Instruction Manual
for the
HL7 interface between
KIPHS, PHClinic
and the
Kansas Immunization Registry
(KSWebIZ)
This document was made possible by the collaborative efforts by
KIPHS, Inc and the Kansas Department of Health & Environment.
These instructions will allow any user of PHClinic to install, setup,
run, and maintain the HL7 interface that allows the searching and
updating of patient immunization records to and from the Kansas
Immunization Registry (KSWebIZ).
If there are any questions please refer to the appropriate agency for
assistance.
December 10, 2007
Table of Contents
Chapter 1: Overview of Interface .................................................................................................................. 1
Steps Involved for connection to KSWebIZ thru the HL7 interface ................................................. 2
Chapter 2: Creating and uploading the extract file from PHClinic to KDHE for data cleansing check ........ 3
Section 1. Creating extract file ........................................................................................................ 3
Section 2. Upload extract file to secure website for KDHE ............................................................. 3
Chapter 3: Setup of the HL7 Interface .......................................................................................................... 7
Section 1. Installing the HL7 program on PHClinic workstations ..................................................... 7
Section 2. Setting HL7preferences .................................................................................................. 8
Section 3. Translation tables .......................................................................................................... 10
a. Setup of translation tables .................................................................................................. 11
b. Add/Edit Extract type values for tables ............................................................................... 12
c. Standard Values used by KSWebIZ ................................................................................... 13
Chapter 4: How to Query and Update the Registry for records .................................................................. 10
Section 1. Query ............................................................................................................................ 17
Section 2. Update........................................................................................................................... 19
Chapter 5: Uploading legacy data to KSWebIZ ......................................................................................... 20
Chapter 6: Maintenance Logs ..................................................................................................................... 21
Appendix 1: CPT to CVX Translations ........................................................................................................ 22
Appendix 2: KSWebIZ Confidentiality Policy .............................................................................................. 28
Appendix 3: KSWebIZ User Security Agreement ....................................................................................... 29
Appendix 1
Chapter 1: Overview of Interface
The Health Level Seven (HL7) standard interface allows providers to continue to user their currently
installed systems and for those systems to communicate with the Registry to access the patient
vaccination history and recommended vaccines, then to update the Registry with additional
immunizations and adverse reactions. This interface is the method of communication between PHClinic
and the Kansas Immunization Registry (referred to as KSWebIZ).
This document will help you understand:




the steps involved to connect to KSWebIZ for each provider.
how to setup the PHClinic program to run the interface.
how to configure the translation tables between PHClinic and KSWebIZ.
how to check logs for errors and maintain service.
1
Steps involved for connection to KSWebIZ thru interface
1. Health department must have each user of PHClinic sign the KSWebIZ User
Security and Confidentiality Agreement and they must adhere to the KSWebIZ
Confidentiality Policy. This must be returned to KDHE. This will ensure that all
users of the system agree to the same practice and guidelines for sharing data.
(See Appendix 2 & 3 for these documents agreement.)
2. Health department will extract historical data from PHClinic for a data quality
review and submit to KDHE via a secure website. (See page 3).
3. Data quality scripts will be run and a report will be generated by KDHE and then
shared with each health department. This document will identify what fields may
contain values that are non-compliant with HL7 standards and may require data
cleansing. Once this report is released, KDHE will review the results with the
provider to assist in configuring translation tables (See page 10). The provider is
responsible in cleansing any data fields that will not be cleaned thru the tables.
(Note: Provider can download the HL7 interface package from KIPHS.com while
waiting for this document and setup HL7 connection to training site – see page
7.)
4. Once all translation tables are configured in PHClinic and all data is cleansed
then a date will be setup to refresh the KSWebIZ training site to start testing
message exchange.
5. Once health department is pointed to the training site then a couple of test
queries will be run along with some updates to verify connection. (See page 17)
Once connection is verified then provider will upload all immunization data to the
Registry thru a batch file (See page 20).
6. Once the legacy data is imported to the KSWebIZ training site KDHE will review
this data in KSWebIZ to verify data quality. If any errors are identified then
KDHE will work with provider and KIPHS in resolving issues.
7. Health departments will continue to use interface process (to query and update)
for several days so KDHE can observe messages and verify message exchange
is accurate.
8. Once testing is approved then KDHE will work with provider to set go live date to
the production site. Upon this date KDHE will send the new URL with password,
etc. to KIPHS for connection to the production site.
9. Health department will then send a couple of test queries and updates to verify
connection to the production site. Once verified then health department will
upload all immunization data to the Registry thru a batch file (See page 20).
10. KDHE will continuously review data in production and verify the data quality.
Health department will be responsible for maintaining the service and checking
logs for errors (See page 21).
2
Chapter 2: Creating and uploading the extract file from PHClinic to KDHE
Section 1: Use these steps to create the extract file:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Open PHClinic.
Click on “System Maintenance”.
Click on “Import/Export”.
Click on “General Registry Export”.
Click on the Browse button to the right of the Output File Name (see picture below) and locate a
familiar folder to save your file in (i.e. My Documents or Desktop).
Once a location is found name the file with a .txt extension (i.e. Harper first export.txt) and press
okay or save.
Under the Service Date Range, leave the first blank and fill in the second blank with today’s date
(i.e. 4/26/2006).
Leave Client and Current Age Range blank.
Under the Program option be sure to choose IM – Immunization.
Click OK. The file should now be saved in the disegnated folder. You will use this saved file to
upload to KDHE’s secure website. (See next steps.)
Section 2: Use these steps to upload the extract file to a secure website for KDHE:
1. Open your Internet browser.
2. Type https://neo.kdhe.state.ks.us in the website address and you should see the following
screen.
3
3.
4.
5.
6.
For username enter as shown: WebIZuser
For Password enter as shown: webizuser!
Be sure that the Realm is set to WebIZ .
Click on the Sign In button. You should see the following screen.
7. Click on WebIZ Folder.
8. On the right hand side of the screen click on the Upload Files button.
4
9. Click on the Browse button next to the #1 File Box.
10. Search for the document in the correct folder that it was saved under.
11. Click on the saved document and then press Open.
5
12. You will be taken back to the upload files screen.
13. Before uploading, be sure to rename the file under the Save As box for the provider it is (i.e.
Harper First Export).
14. Then press the Upload button at the bottom of the screen and wait for the file to be uploaded.
Once it says it is done verify the file is uploaded to the WebIZ folder.
15. Contact the KSWebIZ helpdesk to notify KDHE that the file is uploaded. The number is 785-2968747 or toll-free at 877-296-0464.
6
Chapter 3: Setup of the HL7 interface
The process described in this section must be performed on ALL computers that will run the HL7
interface. The PHClinic functionality is dependent on the existence of an application on local computers
that will execute the communication between PHClinic and KSWebIZ.
This step involves an application that will be setup on your workstation. The Microsoft .Net platform must
be present. To verify that a workstation has .net installed, review your control panel/add-remove
programs and see if it is listed. If it is not present, the .Net platform can be downloaded from
http://www.microsoft.com/downloads/details.aspx?FamilyID=0856EACB-4362-4B0D-8EDDAAB15C5E04F5&displaylang=en
Each workstation that will use the PHClinic HL7 interface must have this installed as well as the query
program.
Section 1: To install the HL7 program:
1.
2.
3.
4.
5.
Open your internet browser
Go to www.kiphs.com
Click on Software Support
Under HL7 Tools, click Workstation Setup.
Select Run
This program will copy and setup the folder and file needed to run the PHClinic HL7 interface.
7
Section 2: Setting the HL7 interface preferences inside PHClinic
How do we get to this??
This is done once from any workstation.
1.
2.
3.
4.
Click Preferences.
Click Alternate Ids
To the right check the Enable KS Immunization Registry Interface check box.
Check the Auto Query on Create of Client box and Auto update Services box. (Note: If you click
on these boxes you will be prompted when adding a new client to query the registry for shot
information and update the registry with new vaccinations given.)
5. Then Click on the Registry App Settings button to the far right of the Registry Apps box.
6. Fill in the path to the folders exactly as shown below:
8
7.
8.
9.
10.
Enter your facility ID provided by KDHE (i.e. KS2000).
Enter the Password provided by KDHE
Click on the OK button.
Click do not send fields (you will see the following pop-up).
11. Hold the Ctrl button while clicking on the fields that you may choose to not send to the Registry.
(Note: If no fields are highlighted, all will be sent. Fields selected to not send should follow your
department’s privacy policy).
12. Press the OK button when finished.
9
Section 3: Setting up the Translation Tables within PHClinic
Currently you have data stored in formats that are specific to your department or office. The Kansas
Immunization Registry uses CDC standard formats or naming systems (see page 13). Because these
may not necessarily be the same between the two systems, KIPHS, Inc. has created a cross walk so that
you can use to change your data to be consistent with formats recognized by KSWebIZ. This name
changing system is called HL7 translation and will save you time in regards to data cleansing. Any value
that can be translated thru these tables will not need to be manually changed or cleaned, rather it will be
translated into the correct value.
The values listed on the left side of each translation table are the values stored in PHClinic. If these
values are not in the same standard format as in KSWebIZ you will need to enter what value it would
match from KSWebIZ. See examples below.
Examples:
PHClinic value for Female is F. The format accepted by KSWebIZ for Female is F. No change would be
needed so you leave the “Translation” and “External Description” blank (right side of the table).
PHClinic value for N/A or Unknown (gender) is N. The format accepted for KSWebIZ is O for Other. You
would have to enter O for the Translation field and Other under External Description (on the right side of
the table on the same line as N).
Remember, if the right side is blank, the value in PHClinic will be sent to the registry. If a change is
needed, a value must be placed on the right hand side
You will be able to setup Translation Tables for the Following Values:
Client MOGE Status – In PHClinic, you are able to MOGE (Moved or Gone Elsewhere) in the
services module (CR-05). This information will be submitted to KDHE with the values defined.
10
Gender Code – Typical codes are used. Make sure that mapping is done for unknown or
unidentified.
Race Codes – Race code found on (CR-23).
Ethnicity Codes – Ethnicity code found on (CR-23).
Primary Language – Language Code found on (CR-23).
County Codes – If standard county codes are used, a cross over is not needed.
Procedure Codes – The cross over is used if CPT codes are returned from KDHE. Since KDHE is
using CVX, this table is not needed.
Manufacturers – The KDHE HL7 documentation does not contain standard names for
manufacturers. KIPHS recommends no translations and simply sending the names as they are in
PHClinic.
HL7 CVX External Codes – Click on actions. You will see a selection “Auto Assign CVX-CPT”.
This step will automatically setup the translation for CPT codes in PHClinic that have a CVX
equivalent. You will need to manual setup all other immunization services that have not been auto
assigned.
Address Street Directions – Review the listing of all information that is located in Pr Direction on
(CR-20). You may find listings other than address information. Either select a mapping or review
client records to correct the data.
Section 3.a. To setup the Translation Tables for the above values follow these instructions:
1.
2.
3.
4.
5.
Click System Maintenance.
Click Import/Export.
Click on Import/Export Table Translation Maintenance.
Select Extraction Type: HL7 Conversion.
Then for each different value or type of table you will select that under Table Type.
General information on translation table settings:
From any of the translation tables you have the options to select different settings for
your values. See description below of each and the screen shot for location of these
buttons.






Select All – Highlights all options in table.
Apply tag – Brings up selection list.
Make default – If the select chosen is used twice, one has to be default. This will
make the item selected default.
Remove Tag – Removes translation choice.
Clear All – Removes all translation tags.
Edit extract type values – Displays all options that can be selected for the table
type.
11
Section 3.b. Add/Edit Extract Type values to be sent to the Registry follow these steps:
1. Select the Table Type of choice from the drop down menu as needed.
2. Click on the “Edit Extract Type Values” button at the bottom left hand side of the screen.
3. You can use the buttons at the bottom of this screen to add, edit, delete or change the display
order as needed. See the description of the buttons below:
a. Add – Allows entry of new value
b. Edits – Allow highlight value to be modified
c. Delete – Deletes highlighted value
d. Arrows – Allows change to display order
e. Restore Defaults – Resets all values
4. Press the Exit button.
5. Once all types have been added you can then go Apply Tag to any values that need to be
translated to an extract type for the Registry. (i.e. CNV - Converted MOGE might equal N for
Inactive on the Registry).
a. To do Apply Tag, highlight PHCLinic Value of choose and then click on the Apply Tag
button.
b. Select the value that matches that should be sent to the Registry when this value is used
in PHClinic by double clicking.
c. Continue to do this for all values on each table that need to be translated.
12
Section 3.c. Standard Values used by KSWebIZ for each of the translation tables are as follows:
Client MOGE Status –
Value
A
I
L
M
P
O
U
Description
Active
Inactive
Inactive-Lost to follow-up (cannot contact)
Inactive-Moved or gone elsewhere (transferred)
Inactive-Permanently inactive (do not re-activate or add
new entries to this record)
Other
Unknown
Gender Code – Typical codes are used. Make sure that mapping is done for unknown or
unidentified.
Value
F
M
O
U
Description
Female
Male
Other
Unknown
Race Codes – Race code found on (CR-23).
Value
I
A
A
B
W
O
U
Description
American Indian or Alaska Native
Asian
Native Hawaiian or Other Pacific Islander
Black or African-American
White
Other Race
Unknowns
13
Ethnicity Codes – Ethnicity code found on (CR-23).
Value
H
NH
U
Descriptions
Hispanic or Latino
not Hispanic or Latino
Unknown
Primary Language – Language Code found on (CR-23).
Value
ASE
Ar
Hy
Bn
Km
CJD
YUH
Zh
Hr
Cs
Nl
En
Fa
Fr
De
El
Hi
BLU
hu
ILO
id
ja
ko
lo
pl
pt
ro
ru
sm
sr
sk
so
es
tl
th
to
uk
ur
vi
yi
Description
American Sign Language
Arabic
Armenian
Bengali
Cambodian
Chamorro
Chinese, Cantonese
Chinese, Mandarin
Croatian
Czech
Dutch
English
Farsi (Persian)
French
German
Greek
Hindi
Hmong
Hungarian
Ilocano
Indonesian
Japanese
Korean
Laotian
Polish
Portuguese
Romanian
Russian
Samoan
Serbian
Slovak
Somali
Spanish
Tagalog
Thai
Tongan
Ukranian
Urdu
Vietnamese
Yiddish
14
County Codes – If standard county codes are used, a cross over is not needed.
Leave this one blank
Notes: You should have county codes setup in PHClinic to match state county codes. If not,
change the PHClinic county code by changing the county code table to follow FIPS (Federal
Information Processing Standard).
1. Select FIPS – Federal Information Processing Standards
2. You will get a popup that looks like the one below. Click Yes. A listing will be created of
current county codes and new FIPS codes.
Procedure Codes – The cross over is used if CPT codes are returned from KDHE. Since KDHE is
using CVX, this table is not needed.
Leave this one Blank. It is not used in the Kansas implementation of HL7.
Manufacturers – The KDHE HL7 documentation does not contain standard names for
manufacturers. KIPHS recommends no translations and simply sending the names as they are in
PHClinic.
Value
AB
AD
ALP
AVI
BAH
BAY
BPC
CHI
CNJ
CSL
DVC
GEO
GRE
IUS
KGC
MBL
MED
MIP
MSD
NAB
NOV
NVX
NYB
ORT
OTC
Description
Abbott Laboratories (includes Ross)
Adams Laboratories, Inc.
Alpha Therapeutic Corporation
Aviron
Baxter Healthcare Corporation (Hyland, IIAG, NAV)
Bayer Corp (includes Miles and Cutter)
Berna Products (includes Swiss Serum and Berne)
Chiron (Includes Powderject) - Inactive Use NOV
Cangene Corporation
CSL Biotherapies, Inc.
Dynport Vaccine Company LLC
GeoVax Labs, Inc.
Greer Laboratories, Inc.
Immuno US, Inc.
Korea Green Cross Corporation
MA Public Health Biologic Laboratories
MedImmune, Inc.
Bioport Corporation
Merck & Co, Inc.
NABI (formerly North American Biologicals, Inc.)
Novartis Pharmaceutical Corporation
Novavax, Inc.
New York Blood Center
Ortho-Clinical Diagnostics
OrganonTeknika Corporation
15
OTH
PD
PMC
SCL
SKB
SOL
TAL
UNK
USA
VXG
WAL
ZLB
Other Manufacturer
Parkedale Pharmaceuticals (formerly Parke-Davis)
Sanofi Pasteur (Formerly Aventis Pasteur)
Sclavo, Inc.
GlaxoSmithKline (formerly SmithKline Beecham)
Solvay Pharmaceuticals
Talecris Biotherapeutics (Includes Bayer)
Unknown Manufacturer
US Army Medical Research and Material Command
VaxGen
Wyeth Pharmaceuticals
ZLB Behring (Includes Aventis and Armour)
HL7 CVX External Codes – Click on actions. You will see a selection “Auto Assign CVX-CPT”.
This step will automatically setup the translation for CPT codes in PHClinic that have a CVX
equivalent. You will need to manual setup all other immunization services that have not been auto
assigned.
See appendix 1: CPT to CVX Translations for listings.
One word of caution: The CVX code system contains similar descriptions for some shots. READ
the description CLOSELY! Here are some sample CPT to CVX codes that can be confusing:
Also on this page, you may have values that should not be sent to KDHE.
If this is the case:
1. Click Apply Tag
2. Click Exclude from Export
When this is selected, the data related to this procedure will not be sent to KDHE.
Address Street Directions – Review the listing of all information that is located in Pr Direction on
(CR-20). You may find listings other than address information. Either select a mapping or review
client records to correct the data.
Value
N
NE
NW
S
SE
SW
E
W
Branch
Exten
Descriptions
North
North-East
North-West
South
South-East
South-West
East
West
Branch
Extension
.
Chapter 4: How to query and update the Registry from PHClinic
Section 1: How to query the Registry when creating new clients:
1. From PHClinic, click Client Register
2. Enter new client info and press OK.
16
3. On new client entries, the system will automatically query the Registry for information. (Note: This will
only be performed on new clients if the preference for “Auto Query on Create of Client” is checked
during setup.)
4. If information is found, the review screen will be presented. If no data is found, the screen will be
blank. If vaccinations have not been entered in the Registry for that found client then the lower portion
of the screen will display in red and say no.
a. If the client that is returned from the Registry is the client of choice then click the Process
Client button, the vaccines will then be entered into the PHClinic.
Section 2: How to query the Registry for existing clients:
1.
2.
3.
4.
Click on Client Register.
Enter the client of choice.
Select client record.
Click Services.
a. You now have some new buttons that say Query Registry or Update Registry.
i. The Query Registry button sends a query for the client record to the registry.
ii. The Update Registry button sends client shot information to the registry for the
current client in PHClinic.
b. Click the Query Registry button.
17
5. When the Registry returns a response on the query you may have a blank screen meaning there
were no matches or you can have multiple patients listed based on how many clients match.
6. On the query results screen you have many options:
a. Buttons at the bottom of the screen:
i. Re-Query Client – this sends a second query for the client that has been selected.
ii. Process Client – places the listed information for shots into the PHClinic client record.
b. Menus under Action at the top of the screen:
i. Additional Client Information – List information that was returned from the registry but
not entered into PHClinic.
ii. Translation Table – Takes you directly to the HL7 translation setup table
7. If you choose to Process Client if it is the client of choice or you can exit if not accepting the
information.
18
Section 3: How to query the Registry at check in:
1. From the check screen:
a. Click Actions.
b. Click Query State Registry.
2. Follow the same instructions on how to Process Client from above.
How to update the Registry when completed with immunization service:
1.
2.
3.
4.
From the client of choice.
Select client record.
Click Services.
Click the Update Registry button to send the shot information to the registry.
19
Chapter 5: Uploading Legacy data to the KSWebIZ
When all translation tables are setup and legacy data is ready to be sent to the registry, it is sent via a
batch submission. The steps below will give you the details needed to perform this upload. These steps
will be used twice; once to upload to the test database and again to upload to the production database.
1.
2.
3.
4.
Click System Maintenance.
Click Import/Export.
Click Kansas Specific programs.
Click KIR send HL7 Updates
5. For the program, select Immunizations.
6. Leave the Birthdate Range and Service Date range blank to send all clients with immunizations.
7. The maximum # should also be left blank. (This allows users to control how many records will be sent
at a time).
8. Click the Find records button and wait for this process to finish before performing the next step.
9. Click the Start Updates button (this may take several days).
10. Once done Click the View Log button to see summary of the sent files.
20
Chapter 6: Maintenance Logs
The data that is exchanged in messages across the interface is all contained in the folders located on the
C drive of your computer (C:\Kiphs\KIR). The folders will allow you to monitor the message exchange
and verify if any errors occurred during transmission. These need to be monitored regularly to maintain
message services.
1.
2.
3.
4.
5.
6.
Go to the Start Menu on your computer.
Then click on My Computer.
From there you will select the C drive and locate your KIPHS folder.
Double click on the KIPHS folder.
Then open the KIR folder.
From here you will see 4 folders:
a. The From State folder contains all messages with any information returned from the state
when a query or submission is sent.
b. The Process folder contains all transactions that have been sent successfully to the Registry.
c. The To State folder contains any messages waiting to be sent to the Registry that have been
completed.
d. The Unprocess folder contains messages that have not been transmitted due to a
connectivity issue. It can be returned to the To State folder to attempt to process again.
7. It will be most important to monitor the Unprocess folder to note any connectivity issues with the
Registry. If you find any messages sitting in this folder at any given time please contact KIPHS or
KSWebIZ for further assistance.
21
CPT to CVX Translation Table
This table is found at http://www.cdc.gov/vaccines/programs/iis/stds/cpt.htm
CPT
CPT Description
CVX
CVX Full Vaccine Name
90281
Immune globulin (IG), human, for
intramuscular use
86
immune globulin, intramuscular
90283
Immune globulin (IGIV), human, for
intravenous use
87
immune globulin, intravenous
90287
Botulinum antitoxin, equine, any route
27
botulinum antitoxin
90288
Botulism immune globulin, human, for
intravenous use
NA2
no CVX assigned
90291
Cytomegalovirus immune globulin (CMVIGIV), human, for intravenous use
29
cytomegalovirus immune globulin, intravenous
90296
Diphtheria antitoxin, equine, any route
12
diphtheria antitoxin
90371
Hepatitis B immune globulin (HBIG), human,
for intramuscular use
30
hepatitis B immune globulin
90375
Rabies immune globulin (RIG), human, for
intramuscular and/or subcutaneous use
34
rabies immune globulin
90376
Rabies immune globulin, heat-treated (RIGHT), human, for intramuscular and/or
subcutaneous use
34
rabies immune globulin
90378
Respiratory syncytial virus immune globulin
(RSV-IgIM), for intramuscular use, 50 mg,
each
93
respiratory syncytial virus monoclonal antibody
(palivizumab), intramuscular
90379
Respiratory syncytial virus immune globulin
(RSV-IGIV), human, for intravenous use
71
respiratory syncytial virus immune globulin,
intravenous
90384
Rho(D) immune globulin (RhIG), human, full- NA
dose, for intramuscular use
no CVX assigned
90385
Rho(D) immune globulin (RhIG), human,
mini-dose, for intramuscular use
NA
no CVX assigned
90386
Rho(D) immune globulin (RhIGIV), human,
for intravenous use
NA
no CVX assigned
90389
Tetanus immune globulin (TIG), human, for
intramuscular use
13
tetanus immune globulin
90393
Vaccinia immune globulin, human, for
intramuscular use
79
vaccinia immune globulin
90396
Varicella-zoster immune globulin, human, for
intramuscular use
36
varicella zoster immune globulin
No CPT assigned
117
varicella zoster immune globulin (Investigational
New Drug) Changes made on: June 1, 2006
90399
Unlisted immune globulin
MC3
multiple CVX matches - resolve manually
90476
Adenovirus vaccine, type 4, live, for oral use
54
adenovirus vaccine, type 4, live, oral
90477
Adenovirus vaccine, type 7, live, for oral use
55
adenovirus vaccine, type 7, live, oral
90581
Anthrax vaccine, for subcutaneous use
24
anthrax vaccine
No CPT assigned
82
adenovirus vaccine, NOS
90585
Bacillus Calmette-Guerin vaccine (BCG) for
tuberculosis, live, for percutaneous use
19
Bacillus Calmette-Guerin vaccine
90586
Bacillus Calmette-Guerin vaccine (BCG) for
bladder cancer, live, for intravesical use
19
Bacillus Calmette-Guerin vaccine
Appendix 2
Cholera vaccine, live, for oral use
NF4
no CVX assigned - not yet FDA-approved
No CPT assigned
56
dengue fever vaccine
No CPT assigned
57
hantavirus vaccine
90632
Hepatitis A vaccine, adult dosage, for
intramuscular use
52
hepatitis A vaccine, adult dosage
90633
Hepatitis A vaccine, pediatric/adolescent
dosage-2 dose schedule, for intramuscular
use
83
hepatitis A vaccine, pediatric/adolescent
dosage, 2 dose schedule
90634
Hepatitis A vaccine, pediatric/adolescent
dosage-3 dose schedule, for intramuscular
use
84
hepatitis A vaccine, pediatric/adolescent
dosage, 3 dose schedule
No CPT assigned
31
hepatitis A vaccine, pediatric dosage, NOS
90636
Hepatitis A and hepatitis B (HepA-HepB),
adult dosage, for intramuscular use
104
hepatitis A and hepatitis B vaccine
90645
Hemophilus influenza b vaccine (Hib), HbOC 47
conjugate (4 dose schedule), for
intramuscular use
Haemophilus influenzae type b vaccine, HbOC
conjugate
90646
Hemophilus influenza b vaccine (Hib), PRP-D 46
conjugate, for booster use only,
intramuscular use
Haemophilus influenzae type b vaccine, PRP-D
conjugate
90647
Hemophilus influenza b vaccine (Hib), PRPOMP conjugate (3 dose schedule), for
intramuscular use
Haemophilus influenzae type b vaccine, PRPOMP conjugate
90648
Hemophilus influenza b vaccine (Hib), PRP-T 48
conjugate (4 dose schedule), for
intramuscular use
Haemophilus influenzae type b vaccine, PRP-T
conjugate
No CPT assigned
60
herpes simplex virus, type 2 vaccine
No CPT assigned
61
human immunodeficiency virus vaccine
90592
90649
49
Human Papilloma virus (HPV) vaccine, types 62
6, 11, 16, 18 (quadrivalent) 3 dose schedule,
for intramuscular use
human papilloma virus vaccine, quadrivalent
Changes made on: June 1, 2006
No CPT assigned
human papilloma virus vaccine, bivalent
118
90655
Influenza virus vaccine, split virus,
15
preservative free, for children 6-35 months of
age, for intramuscular use
Influenza virus vaccine, split virus (incl. purified
surface antigen)
90656
Influenza virus vaccine, split virus,
preservative free, for use in individuals 3
years of age and above, for intramuscular
use
15
Influenza virus vaccine, split virus (incl. purified
surface antigen)
90657
Influenza virus vaccine, split virus, for
children 6-35 months of age, for
intramuscular use
15
influenza virus vaccine, split virus (incl. purified
surface antigen)
90658
Influenza virus vaccine, split virus, for use in
individuals 3 years of age and above, for
intramuscular use
15
influenza virus vaccine, split virus (incl. purified
surface antigen)
90659
Influenza virus vaccine, whole virus, for
intramuscular or jet injection use
16
influenza virus vaccine, whole virus
90660
Influenza virus vaccine, live, for intranasal
use
111
influenza virus vaccine, live, attenuated, for
intranasal use
No CPT assigned
63
Junin virus vaccine
No CPT assigned
64
leishmaniasis vaccine
No CPT assigned
65
leprosy vaccine
Appendix 1
90665
Lyme disease vaccine, adult dosage, for
intramuscular use
66
Lyme disease vaccine
No CPT assigned
67
malaria vaccine
No CPT assigned
68
melanoma vaccine
90669
Pneumococcal conjugate vaccine, polyvalent, 100
for children under five years, for
intramuscular use
pneumococcal conjugate vaccine, polyvalent
90675
Rabies vaccine, for intramuscular use
18
rabies vaccine, for intramuscular injection
90676
Rabies vaccine, for intradermal use
40
rabies vaccine, for intradermal injection
No CPT assigned
Changes made on: June 1, 2006
74
rotavirus vaccine, tetravalent, live
No CPT assigned
119
rotavirus vaccine, monovalent, live
Changes made on: June 1, 2006
No CPT assigned
122
rotavirus vaccine, NOS
Changes made on: June 1, 2006
Rotavirus vaccine, pentavalent, 3 dose
schedule, live, for oral use
116
rotavirus vaccine, pentavalent, live
Changes made on: June 1, 2006
No CPT assigned
78
tularemia vaccine
90690
Typhoid vaccine, live, oral
25
typhoid vaccine, live, oral
90691
Typhoid vaccine, Vi capsular polysaccharide
(ViCPs), for intramuscular use
101
typhoid Vi capsular polysaccharide vaccine
90692
Typhoid vaccine, heat- and phenolinactivated (H-P), for subcutaneous or
intradermal use
41
typhoid vaccine, parenteral, other than acetonekilled, dried
90693
Typhoid vaccine, acetone-killed, dried (AKD), 53
for subcutaneous use (U.S. military)
typhoid vaccine, parenteral, acetone-killed,
dried (U.S. military)
90698
Changes
made on:
Mar. 31,
2005
Diphtheria, tetanus toxoids, and acellular
pertussis vaccine, haemophilus influenza
Type B, and poliovirus vaccine, inactivated
(DTaP - Hib - IPV), for intramuscular use
Changes made on: Mar. 31, 2005
120
Changes
made on:
June 1,
2006
diphtheria, tetanus toxoids and acellular
pertussis vaccine, Haemophilus influenzae type
b conjugate, and poliovirus vaccine, inactivated
(DTaP-Hib-IPV)
Changes made on: June 1, 2006
907005
Diphtheria, tetanus toxoids, and acellular
pertussis vaccine (DTaP), for use in
individuals younger than seven years, for
intramuscular use
20
diphtheria, tetanus toxoids and acellular
pertussis vaccine
No CPT assigned
106
diphtheria, tetanus toxoids and acellular
pertussis vaccine, 5 pertussis antigens
No CPT assigned
107
diphtheria, tetanus toxoids and acellular
pertussis vaccine, NOS
90701
Diphtheria, tetanus toxoids, and whole cell
pertussis vaccine (DTP), for intramuscular
use
01
diphtheria, tetanus toxoids and pertussis
vaccine
90702
Diphtheria and tetanus toxoids (DT)
adsorbed for use in individuals younger than
seven years, for intramuscular use
28
diphtheria and tetanus toxoids, adsorbed for
pediatric use
90703
Tetanus toxoid adsorbed, for intramuscular
use
35
tetanus toxoid, adsorbed
No CPT Assigned
112
tetanus toxoid, NOS
90704
Mumps virus vaccine, live, for subcutaneous
use
07
mumps virus vaccine
90705
Measles virus vaccine, live, for subcutaneous 05
use
90680
Appendix 1
measles virus vaccine
90706
Rubella virus vaccine, live, for subcutaneous
use
06
rubella virus vaccine
90707
Measles, mumps and rubella virus vaccine
(MMR), live, for subcutaneous use
03
measles, mumps and rubella virus vaccine
90708
Measles and rubella virus vaccine, live, for
subcutaneous use
04
measles and rubella virus vaccine
Rubella and mumps virus vaccine, live, for
subcutaneous use
38
rubella and mumps virus vaccine
90710
Measles, mumps, rubella, and varicella
vaccine (MMRV), live, for subcutaneous use
94
measles, mumps, rubella, and varicella virus
vaccine
90711
Diphtheria, tetanus toxoids, and pertussis
(DTP) and injectable poliomyelitis vaccine
NF
no CVX assigned - not yet FDA-approved
90712
Poliovirus vaccine, (any type(s)) (OPV), live,
for oral use
02
poliovirus vaccine, live, oral
90713
Poliovirus vaccine, inactivated, (IPV), for
subcutaneous or intramuscular use
Changes made on: Mar. 31, 2005
10
poliovirus vaccine, inactivated
No CPT assigned
89
poliovirus vaccine, NOS
907146
Tetanus and diphtheria toxoids (Td)
adsorbed, preservative free, for use in
individuals seven years or older, for
intramuscular use
113
tetanus and diphtheria toxoids, adsorbed,
preservative free, for adult use
9071466
Typhoid vaccine
91
typhoid vaccine, NOS there is a more current
entry
90715
Changes
made on:
Mar. 31,
2005
Tetanus, diphtheria toxoids and acellular
pertussis vaccine (Tdap), for use in
individuals 7 years or older, for intramuscular
use
Changes made on: Mar. 31, 2005
115
tetanus toxoid, reduced diphtheria toxoid and
Changes acellular pertussis vaccine adsorbed (Tdap)
made on: Changes made on: May
May
90716
Varicella virus vaccine, live, for subcutaneous 21
use
varicella virus vaccine
90717
Yellow fever vaccine, live, for subcutaneous
use
37
yellow fever vaccine
90718
Tetanus and diphtheria toxoids (Td)
adsorbed for use in individuals seven years
or older, for intramuscular use
09
tetanus and diphtheria toxoids, adsorbed for
adult use
90719
Diphtheria toxoid, for intramuscular use
NA
no CVX assigned
90720
Diphtheria, tetanus toxoids, and whole cell
pertussis vaccine and Hemophilus influenza
B vaccine (DTP-Hib), for intramuscular use
22
DTP-Haemophilus influenzae type b conjugate
vaccine
90721
Diphtheria, tetanus toxoids, and acellular
pertussis vaccine and Hemophilus influenza
B vaccine (DTaP-Hib), for intramuscular use
50
DTaP-Haemophilus influenzae type b conjugate
vaccine
No CPT assigned
102
DTP- Haemophilus influenzae type b conjugate
and hepatitis b vaccine
90723
Diphtheria, tetanus toxoids, acellular
pertussis vaccine, Hepatitis B, and poliovirus
vaccine, inactivated (DTaP-HepB-IPV), for
intramuscular use
110
DTaP- hepatitis B and poliovirus vaccine
90724
Influenza virus vaccine
88
influenza virus vaccine, NOS
90725
Cholera vaccine for injectable use
26
cholera vaccine
90726
Rabies vaccine
90
rabies vaccine, NOS
90727
Plague vaccine, for intramuscular use
23
plague vaccine
Appendix 1
90728
BCG vaccine
19
Bacillus Calmette-Guerin vaccine
90730
Hepatitis A vaccine
85
hepatitis A vaccine, NOS
90731
Hepatitis B vaccine
45
hepatitis B vaccine, NOS
No CPT assigned
58
hepatitis C vaccine
No CPT assigned
59
hepatitis E vaccine
Pneumococcal polysaccharide vaccine, 23valent, adult or immunosuppressed patient
dosage, for use in individuals 2 years or
older, for subcutaneous or intramuscular use
Changes made on: June 1, 2006
33
pneumococcal polysaccharide vaccine
No CPT assigned
109
pneumococcal vaccine, NOS
Meningococcal polysaccharide vaccine (any
group(s)), for subcutaneous use
32
meningococcal polysaccharide vaccine
(MPSV4) Changes made on: Mar. 31, 2005
No CPT assigned
103
meningococcal C conjugate vaccine
90732
90733
No CPT assigned
108
meningococcal vaccine, NOS
90734
Meningococcal conjugate vaccine,
serogroups A, C, Y and W-135 (tetravalent),
for intramuscular use
114
meningococcal polysaccharide (groups A, C, Y
and W-135) diphtheria toxoid conjugate vaccine
(MCV4) Changes made on: Mar. 31, 2005
90735
Japanese encephalitis virus vaccine, for
subcutaneous use
39
Japanese encephalitis vaccine
90736
Zoster (shingles) vaccine, live, for
subcutaneous injection
121
zoster vaccine, live Changes made on: June 1,
2006
90737
Hemophilus influenza B
17
Haemophilus influenzae type b vaccine,
conjugate NOS
90740
Hepatitis B vaccine, dialysis or
immunosuppressed patient dosage (3 dose
schedule), for intramuscular use
44
hepatitis B vaccine, dialysis patient dosage
90741
Immunization, passive; immune serum
globulin, human (ISG)
14
immune globulin, NOS
90742
Immunization, passive; specific hyperimmune MC
serum globulin (eg, hepatitis B, measles,
pertussis, rabies, Rho(D), tetanus, vaccinia,
varicella-zoster)
multiple CVX matches - resolve manually
90743
Hepatitis B vaccine, adolescent (2 dose
schedule), for intramuscular use
43
hepatitis B vaccine, adult dosage
90744
Hepatitis B vaccine, pediatric/adolescent
dosage (3 dose schedule), for intramuscular
use
08
hepatitis B vaccine, pediatric or
pediatric/adolescent dosage
90745
Hepatitis B vaccine, adolescent/high risk
infant dosage, for intramuscular use
42
hepatitis B vaccine, adolescent/high risk infant
dosage
90746
Hepatitis B vaccine, adult dosage, for
intramuscular use
43
hepatitis B vaccine, adult dosage
90747
Hepatitis B vaccine, dialysis or
immunosuppressed patient dosage (4 dose
schedule), for intramuscular use
44
hepatitis B vaccine, dialysis patient dosage
90748
Hepatitis B and Hemophilus influenza b
vaccine (HepB-Hib), for intramuscular use
51
Haemophilus influenzae type b conjugate and
Hepatitis B vaccine
90749
Unlisted vaccine/toxoid
MC
multiple CVX matches - resolve manually
No CPT assigned
11
pertussis vaccine
No CPT assigned
69
parainfluenza-3 virus vaccine
No CPT assigned
70
Q fever vaccine
Appendix 1
No CPT assigned
72
rheumatic fever vaccine
No CPT assigned
73
Rift Valley fever vaccine
No CPT assigned
75
vaccinia (smallpox) vaccine
No CPT assigned
105
vaccinia (smallpox) vaccine, diluted
No CPT assigned
76
Staphylococcus bacteriophage lysate
No CPT assigned
77
tick-borne encephalitis vaccine
No CPT assigned
81
Venezuelan equine encephalitis, inactivated
No CPT assigned
80
Venezuelan equine encephalitis, live,
attenuated
No CPT assigned
92
Venezuelan equine encephalitis vaccine, NOS
No CPT assigned
95
tuberculin skin test; old tuberculin,
multipuncture device
No CPT assigned
96
tuberculin skin test; purified protein derivative
solution, intradermal
No CPT assigned
97
tuberculin skin test; purified protein derivative,
multipuncture device
No CPT assigned
98
tuberculin skin test; NOS
No CPT assigned
998
no vaccine administered
No CPT assigned
999
unknown vaccine or immune globulin
No CPT assigned
99
RESERVED - do not u
Appendix 1
KANSAS DEPARTMENT OF HEALTH AND ENVIRONMENT
Division of Health
February 16, 2016
STATE OF KANSAS
Bureau of Epidemiology and Disease Prevention
KANSAS IMMUNIZATION REGISTRY [KSWebIZ]
USER SECURITY AND CONFIDENTIALITY AGREEMENT
Organization Name:
User Name:
Organization Address:
City:
State:
Zip:
By signing this agreement, I agree to:

Comply with the Kansas Immunization Registry [KSWebIZ] Security and Confidentiality Policy and my organization’s normal protocol for
releasing identifiable immunization information for clients.

Participate and provide immunization data to the KSWebIZ database.

Handle KSWebIZ identifiable information on clients in a confidential manner.

Enter data timely and accurately.

Not knowingly enter invalid/false data, falsify any document or data obtained through KSWebIZ.

Use KSWebIZ to access information and generate documentation only as necessary to properly conduct the administration and
management of immunizations.

Carefully and deliberately safeguard my user token and pin number which provide access to KSWebIZ and will not permit the use of that
token or pin number by any other person, unless expressly authorized by the KSWebIZ staff.

Not furnish identifiable information or documentation obtained from KSWebIZ to individuals for personal use or to any individuals who have
no duties relating to the administration, recording and reviewing of immunizations.

Not attempt to copy the database or software used to access the KSWebIZ database without written consent from the Kansas Department
of Health and Environment.

Promptly report to KSWebIZ staff any threat to or violation of the KSWebIZ Security and Confidentiality Agreement.

Allow the KSWebIZ staff and the assigned agents to audit my KSWebIZ transactions to ensure compliance with the KSWebIZ Security and
Confidentiality Agreement.
The terms of the Contractual Provisions Attachment (DA-146a Rev. 1-01,) which is attached hereto are made a part hereof by reference.
I understand that KSWebIZ will not use or disclose identifiable immunization information except as necessary to protect the public health, safety,
and welfare. I understand that I have no liability under the HIPAA Privacy Rule for any disclosure by KSWebIZ of immunization information
submitted to KSWebIZ.
I have read, understand, and agree to abide by the KSWebIZ Security and Confidentiality Agreement and the above requirements. I understand
that, if I violate KSWebIZ confidentiality requirements, my access to KSWebIZ can be terminated, and I may be subject to penalties imposed by
law.
SIGNATURE – User
Date Signed
Print Title of User
Telephone Number
Appendix 2
KSWebIZ CONFIDENTIALITY POLICY:
The Kansas Immunization Registry, KSWebIZ, is a confidential computer system that
collects and selectively discloses information to authorized persons about the identity,
demographics, primary health care provider, and vaccination history of persons in the
State of Kansas.
The purpose of the Kansas Immunization Registry is to consolidate immunization
information among health care providers, assure adequate immunization levels, and to
avoid unnecessary immunizations. Registry data is used by providers to: monitor the
immunization status of children and adults; generate reminder/recall notices to those
delinquent for age-appropriate vaccinations; assess immunization practices employed
by health care providers; and examine coverage levels to identify geographic areas at
high risk due to deficient immunization coverage. This policy defines provisions under
which the system operates.
Access is limited to sites that either provide immunization services or are required to
ensure that persons are immunized. Patient specific information is only available to
authorized users. "Authorized users" include employees of the Kansas Department of
Health and Environment, nurses [both school and clinical], physicians, medical
assistants, may include medical clerks and/or office managers, and certain employees
of health insurance companies licensed to do business in the State of Kansas.
The privacy of participants and the confidentiality of information contained in the registry
shall be protected at all times by all authorized users.
Participation in the Kansas Immunization Registry is strictly voluntary. Parents are
notified of the registry through their child’s birth certificate, or through executing consent
at their health care provider’s office or their child’s school. Consenting to have a record
in the registry means that personally identifiable information and data describing
immunizations will be entered into the system. Parents/guardians and individuals may
“opt-out” of the registry on behalf of their children/wards or themselves by requesting, in
writing to KDHE, that the records be removed from the Kansas Immunization Registry,
KSWebIZ.
All users of the Kansas Immunization Registry must sign the Kansas Immunization
Registry [KSWebIZ] User Security and Confidentiality Agreement.
I.


Use of Registry Data
Authorized users may access the registry, when needed, to coordinate
immunization services, assure adequate immunization, assess immunization
coverage levels, confirm compliance with immunization requirements, control
disease outbreaks, to compile statistics describing immunization status for groups
of enrolled health plan clients.
Users who access KSWebIZ will comply with the rules and regulations as described
in the user registration and agreement. User access level will be determined by the
KDHE at the time of user enrollment and will comply with all applicable federal and
state mandates that govern individual health information.
Appendix 3



II.
Health plans and approved researchers may request access to registry data for
research and statistical purposes, determined in accordance with department rules.
Health plans and approved researchers may view but may only access records of
patients for whom they are clinically or contractually responsible.
Schools and licensed child-care centers may be users of the registry. Once
authorized by signing the User Agreement, these users may access and utilize the
system.
Parents/guardians and individuals may access a child's immunization record
through their health care provider, local county health department or the Kansas
Department of Health and Environment.
Security Procedures
All enrolled sites shall maintain reasonable and appropriate administrative, technical,
and physical safeguards to ensure the integrity and confidentiality of health information.
Registry staff may conduct periodic assessments of privacy and security policies.
 KDHE will maintain listing of authorized users. This list may include:
o Name, address, contact information, type of agency, SecurID token
number, and password information.
o Level of access
o Original signed and dated confidentiality agreement for each authorized
end user.
 Upon KDHE approval, aggregate information stripped of identifiers may be shared to
outside requestors if a legitimate justification is submitted. Aggregate data
disclosure by users must be in compliance with federal, state and local laws that
govern medical confidentiality and duty of parental notification.
 KDHE will ensure that access is limited to legally mandated circumstances.
 In the event that KDHE discovers unauthorized dissemination of registry data, KDHE
shall promptly notify the original provider[s] of said data.
III.

Record Retention Term
KDHE shall retain data provided to the Registry for such periods of time as allowed
by applicable law.
Appendix 3