BACKGROUND:
Since 1998, Partners in Health Systems has managed and maintained regional registries across Upstate New York. In the implementation of an Immunization Information System the need to reduce manual data entry becomes clear. Over time, a simplified method of data exchange was developed. Data loads help facilitate data migration from an external system into an immunization registry application. The need to ensure that the data exchange procedure was managed and processed consistently was critical.

OBJECTIVE:
Present a model that helps manage the process of immunization data from external systems. Recognizing the need for consistency, a solution was developed to ensure a high level of standards.

METHOD:
All disciplines of the Registry team collaboratively developed a model which streamlines the steps involved in creating a bridge between HealthyShot and external information systems. A process was developed that included a series of checks and balances to help maintain a standard level of data exchange without compromising the highest of standards. Each discipline participates within various stages of the process. Some of these stages include: initial discussion with clinical decision makers, obtaining and testing the file for data quality, coordinating installation and training with the provider office, and ongoing interactions with external system vendors.

RESULT:
HealthyShot has successfully created data exchange relationships with over 20 external information systems, representing over 120 provider sites. The Registry staff is also in the process of coordinating 20 more potential data exchanges.

CONCLUSION:
Our model has allowed us to work with a variety of external information systems in an organized and streamlined manner. Since all disciplines are involved in the process, we are better able to ensure that every aspect of implementation are successfully completed

LEARNING OBJECTIVES:
To illustrate a model that simplifies the data exchange between the immunization registry application and an external system.