How do I submit immunization data to the Kansas Immunization Registry (KSWeblz)?

The Kansas Immunization Registry (KSWeblZ) is able to accept HL7 2.5.1 files.

How do I connect Practice Fusion with my registry for Meaningful Use (Medicaid) or MIPS (Medicare)?

1. In order to begin the Meaningful Use or MIPS testing and submission process, you must first register your intent to initiate ongoing submission.

  • Visit the Kansas Department of Health and Environment and review the requirements for Meaningful Use (the same process will apply to MIPS).

  • In order to begin the onboarding process, your practice must email MeaningfulUse@kdheks.gov to inform them that you are ready to start your reporting period and wish to register your intent.

  • Once your email has been received, a registry representative will reach out to you to schedule a Kick-Off Meeting and begin the onboarding process. Please ensure your practice has a contact person readily available via email or phone throughout this process.

2. Complete the Pre-Testing process by finalizing your registration and successfully submitting pre-test immunization messages.

  • Work with your registry representative to finalize your registration by setting up a profile in the Kansas IV4 system, completing a Provider Agreement, completing an HL7 User Agreement, and creating an Excel spreadsheet that lists your facility details. Once completed, the spreadsheet must be emailed to immonboarding@kdheks.gov.

  • Submit a minimum of 10 successful pre-test immunization messages to the registry. You can download the necessary pre-test messages from your Practice Fusion account using the following steps:

From the Summary tab of a patient’s chart, click on the Go to… menu and select Immunizations.

 

Once you have documented the patient’s immunization information, click the Download button.

Select Kansas - (KSWebIZ) from the drop-down list and click Download.


You can then save the file to your computer. Once you have completed this process for at least 10 different messages, you can submit the message files to the registry for review.

  • Once KSWebIZ has approved the pre-test messages, the registry will assign you a Facility ID. Please retain this Facility ID to set up your integration with KSWebIZ through Practice Fusion.

If you need any further assistance with registering or receiving your credentials, please reach out to KSWeblZ directly by email at KDHE.IMMOnboarding@ks.gov.

3. Upon receipt of your Facility ID, complete the registration for electronic submission of immunizations 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 you have registered with KSWebIZ and then select Kansas - KSWeblZ  from the Receiving Registry drop-down list.

  • Enter your Facility ID in the required fields. If you do not know your Facility ID, please contact KSWebIZ directly.

  • Click Register to begin the testing and validation process.

4. Activate your immunization integration in the Immunization Settings page.

  • Once you have registered for integration within Practice Fusion, return to the Immunization Registry Settings page and activate your integration.

  • Immediately, contact our Customer Service team to transition your practice to the KSWebIZ testing environment.

5. Submit immunization records directly to the KSWebIZ testing environment.
  • After our Customer Service team has transitioned you to the KSWebIZ testing environment, begin electronically transmitting immunization files using the steps below for the period of time designated by KSWebIZ.

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

6. Submit immunization records directly to the KSWeblZ production environment.
  • Once KSWebIZ has notified you that you are ready to send immunization messages to their production environment, please contact Customer Service to request to be transitioned to Production.

  • You can then continue to submit immunization data to KSWebIZ using the steps outlined in Step 4. Be sure to transmit the immunization file to the state registry for each patient whose immunization record you update.

For more information from KSWeblZ, you can send an email to KDHE.IMMOnboarding@ks.gov.

Immunizations

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