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Synchronize Immunization Records

Version 14.19

About Synchronize Immunization Records

Path: Clinical tab > Patient Chart button > Immunizations > Sync Registry button
Path: Practice Management tab > Patient Chart button > Immunizations > Sync Registry button
Path: Billing tab > Patient Chart button > Immunizations > Sync Registry button

The Sync Registry button on the Patient’s immunization chart performs a real-time query with the state immunization information system (also called the state immunization registry).  After the query is performed, the Synchronize Immunization Records window appears.

The Synchronize Immunization Records window provides the results of the communication between OP and the state immunization registry. Further communication with the registry can be done directly from this window.  Relevant vaccine records and patient data are imported and exported between OP and the registry without user intervention.  In order for the interface to support this feature, the registry must accept data via https.  The vaccines / patient demographics that are taken from the OP database are sent to the registry on an hourly basis.

The Synchronize Immunization Records window displays the syncing results to indicate what records are in OP and what records are at the state immunization registry.

  • White indicates the records in the patient’s local chart match the state registry. 
  • Blue indicates the records are in the patient’s local chart but not in the state registry. 
  • Yellow indicates the records are in the state registry but not in the patient’s local chart.   

Synchronize Immunization Records Map

Number

SectionDescription

1

Immunization tabThe Immunization tab displays a patient’s immunization information on the local chart and at the immunization registry. Users can visually see the differences and similarities between the provider’s records and the registry's records from this tab.  Users can import or send vaccines to/from the registry as they desire.

2

Indicators tabThe Indicators tab displays any vaccine indicator information that was charted in the patient’s status indicators by Antigen, Influenza, Syngas, and PPV tabs.  These status indicators individually specify a reason why the vaccine should be omitted from the vaccine logic.  Reasons for omission may include immunity, adverse reaction, or refusal.  Any entered indicators are synced to the state immunization registry.

3

IIS Forecast tabThe registry must return vaccine forecast information for this tab to populate.  This is a supplement to OP's already powerful forecast engine.

4

Chart Demographics tabThe Chart Demographics tab displays a patient’s demographic information in the local patient chart.  This information can be compared to the patient demographic information that is on file at the state immunization registry.

5

IIS Demographics tabThe IIS Demographics displays a patient’s demographic information that is on file at the registry.  The registry must return demographic information for this tab to populate.

6

Import buttonThe Import button brings in selected health records from the state immunization registry into the patient’s chart.

7

Send button  The Send button transmits a patient's local vaccine record and demographic information to the state immunization registry in order to update the state immunization information system.

8

Reconcile buttonThe Reconcile button reconciles two vaccines of the same name type with opposite synchronization statuses.  The local chart record must be historical (not administered).

9

Delete buttonThe Delete button deletes the highlighted records in the patient’s local chart.

10

Refresh buttonThe Refresh button performs another synchronization with the state registry.

11

Select buttonThe Select button selects all the records in the Synchronize Immunization Records window.Clicking the dropdown arrow next to the select button provides you with three selection options:
  • Select all records that match between the local chart and the state registry.
  • Select only records that are in the local chart (to be sent to the state registry).
  • Select only records that are in the state registry (to be imported into the local chart).

12

Unselect buttonThe Unselect button unselects any record that had been selected in the Synchronize Immunization Records window.

13

Ping buttonThe Ping button verifies that there is connectivity between OP and the state immunization registry.
Version 14.10

About Synchronize Immunization Records

Path: Smart Toolbar > Chart button > Immunizations > Sync Registry button

The Sync Registry button on the Patient’s immunization chart performs a real-time query with the state immunization information system (also called the state immunization registry).  After the query is performed, the Synchronize Immunization Records window appears.

The Synchronize Immunization Records window provides the results of the communication between OP and the state immunization registry. Further communication with the registry can be done directly from this window.  Relevant vaccine records and patient data are imported and exported between OP and the registry without user intervention.  In order for the interface to support this feature, the registry must accept data via https.  The vaccines / patient demographics that are taken from the OP database are sent to the registry on an hourly basis.

The Synchronize Immunization Records window displays the syncing results to indicate what records are in OP and what records are at the state immunization registry.

  • White indicates the records in the patient’s local chart match the state registry. 
  • Blue indicates the records are in the patient’s local chart but not in the state registry. 
  • Yellow indicates the records are in the state registry but not in the patient’s local chart.   

Synchronize Immunization Records Map

Number

SectionDescription

1

Immunization tabThe Immunization tab displays a patient’s immunization information on the local chart and at the immunization registry. Users can visually see the differences and similarities between the provider’s records and the registry's records from this tab.  Users can import or send vaccines to/from the registry as they desire.

2

Indicators tabThe Indicators tab displays any vaccine indicator information that was charted in the patient’s status indicators by Antigen, Influenza, Syngas, and PPV tabs.  These status indicators individually specify a reason why the vaccine should be omitted from the vaccine logic.  Reasons for omission may include immunity, adverse reaction, or refusal.  Any entered indicators are synced to the state immunization registry.

3

IIS Forecast tabThe registry must return vaccine forecast information for this tab to populate.  This is a supplement to OP's already powerful forecast engine.

4

Chart Demographics tabThe Chart Demographics tab displays a patient’s demographic information in the local patient chart.  This information can be compared to the patient demographic information that is on file at the state immunization registry.

5

IIS Demographics tabThe IIS Demographics displays a patient’s demographic information that is on file at the registry.  The registry must return demographic information for this tab to populate.

6

Import buttonThe Import button brings in selected health records from the state immunization registry into the patient’s chart.

7

Send button  The Send button transmits a patient's local vaccine record and demographic information to the state immunization registry in order to update the state immunization information system.

8

Reconcile buttonThe Reconcile button reconciles two vaccines of the same name type with opposite synchronization statuses.  The local chart record must be historical (not administered).

9

Delete buttonThe Delete button deletes the highlighted records in the patient’s local chart.

10

Refresh buttonThe Refresh button performs another synchronization with the state registry.

11

Select buttonThe Select button selects all the records in the Synchronize Immunization Records window.Clicking the dropdown arrow next to the select button provides you with three selection options:
  • Select all records that match between the local chart and the state registry.
  • Select only records that are in the local chart (to be sent to the state registry).
  • Select only records that are in the state registry (to be imported into the local chart).

12

Unselect buttonThe Unselect button unselects any record that had been selected in the Synchronize Immunization Records window.

13

Ping buttonThe Ping button verifies that there is connectivity between OP and the state immunization registry.