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Immunization Division

Process Overview for Electronic Data Exchange to the Registry
(Unidirectional only)

Initial Steps

  1. In order to submit HL7 data to South Carolina Immunization Registry, you must be enrolled in the registry as a current active Immunization provider.  To enroll, contact the DHEC Immunization Division to obtain a “DHEC Electronic Data Exchange” Setup Form.
    1. Provider will need to provide their Organization’s NPI on the form. The CMS website (https://npiregistry.cms.hhs.gov/NPPESRegistry/NPIRegistryHome.do) provides a search tool for this. Once on the website, select ‘Search for ORGANIZATIONAL PROVIDER’
  2. Next, review the DHEC HL7 Immunization Implementation Guide to ensure that your HL7 file meets the Immunization (IMZ) Registry requirements. 
  3. Discuss with your Software Vendor any known barriers and determine if your vendor is able to send HL7 files using one of the transport options.
  4. After reviewing these specifications and the transport options, return a completed “DHEC Electronic Data Exchange” Setup form to the Immunization (IMZ) Division
  5. The IMZ Division will review your form and will email your user credentials & transport configuration to begin the process of submitting and testing HL7 file submissions.

 Note: Depending on your Software vendor it may take two weeks to several months to thoroughly test HL7 data submissions in South Carolina Immunization Registry.

Testing Procedures

  1. Practice/Vendor sends a test Text file in HL7 Format  (with test patient) as an email attachment for syntax verification. The IMZ Division will review if the file meets ‘DHEC HL7 Immunization Implementation Guide’ requirement.

Note: If your vendor/software is already submitting live data with another practice for electronic data   exchange. You may skip syntax verification step if you are using the same Vendor/Software version. To determine if you can skip syntax verification, please contact the Immunization Department & provide  your Vendor/Software information (software name, version number).

  1. Once the file has pass syntax verification, DHEC will email the provider with their TEST user credentials, transport configurations to begin the testing process
  2. Immunization providers or vendors representing providers interested only in meeting the CMS “Meaningful Use” EHR adoption incentives requirement shall do the following:
    1. Provider (Vendor) will send one (1) test HL7 file using the MU ONLY user credentials provider by the IMZ Immunization(IMZ) and Information System (IS) Divisions 
    2. When testing used the assigned Test SC DHEC Sending Provider ID Number in the Sending Facility Field (#4) of the Message Header segment.   (i.e. 55555^Your practice name)
    3. The IMZ and IS Division should be notified when test transmission has been sent.
    4. The test transmission will be processed by the Test Registry system and the results will be reviewed and shared with the Practice/Vendor.
    5. The IMZ Division will send email notification of the results.

Note: Due to current testing volumes please allow at least one week for a response to test submissions

  1. Immunization providers or vendors representing providers interested in submitting ongoing data shall do the following:
    1. The Provider (Vendor) will send test transmissions per the Test plan email to them by the IMZ Division.
    2. The IMZ and IS Division should be notified when test transmission has been sent.
    3. The provider must email back the Test-Plan that includes the filenames for each of testing scenarios.
    4. The test transmission will be processed by the Test Registry system and the results will be reviewed and shared with the Practice/Vendor and the IMZ Division will send email notification of the results.

    Note: Due to current testing volumes please allow at least one week for a response to test submissions.

    1. Once the Provider has successfully meeting the testing requirements, The IMZ Division will email the Production user credentials and transport configuration to begin send to the Production Registry system.
    2. When sending live data used the assigned Production SC DHEC Sending Provider ID Number in the Sending Facility field (#4) of the Message Header segment.   (i.e. 55555^Your practice name)

Limits of DHEC’s Role in MU:
Go to the link below for more information on registry limitations with respect to MU. The two bullets shown are the most pertinent.
http://www.cdc.gov/vaccines/programs/iis/meaningful-use/index.html

Limits of Public Immunization Program’s Role in EHR-MU
The EHR-MU program is under the auspices of the Centers for Medicare and Medicaid Services (CMS).

Meaningful Use does NOT create a mandate for Public Immunization Programs to:

  • Set or clarify MU standards. The standards have been created by the Office of the National Coordinator (ONC), and only ONC can interpret its intention in the standards.
  • Certify providers as meeting any MU standard. ONC/CMS determine eligibility for incentive payments, and providers are required to self-certify as having met ONC’s standards. Public Health’s sole role is maintaining the IIS and providing the Local Implementation Guide to delineate data exchange standards.

Printable version of this information (pdf)