Import Profile Query Settings

Field

Description

Disable queries

Select this option to prevent query submissions from being sent from a sending system. When this option is enabled, PHC Hub rejects VXQ and QBP messages and returns an ACK error message to the sending system indicating that they are not allowed to send queries (Message types VXQ and QBP are not authorized appears in Message Level Issues on the Provider Detail Error Report).

When this option is disabled (deselected) and the Export Pre-reserve option is enabled (selected), PHC Hub provides users with patient data from pre-reserve tables.

Strict exact match

Select this option to return an exact match only if the first name, last name, and date of birth match in queries that compare the MRN or IIS patient ID to the patient ID. When the first name, last name, and date of birth do not match, a possible match is returned. If the querying system is IWeb, select this option. For other systems, you may need to clear this option.

Query using

Select one or more query options to use during an import to match patient records. Each of the queries run sequentially and as matches are found, they are added to the list. The querying stops when either all queries have run or the maximum number of matches has been reached.

Selecting more query options returns more results, but causes queries to take longer to run.

Advanced Search (always used) - After querying by ID and finding no match, run an advanced search. Advanced search uses the following fields to find a set of matches: first name, middle name, last name, date of birth, SSN, Medicaid number, birth number, guardian's first name, guardian's last name, guardian's social security number, mother's maiden name, address street, city, state, zip, and phone.

This is the same search that runs in IWeb before adding a new patient record. If an exact match is returned, then the query process stops and the match is returned; otherwise these additional queries may be run:

First, Last, Guardian First, and Mother Maiden Names
Birth Number
Medicaid
SSN
First Name, Last Name, Birth Date
First Name, Last Name (Exact)
First Name, Last Name (Phonetic)
Phone
First Initial, Last Initial, Birth Date
First Initial, Birth Date
Birth Date
First Name (Exact)
First Name (Phonetic)
Last Name (Phonetic)

NOTE: If a query result does not return a Z32 Profile (unique identification), additional queries may be performed to expand on the list of potential candidates returned. Each of the queries in this section performs an independent query, returning the results to a pool of candidates. Once all of the queries have returned, this pool is then sent back to the client. For example, clicking Phone and Birthdate returns a pool of candidates with the same phone number mixed with a pool of candidates that share the same birthdate. They do not filter each other.

Maximum number of matches

Enter the maximum number of matches to find before returning results. The maximum number of matches returned is the lower of: the value entered here or the value indicated in the query (VXQ) message. Once the maximum number of matches is found, they are returned. Any other matches are not returned and no indication is given that there are additional matches. For example, if the maximum number of matches is 20 and 20 matches are returned, it is impossible to know if there were more matches beyond the 20 returned.

Enforce user agreement

Select this option for incoming connections from other states if your state requires that out-of-state query users accept a user agreement before completing a state-to-state query. The user agreement must be set up in the HL7 Interface options (see the PHC Hub Administrator User Guide).

Return any singular low confidence match from Advanced Search as a high confidence match. (Return single VXX as VXR)

Select this option when a single patient is returned from the query and is low confidence, to change it to high confidence and return a VXR. This option does not work unless Strict exact match is disabled. Note that if a Z31 profile response is returned with a single candidate, selecting this option converts it into a Z32 profile response.

Return vaccination forecast

Select this option to enable the return of vaccination forecast (queries only). Since some systems don't handle forecasting information that is returned in an VXR, this allows the vaccination forecast queries to be returned. The return message contains the forecasting in the OBX segment. Selecting this option returns all forecasted vaccinations in a Z32 profile response. The grammar of a forecast is {[RXA RXR {[OBX]} ORC]}.

Return master patient address

Select this option to return the address from the master patient table. (Not applicable for WIR installations.) Selecting this option returns a candidate's most current address of all organizations in a Z32 profile response, instead of the candidate's most current address according to the querying organization.

Return all normally private demographic fields from the master patient record

Select this option to return all the demographics fields from the master patient table. (Not applicable for WIR installations.) Selecting this option exposes a candidate's private demographics in a Z32 profile response.

Send vaccination deferrals

Select this option to send vaccination deferrals. Selecting this option returns deferrals in a Z32 profile response.

Send vaccination deletes

Select this option to send deleted vaccinations. Before sending deletes, make sure the receiving system is ready to accept them (by looking for the delete flag). Otherwise, the system may incorrectly add vaccinations when receiving deletes. Vaccinations that are deleted from the registry are not truly deleted. Instead, they are flagged as deleted and are no longer returned to queries or affect reports. Selecting this option returns those vaccinations in a Z32 profile response.

Send vaccinations as historical

Select this option to force all vaccinations to be marked as historical. Selecting this option sets the value of RXA-9 to 01 in all vaccinations in the Z32 response profile.

Send contraindications

Select this option to send contraindications with vaccinations as observation segments. Selecting this option returns contraindications in a Z32 profile response.

Send TB indurations

Select this option to send TB indurations. Selecting this option returns TB indurations in a Z32 profile response.

Send name, gender, DOB from reserve record

Select this option to force the name, gender, and date of birth records to reflect what was originally reported, if it's available. A candidate's name, gender, and birthdate are retrieved from the master patient record for all organizations. Selecting this option returns the organization-specific values in a profile response. If receiving systems match on name, gender, and date of birth, it can cause problems when patients are updated by other systems (both IWeb and WIR always report back the most up-to-date name which may be different from what was originally reported). Using this option, if "Billy" was originally reported, then "Billy" is sent back even if someone else updated the name to "William". For WIR, this feature is only available when the profile is linked to a reciprocal batch export profile.

Exclude

Exclude options are used to exclude specific vaccinations from being sent with the record. By default, all vaccinations are sent with each record unless excluded for reasons selected here.

[Exclude] Vaccinations with no CPT code

Select this option to exclude vaccinations with no CPT code from being sent with the record. Standard vaccinations have CPT codes.

[Exclude] Vaccinations with no CVX code

Select this option to exclude vaccinations with no CVX code from being sent with the record. Standard vaccinations have CVX codes.

[Exclude] Vaccinations last updated by querying HL7 user's account

Select this option to exclude immunizations that were reported by the HL7 user account. Since IWeb tracks vaccination adds/updates by user account and every HL7 account is a user account, every update by an HL7 user account is tracked. Selecting this option stops IWeb from updating the user with information that is already reported to IWeb.

[Exclude] Vaccinations outside query range and not new patient

Select this option to limit the [Exclude] Vaccinations last updated by querying HL7 user's account option to include vaccinations if the patient has just been associated with this provider. The two options work together to ensure that if a patient is already in IWeb, but is newly added as a new patient to the provider, that the entire record is returned. Applies to IWeb integration only.

Indicate vaccination given at

Select the vaccination location. (Not applicable for WIR installations.)