Resolving Vaccine Registry Rejections

Version 20.15

About

When a patient is rejected from the registry for any bi-directional interface or near real-time uni-directional interface, a task is created for someone at the Practice to address. Some common reasons for rejection include:

  • Vaccination date occurs before birthdate
  • Vaccination date occurs in the future
  • Incorrect VFC eligibility status
  • Temporary names (i.e. Baby Boy)

The following instructions are pertaining to states that support a bi-directional Immunization Registry interface and near real-time uni-directional interface such as:

  • Arizona: uni-directional
  • Arkansas: uni-directional
  • California (CAIR): uni-directional
  • Florida Shots: bi-directional 
  • Indiana: bi-directional
  • Kansas: bi-directional
  • LaLINKS: bi-directional
  • Louisiana: bi-directional
  • Michigan: uni-directional
  • Mississippi: bi-directional
  • Nevada: bi-directional
  • New York City NYCIR (not NYSIIS): bi-directional 
  • Pennsylvania PASIIS: bi-directional
  • Philadelphia: uni-directional
  • Washington: bi-directional

View and Correct Registry Rejections 

Since the interface is highly automated, it is not readily apparent to the Practice staff that an issue has occurred. Office Practicum recommends that the Practice staff review the master Task list at least weekly for any "Vaccine Registry" rejections. The majority of tasks can be resolved by the user; however, the error messages are not always clearly defined by the registry. If you see the patient was rejected, but do not understand the error, it is recommended that you contact the registry help desk to determine the issue. If the registry is unable to provide more detail, contact the OP Support Team

  1. Navigate to Tasks:  Clinical, Practice Management, or Billing tab > Tasks.
  2. Set your Tasks parameters to view the registry rejections.
  • Date range: Select the Requested radio button and enter the date range to review rejections.
  • Status: Confirm Not started is selected in the Status section and the corresponding radio button.
  • Department(s): Click the Department(s) drop-down and select Nursing.
  • Location(s): Select either the All authorized radio button or the location radio button. To select a location, click the drop-down and select from the list.
  • Description contains: Enter registry to focus the task list on messages containing the word registry.
  1. Click the Search button to view the tasks.

  1. To correct the vaccine registry error, highlight a patient in the Tasks list then navigate to the Chart.
  2. Click Immunizations and select the Complete List tab.
  3. Locate the vaccine with the error and click the Received with Errors (Action Required) icon in the Registry Status field to open the Transmission Details window.

  1. Review the error message and click the Close button.
  2. Correct the error. For additional information on editing vaccine records, click here.
  3. Once corrected, confirm the vaccine is selected and click the Requeue button.

Complete the Task for the Rejection

Once you have corrected the error in the vaccine record, you will need to complete the rejection task.

  1. Navigate back to the Tasks window.
  2. Locate the rejection task that has been corrected, click the drop-down in the Status field and select Completed.

WarningFailure to set the task to Complete will prevent any future vaccines from being sent to the registry. In an attempt to prevent errors from being repeatedly sent to the registry, the interface will only send records for patients who do not have a pending task.

Additional Resources

  • Arizona: [ASIIS_GROUP1@azdhs.gov or (602) 364-3899
  • Indiana: (888) 227-4439 or chirp@isdh.IN.gov
  • Kansas: (877) 296-0464 or immregistry@kdheks.gov
  • Louisiana: (504) 838-5300
  • Michigan: (888-243-6652) or MU_MCIRHelp@MPHI.org
  • Mississippi: (601) 576-7751
  • Montana: (406) 444-5580 or (406) 444-9539
  • Nevada: (877) 689- 3249 or izit@health.nv.gov
  • New York City (NYCIR): 347-396-2400
  • Pennsylvania PASIIS (excluding Philadelphia): (717) 783-2548 or pasiis@state.pa.us
  • Philadelphia: KIDSRegistry@phila.gov or (215) 685-6784
  • Washington: (206) 205-4141 or (800) 325-5599
Version 20.14

Overview

This article will aid you in resolving issues related to your immunization registry interface. For any bi-directional interface or near real-time uni-directional interface, when a patient is rejected from the registry, a task is created for someone at the office to address. 

Common reasons for rejection include:

  • Vaccination date occurs before birthdate.
  • Vaccination date occurs in the future.
  • Incorrect VFC eligibility status.
  • Temporary names (i.e. Baby Boy)

The following instructions are pertaining to states that support a bi-directional immunization registry interface and near-real time uni-directional interface such as:

  • Arizona: uni-directional
  • Arkansas: uni-directional
  • California (CAIR): uni-directional
  • Florida Shots: bi-directional 
  • Indiana: bi-directional
  • Kansas: bi-directional
  • LaLINKS: bi-directional
  • Louisiana: bi-directional
  • Michigan: uni-directional
  • Mississppi: bi-directional
  • Nevada: bi-directional
  • New York City NYCIR (not NYSIIS): bi-directional 
  • Pennsylvania PASIIS: bi-directional
  • Philadelphia: uni-directional
  • Washington: bi-directional

Viewing Registry Rejections 

Since the interface is highly automated, it is not readily apparent to the office staff that an issue has occurred. Office Practicum recommends that the office staff review the master task list at least weekly for any "Vaccine Registry" rejections. The majority of tasks can be resolved by the user; however, the error messages are not always clearly defined by the registry. If you see the patient was rejected, but do not understand the error, it is recommended that you contact the registry help desk to determine the issue. If the registry is unable to provider more detail, contact the OP Support Team. 

  1. Navigate to Tasks:  Clinical, Practice Management or Billing tab > Tasks.
  2. Set your Task parameters:

  • Select the Date requested radio button.
  • Enter the date range to review rejections.
  • Select the Not started or in progress radio button.
  • Click the Department(s) drop-down and select Nursing.
  • Select either All authorized locations or a Selected Location from the location dropdown.

The error message will appear in blue text under the patient's name.

Correct the Vaccine Entry

After determining the reason for the rejection, you will need to correct the vaccination information within the patient's chart: 

  1. Navigate to the patient's chart by first highlighting the patient in the Tasks list then select  Clinical, Practice Management or Billing tab > Patient Chart.
  2. If you are not already in the desired patient's chart, search for and select your patient.
  3. Click Immunizations and select the Complete List tab.
  4. Select the vaccine you will correct and click the Edit button. For additional information on editing vaccine records, click here.

Complete the Task for the Rejection

Once you corrected the error in the vaccine record, you will need to complete the rejection task.

  1. Navigate back to the Tasks: Clinical, Practice Management or Billing tab > Tasks.
  2. Locate the rejection task that has been corrected.
  3. Click in the status field for the task and use the drop-down to select Completed.

After the patient's vaccine record is updated and the task is completed, that task will be removed from view and the patient's information will be sent to the state's IIS.

Warning: Failure to set the task to Complete will prevent any future vaccines from being sent to the registry. In an attempt to prevent errors from being repeatedly sent to the registry, the interface will only send records for patients who do not have a pending task.

Additional Resources

  • Arizona: [ASIIS_GROUP1@azdhs.gov or (602) 364-3899
  • Indiana: (888) 227-4439 or chirp@isdh.IN.gov
  • Kansas: (877) 296-0464 or immregistry@kdheks.gov
  • Louisiana: (504) 838-5300
  • Michigan: (888-243-6652) or MU_MCIRHelp@MPHI.org
  • Mississippi: (601) 576-7751
  • Montana: (406) 444-5580 or (406) 444-9539
  • Nevada: (877) 689- 3249 or izit@health.nv.gov
  • New York City (NYCIR): 347-396-2400
  • Pennsylvania PASIIS (excluding Philadelphia): (717) 783-2548 or pasiis@state.pa.us
  • Philadelphia: KIDSRegistry@phila.gov or (215) 685-6784
  • Washington: (206) 205-4141 or (800) 325-5599