPs, EHs, and CAHs for the "meaningful use" of certified EHR technology to improve patient care. To be approved for an EHR incentive payment, providers must show they are "meaningfully using" their EHRs by meeting established CMS objectives.

ImmTrac2 Support of Meaningful Use

The Texas Immunization Registry (ImmTrac2) supports eligible hospitals (EHs), eligible providers (EPs), and critical access hospitals (CAHs) participating in the Centers for Medicaid and Medicare (CMS) EHR Incentive Program, and has been engaged with providers pursuing meaningful use since 2011. Eligible participants wishing to exchange data with ImmTrac2 must first complete an ImmTrac2 Site Agreement, and then submit a Registration of Intent to pursue Meaningful Use with the registry. Both forms may be found in the ImmTrac2 web application.

Currently, EPs, EHs, and CAHs pursuing active engagement with ImmTrac2 for the purposes of meaningful use are in compliance with Modified Stage 2 requirements. The registry is still working to establish technology and requirements to support bidirectional engagement and Stage 3 2017 and 2018 reporting requirements.

For more information about Texas Department of State Health Services (DSHS) support of Meaningful Use (including other agency MU initiatives), please visit the DSHS Support for Meaningful Use of EHRs web page.

Proof of MU Engagement and Exemption Requests

Eligible participants who wish to request proof of engagement with ImmTrac2 for the purposes of Meaningful Use can submit a request, via email, to our ImmTrac Interoperability Team. Please allow 2-3 business days for this request to be processed.

Federal regulations do not authorize the Texas Immunization Registry or DSHS to grant exemptions from reporting under meaningful use. For more information about exemptions, see the DSHS Support of  Meaningful Use.

ImmTrac2 Data Exchange and Meaningful Use Support

For additional questions regarding data exchange or Meaningful Use with ImmTrac2, please contact the ImmTrac2 Interoperability Team:

Phone: 800-348-9158
Email:
ImmTracMU@dshs.texas.gov
Hours of Operation:
Monday – Friday 8:00 a.m.- 4:30 p.m. Central Time


Helpful Documents

Document

Description

ImmTrac2 HL7 Implementation Guide

Contains the specifications for the HL7 data file.
(Latest version: 2.5.1- Released January 2017)

CVX Vaccination Code List
Links to the current Immunization Information Systems (IIS) vaccine code sets (crosswalks and mapping) published by the Centers for Disease Control and Prevention (CDC). Available code sets include CVX, CPT, MVX, and NDC codes. Coming soon.

HL7 File Processing

-Coming soon-

HL7 Common Errors and FAQs

-Coming soon-

Job Aid for Fixing Errors

-Coming soon-

HL7 Error/Issue List

-Coming soon-

Return Notification File Job Aid

-Coming soon-

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Last updated January 8, 2018