FAQs

NM Statewide Immunization Information System (NMSIIS): Frequently Asked Questions

Click to download: NMSIIS FAQs (pdf)

What is NMSIIS?

NMSIIS is a secure, electronic database that stores shot records for NM children and adults. Having instant access to accurate, up-to-date shot records will assist health care providers in giving shots when they are needed and avoid giving shots that are not needed.

NMSIIS will:

• Store shot records
  
• Highlight reaction histories and medical reasons not to give shots
  
• Display shots due at each visit
  
• Forecast each patient's next shot due date and creates a schedule
  
• Replace and print up-to-date shot records
  
• Help manage vaccine inventory (providers)
  
• Print patient reports (provider)
  
• Print reminder/recall labels, postcards, and letters (provider)
  

Who will be allowed access to NMSIIS?

Only authorized users will be allowed access to NMSIIS. Access will be secure and will require login by username and password. Authorized users include physicians, nurses, nurse practitioners, physician's assistants, medical assistants, pharmacists, school nurses, and NMSIIS staff.

How will users access NMSIIS?

Users will access NMSIIS via a secure World Wide Web site. Users will receive training on the use of NMSIIS before they are allowed access.

What age groups will be included in NMSIIS?

Patients of all ages will be included in NMSIIS, although most of shots captured will be those for childhood.

What if parents do not want their child's record in NMSIIS?

The New Mexico Immunization Act of 2004 (24-5-7 thru 15) allows health care providers to share immunization information with NMSIIS, unless the parent or legal guardian wishes to exempt their child. Parents will have the responsibility of completing an NMSIIS Patient Exclusion Form to initiate their request. These forms will be available to local providers for distribution and will also be available on the NMSIIS website (You will need to download and install the free Adobe Reader (http://www.adobe.com/) to view, download, and print this form.  Address is: http://www.health.state.nm.us/immunize/forms/nmsiisexclusion.pdf). Parents will have the option of re-registering their child if they change their mind at a later date. Parents will also be able to 'opt out' at birth.

What happens to the patient's data if they choose to 'Opt Out'?

'Opting out' locks the record and excludes that information from being seen or shared. However, the record is not deleted because patient identification information is necessary in order to be able to reject any incoming immunization data for that patient and to prevent a new record for that patient from being added. If the parent or patient decides to 'opt back in', information will have to be re-entered from the immunization history record provided by the parent.

Can patients or parents directly access information in NMSIIS?

Parents and legal guardians will not have direct access to information in the NMSIIS registry. Parents or legal guardians will be able to obtain a copy of their child's immunization record from their provider, the local public health office or the NM Department of Health Immunization Program.

Privacy and Confidentiality

How is the confidentiality of patient information maintained?

NMSIIS was developed to meet Health Insurance Portability and Accountability Act (HIPAA) privacy and security requirements. Through built-in system security features, only providers and related users will be able to directly access a patient record. When searching for an individual record, providers will not be able to view more than a limited number of records while attempting to identify their unique patient. Search criteria for an individual patient will require specific and accurate information and search results will yield a limited number of matches in order to further protect confidentiality. Additionally, each user of NMSIIS will have to read and sign an End User Agreement stating that they understand that the information in NMSIIS is confidential and that they will be penalized if they violate that confidentiality or in any way abuse the information to which they have access. Each user of the system will have to have an individual user account and password. All access to the system and every transaction will be recorded and such records will be reviewed and audited.

How will the electronic records be kept secure?

The security of the data on the computer and of electronic transactions - whether over the Internet or via a modem or fax machine - is part of a comprehensive security plan. The computers will be housed in a secured room to protect the equipment. Back-up tapes of the data will be kept as well. The NM General Services Division has a computer firewall that severely restricts access to their computer network. On-line users will have to know how to access the system and will have a personalized user ID and password assigned to them. Data that is transferred across the Internet will be encrypted.

Provider Participation

Who can benefit from participating in NMSIIS?

Everyone who administers vaccines to children or adults, or who needs access to patient immunization histories, will benefit from NMSIIS. Health care providers in New Mexico who may participate include physicians, nurses, nurse practitioners, physician's assistants, medical assistants, pharmacists, school nurses, infection control practitioners, and hospital epidemiologists. .

Do users need to have a computer?

Yes. A provider will need to have a computer that is able to connect to the World Wide Web. A high-speed connection is preferred although dial-in will work.

Is provider participation mandatory?

According to the Immunization Act of 2004 (24-5-7 thru 15), participation in NMSIIS is voluntary. However, NMSIIS is a valuable clinical resource with many, benefits that will help providers determine what shots a patient needs. The value and accuracy of the NMSIIS database will increase as more providers use it, so participation is strongly encouraged!

When will NMSIIS 'go live'?

NMSIIS will tentatively 'go live' near the end of 2005. Following a pilot/test period of several months where a small number of practices will be using NMSIIS, other NM providers will then be brought on over the ensuing 12 months. To view a some recommendations on how NMSIIS should be rolled out, go to the NMSIIS Documents webpage

Are there any fees for participating?

There will be no charges for participating. Providers will access NMSIIS through the World Wide Web so will need to obtain an Internet account from an Internet Service Provider. Providers who wish to exchange information electronically will need to develop an interface that converts their medical billing or clinical management patient data to the NMSIIS data format. This may require the aid of a medical software vendor. NMSIIS data formatting requirements are available online at the NMSIIS website.

How will providers submit data to NMSIIS?

Providers will be able to submit records through one of three mechanisms:

• Option A: Direct data entry into NMSIIS (no Part Bs necessary)
• Option B: Upload of electronic data file derived from practice PMS/EMR or billing to NMSIIS (no Part Bs necessary). Documents containing the data formatting specifications are available at the NMSIIS Data Exchange page. Call (505-827-2657) or email Debbie Dickerson (Deborah.Dickerson@state.nm.us) for assistance.
• Option C: Bi-directional data exchange between practice PMS/EMR and NMSIIS; client lookup in PMS/EMR (no Part B forms necessary)
• Option D: Submission of completed Part B forms or other vaccine administration forms to the State for scanning and information upload to NMSIIS.
  

What about the Part B forms?

Only practices choosing Option D above will continue sending the Part B forms to the State.

Will there be extra work involved ?

NMSIIS should reduce work rather than increase it. Several options are available for data submission, none of which should increase practice workload. [See a recent study on cost savings: Glazner, Beaty, Pearson, Lowery, & Berman. 2004. Using an Immunization Registry: Effect on Practice Costs and Time. Ambulatory Pediatrics 4:34-40.] Providers are encouraged to use the registry on a daily basis to review patient records, especially as the system contains a scheduling component that will alert them as to shots due.

Are providers expected to enter 'historical' shots?

At launch, NMSIIS will contain approximately 8 million historical immunizations recorded on the Part B forms submitted to the NM Immunization Program thereby minimizing the need for providers to enter historical shots. Providers are encouraged to review patient records at each visit for accuracy and to update and edit them when necessary. Keeping records up to date and accurate is the goal of NMSIIS.

Other data sources?

The State of New Mexico data sources that will populate NMSIIS are the NM Vital Records database (births, deaths, adoptions, etc.), the NM Medicaid Medical Information System (MMIS), and the public health database, INPHORM. NMSIIS will work to identify other databases that may add value to NMSIIS, e.g. school district databases, WIC.

Will there be training available?

Each user will need to be trained prior to being given access to NMSIIS. Trainings may be either group trainings or on-site trainings. There is no fee associated with these training sessions. Each practice should identify a person who is familiar with computers to act as the NMSIIS Site Administrator for your practice. Site Administrators may be asked to attend a Train-the-Trainer session. Each site administrator/trainer will be responsible for managing that practice's site, including enrolling, training, and managing users. Training materials and assistance will be available from the NMSIIS. Online training modules and materials will also be made available soon to assist users in becoming familiar with the system prior to launch. Go to the NMSIIS Training page to access these materials.