VIMS 5.16.12.4 User Guide| VIMS 5.16.12.4 User Guide |
Files can be imported (uploaded) directly to the state registry. The options that display depend on your user access level and permissions. The following options are available:
There are different file specifications depending on the billing system.
Once the file is imported by the facility, the state will import it into the registry.
| TIP: A scheduler, such as the Microsoft Scheduler, can be used to set up automatic running/processing of files or reports, such as the DTT imports. |
When importing batch vaccinations, the vaccination that ends up in the master record is the one that contains the most information. (For example, the specific vaccine type, administered shot, lot number, combination vaccine, etc.) A procedure is used to score the immunization to determine if the incoming or existing shot is the "winner" for the master record. The score is determined as follows:
| Administered shot (historical is null) | 1 |
| Specific vaccine type | 2 |
| Has a lot number | 3 |
| Combination vaccine | 1 |
| Total possible score | 7 |
This option (Imports > DTT/HL7 from the menu) allows users to send patient information files that original in the facility's patient management system (or other source that matches the import type requirements). This includes Remote Clinic contraindications and ENCD data. Users need the DTT Imports and the Define Profile permissions, and must select an organization after logging in to VIMS, in order for the Imports > DTT/HL7 link to appear in the menu.
| NOTE: ENCD is used to notify the state when a person under the age of 18 has died. This data can be accepted in order to stop mailings from being sent to deceased children. The ENCD file is loaded through the DTT and run through the normal deduplication logic. All records from this file will be marked with an inactive status of deceased. If a record already exists for the patient, that record is updated. If a record does not exist, a new record is created. |
The following tasks can be performed from the DTT/HL7 Import window:
The maximum import file size is 100 MB.
The DTT will commit 50,000 records to the database at one time, which is about every ten minutes. This varies, however, depending on machine speed and how many columns are in the DTT profile.
A relatively new feature of the application allows new DTT profiles to be created in order to include Patient School and Grade information.
The fields, options, and buttons on the DTT/HL7 Import page are as follows:
| Field/Option/Button | Description |
Select Import Profile |
Select an import profile from the drop-down list (example: HL7 Batch). This field is required. |
Select File |
Click the Choose File button, navigate to the file to be imported, and select it. This field is required. |
Do not change current patient ownership or public data |
Select this option to prevent imported vaccination data from changing the organization/facility ownership of a patient. If this option is selected, all patients continue to be owned by their previous organization/facility. |
Click here to decrement vaccine inventory |
Select this option to allow the imported data to decrement the vaccine inventory. If this option is not selected, no changes are made to the vaccine inventory. |
Import |
Click this button to import the selected file using the selected import profile. Note that the import may take several minutes, depending on the size of the file. Even if it appears as if the application has stopped working, the file is still being imported and canceling or closing the page stops the import. |
Clear |
Click this button to clear the Select Import Profile and Select File fields and start over. |
Print Data Profile Report |
Select an import profile and click this button to print the data profile report. If no information is available or if a data profile report cannot be created for an import profile, a message appears. |
Define Data Profile |
Click this button to create a new import profile. See Create a New Import Profile below. |
View Import Logs |
Click this button to view a list of previously imported DTT files and their errors. |
To create a new import profile, click the Define Data Profile button on the DTT/HL7 Import page, which opens the DTT Profile Creator - Add/Select Profile page. Select an existing profile from the drop-down list to use as a template (optional) and enter a name for the new import profile, then click Continue. On the DTT Profile Creator - Select Format page that opens, enter the information and select the appropriate options. The available fields and options on this page are as follows:
| Field/Option | Description |
Sample Line |
Enter a sample line for the DTT/HL7 import. This information is required. |
Tab Delimited |
Select this option if the file (and the sample line) are tab-delimited. |
Delimited |
Enter a delimiter character (such as a pipe | symbol), after which the option is automatically selected. |
Fixed Width |
If the file (and sample line) are delimited by fixed widths, enter the field lengths (separated by commas), after which the option is automatically separated. |
After entering the information, click the Evaluate Sample Line button. The DTT Profile Creator - Assign Fields page opens to allow you to define each field. Each of the fields from the sample line appear in the first column. For each field, select the field definition from the drop-down list, select the Requires Additional Field Defs option if the field requires additional definitions, and then select the data format from the drop-down list in the last column, if applicable (i.e., for dates and full name ordering). Click Submit Definitions when finished on this page.
If a field was marked as requiring additional field definitions, the next page that opens is the DTT Profile Creator - Required Mappings page. On this page, click a link and entire the mapping code in the code field for the related description(s). Click Submit Data Mappings when finished on that page. After all fields that require additional mappings have been mapped, click the Next button (on the DTT Profile Creator - Required Mappings page).
The next page to open is the DTT Profile Creator - Define Default Value page, where default values can be assigned to individual fields. To assign a default value to a field, select the field from the Field Definition drop-down list, enter the default value in the Default Value field, and click Add New Default. The default value is saved and appears in the DTT Stored Default Values list on the page. Continue adding default values to fields as needed. When finished with this page, click Save Profile to save the entire import profile. The DTT/HL7 page reopens and the new import profile appears in the Select Import Profile drop-down list.
Authorized users can import lead files. Click the Imports > DTT/HL7 link to open the DTT/HL7 Import page. Select the lead profile from the Select Import Profile drop-down list. (To define the data profile, click the Define Data Profile button, enter the required information, and click Evaluate Sample Line. Map the fields to the database fields and click Submit Definitions when finished.) Browse and select the file to import, then click Import. Click View Import Logs to verify the results.
The DTT import process will correctly identify the records with the following common problems from the ACS file:
There are several state-configurable options that can be configured to help with DTT/HL7 imports/uploads.
A state-configurable option is available that may require the following fields to be entered when performing a DTT import: Patient VFC Status, Patient Race, Patient Ethnicity, and Patient Gender (sex).
A state-configurable option can be set to prevent short names from overwriting full names during a batch DTT/HL7 import. For example, if "Chris" is imported, the short name "Chris" does not overwrite the full name "Christopher."
Another state-configurable option can be set to prevent incoming unnamed babies (i.e., Baby, Baby Boy, Baby Girl, Newborn Boy, Girl, FC1, FC2, FC3, MC1, MC2, MC3) to overwrite demographic information. This option operates as though the user selected the Do Not Overwrite Demographic Information flag when importing via the DTT. For more information, see the Update Settings section of the HL7 Uploads Settings topic.
The vaccination deduplication logic merges and treats the vaccination date as the same date if the dates are within the number of dates set (via a state-configurable administrative property). The current logic for checking if vaccinations are on the same day continues to check only against the current date for that direct data entry. This new logic applies to deduplication of batch loads and any scenario where vaccinations are re-linked.
If the Allow Imports to Decrement IRMS Inventory option is enabled for the facility (see Search/Add/Edit Facilities), IRMS-associated lots are able to be decremented by immunizations given at facilities, especially for RPMS sites using the HL7 Realtime data upload.
If inventory is imported into HL7 or DTT with this decrement option selected, the logic will first look at the facility for available inventory and, if no inventory exists, the inventory will be decremented at the IRMS level.
If no inventory exists for either the facility or the IRMS, the import line will show an error with the existing message that the inventory cannot be decremented.
If the facility does not have the Allow Imports to Decrement IRMS Inventory option is not selected (disabled), the existing functionality will apply. The facility must have inventory or else the line will show an error.
This option (Imports > HL7 Realtime from the menu) allows authorized users to upload patient information via HL7 in "realtime" (as it happens).
This option is used to import the Vaccine Order History file.
Information about temperature can be uploaded into the application for tracking purposes. This link is not available in versions of VIMS where SSO and the stand-alone VOMS application are enabled.
The Upload Temperature Data option must be set in order to be able to upload the data. To set this option for an Organization (IRMS):
To disable the option, follow the above instructions to return to the page, select the option remove the checkmark from the checkbox, and click Save.
To set the temperature monitoring settings and data profile information, follow these steps:
Assuming you are already logged in, follow these steps to import the file:
To verify the file was successfully uploaded and imported, follow these steps: