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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
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