Frequently Asked Questions About WVSIIS
Is Information in WVSIIS confidential?
Yes. As defined in the state law, all information in WVSIIS is confidential.
What do I need on my computer to use the free PCI-2000 software provided by WVSIIS?
The free PCI-2000 software provided by the state is designed for use with a single PC and requires: Windows 95,98, NT; Processor: Pentium 100MHz; RAM: 32 MB; Disk Free: 250 MB; Modem: 28.8; CD-ROM: Any speed. You will need a modem and access to a phone line. If you decide to access through the Web you will need access to an Internet Service Provider.
Do I have to report immunizations to WVSIIS, and why?
Yes. State law (Legislative Rule 64CSR7) states "provider or facility administering immunizations shall report immunizations administered to the centralized registry as required by this rule". WVSIIS will help physicians assure that the child is age-appropriately immunized. Mandatory reporting is the only way to assure the immunization record reflects all doses administered by any provider, so that the record is as complete as possible.
Will there be follow-up to assure that everyone is reporting?
Yes. Not following up with sites that are not reporting would be unfair to those sites that already are. The benefits of the state registry will be greatest when everyone is participating. The WVSIIS staff will monitor each week the providers who are not sending data to the registry.
Do I have to get consent from the parent to share the record with WVSIIS?
No. Existing language that your patient signs to consent to treatment in your facility should include language to the effect that the patient gives the physician permission to share data with entities "as required by law". (Actual language in your consent form may vary). The state law requiring immunizations to be reported would be covered by this language, and specific consent to allow the immunization record is not required. The WVSIIS staff prepared posters to inform parents of the registry and why information is submitted to the registry. These are available from WVSIIS office @ 1-877-408-8930, or locally (304) 558-2188. It is advised to use these signs to help inform parents.
Do I have to notify the parent that I’m going to share the record?
No. The state law does not require informed consent. However, letting the parent know that your office participates in WVSIIS and the record is being shared for the ongoing care of the child is encouraged. A poster is available from WVSIIS @ 1-877-408-8930, or locally (304) 558-2188.
Do I treat information in WVSIIS just like a regular record?
Yes. Treat it the same standard as any medical record, providing it the same protections that you would with any confidential record.
Can I browse WVSIIS for records of children that are not in my care?
No. Data is only to be used for the ongoing care of a child, and no "browsing" for children not in your care is allowed. You can search for new patients when you have the information from the parent.
Is there a penalty for not reporting to WVSIIS?
Yes. The state law specifies that providers who do not report immunizations can be punishable by a fine of $200 per instance of immunization not reported.
Why does the mother’s maiden name need to be reported?
This requirement serves to increase the likelihood that a child’s record can be reliably matched. A child’s record could be reported from several different sources, sometimes with slight variations in how the data are reported. Without a sophisticated matching algorithm, those changes could lead to the creation of a duplicate record. One of the biggest challenges that population-based registries face is to match duplicate records efficiently and effectively. The shear volume of data that can be reported means that reliable, automated methods to process data are critical.
We’ve never collected the mother’s maiden name before. Should we start doing so now?
Yes. For sites that have not previously collected this information, obtaining it may mean some changes to your data collection process. Reporting the mother’s maiden name dramatically improves the likelihood of matching the record in WVSIIS. Our ability to reliably provide you the immunization data you need is affected by it.
How often do I have to report to WVSIIS?
No less than one week after the immunization was administered. High volume immunization providers are encouraged to report more frequently.
Why should I use the reminder/recall feature in the PCI-2000 software?
How many times have you heard your patients say "My vet and my dentist send me reminder notices—why can’t my doctor send them when my child needs more shots?" Now you can! Reminder notices have been proven to raise childhood immunization rates. Provide this feature and help your patients, your practice and your community by immunizing children at the earliest possible opportunity and controlling vaccine preventable diseases.
Will I receive regular feedback regarding the data I submit to WVSIIS?
Yes. WVSIIS has a special feedback module that has been designed to automatically email you reports concerning data that has been sent from your office to the registry. The registry feedback module automates feedback from the registry to the clinics and the state Immunization Program staff. You will not need to request these reports as they will be sent automatically to you when you begin submitting data to the registry.