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| Electronic Data Transfer: FAQs | |||
| How does the electronic transfer of ALERT data work? | |||
| Immunization data from your clinic is sent to ALERT in an electronic format instead of the manual barcode process. This can be accomplished through data pulled from your electronic billing system and/or electronic medical records. | |||
| How is the data sent to ALERT? | |||
| Data can be sent to ALERT securely over the Web via HTTPS file transfer, through a password-protected FTP directory for data submissions, or by mailing the data to ALERT on a disk. | |||
| How do I get set up for electronic transfer? | |||
| Review the ALERT electronic data transfer document (https://www.immalert.org/files/docs/dataexchange/guidelines.asp) with clinic technical staff or software vendor. If you feel your clinic is a good candidate for electronic transfer, call your Immunization Health Educator. She/he will obtain some general information about your site and data systems. Next steps include receiving a test file from your site and, once any data issues are resolved, setting up routine data transfer.
What if all immunizations are not entered into our computer system?
There may be some instances where immunizations are not entered into a clinic's electronic medical record or billing system, and thus, not reported to ALERT electronically.
Examples: Historical shots, or shots given elsewhere Immunizations for patients with no insurance Birth dose of Hepatitis B VFC immunizations not entered into system ALERT encourages clinics to submit data for all immunizations whenever possible. Immunizations not entered into your electronic system can be sent to ALERT by hard copy. How to Report Hard Copy Immunizations: Photocopy the patient's personal immunization record or vaccine administration record containing any immunizations not reported electronically by you to ALERT. Make sure the patient's name and date of birth are listed on the copy. Label each copy with the unique patient ID number used for electronic reporting. Label each copy with your clinic name and/or contact information. Mail or FAX to ALERT: Immunization ALERT 800 NE Oregon St., Suite 370 Portland, OR 97232 FAX (971) 673-0276 Please let us know if you would like postage paid, pre-addressed envelopes from ALERT. | |||
| Our shot data is submitting electronically, but when I look up one of my patients on the Web, only some of the shots I gave appear in the patient's record. What should I do? | |||
| First, check to be sure that all the shots your clinic is giving are entered into your electronic health record or billing system. If your system does not record some shots (historical shots given elsewhere, private pay shots, etc.), information on these immunizations will need to be sent by hard copy. If all shots have been entered into your data system, check with your technical staff to be sure that all the data you enter at your clinic is being extracted from your system and sent to ALERT. Finally, call ALERT Customer Service at 800-980-9431 to help troubleshoot the problem. | |||
| Can electronic transfer of ALERT data capture VFC codes? | |||
| Yes, as long as your electronic system is set up to capture and export that information. Clinics that do not capture insurance codes electronically must maintain a VFC screening form on each child immunized with VFC vaccine. | |||
| When can we stop using barcodes? | |||
| Once the test files have been received, the validity of the data has been verified, and ongoing scheduled data transfers are in place, ALERT staff will notify the clinic staff that barcodes are no longer necessary. | |||
| Related Data Exchange Documentation: | |||