Data Exchange

Data exchange is a method of transferring immunization data from an existing electronic system and into the Virginia Immunization Registry System (VIIS). 

MEANINGFUL USE

You can learn more about meeting meaningful use by sending data to VIIS here: http://www.vdh.virginia.gov/clinicians/meaningfuluse/
submissionsofimmunizationdata.htm

WHAT FORMS OF DATA EXCHANGE CAN VIIS ACCEPT?

VIIS can accept the following data exchange methods:

• HL7 2.5.1
• HL7 2.3.1/2.4
• Flat File

WHAT AVENUES EXIST TO TRANSPORT DATA TO VIIS?

• PHINMS (http://www.cdc.gov/phin/tools/PHINms/index.html)
• HTTPS
• SFTP (Hosted by Site/Vendor)
• Manual Upload through VIIS

HOW OFTEN CAN DATA BE TRANSPORTED TO VIIS?

• Real Time Data Exchange: Real Time is a form of data exchange in which the instant the immunization is entered into the electronic record system, it is transferred into VIIS. PHINMS and HTTPS transport allow Real Time Exchange.
• Batch Loading: Batch loading allows for several patients and immunizations to be grouped into one file over time and sent over to VIIS at once. Typically batch files are processed twice daily; the site can set its own frequency. It is encouraged to upload batch files at least weekly. PHINMS, HTTPS, SFTP and Manual Upload allow Batch Loading.

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STEPS FOR SETTING UP DATA EXCHANGE

1. VIIS team is contacted by the Provider/Vendor of interest.
2. VIIS team ensures the Provider/Vendor has File Specifications.
3. VIIS team confirms the site is registered and has submitted a Memorandum of Agreement (MOA).
4. The Provider/Vendor supplies non-personal health information (PHI) sample file for VIIS Data Analyst to approve file format.
5. Provider/Vendor supplies sample file with information from their electronic health record for VIIS Data Analyst to approve file content.
6. Provider/Vendor selects transport method
• HTTPS
• PHINMS
• SFTP
• Manual upload through User Interface (user signs in and uploads file)
7. Based on transport method, the VIIS team provides the 'Sending Source' code or training for manual upload.
8. Provider/Vendor has first complete successful upload. VIIS team monitors pending files, rejections and will contact the IT/Clinical Contact as necessary.