Web Based Immunization Tracking System (KsWebIZ) System Demo Presented by: Kansas Immunization Program

1. Web Based Immunization Tracking System (KsWebIZ) System Demo Presented by: Kansas Immunization Program

2. Major Modules • Patients • Central Repository shared by all users of the system • Tracks demographic information, events, relationships, notes, allergies/risks/contraindications, etc. • Manages all vaccinations • Historical or administered via system • Recommender that identifies needed vaccines based on age, vaccine history, and current vaccination schedules • “Birth-to-Death” vaccination history • KS law allows sharing of child’s immunization hx w/o parental consent • Consent required for adults (>18 yrs old)

3. Major Modules (cont’d) • Inventory • Provides 3 levels of inventory control at the provider level • Tracks vaccine manufacturer, lot number, expiration date, and funding source • Ability to transfer inventory between inventory locations • Monthly inventory reconciliation process for VFC vaccine

4. Major Modules (cont’d) • Reports • Extensive reporting on a variety of information contained in the system • Settings • Allows each user to customize some behaviors of the application

5. Major Modules (cont’d) • Administration • Establish the security-related permissions for each user • Manage the list of providers and clinics • Search for potential duplicates • Manage the list of values that are used throughout the system on various screens

6. Accessing WebIZ • Browser Based • No custom software to install locally • Desktop requirements: • Internet Connectivity • Microsoft Internet Explorer • Adobe Acrobat Reader • Secure Login • Single Sign-on capability provided via KDHE Web Portal (using SecureID)

7. Accessing WebIZ (cont’d) • Obtaining a Login • User Training • Requests for training may be submitted to the KsWebIZ Helpdesk. • Nichole Lambrecht • 785 296-1440 • nlambrecht@kdhe.state.ks.us • Submit request for user account online • Obtain Secure ID token and password.

8. Login to WebIZ • WebIZ will be accessed via the KDHE Web Portal • Added security • Enables “single sign-on” to obtain access to multiple applications • Requires a SecureID token • Successful login will grant the user access to the portal where a link to Kansas WebIZ will be listed • Selecting the link will take the user to the Home Page of WebIZ

9. Main Menu The “Main Menu” box is always available. This allows you to access all of the major modules within the system.

10. Announcements Announcements will be updated as necessary. Review each day when accessing the system.

11. Patients Module

12. Patient Search This button allows you to pull up the last patient you searched for w/o data entry. This screen allows you to search for an existing patient. Searches on names are wildcard searches. All patients matching the search criteria will be returned. You must specify some search criteria like first letter in first and last name.

13. Patient Search Results Select a patient by double-clicking on the record. This will access the “Demographics”screen. Create a New Patient

14. Create a New Patient Enter Patient Information and click the “Create” button. The system will perform an intelligent search to ensure the patient does not already exist in the database.

15. Patient Information Information about the patient can be added or viewed by selecting any one of the buttons listed….. - or the equivalent link in the Patients submenu

16. Patient Demographics The “Demographics” screen” is used to enter/view patient contact, race/ethnicity, insurance, and birth information.

17. Patient Consent The “Consent Screen” can be used to document various forms of patient consent and may be particularly useful when documenting the exchange of “Personally Identifiable Health Information “ with other providers or agencies.

18. Patient Events Patient Events can be added by the system (e.g., when reminder dates are generated) or manually (e.g., for non-vaccine events)

19. Patient Relationships The “Relationships” screen is used to manage patient familial and household relationships. Shortcuts for updating address information for patients in a relationship group

20. Patient Programs WebIZ can be used to track many different patient programs. The patient will automatically be enrolled in the immunizations program once they have received a vaccine.

21. Patient Notes Use “Patient Notes” to document miscellaneous information about patients.

22. Allergy / Risks Allergies and risks added to the patient record will be displayed on their patient search results and vaccinations screens.

23. Vaccinations

24. Vaccinations Home Print Patient Shot Records This screen is used to maintain vaccination information and receive vaccination recommendations.

25. Vaccine Information Clinic that added the vaccine. PR indicates Parental (Historical) Record Dose Number in Series Symbol indicates an Invalid dose Syringe – Dose was added, but not Administered. Select Administer Vaccine

26. Recommending Vaccines Select the recommend button to view concise patient information such as the date of birth, allergies/risks, previous vaccinations as well as the vaccinations recommended today and future vaccination recommendations. Note that today’s vaccinations along with the next recommended return date are utilized on the “Add Vaccination” Screen.

27. Immunization Card The Immunization Card provides an official printable shot record for the patient to take with them.

28. Immunization Certificate The Kansas Certificate of Immunizations provides documentation of immunization for admission to school.

29. Add Vaccine History “Add Vaccine History” may be used to add historical vaccination information. Note that the clinic of historical vaccinations can be indicated if known.

30. Add Vaccination Patient Allergies and Risks are shown at the top Log actual date of vaccines being administered Do not update default clinic for patient Document Vaccination Refusals and auto generate notes and/or Allergies/Risks. Select all the vaccinations to be given on the vaccination date Vaccine to be administered later Proceed directly to Administer screen

31. Administer Vaccination Mfg/Lot numbers appear in the drop down, if nothing appears, no inventory exists for this vaccine in the system. All vaccines that have yet to be administered appear on this screen. Select the site and route for the vaccines that were administered and select done. If the vaccine was not administered select the checkbox indicating this.

32. Vaccination Details

33. Vaccination Details (cont’d) Adverse reaction information can be documented here...

34. Inventory Module

35. Inventory

36. Inventory Location(s) and Clinics Define inventory location. Note that an inventory location may service several clinics or multiple inventory locations can be defined for a single clinic.

37. Inventory Adjustments ‘Lookup’ can help find the inventory to be adjusted. Inventory may be adjusted to account for breakage, etc.

38. Inventory Reconciliation Beginning date is automatically set based on ending date of previous reconciliation Reconciliation is closed once everything balances Enter the actual current inventory on-hand as of the End Date of the Reconciliation period

39. Reports

40. Patient Reports • IZ History/Risk/Recommendations • Results of the Recommender for the currently selected patient • Immunization Record (Pink Card) • The standard Pink Card previously manually updated • Immunization Certificate (KCI) • The KCI form previously generated by hand • Vaccine Documentation/Consent Form • The form typically used by local health departments to track detailed vaccination data • Includes a “worksheet” view to assist in recording the vaccinations for the current visit

41. Forms/Informational Documents • ACIP Schedules • Easy access to a variety of ACIP schedules • Child Schedule • Child Catch-up Schedule • Adult Schedule • Provider and Clinic Lists • Listings of all providers, with or without associated clinics, in the system • VIS • Access to all of the Vaccine Information Sheets loaded in the system

42. Statistical Reports • Patient Counts by Clinic • Count of patients by age group who have been vaccinated during a defined period. • Clinic Immunization Count • Count of vaccinations for patients by age group who have been vaccinated during the indicated period.

43. Management Reports • Dosage Report • Immunization Counts by vaccine given during a period. • Clinic Immunization Rates Report • Percent of patients properly immunized • Inactive Patients Report • Patients inactivated via the Inactivate process (from the Administration module) • VFC Category Patient Count • Count of VFC patients by age group and eligibility during a defined period. • VFC Vaccination History • Detailed patient vaccination history for VFC vaccinations. • Patient List By Insurance Source • Roster of patients for a given insurance source that have been vaccinated during the period identified.

44. Management Reports (cont’d) • Vaccination Counts by Insurance Source • Vaccinations by Insurance Source and patient age for a defined period. • Patient Roster • Roster of patients by provider/clinic. • Vaccine Recall • List of patients receiving vaccinations from a specified lot number. • Vaccines Added but not Administered • List of patient vaccinations that have been added but have not been administered (i.e. not identified by mfg/lot/exp date).

45. Management Reports (cont’d) • VFC Eligible Patients Over Age 18 • Identifies any patients in the system who are over age 18 but are still identified as VFC Eligible (on the Demographics screen) • Vaccinations by Funding Source • Count of vaccinations given during a date range by funding source.

46. Inventory Reports • Daily Vaccinations Report • Immunizations given on a specific date. • Inventory Transaction Inquiry • Inventory transaction listing by date range, vaccine, manufacturer, lot number, funding source… • Inventory Transfer Inquiry • Inventory transfer transactions by date range, vaccine, manufacturer, lot number, funding source… • Inventory Adjustment Inquiry • Inventory adjustment transactions by date range, vaccine, manufacturer, lot number, funding source… • Monthly Immunization Report • Hard copy report of inventory reconciliations.

47. Reminder Reports • Patient Reminder/Recall • Create Reminder/Recalls, generate reports, labels… • Patient Inactivity • Function that lists patients who have not had any activity that should be inactivated. • Shots Before Birth • Listing of patients who have vaccinations indicated before their date of birth.

48. KDHE WebIZ Contacts Deb Warren KDHE Immunization Registry Project Manager 1000 SW Jackson St, Suite 210 Topeka, KS 66612 Phone:  (785) 296-8119 Fax:  (785) 296-6510 E-mail: dwarren@kdhe.state.ks.us   Michael Parsons KDHE Immunization Registry Trainer 1000 SW Jackson St, Suite 210 Topeka, KS 66612 Phone:  (785) 296-3975 Cell: 785-207-0358 Fax:  785.296-6510 E-mail: mparsons@kdhe.state.ks.us   Nichole Lambrecht KDHE Immunization Registry Helpdesk 1000 SW Jackson St, Suite 210 Topeka, KS 66612 Phone: (785) 296-1440 E-mail: nlambrecht@kdhe.state.ks.us