How do I submit immunization data to the Virginia Immunization Information System (VIIS)?

The Virginia Department of Health (VDH) is able to receive HL7 2.5.1  immunization files through the Virginia Immunization Information System  (VIIS).


All eligible professionals (EPs) who intend to submit immunization data for Medicaid Meaningful Use must register with VDH online. VDH created a registration checklist to assist providers with this process.


All EPS must also ensure they are registered with the VIIS and have completed the VIIS Memorandum of Agreement (MOA).


Note: if you are a Medicare clinician participating in the Merit-based Incentive Payment System (MIPS), additional guidance for new registrations has not yet been provided. If you have already completed VIIS registration previously, your active engagement will continue. If you are a new registrant, please contact VIIS directly for information.


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


1. Register with VIIS

  • You may already be registered with VIIS. If you think you are, notify VIIS to confirm that you are. If not, complete the following instructions:

  • The first step in the onboarding process for VIIS is to register for Meaningful Use Stage 2 account at the Virginia Department of Health's website.

  • Shortly after completing the form and submitting it, you should receive a confirmation that the account has been created. You should then proceed to the main page for the Meaningful Use Registration System, and login with your new credentials.

  • In the user portal, click "New Practice" to add a new practice registration to your account. Fill out the information for your practice, ensuring to select which  objective you will be submitting data for and which exclusions you will  be taking. Once you have finished entering all the information, you will be shown a review page of everything that has been entered. Look over  the information to ensure that it is correct, then click submit. The VDH will reach out to you via email to confirm a successful registration.

  • You will also have to register your practice with VIIS. The registration page can be found here. Fill out all the information then submit the form.

  • The registry should provide your practice with the medfx-custom-oid, which will be referred to by the registry as the organization ID.

  • Fill out and return an MOA for the Virginia Department of Health, which can be found here.


2. Sign up for an integration through Practice Fusion in Immunization Settings

  • 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.

  • Choose "Virginia - Virginia Immunization Information SystemExternal (VIIS)" from the Receiving Registry drop-down list.

  • Enter your medfx-custom-oid which is your organization ID. You  should have this information from completing the registration process. If you do not know the organization ID, make sure to contact VIIS Support. You will also need to enter the practicename,  although the registry does not supply that since you chose and registered the practice name. Select the “i” icon for additional information about each credential.

  • Click Register to begin the testing and validation process.




3. Testing and validation process

  • Practice Fusion will start sending test immunization files to VIIS  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 VIIS 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

  • Once you have been notified by VIIS 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 VIIS

  • 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 select Transmit all. Alternatively, click the Actions button and select Transmit to state registry.




For more information, refer to the VDH Immunization submission page. You can also email VDH at MeaningfulUse@vdh.virginia.gov.


Immunizations

  1. How do I add immunizations or vaccines?
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  3. How do I record a vaccination to transmit successfully to my immunization registry?
  4. How do I set up an integration with my state immunization registry?
  5. Who is Practice Fusion's contact for immunization registry connection?
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  25. How do I submit immunization data to New York State Immunization Information System (NYSIIS)?
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  35. How do I submit immunization data to the Massachusetts Immunization Information System (MIIS)?
  36. How do I submit immunization data to the Nebraska State Immunization Information System (NESIIS)?
  37. How do I submit immunization data to the Missouri Department of Health & Senior Services (ShowMeVax or MIRI)?
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  40. How do I submit immunization data to the Ohio Statewide Immunization Information System (IMPACT SIIS)?
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