Import Profile Update Settings

General Tab

Field

Description

Procedure Code Classification

If applicable, enter a classification code to allow support for DFT messages that identify immunization procedures.

Import Data

Select one or both options to import patient and vaccination data into the registry. If an option is not selected, the message imports but patient and vaccination data does not.

Initial Merge Status

This option is not available to IWeb installations. It is used in WIR-integrated systems to set the value of the Initial Merge Status column in the hl7cp_stage_patient table. Rows containing this value have not completed the second phase of processing by the WIR ADIM process.

Assume Consented

Select this option to set incoming messages as consented when the protection indicator is unspecified. This option is used for registries that require consent before accepting data. Generally, it is not selected.

Use PD1-12 (Protection Indicator) if SIIS Opt-in is enabled in IWeb

This option applies to IWeb registries that use a type of opt-out known as SIIS opt-out. When this setting is enabled, patients with negative consent expressed in the HL7 message are imported into the registry as having opted out.
If this is an opt-in registry, the option is replaced with the statement PD1-12 [Protection Indicator] will be used for this registry's opt-in requirements. The setting cannot be changed within PHC Hub because it is dependent on the registry's configuration. For opt-in registries, PHC Hub rejects any message where the patient has expressed negative consent. Additionally, when a patient is imported into the registry, the positive or unknown consent value is used during the import process.

PD1-12 (Protection Indicator) will be used for this registry's opt-in requirements

If IWeb's opt-in functionality is enabled in the SIIS database, PHC Hub uses PD1-12 to satisfy the registry's opt-in requirements by (1) rejecting outright any messages where the patient has given negative consent, and (2) adding records that indicate a patient's unknown or positive consent via HL7 message to the pre-reserve tables.
This read-only option (and wording) displays only if the system opt-in feature is enabled in IWeb. At this time, the setting has been enabled only for the State of Montana.
The logic that occurs with this setting is as follows:

An HL7 message sends consent in PD1-12. The values are dependent on the HL7 version:
- In HL7 2.3.1, Y indicates consent
- For HL7 2.5.1, N indicates consent; null or U is undetermined.
After deduplication processing, null messages are input into the existing SIIS_OPTOUT field in the master/reserve tables.
Messages sent with an unrecognized value for PD1-12 raise the Patient consent is unrecognized issue, which can be ignored. It tells IWeb that the patient's consent is unknown if the patient is imported after deduplication processing.
If consent equals any value other than N, null or U, the data is not inserted into the master/reserve tables. No return response or rejection response is given.
After duplication has completed, users can search for and select the patient record to view the consent status in IWeb.

Deduplicate After Import

Select this option to enable automatic deduplication of incoming data. All incoming data is eventually deduplicated (generally outside of business hours), but this option requests that deduplication is performed when the incoming data is received. IWeb Integration only. Deduplication is controlled by WIR for a WIR implementation. Note that the IWeb connection must be configured properly in order for this to work (see the PHC Hub Administrator User Guide).

Reciprocal Update

Select an export profile to indicate that before processing the incoming data, the export interface should be reviewed first and any data that has been previously exported should be sent back on the same open connection. Only export profiles defined for this provider appear in the list. Supported for IWeb and WIR integrations.

Patient Tab

Field

Description

Newborn Name Matcher

Enter the placeholder name the sender uses for newborns who have not been named. If a value is placed here and it matches, the first name is changed to Newborn. This helps standardize newborn names.

Pick-out Middle Initial from First Name

Select this option to assume that a single letter at the end of a name is the patient's middle initial. Some systems enter the middle initial as part of the first name. For example, Doe, John A. This option moves the last letter to the middle name field when the patient's middle name field is empty.

Update Current Patients

Select this option to always update patient demographics. When cleared, the interface checks to determine if a patient with the same MRN has already been submitted by the provider. If yes, the patient update is skipped and vaccinations included with the message are added to the record.

Clear this option when old information is uploaded and the current demographics are already in IWeb for some or all patients. This keeps the current patient records from being overwritten.

Assume Guardian for Blank Relationship Code

Select this option to import the next of kin name sent in NK1-2 as the guardian if the guardian relationship code in NK1-3 is blank.

Insert patient as historical (non-owned)

Select this option to mark patient information as historical or non-owned. This keeps ownership from changing because of an update. This option is useful when loading data for non-owning entities (such as mobile shot clinics) or for an initial data load that includes many patients that are no longer seen.

Accept if not older than

Enter an age (in years) greater than 0 to reject/ignore patients that are too old. For example, if patients older than 18 are not to be accepted, enter 18 in this field. Thereafter, any patients 19 years of age and older sent by the sending system are not accepted.

Vaccinations Tab

Field

Description

Insert Unrecognized Vaccinations

Select this option to insert unrecognized vaccinations into the registry.

Force Vaccinations to Be...

To tag vaccination records as unverified historical, select both the Historical and Unverified options (Historical must be selected first). Select only the Historical option to tag vaccination records as historical only. If no option is selected, the vaccination records are not tagged. When both options are selected, vaccination records are displayed in the IIS as Entered by School Nurse.

Update Registry Inventory

Select this option to trigger the inventory tracking system to decrement the appropriate lot inventory.

Map Vaccination VFC Eligible from PV1-20

Select this option to have IWeb look at the patient record to determine the VFC status of the vaccination that is to be decremented in inventory.

NOTE: This functionality only affects vaccinations that are not historical and do not have an OBX segment that provides a VFC eligibility.

Map Vaccination Facility ID from MSH-4.1/4.2

This setting maps the Sending Facility ID (MSH-4.1) onto the Vaccination Facility ID (RXA-11). This occurs regardless if the Vaccination Facility ID is or is not populated. If MSH-4.1 is not populated, it maps the Sending Facility Universal ID (MSH-4.2) onto the Vaccination Facility ID. Note that this mapping does not apply to historical vaccinations.

Prefer MSH-4.2 if Mapping Vaccination Facility ID

When the import profile enables Map Vaccination Facility ID from MSH-4.1/4.2 and the new option to prefer MSH 4.2, PHC Hub uses the ID in MSH 4.2 when an HL7 message is submitted with IDs in both MSH 4.1 and MSH 4.2. Note that this setting enables functionality that is not consistent with the HL7 Version 2.5.1 Implementation Guide for Immunization Messaging.
The configuration setting was added to support legacy interfaces in Ohio. These interfaces send IDs in both MSH 4.1 and MSH 4.2, but prefer the ID in MSH 4.2.

Use Facility ID from HL7 v2.5 Location

Select this option to force the use of the HL7 v2.5.1 location for the Facility ID (RXA-11.4 rather than RXA-11.1).

When enabled, a message where both RXA-11.1 and RXA-11.4 are populated results in the RXA-11.1 value being ignored and the Facility ID is pulled from RXA-11.4.

Varicella History-of-Disease Code

Enter the custom code used by the EHR system when the system is unable to record or send a contraindication. Any immunization with this code is saved as a contraindication rather than an immunization. For example, using this code allows a parent report of Varicella to be recorded as a contraindication. IWeb integration only.

Ignore missing data for vaccinations administered at least

(Not applicable to WIR installations) Select a time range (day, week, month, or year) and then enter the number of days/weeks/months/years for which the system should ignore missing data. An administered vaccination does not cause lot decrementation or raise missing issue resolutions associated with its order group if it meets all of the following criteria:

RXA-9 field (Administration Notes) for a vaccination event is valued as 00 (new immunization record)
RXA-3 field (Date/Time Start of Administration) contains a date older than the user-defined date
CVX or CPT value must be present
No issue resolution errors are raised by the Patient, Guardian, Next of Kin, or Insurance segments
No issue resolution errors are raised by the order group other than Is Missing errors

Allow Unique Vaccination ID

Select this option if the EHR system generates a unique vaccination ID. The IIS extracts and uses the ID in the deduplication process to more efficiently update/delete records and saves the ID for later use.

Private Lot Number Matcher

Enter the custom identifier used to differentiate a VFC vaccine from a privately purchased vaccine. If there is a value in this field and it matches an incoming lot number, the lot number is designated as private. On the provider side, an identifier must be added to the end of each lot number for private lots. Then the configuration allows this to be mapped to private inventory supplies.

This is a statewide setting and should be sufficiently unique (such as PRIV) so that the string does not appear as part of the manufacturer issued lot number.

Ignore other is missing issues that may be raised for any Vaccine Administered code when any CPT, CVX or NDC code is submitted

Select this option to ignore other is missing issues that may be raised for any vaccine administered code when any CPT, CVX or NDC code is submitted. For example, when NDC is provided in the RXA-5 segment, the is missing issue resolution is not raised for CPT and CVX.

Vaccination Date RXA-3 Issue Resolution affects only non-historical vaccinations

Select this option to exclude historical vaccinations from the RXA-3 that are older than 30 days. When enabled, historical vaccinations older than 30 days are not impacted by issue resolution validation.