How do I submit immunization data to the Florida SHOTS Immunization Registry?

Florida SHOTS immunization registry supports electronic submission of the HL7 2.5.1 standard for immunization files.


How do I connect Practice Fusion with my registry in order to meet Medicaid's Meaningful Use requirements?


1. You must first register your intent to submit immunization files with Florida Shots by visiting the Florida SHOTS Meaningful Use webpage.

  • Select Modified Stage 2 and follow the instructions to sign up for immunization submission.

  • Every provider that is on-boarded to Florida SHOTS needs to start with the Health-Care Enrollment process.  Providers can register by enrolling online, or by downloading, completing, and faxing a completed user agreement form to Florida SHOTS.  Registering online is the preferred method as it is quick and seamless.  You can begin either process by clicking on this link: https://www.flshots.com/flshots/enroll/applicantquestions.html.

  • The screenshot below has arrows pointing to the links for both online registration, and downloading the user agreement form for faxing.

            

  • During registration, you will need a unique siteID for each practice.

  1. The siteID must be 10 characters or less

  2. SiteID must be unique for each location

  3. Properly communicate this unique siteID to the registry.

  • Upon successful registration of your provider or practice, you will receive an email.

  • After successfully submitting your registration, you will need to request Secure FTP Access.  See this post for who to submit as your Technical Contact.  This access is required to initiate a secure connection between your EHR and Florida SHOTS registry.  You can download the form by following this link: http://flshotsusers.com/sites/default/files/docs/SecureFTPUserAccessRequest.pdf.

  • Complete the Secure FTP User Access Request form, then attach and email the form to: doh_cloverleaf@doh.state.fl.us.

  • After you have submitted your request for Secure FTP access, you should receive an email with an attachment that outlines the testing phase. You should also receive a username and password combination from Florida SHOTS for access to the Secure FTP server you registered for in the previous step.


Note: if you are a Medicare provider participating in the Merit-based Incentive Payment System (MIPS) and have not previously registered with your immunization registry, Florida SHOTS does not currently have additional guidance for this program. At this time, MIPS eligible clinicians in Florida will not have the option to report on the 2017 ACI Transition Measure: Immunization Registry Reporting as a performance score measure in the Advancing Care Information Performance Category unless they have already completed Florida SHOTS registration in a past year. Please note, however, that this measure is not a required measure within the ACI Performance Category.  

2. Upon receipt of the email, complete the Immunization registration in Practice Fusion.

  • Ensure that the following information has been accurately entered into the EHR in the applicable areas: Provider name, Primary facility address, and NPI. Note: For instructions on editing your EHR Settings, click here.

  • Navigate to Settings --> Vaccines and immunizations--> Immunization registry.

  • Under Step 2: Connect, select Connect an EHR facility to your state registry.

  • Select the facility name with which you are registering.

  • Select "Florida - State Health Online Tracking System (Shots)" from the Receiving Registry drop-down list.

  • Enter your credentials. Select the “i” icon for additional information about each credential. If you do not know your site ID, facilityID, or facilityname please contact Florida SHOTS.

  • Click Register to begin the testing and validation process.




3. Testing and validation process

  • Practice Fusion will start sending test immunization files to Florida SHOTS on your behalf along with the following information from your EHR account: provider name, primary facility address, NPI, and information you entered on the Immunization settings page.

  • If information was entered incorrectly on the settings page or if there was any error with the file, you should be notified by Florida SHOTS with an explanation of the issue.

  • If you need to update the information entered in the Immunization settings page, delete the existing electronic transmission registration, correct the information, and resubmit the registration to re-start the testing and validation process with the updated information.


4. Activate your immunization integration in the Immunization Settings page

  • After the initial test case has been sent and approved, your practice will be required to submit live patient messages to the registry to complete the testing process.

  • Once you have been notified by Florida Shots that you can proceed to submit production (real patient) data, visit the Immunization settings page and activate your integration.




5. Submit immunization records directly to Florida SHOTS

  • Once activated, you will be able to electronically submit immunization files to your registry for each patient.

  • Go to the Immunizations section of the chart and click Transmit all. Alternatively, click the Actions button and select Transmit to state registry.

  • This will now become your new workflow when submitting patient immunization records to your immunization registry.

  • Initially, you will be sending patient data to the testing environment, but Florida SHOTS will notify you once your patient files are being accepted by the registry. There will be no change to your workflow once you've gone live. Simply continue to transmit patient immunization records to the state registry whenever you update a patient's immunization record.




For further inquiries about submitting immunization information to Florida SHOTS, contact Gretchen Cotter (Gretchen.Cotter@flhealth.gov) or you can call 786-271-6453.

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