Overview of NMSIIS: New Mexico Statewide Immunization Information System

NMSIIS is a comprehensive immunization system in New Mexico managed by Kathryn Cruz. It houses millions of patient records and vaccines, serving over 1500 providers and 24k active users. The system offers centralized records, inventory management, reporting, outbreak response, and reminder/recall functionalities. Access is granted to healthcare providers, schools, managed care organizations, and public health entities. Different levels of access include read-only, basic user, and inventory control. Training resources and agreements are provided for efficient use of the system. Mandatory reporting is enforced for all vaccine doses administered, except for federal entities. Options for reporting include automated data exchange or manual entry, with identified barriers like resource constraints and lack of education.

• NMSIIS
• Immunization
• Healthcare
• New Mexico
• Public Health

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1. NMSIIS (New Mexico Statewide Immunization Information System) Kathryn Cruz, NMSIIS Manager November 14, 2023 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

2. NMSIIS ~2.8 million patient records ~32 million vaccines 1500+ providers in NM 24k+ active users Benefits of an IIS: Benefits of an IIS: 1. Centralized records 2. Inventory management 3. Reporting 4. Outbreak response 5. Reminder/recall Mandatory reporting of all vaccine doses administered in NM (Senate Bill 58) regardless of vaccine type or patient age 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

3. Access to NMSIIS 1) Who can access NMSIIS? Healthcare providers and staff Schools (nurses, administrators) Managed Care Organizations (MCOs) Additional Public Health Entities 2) What are the types of NMSIIS access? Read Only (view patient records/demographics, run reports) Basic User (edit access, report vaccines, run reports) Inventory Control (order, maintain and reconcile vaccines) 3) Where can I ask questions about accessing NMSIIS? NMSIIS.Access@doh.nm.gov 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

4. NMSIIS Training Website (https://www.nmhealth.org/about/phd/idb/imp/siis/train/ ) 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

5. NMSIIS Agreements Organization Agreement required for newly onboarded locations, clinics or providers to NMSIIS or or name/address changes of existing locations or clinics User Agreement required for all users of the NMSIIS registry, regardless of their access level Must be current year Must be complete Must be legible Must be signed 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

6. Reporting to NMSIIS Required reporting for all provider types that administer vaccines, regardless of vaccine type or regardless of vaccine type or patient age, patient age, per Senate Bill 58 Exception for federal entities, such as VHA or IHS Options for NMSIIS Reporting Automated Data Exchange Data is entered into provider Electronic Health Record (EHR) System and crosses via automated data exchange to NMSIIS Manual Entry Data is entered directly into NMSIIS by clinic staff for patient demographic and vaccination information Barriers: lack of resources, lack of education and/or reporting under alternate pin numbers 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

7. NMSIIS Reporting Patient Data Patient Data Last Name First Name Middle Name Gender Date of Birth Insurance Status Mailing Address Physical Address Phone Number/Email Race Ethnicity Vaccine Data Vaccine Data Vaccine Name Manufacturer Lot/Serial Number Funding Source Expiration Date NDC Date of Administration Dosage Body Site Body Route Timelines Routine Vaccines (including COVID): 10 Days Mass Events: 30 Days 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

8. Data Quality in NMSIIS 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

9. Data Quality Components VALID VALID: COMPLETE COMPLETE: Patient Address Race/Ethnicity Gender Phone Number or Email Address Vaccination Data TIMELY TIMELY: Routine: 10 Days COVID-19: 24 Hours Mass Events: 30 Days 1900 or 1901 DOB Baby names Vaccine Date after Expiration Date Vaccine Date before DOB Incorrect Vaccine Type for Age Group after before 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

10. Incentives for Clean Data Federal mandate for COVID-19 vaccines Continued vaccine provided by VFC program State mandate Senate Bill 58 Coverage Rates Public Requests Healthier New Mexico! 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

11. VaxViewNM Consumer Public Portal The New Mexico Statewide Immunization Information System VaxViewNM enables individuals, parents, and guardians to access, save and/or print, official immunization records. Eliminating the need to carry multiple or aged documents. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

12. Security The security and protection of patient records is our highest priority. The web-based application is mobile friendly. An exact 1:1 match to data fields is required. The two-factor authentication utilizes text messaging or email to validate patient, parent, or guardian access. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

13. Critical Information There are several elements that are critical to locating and authenticating both the user and the patient. First name, Last Name, DOB and Gender Relationship to Patient Phone Number or Email Address Note: Parents, guardians and patients will not be able to Note: Parents, guardians and patients will not be able to access records, if one or more of these elements are not access records, if one or more of these elements are not present or correct. present or correct. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

14. Troubleshooting 1. Information entered into VaxViewNM must match NMSIIS exactly or no record will be found! 2. The message stating a record wasn't found does not mean the record isn t in NMSIIS only that the data in NMSIIS didn t match the data input on the search screen 3. Phone # and email must be populated in Demographics screen and Contacts screen 4. Three unsuccessful attempts from the same IP address will lock the user out for 30 minutes 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

15. QR Code on Digital COVID-19 Vaccine Card SMART Health Cards are paper or digital versions of your clinical information, such as vaccination history or test results. They allow you to keep a copy of your records on hand and easily share this information with others if you choose. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

16. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

17. VaxViewNM Materials Posters for providers Flyers to be handed out Incentive items (magnets, stickers, pens, notebooks, tote bags, phone holders) To request items, please contact To request items, please contact Kathryn Cruz or NMSIIS Help Desk Kathryn Cruz or NMSIIS Help Desk 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

18. Contact Us NMSIIS Help Desk (833) 882-6454 Kathryn Cruz Kathryn.Cruz@doh.nm.gov NMSIIS Manager COVID-19 Vaccine Email Covid.Vaccines@doh.nm.gov NMSIIS Email NMSIIS.Access@doh.nm.gov NMSIIS/Immunization Program Website https://www.nmhealth.org/about/phd/idb/imp/siis/ 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org

19. 1190 S. St. Francis Drive Santa Fe, NM 87505 Phone: 505-827-2613 Fax: 505-827-2530 nmhealth.org