I m m Trac2 Texas I m m unization Registry 3/24/2017 1 ImmTrac2 - - - PowerPoint PPT Presentation

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I m m Trac2 Texas I m m unization Registry 3/24/2017 1 ImmTrac2 - - - PowerPoint PPT Presentation

Feb 28, 2024 226 likes •724 views

I m m Trac2 Texas I m m unization Registry 3/24/2017 1 ImmTrac2 - Immunizations Welcome 3/ 24/ 2017 2 Webinar Details 1. All attendees are muted 2. Type your questions in the webinar panel at any time 3. Q & A will conclude the

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I m m Trac2

Texas I m m unization Registry

1 3/24/2017

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SLIDE 2

ImmTrac2 - Immunizations

Welcome

2 3/ 24/ 2017

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Webinar Details

  • 1. All attendees are muted
  • 2. Type your questions in the webinar

panel at any time

  • 3. Q & A will conclude the presentation

3/ 24/ 2017 ImmTrac2 - Immunizations 3

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What to Expect (1 of 3)

System Launch: Monday, April 3 rd

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What to Expect (2 of 3)

  • Existing users will have accounts in the

new system.

  • Ongoing emails going out now regarding

transition.

  • Emails with user login details will be sent

the last week in March. (3/ 27/ 2017)

  • The “legacy” ImmTrac will not be accessible

after April 3rd, 2017.

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What to Expect (3 of 3)

  • Existing ImmTrac Client IDs will be

searchable in the new system.

  • Existing ImmTrac Provider Facility Site

(PFS) IDs will be searchable in the new system.

  • More sophisticated processing will

significantly reduce duplicated records that are reported through data exchange.

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Launch Resources

  • DSHS website: www.immunizetexas.com
  • Click ImmTrac Registry & go to ImmTrac2 webpage:

http: / / www.dshs.texas.gov/ immunize/ immtrac/ about- immtrac2.aspx

  • Health Service Regions & Local Health Depts.
  • Staff received initial training to provide support
  • ImmTrac Customer Support
  • Email: ImmTrac2@dshs.texas.gov
  • Phone: 1-800-348-9158

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Help Resources

User Manual Custom er Support: 1 -8 0 0 -3 4 8 -9 1 5 8 Fax: 5 1 2 -7 7 6 -7 7 9 0 Em ail: I m m Trac2 @dshs.texas.gov Online Help W ebinars ( Live and Pre-recorded) Self-guided video training

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Purpose

To provide a thorough introduction to managing immunizations in ImmTrac2, including:

  • Understanding user roles
  • Logging in & navigating functional areas
  • Viewing client immunization records
  • Managing client immunization records

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User Roles (1 of 6)

  • Five user access levels in ImmTrac2:
  • View Only Non-Providers
  • Full Access Providers
  • Provider Supervisor
  • Modified Access Sub-state
  • Full Access State

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User Roles (2 of 6)

Role Tasks Types of Users

View Only Non- Providers

  • Search & view clients
  • View & print immunization records
  • Create student lists & print student

reports

  • Manage own user account & reset

password Administrative staff at schools and child care facilities.

Full Access Providers

Same as View Only Non-Providers, plus:

  • Add & edit client information
  • Add, edit & delete immunizations
  • Generate specific reports

Texas health care providers licensed to administer vaccines, and their staff.

Provider Supervisor

Same as Full Access Providers, plus:

  • Manage users at their organization

A designated individual in the organization. (training required)

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User Roles (3 of 6)

Role Tasks Types of Users

Modified Access Sub-State

Same as Provider Supervisor, plus:

  • Access to reports and organization

information for their responsible area Designated users at Texas Health Service Regions and Local Health Departments.

Full Access State

Highest user role to:

  • Access clients, immunizations,
  • rganizations, clinicians, reports,

registrations, renewals & vaccine program enrollment

  • Add, modify & delete information

across the system. Texas Department of State Health Services (DSHS) central office staff.

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User Roles (4 of 6)

View Only Non-Providers can:

  • View client (student) immunization records
  • View vaccines recommended by selected

tracking schedule

  • Print official immunization records
  • Print reports of immunizations due
  • Create & manage lists of students to print

batch reports (See help resources for more information.)

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User Roles (5 of 6)

Full Access Providers can:

  • View client immunization records
  • View vaccines recommended by selected

tracking schedule

  • Print official immunization records
  • Print reports of immunizations due
  • Create & manage lists of students to print

batch reports (See help resources for more information.)

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User Roles (6 of 6)

Full Access Providers can also:

  • Edit & delete “owned” client immunization

records

  • Enter immunization records for

administered shots or historical shots

  • Enter & manage client information, such as

comments for allergies, reactions, medical conditions, and refusals

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Logging In (1 of 3)

  • Users are assigned ONE user account.
  • The user account can access one or many

provider locations, or Organizations.

  • Users must have three codes to log in:
  • Org Code
  • Username
  • Password

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Logging In (2 of 3)

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Logging In (3 of 3)

  • The Confidentiality Statement displays.
  • Click the “I Agree” button to access

ImmTrac2.

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Application View

After Login:

  • Users assigned to only ONE organization

will land on the Application page.

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Manage Access Portal View

  • Users assigned to more than one
  • rganization will land on the Portal view.
  • Select an organization’s “ImmTrac2” button

to navigate to the Application view.

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Application View (1 of 2)

To navigate back to the Portal, click the “manage access/ account” tab in the menu bar.

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Application View (2 of 2)

Menu Bar Menu Panel

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ImmTrac2 - Immunizations

View Only Non-Providers

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Menu Panel Options

To look up a Client’s Immunizations, click “view client imm report”.

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Client Search

  • Perform a Client Search using one of the

following:

  • Quick Search
  • Basic Search
  • Smart Search
  • If an exact match is found, the client’s

immunization record will display.

  • If multiple matches are found, select from

the client list.

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Client Immunizations (1 of 2)

The screen has three sections:

  • Client Information
  • Immunization Record
  • Vaccines Recommended by Selected

Tracking Schedule

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Client Immunizations (2 of 2)

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Client Information (1 of 2)

  • Personal information, Tracking schedule

(ACIP) & Client ID (organization defined)

  • Provider & School selections (optional)
  • Client Comments

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Client Information (2 of 2)

Click buttons to access:

  • Official Immunization Record
  • Reports
  • Cancel (to return to previous screen)

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Immunization Record

  • Displays a separate row for each vaccine

group, whether combo or single vaccine.

  • Hyperlinks to display Explanation of Dose

Status and organization ownership.

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Vaccines Recommended

  • A dynamic display based on the client’s

immunization record.

  • Hyperlinks to display explanation of series

recommendations.

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ImmTrac2 - Immunizations

Full Access Providers

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Menu Panel Options

  • Access to Client demographics
  • Fast path to Client immunizations

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Client Search

  • Perform a Client Search using one of the

following:

  • Quick Search
  • Basic Search
  • Smart Search
  • If an exact match is found, the client’s

immunization record will display.

  • If multiple matches are found, select from

the client list.

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Client Immunizations (1 of 2)

The screen has four sections:

  • Client Information
  • Client Notes & Navigation Bar
  • Immunization Record
  • Vaccines Recommended by Selected

Tracking Schedule

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Client Immunizations (2 of 2)

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Client Information

  • Personal information, Tracking schedule

(ACIP) & Client ID (organization defined)

  • Address/ Phone
  • Client Comments

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Client Notes & Navigation Bar

  • Hyperlink to display Client Notes (viewable

by all Providers)

  • Command button functions:
  • Enter immunization records
  • Display the client demographic record
  • Display client reports screen
  • Print Official Immunization Record

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Immunization Record

  • Each vaccine group displays as separate row
  • Hyperlinks to display Explanation of Dose

Status and organization ownership

  • Edit button for each row

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Vaccines Recommended

  • Dynamic display of vaccines due
  • Selection option to enter new vaccines

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Managing Immunizations

Provider users can enter records three ways:

  • “Add New Imms”
  • “Add Historical Imms”
  • “Add Selected” from Tracking Schedule

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Enter New Immunization (1 of 2)

This is the method to record vaccines administered by the provider organization. Required fields:

  • Date Administered
  • Trade Name
  • Lot #
  • Vaccine Eligibility
  • Manufacturer

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Enter New Immunization (2 of 2)

Provider users can edit and delete their

  • rganization’s “owned” immunization records.

Additional fields:

  • Immunization (Vaccine name)
  • Administered By
  • Body Site
  • Route
  • Dose

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Enter Historical Imm. (1 of 2)

This is the method to update the client’s full immunization record. Historical immunizations are vaccines administered by other provider organizations.

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Enter Historical Imm. (2 of 2)

This is the method to update the client’s full immunization record. Historical immunizations are vaccines administered by other provider organizations. Any Provider user can edit and delete these records.

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Enter Selected Immunization

This is a quick method to record vaccines administered by selecting the recommended vaccines. The selections are then displayed for adding the required information by date administered.

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ImmTrac2 - Immunizations

System Demo

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Q & A

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