Immunization Registry Transition Plan Overview Stakeholders Meeting 7/30/2008

Provider Participation Goal: To maintain the same level of providers’ participation in ImmTrac as in HHCIR Task: Enroll providers as ImmTrac Users

Provider Participation Implementation plan: Houston providers with ImmTrac usernames and passwords Houston Awareness on Registry Transition Team (HART) comprised of HDHHS staff will enroll and train providers. HART team will make an initial face to face visit. A series of group ImmTrac trainings in each of the four quadrants of the city will be held for those persons with current ImmTrac users names and passwords names and passwords Trainings to start mid August 2008 because some processes for utilizing ImmTrac will change in September 1, 2008.

Provider Participation After initial intervention, the HART Team will place follow up calls to ensure no further assistance is needed. The HART Team will make 1 additional on-site visit if needed Follow-up assistance will be provided on an as needed basis DSHS has published ImmTrac on-line training modules available at and makes available the users manual once providers are registered users.

Provider Participation Houston providers who are not active or not enrolled in ImmTrac 1. HART team will make initial phone call to provider to: Introduce the ImmTrac Registry Determine providers awareness of ImmTrac enrollment Determine level of technical assistance needed Obtain username and password Clarify consent requirements Fax enrollment paperwork (if needed) 2. HART team will set and make on-site visit

Provider Participation Providers located out of City of Houston jurisdiction The HART Team will provide training and transition support to the local DSHS staff and local health department contact. DSHS regional staff and other local health departments will be utilized for ImmTrac recruitment and training of providers in their jurisdictions.

Electronic Reporting Goal: To maintain the same number of providers who report electronically. Task: Transition electronic reporting currently done by providers via HHCIR to ImmTrac to electronic reporting directly to ImmTrac

Electronic Reporting Implementation plan HDHHS will develop a Customer Support Help-Desk to support ImmTrac users and transition providers. –Help line staffed by two trained staff members and available during business hours. –User access and primary technical assistance will be handled through the help line. –Technical interface and more complex issues to escalate to the technical support staff.

Electronic Reporting HDHHS will provide on-site technical assistance to providers who currently report electronically to HHCIR. The HDHHS technical team in conjunction with the technical staff of ImmTrac will facilitate successful implementation of interfaces if the provider prefers to utilize an existing electronic interface. Technical advice will be provided to other providers who are not currently reporting electronically.

Electronic Reporting Electronic Transition Phasing Plan HHCIR direct access end users will transition first. This includes read/write and read only users. Flat file interfaces are being tested with ImmTrac to exchange data with provider practice management systems –When the flat file interface is approved, end users with internal practice management systems will be brought on board. –Providers with HL7 functionality will be brought on board when ImmTrac has its HL7 messaging electronic data interface messaging software available. –Providers who require customized interfaces will be transitioned next

Consent Issues Goal: To increase the number of children (17 and younger) who are consented for ImmTrac (Targeted goal is 95%) Tasks: Obtain ImmTrac consent for children 17 and under with HHCIR only consent Obtain ImmTrac consent for children 17 and under with consent unknown

Consent Issues Implementation Plan An ImmTrac consent form will be sent to the parent to be completed and returned to HDHHS for children who are consented to HHCIR only A list will be sent to the providers so that they can contact their clients to obtain consent for children whose consent status is unknown. HDHHS will assist providers as needed to get letters out to the parents.

For questions about the transition, please contact or call (713)