Below are the high-level steps for onboarding to submit immunization data to the MIIS. Please review our Onboarding Document for more information.
||Are you are a medical group or large organization with multiple sites?
Complete Group Registration: Groups must submit a site list of all locations that administer vaccine to the MIIS Help Desk via email: firstname.lastname@example.org
Does your site need to register for the MIIS?
Complete Site Registration: If your site’s Access Administrator (AA) has already completed the Site Registration and has identified you as an MIIS User or additional AA, all you have to do is register as an individual user to gain access to the system.
Do you need to create an account to gain access to the system for a site that has already registered?
Complete MIIS User Registration: Please note: Before you are able to complete MIIS User Registration, you will first need to be added by an Access Administrator at your site to be given permission to register.
Upon completing the registration process, you will need to review, print, and sign the registration forms. Detailed instructions indicate who needs to sign each form and how to submit them to the MIIS Help Desk are included when you print the forms.
Do you need to add additional MIIS users?
If you are an Access Administrator for your site, you are able to login on the home screen and select the “User Management” tab at the top of the screen once logged in. This allows you to add new users or additional Access Administrators for the MIIS. Each added individual will also need to complete MIIS User Registration.
Electronic data exchange with the MIIS fulfills one component of the "meaningful use" criteria defined for provider sites by The Health Information Technology for Economic and Clinical Health Act (HITECH). EHR systems can connect to the MIIS via LAND or SOAP via the Mass HIway. To learn more about the transport options for the MIIS, please visit the Mass HIway website at www.masshiway.net.
Step 1: Review Documentation
Step 2: Submit HL7 Checklist and Mapping Table
Step 3: Establish Connection to MIIS Test Environment
Step 4: Create and transmit HL7 messages to Test Environment
- HL7 Transfer Specifications - based on the Centers for Disease Control and Prevention (CDC) Implementation Guide for Immunization Messaging, with some local customization.
- MIIS Onboarding Document - details the clinical and technical onboarding requirements necessary to submit immunization data to the MIIS
- Create and Submit Sample HL7 Messages and execute test cases found in the HL7 Checklist and Mapping table in Step 2.
- Validate HL7 format and content.
- Complete Data Quality in MIIS Test environment.
- Flat File (legacy data load): Prior to going live with the MIIS, a provider can transmit a one-time flat file to preload a large amount of historical immunization and patient data. The
Flat File Specifications document outlines the format of the file(s).
Step 1: Review the MIIS legislation and regulations
This will help you understand your duty to inform patients and their right to limit data sharing amongst provider sites.
Step 2: Submit a clinical workflow
Submit a clinical workflow outlining the steps clinicians and staff must take to inform patients that their data is being shared with the MIIS. It also must cover the steps necessary to process patient requests to object (or withdrawals of previous objections) to data sharing. A Clinical Champion should be designated to facilitate this process at your site/organization. MIIS Associates will work with your Clinical Champion(s) to help facilitate this process. A sample clinical workflow can be found here.
Please Note: You will implement your MIIS workflow on your MIIS go-live date.
Step 3: Complete Meaningful Use Registration of Intent (if applicable)
If you are attesting for Meaningful Use, you may complete your Registration of Intent with the MIIS online. Please see the Meaningful Use page and the MU Registration of Intent Guide for a Single Site (PDF) or Group (PDF) for more details.
Step 4: Complete Training
Training is essential for all new MIIS users to help them learn how to navigate and use the key functions and features of the system.
The MIIS Training Videos are the foundation of our MIIS training tools, and we recommended that all users view each, in sequential order, at least once prior to using the system. Select the ‘View Link’ under the 'Videos and Recorded Webinars' section to watch each video.
The MIIS Quick Reference Guides (QRGs) are supplementary materials to the MIIS Training Videos, serving as quickly accessible reminders of the steps necessary for completing specific functions in the MIIS. The MIIS also has a user manual accessible through the Contact MIIS Resource Center’s Training Library, as well as through the online “Help” link once a user is logged into the MIIS.
Step 5: Review Data Quality in CERT
An MIIS Roll-Out Associate will coordinate a virtual meeting or call with the site’s Clinical Champion to compare data within the site/organization’s electronic health record and the MIIS Certification (test) environment for Quality Assurance purposes.
||Step 1: Production readiness authorized
Once technical and clinical readiness are complete, MIIS team authorizes your site/organization to start sending data to the MIIS production (live) environment.
Step 2: Production credentials provided
EHS Technical Operations provides production credentials directly to site/vendor.
For SOAP, EHS Technical Operations emails AIMS username and password directly to the site.
For SOAP XDR and LAND, the Mass HIway Onboarding Team works with the site to communicate the production endpoint. Since LAND does not provide Acknowledgments during Certification testing, the HIway Onboarding Leads ensure LAND users are able to retrieve Acknowledgments in production.
Step 3: Begin Production transport
The site/vendor updates the Web Services Definition Language (WSDL) with the appropriate production endpoint and sends HL7 messages to the MIIS production environment. Message count verification is completed by the MIIS IT team and the local technical staff.
Step 4: Review Data Quality
The site’s clinical champion or designated individual completes a data quality check, comparing demographic and immunization in their electronic health record to the MIIS. A data quality worksheet may be used to assist with this process. If any data problems are found, MIIS IT works with vendors to research the cause and correct the problem. Once data quality passes, the site decides on an official MIIS go live date.
||The MIIS team sets the site’s go live date in the MIIS. From this date forward, the site implements their clinical workflow to inform patients about the MIIS and processes requests to object (or withdraw a previous objection) to data sharing in the system. The MIIS team will send an email confirmation of ongoing submissions and go-live status.
Ongoing Data Quality
Sites are encouraged to conduct ongoing data quality checks frequently throughout the year to ensure data is being submitted correctly. We recommend that sites review back-end warning/error reports provided by their vendor/IT and fix any problems that occur. Please notify the MIIS if your vendor is receiving error messages due to missing data. We also recommend maintaining updated CVX and MVX code tables and VIS publication dates in accordance with CDC standards to ensure accurate data reporting. Please refer to the CDC's Current HL7 Standard Code Set for more information.