Tammy LeBeau South Dakota Immunization Registry Coordinator March 15, 2011

1. Overview of the South Dakota Immunization Information System (SDIIS) and the HL7 IHS Data exchange Project Tammy LeBeau South Dakota Immunization Registry Coordinator March 15, 2011

2. Background • SDIIS – South Dakota Immunization Information System. • Implemented in 1996, converted to a web application in 2003. • Registry is populated by 655 facilities comprised of clinics,10 IHS facilities, 1 tribal clinic, over 250 schools, universities, tribal colleges and head start facilities. • As of February 2011, there are over 740,000 patient records and over 7,100,000 shots recorded.

3. What is SDIIS • SDIIS is a centralized database that allows healthcare providers to share immunization records. • Print out immunization histories, no more paper copies. • Recommends immunizations through automated recommend function based on ACIP standards. • Produces Reminder/Recall postcards both proactive and reactive to remind parents when shots are due or past due. • Automated vaccine inventory management function. • Produces immunization coverage level reports. • Produces reports in the event of vaccine lot recall.

4. SDIIS is Used to: • Identify individual providers with low immunization rates • Conduct the combination VFC/AFIX site visit • Produce statewide immunization rates • Identify pockets of need

5. Who has access to SDIIS? • Health Care providers. • Federal or state health agencies. • Licensed family daycares. • Child welfare agencies. • Schools • Anyone who fails to protect the confidentiality of the data is guilty of a Class 1 misdemeanor.

6. Rosebud Sioux San Ft. Thompson Lower Brule Wagner Sisseton Pine Ridge Eagle Butte McLaughlin Wanblee Flandreau Tribal Health IHS sites given access to SDIISin early 2007 facilities that utilize SDIIS must do duplicate data entry

7. Recognize and honor providers • Annual “Awards of Excellence” Luncheon • Presentation of plaques for most improved practices • Golden Syringe Awards presented to: • Lower Brule • Ft. Thompson • Wanblee

9. Aberdeen Area IHS facilities vs Tribal Clinics

10. IHS/HL7 Interface • November 2010, we received a series of data export files from IHS and imported them into SDIIS (over 40,000 patients) using the electronic interface that uses a standard format called HL7. • The initial data load consisted of data from: Pine Ridge, Sioux San, Rosebud and Wagner. • Then began the lengthy deduplication process that involved automated identification of potential duplicates followed by manual resolution of over 10,000 patient records. • Once the data had been de-duplicated in the SDIIS, the next step was to roll out to the IHS sites.

11. Why Did we Stop? • Competing priorities within IHS prevented this rollout and follow-up training until later in 2010. • SDIIS experienced a set back when its test system was taken offline by the IT department, preventing subsequent import for remaining sites from occurring until March 2011.

12. Next Steps • SDIIS test system has now returned to service and we are able to import the data for the remaining clinics. • Once the data files are received from IHS, SDIIS staff will de-duplicate the new records. • IHS will schedule rollout of the module required to support the interface in the field along with corresponding training.

13. Contact Information Tammy LeBeau South Dakota Department of Health 615 East Fourth Street Pierre, South Dakota 57501 Tammy.LeBeau@state.sd.us 605-773-4783