ImmTrac Texas Immunization Registry

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IMMTRAC Texas Immunization Registry

      

Objective:

The statewide goal is to achieve 90% vaccination coverage levels in children by 24 months of age for diphtheria, tetanus, pertussis, polio, measles, mumps, rubella, hepatitis B, Hib, & Varicella.  A methodology to achieve this goal was to establish a statewide  Immunization Registry ImmTrac.

ImmTrac Definition:

ImmTrac is a statewide immunization registry developed jointly between the Texas Department of State Health Services (DSHS) and Electronic Data Systems (EDS), a private information technology provider.  ImmTrac is designed to access and utilize a statewide immunization database.  This  registry is part of a DSHS initiative to increase vaccination coverage for children across Texas.

With the consent of the parent, the ImmTrac database receives vaccination information for a child from across the state, including input from the Bureau of Vital Statistics, Women, Infant and Children (WIC) clinics, Medicaid, the Texas-Wide Integrated Client Encounter System (TWICES), and private health care providers. Now House Bill (HB) 1921 allows insurance companies to also report immunizations to ImmTrac. Immunization information is available to those that administer vaccines, and to schools, childcare centers, health departments and public/private health care providers.

ImmTrac Changes

Effective January 1, 2005, DSHS has implemented the legislative mandates of HB 1921.  ImmTrac users will notice numerous changes, enhancements, menu options, and new features in the registry application.

Important changes to ImmTrac include:

Consent at Birth Registration:  DSHS will offer parents of newborn children the opportunity to grant consent for ImmTrac registration, or request exclusion from the registry, during the birth certificate process.  If consent is granted, birth data from DSHS Vital Statistics Unit will be imported into ImmTrac to create a child's record within several weeks of birth of the child.

Verification of Consent:  DSHS is now required to verify that parental consent is obtained for new ImmTrac clients (clients to be added on or after Jan. 1, 2005).  DSHS must also maintain evidence of consent for newly added clients.  Consent forms may be generated from the ImmTrac Application, and must be faxed or mailed to ImmTrac for verification prior to including the child's information in the registry.

Adding Clients:  ImmTrac users will no longer be able to directly add a new client or create a new client record.  Consent forms must be faxed or mailed to ImmTrac to request creation of the new client record.

Consent Form:  The ImmTrac consent form may now be printed from ImmTrac.  Users may print a blank consent form or may elect to print a pre-filled consent form after running ImmTrac Smart Search.

Smart Search:  ImmTrac users now have the option of searching for clients using an advanced matching process.  ImmTrac Smart Search allows the user to enter additional client demographic information, and utilizes an intelligent matching algorithm to provide a greater chance of finding an existing ImmTrac client.  If Smart Search does not identify the desired client, the user may elect to print a consent form pre-filled with client name and demographic information to facilitate requesting creation of a new client record.

Password Change Rules:  In order to increase registry security and ensure the safety and integrity of registry data,  ImmTrac logon requires strong passwords and password changes in compliance with DSHS agency guidelines.

Import Functionality:  Providers and payors (insurance company, health maintenance organization, or another organization that pays a health care provider to provide health care benefits) with authorization to electronically import data into ImmTrac will benefit from enhanced import capabilities, including the option to electronically retrieve provider and payor import notifications files.

Enhanced ImmTrac-TWICES Interface:  Providers reporting immunization data through TWICES will now see the ImmTrac Client ID# on the TWICES client detail screen if consent for ImmTrac participation has been verified.  TWICES users will also view a notice, including instructions to obtain and fax ImmTrac consent, if a client's consent cannot be verified.

Modified ImmTrac-TMHP Interface:  All Medicaid claims for children's immunizations submitted to TMHP will be reported to ImmTrac.  Modifier codes (U6 or NC) are no longer required to indicate parental consent.  ImmTrac will verify parental consent prior to inclusion of immunization records in the registry.

New ImmTrac-HHSC Interface:  Immunizations reported to HHSC from health plan client encounter data will be provided to ImmTrac to facilitate reporting of HMO, Medicaid, and CHIP health plan data.

ImmTrac Web Application:

This access method allows authorized users to log into ImmTrac data via the site's T1 line, DSL, or the user's own internet service provider (ISP).  Please note that modem/ISP users may have unsatisfactory response time due to the nature of encrypted data being transmitted.

Minimum Computer System Requirements:

  • T1 line, DSL or an internet service provider

  • Internet Explorer 5.0 or greater

  • Internet Explorer set to accept cookies

  • 128 bit encryption

  • Monitor set at 800 x 600 resolution or higher

  • Internet Explorer text option set to "Medium" or "Small"

For complete information on ImmTrac, please visit the Texas Department of State Health Services ImmTrac website.

If you are a school, daycare center, health department, or public/private provider in Region 7 and are interested in having ImmTrac installed, please call: Laurie Salinas with the Immunization Division at 254-778-6744.

 



Dear ImmTrac User,

We invite you to view the April 2007 issue of For the Record…, the newsletter for users of ImmTrac, the Texas immunization registry. This publication serves as a means of communicating to you ImmTrac news, technical enhancements, policy changes, added benefits, and other Registry application-related information.

This issue of "For the Record" includes information on:
How health plans are using and can use ImmTrac information
Details on new enhancements:
Quick Search
New bar-coded client add process
County filter
Searching by ImmTrac client ID number
Your ImmTrac specialist & contact at the regional level

To access this current issue, please click on this LINK:
http://www.dshs.state.tx.us/immunize/docs/ftr_07April.pdf

We invite and welcome your feedback regarding this publication. Please feel free to E-mail your comments to: Adriana.Rhames@dshs.state.tx.us

Return To Immunization Staff

Last updated May 31, 2013